Ruby OS Terms of Service

1. Who we are

Ruby OS (the "Service") is operated by Beyond The Ruby Door LLC ("Ruby OS", "we", "us"), a limited liability company, with a notice address at 3205 Cumberland Boulevard Southeast, Atlanta, GA 30339, United States. Legal notices: mina@beyondtherubydoor.com. By creating an account, accepting these Terms in the application, or using the Service, you agree to these Terms of Service.

2. Accounts, workspaces and authorised users

You must provide accurate registration information and keep it current. Accounts are personal to the individual named on them; credentials may not be shared.

A workspace owner controls a workspace, its subscription, its seats, and the data within it.

Team members are invited by a workspace owner or authorised administrator and act within the permissions granted to them.

External household users, such as House Manager seats, receive restricted access limited to the household they are assigned to.

You are responsible for all activity under your account and for your authorised users' compliance with these Terms.

3. The Service

Ruby OS provides travel operations software across Leisure OS, Entertainment OS, Tour Manager OS, Corporate OS, and paid add-on roles. We grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service for your internal business purposes, in accordance with your plan.

4. Subscriptions, seats and add-ons

Subscriptions are billed through Stripe at the plan price in effect when you subscribe and renew automatically until cancelled. Additional seats and paid add-on roles are billed per seat, per period, in addition to the base plan. The House Manager role is USD $10 per month per additional seat and is available only as an add-on to an active Leisure OS workspace; it cannot be purchased or held as a standalone product, and it ends when the Leisure OS subscription it is attached to ends. Prices may change on notice for future billing periods; changes do not apply retroactively to the current period.

5. Free trials, beta accounts and grandfathered arrangements

Where offered, a free trial converts to a paid subscription at the end of the trial unless cancelled first. Beta features and beta accounts are provided as-is, may change or be withdrawn, and are subject to the confidentiality obligations in section 11 where we have designated your account as a private beta participant. Where we have granted an account a grandfathered price or access arrangement, that arrangement continues on its agreed terms; accepting these Terms does not alter it. Legal acceptance is required of all accounts regardless of billing status.

6. Cancellations and refunds

You may cancel at any time from your account. Cancellation takes effect at the end of the current billing period and stops future renewals. Refunds are governed by our Refund Policy.

7. Suspension, termination and data export

We may suspend or terminate access for material breach of these Terms, non-payment, security or fraud risk, or unlawful use. You may close your account at any time. Following cancellation or termination, a workspace owner may export Customer Data from the workspace for 30 calendar days, using the export function in the application, without reactivating a paid subscription. After that window we may delete Customer Data, subject to applicable law, to records we are required to retain for legal, tax or accounting purposes, and to the ordinary expiry of routine backups. Exports cover records stored in the workspace database; they do not include encrypted traveller identity fields, which are released only through a verified request to mina@beyondtherubydoor.com.

8. Acceptable use

You must not: use the Service unlawfully or to send spam; infringe third-party rights; upload malicious code; probe, scan or attempt unauthorised access to the Service or other tenants' data; scrape or bulk-extract data other than your own; circumvent seat limits, usage caps or technical restrictions; or resell or provide the Service to third parties other than your authorised users.

9. Intellectual property

We retain all right, title and interest in and to the Service, including its software, source code, database schemas, workflows, user interfaces, documentation, and the Ruby OS and Beyond the Ruby Door names, logos and branding. Except for the limited access rights granted here, no licence is granted.

You must not copy, redistribute, publish, sublicense or make the Service available to others; reproduce proprietary interface designs or platform elements; or reverse engineer, decompile or disassemble the Service, except to the extent that restriction is prohibited by applicable law.

We do not claim ownership of general travel-industry concepts or practices, of ideas you develop independently, or of your customer data.

10. Your data and feedback

You retain ownership of the client, traveller, itinerary, financial and other content you submit ("Customer Data"). You grant us a limited licence to host, process and transmit Customer Data solely to provide and support the Service. You are responsible for having the necessary rights and permissions for Customer Data you upload, including personal data about travellers.

If you send us feedback or suggestions, we may use them to improve the Service without obligation or compensation to you.

11. Confidentiality and private beta obligations

Nonpublic information about the Service — including unreleased features, roadmaps, designs, pricing not publicly offered, and technical details shared with you — is our confidential information. You must not disclose it or use it other than to use the Service.

If we designate your account as a private beta participant, the following additional obligations apply for as long as the relevant information remains nonpublic:

You will keep beta materials confidential and will not disclose them to any third party without our prior written consent.

You will not publish screenshots, recordings, reviews, demonstrations or descriptions of unreleased functionality.

You will not extract, copy or reproduce proprietary platform materials, interface designs, schemas or documentation outside your permitted use of the Service.

Beta materials are provided as-is, may contain defects, may change without notice and may be withdrawn.

We may end beta participation at any time; these confidentiality obligations survive until the information becomes public through no fault of yours.

These beta obligations apply only to accounts we have designated as private beta participants; they are part of these Terms and there is no separate beta agreement to sign. Your acceptance of the Terms version containing this section records your agreement to these provisions, and they apply from the date and time of that acceptance and not before. They do not restrict information you already lawfully held, information that becomes public through no fault of yours, your independent development of ideas without use of our confidential information, or any disclosure required by law.

12. Third-party integrations

The Service can connect to third-party services such as Stripe, Google (Gmail and Calendar), and other providers you authorise. Your use of those services is governed by their own terms, and we are not responsible for their availability, acts or omissions. You may disconnect an integration at any time.

13. AI-generated content

Some features generate drafts, summaries or suggestions using automated systems. Output may be inaccurate or incomplete. You are responsible for reviewing and verifying any AI-assisted output before relying on it, sending it to a client, or acting on it operationally.

14. Service availability and changes

We aim to keep the Service available and reliable but do not guarantee uninterrupted or error-free operation. We may modify, add or remove features. We will give reasonable notice of material adverse changes where practicable.

15. Warranties

To the fullest extent permitted by law the Service is provided "as is" and we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement.

16. Limitation of liability

To the fullest extent permitted by law, our aggregate liability arising out of or relating to the Service is limited to the fees you paid us in the twelve months preceding the claim. We are not liable for indirect, consequential, incidental, special or punitive damages, or for lost profits, revenue, data or goodwill. Nothing excludes liability that cannot lawfully be excluded.

17. Indemnification

You will indemnify and hold us harmless from third-party claims arising from your Customer Data, your use of the Service in breach of these Terms, or your violation of law or third-party rights.

18. Governing law and disputes

These Terms are governed by the laws of the State of Georgia, United States, without regard to conflict-of-laws rules. The parties will first attempt to resolve any dispute informally by contacting mina@beyondtherubydoor.com. If that fails, the parties submit to the exclusive jurisdiction of the state and federal courts located in Atlanta, Georgia, and waive any objection to that venue. Nothing in this section removes a consumer's or a non-US customer's non-waivable right to bring proceedings in their place of residence where applicable law requires it.

19. Changes to these Terms

We may update these Terms. Material changes are published with a new version number and effective date, and we may require renewed acceptance before continued use. Historical versions remain available.

20. Contact

Beyond The Ruby Door LLC, 3205 Cumberland Boulevard Southeast, Atlanta, GA 30339, United States.

Legal: mina@beyondtherubydoor.com · Privacy: mina@beyondtherubydoor.com · Billing and cancellation: mina@beyondtherubydoor.com