Pin4m

Preview — under legal review. These are the terms we operate under during the pilot, in plain outline form, while counsel prepares the final Terms of Service. By using Pin4m during the pilot you agree to them. The final version will name the operating company.

1. The Service

Pin4m is a SaaS tool for food businesses: equipment mapping/registry built from room scans, QR-based logging (temperatures, checks), maintenance/repair records and approvals, and related record-keeping.
Service provided "as a hosted application" via web and (planned) iOS app; features may evolve; material reductions to paid-plan features require notice.
Beta/pilot status clause: during pilot periods the Service may be offered free or at pilot pricing with reduced warranties (coordinate wording with the pilot agreement, if any).

2. Accounts and roles

Account holder (Owner) is responsible for the organization account, for the accuracy of information entered, and for all activity under the account.
Owner may invite users and assign roles (Owner / Manager / Staff / Viewer); role permissions (e.g., repair-approval limits, visibility of dollar amounts) are enforced as configured; customer is responsible for assignments and for revoking access when staff leave.
Account holders must be 18+ and authorized to bind their business. One person may not share credentials; each user should have their own login.
Public QR pages: customer is responsible for physical placement of QR stickers and for resetting/revoking tokens if a sticker is lost, photographed, or misused.

3. Customer Data — ownership and our role

Customer owns its Customer Data (asset registry, photos, scans, logs, tickets, vendor directory, and all operational records). No transfer of ownership to Pin4m.
Pin4m acts as service provider / processor for Customer Data: we process it only on the customer's behalf and per its instructions (as expressed through use of the Service) and these Terms.
License to Pin4m: a limited license to host, copy, process, transmit, and display Customer Data solely to operate and improve the Service for that customer, plus a license to create and use aggregated, de-identified data that cannot identify the customer or any individual (benchmarks, product improvement). We do not sell Customer Data or personal information.
Customer is responsible for having the right to enter staff and vendor information into the Service (e.g., informing its own staff), and for the legality/accuracy of what it records.

4. Acceptable use

No unlawful use; no entering data the customer has no right to record; no attempting to access other customers' data or probe the multi-tenant isolation; no reverse engineering except as permitted by law; no abuse of public QR endpoints (rate limits may apply); no using the Service to store regulated data it is not designed for (explicitly: no payment-card data, no health records, no data about children).
Pin4m may suspend accounts for abuse or security risk, with notice where feasible.

5. Hardware and sensors (future — terms hook)

Placeholder section to activate when sensor features launch.
Connected third-party sensors (customer-owned, e.g., SensorPush/SwitchBot): customer keeps its own relationship with the sensor vendor; Pin4m only receives telemetry via that vendor's API; accuracy of readings is the sensor vendor's responsibility; Pin4m displays and stores readings as received.
Pin4m-supplied sensors (if offered): loan-to-own structure — devices remain Pin4m property until the customer completes [12] consecutive paid months on an eligible plan, then ownership transfers. Devices damaged through misuse or lost are chargeable at the published replacement price; manufacturing defects are replaced free during the loan period. On cancellation before vesting, devices must be returned or the replacement price is due.
Temperature readings are operational aids, not a substitute for the customer's own food-safety obligations and regulatory compliance.

6. Subscriptions, fees, and taxes

Plans (Free / Tier 1 / Tier 2 / Tier 3) and current prices are published on the website; prices may change with at least [30] days' notice, effective the next billing cycle; annual plans keep their price to the end of the paid term.
Fees are per the plan definition (per location or per account — pricing is per location unless a plan says otherwise).
Billing, when live, is processed by a third-party payment processor; Pin4m does not store card numbers. [Processor TBD — name it here when selected.]
No refunds except where required by law or expressly stated; pilot/early-access pricing may be grandfathered at Pin4m's discretion (avoid implied promises).

7. Intellectual property

Pin4m owns the Service, software, branding, templates, and starter content. Customers receive a non-exclusive, non-transferable right to use the Service while subscribed.
Customer retains all rights in Customer Data (Section 3). Feedback/suggestions may be used by Pin4m without obligation or compensation.

8. Availability, support, and changes

Commercially reasonable uptime target without a formal SLA on standard plans [if an SLA is ever offered to chains, add as an exhibit]; scheduled maintenance notice where feasible.
Support channels per plan. Pin4m may modify features; will not materially degrade core record-keeping functions for paying customers without notice and an export opportunity.

9. Confidentiality and security

Each party protects the other's non-public information; Pin4m maintains technical and organizational measures (encryption in transit/at rest via providers, row-level tenant isolation, role-based access) as described in the Privacy Policy.
Customer acknowledges no system is perfectly secure; customer is responsible for its own account hygiene (passwords, role assignments, QR token management).

10. Warranties and disclaimers

Service provided "as is" to the maximum extent permitted by law; no warranty that records generated by the Service will satisfy any particular regulator, insurer, or landlord (records are the customer's own entries; Pin4m is the record-keeping tool, not the compliance guarantor).
Sensor/telemetry data may be delayed or inaccurate; food-safety decisions remain the customer's responsibility.

11. Limitation of liability

Cap: Pin4m's aggregate liability limited to the greater of amounts paid by the customer in the [12] months before the claim or [$100] [counsel to calibrate]; exclusion of indirect/consequential damages (lost profits, spoiled inventory) to the extent permitted by law; carve-outs as required by law (e.g., gross negligence, willful misconduct).
Nothing in these Terms limits liability that cannot be limited under applicable law.

12. Term, termination, and what happens to data

Either party may terminate: customer by cancelling in-app/at account settings; Pin4m for cause (non-payment, abuse, legal requirement) with notice and, where curable, a cure period.
On exit: customer may export its Customer Data (structured export of registry, logs, and tickets) during the subscription and for [30] days after termination [align with Privacy Policy retention window — OPEN DECISION]. After that window, Pin4m deletes or de-identifies Customer Data, subject to backup cycle-out and legal holds.
In-app account deletion will be provided (also an App Store requirement for the iOS app).
Survival: data-ownership, liability, confidentiality, and payment-owed clauses survive termination.

13. Governing law and disputes

California law governs; venue San Diego County, California [founder location — counsel to confirm]; consider an arbitration/class-action-waiver clause only with explicit counsel advice (weigh against low-legal-burden posture and B2B context).

14. General

Entire agreement (Terms + Privacy Policy + any order/pilot agreement); order of precedence; assignment (Pin4m may assign to a successor entity — including assignment from the founder/organizer to Pin4m upon formation — with notice); notices by email; severability; no third-party beneficiaries; amendments with notice for material changes.

Preview version prepared 2026-10-27.