Terms of Service
Introduction
By creating an account, accessing or using the Services, starting a free trial, clicking to accept these Terms, accepting a Quote, or using the Services on behalf of an organization, you agree to these Terms. If you use the Services on behalf of an organization, you represent that you have authority to bind that organization, and “Customer” means that organization. If you do not agree to these Terms, do not access or use the Services.
These Terms of Service (these “Terms”) govern access to and use of the websites, mobile applications, software-as-a-service platform, AI-enabled features, documentation, and related services provided by Xenia Platform Inc. (“Xenia”, “we”, “us”, or “our”) (collectively, the “Services”).
If Customer has entered into a signed master subscription agreement, order form, data processing addendum, statement of work, or other written agreement with Xenia for the Services, that signed agreement governs the purchased Services. Online, clickwrap, browsewrap, website, mobile app, or in-app terms do not amend, supplement, or override the signed agreement unless the signed agreement expressly incorporates them.
Definitions
(a) “Administrator” means an Authorized User with permissions to configure Customer’s account, manage users, access Customer Data, submit instructions to Xenia, or control workspace settings.
(b) “AI Features” means features or functionality that use artificial intelligence, machine learning, large language models, computer vision, automated analysis, or similar technologies.
(c) “AI Inputs” means prompts, queries, files, images, records, workflows, instructions, Customer Data, and other information submitted to or processed by AI Features.
(d) “AI Outputs” means outputs, suggestions, summaries, classifications, templates, recommendations, reports, text, images, alerts, and other results generated or assisted by AI Features.
(e) “Authorized User” means any employee, contractor, representative, administrator, or other person Customer authorizes to access or use the Services under Customer’s account.
(f) “Customer Data” means data, content, files, images, photographs, records, workflows, templates, work orders, inspection results, audit results, communications, prompts, AI Inputs, AI Outputs, and other information submitted to, uploaded to, generated through, or processed by the Services on behalf of Customer or Authorized Users.
(g) “Customer Personal Data” means Customer Data that is personal information, personal data, or a similar term under applicable privacy or data protection law.
(h) “DPA” means Xenia’s data processing addendum or other data processing terms incorporated into these Terms or a Quote.
(i) “Quote” means a quote, online checkout page, order form, invoice, confirmation page, or other ordering document accepted by Xenia for the Services, together with any Quote Supplement attached to it.
(j) “Verified AI Output” means an AI Output that Customer or an Authorized User reviews, approves, edits, adopts, stores, submits, or otherwise incorporates into Customer’s workflows or records. Customer is responsible for the decisions it makes on the basis of a Verified AI Output, and Customer’s review of an AI Output satisfies the human-review obligations this Agreement places on Customer for that output.
Business Use, Eligibility, and Compliance
(a) The Services are intended for business use. You may create an account only if you are at least 18 years old, have authority to use the Services on behalf of Customer where applicable, and may lawfully use the Services under applicable law. Customer is responsible for ensuring that Authorized Users may lawfully access and use the Services.
(b) Customer will not access or use the Services if Customer or any Authorized User is located in a jurisdiction where use is prohibited, is subject to sanctions or trade restrictions, or is otherwise barred from receiving the Services under applicable export-control, sanctions, or trade-compliance laws. Customer is responsible for complying with all laws applicable to Customer Data, Customer’s business, Customer’s worksites, and Customer’s use of the Services.
Accounts and Administration
(a) Customer is responsible for all activity under its account and for the acts and omissions of Authorized Users. Customer will keep account credentials confidential and promptly notify Xenia of any unauthorized access or security incident involving Customer’s account.
(b) Administrators may be able to access, export, delete, reassign, restrict, or control Customer Data and Authorized User access. Xenia may rely on instructions from Administrators and other persons Xenia reasonably believes are authorized to act for Customer.
(c) If an Authorized User uses an email domain controlled by Customer, Xenia may permit Customer to claim or administer that user’s account or workspace according to Xenia’s account-domain and workspace-control practices.
Services, Plans, Trials, and Beta Features
(a) Xenia provides a platform for frontline operations, task management, work orders, inspections, audits, checklists, SOPs, workflows, communications, resources, analytics, reporting, integrations, AI-enabled features, and related functionality.
