Terms of Service

1. The Service

These Terms of Service (the “Terms”) are a binding agreement between Kavvim LLC, a New Hampshire limited liability company with offices at 180 Woodbury St, Apt 328, Manchester, NH 03102 (“Kavvim,” “we,” “us”), and the business entity or individual that creates an account (“Customer,” “you”). By clicking to accept, or by accessing or using the Kavvim platform (the “Service”), you agree to these Terms. If you accept on behalf of a company, you represent that you are authorized to bind it.

Kavvim is a studio management platform for interior design businesses. It provides project management, client records, procurement and item tracking, scheduling, time tracking, invoicing, presentations, a client-facing portal, and related features. We may add, modify, or remove features over time; we will not materially degrade the core functionality you are paying for during a paid term.

2. Accounts and eligibility

You must be at least 18 years old and capable of forming a binding contract. The Service is offered only to businesses and business users in the United States, and only for business purposes. It is not a consumer product.

You are responsible for all activity under your account, for the accuracy of the information you provide, and for maintaining the confidentiality of your credentials. Notify us at security@kavvim.com immediately if you suspect unauthorized access. You are responsible for the conduct of every user you invite, including team members, freelancers, and client-portal users.

3. Your content

You own your data. As between you and Kavvim, you retain all right, title, and interest in the data, files, images, text, and other material you or your users submit to the Service (“Customer Data”). We claim no ownership over it.

You grant Kavvim a limited, non-exclusive, worldwide, royalty-free license to host, store, copy, transmit, display, and process Customer Data solely to provide, secure, support, and improve the Service for you, and as otherwise permitted by the Data Processing Addendum. This license ends when the Customer Data is deleted, subject to the retention periods described in Section 10.

Much of what you put into Kavvim is information about your own clients: names, addresses, photographs of their homes, correspondence. You represent that you have the necessary rights, permissions, and lawful basis to provide that information to us and to have it processed as described in the Privacy Policy and the Data Processing Addendum, and that doing so does not violate any agreement you have with your clients.

We do not review Customer Data, and we are not responsible for its accuracy, legality, or quality.

4. Acceptable use

Your use of the Service is subject to the Acceptable Use Policy, which is incorporated into these Terms. We may suspend access, with or without notice depending on severity, for violations that create risk to the Service, to other customers, or to any person.

5. Artificial intelligence features

The Service includes optional features powered by third-party AI models, including a studio assistant, presentation generation, image captioning, image editing, and background removal.

AI features are enabled by default. During account setup we show you which features use AI and what information each one transmits, and you can disable any of them, or all of them, at that point or at any time afterward in Settings. Disabling AI does not affect any other part of the Service.

When you use an AI feature, the relevant content is transmitted to the AI provider identified in our Subprocessor List for processing. No AI provider we use is permitted to train on your content, whether by contract or by a setting we maintain on our account. We do not train any model on Customer Data, and we do not permit our providers to do so.

AI output is generated, not verified. It may be inaccurate, incomplete, or unsuitable. You are responsible for reviewing anything an AI feature produces before relying on it or sharing it with a client. Do not use AI features to generate legal, financial, structural, or safety-related advice.

How this is kept safe. Anything an AI feature sends travels encrypted, goes only to the providers named in our Subprocessor List, and is limited to what that specific request needs, only at the moment someone in your studio asks for it. Every provider we use is contractually barred from training on it or keeping it beyond the request, and we record what each request included so we can always tell you. You stay in control: every feature can be switched off individually, or all of them at once, in Settings → AI. The one thing we cannot decide for you is your own agreement with your client - if it limits what you may share with third parties, that is worth a look before you leave these features on.

6. Fees, billing, and trials

Trial. New accounts may receive a 14-day free trial. No payment method is required to start one. When the trial ends, the account is blocked from further use until a paid subscription begins. Trial data is retained per Section 10.

Subscription. The Service is offered on a single plan at $99 per month, including one billable seat, plus $29 per month for each additional billable seat. Annual subscriptions are billed at ten months’ price for twelve months of service. Viewers, read-only collaborators, and client-portal users are not billable seats.

Billing. Subscriptions renew automatically at the end of each term until canceled. You authorize us to charge your payment method for all fees when due, including on a recurring basis without further authorization. Fees are stated in US dollars and are exclusive of applicable taxes, which we may collect where required.

Failed payments. If a charge fails and you have a payment method on file, you have 72 hours to correct it before access is restricted. This grace period exists to resolve payment failures; it does not apply to accounts that have never established a payment method.

