Terms of Service

Last updated: 2025-09-07

These Terms of Service (“Terms”) govern your access to and use of SecureEntry360 (the “Service”), a product of DCS Software Solutions LLC (“DCS,” “we,” “us,” or “our”). By creating an account or using the Service, you agree to these Terms. If you are accepting on behalf of an organization, you represent that you have authority to bind that organization.

1. The Service

SecureEntry360 provides software for property and multi-site access management, including resident/staff/vendor profiles, visitor passes (QR or PIN), check-in/out logs, blacklist/watchlist features, dashboards, and related APIs and mobile apps. Each customer tenant is provisioned in a separate database by default.

2. Accounts & Administrators

• You must provide accurate account information and keep credentials secure.
• Customer designates one or more administrators who manage users, roles, and settings within the tenant.
• You are responsible for activities under your account and for your users’ compliance with these Terms.

3. Free Trials; Subscriptions; Billing

• Trials. Trials run for the period shown at signup. Unless you cancel before the trial ends, the subscription starts automatically and your payment method is charged.
• Plans and renewals. Plans are billed in advance on a recurring basis (monthly or annually) until canceled. Unless stated otherwise, fees are non-refundable.
• Taxes. Fees are exclusive of taxes. You are responsible for all applicable taxes, duties, and government charges.
• Late payment. We may suspend or limit the Service for overdue accounts after reasonable notice. Dunning emails and a grace period may apply.
• Changes. You may upgrade/downgrade plans at any time; prorations follow our billing provider’s standard rules.

4. Customer Data & Privacy

“Customer Data” means information submitted to your tenant, such as resident/staff/vendor details, visitor invitations, passes, check-in/out records, and audit logs. As between the parties, you own Customer Data. We process Customer Data solely to provide and secure the Service and as otherwise permitted by these Terms or your instructions. Our Privacy Policy describes data handling for marketing, account, and usage information.

If required by your organization, a Data Processing Addendum (DPA) can be executed; contact [email protected].

5. Security

• Each customer’s tenant uses a separate database by default; no deliberate co-mingling of Customer Data.
• Encryption in transit; at-rest encryption for supported fields; sensitive credentials (e.g., QR/PIN) are stored as hashes with per-record salt.
• Role-based access controls and audit logging; rate limits on sensitive endpoints.
• Backups are encrypted and retained for a limited rolling window.

6. Acceptable Use

• No unlawful, infringing, or harmful content or activity.
• No reverse engineering, scraping, or circumventing technical controls.
• No probing or security testing without our written permission.
• No use that violates privacy, labor, or data-protection laws applicable to your organization.

7. Third-Party Services

The Service may interoperate with third-party products (e.g., identity providers, email/SMS, payment processors). Your use of third-party services is governed by their terms. We are not responsible for third-party services.

8. Intellectual Property; Feedback

• We retain all rights, title, and interest in the Service and related IP.
• You retain all rights in Customer Data.
• If you provide feedback or suggestions, we may use them without restriction or obligation.

9. Beta & Pre-release Features

We may offer optional beta features. They are provided “as is,” may change or end at any time, and may be subject to additional terms.

10. Service Changes; Availability

We may modify the Service (including features and plan limits) with notice where required. We aim for high availability but do not guarantee uninterrupted operation. Scheduled maintenance and emergency work may result in temporary unavailability.

11. Term; Suspension; Termination

• These Terms remain in effect while you access the Service.
• We may suspend or terminate access for material breach, illegal activity, or risks to the Service or others.
• You may cancel at any time via the billing portal or by contacting support. Upon termination, we will delete or return Customer Data in accordance with our retention policy and applicable law.

12. Data Export

During an active subscription, administrators may export certain logs and records. Upon written request within 30 days after termination, we will provide a database export of Customer Data in a reasonable, commonly used format, provided your account is in good standing.

13. Warranties & Disclaimers

We will provide the Service in a professional and workmanlike manner. Except as expressly stated, the Service is provided “as is” and “as available,” without warranties of any kind, whether express, implied, or statutory, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or meet your requirements.

14. Limitation of Liability

To the fullest extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenues, goodwill, or data, even if advised of the possibility. Except for your payment obligations and indemnities, each party’s aggregate liability arising out of or related to the Service is limited to the amounts paid or payable by you to DCS for the Service during the twelve (12) months before the event giving rise to liability.

15. Indemnification

You will indemnify and hold DCS harmless from claims and expenses (including reasonable attorneys’ fees) arising out of your unlawful use of the Service, Customer Data you upload, or your breach of these Terms. DCS will indemnify you against third-party claims that the Service, as provided by DCS, infringes a U.S. patent, copyright, or trademark, subject to customary exclusions (e.g., combinations not provided by DCS, modifications not made by DCS, or use in violation of these Terms).

16. Confidentiality

Each party may access the other’s confidential information and will use it only to perform under these Terms, protecting it with reasonable care. This section does not cover information that is public through no fault of the receiving party, already known, independently developed, or rightfully obtained from a third party.

17. Compliance & Export

You must comply with all applicable laws, including data-protection and export control laws. You represent that you are not located in, and will not permit users to access the Service from, embargoed countries or restricted lists.

18. Governing Law; Venue

These Terms are governed by the laws of the State of [Your State], without regard to conflict-of-laws principles. The exclusive venue for disputes is the state or federal courts located in [Your County, Your State], and each party consents to personal jurisdiction there.

19. Notices

Legal notices to DCS must be sent to [email protected] with a copy to our business address on request. We may send notices to the email associated with your account or via in-product messaging.

20. Assignment

You may not assign these Terms without our prior written consent (not to be unreasonably withheld). We may assign to an affiliate or in connection with a merger, acquisition, or sale of assets.

21. Force Majeure

Neither party is liable for delays or failures caused by events beyond reasonable control (e.g., internet outages, acts of God, war, labor disputes), provided they use reasonable efforts to mitigate.

22. Entire Agreement; Order of Precedence

These Terms, any order form, and (if executed) a DPA constitute the entire agreement. If there is a conflict, an order form prevails over these Terms, and these Terms prevail over the Privacy Policy. No waiver is effective unless in writing.

This template is for general informational purposes and does not constitute legal advice. Please adapt it to your specific business and consult counsel.