(b) Available plans, fees, feature limits, usage limits, site limits, user limits, storage limits, AI usage limits, subscription periods, and support levels are described in the applicable Quote, checkout flow, plan page, invoice, or service description. Quotes and checkout pages may include additional commercial terms that apply to the applicable purchase.
(c) Xenia may update the Services from time to time, including by adding, modifying, suspending, or discontinuing features, plans, integrations, APIs, or functionality. Available features may vary by plan, Customer configuration, account status, region, device, product version, third-party dependency, or legal requirement.
(d) Free trials, pilots, beta features, preview features, and evaluation access are provided for the period and scope specified by Xenia. Trial, beta, preview, and evaluation access is provided as-is, may be modified or discontinued at any time, may be subject to additional restrictions, and may not include all features, support, security commitments, export rights, retention periods, or service levels available for paid subscriptions.
Customer Responsibilities
(a) Customer is responsible for:
- (i) Configuring and administering its account.
- (ii) Determining Authorized User access and permissions.
- (iii) Obtaining all rights, consents, notices, and authorizations needed for Customer Data.
- (iv) Complying with laws, contracts, employment policies, safety requirements, privacy obligations, and internal policies applicable to Customer’s use of the Services.
- (v) Reviewing AI Outputs, reports, alerts, analytics, templates, checklists, workflows, and other Service-generated or Xenia-provided materials before relying on them.
- (vi) Maintaining appropriate backups or exports where required by Customer’s business.
- (vii) Ensuring that Customer Data is appropriate for processing through the Services.
(b) Customer will not submit Customer Data that Customer lacks authority to provide, including data subject to special contractual, regulatory, consent, employment, biometric, health, children, payment-card, government-identifier, or other sensitive restrictions, unless Customer has determined that the Services and applicable Quote are appropriate for that data.
Customer Data
(a) As between Xenia and Customer, Customer retains all right, title, and interest in and to Customer Data. Customer grants Xenia a non-exclusive, worldwide, royalty-free license to host, copy, process, transmit, display, analyze, and otherwise use Customer Data only as necessary to do any of the following:
- (i) Provide, operate, maintain, secure, support, configure, and troubleshoot the Services for Customer.
- (ii) Provide AI Features for Customer.
- (iii) Process Customer’s instructions and Administrator instructions.
- (iv) Comply with law.
- (v) Prevent or address security, fraud, abuse, technical, or reliability issues.
- (vi) Enforce these Terms.
- (vii) Act as otherwise authorized by Customer or the applicable agreement.
(b) Xenia may create and use aggregated, statistical, derived, or deidentified information from use of the Services for analytics, benchmarking, security, reporting, product improvement, and other lawful business purposes, provided that Xenia does not use that information to identify Customer, any Authorized User, or any other individual, and does not attempt to reidentify them except to test or maintain deidentification safeguards. As between Xenia and Customer, Xenia owns aggregated, statistical, derived, and deidentified information that does not identify Customer, any Authorized User, or any other individual.
(c) Product improvement using aggregated or deidentified information does not authorize Xenia to use Customer Data or AI Outputs to train, fine-tune, adapt, evaluate, validate, or improve AI or machine-learning models for cross-customer, provider, or general product use without Customer’s affirmative permission.
(d) Xenia’s processing of personal information is described in Xenia’s Privacy Policy and, where applicable, any DPA between Xenia and Customer.
AI Features
(a) The Services may include AI Features that generate or assist with workflows, summaries, templates, recommendations, classifications, analytics, visual verification, search, automation, support, security, and other product functionality.
(b) Customer authorizes Xenia and its service providers and subprocessors to process Customer Data, Authorized User data, AI Inputs, AI Outputs, usage data, files, images, operational records, and related information through AI Features as necessary to provide, operate, maintain, secure, support, configure, and troubleshoot the Services for Customer in accordance with these Terms, Xenia’s Privacy Policy, and any applicable Quote or DPA.
