Terms and Conditions for CollabPortals

Effective Date: 29 May 2025

Welcome to CollabPortals! These Terms of Service ("Terms") constitute a legally binding agreement between Vibrant Cactus Ltd, a company based in London, UK with company number 16614387, trading as CollabPortals ("CollabPortals", "we", "us", or "our"), and you, the entity or individual subscribing to or using our services ("Customer" or "you").

By accessing, subscribing to, or using the website https://collabportals.com (the "Website") and the services provided by CollabPortals (the "Service"), you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind such entity to these Terms. If you do not have such authority, or if you do not agree with these Terms, you must not accept these Terms and may not use the Service.

1. Definitions

"Airtable Base": Refers to the specific Airtable database owned and managed by the Customer, which is connected to CollabPortals.

"Customer Data": All electronic data, text, messages, or other materials submitted, posted, or displayed by the Customer or its Authorized Users in connection with their use of the Service, including data residing in the Customer's Airtable Base.

"Authorized User(s)": External individuals (e.g., suppliers, clients, freelancers) invited by the Customer to access a specific CollabPortals portal and interact with Customer Data.

"Portal": A branded, secure web interface provided by CollabPortals, through which Authorized Users can view, add, or update specific Airtable records from a Customer's Airtable Base.

"Service": The Airtable portal solution, including the Website, software, features, functionality, and related services provided by CollabPortals.

2. Description of Service

CollabPortals provides a secure, customisable portal solution that enables Customers to grant external Authorized Users granular access to view, add, and update specific records within their Airtable Bases, without requiring the Authorized Users to have direct Airtable accounts or full access to the Customer's base. The Service facilitates controlled collaboration and data exchange.

3. Account and Access

3.1. Subscription Requirement: Access to and use of the Service requires an active, paid subscription.
3.2. Account Information: You must provide accurate, current, and complete information during the registration process for your CollabPortals account and keep your account information updated.
3.3. Account Security: You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account, whether by you or by Authorized Users you invite. You agree to notify CollabPortals immediately of any unauthorized use of your account or any other breach of security.
3.4. Authorized Users: You are solely responsible for the actions and compliance of your Authorized Users with these Terms and any policies you set for them. CollabPortals is not responsible for the content or accuracy of Customer Data, or for the actions of Authorized Users.

4. Subscription, Fees, and Payment

4.1. Subscription Fees: Use of the Service is subject to the payment of recurring subscription fees, as specified on our Website or agreed upon during your subscription sign-up.
4.2. Billing and Payment: You agree to pay all applicable fees and charges to your account in accordance with the billing terms in effect at the time a fee or charge is due and payable. All payments are processed through Stripe, our third-party payment processor. You agree to be bound by Stripe's terms of service and privacy policy.
4.3. Auto-Renewal: Unless otherwise stated, your subscription will automatically renew at the end of each billing period (e.g., monthly or annually) for an equivalent period, and the applicable subscription fees will be charged to your payment method on file.
4.4. Price Changes: CollabPortals reserves the right to change its prices at any time. We will provide you with reasonable advance notice of any price changes.
4.5. Failure to Pay: Failure to pay subscription fees when due may result in the suspension or termination of your access to the Service.
4.6. Refunds: All subscription fees are generally non-refundable. Exceptions may be made at our sole discretion or as required by applicable consumer protection laws.

5. Data and Privacy

5.1. Customer Data: You retain all ownership rights to your Customer Data. CollabPortals acts as a data processor for Customer Data, processing it solely to provide the Service as instructed by you.
5.2. Personal Data: We collect and process certain personal data, including your name and email address for authentication, and payment information. We also use essential cookies. For detailed information on how we collect, use, and protect your personal data, please refer to our Privacy Policy. By using the Service, you agree to our data practices as described in the Privacy Policy.
5.3. Data Security: We implement industry-standard security measures to protect the Service and your data. However, no method of transmission over the Internet or method of electronic storage is 100% secure.

6. User Responsibilities and Acceptable Use

6.1. Lawful Use: You agree to use the Service only for lawful purposes and in accordance with these Terms.
6.2. Prohibited Conduct: You agree not to:
* Misuse the Service, including but not limited to, introducing viruses, trojans, worms, or other malicious or technologically harmful material.
* Attempt to gain unauthorized access to our systems, networks, or any part of the Service.
* Infringe upon the intellectual property rights of CollabPortals or any third party.
* Engage in any activity that interferes with or disrupts the integrity or performance of the Service.
* Use the Service to store or transmit any unlawful, infringing, libelous, or otherwise objectionable material.
* Use the Service to send unsolicited or unauthorized advertising, promotional materials, or spam.
* Impersonate any person or entity, or falsely state or otherwise misrepresent your affiliation with a person or entity.
6.3. Customer Data Responsibility: You are solely responsible for the legality, reliability, integrity, accuracy, and quality of all Customer Data. You warrant that you have all necessary rights and permissions to submit Customer Data to the Service.

7. Intellectual Property

7.1. CollabPortals Ownership: All content, branding, designs, graphics, user interfaces, visual interfaces, photographs, trademarks, logos, sounds, music, artwork, and computer code (including HTML, JavaScript, CSS, and backend logic) related to CollabPortals, as well as the underlying software and technology, are owned by or licensed to Vibrant Cactus Ltd and are protected by intellectual property laws.
7.2. License to Use: Subject to these Terms, CollabPortals grants you a limited, non-exclusive, non-transferable, non-sublicensable license to access and use the Service for your internal business purposes during the term of your active subscription.
7.3. Restrictions: You may not copy, modify, distribute, sell, lease, reverse engineer, decompile, or create derivative works from any part of the Service without our express written permission.
7.4. Feedback: If you provide any feedback, suggestions, or ideas regarding the Service ("Feedback"), you hereby grant CollabPortals a perpetual, irrevocable, worldwide, royalty-free, fully paid-up, non-exclusive, sublicensable, and transferable license to use, reproduce, distribute, make derivative works of, display, and perform the Feedback in connection with the Service and CollabPortals' business.

