Terms & Conditions - GuestAccess

Last updated: February 8, 2026

These Terms and Conditions ("Terms") govern your use of GuestAccess, a service provided by Socialista. By accessing or using our service, you agree to be bound by these Terms and our Data Processing Agreement (DPA).

1. Company Information

Socialista

Casembrootstraat 60RD

1972CC IJmuiden

The Netherlands

KVK: 61396478

Email: [email protected]

2. Service Description

GuestAccess is a cloud-based event management platform that provides three integrated modules for event organizers:

2.1 GuestAccess (Guestlist Management)

Create and manage event guestlists
Generate QR code guest passes
Process guest check-ins via public check-in links or QR scanner
Handle guest access requests
Import/export guest data (CSV, Excel)
Analyze event attendance data
Multi-day event support

2.2 CrewAccess (Crew & Staff Management)

Manage crew companies and individual crew members per event
Time tracking for crew members (clock in/out)
Crew briefings with custom content blocks
Crew form builder for collecting crew information
Crew request management and approval workflows
Crew company database with encrypted contact information

2.3 ArtistAccess (Artist Management)

Manage artists and performers per event
Drag-and-drop timetable editor with stage management
Artist briefings with custom content blocks
Artist guest request system with approval workflow
Artist form submissions for collecting artist information
Artist database with encrypted contact information
Team management with role-based access (artist managers, stage managers, entrance managers)

2.4 General Features

Team collaboration with role-based access control
Public links for door staff, crew, and artists (no login required)
Available as Progressive Web App (PWA) and native mobile apps (iOS/Android)
Real-time data synchronization
Multi-language support (English, Dutch, German, French, Spanish)

3. Account Registration and Eligibility

3.1 Eligibility

You must be at least 18 years old and capable of entering into legally binding contracts to use our service.

3.2 Account Responsibility

You are responsible for:

Maintaining the confidentiality of your account credentials
All activities that occur under your account
Notifying us immediately of any unauthorized access
Ensuring the accuracy of your account information

3.3 Account Security

You agree to use a strong, unique password and enable any available security features. We are not liable for losses resulting from unauthorized account use.

4. Subscription Plans and Billing

4.1 Free Plan

Up to 50 guests per event
Unlimited events
Basic features included
No credit card required

4.2 Pro Plan

Unlimited guests and events
All premium features
Available as monthly or annual subscription
Pricing displayed in the application

4.3 Payment Terms

All payments are processed securely through Stripe
Subscriptions automatically renew unless canceled
You authorize recurring charges to your payment method
Prices may change with 30 days notice
All prices are in Euros (EUR) unless otherwise stated

4.4 Billing Cycle

Your subscription renews automatically based on your chosen billing cycle (monthly or annual). You will be charged on the renewal date unless you cancel before then.

5. Cancellation and Refunds

5.1 Cancellation

You may cancel your subscription at any time through your account settings or by contacting support. Cancellation takes effect at the end of the current billing period.

5.2 Refund Policy

14-day money-back guarantee for new subscriptions
Refund requests must be submitted within 14 days of initial purchase
Refunds are processed to the original payment method
No refunds for partial billing periods after the initial 14 days
We reserve the right to refuse refunds for abuse of service

5.3 Service Suspension

We may suspend or terminate your account for non-payment, violation of these Terms, or if required by law.

6. Acceptable Use Policy

6.1 Permitted Use

You may use GuestAccess only for lawful purposes related to event and guestlist management.

6.2 Prohibited Activities

You agree NOT to:

Violate any applicable laws or regulations
Infringe on intellectual property rights
Upload malicious code or viruses
Attempt to gain unauthorized access to our systems
Use automated systems (bots, scrapers) without permission
Harass, abuse, or harm others through the service
Spam or send unsolicited communications
Impersonate others or provide false information
Resell or redistribute the service without authorization

7. Data and Content Ownership

7.1 Your Data

You retain all rights to the data you upload to GuestAccess. You grant us a license to use, store, and process your data solely to provide the service.

7.2 Your Responsibilities as Data Controller

When you use GuestAccess to manage events, you are the "data controller" under GDPR/AVG for the personal data you collect (guest names, emails, etc.). As data controller, you are responsible for:

Lawful basis: Ensuring you have a legal basis to collect and process guest data (consent, contract, legitimate interest)
Privacy notices: Providing clear privacy notices to guests explaining how their data will be used
Consents: Obtaining necessary consents from guests where required
Data subject rights: Responding to guest requests for access, erasure, portability, etc. within 30 days
GDPR/AVG compliance: Complying with all applicable data protection laws
Accuracy: Ensuring the accuracy of information you provide
Backups: Maintaining your own backups of critical data

We act as your "data processor" and process guest data only on your behalf according to your instructions. Our obligations as processor are detailed in the Data Processing Agreement (DPA).

7.3 Our Content

All intellectual property in GuestAccess (software, design, trademarks, documentation) remains our property. You may not copy, modify, or reverse engineer our service.