(c) Xenia will not use Customer Data or AI Outputs to train, fine-tune, adapt, distill, or improve any artificial intelligence or machine-learning model for cross-customer, provider, or general product use, and Xenia will not authorize any Subprocessor to do so, without Customer’s affirmative permission. This restriction also covers using that data to build, populate, or maintain a cross-customer example store, prompt library, or evaluation set from which a model or a model’s behavior is derived. Customer may grant that permission only through a Quote, a written authorization Customer signs or approves, or a product setting controlled by Customer’s administrator that records the permission and logs it for audit. Passive website terms, mere continued use, beta or preview enrollment, and individual end-user consent are not sufficient. This restriction does not reach a model provider’s automated abuse monitoring, safety classification, or trust-and-safety review of content the provider receives, which Xenia does not control and which the DPA describes.
(d) The restriction above does not prevent Xenia from processing Customer Data through AI Features to provide the Services to Customer, operating customer-specific configurations, retrieval, prompts, indexes, embeddings, workflows, or similar service-operation systems, maintaining security and abuse-prevention systems, troubleshooting, or using aggregated or deidentified information in accordance with these Terms.
(e) Xenia processes Customer Data through a model provider only under business, paid application-programming-interface, enterprise, or equivalent commercial terms under which the provider is contractually restricted from using that data to train or improve the provider’s models. Xenia does not use a free, consumer, research, evaluation, trial, or unpaid tier for Customer Data, and does not use an individual’s personal account or personal application-programming-interface key for that processing. The DPA states each provider’s retention configuration and the notice Xenia gives Customer if it changes.
(f) Stored AI Inputs and AI Outputs associated with Customer’s account follow Customer Data retention rules unless a Quote states otherwise. Provider-log retention may vary by provider, model, account tier, abuse-monitoring requirement, legal requirement, and technical availability. Embeddings, vector-store entries, customer-specific indexes, retrieval artifacts, and similar AI artifacts will be deleted, disabled, or deassociated consistently with associated Customer Data where technically feasible, subject to backup cycles, legal holds, security, abuse prevention, and operational retention.
(g) AI Outputs generated for Customer are Customer Data as between Customer and Xenia, except that Xenia and its licensors retain all rights in the Services, AI Features, models, algorithms, prompts, templates, software, workflows, documentation, and underlying technology. Verified AI Outputs are AI Outputs that Customer or an Authorized User has reviewed, approved, edited, adopted, stored, submitted, or incorporated into Customer’s workflows or records. AI Outputs may be similar or identical to outputs generated for other customers or users, and Customer’s rights in Customer Data do not prevent Xenia from providing similar or identical outputs to others.
(h) AI Outputs are provided to assist Customer’s operations and are not legal, medical, financial, safety, employment, compliance, or other professional advice. Customer is responsible for reviewing AI Outputs before relying on them and for determining whether AI Outputs are appropriate for Customer’s business, operational, safety, employment, compliance, or legal use case.
(i) Customer will not use AI Features or AI Outputs as the sole or substantial basis for decisions that may affect legal rights, employment, compensation, workplace discipline, termination, safety, compliance, or other consequential matters unless Customer implements legally required notices, rights, controls, human review, and professional judgment.
(j) Beta or preview AI Features may be modified or discontinued at any time, may be subject to additional limits, and are provided as-is unless a Quote states otherwise. Customer should not use beta or preview AI Features for production-critical or consequential decisions unless a Quote expressly permits that use.
Acceptable Use
(a) Customer and Authorized Users will not do any of the following:
- (i) Violate law or third-party rights.
- (ii) Submit unlawful, infringing, deceptive, discriminatory, harmful, malicious, or unauthorized content.
- (iii) Submit malware, ransomware, spyware, destructive code, spam, phishing, or fraudulent material.
- (iv) Harass, threaten, deceive, impersonate, or misrepresent affiliation.
- (v) Interfere with or disrupt the Services.
- (vi) Probe, scan, or test vulnerabilities without authorization.
- (vii) Bypass, abuse, or circumvent security, access controls, usage limits, authentication measures, rate limits, plan limits, feature limits, trial limits, promotional limits, user-type limits, seat limits, site limits, AI usage limits, usage-metering controls, billing restrictions, or other service controls.
- (viii) Misrepresent account type, user type, usage volume, site count, or eligibility for discounts, promotions, trials, free plans, or pricing tiers.
- (ix) Scrape, crawl, bulk extract, harvest, or copy the Services except through supported interfaces or as expressly permitted by these Terms or a Quote.
