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BADGEREADY TERMS & CONDITIONS

Platform Owned and Operated by VoiceHive LLC

Last Updated: July 31, 2026

These Terms & Conditions ("Terms") govern access to and use of the BadgeReady badge-printing and event check-in software platform (the "Platform"). These Terms apply to:

  • Event Organizers ("Organizers") — the individual or entity that subscribes to or purchases BadgeReady services
  • Organizer-authorized personnel ("Team Members")

By clicking "I Agree," creating an account, uploading data, configuring badges, or using the Platform, each User accepts these Terms in their respective legal capacity.

1. Parties & Roles

Platform Provider — VoiceHive LLC ("VoiceHive" or "Platform Provider") owns, operates, and provides the BadgeReady Platform, manages billing for BadgeReady subscriptions and event licenses, and provides customer support.

Organizer — Individual or entity responsible for the event who contracts with VoiceHive for BadgeReady services. Organizers are responsible for event operations, attendee data, artwork, branding, and compliance obligations.

Team Member — Personnel authorized by the Organizer to use the Platform for event operations. Team Members use the Platform under Organizer authority, and Organizers are fully liable for all actions of their Team Members.

2. Acceptance & Legal Capacity

Organizers accept these Terms on behalf of their organization and all Team Members when first logging in to the Platform or configuring an event. The individual accepting represents that they are authorized to bind the Organizer to these Terms.

3. Accounts, Access & Security

Organizers manage their own event settings, designs, badge data, and printing operations, and are responsible for verifying the accuracy of all data entered by Team Members.

Users must maintain secure credentials and are responsible for all activity under their accounts. The Platform Provider is not responsible for unauthorized access resulting from compromised credentials, shared passwords, or failure to maintain account security.

4. Scope of Services

The Platform provides software tools for badge layout design, attendee data import, badge customization, attendee check-in, and print job management.

The Platform does not guarantee:

  • Print accuracy, alignment, or positioning
  • Image clarity, resolution, or color consistency
  • Compatibility with specific printers, badge stock, or hardware
  • Uninterrupted service or error-free operation
  • Suitability for any particular event requirements

5. Subscriptions, Fees & Billing

Access to the Platform is provided under the subscription plan or per-event license purchased by the Organizer, at the pricing published by VoiceHive or set out in a separate written service agreement between the Organizer and VoiceHive.

If the Organizer and VoiceHive have executed a separate written service agreement, that agreement controls with respect to pricing, event volume, term, and the commercial relationship between the parties, and these Terms govern all other aspects of Platform use.

Badge reprints within the same event incur no additional Platform license fees. Fees are non-refundable except as expressly provided in a written service agreement or as required by law.

6. Hardware, Printers & Badge Stock

Hardware (printers, laptops, badge stock, ribbons, and related supplies) is not included in Platform fees unless otherwise agreed in writing. VoiceHive will provide a recommended printer list and rental pricing upon request.

Organizers are solely responsible for:

  • All on-site equipment setup and operation
  • Printer compatibility, calibration, and maintenance
  • Badge stock quality, compatibility, and sufficiency
  • Venue conditions including Internet access, power, and environmental factors

The Platform Provider has no liability for:

  • Printer malfunctions, jams, calibration issues, or connectivity problems
  • Badge stock defects, incompatibility, or supply shortages
  • Misprints, alignment errors, color variations, or design rendering issues
  • Internet outages, venue Internet connectivity failures, or electrical problems
  • Equipment failure, hardware incompatibility, or driver issues
  • Event delays, attendee access problems, or operational disruptions caused by hardware, materials, or venue conditions

7. Badge Designs, Logos & Artwork

All artwork, designs, logos, sponsor materials, and badge content are supplied and approved solely by the Organizer.

The Platform Provider does not:

  • Review, proof, verify, edit, or approve any badge content
  • Validate copyright, trademark, or licensing compliance
  • Ensure sponsor authorization or branding accuracy
  • Guarantee design quality, resolution, or suitability

The Platform Provider makes no warranty regarding accuracy, clarity, resolution, or placement of badge elements; copyright, trademark, or intellectual property compliance; sponsor logo authorization or licensing; or professional quality or aesthetic appearance of printed badges.

