Terms of Service

These Terms of Service ("Terms") are an agreement between PrepIt LLC, a Colorado limited liability company ("PrepIt," "we," "us," or "our"), and the business or organization that uses PrepIt ("Customer"), together with each person authorized to use the service. PrepIt provides software for coffee shop operations, including team, scheduling, timekeeping, tips, tasks, checklists, recipes, inventory, training, and related workflows.

1. Acceptance and Authority

By creating an account, accepting an invitation, purchasing a subscription, or using the PrepIt website, web portal, supported apps, or related services, you agree to these Terms. If you use PrepIt for a Customer, you represent that you have authority to act for that Customer within the role and permissions assigned to you. If you do not agree, do not use the service.

2. Accounts, Administrators, and Authorized Users

Customers designate owners, administrators, managers, employees, and other authorized users. Organization owners and authorized administrators manage users, roles, permissions, shops, access, and Customer Data within the controls PrepIt provides. Each user must follow their assigned permissions and keep login credentials secure. Accounts may not be shared except through a PrepIt feature specifically designed for a shared shop device or station.

The Customer is responsible for activity by its authorized users, promptly removing access that is no longer appropriate, and notifying PrepIt of suspected unauthorized access. PrepIt may rely on instructions from the Customer's organization owner and other users acting within their authorized roles.

3. Customer Responsibilities

The Customer is responsible for the accuracy, quality, legality, and use of the information it enters into PrepIt; for having authority to provide employee and business information; and for configuring roles, shop access, and permissions appropriately. The Customer must use PrepIt in compliance with employment, wage and hour, break, overtime, tip, payroll, tax, privacy, recordkeeping, workplace, and other laws that apply to its business.

4. Timekeeping, Payroll, and Tips

PrepIt provides operational tools and records. PrepIt is not the Customer's employer, payroll provider, professional employer organization, law firm, accounting firm, or tax advisor. PrepIt does not pay employees, transfer wages or tips, file payroll taxes, or determine whether a Customer's pay, scheduling, break, overtime, or tip practices are lawful.

Before relying on or exporting information from PrepIt, the Customer must review and validate clock records, hours, edits, breaks, overtime, wages, tip eligibility, tip-pooling and distribution results, payroll periods, payroll inputs, taxes, and other records. The Customer remains responsible for corrections, approvals, payments, filings, notices, and legal compliance. PrepIt does not guarantee that calculations or records will satisfy every law, policy, collective agreement, or payroll system requirement.

5. Acceptable Use

You may use PrepIt only for lawful business purposes and within your authorized access. You may not scrape, copy, reverse engineer, probe, or interfere with the service; bypass access controls; access another organization or shop without permission; upload malicious code; abuse public forms; use PrepIt to violate another person's rights; or conduct security testing without written permission.

6. Pilots, Trials, and Beta Features

PrepIt may offer pilot, trial, beta, preview, or early-access services. They may be incomplete, change during testing, contain errors, or be suspended or discontinued. Access periods, limits, conversion terms, and any charges will be described when offered. Feedback is welcome, but PrepIt is not required to adopt it or continue any feature.

7. Subscriptions, Billing, and Taxes

Paid PrepIt services are purchased for an organization and its included shops. The organization owner is responsible for the subscription, authorized charges, and keeping billing information current. Managers and employees do not purchase separate subscriptions for their access unless PrepIt expressly offers a different arrangement.

Pricing, included usage, billing cycle, renewal, trial, and cancellation details are presented at checkout, in the billing portal, or in a separate written order. Unless stated otherwise, subscriptions renew for the selected billing cycle until canceled. The effective date and effect of cancellation are shown in the applicable checkout, billing portal, or written order. Fees are non-refundable except as required by law or expressly agreed in writing. The Customer is responsible for applicable taxes other than taxes on PrepIt's net income.

We may suspend or limit access for unpaid fees, failed payments, fraud, abuse, or a violation of these Terms.

8. Customer Data and Privacy

As between PrepIt and the Customer, the Customer retains its rights in the business, employee, schedule, task, inventory, recipe, timekeeping, tip, training, and other information submitted to the service ("Customer Data"). The Customer gives PrepIt permission to host, copy, process, transmit, display, and otherwise use Customer Data as reasonably needed to provide, secure, support, maintain, and improve the service and to meet our legal obligations.

Our handling of personal information is described in the Privacy Policy. The Customer is responsible for notices, permissions, and lawful instructions relating to Customer Data.

9. Confidentiality

Each party may receive non-public information that the other party reasonably considers confidential. The receiving party will use reasonable care to protect that information and use it only to perform or receive the service and exercise rights under these Terms. This obligation does not apply to information that is public through no breach, already lawfully known, independently developed, or lawfully received without a confidentiality duty. A party may disclose confidential information when legally required after giving notice when permitted.

10. Third-Party Services

PrepIt depends on third-party services for functions such as hosting, authentication, communications, analytics, and payments. Third-party products or links may have separate terms and privacy practices. PrepIt is not responsible for third-party services outside our control, and their outages or changes may affect availability or features.

11. PrepIt Ownership and Feedback

PrepIt and its licensors own the service, software, design, code, documentation, branding, and related intellectual property. Subject to these Terms, PrepIt grants authorized users a limited, non-exclusive, non-transferable right to use the service for the Customer's internal business operations during its authorized access period.

If you provide ideas or feedback about PrepIt, you allow us to use them without restriction or payment and without an obligation to implement them. This does not transfer ownership of Customer Data to PrepIt.

12. Service Changes and Availability

We may add, change, or discontinue features as PrepIt develops. The service may be unavailable because of maintenance, updates, security needs, outages, or events outside our reasonable control. We work to keep PrepIt reliable but do not promise uninterrupted, error-free, or permanently available service.

13. Suspension and Termination

The Customer may stop using PrepIt or cancel a subscription through available billing controls or by contacting us. We may suspend or terminate access for nonpayment, misuse, a material violation of these Terms, security or legal risk, or when continued service is no longer reasonably practical. When appropriate, we will try to provide notice and an opportunity to address the issue.

14. Data Export and Account Closure

The Customer should export records it needs before a subscription or workspace ends. After termination, access to the service and Customer Data may end, and we may delete Customer Data after a reasonable period. We may retain limited copies in backups or where required for legal, accounting, security, fraud-prevention, dispute, or enforcement purposes. PrepIt does not promise that every record will be exportable in a particular format or available for a particular period unless separately agreed in writing.

15. Disclaimer of Warranties

To the maximum extent allowed by law, PrepIt is provided "as is" and "as available." PrepIt disclaims implied warranties of merchantability, fitness for a particular purpose, non-infringement, and any warranty arising from course of dealing or usage. We do not warrant that the service or its records and calculations will be uninterrupted, error-free, or suitable for the Customer's legal, payroll, tax, or employment obligations.

16. Limitation of Liability

To the maximum extent allowed by law, neither PrepIt nor its affiliates will be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, revenue, goodwill, business opportunity, or data, arising from or related to the service, even if advised that such damages are possible.

To the maximum extent allowed by law, PrepIt's total liability for all claims arising from or related to the service or these Terms will not exceed the fees the Customer paid to PrepIt for the service during the 12 months immediately before the event giving rise to the claim. These limits do not apply where liability cannot be limited by law.

17. Indemnification

To the extent permitted by law, the Customer will defend and indemnify PrepIt and its affiliates, officers, and personnel from third-party claims, damages, and reasonable costs arising from Customer Data, the Customer's or its authorized users' unlawful or unauthorized use of PrepIt, or the Customer's violation of these Terms or applicable law. PrepIt will promptly notify the Customer of a covered claim and provide reasonable cooperation at the Customer's expense. The Customer may not settle a claim in a way that admits fault by or imposes an obligation on PrepIt without our written consent.

18. Governing Law and Venue

Colorado law governs these Terms without regard to conflict-of-law principles. Any court proceeding arising from these Terms or the service must be brought in a state or federal court located in Colorado, and each party consents to that jurisdiction and venue, except where applicable law requires otherwise.

19. General Terms

Neither party is responsible for delay or failure caused by events beyond its reasonable control. Neither party may assign these Terms without the other party's consent, except to an affiliate or in connection with a merger, reorganization, financing, or sale of substantially all relevant assets. If a provision is unenforceable, the remaining provisions remain effective. A failure to enforce a provision is not a waiver.

These Terms, the Privacy Policy, any checkout terms, and any written order or agreement between PrepIt and the Customer form the entire agreement about the service and replace prior discussions on that subject. If a written order signed by PrepIt conflicts with these Terms, the order controls for that conflict. Terms that by their nature should survive termination, including payment, ownership, confidentiality, disclaimers, liability limits, indemnification, and general provisions, will survive.

20. Notices and Changes to These Terms

You agree that PrepIt may provide operational and legal notices electronically, including through the service, by email, or by posting them on our website. We may update these Terms as the service changes. If changes are material, we may provide additional notice. Continued use after updated Terms take effect means you accept them; if you do not agree, you must stop using the service.

21. Contact Us

Questions about these Terms may be sent to PrepIt LLC at legal@prepitco.com.