8. Data Processing Agreement (GDPR Article 28)

8.1 Controller-Processor Relationship

By using GuestAccess, you acknowledge and agree that:

You are the data controller for any personal data you collect through GuestAccess (guest lists, crew companies, crew members, artist information, and associated contact data)
We (Socialista/GuestAccess) are the data processor acting on your behalf
Our Data Processing Agreement (DPA) governs this relationship and forms part of these Terms
You authorize us to process personal data solely to provide the GuestAccess service

8.2 Our Obligations as Processor

As your data processor, we commit to:

Process personal data only as instructed by you (via platform functionality)
Implement appropriate technical and organizational security measures (encryption, access controls, RLS policies)
Assist you in responding to data subject requests (access, erasure, portability)
Notify you of any personal data breaches without undue delay (within 24 hours)
Use only GDPR-compliant sub-processors (Supabase, Stripe) with approved Data Processing Agreements
Delete or return your data upon termination (within 30 days)

8.3 Your Obligations as Controller

As the data controller, you must:

Ensure you have a lawful basis to collect and process personal data
Provide privacy notices to data subjects (guests, crew, artists)
Obtain necessary consents where required by GDPR/AVG
Respond to data subject requests within the required timeframe (30 days)
Report data breaches to your supervisory authority where required (within 72 hours)
Only upload data you have the legal right to process

8.4 Sub-Processors

You authorize us to use the following sub-processors to deliver the service:

Supabase Inc.: Database, authentication, storage (EU data centers)
Stripe, Inc.: Payment processing

We will notify you of any changes to our sub-processors with 30 days notice. You may object to a new sub-processor, and if we cannot accommodate your objection, you may terminate your subscription without penalty.

8.5 Data Retention

We will retain personal data according to the retention periods specified in our Privacy Policy:

Event data (guests, crew, artists): Automatically deleted 30 days after the event date
Crew time entries: 7 years (Dutch payroll law requirement)
Payment records: 7 years (Dutch tax law requirement)
Account data: Until deletion or 2 years of inactivity

8.6 International Data Transfers

Personal data is primarily stored in EU data centers (Supabase - Frankfurt, Germany). Where data is transferred outside the EU, we ensure adequate protection through EU-approved Standard Contractual Clauses (SCCs). Both Supabase and Stripe have executed SCCs for international data transfers.

8.7 Data Breach Notification

In the event of a personal data breach, we will notify you without undue delay and, where feasible, within 24 hours of becoming aware. You (as controller) are responsible for assessing whether to report the breach to your supervisory authority (within 72 hours under GDPR) and notifying affected data subjects.

9. Service Availability and Support

9.1 Service Availability

We strive for high availability but do not guarantee uninterrupted access. Scheduled maintenance will be announced when possible.

9.2 Support

Free plan: Email support
Pro plan: Priority email support
Response times are estimates, not guarantees

9.3 Service Changes

We may modify, update, or discontinue features with reasonable notice. Significant changes affecting paid plans will be communicated in advance.

10. Limitation of Liability

To the maximum extent permitted by Dutch law:

10.1 Service Provided "As Is"

GuestAccess is provided "as is" without warranties of any kind, express or implied, including but not limited to merchantability, fitness for a particular purpose, or non-infringement.

10.2 Limitation of Damages

We shall not be liable for:

Indirect, incidental, or consequential damages
Loss of profits, revenue, or data
Business interruption
Loss of goodwill or reputation

Our total liability for any claim shall not exceed the amount you paid us in the 12 months preceding the claim.

10.3 Exclusions

Nothing in these Terms excludes liability for fraud, gross negligence, or death/personal injury caused by our negligence.

11. Indemnification

You agree to indemnify and hold us harmless from any claims, damages, losses, and expenses (including legal fees) arising from:

Your use of the service
Your violation of these Terms
Your violation of any rights of others
Your data or content

12. Term and Termination

12.1 Term

These Terms remain in effect while you use GuestAccess.

12.2 Termination by You

You may terminate your account at any time by deleting it through settings or contacting support.

12.3 Termination by Us

We may terminate or suspend your account immediately if:

You violate these Terms
We're required to do so by law
Your account is inactive for extended periods
We discontinue the service (with notice)

12.4 Effect of Termination

Upon termination:

Your access to the service ends immediately
We may delete your data after a grace period
You remain liable for any outstanding payments
Provisions that should survive termination will remain in effect

13. Governing Law and Disputes

13.1 Governing Law

These Terms are governed by the laws of the Netherlands, without regard to conflict of law principles.

13.2 Dispute Resolution

Any disputes arising from these Terms or your use of GuestAccess shall be resolved through:

Good faith negotiations between the parties
If unresolved, mediation under Dutch law
If still unresolved, the courts of the Netherlands shall have exclusive jurisdiction

13.3 EU Consumer Rights

If you are an EU consumer, you retain any mandatory consumer rights under EU law.

14. Changes to Terms

We may update these Terms periodically. We will notify you of material changes via:

Email to your registered address
Prominent notice in the application
Updated "Last updated" date at the top of this page

Continued use of the service after changes constitutes acceptance. If you disagree with changes, you must stop using the service and cancel your account.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy and Data Processing Agreement (DPA), constitute the entire agreement between you and us.

15.2 Severability

If any provision is found unenforceable, the remaining provisions remain in full effect.

15.3 Waiver

Our failure to enforce any right or provision does not constitute a waiver of that right or provision.

15.4 Assignment

You may not assign these Terms without our consent. We may assign our rights and obligations at any time.

15.5 Force Majeure

We are not liable for delays or failures due to circumstances beyond our reasonable control.