Terms of Service

1. Who these terms are between

SpaceOS ("SpaceOS", "the platform", "the service") is operated by Portonics Limited, a company incorporated in Bangladesh with its principal place of business in Dhaka ("Portonics", "we", "our", "us"). These Terms of Service ("Terms") form a binding agreement between Portonics and the individual or legal entity that creates a SpaceOS account or uses the platform ("you", "your", "Customer").

By creating an account, ticking the box that references these Terms, or otherwise accessing the platform, you confirm that you have read and accept them, and — if you are signing up on behalf of an organisation — that you have authority to bind that organisation. If you do not accept these Terms, do not use SpaceOS.

2. The service

SpaceOS is a multi-tenant, cloud-hosted business platform. Each customer operates inside its own isolated workspace (a "Space"), identified by a unique slug and, optionally, a custom domain. Spaces share the same underlying infrastructure, and each Space's data is logically separated and access-controlled so that it is available only to that Space's authorised users.

The platform is modular. Depending on the modules you enable, SpaceOS can provide desk and room bookings, resource scheduling, visitor management, a point of sale, inventory, a public storefront and online ordering, kitchen and delivery operations, customer records, invoicing and finance, payroll, reporting, notifications, and related tools. Some modules are free and some are paid; the current split is published on our pricing page.

We improve the platform continuously. We may add, change, or withdraw features and modules. Where a change materially reduces the core functionality of a paid module you are actively using, we will give you reasonable prior notice, and you may cancel under section 12 if the change does not work for you.

3. Accounts and your responsibilities

• You must provide accurate, current, and complete information when you register, and keep it up to date — including a working billing contact email.
• You are responsible for all activity that takes place under your account and within your Space, including the actions of the users you invite.
• You must keep credentials confidential, use a strong and unique password, and tell us promptly at spaceos@portonics.com if you suspect unauthorised access.
• Space owners and administrators control who has access to their Space and what each role can do. Assigning roles and removing departed staff is your responsibility, not ours.
• You are responsible for the lawfulness of the content and personal data you upload, including obtaining any consents or notices your own customers and staff are entitled to.
• You must be at least 18 years old, or the age of majority in your jurisdiction, to hold an account.

4. Acceptable use

You agree not to, and not to permit anyone else to:

• use SpaceOS for any unlawful purpose, or in breach of any applicable law, regulation, or third-party right;
• upload or distribute malware, or content that is fraudulent, defamatory, obscene, or infringing;
• attempt to access another customer's Space, data, or account, or to probe, scan, or test the vulnerability of the platform without our prior written consent;
• interfere with or disrupt the integrity, security, or performance of the platform, including by placing an unreasonable load on it or circumventing rate limits;
• reverse engineer, decompile, or disassemble any part of the platform, except to the extent that applicable law expressly permits it;
• resell, sublicense, white-label, or otherwise make the platform available to third parties as a service without our written consent;
• use the platform to send unsolicited bulk messages, or to send messages to people who have not agreed to hear from you;
• use the platform to build a competing product, or to benchmark it for publication, without our written consent.

We may investigate suspected breaches, and we may suspend access where a breach is causing, or is likely to cause, harm to the platform, to other customers, or to third parties.

5. Free trial

New self-service Spaces begin with a 30-day free trial of the paid platform, with no payment details required to start. The trial is the evaluation period: use it to decide whether SpaceOS fits how you work.

At the end of the trial, you need an active subscription to keep using paid modules. If no subscription is in place, access to paid functionality is restricted after a short grace period; your data is not deleted at that point and remains available under section 13. We may vary or withdraw trial offers for future sign-ups at any time, and we may limit trials to one per organisation.

6. Subscriptions, fees, and billing

• Currency. Fees are quoted and charged in United States Dollars (USD) unless we have agreed otherwise with you in writing.
• Payment processor. Card payments are processed by Stripe. We do not store your full card details. Your use of Stripe's payment services is additionally subject to Stripe's own terms.
• Recurring charges. Subscriptions renew automatically for successive billing periods (monthly or annually, as selected) until cancelled. You authorise us and our payment processor to charge your payment method for each renewal.
• What you pay for. Charges depend on the plan you are on and the paid modules you have enabled. On per-user plans, the charge follows the number of active users in your Space; when that number changes mid-period, the difference is billed with a proration adjustment on your next invoice.
• Failed payments. If a charge fails, we will retry and notify your billing contact. If payment remains outstanding after the grace period, we may suspend paid functionality until the balance is settled.
• Taxes. Fees are exclusive of VAT, sales tax, and other duties. Where we are required to collect tax, it is added to your invoice; otherwise you are responsible for any tax due in your own jurisdiction, including any withholding.
• Price changes. We may change pricing on at least 30 days' notice to your billing contact. Changes take effect from your next renewal, and you may cancel before then if you do not accept them.

Cancellations and refunds are governed by our Refund & Cancellation Policy, which forms part of these Terms.

7. Your data, and who owns what

You own your business data. All data you or your users enter into, upload to, or generate within your Space — customer records, orders, bookings, products, invoices, payroll records, files, and reports — remains yours. Nothing in these Terms transfers ownership of it to us.

You grant Portonics a limited, non-exclusive, worldwide licence to host, store, copy, transmit, display, and process that data strictly as needed to operate the platform, provide support, keep backups, secure the service, and meet our legal obligations. That licence lasts only as long as we hold the data, and it ends when the data is deleted.

Where your data includes personal data about your staff, members, or customers, you act as the controller of that data and we act as your processor. How we handle it is set out in our Privacy Policy.

