Terms of service

These Terms of service govern access to and use of OneClickRooms by organizations and their authorized users. By creating an account, starting a trial, subscribing to a plan, or using the platform, you agree to these Terms of service and the Privacy statement on behalf of yourself and, where applicable, your organization. If you subscribe to or use the service for an organization, you confirm that you are authorized to accept these documents on its behalf.

Eligibility and account authority

You represent that you are authorized to register and manage the service for your organization. Organization administrators are responsible for user provisioning, role assignment, integration setup, and enforcement of internal governance policies for room booking and meeting workflows.

Trial, subscriptions, billing, and renewals

OneClickRooms may offer a trial period for evaluation and internal business testing. Paid access is governed by your selected plan, billing cycle, and any written commercial agreement. Unless expressly stated otherwise in writing, invoices are payable under stated terms and customer is responsible for applicable taxes, banking charges, transfer costs, and payment processor fees.

Unless canceled before renewal in accordance with your plan terms, subscriptions may renew automatically for the next billing period. Non-payment may result in service restriction or suspension after reasonable notice.

OneClickRooms Nonprofit Programme

OneClickRooms may, at its discretion, provide qualifying nonprofit organizations with complimentary access to selected OneClickRooms features under the OneClickRooms Nonprofit Programme. This access is a benefit intended to support genuine nonprofit, charitable, community, humanitarian, educational, religious, or similar public-interest activities. It is not a general commercial entitlement, has no cash value, is non-transferable, and may be subject to eligibility requirements, verification, usage limits, programme rules, and any conditions communicated by OneClickRooms.

Trial initiated with nonprofit applications. When an organization submits a nonprofit verification application, OneClickRooms may initiate a risk-free trial for that organization at the same time. The trial is provided so the organization can begin using and evaluating the platform while its nonprofit eligibility and supporting documents are reviewed. Trial initiation does not guarantee nonprofit approval, does not create an entitlement to complimentary nonprofit access, and does not influence the eligibility decision. The organization may continue using the trial for the applicable trial period even if its nonprofit application is declined. If the organization wishes to continue using OneClickRooms after the trial, it may purchase a subscription through the applicable billing process. If the application is approved, the same trial account may be converted into free forever nonprofit access subject to the applicable nonprofit programme conditions, quotas, restrictions, and acceptable-use requirements.

Nonprofit Programme access must be used exclusively for the organization’s legitimate nonprofit purposes. It may not be used to operate, support, promote, or provide services for a for-profit business, commercial venture, private profit-making activity, or any other activity inconsistent with the purpose of the programme. The organization must provide accurate and complete information during verification and must notify OneClickRooms if its legal status, ownership, activities, or eligibility materially changes.

OneClickRooms may review eligibility at any time and may request additional information or documentation. If an organization provides inaccurate, misleading, incomplete, or fraudulent information, uses the platform for an ineligible commercial purpose, misuses the programme benefit, exceeds the applicable limits, or otherwise breaches these Terms or the programme requirements, OneClickRooms reserves the right, to the maximum extent permitted by law, to suspend, withdraw, modify, or permanently cancel the nonprofit benefit at any time. Where reasonably necessary to protect the programme, the platform, or other customers, this action may be taken without prior notice.

If nonprofit access is withdrawn, the organization may be required to move to a paid or otherwise commercially available plan to continue using features that are no longer covered by the nonprofit benefit. Cancellation or withdrawal of the benefit does not waive any other rights or remedies available to OneClickRooms.

Delivery, Refund, Return, and Cancellation Policy

OneClickRooms is a digital software service. Access to the platform and related features is delivered electronically after account activation, trial approval, or subscription confirmation. No physical goods are shipped.

Because the service is delivered digitally and used through an online account, returns do not apply in the traditional goods-and-shipping sense. Any refund request will be reviewed according to your plan terms, the reason for the request, applicable law, and any written commercial agreement between your organization and OneClickRooms.

