Terms of Service

Version of 13 November 2026. The German version (Allgemeine Geschäftsbedingungen) is legally binding; this English version is a translation for convenience.

1. Scope and parties

1.1 These Terms of Service (“Terms”) govern every contract for the use of the Leisbase platform between FREIZEITLAB GmbH, Kalvarienbergstraße 22/10, 8020 Graz, Austria, FN 671161b, Regional Court for Civil Matters Graz (“Leisbase”, “we”, “us”) and its customers (“Customer”, “you”). Section 25 also governs visits to the website leisbase.com.

1.2 Leisbase is offered exclusively to businesses within the meaning of sec. 1 of the Austrian Consumer Protection Act (KSchG) and sec. 1 of the Austrian Commercial Code (UGB), in particular operators of leisure venues. By concluding the contract you confirm that you act in the course of your business and that the person accepting these Terms is authorised to bind you. Consumer protection rules that apply only to consumers do not apply.

1.3 These Terms apply exclusively. Your own terms and conditions do not become part of the contract, even if we do not object to them or perform without reservation, unless we expressly agree to them in text form.

1.4 The contract consists of, in this order of precedence: (a) the individual quote or order confirmation accepted by both parties (“Order”), (b) the Data Processing Agreement under Art. 28 GDPR (“DPA”), (c) these Terms. Where they conflict, the higher-ranking document prevails.

2. Definitions

• Platform: the Leisbase software provided as a service over the internet, including the staff panel, the guest-facing widgets and pages (booking, gift cards, check-in, waivers, club, chatbot), the desktop app, the mobile team app and the interfaces between them.
• Workspace: the separate area of the Platform set up for you, with its locations, settings and data.
• Users: your owners, employees and other persons you give access to the Workspace.
• Guests: your customers and other persons who interact with your venue through the Platform, for example by booking, buying a gift card, signing a waiver or chatting with your chatbot.
• Customer Data: all data that you, your Users or your Guests enter into or generate in the Workspace, including personal data.
• Prepaid Balance: the credit you top up in advance to pay for usage-based services such as SMS, WhatsApp messages and AI usage.
• Third-Party Services: products and services not provided by Leisbase, such as payment providers, messaging channels, AI providers, calendars, mail accounts, advertising platforms and other systems you connect.
• Text form: a readable declaration on a durable medium, including email and messages in the Platform.

3. Conclusion of the contract

3.1 Information on our website, in brochures and in demos is non-binding and is not an offer. A contract is concluded when you accept our Order, or when you complete registration in the Platform and accept these Terms and the DPA, whichever comes first.

3.2 We may decline to conclude a contract without giving reasons, in particular where we cannot verify your identity or business, or where the intended use would breach section 10.

3.3 You must provide complete and correct company details (legal name, address, VAT number where applicable, contact person) and keep them up to date.

4. The services

4.1 We provide the Platform as software as a service for the duration of the contract. The modules included, the number of locations and any onboarding or data migration services are set out in the Order. The functions of each module are described in the Platform and its help pages as they stand at the time; this description is not a guarantee of specific characteristics.

4.2 We develop the Platform continuously. We may add, change or remove functions, change the user interface and replace technologies, provided that the contractual use of the Platform is not materially impaired for you. If we remove a function that you demonstrably use to a material extent, we inform you at least two months in advance; you may then terminate the contract as of the date of the change.

4.3 Functions marked as “beta”, “preview” or similar are provided free of charge, for testing and as they are. They may contain errors, may change or be discontinued at any time and are excluded from any availability commitment. Our liability for them is limited to intent and gross negligence.

4.4 The desktop app and the mobile team app are licensed to you for use with the Platform during the contract only. They may update themselves automatically. Their use may also be subject to the terms of the respective app store.

4.5 Onboarding, training, data migration and individual development are only owed if and to the extent agreed in the Order. When we help move data from another system, we work with the exports you provide; you remain responsible for checking the migrated data before going live.

4.6 We do not owe any economic result. Figures shown by the Platform, such as forecasts, the Revenue radar, price suggestions or reports, are aids for your decisions; you decide and remain responsible for prices, offers and operational measures.

5. Availability, maintenance and support

5.1 We operate the Platform with the care customary in the industry and aim for high availability. Specific availability levels are only owed if they are expressly agreed in the Order.

5.2 We may carry out maintenance. We plan maintenance that interrupts the Platform, where possible, at times of low use and announce it in advance where reasonably possible. Urgent security updates may be applied at any time.

5.3 We are not responsible for interruptions caused by circumstances outside our control, including disruptions of the internet, of your systems, devices and connections, of Third-Party Services, and force majeure (section 24.4).

