Terms of Use

1. About EventHive

EventHive is a free community platform that provides open-source event management tools, educational resources, and (optionally) AI-powered workflow features to professionals working in the event industry. It is operated by Visual Hive Ltd ("we", "us", "our").

EventHive offers tools in three modes:

• Browser-only tools — run entirely in your browser; no data is sent to our servers.
• Self-hosted tools — you download and deploy the tool on your own infrastructure.
• EventHive-hosted tools — we store your tool data securely on our servers, accessible via your account.

The open-source tools available through EventHive are released under the MIT licence and are available at github.com/Visual-Hive/eventhive-tools.

2. Eligibility and Account Registration

Age requirement

You must be at least 18 years old to create an EventHive account. By registering, you confirm that you meet this requirement.

Account accuracy

You agree to provide accurate, current and complete information when registering and to keep your profile information up to date. We reserve the right to suspend accounts where we have reason to believe registration information is false or misleading.

Account security

You are responsible for maintaining the confidentiality of your password and for all activities that occur under your account. You must notify us immediately at hello@visualhive.co if you suspect unauthorised access to your account. We will not be liable for any loss or damage arising from your failure to keep your account credentials secure.

One account per person

Accounts are personal and non-transferable. You may not create multiple accounts or share your account with others.

3. Free Service and Future Pricing

EventHive is currently provided free of charge for all community members. We reserve the right to introduce paid tiers or premium features in the future. If we do so, existing features available on the free tier will remain accessible on the free tier for existing members, or you will receive at least 60 days' notice before any previously free feature becomes a paid feature only.

4. Acceptable Use

You agree not to use EventHive to:

• Upload, store, or transmit any content that is illegal, harmful, threatening, abusive, harassing, defamatory, or otherwise objectionable
• Infringe any third party's intellectual property rights, privacy rights, or other rights
• Distribute malware, viruses, or any other malicious code
• Attempt to gain unauthorised access to our systems or other users' accounts
• Scrape, crawl, or otherwise extract data from EventHive using automated means without our express written permission
• Use EventHive to send unsolicited commercial communications (spam)
• Impersonate any person or entity
• Use the service in any way that violates applicable UK, EU, or international law
• Attempt to reverse-engineer, decompile or disassemble any part of EventHive (beyond what open-source licences explicitly permit)
• Use EventHive in a way that could damage, disable, overburden or impair our infrastructure

We reserve the right to investigate suspected violations and to suspend or terminate accounts that breach these rules, with or without notice, depending on the severity of the breach.

5. Your Data and Content

Ownership

You retain ownership of all data and content you create, upload or store using EventHive tools ("Your Content"). We do not claim any ownership rights over Your Content.

Licence to us

By using EventHive's hosted mode, you grant Visual Hive Ltd a limited, non-exclusive licence to store, process and retrieve Your Content solely for the purpose of providing the service to you. This licence terminates when you delete your data or close your account.

Third-party data you enter

When you enter information about third parties (e.g. event speakers, exhibitors, attendees, suppliers) into EventHive tools, you warrant that you have a lawful basis to do so under applicable data protection law, and that you have informed those individuals as required. You indemnify Visual Hive Ltd against any claim arising from your unlawful processing of third-party personal data. See also Section 11 of our Privacy Policy.

No special category data

You must not store special category personal data (as defined under UK GDPR Article 9 — including health data, biometric data, racial or ethnic origin, religious beliefs, etc.) in EventHive unless you have obtained explicit consent from the individuals concerned and have a documented legitimate purpose for doing so.

Backups

While we take reasonable precautions to protect your data, you are responsible for maintaining your own backups of important data. EventHive provides data export functionality for all hosted tool data. We recommend using this regularly.

6. AI-Powered Features

EventHive includes AI-powered features including inbox triage, smart briefings, draft generation, and an optional AI assistant (Erleah). By using these features, you acknowledge that:

• AI outputs are not guaranteed to be accurate, complete or appropriate for your specific circumstances. You must review and verify any AI-generated content before acting on it.
• You are solely responsible for decisions made based on AI-generated suggestions, drafts or analyses. EventHive and Visual Hive Ltd accept no liability for decisions made in reliance on AI outputs.
• AI models are provided by third-party providers (Groq Inc, and optionally Anthropic PBC). By using AI features, you agree that relevant data will be processed by these providers as described in our Privacy Policy.
• When using the optional Erleah AI assistant with your own API key, you are also subject to the terms of your AI provider (e.g. Anthropic's usage policies).
• AI features are provided as productivity aids only. Nothing in any AI-generated output constitutes legal, financial, medical or professional advice.

7. Email and Calendar Integrations

When you connect email, calendar or messaging accounts (Gmail, Outlook, Microsoft Teams, Slack) to EventHive, you grant EventHive the right to access and process data from those accounts strictly for the purpose of providing the integration features you have requested.