Price changes. We may change pricing with at least 30 days’ notice. Changes take effect at your next renewal, never mid-term.

Seat changes. Adding a seat mid-term charges a prorated amount for the days remaining in the term. Removing one issues a prorated credit for those days, applied against your next invoice rather than returned to your card, so it reduces what you are charged at the next renewal.

Switching cadence. Switching from monthly to annual billing is charged and prorated on the day you switch. Switching from annual back to monthly takes effect at your next renewal, with no charge at the time you request it.

Refunds, cancellation, the free trial, and what happens when a payment fails are governed in full by our Refund & Cancellation Policy.

7. Payment processing for your clients

Kavvim integrates with Stripe so that you can accept payment from your own clients through the Service. This arrangement is important to understand.

To accept client payments, you must create and maintain a Stripe connected account. Your use of that account is governed by your agreement with Stripe, not by these Terms. Kavvim is not a party to it.

You are the merchant of record for every payment your clients make to you. Payments are processed as direct charges on your connected account. The funds are yours, not ours; they never enter a Kavvim account.

You bear chargeback and dispute liability. If a client disputes a charge, the disputed amount and any dispute fee are charged against your Stripe balance. Kavvim does not indemnify you against disputes and does not act as an intermediary in resolving them. Stripe backstops negative account balances under its own agreement with you.

Disputes are handled through Stripe. Kavvim’s interface does not currently provide a dispute-evidence submission flow. When a dispute is opened, we will notify you and surface the evidence deadline, and you must respond through Stripe’s own process. We will provide reasonable assistance in retrieving records from the Service, but responding to the dispute is your responsibility, and missing the deadline results in an automatic loss.

Fees. Kavvim publishes a processing rate for each payment method: currently 2.9% + $0.30 for card, and 1.8% capped at $17.00 for bank transfer (ACH). Your client pays exactly the invoice total; the processing rate is deducted from your net proceeds. Kavvim’s compensation, where any exists, is the difference between the published rate and the underlying processor’s cost. On card payments that difference is currently zero. If the processor’s actual fee exceeds our estimate, we absorb the difference and do not re-bill you.

Refunds you issue to your clients are debited from your Stripe balance. Where Kavvim earned an application fee on the original payment, that fee is not returned on a voluntary refund. Where a dispute is lost, the application fee is returned to you.

8. Email sent on your behalf

The Service sends email to your clients on your behalf: portal invitations, invoices with attached PDFs, overdue-invoice reminders, and booking reminders. These are sent from Kavvim’s infrastructure and from a Kavvim sending address, carrying your studio’s name and branding.

You are responsible for the content and for your right to contact those recipients. You represent that each client whose email address you enter has a business relationship with you sufficient to receive transactional messages about their own projects and invoices. You can disable the automated overdue-reminder cadence in Settings. Kavvim is the technical sender; you are the sender of record for purposes of your relationship with the recipient.

9. Intellectual property

Kavvim retains all right, title, and interest in the Service, including its software, design, and documentation. These Terms grant you a limited, non-exclusive, non-transferable, revocable right to access and use the Service during your subscription. You may not copy, modify, reverse engineer, resell, sublicense, or create derivative works from the Service, or access it to build a competing product.

Feedback. If you send us suggestions, we may use them without restriction or obligation to you.

10. Term, termination, and what happens to your data

Cancellation. You may cancel at any time from Settings → Plan & subscription. Cancellation takes effect at the end of your current paid term; you keep access until then. No partial refunds are issued except in the two cases named in the Refund & Cancellation Policy.

Termination by us. We may suspend or terminate for material breach, non-payment, or violation of the Acceptable Use Policy. Except where immediate action is necessary to protect the Service or a person, we will give you notice and a reasonable opportunity to cure.

How long we keep your data after an account closes depends on which of two things happened.

If you asked us to delete the account:

Reversible at any point before day 120, from the link in the confirmation email or from a button in the app. We email you on day 0, on day 23, and on day 113.

If your subscription ended:

There is no unreachable phase; export stays open the whole time. Subscribing again before day 365 restores the account in full. We email you on day 0 and on day 358.

The timelines differ because the situations differ. Asking us to delete your account is an instruction to destroy it, and we act on it promptly. A subscription ending is not that instruction. Design work is seasonal, and a studio can go months between paid projects, so we do not treat a lapsed subscription as a reason to destroy your project archive, client records, and invoice history.