5.4 We provide support by email and in the Platform. Response times are only owed if agreed in the Order.

6. Accounts, users and security

6.1 You decide who gets access to your Workspace and with which role and permissions. You are responsible for all actions of your Users as for your own and ensure that they comply with these Terms.

6.2 Access data must be kept confidential and must not be shared between persons. We recommend switching on two-factor authentication for all Users and require it for certain access types. Devices shared at the venue must be protected with the lock functions provided.

6.3 You must inform us without delay in text form if you suspect that access data has been misused or that unauthorised persons have accessed your Workspace.

6.4 You are responsible for the hardware, operating systems, browsers, internet connection, printers, card terminals and other equipment you use with the Platform, and for their security.

7. Your venue and your legal duties

7.1 You operate your venue on your own account and at your own risk. Contracts concerning bookings, tickets, gift cards, products and services are concluded exclusively between you and your Guests. Leisbase is not a party to these contracts, is not your agent or marketplace and does not sell anything to your Guests in its own name.

7.2 You are solely responsible for your offers and their lawful presentation, in particular for:

• your own terms with Guests (booking, cancellation and rebooking rules, gift card terms, house rules), your imprint and your privacy policy;
• information duties and price indication towards consumers, distance-selling and consumer law, and correct taxation and invoicing, including VAT;
• fiscal and cash register rules that apply to you, for example the Austrian cash register obligation (RKSV) or the German KassenSichV, unless the Order expressly confirms that a certain function fulfils them;
• the legal validity and content of your waivers, consent texts and age rules – templates and examples in the Platform are suggestions, not legal advice;
• gift cards you issue: their validity, redemption, refund and tax treatment, and their value – Leisbase does not hold or guarantee any value;
• marketing messages to Guests: you may only send them with a valid legal basis, in particular the consent required under sec. 174 of the Austrian Telecommunications Act 2021 (TKG 2021) or the corresponding rules of other countries;
• safety at your venue, including the supervision of Guests and the condition of your games, rooms and equipment.

7.3 Some functions can be used to monitor the work of your staff, for example screenshots and activity tracking in the desktop time tracker, location when clocking in or out and, if the venue switches it on, whether the phone leaves the venue area during a shift, or call recording. Before switching them on you must ensure that the employment law requirements are met – in Austria in particular a works agreement or the consent of the employees under sec. 96 and 96a of the Labour Constitution Act (ArbVG) or sec. 10 of the Employment Contract Law Adaptation Act (AVRAG) – and that a data protection impact assessment is carried out where required.

7.4 If you use the Platform for venues outside the European Union, you are responsible for complying with the laws that apply there. We do not have a local office or local legal entity outside Austria.

8. Payments to your venue

8.1 Payments from your Guests are processed by the payment providers you connect (for example Stripe, PayPal, Revolut, N-Genius or Telr) under a contract that you conclude directly with them and under their terms. We are not a payment service provider, do not receive or hold your Guests’ money and are not a party to the payment.

8.2 Fees of the payment providers, chargebacks, refunds, disputes, payout delays, account blocks and the provider’s own checks are matters between you and the provider. We take no commission on your bookings unless the Order expressly says otherwise.

8.3 Refund, deposit and payment link rules you configure in the Platform are carried out as configured. You are responsible for the configuration and for checking that it matches your terms with Guests.

9. AI features

9.1 The Platform contains functions based on artificial intelligence, such as the AI chatbot for your Guests, the AI assistant in the panel, text drafts, summaries, translations and speech-to-text. They are provided by the AI providers named in the DPA.

9.2 AI output is generated automatically and can be incomplete, outdated or wrong. You must check it before relying on it or sending it to others, in particular for prices, availability, legal and safety information. You decide which information and rules the chatbot may use and keep them correct.

9.3 You must make clear to your Guests that they are communicating with an AI system where this is not obvious, as required by Art. 50 of the EU Artificial Intelligence Act, and must not use AI features for decisions that have legal or similarly significant effects on persons.

9.4 Connections of external AI apps (for example Claude or ChatGPT) to your Workspace are only set up by you. Write access is off until you switch it on for the Workspace, the connection and the role. You are responsible for the actions those apps carry out with the access you grant; you can revoke it at any time.

