Terms of Service

The service

Cardstead is an operational SaaS product for card shops and hobby retailers. It helps stores manage customer records, store credit, trade-ins, cash and money workflows, reminders, calendars, reports, employees, permissions, billing, settings, support, and audit history.

Cardstead is not a point-of-sale system, payment processor, marketplace, inventory marketplace, accounting firm, tax advisor, legal advisor, bank, lender, payroll provider, or consumer-facing customer portal. Stores remain responsible for their own checkout, payments, taxes, accounting, employment practices, customer notices, and legal compliance.

Accounts and authority

• Tenant creation is invite-only or private unless Cardstead later enables public self-registration.
• A person using Cardstead for a store represents that they are authorized to bind that store and manage the data entered into the tenant.
• Each user must use their own account credentials and must keep credentials confidential.
• Store owners are responsible for inviting, removing, and permissioning employees and for promptly disabling access when an employee no longer needs it.
• Users must provide accurate account, billing, support, and store information and keep it current.

Tenant data

As between Cardstead and the store, the store owns and controls the business records, customer records, employee records, trade-in records, store credit records, notes, money records, reports, and other tenant data it enters into the service.

The store grants Cardstead the rights needed to host, process, transmit, secure, back up, display, troubleshoot, support, and otherwise operate the service for the store and its authorized users.

Customer and employee data entered by stores

Stores are responsible for having a lawful basis to collect and enter personal information about their customers, employees, vendors, and other people. Stores are also responsible for giving any notices and honoring any rights required by laws that apply to the store.

Stores must not enter highly sensitive information that Cardstead is not designed to process, including social security numbers, driver's license numbers, full payment card numbers, bank credentials, protected health information, biometric identifiers, or children's personal information unless Cardstead has approved the use case in writing.

Acceptable use

Users must comply with the Acceptable Use Policy. Cardstead may suspend or restrict access if we reasonably believe use of the service creates legal, security, operational, abuse, nonpayment, tenant isolation, or third-party risk.

Billing, trials, and taxes

• Paid plans, trial terms, location-based pricing, and billing intervals are shown in the product, checkout, order form, or written agreement that applies to the tenant.
• Unless otherwise agreed in writing, subscriptions renew automatically until canceled through the available billing process or by contacting support.
• Payment methods, invoices, payment status, tax calculation, and hosted billing flows may be handled by a payment processor.
• The store is responsible for all charges, taxes, and fees associated with its tenant, except taxes on Cardstead income.
• If payment fails or billing becomes past due, Cardstead may restrict access to the service while preserving account data for a reasonable period.

Cancellations and refunds

A tenant may cancel future subscription renewal through the billing portal when available or by contacting support. Cancellation stops future renewal but does not automatically refund prior charges.

Fees are non-refundable except where required by law or expressly agreed in writing. If Cardstead issues a credit or refund in one situation, it is not obligated to do so in another.

Support and availability

Cardstead will use commercially reasonable efforts to operate and support the service. The service may be unavailable because of maintenance, releases, outages, provider failures, security incidents, emergency changes, or events outside Cardstead's control.

Support is provided through the support channels designated by Cardstead. Unless a separate written agreement says otherwise, Cardstead does not provide a guaranteed response time, uptime commitment, or service credit.

Third-party services

The service may integrate with or depend on third-party services such as payment processors, hosting providers, email providers, support providers, domain providers, and optional integration providers. Third-party services are governed by their own terms and policies.

Cardstead is not responsible for third-party outages, data handling, fees, errors, or changes outside Cardstead's reasonable control.

Beta, preview, and deferred features

Some features may be marked, described, or understood as beta, preview, limited, unavailable, planned, or invite-only. Those features may change, be delayed, be limited to certain tenants, or be removed. Users should not rely on planned features until they are available in production for their tenant.

Reports, exports, and operational records

Reports and exports are operational tools. They may depend on data entered by users, tenant configuration, selected locations, integration availability, and current product limitations. Stores are responsible for reviewing reports before using them for tax, accounting, payroll, legal, inventory, purchasing, or business decisions.

Financial, ledger, audit, and export records may be corrected, reversed, voided, retained, or restricted according to the product's data integrity model rather than deleted directly.

Intellectual property

Cardstead and its software, design, code, interfaces, workflows, documentation, logos, and service content are owned by Cardstead or its licensors and are protected by intellectual property laws. These Terms do not grant users any ownership interest in the service.

Feedback, suggestions, or ideas submitted to Cardstead may be used without restriction or compensation, provided Cardstead does not disclose tenant confidential information in doing so.

Confidentiality

Tenant data, non-public product information, credentials, pricing terms not publicly posted, support details, and security information may be confidential. Each party must use reasonable care to protect the other party's confidential information and may use it only for purposes allowed by these Terms or another written agreement.

Security responsibilities

• Stores must assign roles carefully and promptly remove users who should no longer have access.
• Users must not share passwords, reuse compromised credentials, bypass permissions, or access data outside their authorization.
• Users must promptly notify Cardstead of suspected unauthorized access, credential compromise, data exposure, or security weakness.
• Cardstead may investigate security events and take actions reasonably necessary to protect the service, including suspending sessions, accounts, integrations, exports, or tenants.

Suspension and termination

Cardstead may suspend or terminate access if a tenant or user violates these Terms, fails to pay amounts due, creates security or operational risk, uses the service unlawfully, infringes rights, abuses support or infrastructure, or exposes Cardstead or others to unacceptable risk.

After termination, Cardstead may retain or delete data according to its Privacy Policy, legal obligations, backup processes, billing needs, audit requirements, and any written agreement with the store.

Disclaimers

The service is provided "as is" and "as available" to the maximum extent permitted by law. Cardstead disclaims all warranties not expressly stated in these Terms, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

Cardstead does not warrant that the service will be uninterrupted, error-free, secure against every possible attack, or that reports, exports, calculations, integrations, or records will be complete or correct for every business, accounting, tax, legal, or operational purpose.

Limitation of liability

To the maximum extent permitted by law, Cardstead will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost goodwill, business interruption, lost data, or substitute services.

To the maximum extent permitted by law, Cardstead's total liability for all claims arising out of or related to the service or these Terms will not exceed the amounts paid by the tenant to Cardstead for the service during the three months before the event giving rise to the claim, or one hundred dollars if no paid subscription exists.

Indemnity

To the maximum extent permitted by law, each store agrees to defend, indemnify, and hold harmless Cardstead from claims, damages, liabilities, losses, costs, and expenses arising from the store's tenant data, use of the service, violation of these Terms, violation of law, or infringement or misappropriation of third-party rights.

Governing law and disputes

These Terms are governed by the laws of the United States and the state where Cardstead's operating company is organized, without regard to conflict-of-law rules, unless a written agreement states otherwise or applicable law requires another forum.

Before filing a claim, the parties will try to resolve disputes in good faith through written notice and a reasonable opportunity to cure. Either party may seek urgent injunctive or equitable relief for confidentiality, security, intellectual property, or unauthorized access issues.

Changes to these Terms

Cardstead may update these Terms from time to time. Material changes will be posted on this page and, when appropriate, communicated through the service or email. Continued use of the service after changes become effective means acceptance of the updated Terms.

Contact

Questions about these Terms can be sent to support@cardstead.com.