Terms of Service | Ceremonio

The short version: you own your data, we charge one flat monthly fee per venue, you can cancel any month, and we give at least 12 months' written notice of any change to what you pay.

1. Agreement to Terms

By accessing or using Ceremonio's wedding venue management platform ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not access or use the Service. Changes to these Terms are governed by Section 17 below.

2. Eligibility

You must be at least 18 years old to use the Service. By using the Service, you represent and warrant that you meet this requirement and have the legal authority to enter into these Terms on behalf of yourself or the organisation you represent.

3. Description of Service

Ceremonio provides a software-as-a-service platform for wedding venues to manage bookings, client relationships, guest lists, room allocations, dietary requirements, timelines, and related operations. The Service includes an application for venue teams and, where we make it available, pages for couples such as online proposal acceptance. The Service is provided "as is" and we reserve the right to modify, suspend, or discontinue any features at any time.

4. Account Registration

To use the Service, you must create an account and provide accurate, complete, and current information. You agree to:

Provide truthful registration information including your business name, contact details, and email address
Maintain and promptly update your account information
Keep your login credentials confidential and secure
Accept responsibility for all activities that occur under your account
Notify us immediately of any unauthorised access or security breach

5. Team Members and Delegated Access

You may invite team members to access your account with delegated permissions. You are responsible for all actions taken by team members under your account. You must ensure that team members comply with these Terms and any applicable laws. You may revoke team member access at any time through the Service.

6. Acceptable Use

You agree not to:

Use the Service for any unlawful purpose or in violation of any applicable laws
Upload, transmit, or store any content that infringes intellectual property rights
Upload malicious code, viruses, or any software intended to damage or compromise the Service
Attempt to gain unauthorised access to the Service or its related systems
Interfere with or disrupt the integrity or performance of the Service
Scrape, copy, reproduce, or reverse engineer any part of the Service
Use automated systems or software to extract data from the Service without permission
Share account credentials with unauthorised parties
Send spam or unsolicited communications through the Service
Impersonate any person or entity or misrepresent your affiliation

7. Your Content and Data

You retain ownership of all data and content you upload to the Service ("Your Content"). By uploading Your Content, you grant us a limited licence to host, store, and display Your Content solely for the purpose of providing the Service to you. We will not access, use, or share Your Content except as necessary to provide the Service, comply with legal obligations, or as otherwise described in our Privacy Policy.

You are solely responsible for Your Content and represent that you have all necessary rights to upload and use such content. You agree not to upload any content that is unlawful, defamatory, obscene, or otherwise objectionable.

8. Data Processing

Where you store personal data about your couples, their guests, or other individuals in the Service, you are the controller of that data and Ceremonio Ltd is your processor. This section is the data processing contract required by UK GDPR Article 28, and these Terms are your documented instructions to us.

The processing: its subject matter is the records your venue keeps in the Service; its duration is your subscription term plus the retention period in Section 15; its nature and purpose are hosting, storing, displaying and processing those records to provide the venue management features you use. The types of personal data are the details your venue records: names and contact details, wedding details, guest lists with dietary and accessibility notes, accommodation records, and payment schedule entries. The categories of data subjects are your couples, their guests, your staff, and the suppliers and contacts your venue works with.

As your processor, we will:

Process that data only on your documented instructions and only as needed to provide the Service, never for our own purposes, and tell you if we believe an instruction from you infringes UK data protection law. The one exception is where UK law requires us to process the data otherwise: in that case we will tell you about the legal requirement before processing, unless that law prohibits us from telling you
Keep it confidential and ensure everyone with access to it is bound by confidentiality obligations
Protect it with the technical and organisational measures described in our Privacy Policy
Assist you, so far as reasonably possible, with data subject rights requests and with your own data protection obligations, including security, breach reporting, and impact assessments
Notify you without undue delay if we become aware of a personal data breach affecting your data
Make available the information reasonably necessary to demonstrate our compliance with this section, and allow and contribute to audits and inspections you or your appointed auditor conduct on reasonable notice
On termination, at your choice, return your data through the export described in Section 15 or delete it, and in either case delete the copies we hold once the Section 15 retention period ends, unless the law requires us to keep them longer

Sub-processors: you give general authorisation for the sub-processors named in our Privacy Policy (hosting and backups with Amazon Web Services in the London region, Google Workspace, Slack, and Stripe for online card payments from your couples, through your venue's own Stripe account). We will give you notice before adding or replacing a sub-processor that processes your couples' or guests' data; if you object on reasonable data protection grounds and we cannot resolve the objection, you may cancel under Section 15. Each sub-processor is bound by a written contract imposing data protection obligations no less protective than this section, and we remain responsible to you for their performance.

