Terms of Service

1. Eligibility and Accounts

You must be at least 18 years old and authorized to bind the restaurant or business you register. Workspaces may contain multiple locations and multiple team members with different roles; you are responsible for all activity in your workspace, including activity by teammates you invite.

• Provide accurate registration, business, and contact information and keep it current.
• Keep login credentials confidential and use reasonable security on devices that access the Service.
• Assign roles thoughtfully: role-based permissions control who can order, count inventory, and read reports, and you are responsible for the access you grant.
• Promptly remove access for former employees or contractors and notify us of any suspected unauthorized access.

2. Beta Program and Free Trial

The Service is provided as a beta. Features may change, be added, or be removed without notice, and occasional interruptions or defects are expected of pre-release software. New restaurants receive a 60-day free trial that does not require a payment card. Before the trial ends, we will contact you to agree on pricing; if we do not reach an agreement, your workspace will not be charged and Section 13 (Termination) applies. Participation in the beta does not entitle you to any particular future pricing.

3. Vendor Credentials and Purchasing Agency

Core features of the Service involve RestaurantMate acting on your instructions with the vendors you already use. When you connect a vendor, you provide credentials for that vendor’s ordering portal or route its email to the Service. You represent that you are entitled to use those credentials and to authorize automated access on your behalf.

• Purchasing agents sign in to vendor sites with your credentials and operate them substantially as you would: reading prices, assembling carts, and placing orders.
• Agents place only orders you have approved. Your approval of a cart is your authorization for the resulting vendor orders and associated charges, which are between you and the vendor.
• Vendors’ own terms govern your relationship with them, including pricing, delivery, credits, and returns. RestaurantMate is not a party to your vendor contracts and does not resell vendor goods.
• You may disconnect a vendor at any time, which stops future agent access to that vendor.
• You are responsible for ensuring your use of automated access does not violate agreements you have with a vendor. If a vendor objects, we may pause agent access to that vendor while we work with you on alternatives.

4. On-Site Hardware

Where the Service includes RestaurantMate hardware installed at your location, we retain ownership of that hardware unless otherwise agreed in writing. You agree to provide reasonable power and network connectivity, not to open, modify, or repurpose the hardware, and to return it in reasonable condition when your subscription ends. Vendor sessions and stored vendor credentials are designed to run from your location; you are responsible for the physical security of the premises where hardware is installed.

5. Email and Inbox Features

You may connect an existing email account (such as Gmail or Outlook) or use a dedicated RestaurantMate inbox address per location, including signing up with vendors using that address. By connecting an account or routing mail, you authorize the Service to read, store, and process the routed messages and attachments for the purpose of extracting orders, invoices, credits, and vendor communications. Only route mail you are entitled to share. Connected email accounts can be disconnected at any time, which stops future ingestion.

6. Point of Sale and Third-Party Integrations

The Service can ingest sales and labor data from your point-of-sale and related systems. Third-party systems are governed by their own terms, and you are responsible for having the right to connect them. We are not responsible for the accuracy or availability of third-party data, and integration availability may change if a third party changes or restricts its interfaces.

7. AI Features and Connectors

The Service includes AI-assisted features, including invoice reading, an assistant grounded in your workspace data, and optional connectors that let you query your workspace from external AI tools such as Claude. AI output can be wrong; review it before relying on it. Any action prepared by an AI feature (for example a cart change or inventory update) executes only after your explicit confirmation.

• Deterministic calculations, such as pack math and unit-price normalization, are performed by conventional code, not model inference.
• Connector access is scoped to a single workspace and honors workspace ownership and role-based permissions.
• We do not use your workspace data to train foundation models, and we do not permit our AI subprocessors to do so.

8. Your Data

As between you and RestaurantMate, you own the data you bring to the Service and the data collected on your behalf: order guides, orders, invoices, price history, inventory counts, recipes, sales, labor, and reports (collectively, “Customer Data”). You grant us a limited license to host, process, transmit, and display Customer Data solely to provide, secure, and improve the Service. You can export Customer Data at any time, and Section 13 describes what happens on termination.

9. Acceptable Use

• Do not use the Service to violate law, vendor agreements, or third-party rights.
• Do not attempt to access other customers’ workspaces or data.
• Do not probe, disable, or circumvent security or usage controls, or introduce malicious code.
• Do not resell, sublicense, or provide the Service to third parties outside your business without our written agreement.
• Do not use the Service to build a competing product or to scrape vendors unrelated to your own purchasing.

10. Fees and Payment

During the beta, fees (if any) are as agreed with you in writing. After your trial, continued use requires an agreed subscription. Unless otherwise stated, fees are exclusive of taxes, which you are responsible for. Amounts you owe vendors for goods ordered through the Service are always your responsibility and are paid to the vendor, not to us.

11. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WITHOUT LIMITING THE FOREGOING, WE DO NOT WARRANT THAT PRICES, EXTRACTED INVOICE DATA, VALUATIONS, OR AI OUTPUT WILL BE ERROR-FREE, THAT ORDERS WILL ALWAYS BE PLACED BEFORE VENDOR CUTOFFS, OR THAT THE SERVICE WILL BE UNINTERRUPTED. YOU REMAIN RESPONSIBLE FOR REVIEWING ORDERS, INVOICES, AND REPORTS USED IN BUSINESS DECISIONS.

12. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, REVENUE, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY. OUR TOTAL LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE WILL NOT EXCEED THE AMOUNTS YOU PAID US FOR THE SERVICE IN THE TWELVE MONTHS BEFORE THE EVENT GIVING RISE TO LIABILITY, OR ONE HUNDRED U.S. DOLLARS IF YOU HAVE PAID NOTHING. THESE LIMITS DO NOT APPLY TO YOUR PAYMENT OBLIGATIONS, YOUR BREACH OF SECTION 9, OR EITHER PARTY’S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT.

13. Suspension and Termination

You may stop using the Service and close your workspace at any time. We may suspend or terminate access for material breach of these Terms, for security reasons, or if the beta program ends, with reasonable notice where practical. Upon termination we will make Customer Data available for export for at least 30 days, after which we may delete it, subject to legal retention obligations. Any RestaurantMate hardware must be returned within 30 days of termination. Sections 8 and 11 through 15 survive termination.

14. Indemnity

You will defend and indemnify RestaurantMate against third-party claims arising from your Customer Data, your use of vendor credentials or email accounts you were not entitled to use, or your breach of these Terms. We will defend and indemnify you against third-party claims that the Service, as provided by us and used as permitted, infringes their intellectual property rights.

15. General

These Terms are governed by the laws of the State of Missouri, USA, excluding conflict-of-law rules, and disputes will be resolved in the state or federal courts located in Missouri. We may update these Terms from time to time; material changes will be notified through the Service or by email, and continued use after the effective date constitutes acceptance. If any provision is unenforceable, the rest remain in effect. These Terms, together with the Privacy Policy and any written order or beta agreement, are the entire agreement between us regarding the Service. Questions: use the contact form at rmate.ai.