- (x) Reverse engineer, decompile, disassemble, or attempt to derive source code, models, prompts, algorithms, or non-public technical information from the Services except to the extent a restriction is prohibited by law.
- (xi) Use the Services to build, train, benchmark, evaluate, validate, or improve a competing product, service, AI feature, or AI model.
- (xii) Resell, sublicense, rent, lease, outsource, timeshare, or provide the Services to third parties except as permitted by the applicable Quote.
- (xiii) Remove proprietary notices.
- (xiv) Use the Services to process data Customer lacks authority to provide.
- (xv) Submit sensitive personal data, regulated health data, biometric data, children’s data, payment-card data, government identifiers, special-category data, or other highly sensitive data unless the applicable Quote or written agreement expressly permits that use and Customer has implemented legally required safeguards.
- (xvi) Use AI Features to mislead individuals into believing AI Outputs are wholly human generated where disclosure or human review is required.
- (xvii) Use AI Features to generate or facilitate malware, spam, unlawful surveillance, harassment, discrimination, deception, or illegal activity.
- (xviii) Use AI Features or AI Outputs as the sole or substantial basis for employment, compensation, workplace discipline, termination, safety, compliance, legal, or similarly consequential decisions without legally required notices, rights, controls, human review, and professional judgment.
- (xix) Use the Services in any manner that violates these Terms, a Quote, the DPA, documentation, or applicable law.
(b) Xenia may investigate suspected violations of this Section. Xenia may remove, disable access to, restrict, preserve, disclose, or modify content or accounts that violate these Terms; suspend, limit, or terminate access; report unlawful conduct to appropriate authorities; and take other steps reasonably necessary to protect the Services, Xenia, customers, users, or third parties.
(c) Where practicable, Xenia will provide notice and an opportunity to cure unless urgent action is needed to address security, legal, service-integrity, payment, abuse, platform, or third-party risk.
(d) Xenia will not be liable for good-faith investigation, suspension, limitation, removal, preservation, disclosure, or enforcement action under this Section.
Third-Party Services and Integrations
(a) The Services may interoperate with third-party products, services, applications, APIs, websites, identity providers, payment processors, communications tools, analytics tools, AI providers, or integrations. Customer’s use of third-party services may be subject to separate terms and privacy policies between Customer and the third-party provider. Xenia is not responsible for third-party services except to the extent expressly stated in a written agreement with Customer.
(b) If Customer enables a third-party integration or directs Xenia to disclose Customer Data to a third-party service, Xenia may do so at Customer’s direction.
Mobile Applications, Permissions, and Communications
(a) If Customer or an Authorized User downloads a Xenia mobile application from a third-party app store, the app store’s terms may also apply. To the extent Customer downloads a Xenia mobile application from Apple Inc. or Google LLC or their affiliates, the applicable app-store provider is not a party to these Terms, has no obligation to provide maintenance or support for the Services, and may be a third-party beneficiary of the provisions applicable to the mobile application where required by the applicable app-store terms.
(b) Depending on enabled features and device settings, the Services may use device permissions, push notifications, SMS or messaging features, camera access, file access, microphone access, approximate or precise location, image metadata, crash data, and diagnostic data. Users can adjust certain permissions through device settings, though disabling permissions may limit functionality.
(c) Operational, transactional, service, security, and account messages may be sent through the Services, email, push notification, SMS, or other channels. Marketing messages, where used, are subject to applicable consent and opt-out rules.
Fees, Renewals, Cancellations, Taxes, and Payment Disputes
(a) Customer will pay all fees described in the applicable Quote without setoff, deduction, recoupment, counterclaim, or withholding, except that Customer may withhold only the specific amount disputed in good faith if Customer gives Xenia written notice of the dispute within 30 days after the invoice date and pays all undisputed amounts on time. Unless otherwise stated in a Quote:
- (i) Fees are due in advance and are non-refundable except as required by law or expressly stated in these Terms.
- (ii) Monthly subscriptions renew monthly unless Customer cancels before the next monthly renewal.
- (iii) Annual subscriptions renew annually unless Customer cancels or either party gives non-renewal notice at least 30 days before renewal.
- (iv) Xenia may charge Customer’s payment method for renewals, additional users, overages, plan changes, and taxes.
