The terms for using Meeting Expectations.

These terms cover this website and the SEATPLAN application at app.meeting-expectations.com. Please read them: by using either, you agree to them.

1. About these terms

Meeting Expectations and the SEATPLAN application (together, the "Service") are provided by Veil Consulting LLC, an Idaho limited liability company ("Veil Consulting", "we", "us", "our").

These terms apply to every organisation that uses the Service (a "Customer") and to every person who uses it (a "User"). If you use the Service on behalf of an organisation, you confirm that you are allowed to accept these terms for it.

A Customer usually also has a signed order form or agreement with us (an "Order"). If an Order conflicts with these terms, the Order wins for that Customer. Our privacy notice explains how we handle personal data and forms part of these terms.

2. Words we use

Customer Data: everything a Customer or its Users put into the Service, such as meetings, seating plans, agendas, attendee and supplier details, travel, meals, files and messages.
Administrators: the Customer's Users with the Owner or Admin role, who manage Users, roles and the Customer's data policy.
Session-only meeting: a meeting worked on in the browser without saving it to the Service.

3. Accounts and access

The Service has no public sign-up. A User gets access only by invitation from the Customer's Administrators, who decide each User's role and what it can see and change.
Accounts are personal. Don't share your passkey, password, authenticator app or recovery codes, and tell your Administrators at once if you think someone else has used them.
Owners and Admins must use a second factor. A Customer may require one for other roles too.
The Customer is responsible for its Users' use of the Service, for keeping its list of Users up to date, and for removing access when someone should no longer have it.
You must be at least 18, and old enough to agree to these terms where you live. The Service is not meant for children.

4. Acceptable use

You must not, and must not help anyone else to:

reach meetings, people or data that your role doesn't give you, or get around the Service's sign-in, permissions, rate limits, encryption or other protections;
upload anything unlawful, infringing, harmful or malicious, including malware;
overload, disrupt, probe or scan the Service, or access it by automated means other than the features and interfaces it provides;
copy, modify, reverse engineer or resell the Service, except as the law expressly allows, or use it to build a competing product;
send email through it that the recipients have no reason to expect, such as spam, or impersonate anyone;
use it where its failure could lead to death, injury or serious damage, or in breach of export control or sanctions laws.

If you find a security problem, report it as described on our security page instead of testing it further. We will not take action against good-faith research that follows that page, stays within your own account's data and stops once a problem is found.

5. Customer data

It is yours. Customer Data belongs to the Customer. We claim no ownership of it.
Our permission to use it. The Customer allows us to host, copy, process and transmit Customer Data only as needed to provide, secure and support the Service, to follow the Customer's instructions, and to meet legal obligations. We don't sell it, use it for advertising, or use it to train artificial intelligence models.
The Customer's responsibilities. The Customer is responsible for the accuracy of Customer Data and for having the right to put it into the Service. That includes giving attendees, suppliers and others any notices the law requires and getting any consent it needs, especially for sensitive information such as dietary needs, health or accessibility information, and travel details.
Getting it out. A Customer can export its saved meetings at any time as workbooks and PDFs.
At the end. When a Customer's use of the Service ends, it has 30 days to export its data. We then delete it from the live service. Copies in our encrypted backups are deleted as those backups expire on their normal schedule, which our privacy notice describes.

6. Data protection and security

For personal data in Customer Data, the Customer decides why and how it is used, and we process it on the Customer's behalf and on its instructions (as a "processor" or "service provider", in the words of data protection laws). Where the law requires a data processing agreement, we will sign one with the Customer.
We use the providers named in our privacy notice to run the Service, under contracts that protect the data, and will keep that list current.
We protect the Service and Customer Data with measures appropriate to the risk, including encryption in transit, encryption of sensitive fields at rest, access controls enforced in the database, multi-factor sign-in, encrypted backups and a tamper-evident audit log. The security page describes them.
If we become aware of a security incident that affects a Customer's personal data, we will tell its Administrators without undue delay, with what we know, and help them meet their own obligations.

7. Session-only meetings, exports and passphrases

A session-only meeting stays in your browser tab and is never sent to our servers, so we can't recover it if the tab is closed: export a workbook to keep it. Once you export or download Customer Data, the files are yours to protect. A passphrase for an encrypted PDF is never stored by us and can't be recovered. The restrictions a PDF asks viewers to apply, such as no copying, are advisory; the passphrase is what protects the content.

8. Third-party services

Some features connect to services we don't control, such as Microsoft 365 sign-in and calendars, Google sign-in, and the email providers of the people you write to. A Customer chooses whether to use them, and their own terms apply. We aren't responsible for those services, and if one changes or stops, the feature that relies on it may change or stop too.

9. Our service and your feedback

The Service, its software, design and documentation, and the Meeting Expectations and SEATPLAN names belong to us or our licensors. These terms give you the right to use the Service while your access lasts, and no other rights. If you send us suggestions or feedback, we may use them freely and without obligation to you.