8. Service Availability and Support

8.1. Uptime: We strive to maintain high availability of the Service. However, occasional downtime may occur due to maintenance, upgrades, or unforeseen circumstances. We will endeavor to provide advance notice for scheduled maintenance.
8.2. Support: We provide technical support for the Service via email at hello@collabportals.com during standard UK business hours. We aim to respond to support inquiries promptly.

9. Third-Party Services

The Service integrates with and relies on various third-party services and platforms, including:

Airtable: For database management.

Vercel: For hosting and deployment.

MongoDB: For primary database storage.

Redis: For caching and temporary data storage.

Resend: For email delivery.

Stripe: For payment processing.

Your use of CollabPortals and these integrated services may be subject to their respective terms and conditions and privacy policies. CollabPortals is not responsible for the performance or policies of third-party services.

10. Termination

10.1. Termination by Customer: You may terminate your subscription at any time by following the cancellation instructions within your account settings. Termination will be effective at the end of your current billing period, and no refunds will be issued for any unused portion of the subscription period, unless otherwise stated.
10.2. Termination by CollabPortals: We may suspend or terminate your access to the Service immediately, without prior notice or liability, if:
* You breach these Terms (e.g., non-payment, violation of acceptable use).
* We believe, in our sole discretion, that your actions are harmful to CollabPortals, other users, or third parties.
* Required by law or a governmental authority.
* For any other reason, with reasonable advance notice, at our sole discretion.
10.3. Effect of Termination: Upon termination, your right to use the Service will cease immediately. All outstanding fees become immediately due and payable. Sections related to intellectual property, disclaimer of warranties, limitation of liability, indemnification, governing law, and any other provisions that by their nature should survive termination, will survive termination.

11. Disclaimer of Warranties

THE SERVICE IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR COURSE OF PERFORMANCE. COLLABPORTALS DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. YOU USE THE SERVICE AT YOUR SOLE RISK.

12. Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL COLLABPORTALS, ITS AFFILIATES, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR EXEMPLARY DAMAGES, INCLUDING WITHOUT LIMITATION, DAMAGES FOR LOSS OF PROFITS, GOODWILL, USE, DATA, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR RELATING TO YOUR USE OF, OR INABILITY TO USE, THE SERVICE, EVEN IF COLLABPORTALS HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

IN NO EVENT SHALL COLLABPORTALS' TOTAL CUMULATIVE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THESE TERMS OR YOUR USE OF THE SERVICE EXCEED THE TOTAL AMOUNT OF FEES PAID BY YOU TO COLLABPORTALS FOR THE SERVICE IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE LIABILITY.

NOTHING IN THESE TERMS SHALL LIMIT OR EXCLUDE OUR LIABILITY FOR DEATH OR PERSONAL INJURY RESULTING FROM OUR NEGLIGENCE, FRAUD OR FRAUDULENT MISREPRESENTATION, OR ANY OTHER LIABILITY THAT CANNOT BE LIMITED OR EXCLUDED BY LAW.

13. Indemnification

You agree to indemnify, defend, and hold harmless CollabPortals, its affiliates, officers, directors, employees, agents, and licensors from and against any and all claims, liabilities, damages, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising from or relating to: (a) your access to or use of the Service; (b) your violation of these Terms; (c) your infringement of any third-party right, including without limitation any intellectual property, or privacy right; (d) your Customer Data; or (e) your breach of any applicable laws or regulations.

14. Force Majeure

CollabPortals shall not be liable for any failure to perform its obligations hereunder where such failure results from any cause beyond CollabPortals' reasonable control, including, without limitation, mechanical, electronic, or communications failure or degradation (including "line-noise" interference), acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, strikes, or shortages of transportation facilities, fuel, energy, labor, or materials.

15. Changes to the Terms

We may update these Terms from time to time. If we make material changes to these Terms, we will notify you by sending an email to the address associated with your account or by placing a prominent notice on our Website prior to the changes becoming effective. Your continued use of the Service after the effective date of any such changes constitutes your acceptance of the revised Terms.

16. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of law principles. You agree to submit to the exclusive jurisdiction of the courts located in England and Wales for the resolution of any disputes arising out of or relating to these Terms or the Service.

17. Miscellaneous

17.1. Entire Agreement: These Terms, together with the Privacy Policy, constitute the entire agreement between you and CollabPortals concerning your use of the Service.
17.2. Severability: If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.
17.3. No Waiver: No waiver of any term of these Terms shall be deemed a further or continuing waiver of such term or any other term, and CollabPortals' failure to assert any right or provision under these Terms shall not constitute a waiver of such right or provision.
17.4. Assignment: You may not assign or transfer these Terms, by operation of law or otherwise, without CollabPortals' prior written consent. Any attempt by you to assign or transfer these Terms, without such consent, will be null and void. CollabPortals may freely assign or transfer these Terms without restriction.

18. Contact Us

If you have any questions about these Terms, please contact us at:

Email: hello@collabportals.com