Terms of Service

1. Acceptance of Terms

By accessing or using Nuvio One ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of a business or organisation, you represent that you have authority to bind that entity to these Terms.

If you do not agree to these Terms, do not use the Service.

These Terms apply to all users of Nuvio One, including business account holders and end customers accessing a business's client portal. Please also review our Privacy Policy, which is incorporated into these Terms.

2. Description of Service

Nuvio One is a cloud-based SaaS platform operated by Nuvio Technologies LLC (800 Roosevelt Rd, Glen Ellyn, IL 60137, USA) that provides businesses with tools for:

• Customer relationship management (CRM) — contact and organisation management, notes, tasks, and activity history
• Scheduling — appointment booking, calendar management, and reminders
• Invoicing — invoice creation, PDF generation, payment tracking, and email delivery
• Bookkeeping — income and expense record-keeping, P&L dashboard, and CSV export (see Section 9 for important limitations)
• Project management — project tracking, time entries, and document sharing
• Client portal — a branded self-service portal for your customers at a dedicated subdomain
• Support ticketing — helpdesk ticket management linked to customer records
• Knowledge base — internal and customer-facing article libraries, with AI-powered self-service
• File storage — secure document storage attached to records

The Service is provided via app.nuvione.com for business users and via customer portal subdomains (e.g. yourbusiness.nuvione.com) for end customers.

We reserve the right to modify, update, or discontinue features of the Service with reasonable notice to users.

3. Account Registration

To use Nuvio One as a business account holder, you must register and create an account. You agree to:

• Provide accurate, current, and complete registration information
• Maintain and promptly update your account information
• Keep your login credentials confidential and not share them with unauthorised parties
• Notify us immediately of any unauthorised use of your account at [email protected]
• Accept responsibility for all activity that occurs under your account

You must be at least 18 years old to create a business account. One person or legal entity may not maintain more than one free account.

4. Subscription & Billing

4.1 Plans and Pricing

Nuvio One offers a free Starter plan and paid plans (Business, Enterprise). Current pricing is available at nuvione.com/#pricing. We reserve the right to change pricing with at least 30 days' notice to existing subscribers.

4.2 Payment

Paid subscriptions are billed in advance on a monthly or annual basis via Stripe. By providing payment information, you authorise us to charge your payment method for all fees incurred. All payments are in US Dollars unless otherwise stated.

4.3 Cancellation and Refunds

• You may cancel your subscription at any time from your account settings
• Cancellation takes effect at the end of your current billing period
• We do not provide refunds for partial periods, except where required by applicable law
• Annual plan subscribers who cancel within 14 days of initial purchase may request a full refund

4.4 Failed Payments

If a payment fails, we will attempt to retry for up to 7 days and notify you by email. If payment is not received, your account may be downgraded to the free plan or suspended. Your data is retained for 30 days after suspension before permanent deletion.

4.5 Taxes

You are responsible for all applicable taxes associated with your subscription. Prices are exclusive of taxes unless stated otherwise.

5. Acceptable Use

You agree not to use the Service to:

• Violate any applicable local, state, national, or international law or regulation
• Transmit, store, or process sensitive personal data (such as payment card numbers, government IDs, or health data regulated under HIPAA) without first entering into a Business Associate Agreement with us
• Upload, transmit, or distribute any malware, viruses, or malicious code
• Attempt to gain unauthorised access to any part of the Service or other users' accounts
• Interfere with or disrupt the integrity or performance of the Service
• Use automated scripts or bots to access or scrape the Service without prior written consent
• Impersonate any person or entity or misrepresent your affiliation with any person or entity
• Use the Service to send unsolicited bulk communications (spam)
• Resell, sublicense, or commercially exploit the Service without our prior written consent

Violation of these terms may result in immediate suspension or termination of your account.

6. Your Data & Content

6.1 Ownership

You retain full ownership of all data, content, and information you submit to Nuvio One ("Your Content"). We do not claim any intellectual property rights over Your Content.

6.2 Licence to Us

By using the Service, you grant Nuvio Technologies LLC a limited, non-exclusive, worldwide, royalty-free licence to store, process, and display Your Content solely for the purpose of providing the Service to you. This licence ends when you delete Your Content or terminate your account.

6.3 Data Export

You may export all Your Content at any time from Settings → Export. Data is available in CSV, JSON, and PDF formats. We will never hold your data hostage or make export unreasonably difficult.

6.4 Data Responsibility

You are responsible for ensuring that any personal data you enter about your customers is collected and processed in compliance with applicable privacy laws, and that you have a valid legal basis for processing it. You must maintain an appropriate privacy notice for your own customers.

6.5 Data Processing Agreement

For users subject to GDPR, Nuvio Technologies LLC acts as a data processor on your behalf. You act as the data controller. A Data Processing Agreement (DPA) is available upon request at [email protected].

7. Intellectual Property

Nuvio One, including its software, design, trademarks, logos, and all content created by Nuvio Technologies LLC, is owned by or licensed to Nuvio Technologies LLC 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, or reverse-engineer or attempt to extract the source code of any software that is part of the Service, unless you have our written permission or applicable law permits it.

Feedback, suggestions, or ideas you share with us about the Service may be used by us to improve the Service without any obligation to compensate you.

8. Third-Party Integrations

Nuvio One integrates with third-party services including Google (Calendar, Gmail), Microsoft (Outlook, Calendar), and Stripe. Your use of these integrations is subject to the respective third parties' terms of service and privacy policies.

We are not responsible for the availability, accuracy, or practices of third-party services. Connecting a third-party integration is optional and can be disconnected at any time.