- (v) Customer must keep billing information current.
- (vi) Xenia may suspend, downgrade, or limit access after notice if any undisputed amount is overdue.
- (vii) Xenia may charge interest on overdue amounts at the lesser of 1.5% per month or the maximum rate permitted by law.
- (viii) Customer will reimburse Xenia for reasonable collection costs, attorneys’ fees, and expenses incurred to collect overdue amounts or enforce payment obligations.
- (ix) Xenia may change pricing for renewal terms after giving notice before the renewal term.
- (x) Cancellation will take effect at the end of the then-current paid term unless the Quote states otherwise.
(b) Customer is responsible for reviewing the applicable Quote, checkout page, plan page, and purchase materials for subscription period, renewal, cancellation, refund, usage, overage, and payment terms that apply to Customer’s purchase.
(c) For monthly subscriptions, Customer may cancel before the next monthly renewal unless the Quote states otherwise. For annual subscriptions, Customer may cancel renewal before the applicable non-renewal deadline. Cancellation does not entitle Customer to a refund for the then-current paid term unless required by law, stated in the Quote, or approved by Xenia.
(d) Customer is responsible for taxes, duties, levies, and similar governmental assessments other than taxes based on Xenia’s net income.
Suspension, Content Removal, and Enforcement
(a) Xenia may suspend, downgrade, limit, or terminate access to the Services if Xenia reasonably believes that Customer or an Authorized User has violated these Terms, created a security risk, failed to pay undisputed amounts when due, infringed third-party rights, used the Services unlawfully, exceeded applicable limits, or otherwise created risk to Xenia, the Services, other customers, users, or third parties.
(b) Xenia may remove, disable access to, restrict, preserve, or disclose Customer Data, accounts, or content if Xenia reasonably believes action may be needed to comply with law, protect rights, preserve evidence, address security or technical risk, enforce these Terms, respond to governmental or legal process, protect the Services, or prevent harm to Xenia, customers, users, or third parties.
(c) Xenia may provide notice and an opportunity to cure where Xenia considers it practicable, but Xenia is not required to delay action where action may be needed to prevent harm, preserve security, comply with law, protect rights, or protect Xenia, the Services, customers, users, or third parties. Xenia will not be liable for good-faith suspension, limitation, removal, preservation, disclosure, or enforcement action under this Section.
Termination
(a) These Terms apply while Customer or any Authorized User accesses or uses the Services. Paid subscriptions continue for the applicable subscription term unless cancelled, non-renewed, suspended, or terminated in accordance with these Terms or the applicable Quote.
(b) Either party may terminate for material breach if the breach is not cured within thirty days after written notice. Xenia may terminate immediately if Customer’s use of the Services creates material legal, security, intellectual-property, payment, or platform-integrity risk.
Export, Retention, and Deletion
(a) During the subscription term, Administrators may export Customer Data using available product functionality, subject to plan limits, account status, and technical limitations.
(b) Following expiration or termination, Xenia may disable access to the Services and may delete or anonymize Customer Data according to its retention practices unless the applicable Quote, DPA, or law provides otherwise. If Xenia makes post-termination export functionality or export assistance available, Customer is responsible for exporting Customer Data before the applicable access or export period ends.
(c) Xenia may retain copies of Customer Data as required by law or as reasonably necessary for security, backup, archival, fraud prevention, dispute resolution, audit, compliance, financial records, legal holds, or enforcement. Backup copies may persist until overwritten or deleted in the ordinary backup cycle. Enterprise agreements, DPAs, or Quotes may provide different return, deletion, transition, or retention terms.
Intellectual Property
(a) Xenia and its licensors retain all rights, title, and interest in and to the Services, software, platform, websites, applications, documentation, technology, templates, workflows, analytics, designs, AI Features, models, algorithms, prompts, user interfaces, know-how, trademarks, and related intellectual property, excluding Customer Data.
(b) Subject to these Terms and the applicable Quote, Xenia grants Customer a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Services during the applicable subscription term for Customer’s internal business purposes.
(c) Customer may provide feedback, suggestions, ideas, or improvement requests. Customer grants Xenia a perpetual, irrevocable, worldwide, sublicensable, transferable, royalty-free license to use feedback without restriction or obligation. Customer is responsible for excluding Customer Data and confidential information from feedback unless Customer intends Xenia to use it under this Section; Customer Data remains subject to these Terms and any applicable DPA.
(d) Unless Customer opts out by written notice to Xenia or the applicable Quote states otherwise, Xenia may identify Customer by name and logo in customer lists, marketing materials, and presentations, subject to Customer’s trademark usage guidelines provided to Xenia.
Confidentiality
(a) Each party may receive confidential information from the other. The receiving party will use the disclosing party’s confidential information only to perform or receive the Services, exercise rights, or fulfill obligations under these Terms, and will protect it using reasonable care. Confidential information does not include information that is public, already known without restriction, independently developed, or lawfully received from a third party without confidentiality obligations.
Privacy and Data Protection
(a) Xenia’s Privacy Policy describes how Xenia collects, uses, discloses, and retains personal information.
(b) Where Xenia processes Customer Personal Data on behalf of Customer as a processor, service provider, or contractor, Xenia’s DPA governs that processing. The DPA applies when incorporated into a Quote, accepted by Customer, or posted by Xenia for the Services, and Xenia makes the DPA available for acceptance to every customer whose use involves that processing. These Terms do not supply separate data processing terms.
(c) If there is a conflict between these Terms and an applicable DPA regarding processing of Customer Personal Data, the DPA controls for that processing.
Data Regions and International Processing
(a) Available hosting, storage, support, and processing locations may vary by Service, plan, configuration, feature, Subprocessor, and Quote. Customer does not receive a data-location or data-residency commitment unless a Quote expressly designates a Data Region.
(b) If a Quote designates a Data Region, Xenia will use that region for primary hosting of the Customer Data covered by that Quote, subject to the DPA and any disclosed exceptions for support, security, incident response, disaster recovery, backups, telemetry, subprocessors, AI processing, customer-directed integrations, legal requirements, and other processing stated in the Quote or DPA. A Data Region designation does not by itself mean that all processing or access occurs exclusively within that region.
(c) Customer authorizes Xenia to make international transfers and permit cross-border access as necessary to provide the Services in accordance with the DPA, the applicable Quote, and Data Protection Laws. The DPA governs the transfer mechanisms and safeguards applicable to Customer Personal Data, together with the International Transfer Addendum where the parties sign it.
(d) If Xenia discovers processing materially inconsistent with an express Data Region commitment, Xenia will take reasonable steps to contain and correct the issue and will notify Customer to the extent required by the DPA, applicable law, or the applicable Quote. A routing or location deviation is not necessarily a Security Incident unless it meets the definition in the DPA.
(e) Customer-directed integrations, exports, downloads, user access, or disclosures may cause Customer Data to be processed outside a designated Data Region. Customer is responsible for its instructions and for evaluating third-party services it enables.
Security
(a) Xenia uses administrative, technical, and organizational safeguards designed to protect Customer Data. No system is completely secure, and Xenia does not guarantee that unauthorized access, loss, misuse, or alteration will never occur.
(b) Specific security commitments apply only if expressly stated in a Quote, security exhibit, DPA, or other written agreement executed or expressly incorporated by Xenia. General website, marketing, sales, trust-center, questionnaire, or product-description materials do not create contractual security commitments unless expressly incorporated into an applicable agreement.
Disclaimers
(a) Except as expressly stated in a separate written agreement, the Services, AI Features, AI Outputs, websites, applications, documentation, templates, checklists, SOPs, workflows, reports, analytics, recommendations, inspections, audits, resources, beta features, and trial access are provided “as is” and “as available”. To the maximum extent permitted by law, Xenia disclaims all warranties, express, implied, statutory, or otherwise, including warranties of merchantability, fitness for a particular purpose, title, non-infringement, uninterrupted availability, accuracy, reliability, and error-free operation.
(b) Xenia-provided templates, checklists, SOPs, workflows, reports, analytics, recommendations, inspection materials, audit materials, resource libraries, and other operational materials are provided for informational and operational support only. They are not legal, medical, financial, safety, employment, compliance, or other professional advice. Customer is responsible for reviewing, adapting, validating, and approving those materials for Customer’s own business, workforce, worksites, legal obligations, safety requirements, and operational needs.
