1. Agreement to these terms
These Terms govern the business software and related services provided by Read the Room Systems Inc., operating as RTR Systems / ReadTheRoom ("RTR," "we," "us"). The business identified in an accepted order is the Customer. The person accepting the order confirms that they are authorized to enter into the agreement for that Customer.
Employees, contractors and other individuals invited by the Customer are Authorized Users. An invitation or an individual's use does not, by itself, authorize that individual to purchase services or accept commercial obligations for the Customer. Authorized Users must follow the account-security and acceptable-use rules applicable to their access. The Customer controls its users' roles and access to its business records, subject to RTR's own obligations concerning personal information.
The agreement consists of these Terms and the order and other documents expressly incorporated into it. A negotiated amendment controls the provisions it expressly changes. The accepted order controls purchased scope and commercial terms. Where an agreed data-processing addendum applies, it controls conflicts concerning the processing of personal information. Routine invoices and support communications do not amend the agreement.
2. The RTR service
RTR provides restaurant operations software, including tools for access management, cashouts, tips, payments reconciliation, labour information, reporting, support, communications, and related workflows. Specific features depend on the plan, configuration, connected systems, and written arrangements with your organization.
We may improve, modify, suspend, or discontinue features from time to time. We will try to provide reasonable notice when a material change affects paid customer use, unless urgent security, legal, reliability, or abuse-prevention reasons require faster action.
3. Accounts and access
You are responsible for keeping your account credentials, devices, and authentication methods secure. Do not share passwords, verification codes, or access tokens. Tell us promptly if you believe an account has been compromised.
Customer administrators are responsible for inviting users, assigning roles, removing access when it is no longer needed, and ensuring users are authorized to view or act on customer records. We may suspend or restrict access when needed to protect the service, comply with law, prevent abuse, or address a serious customer-account issue.
4. Customer data and privacy
Customer data means information, records, files, instructions, and other content submitted to RTR by or for a Customer, including information received from connected restaurant systems. As between RTR and the Customer, the Customer keeps its rights in customer data.
The Customer is responsible for having the rights, notices, permissions, and lawful basis needed to submit customer data to RTR and use the service. This includes employee, contractor, guest, transaction, and operating records supplied by the Customer or its connected systems.
The Customer authorizes RTR to process customer data as necessary to provide the agreed service, carry out authorized instructions, support users, investigate service problems, and maintain security and reliability. RTR may engage service providers for those purposes under appropriate confidentiality and data-protection obligations. This permission does not transfer ownership of customer data to RTR or authorize independent reuse of customer records for unrelated purposes.
RTR will handle personal information consistently with the applicable customer data-processing agreement and its Privacy Policy. The Customer is responsible for the permissions and notices required for the data and instructions it supplies. RTR remains responsible for its own obligations in handling that information.
5. Integrations, connected tools, and AI features
The service may connect with third-party systems such as point-of-sale, scheduling, authentication, communications, AI, and reporting providers. You are responsible for authorizing those connections and complying with the third party's terms. A third-party service may be unavailable, change its APIs, or stop working with RTR.
AI features can summarize, classify, draft, or answer questions using information available to the feature. AI output may be incomplete, inaccurate, or unsuitable for a particular decision. You are responsible for reviewing AI output before relying on it, especially for employment, pay, tax, legal, compliance, or customer-facing decisions.
6. Acceptable use
You may not use the service to:
- Break the law or violate another person's rights.
- Access, use, export, or disclose records you are not authorized to handle.
- Interfere with, disrupt, overload, scan, or attempt to bypass the service's security or access controls.
- Upload malware, harmful code, or content that is unlawful, deceptive, defamatory, or abusive.
- Reverse engineer the service except where applicable law prevents this restriction.
- Use the service to build or train a competing product without our written permission.
7. Fees and subscriptions
Fees, billing terms, renewal terms, taxes, and cancellation rights are set out in the applicable order form, invoice, checkout flow, statement of work, or written agreement. Unless a written agreement says otherwise, fees are non-refundable except where required by law.
If an amount is overdue, we may suspend paid features after reasonable notice. You remain responsible for amounts already incurred.
8. Availability, support, and changes
We work to keep the service reliable, but we do not promise uninterrupted or error-free operation unless a separate written service-level agreement says so. The service may be affected by maintenance, updates, third-party outages, internet problems, emergencies, or events outside our reasonable control.
Support channels and response targets may depend on the customer's plan and written arrangements. We may use diagnostic and usage information to investigate issues and improve reliability.
9. RTR technology and feedback
RTR and its licensors own the service, software, website, documentation, designs, trademarks, and related technology. These Terms give you a limited right to access and use the service as permitted by your role and the applicable customer arrangement. They do not transfer ownership of RTR technology.
A voluntary product suggestion may be used by RTR to improve its products without payment. This permission does not allow RTR to publish customer data, disclose confidential information accompanying the suggestion, or identify the Customer as an endorser without permission.
10. Confidentiality
Each party will protect the other party's non-public information obtained through the service or business relationship, including customer data and non-public pricing, security and technical information. It will use that information only to perform this agreement or exercise rights expressly granted by it, and protect it with at least reasonable care. It may share the information with personnel, service providers and professional advisers who need it for those purposes and are subject to appropriate confidentiality duties.
These duties do not cover information the recipient can demonstrate was lawfully known without restriction, independently developed without use of the confidential information, or made public without a breach. They do not reduce duties concerning personal information. A recipient required by law to disclose confidential information will limit disclosure to what is required and, where permitted, give the other party reasonable notice.
11. Disclaimers
Except for commitments in a separate written agreement, the service is provided "as is" and "as available." To the fullest extent permitted by law, RTR disclaims implied warranties and conditions, including merchantability, fitness for a particular purpose, non-infringement, accuracy, and uninterrupted operation.
RTR does not provide legal, accounting, tax, employment, payroll, or regulatory advice. Reports, AI outputs, reconciliation views, compliance labels, and other service outputs are operational tools. You are responsible for reviewing source records and obtaining professional advice where appropriate.
12. Limitation of liability
To the fullest extent permitted by law, RTR will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, business interruption, or loss of goodwill.
Except for amounts that cannot be limited by law or a separate written agreement, RTR's total liability for claims relating to the service is limited to the fees paid to RTR for the affected service in the 12 months before the event giving rise to the claim, or CAD $100 if no fees were paid.
13. Suspension and termination
You may stop using the service at any time. Customer cancellation and post-termination access are governed by the applicable written arrangement. We may suspend or terminate access if you breach these Terms, create security or legal risk, fail to pay amounts due, or use the service in a way that harms RTR, another customer, or the service.
After access ends, some records may be retained as described in the Privacy Policy, applicable customer agreements, legal obligations, backup practices, and legitimate security or dispute-resolution needs.
14. Governing law
Unless a separate written agreement says otherwise, these Terms and any dispute relating to them or the service are governed by the laws of Ontario and the federal laws of Canada applicable there, without regard to conflict-of-law rules. The courts located in Toronto, Ontario will have exclusive jurisdiction, except where applicable law requires another forum.
15. Changes to these Terms
We may update these Terms from time to time. We will update this page and its effective date when we do. If a change materially affects paid customer use, we will provide notice appropriate to the change. Continuing to use the service after updated Terms take effect means you accept the updated Terms.
16. Contact
Questions about these Terms can be sent to:
Read the Room Systems Inc. — RTR Systems / ReadTheRoomEmail: [email protected]