You acknowledge that:

• You must have the right to connect the account in question (e.g. you must not connect a corporate account without your employer's authorisation where required)
• Connecting a corporate or shared email account may expose your colleagues' communications to EventHive's processing. You are responsible for ensuring this is appropriate and permitted
• You can disconnect any integration at any time, which will immediately revoke all associated tokens and stop syncing

8. Open Source Tools

The event management tools available through EventHive are open source and released under the MIT Licence. The source code is available at github.com/Visual-Hive/eventhive-tools.

Under the MIT Licence, you are free to:

• Use the tools for any purpose, including commercial use
• Modify, copy and distribute the tools
• Deploy the tools on your own infrastructure

The EventHive platform itself (the website, backend infrastructure, widget hosting system and Erleah AI framework) is the proprietary intellectual property of Visual Hive Ltd and is not open source.

9. Widget Hosting

EventHive allows you to embed configured tool widgets on third-party websites via hosted iframes at eventhive.io/w/{your-id}/{tool-slug}. By using widget hosting:

• You are responsible for ensuring you have the right to embed EventHive widgets on the target website
• You must not embed widgets in contexts that violate these Terms (e.g. on illegal or harmful websites)
• Widget availability is provided on a best-efforts basis. We do not guarantee uptime for widget hosting on the free tier

10. Intellectual Property

The EventHive name, logo, brand identity and all non-open-source components of the platform are owned by Visual Hive Ltd. Nothing in these Terms grants you a right to use our trademarks or brand assets without our prior written consent.

If you believe any content on EventHive infringes your intellectual property rights, please contact us at hello@visualhive.co with details.

11. Service Availability

EventHive is provided as a free community service on a best-efforts basis. We do not provide any uptime guarantee or service level agreement (SLA) for the free tier. We may take the service offline temporarily for maintenance, upgrades or emergency fixes. Where possible, we will give advance notice via our website or email.

We reserve the right to modify, suspend or discontinue any part of EventHive at any time. If we discontinue the service entirely, we will provide at least 60 days' notice and ensure you have the opportunity to export your data before the service closes.

12. Account Suspension and Termination

By you

You may close your account at any time by contacting us at hello@visualhive.co. We will process account closure within 5 working days. Your data will be retained for 6 months after closure as described in our Privacy Policy, unless you request immediate deletion.

By us

We reserve the right to suspend or terminate your account immediately if you:

• Breach these Terms in a way that causes or could cause harm to us, other members, or third parties
• Provide false registration information
• Engage in fraudulent, abusive or illegal activity
• Repeatedly violate our Acceptable Use policy (Section 4)

For less serious breaches, we will typically give you notice and an opportunity to remedy the breach before suspension. Where a breach is serious (e.g. illegal activity or security threat), we may act immediately without notice.

If your account is terminated by us for breach of these Terms, you may not create a new account without our express permission.

13. Disclaimers and Limitation of Liability

No professional advice

EventHive provides productivity tools and resources for event professionals. Nothing on EventHive — including any AI-generated outputs, resources, templates, or content — constitutes legal, financial, health and safety, regulatory or professional advice. You should consult a qualified professional for advice specific to your circumstances.

"As is" service

EventHive is provided "as is" and "as available" without warranties of any kind, express or implied. We do not warrant that the service will be uninterrupted, error-free, or fit for any particular purpose.

Limitation of liability

To the maximum extent permitted by applicable law, Visual Hive Ltd shall not be liable for any:

• Loss of data
• Loss of profits, revenue or business
• Indirect, consequential or special damages
• Losses arising from your reliance on AI-generated outputs or tool data
• Losses arising from unauthorised access to your account where you failed to keep credentials secure

Nothing in these Terms excludes or limits liability for death or personal injury caused by our negligence, fraudulent misrepresentation, or any other liability that cannot be excluded by law.

Our total aggregate liability to you for any claim arising out of your use of EventHive shall not exceed £100 GBP (or the amount paid to us in the preceding 12 months, whichever is greater). As EventHive is currently free, this means our liability cap is £100.

14. Indemnity

You agree to indemnify and hold harmless Visual Hive Ltd, its directors, employees and agents from and against any claims, losses, liabilities, damages and expenses (including legal fees) arising from:

• Your breach of these Terms
• Your unlawful processing of third-party personal data
• Content you upload or enter that infringes third-party rights
• Your use of AI features in a manner that causes harm to others

15. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before initiating legal proceedings, we ask that you contact us at hello@visualhive.co to attempt to resolve any dispute informally. We will endeavour to respond within 10 working days.

16. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email and by a notice on EventHive at least 30 days before the changes take effect. Continued use of EventHive after the effective date constitutes acceptance of the revised Terms.

If you do not accept the revised Terms, you must stop using EventHive and close your account before the effective date.

17. General

Entire agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and Visual Hive Ltd regarding EventHive.

Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

No waiver: Our failure to enforce any provision of these Terms shall not constitute a waiver of our right to enforce it in the future.

Assignment: You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations in connection with a merger, acquisition or sale of assets, with notice to you.

18. Contact

For any questions about these Terms, please contact:

Visual Hive Ltd
29 Pomeroy Street, 14 Harriet Court, London, SE14 5BW
Email: hello@visualhive.co
Company number: 11878215 (registered in England and Wales)