(c) Customer is responsible for determining whether the Services and any Service-generated or Xenia-provided materials are appropriate for Customer’s use case. Xenia is not responsible for decisions made by Customer, Administrators, Authorized Users, or other persons based on the Services, AI Outputs, reports, analytics, templates, checklists, workflows, recommendations, inspections, audits, or other materials.
Indemnification
(a) Customer will defend, indemnify, and hold harmless Xenia and its affiliates, officers, directors, employees, agents, and representatives from and against claims, damages, liabilities, losses, and expenses, including reasonable attorneys’ fees, arising from Customer Data, Customer’s or Authorized Users’ use of the Services, violation of these Terms, violation of law, or infringement or misappropriation of third-party rights.
Enterprise Quotes may include mutual indemnities, Xenia IP infringement indemnity, data/security provisions, and different defense/settlement mechanics.
Limitation of Liability
(a) To the maximum extent permitted by law, Xenia will not be liable for indirect, incidental, special, consequential, exemplary, punitive, or enhanced damages, or for lost profits, revenues, goodwill, data, or business interruption, even if advised of the possibility of such damages.
(b) Where a signed Quote or master subscription agreement governs Customer’s use of the Services, the limitation of liability in that agreement applies and this Section does not. Otherwise, and except as required by law, Xenia’s aggregate liability arising out of or relating to these Terms or the Services will not exceed the greater of (a) amounts paid by Customer to Xenia for the Services during the twelve months before the event giving rise to liability, or (b) US$100 for free or unpaid access. Xenia’s aggregate liability for breach of the DPA, for breach of confidentiality obligations involving Customer Data, and for a Security Incident caused by Xenia’s breach will not exceed the greater of amounts paid by Customer during those twelve months or US$50,000.
(c) The exclusions and limitations above do not limit liability that cannot be limited by law and do not limit Customer’s payment obligations, Customer’s indemnification obligations, either party’s equitable remedies for misuse of intellectual property or confidential information, or Customer’s liability for unauthorized use, violations of the acceptable-use restrictions in these Terms or the Acceptable Use Policy, or unlawful Customer Data, except to the extent a limitation is required by law or stated in a Quote. For free or unpaid access, the US$100 limitation does not limit liability for fraud, willful misconduct, gross negligence, or other liability that cannot be limited by law. Enterprise Quotes may include different caps, super-caps, exclusions, or indemnity treatment.
(d) Each party agrees that the exclusions and limitations in this Section are essential to these Terms, allocate risk between the parties, and apply even if any limited remedy fails of its essential purpose.
Governing Law, Arbitration, and Disputes
(a) Where a signed master subscription agreement governs Customer’s use of the Services, that agreement governs the commercial terms between Xenia and Customer, these Terms do not vary it, and no Authorized User’s acceptance of these Terms binds Customer or creates an obligation of Customer. This Section, and the arbitration agreement and class and representative action waiver it contains, continue to apply to any claim an individual brings in that individual’s own right against Xenia arising from that individual’s use of the Services.
(b) Before filing a claim, the party raising the dispute will provide written notice describing the dispute and allow thirty days for informal resolution, except for claims involving misuse of intellectual property, unauthorized access, security risk, confidentiality, payment collection, or requests for injunctive or equitable relief.
(c) Except for claims that qualify for small claims court and claims for injunctive or equitable relief, any dispute arising out of or relating to these Terms or the Services will be resolved by binding individual arbitration administered by JAMS under its applicable rules. The seat of arbitration will be Delaware, and arbitration may be conducted remotely unless the arbitrator requires otherwise.
(d) Claims may be brought only on an individual basis and not as a plaintiff or class member in a class, collective, consolidated, private attorney general, or representative action, except to the extent prohibited by law. The arbitrator may award relief only for the individual party seeking relief and only to the extent necessary to resolve that party’s individual claim.
(e) If 25 or more similar arbitration demands are asserted against Xenia by or with assistance from the same or coordinated counsel or organizations, the demands will be administered in coordinated batches to promote efficient resolution, and the parties will cooperate with JAMS on batching, bellwether, fee-allocation, and scheduling procedures consistent with applicable law.
(f) Each party waives any right to trial by jury in any proceeding arising out of or relating to these Terms or the Services.