10. Fees

Fees, invoicing and payment terms are set out in the Customer's Order. Unless the Order says otherwise, fees are exclusive of taxes, which the Customer pays (except taxes on our income). If an invoice is unpaid when due, we may suspend the Customer's access after giving its Administrators at least 15 days' notice.

11. Availability, support and changes

We work to keep the Service secure and available, but it may be interrupted for maintenance, updates or reasons outside our control. Unless an Order sets a service level, we don't promise any particular availability.
We may improve, change or remove features. If a change materially reduces what a Customer has paid for, we will give its Administrators reasonable advance notice.
Features we mark as preview or beta are provided for evaluation, may change or end, and are excluded from any service level.
Support is by email to the contact address below, unless an Order says otherwise.

12. Confidentiality

Each party will keep the other's non-public information that it learns through the Service (including Customer Data, and our non-public security and product information) confidential, use it only for the purposes of these terms, and share it only with people and providers who need it and are bound to keep it confidential. This doesn't apply to information that is public through no fault of the receiving party, was already lawfully known to it, or is independently developed. Either party may disclose information where the law requires it, after notifying the other where it lawfully can.

13. Warranties and disclaimers

Each party confirms that it has the authority to enter into these terms. We will provide the Service with reasonable skill and care, and in line with our security page.

Except as these terms or an Order expressly say, the Service is provided "as is" and "as available". To the fullest extent the law allows, we disclaim all other warranties, express or implied, including merchantability, fitness for a particular purpose, non-infringement, and that the Service will be uninterrupted or error-free.

14. Limitation of liability

To the fullest extent the law allows:

neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, goodwill or data that was never saved to the Service, even if it was told they were possible;
each party's total liability arising out of or relating to these terms and the Service is limited to the greater of the fees the Customer paid or owes us for the Service in the 12 months before the event giving rise to the claim, and US$100.

These limits don't apply to a Customer's obligation to pay fees, to a party's obligations under section 15, or to liability for fraud, gross negligence or wilful misconduct, or any other liability that the law does not allow to be limited.

15. Indemnities

We will defend a Customer against a third-party claim that the Service, as we provide it, infringes that party's intellectual property rights, and pay the resulting damages and costs finally awarded or agreed in settlement. If such a claim happens or seems likely, we may modify the Service, get the right for the Customer to keep using it, or end the affected part and refund prepaid fees for the unused period. This doesn't cover claims caused by Customer Data, by combining the Service with things we didn't provide, or by use that breaks these terms.
A Customer will defend us against a third-party claim arising from its Customer Data or from its or its Users' use of the Service in breach of these terms or the law, and pay the resulting damages and costs finally awarded or agreed in settlement.
The party asking for defence must tell the other promptly, let it control the defence and settlement (no settlement may admit fault for the protected party without its consent), and give reasonable help at the other's cost.

16. Suspension and termination

A Customer's Administrators can disable any of its Users at any time. A Customer may stop using the Service at any time; its Order governs any minimum term and fees.
We may suspend a User's or Customer's access, with notice where reasonable, if it breaks these terms, puts the Service or other people's data at risk, or if the law requires it. We will restore access once the issue is resolved.
Either party may end these terms for a Customer if the other materially breaches them and doesn't fix the breach within 30 days of notice.
When access ends, section 5's 30 days to export applies, and these sections continue: 5 (at the end), 9, 12, 13, 14, 15, 17 and 18.

17. Governing law and disputes

These terms and any dispute arising out of or relating to them or the Service are governed by the laws of the State of Idaho, USA, without regard to its conflict of laws rules. The state and federal courts located in Ada County, Idaho, have exclusive jurisdiction, and each party agrees to their jurisdiction and venue. Before going to court, the parties will try in good faith to settle a dispute by discussion for at least 30 days, unless urgent relief is needed. Nothing here removes rights you have under mandatory consumer protection law where you live.

18. General

Whole agreement. These terms, the privacy notice and any Order are the whole agreement about the Service and replace earlier discussions about it.
Assignment. Neither party may transfer these terms without the other's consent, except to a successor to all or most of its business that takes them on in full.
Events outside our control. Neither party is liable for delays or failures caused by events beyond its reasonable control, such as natural disasters, outages of the internet or of providers, or acts of government (this doesn't excuse paying fees).
Notices. We send notices to a Customer's Administrators by email or in the Service. Send notices to us at the contact address below.
Independence. The parties are independent contractors. Nothing in these terms creates a partnership, employment or agency.
Severability and waiver. If a court finds part of these terms unenforceable, the rest still applies. Not enforcing a term is not a waiver of it.
No third-party rights. Only the parties may enforce these terms.

19. Changes to these terms

We may update these terms. For material changes we will give Customers' Administrators at least 30 days' notice before they take effect, unless a change is required by law or is needed urgently for security. The date below shows when these terms last changed. Using the Service after a change takes effect means accepting it; a Customer that doesn't accept a material change may stop using the Service before it takes effect.

20. Contact

Veil Consulting LLC. Questions and notices about these terms: contact@meeting-expectations.com

Last updated 12 October 2026.