10. Acceptable use

10.1 You may use the Platform only for operating your own venues and in accordance with the law. In particular you must not, and must not allow others to:

• store or send unlawful, infringing, discriminatory, violent or misleading content, or content that violates the rights of third parties;
• send unsolicited advertising, spam or messages without the required consent;
• upload malware or carry out attacks, penetration tests or load tests without our prior consent in text form;
• circumvent technical limits, access controls or usage limits, or access other customers’ data;
• read out the Platform automatically (scraping), copy it, decompile it or reverse-engineer it, except where sec. 40e of the Austrian Copyright Act expressly permits this;
• resell, sublicense or provide the Platform to third parties, or use it to build a competing product;
• use the Platform in a way that endangers its stability or security or impairs other customers.

10.2 If we have concrete indications of a breach, we may remove or block the content concerned and take the measures under section 16.5.

11. Your data and content

11.1 Customer Data remains yours. You grant us the non-exclusive right, limited to the term of the contract, to store, process, copy and transmit Customer Data to the extent necessary to provide the Platform, including backups, support and security.

11.2 You may export your data at any time with the export functions of the Platform. You are responsible for the lawfulness of the Customer Data and for having the necessary rights to logos, images, texts and other content you upload.

11.3 We may evaluate the use of the Platform in aggregated and anonymised form, without reference to you, your Users or your Guests, in order to operate, secure and improve the Platform.

11.4 We may use suggestions and feedback you give us about the Platform freely and without compensation; this does not grant us any rights to your Customer Data.

11.5 We keep backups of the Platform. This does not release you from exporting data you need to keep, in particular data you are legally obliged to retain, such as invoices, payment records and accounting documents.

12. Data protection

12.1 For personal data of your Guests, your Users and other persons that we process on your behalf, you are the controller and we are your processor. The DPA, which you accept together with these Terms and which is published on our website and available in the Platform, forms part of the contract. It contains the technical and organisational measures and the current list of sub-processors.

12.2 For the data of the persons who manage your account (contact, billing, login and security data) we are the controller. Our privacy policy explains this processing.

12.3 You are responsible for the lawfulness of the processing you initiate, in particular for legal bases, consents and informing data subjects under Art. 13 and 14 GDPR, for example in your privacy policy for Guests.

13. Third-party services and integrations

13.1 The Platform lets you connect Third-Party Services. Their use is optional and governed by the contract between you and the respective provider. By connecting them you authorise us to exchange data with them on your behalf to the extent the integration requires.

13.2 We are not responsible for the availability, function, content, prices or data processing of Third-Party Services, or for changes to their interfaces. If a provider changes or ends its interface or terms, we may adapt or end the integration concerned.

13.3 Imports from other systems depend on the quality of the exported data. We do not guarantee that every data field can be transferred.

14. Fees, prepaid balance and payment

14.1 The fees are set out in the Order. Unless agreed otherwise, the subscription fee is charged monthly in advance. All prices are net amounts plus the statutory VAT.

14.2 Usage-based services such as SMS, WhatsApp messages and AI usage are charged at the costs of the respective provider plus the surcharge stated in the Order and are paid from the Prepaid Balance; the Platform shows your consumption per service. We announce changes to the surcharge at least 30 days before they take effect. Usage stops when the Prepaid Balance is used up, unless you have switched on automatic top-up. Where agreed, usage is instead invoiced monthly in arrears.

14.3 The Prepaid Balance is not interest-bearing and cannot be transferred to other customers. After the end of the contract we refund any remaining Prepaid Balance on request in text form, less costs already incurred.

14.4 Invoices are due within 14 days of the invoice date without deduction, unless the invoice states otherwise. If you have stored a payment method with us, we charge the amounts due to it through our payment provider.

14.5 If you are in default, we may charge the statutory default interest for business transactions under sec. 456 UGB and reasonable reminder and collection costs. After a reminder and a grace period of at least 14 days, we may suspend access in accordance with section 16.5.

14.6 You may only set off claims that are undisputed or have been established by a final court decision. You may only withhold payments on the basis of claims arising from the same contract.

15. Price changes

15.1 We may change the subscription fees for the future. We announce a change in text form at least two months before it takes effect and state the new fees.

15.2 If you do not agree, you may terminate the contract in text form as of the date the change takes effect. If you do not terminate, the new fees apply from that date. We point this out in the announcement.

15.3 Section 14.2 applies to the rates for usage-based services.

16. Term, termination and suspension

16.1 The contract runs for an indefinite period unless the Order provides for a fixed term.

16.2 Either party may terminate the contract at any time in text form, effective at the end of the current paid month. You can also terminate with the cancellation function under Billing in the Platform. A minimum term or different notice periods only apply if agreed in the Order.

16.3 The right of either party to terminate for good cause without notice remains unaffected. Good cause for us exists in particular if you are in default with a substantial part of the fees for more than 30 days after a reminder, if you seriously or repeatedly breach section 10, or if you do not remedy another material breach within 14 days of a warning in text form.

16.4 Fees paid in advance are not refunded on ordinary termination; the service remains available until the end of the paid period. If you terminate for good cause for which we are responsible, or under sections 4.2, 15.2 or 23.3, we refund fees paid for the period after the termination pro rata.

16.5 We may temporarily suspend access to the Workspace in whole or in part if this is necessary to avert a risk to the security or integrity of the Platform, other customers or third parties, if there are concrete indications of unlawful use or a serious breach of section 10, if a payment provider or authority requires it, or in the case of default under section 14.5. We limit the suspension to what is necessary, inform you without undue delay and, where reasonable, in advance, and lift it as soon as the reason no longer applies. Your obligation to pay remains unaffected during a suspension for which you are responsible.

17. End of the contract and your data

17.1 Until the end of the contract you can export your data at any time. After the end of the contract we schedule the Workspace for deletion; during a grace period of 30 days you can still request an export, after which the Workspace and its files are deleted in accordance with the DPA. You can also schedule the deletion yourself in the settings. Data in backups is deleted when the backups expire, as set out in the DPA.

17.2 Before the end of the contract, you must export and keep the data you are legally obliged to retain, in particular invoices, payment records and other accounting documents.

17.3 After the end of the contract, the guest-facing widgets and pages of your Workspace stop working. You must remove them from your website and inform your Guests about how existing bookings and gift cards will be handled.

17.4 Sections 7, 11.5, 14.6, 17, 19, 20, 22 and 24 continue to apply after the end of the contract.

18. Defects

18.1 You must report defects of the Platform to us without delay in text form, with a description that allows us to reproduce them. We remedy reported defects within a reasonable time, at our choice by correction, a workaround or a new version.

18.2 If we are unable to remedy a defect that materially impairs the use of the Platform within a reasonable period, you may claim a reasonable reduction of the fee for the duration of the impairment or, if the defect is material, terminate the contract for good cause.

18.3 There is no defect in the case of insignificant deviations, errors caused by improper use, by your systems or by Third-Party Services, and for functions under section 4.3.

18.4 Claims based on defects become time-barred six months after delivery of the defective service, unless they are based on intent or gross negligence.

19. Liability

19.1 We are liable without limitation for damage caused intentionally or through gross negligence, for personal injury, under the Austrian Product Liability Act and where liability cannot be limited by mandatory law.

19.2 In the case of slight negligence we are only liable for the breach of an obligation whose fulfilment is essential for the proper performance of the contract and on whose fulfilment you may regularly rely (“essential obligation”). In that case our liability is limited to the damage that was typical and foreseeable at the time the contract was concluded, and in total, for all claims arising from the contract in a contract year, to the amount of the fees you paid for the subscription in the six months before the event giving rise to the claim. Otherwise our liability for slight negligence is excluded.

19.3 To the extent permitted by law, we are not liable for lost profit, lost bookings, indirect or consequential damage and pure financial loss caused by slight negligence, nor for damage caused by Third-Party Services, AI output that you did not check (section 9.2), or your failure to export or back up data.

19.4 In the case of loss of data, our liability is limited to the effort that would have been necessary to restore the data from our regular backups.

19.5 Claims for damages must be asserted in court within one year of the date on which you became aware of the damage and of us as the party causing it, but no later than three years after the event giving rise to the damage; this does not apply to claims under section 19.1.

19.6 These limitations also apply in favour of our employees, representatives and sub-contractors. Liability towards data subjects under Art. 82 GDPR remains unaffected.

20. Indemnification

20.1 You indemnify us against all claims by third parties, including Guests, employees, competitors and authorities, and against reasonable costs of legal defence, that arise because you or your Users breach these Terms or the law, in particular sections 7, 9.3, 10, 11.2 and 12.3, or that arise from the operation of your venue. This applies only if you are responsible for the breach.

20.2 If a third party claims that the Platform, used in accordance with the contract, infringes its intellectual property rights, we defend you against the claim at our expense and indemnify you against costs and damages finally awarded, provided that you inform us without delay in text form, leave the defence to us and support us reasonably. We may modify the Platform so that it no longer infringes the rights, obtain a licence or, if neither is reasonably possible, terminate the affected service and refund fees paid in advance pro rata. This does not apply where the claim is based on Customer Data, Third-Party Services or a use not in accordance with the contract.

20.3 The party claiming indemnification must not acknowledge the claim or settle it without the consent of the other party.

21. Intellectual property

21.1 All rights to the Platform, its software, interfaces, documentation, designs, the name Leisbase and our logos remain with us or our licensors. You receive a non-exclusive, non-transferable right, limited to the term of the contract, to use the Platform for your own venues in accordance with these Terms.

21.2 You grant us the right, limited to the term of the contract, to use your name, logo, images and other content in the Workspace and in the guest-facing pages of your Workspace, to the extent this is necessary to provide the Platform. We only name you as a customer in our marketing with your prior consent in text form.

22. Confidentiality

22.1 Each party keeps the other party’s confidential information secret, uses it only for the purposes of the contract and protects it at least with the care it applies to its own confidential information. Confidential information includes the content of the Order and prices, non-public information about the Platform and its security, and your business data.

22.2 This does not apply to information that was already publicly known or becomes publicly known without breach of this obligation, that the receiving party lawfully received from third parties or developed independently, or that must be disclosed by law or by order of a court or authority; in the latter case the receiving party informs the other party, where legally permitted, in advance.

22.3 The obligation continues for three years after the end of the contract, and for trade secrets for as long as they remain secret.

23. Changes to these terms

23.1 We may change these Terms for the future if there is a valid reason, in particular changes in the law or case law, new functions or services, technical developments, or the closing of gaps in the provisions. The main obligations, the balance between performance and fees and section 19 are not changed in this way to your disadvantage.

23.2 We inform you of changes in text form at least two months before they take effect, with the changed provisions or a comparison, and point out your rights under section 23.3.

23.3 You may object to the change or terminate the contract in text form until the change takes effect, without notice and free of charge, as of the date the change takes effect. If you neither object nor terminate, the changed Terms apply from that date. If you object, we may terminate the contract with ordinary notice.

23.4 Changes that are exclusively to your advantage, or that are required by law or by an authority without leaving us any discretion, may take effect at shorter notice.

24. Final provisions

24.1 Declarations under this contract can be made in text form. We send notices to the email address of the Workspace owner or in the Platform; you send notices to support@leisbase.com.

24.2 You may only transfer rights and obligations under this contract to third parties with our consent in text form. We may transfer the contract to a company affiliated with us or to a legal successor in the business; we inform you in advance, and you may terminate as of the transfer.

24.3 The parties are independent contractors. The contract does not establish a partnership, agency or employment relationship.

24.4 Neither party is liable for failure to perform its obligations as long as it is prevented by force majeure, such as natural disasters, epidemics, war, terrorism, strikes not limited to the party itself, official orders or large-scale failures of energy supply, networks or data centres not caused by the party. If such an impediment lasts longer than 60 days, either party may terminate the affected service.

24.5 If a provision of the contract is or becomes invalid, the remaining provisions remain valid. The parties will replace the invalid provision with a valid one that comes as close as possible to the economic purpose of the invalid provision. The same applies to gaps.

24.6 The contract and all disputes arising from or in connection with it are governed by Austrian law, excluding its conflict-of-law rules and the UN Convention on Contracts for the International Sale of Goods.

24.7 The exclusive place of jurisdiction for all disputes arising from or in connection with the contract is the court with subject-matter jurisdiction in Graz, Austria. We may also sue you at your general place of jurisdiction.

24.8 These Terms are drawn up in German and English. In case of any discrepancy, the German version prevails.

25. Use of this website

25.1 This section applies to everyone who visits leisbase.com, whether or not a contract exists. The content of the website provides information about Leisbase; it is non-binding and is not an offer. Screenshots and illustrations of the user interface are illustrative and show sample data.

25.2 The request form and the cost calculator do not send any data to us; they only prepare an email in your mail app, which you send yourself. The calculator’s results are based solely on your own entries and are for orientation only; they are neither a quote nor a promise of savings.

25.3 Our comparisons with other providers are based on the information those providers have published, as of the date stated, with the sources linked. Their offers may change at any time; their current information prevails. Product and company names are trademarks of their respective owners; we are not affiliated with these providers. Please report errors to support@leisbase.com and we will correct them.

25.4 Texts, graphics, illustrations, screenshots and the Leisbase name and logo are protected by copyright and trademark law. Any use beyond what the law permits requires our prior consent. Linking to this website is welcome.

25.5 This website links to third-party websites, whose operators are solely responsible for their content. We remove such links promptly once we become aware of any infringement.

25.6 We compile the content of this website with care but give no guarantee of its completeness, accuracy or timeliness. For the use of the website, which is free of charge, we are liable only for intent and gross negligence; liability for personal injury remains unaffected.

Contact

FREIZEITLAB GmbH, Kalvarienbergstraße 22/10, 8020 Graz, Austria · support@leisbase.com · Imprint