We may generate aggregated, de-identified statistics about how the platform is used (for example, feature-adoption or performance metrics) and use them to operate and improve SpaceOS. Such statistics never identify you, your Space, or any individual.

8. Our intellectual property

SpaceOS — including the software, interfaces, documentation, templates, sample data, branding, and the SpaceOS and Portonics names and logos — is owned by Portonics Limited and its licensors, and is protected by copyright, trademark, and other laws. Subject to these Terms and to payment of applicable fees, we grant you a non-exclusive, non-transferable, revocable right to access and use the platform for your internal business purposes during your subscription term. All rights not expressly granted are reserved.

If you send us feedback or suggestions, you allow us to use them without restriction or obligation to you.

9. Third-party services

SpaceOS integrates with third-party services — payment gateways, messaging and email providers, mapping and analytics services, and similar. Those services are operated by their own providers under their own terms and privacy notices. We are not responsible for third-party services, and enabling an integration may mean sharing the data needed to make it work. Our current sub-processors are listed in the Privacy Policy.

10. Availability, support, and security

We aim to keep SpaceOS available and performant, and we monitor it continuously, but we do not warrant uninterrupted or error-free operation. We may carry out maintenance, updates, and migrations that briefly affect availability; where downtime is planned and material, we will give reasonable notice. Support is provided by email at spaceos@portonics.com and through the in-product support portal during our normal business hours in Dhaka.

We apply industry-standard technical and organisational measures to protect the platform, including encryption in transit, access controls, tenant isolation, audit logging, and regular backups. No system is perfectly secure, and you are responsible for the security practices inside your own organisation.

11. Beta and preview features

We sometimes release features marked beta, preview, or coming soon. They are provided as-is, may change or be withdrawn without notice, may be excluded from any service commitments, and should not be relied upon for critical operations.

12. Cancellation, suspension, and termination

• By you. You may cancel your subscription at any time from your billing settings, or by writing to spaceos@portonics.com. Cancellation takes effect at the end of the paid period you are in — see the Refund & Cancellation Policy.
• By us, for cause. We may suspend or terminate your access immediately if you materially breach these Terms, if your use poses a security or legal risk, or if fees remain unpaid after notice.
• By us, for convenience. We may terminate an account on 30 days' written notice, in which case we will refund any fees you have prepaid for service periods after the termination date.

13. What happens to your data when the agreement ends

Ending a subscription does not immediately erase your Space. On termination or expiry:

• access to the platform stops at the end of the paid period (or immediately, where we terminate for cause);
• for 30 days after that, you may ask us to provide an export of your business data in a machine-readable format, and we can reactivate the Space if you change your mind;
• after that 30-day window, we may permanently delete your Space and its data. Deletion propagates to routine backups on our standard backup rotation;
• we may retain a limited set of records — invoices, payment records, and similar — for as long as tax, accounting, and other legal obligations require.

Export your data before you cancel if you need it. We are not liable for data lost after the retention window has passed.

14. Disclaimers

To the maximum extent permitted by law, the platform is provided "as is" and "as available", without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. SpaceOS is business software, not professional advice: the accounting, tax, payroll, and compliance outputs it produces are tools for your own qualified advisers to review, and you remain responsible for your regulatory filings.

15. Limitation of liability

To the maximum extent permitted by applicable law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for loss of profits, revenue, goodwill, business opportunity, or anticipated savings, arising out of or in connection with these Terms or your use of the platform, even if advised of the possibility.

Our total aggregate liability arising out of or relating to these Terms is limited to the total fees you paid us for the platform in the twelve (12) months immediately before the event giving rise to the claim. Where you have paid us nothing, our aggregate liability is limited to one hundred United States Dollars (USD 100).

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for fraud or for death or personal injury caused by negligence.

16. Indemnity

You will defend, indemnify, and hold harmless Portonics Limited and its officers, directors, employees, and agents against claims, damages, losses, liabilities, and reasonable legal costs arising from your data, your use of the platform in breach of these Terms, or your violation of any law or third-party right.

17. Confidentiality

Each party may receive non-public information from the other. The receiving party will use it only to perform under these Terms, protect it with at least reasonable care, and not disclose it except to personnel and advisers bound by comparable obligations, or as required by law. This does not apply to information that is public, independently developed, or lawfully obtained from a third party.

18. Changes to these Terms

We may update these Terms as the platform and the law evolve. The "last updated" date at the top of this page always reflects the current version. Where a change is material, we will give at least 30 days' notice by email to your billing contact or through an in-product notice before it takes effect. Continuing to use SpaceOS after a change takes effect means you accept the updated Terms; if you do not, your remedy is to cancel.

19. Governing law and disputes

These Terms, and any dispute or claim arising out of or in connection with them (including non-contractual disputes), are governed by the laws of the People's Republic of Bangladesh, without regard to conflict-of-law rules. The courts of Dhaka, Bangladesh have exclusive jurisdiction, and both parties submit to that jurisdiction. Before starting proceedings, each party agrees to raise the issue in writing and to attempt in good faith to resolve it for 30 days.

20. General

• Entire agreement. These Terms, together with the Privacy Policy and the Refund & Cancellation Policy, are the entire agreement between us regarding the platform and supersede earlier discussions.
• Assignment. You may not assign these Terms without our written consent. We may assign them to an affiliate or in connection with a merger, acquisition, or sale of assets.
• Severability and waiver. If a provision is unenforceable, the rest stands. A delay in enforcing a right is not a waiver of it.
• Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control.
• Notices. Notices to us go to spaceos@portonics.com; notices to you go to the email addresses registered on your account.
• No agency. Nothing here creates a partnership, joint venture, employment, or agency relationship.