Deletion on request. You may request deletion at any time from Settings → Closing your account, including while your subscription is active or already ended. Doing so starts the 120-day timeline above. If your subscription has ended and you want your data gone sooner than day 365, this is how.

Requesting deletion stops your subscription renewing. The term you have already paid for runs to its end and is not refunded. Deleting your account costs exactly the same as canceling it.

What deletion means. Permanent deletion removes your records and uploaded files from our production systems and object storage. Backups are overwritten on their own rotation. We retain a record that a deletion occurred, and we retain any data we are legally required to keep, such as financial records supporting our own tax filings.

11. Warranties and disclaimers

We warrant that we will provide the Service with reasonable skill and care.

Otherwise, the Service is provided “AS IS” and “AS AVAILABLE.” To the maximum extent permitted by law, Kavvim disclaims all other warranties, express or implied, including merchantability, fitness for a particular purpose, title, non-infringement, and any warranty arising from course of dealing or usage of trade.

We do not warrant that the Service will be uninterrupted, error-free, or secure, or that any defect will be corrected. We do not currently offer a service level agreement or an uptime commitment. We do not warrant the accuracy of AI-generated output.

12. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost data, or business interruption, regardless of the theory of liability and even if advised of the possibility.

Kavvim’s total aggregate liability arising out of or relating to these Terms will not exceed the total fees you paid to Kavvim in the twelve months immediately preceding the event giving rise to the claim.

These limits do not apply to your payment obligations, to either party’s indemnification obligations, or to liability that cannot be limited by law.

13. Indemnification

You will indemnify Kavvim against third-party claims arising from Customer Data, from your violation of these Terms or the Acceptable Use Policy, from your use of the Service in violation of law, from your relationship with your own clients, or from payment disputes with your clients.

We will indemnify you against third-party claims that the Service, as provided by us and used in accordance with these Terms, infringes a US patent, copyright, or trademark. This does not cover claims arising from Customer Data, from modifications you make, or from use in combination with anything we did not supply.

The indemnified party must give prompt notice, allow the indemnifying party to control the defense, and cooperate reasonably.

14. Dispute resolution and arbitration

Please read this section carefully. It affects how disputes are resolved and limits your right to bring a claim in court or as part of a class.

Informal resolution first. Before filing anything, the parties will attempt in good faith to resolve the dispute for 30 days after written notice to legal@kavvim.com.

Arbitration. Any dispute arising out of or relating to these Terms or the Service that is not resolved informally will be settled by binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules. The arbitration will be conducted in Manchester, New Hampshire, or remotely by agreement, before a single arbitrator. The arbitrator’s award may be entered in any court of competent jurisdiction.

Class action waiver. Each party waives any right to bring or participate in a class, collective, consolidated, or representative action. The arbitrator may not consolidate claims or preside over any form of representative proceeding. If this waiver is held unenforceable, the arbitration provision is void as to that claim and it proceeds in court.

Exceptions. Either party may bring an individual claim in small-claims court, and either party may seek injunctive relief in court to protect intellectual property or confidential information.

Governing law and venue. These Terms are governed by the laws of the State of New Hampshire, without regard to conflict of laws principles. For any matter not subject to arbitration, the parties consent to exclusive jurisdiction in the state and federal courts located in Hillsborough County, New Hampshire.

15. Changes to these Terms

We may modify these Terms. For material changes, we will provide at least 30 days’ notice by email to your account owner and by in-app notice, and you will be asked to accept the new version. Continued use after the effective date constitutes acceptance. If you do not accept, you may cancel and receive a prorated refund of any prepaid fees for the remainder of your term. This, and a billing error, are the only cases in which we issue a partial refund.

16. General

Confidentiality. Each party will protect the other’s non-public information with at least reasonable care and use it only to perform under these Terms.

Assignment. You may not assign these Terms without our written consent, except to a successor in a merger or sale of substantially all assets. We may assign freely.

Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control.

Entire agreement. These Terms, together with the Privacy Policy, Data Processing Addendum, Acceptable Use Policy, and Refund & Cancellation Policy, constitute the entire agreement and supersede all prior understandings.

Severability. If a provision is unenforceable, it is modified to the minimum extent necessary and the rest remains in effect.

No waiver. Failure to enforce a provision is not a waiver of it.

Notices. To you: the email address on your account. To us: legal@kavvim.com, with a copy to Kavvim LLC, 180 Woodbury St, Apt 328, Manchester, NH 03102.

Questions: legal@kavvim.com.

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