Users may cancel their subscription at any time. Cancellation stops future renewal billing and ends the payment cycle at the close of the current billing period unless a different effective date is confirmed in writing. To request cancellation, either email billing@oneclickrooms.com from the focal person's email address and include your company name, the focal person's full name, phone number, and a short cancellation request, or raise a support ticket from inside the portal under the Support section. For security and account verification, cancellation requests must originate from the focal person's account or an authorized company contact. Once cancellation is processed, access remains available until the end of the paid period unless your agreement states otherwise.

This policy is intended to be clear and easily accessible to customers and should be read together with the rest of these Terms and the Privacy statement.

Acceptable use and security obligations

You agree not to misuse the platform, bypass security controls, attempt unauthorized access, interfere with service availability, transmit malicious code, or use the service in violation of applicable law, third-party rights, or your organization policies. You are responsible for safeguarding credentials and all activity performed under your tenant and connected accounts.

API integrations and connected workspace accounts

OneClickRooms supports optional integrations with popular workspace and meeting platforms, including Google Workspace APIs, Microsoft 365 and Microsoft Teams APIs, and Zoom Meeting APIs. By enabling these integrations, you authorize OneClickRooms to perform API operations required for requested product features such as resource availability checks, calendar synchronization, booking updates, and meeting creation.

Meeting creation and synchronization features may create or modify meetings on connected third-party accounts, including generating join links, meeting metadata, attendee details, and related calendar events. You are responsible for ensuring that your organization has valid rights, licenses, and administrator approvals to connect and use these third-party services.

Use of third-party APIs and services remains subject to the terms, privacy policies, usage limits, and technical constraints of those providers. OneClickRooms is not responsible for downtime, policy changes, quota limits, or feature deprecations introduced by Google, Microsoft, Zoom, or other external providers.

Customer data, content, and compliance

Customer Content, Copyright, and Trademark Responsibility. You retain sole responsibility for all documents, images, photographs, videos, text, logos, trademarks, service marks, names, room and meeting information, attendee data, and other content that you upload, submit, store, display, or otherwise make available through OneClickRooms (collectively, “Customer Content”). You must ensure that you own or have obtained all permissions, licenses, consents, releases, and other rights required to use, upload, process, display, reproduce, or share that Customer Content through the platform, including any rights relating to copyright, trademarks, privacy, publicity, confidentiality, and personal data.

OneClickRooms provides the software platform and related hosting and processing services only. To the maximum extent permitted by law, OneClickRooms, its parent companies, affiliates, partners, licensors, service providers, and their respective officers, employees, and agents are not responsible or liable for the legality, accuracy, ownership, permissions, or third-party rights associated with Customer Content. We do not endorse Customer Content and do not assume responsibility for claims, notices, disputes, losses, or liabilities arising from or relating to Customer Content or your failure to obtain the necessary rights and permissions.

You agree not to upload or use Customer Content that infringes or misappropriates another person’s or organization’s intellectual-property, privacy, publicity, confidentiality, or other legal rights, or that violates applicable law. You confirm that you have lawful authority to process Customer Content and to instruct OneClickRooms to process it for booking, communications, reporting, and other requested platform purposes. You should carefully review all material before uploading it and remove any material for which the necessary rights or permissions are unavailable.

Privacy and data handling practices, including API-sourced data processing, are described in the Privacy statement. You are responsible for providing required notices and obtaining any necessary consents from your end users, guests, and participants.

Service changes, suspension, and termination

OneClickRooms may update, improve, or discontinue features when reasonably required for security, legal compliance, product evolution, or operational reliability. We may suspend or terminate access for material breach, unlawful use, non-payment, or security risk, subject to applicable law and contract commitments.

Warranties and limitation of liability

To the maximum extent permitted by law, the service is provided on an "as available" basis without guarantees of uninterrupted or error-free operation. OneClickRooms is not liable for indirect, incidental, special, consequential, or punitive damages, including lost profits, lost data, or business interruption arising from use of the platform, connected APIs, or third-party service failures.

If you have legal or contractual questions about these terms, contact support@oneclickrooms.com.