Indemnification — Artwork & Content

The Organizer agrees to indemnify, defend, and hold harmless the Platform Provider (VoiceHive LLC) from any and all claims, disputes, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees) arising from:

  • Artwork, trademarks, logos, or branding uploaded to the Platform
  • Copyright, trademark, or intellectual property infringement claims
  • Unauthorized use of sponsor logos or third-party content
  • Custom badge designs or content approved by the Organizer
  • Violations of licensing agreements or publicity rights

8. Data Ownership, Access & Retention

Organizers own all attendee and event data uploaded to or generated within the Platform.

Data Access: Organizers retain full access to their event data for 90 days following the event end date.

Data Retention: Event data may be permanently deleted 90 days after the event concludes, unless a longer retention period is agreed in writing or retention is required by law or regulatory compliance.

Data Loss: The Platform Provider is not responsible for data loss, corruption, or inaccessibility after the retention period. Organizers are responsible for exporting and backing up any data they wish to retain beyond this period.

Data Processing Relationship

For purposes of data protection laws:

  • Organizers act as Data Controller for attendee personal data
  • The Platform Provider (VoiceHive LLC) acts as Data Processor, providing technical infrastructure to process data on behalf of Organizers
  • Both parties agree to comply with applicable data protection and privacy laws

9. Privacy & Data Security

Use of the Platform is governed by VoiceHive’s Privacy Policy, available at www.voicehive.com and linked from the Platform. The Privacy Policy describes how VoiceHive LLC collects, uses, protects, and processes personal data through the Platform, including attendee information.

The Platform Provider employs commercially reasonable technical and organizational measures to protect data. However, no system is completely secure. The Platform Provider cannot guarantee prevention of unauthorized access, data breaches, or security incidents; protection against all forms of cyber attacks; complete security of data transmitted over the Internet; or prevention of data misuse by third parties who gain unauthorized access. Users acknowledge that use of the Platform involves inherent security risks and accept those risks.

10. Intellectual Property

VoiceHive LLC retains all right, title, and interest in and to the Platform, including all software, features, functionality, and related intellectual property.

Badge designs, attendee data, event materials, and custom content remain the property of the Organizer, subject to the license grants necessary for Platform operation.

These Terms grant only a limited, non-exclusive, non-transferable license to use the Platform. No ownership or proprietary rights are conveyed.

11. Third-Party Integrations & Dependencies

The Platform may integrate with or depend upon third-party services, devices, operating systems, browsers, or Internet infrastructure. The Platform Provider is not responsible for:

  • Compatibility issues with external devices or software
  • Third-party service outages, API changes, or discontinuations
  • Operating system updates that affect Platform functionality
  • Browser compatibility or rendering differences
  • Internet service provider failures or connectivity issues
  • Printer driver updates or hardware manufacturer changes
  • Third-party data privacy practices, security breaches, or data handling policies

Users acknowledge that third-party services have their own terms and conditions and privacy policies. Users are responsible for reviewing and complying with all third-party terms that apply to services integrated with or accessed through the Platform. The Platform Provider makes no representations or warranties regarding third-party services and expressly disclaims all liability for third-party data collection, use, storage, or security practices.

12. Termination & Suspension

Access may be immediately suspended or terminated for: non-payment; violation of these Terms; misuse of the Platform or abusive conduct; security threats or suspected fraudulent activity; or legal or regulatory requirements.

Upon termination, all User access ends immediately. Data retention follows Section 8. Refunds, if any, are governed by the applicable written service agreement or Section 5.

13. DISCLAIMER OF WARRANTIES

THE PLATFORM AND ALL OUTPUT, INCLUDING PRINTED BADGES, ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND.