Where your data lives: the Service and its backups are hosted with Amazon Web Services in London. Some of the service providers named in our Privacy Policy may process limited personal data outside the UK, with the safeguards described there.

9. Payment Terms

Access to the Service requires a paid subscription, billed monthly in advance. By subscribing, you authorise us to charge your designated payment method each month until you cancel. Fees are non-refundable except as required by law: when you cancel, you keep access until the end of the month you have paid for, and we do not refund part-months.

YOU AUTHORISE RECURRING MONTHLY CHARGES TO YOUR PAYMENT METHOD UNTIL YOU CANCEL. You may cancel your subscription at any time through the Service or by contacting us. Cancellation will take effect at the end of your current billing period.

The core platform is one flat fee per venue. If we offer an optional add-on with its own price, we will tell you its cost before you switch it on. Early Partner rates are fixed for 12 months from sign-up, after which the standard rate applies; that move is set out at sign-up. We migrate your existing data free of charge as part of onboarding.

We may change our pricing with at least 12 months' written notice to existing customers. Continued use of the Service after a price change constitutes acceptance of the new pricing.

10. Payment Processing

Online card payments from your couples are processed by Stripe through your venue's own Stripe account, which you connect from Settings. Card details are entered on Stripe's hosted payment page and never pass through the Service; those payments are subject to Stripe's terms of service and are paid out to your Stripe account. Subscription fees are collected through our payment processor. By providing payment information, you agree to the terms of service of that processor, and you are responsible for maintaining accurate and current payment information.

You assume liability for any chargebacks, disputes, or fraudulent transactions associated with your account, including disputes raised against payments your couples make to your Stripe account. We reserve the right to suspend or terminate your account for payment-related violations or repeated payment failures.

11. Intellectual Property

The Service, including its original content, features, functionality, design, and underlying technology, is owned by Ceremonio Ltd and is protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, sell, or lease any part of the Service without our prior written consent.

12. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, CEREMONIO LTD SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, OR BUSINESS OPPORTUNITIES, RESULTING FROM YOUR USE OF OR INABILITY TO USE THE SERVICE.

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE TOTAL FEES PAID BY YOU IN THE THREE MONTHS PRECEDING THE CLAIM, OR (B) £500.

14. Indemnification

You agree to indemnify, defend, and hold harmless Ceremonio Ltd, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses arising out of or related to your use of the Service, your violation of these Terms, or your violation of any rights of a third party.

15. Termination

We may terminate or suspend your account immediately, without prior notice, for any violation of these Terms or for any other reason at our sole discretion. You may terminate your account at any time by cancelling your subscription and ceasing use of the Service.

Upon termination, you can export Your Content for 30 days. We delete it 90 days after cancellation, as described in our Privacy Policy, unless the law requires us to keep it longer.

16. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from or relating to these Terms or the Service shall be resolved exclusively in the courts of England and Wales.

17. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify users of material changes via email or through the Service at least 14 days before the changes take effect. This clause does not apply to pricing changes: any change to pricing remains subject to the 12 months' written notice described in Section 9, and nothing in this section shortens that notice period. Your continued use of the Service after such notice constitutes acceptance of the modified Terms.

18. Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall remain in full force and effect.

19. Contact

For questions about these Terms, please contact us at:

Email: legal@ceremon.io
Ceremonio Ltd, registered in England & Wales, company no. 16966940
HSL Business Hub, Ground Floor, 437 Warrington Road, Rainhill, Prescot, L35 4LL