(g) Any claim arising out of or relating to these Terms or the Services must be commenced within one year after the claim accrues, except where a shorter period applies or where applicable law prohibits shortening the limitations period. This limitation does not apply to Customer’s payment obligations, either party’s indemnification obligations, misuse of intellectual property or confidential information, or claims that cannot be limited by law.
(h) For any claim not subject to arbitration, each party irrevocably consents to the exclusive jurisdiction and venue of the state and federal courts located in Delaware and waives any objection to those courts based on venue, inconvenience, or similar grounds.
Changes to These Terms
(a) Xenia may update these Terms from time to time. Updated Terms are effective when posted or on the later effective date stated in the updated Terms. Updated Terms apply to new Quotes, renewals, and continued access to or use of the Services after the effective date, except to the extent an applicable signed agreement states otherwise or applicable law requires a different process.
(b) If Customer does not agree to updated Terms, Customer must stop using the Services and may non-renew or cancel as provided in the applicable Quote.
Copyright Complaints and Takedown Requests
(a) If Customer Data or other content available through the Services may infringe copyright or other intellectual-property rights, Xenia may remove or disable access to the content, suspend repeat infringers, and take other steps Xenia considers appropriate to protect the Services and third-party rights.
(b) Copyright complaints may be sent to Xenia’s designated copyright agent:
Copyright Compliance Department
Xenia Platform Inc.
405 West Superior Street, Suite 712
Chicago, Illinois 60654
USA
compliance@xeniaplatform.io
(c) To help Xenia process a complaint, include the copyrighted work, the allegedly infringing material, the location of the material, the complainant’s contact information, a good-faith statement, an accuracy statement under penalty of perjury, and an authorized signature.
General Terms
(a) Neither party will be liable for delay or failure to perform, other than payment obligations, caused by events beyond its reasonable control, including acts of God, natural disasters, war, terrorism, labor disputes, internet or utility failures, denial-of-service attacks, third-party service failures, governmental action, or changes in law.
(b) Customer may not assign or transfer these Terms, a Quote, or any rights or obligations under them without Xenia’s prior written consent. Xenia may assign or transfer these Terms, a Quote, or any rights or obligations under them to an affiliate or in connection with a merger, acquisition, financing, reorganization, sale of assets, change of control, or similar transaction.
(c) If any provision of these Terms is held invalid, illegal, or unenforceable, the provision will be enforced to the maximum extent permissible and the remaining provisions will remain in effect. If necessary, the invalid, illegal, or unenforceable provision will be deemed modified to the minimum extent necessary to make it valid, legal, and enforceable while preserving its intent.
(d) Failure to enforce a provision is not a waiver. Waivers must be in writing and signed by the waiving party. These Terms, together with any applicable Quote, DPA, Privacy Policy, and other incorporated terms, are the entire agreement between Xenia and Customer regarding the Services and supersede prior or contemporaneous agreements on the same subject, except for signed agreements that expressly govern the purchased Services.
(e) Notices to Customer may be provided by email, in-product notice, account notice, posting, or other commercially reasonable means. Notices to Xenia must be sent to legal@xeniaplatform.io unless Xenia designates another notice address.
(f) Except for app-store providers to the extent required by applicable app-store terms, there are no third-party beneficiaries to these Terms.
(g) All provisions that by their nature should survive expiration or termination of these Terms survive, including provisions concerning Customer responsibilities, acceptable use, fees, payment, taxes, refunds, suspension, content removal, enforcement, termination consequences, export, retention, deletion, Customer Data, AI processing restrictions, aggregated and deidentified data, privacy, data protection, confidentiality, intellectual property, feedback, third-party services and integrations, mobile and app-store terms, security, disclaimers, indemnification, limitation of liability, governing law, arbitration, dispute resolution, notices, assignment, copyright complaints, and general terms.
Version and Effective Date
These Terms were adopted as Version 3.12 on, and effective as of, August 10, 2026 (“Effective Date”), and amend, restated, and replace in their entirety all previous versions of our customer and user terms and conditions of service.
Contact
Xenia Platform Inc.
405 West Superior Street, Suite 712
Chicago, Illinois 60654
USA
compliance@xeniaplatform.io