VOICEHIVE LLC EXPLICITLY DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

  • Merchantability, fitness for a particular purpose, and non-infringement
  • Accuracy, completeness, or reliability of Platform functionality
  • Print quality, badge alignment, color accuracy, or image clarity
  • Compatibility with any specific hardware, printers, or badge stock
  • Uninterrupted or error-free operation
  • Security of data or prevention of unauthorized access
  • Professional quality or suitability for event requirements

THE PLATFORM PROVIDER DOES NOT WARRANT THAT BADGE DESIGNS WILL PRINT CORRECTLY, ALIGN ACCURATELY, DISPLAY AS PREVIEWED, OR MEET ANY PROFESSIONAL, AESTHETIC, OR FUNCTIONAL EXPECTATIONS.

Some jurisdictions do not allow exclusion of implied warranties, so some of the above exclusions may not apply to you. You may also have other legal rights that vary by jurisdiction.

14. LIMITATION OF LIABILITY

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

14.1 No Consequential Damages

VOICEHIVE LLC IS NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE, EXEMPLARY, OR CONSEQUENTIAL DAMAGES OF ANY KIND, INCLUDING BUT NOT LIMITED TO:

  • Lost profits, revenue, or business opportunities
  • Event delays, postponements, or cancellations
  • Badge reprint costs or material waste
  • Data loss, corruption, or unavailability
  • Attendee access issues or event operational problems
  • Reputational harm or loss of goodwill
  • Cost of substitute services or equipment
  • Loss of use, time, or productivity

This limitation applies regardless of the legal theory (contract, tort, negligence, strict liability, or otherwise) and whether or not the Platform Provider was advised of the possibility of such damages.

14.2 Liability Cap

The Platform Provider’s total aggregate liability for all claims arising from or related to these Terms or use of the Platform is strictly limited to the total fees actually paid by the Organizer to VoiceHive LLC in the twelve (12) months preceding the event giving rise to the claim.

14.3 Essential Purpose

These limitations are fundamental elements of the agreement between you and VoiceHive LLC. The Platform would not be provided without these limitations. Some jurisdictions do not allow limitation of liability for certain types of damages, so some limitations may not apply to you.

15. INDEMNIFICATION

The Organizer agrees to indemnify, defend, and hold harmless VoiceHive LLC, its officers, directors, employees, agents, and affiliates from and against any and all claims, demands, losses, liabilities, damages, costs, and expenses (including reasonable attorneys’ fees and costs) arising from or related to:

  • Event operations, planning, or execution
  • Badge designs, artwork, logos, trademarks, or custom content
  • Copyright, trademark, or intellectual property infringement
  • Misprints, printing errors, or badge quality issues
  • Hardware malfunctions, printer failures, or equipment problems
  • Internet outages, venue conditions, or connectivity issues
  • Data handling, privacy violations, or data breaches caused by the Organizer or its Team Members
  • Violations of applicable laws or regulations
  • Actions or omissions of Team Members
  • Disputes with attendees or third parties
  • Any breach of these Terms

The Platform Provider reserves the right to assume exclusive defense and control of any matter subject to indemnification, at the Organizer’s expense. The Organizer may not settle any claim without the Platform Provider’s prior written consent.

16. Modifications to Terms

VoiceHive LLC reserves the right to modify, update, or replace these Terms at any time. Material changes will be communicated through the Platform or via email to registered account holders. Continued use of the Platform after changes become effective constitutes acceptance of the modified Terms. If you do not agree to modified Terms, you must discontinue use of the Platform immediately.

17. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of Minnesota, without regard to its conflict of law provisions. Any legal action or proceeding arising from these Terms must be brought exclusively in the state or federal courts located in Minnesota, and all parties consent to the jurisdiction of such courts. All parties waive their right to a jury trial for any disputes arising from these Terms.

18. Platform Provider Identity & Contact Information

The BadgeReady platform is owned, operated, and provided by:

VoiceHive LLC

12800 Whitewater Drive, Suite 100, Minnetonka, MN 55343

Email: info@voicehive.com | Website: www.voicehive.com

Customer service, technical support, billing inquiries, legal notices, data processing questions, and privacy requests should be directed to VoiceHive LLC at the contact information above.

19. General Provisions

Entire Agreement: These Terms, together with the Privacy Policy and any written service agreement between the Organizer and VoiceHive, constitute the entire agreement between you and VoiceHive LLC regarding use of the Platform. In the event of a conflict, a written service agreement controls with respect to pricing and the commercial relationship between the parties.

Severability: If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

No Waiver: Failure by VoiceHive LLC to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

Assignment: You may not assign or transfer these Terms without VoiceHive LLC’s prior written consent. VoiceHive LLC may assign these Terms without restriction.

Force Majeure: VoiceHive LLC is not liable for any failure or delay in performance due to causes beyond its reasonable control, including acts of God, natural disasters, terrorism, labor disputes, or government actions.

20. ACCEPTABLE USE POLICY & PROHIBITED CONTENT

20.1 Prohibited Content and Activities

Users are strictly prohibited from uploading, creating, transmitting, or distributing any content through the Platform that:

  • Is scandalous, obscene, defamatory, harmful, threatening, abusive, vulgar, harassing, pornographic, profane, hateful, or otherwise objectionable
  • Is invasive of another’s rights, including rights of celebrity, privacy, publicity, and intellectual property
  • Infringes any patent, trademark, trade secret, copyright, or other intellectual or proprietary right of any party
  • Uses images, artwork, logos, or content that the user does not have explicit permission to use, or creates a new image using elements created by others without authorization
  • Would constitute or encourage a criminal offense, promote illegal activity, or violate the rights of any party or any federal, state, local, or international laws or regulations
  • Is unlawfully threatening or harassing to any individual, partnership, or corporation
  • Contains computer viruses, worms, malware, or other potentially damaging computer programs or files
  • Could cause injury to any person or entity, or violates export control regulations

20.2 Intellectual Property Compliance

By uploading any content to the Platform, you represent and warrant that: the content is original to you or you have obtained all necessary rights, licenses, and permissions to use it; use of the content will not infringe upon the rights of any third party, including intellectual property, privacy, or publicity rights; you have obtained written permission from any person named, photographed, depicted, or whose voice or likeness is used in the content; all moral rights in such content have been voluntarily waived; and you are at least 13 years of age.

20.3 Enforcement

The Platform Provider reserves the right to: remove, refuse to post, or delete any content that violates these Terms or is otherwise objectionable, without notification and without recourse; suspend or terminate user accounts immediately for violations of this Acceptable Use Policy; monitor and review user submissions for compliance (though it is not obligated to do so); and report illegal activity to and cooperate with appropriate law enforcement authorities.

Important: VoiceHive LLC does not proof, review, or approve badge content prior to printing. Users are solely responsible for reviewing all content for accuracy, appropriateness, and legal compliance before printing.

20.4 No Confidentiality

Content uploaded to the Platform may be accessed and viewed by others, including VoiceHive personnel. VoiceHive LLC does not guarantee confidentiality with respect to user submissions. Users are solely responsible for their content and the consequences of publishing it.

20.5 Consequences of Violations

Violations of this Acceptable Use Policy may result in immediate suspension or termination of Platform access; removal of content and deletion of event data; legal action by VoiceHive LLC or affected third parties; reporting to law enforcement or regulatory authorities; and full liability for all damages, costs, and legal fees arising from the violation.

20.6 Indemnification for Prohibited Content

In addition to the indemnification obligations in Section 15, users specifically agree to indemnify, defend, and hold harmless VoiceHive LLC and its officers, directors, employees, and agents from any claims arising from the user’s violation of this Acceptable Use Policy, content that infringes third-party rights or violates applicable laws, or use of the Platform for unlawful, harmful, or inappropriate purposes.

 

BY CLICKING "I AGREE" OR USING THE PLATFORM, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREE TO BE BOUND BY THESE TERMS AND CONDITIONS, INCLUDING THIS ACCEPTABLE USE POLICY.

BadgeReady is a product of VoiceHive LLC.