Our use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

9. Bookkeeping & Financial Data Disclaimer

9.1 Not Licensed Accounting Software

Nuvio One is not a licensed accounting software product. The Bookkeeping module provides tools for logging income and expenses, categorising transactions, generating basic P&L summaries, and exporting data in a format compatible with accounting software such as QuickBooks. It does not:

• Connect to your bank accounts or financial institutions
• Automatically import, categorise, or reconcile bank transactions
• Calculate, file, or advise on taxes
• Prepare financial statements in accordance with GAAP, IFRS, or any other accounting standard
• Provide audited or certified financial records
• Constitute financial, tax, legal, or professional accounting advice

9.2 Consult a Professional

We strongly recommend that you consult a qualified accountant, CPA, or financial professional for tax preparation, financial reporting, compliance, and any financial decisions based on your business records. The data recorded in Nuvio One's Bookkeeping module should be reviewed and validated by a professional before being used for tax filing, financial reporting, or other regulated purposes.

9.3 Accuracy of Records

The accuracy of bookkeeping records in Nuvio One depends entirely on the information you enter. Nuvio Technologies LLC is not responsible for errors, omissions, or inaccuracies in financial records resulting from incorrect data entry, miscategorisation, or failure to record transactions.

9.4 No Liability for Financial Outcomes

To the maximum extent permitted by law, Nuvio Technologies LLC shall not be liable for any financial loss, tax liability, penalty, regulatory action, or other harm arising from your reliance on data in the Bookkeeping module without independent professional verification. See also Section 12 (Limitation of Liability).

9.5 Data Export

You are responsible for exporting and retaining your own bookkeeping records for the periods required by applicable tax and financial regulations in your jurisdiction. Nuvio Technologies LLC is not responsible for maintaining records beyond the data retention periods described in the Privacy Policy.

10. Client Portal

10.1 Your Responsibility

When you enable the Nuvio One client portal for your customers, you become responsible for:

• Ensuring you have a valid legal basis to share data about your customers via the portal
• Providing your customers with appropriate notice about how their information is used (including this being processed through Nuvio One)
• Managing which contacts have portal access and revoking it when appropriate
• The content of documents, projects, and files you share with customers through the portal

10.2 Portal Contact Relationship

End customers who access your portal via yourbusiness.nuvione.com are your customers — not customers of Nuvio Technologies LLC. We process their session data as your data processor. You are the data controller for all personal information about your portal contacts stored within Nuvio One. See Section 12 of the Privacy Policy for full details.

10.3 Portal Access Control

You are solely responsible for controlling which contacts are granted portal access. You should revoke portal access promptly when a customer relationship ends. Nuvio Technologies LLC is not responsible for unauthorised access resulting from your failure to manage portal access controls.

10.4 Subdomain

Your portal subdomain (yourworkspace.nuvione.com) is provided as part of the Service. We reserve the right to reclaim subdomains in cases of abuse, non-payment, or account termination.

11. Availability & Uptime

We aim to maintain 99.9% platform availability, excluding scheduled maintenance windows. We will provide advance notice of planned downtime via email and/or an in-app banner.

We do not guarantee uninterrupted, error-free access to the Service. The Service is provided "as is" and "as available." We may suspend access temporarily for maintenance, security, or other operational reasons.

12. Limitation of Liability

To the maximum extent permitted by applicable law, Nuvio Technologies LLC and its officers, employees, agents, and suppliers shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, goodwill, or business interruption
• Damages resulting from unauthorised access to or alteration of your data
• Damages resulting from any third-party conduct or content

In all cases, our total aggregate liability to you for any claims arising under or in connection with these Terms shall not exceed the total amount you paid to us in the 12 months preceding the claim.

Some jurisdictions do not allow limitations of liability for certain types of damages. In such jurisdictions, our liability is limited to the greatest extent permitted by law.

13. Indemnification

You agree to defend, indemnify, and hold harmless Nuvio Technologies LLC and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from:

• Your use of the Service in violation of these Terms
• Your Content or data submitted to the Service
• Your violation of any applicable law or third-party rights
• Your customers' use of your Nuvio One-powered client portal

14. Termination

14.1 By You

You may terminate your account at any time from Settings → Account → Delete Account, or by contacting [email protected]. Upon termination, your data is retained for 30 days to allow export, then permanently deleted.

14.2 By Us

We may suspend or terminate your account immediately, with or without notice, if:

• You breach these Terms or our Acceptable Use Policy
• We are required to do so by law
• Your account poses a security risk to the platform or other users
• Continued provision of the Service is no longer commercially feasible (with 60 days' notice and data export opportunity)

14.3 Effect of Termination

Upon termination, your right to access the Service ceases immediately. Sections 6 (Your Data), 7 (Intellectual Property), 12 (Limitation of Liability), 13 (Indemnification), and 15 (Governing Law) survive termination.

15. Governing Law & Disputes

These Terms are governed by and construed in accordance with the laws of the State of Illinois, United States, without regard to its conflict of law provisions.

Any disputes arising under these Terms shall first be attempted to be resolved through good faith negotiation. If unresolved within 30 days, disputes shall be submitted to binding arbitration in DuPage County, Illinois, under the rules of the American Arbitration Association.

Notwithstanding the above, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent irreparable harm.

If you are a consumer located in the EU or UK, you may also have the right to bring claims before your local courts under applicable consumer protection law.

16. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will notify you by email at least 14 days before the changes take effect, and display a notice within the platform.

Your continued use of the Service after the effective date constitutes acceptance of the revised Terms. If you do not agree to the updated Terms, you must stop using the Service and cancel your account before the effective date.

17. Contact

For questions about these Terms of Service: