Terms & Conditions

Preamble
Check-in Pax is a product of Central Pacific Consultants Limited, a company registered with the Hong Kong Company Registry under number BR 53642392, with its registered office at 2/F Beverly House, 93-107 Lockhart Road, Wan Chai, Hong Kong (hereafter “Check-in Pax”). Check-in Pax operates a solution for event management, including guest list and event confirmation management, via its website www.checkinpax.com (the “Site”).

These Terms of Use of Check-in Pax Services constitute a legal agreement between Check-in Pax and any user of the Site (the “User”). By accessing, browsing, or using our Services, the User agrees to be unconditionally bound by these Terms. Acceptance of these Terms can occur by clicking to accept, by agreeing where this option is provided, or by using the Services. By subscribing to or using the Site, Platform, or Services, the User confirms that they have read and accepted these Terms, and that they are at least 18 years of age and have the legal right to enter into this agreement. If the User is accessing the Services on behalf of a legal entity, they represent and warrant that they are authorized to bind that entity to these Terms. The User also confirms that their organization is not based in Cuba, Iran, North Korea, or Syria. Any special conditions negotiated between Check-in Pax and the User shall prevail over these General Conditions of Use.

Definitions

• User: Any natural or legal person authorized to use the Check-in Pax Services.
• Services: Features provided by Check-in Pax via the Site, including the Check-in App, guest list management, email/SMS sending, and reporting.
• Data Processor: Check-in Pax, which processes data at the request of Users.
• User’s Data: Data processed by Check-in Pax on behalf of Users.
• Personal Data: Information relating to an identified or identifiable natural person.
• Software: The suite of software owned and/or operated by Check-in Pax necessary to provide the Services.
• Version: All releases of the Software developed by Check-in Pax.
• Parties: Check-in Pax and the User.

1. Purpose of Check-in Pax Services
Check-in Pax provides solutions for event and guest list management, marketed via the Site, specifically tailored for high-profile and invitation-only events.

2. User Account Management
To use Check-in Pax Services, Users must create an online account. Users are responsible for the accuracy of the information provided and must update their information promptly. Users must maintain the confidentiality of their account access and immediately notify Check-in Pax of any unauthorized use. Users bear all costs resulting from unauthorized use until Check-in Pax is notified. Check-in Pax is not liable for damages resulting from unauthorized use of User accounts.

Check-in Pax will store guest details, notes, email templates and delivery records of emails sent through its platform on behalf of Users. Upon termination of an account initiated by the User through the account settings, User Data will be deleted in accordance with the Data Processing Agreement, subject to any legal obligations that may require Check-in Pax to retain certain data for specific purposes. Check-in Pax is committed to protecting the integrity and confidentiality of Users’ personal information in accordance with our Privacy Policy, which outlines our data handling practices.

3. Financial Conditions

Section 3.1 – Test events (free)
Users may create an account on Check-in Pax and can utilize the Services for test events limited to 20 guests at no cost. Once Users are ready to activate an event and exceed the test event limitations, they must pay the applicable fees based on the selected Services and the number of guests.

Section 3.2 – Fees, Payment Methods, and Stripe Customer Portal
All fees for activated events are due at the time of activation and are non-refundable, regardless of whether the event is canceled or rescheduled. Users should ensure that all details are correct before proceeding with payment. Payment processing and account billing are managed through our integrated Stripe Customer Portal. Accepted payment methods include credit cards and other payment options offered via Stripe in multiple currencies (or bank transfers for package purchases). You are solely responsible for maintaining accurate, up-to-date billing details, payment methods, legal business names, and tax details directly within the Stripe Customer Portal.

Section 3.3 – Cancellation policy
If Users wish to cancel an activated event, they must notify Check-in Pax via email at questions@checkinpax.com at least 7 days prior to the event date. Refunds or credits for future events for canceled events are at the sole discretion of Check-in Pax.

Section 3.4 – B2B Service Policy, EU VAT, and Global Indirect Taxes

3.4.1 Business-Only Customers (B2B)
Our Services are provided exclusively for business, commercial, and professional use (“B2B”). Private individuals (consumers) are not permitted to use the Services. By creating an account or subscribing to our Services, you represent and warrant that you are purchasing as a business entity or sole trader acting in a professional capacity, and not as an individual consumer (“B2C”). We reserve the right to verify your business status and cancel any accounts or transactions that fail to meet this requirement.

3.4.2 Tax Exclusions and EU VAT ID Obligation
Unless explicitly stated otherwise, all quoted prices and fees exclude applicable sales taxes, Goods and Services Tax (GST), Value Added Tax (VAT), or similar indirect taxes. If your business is located within the European Union (EU) or United Kingdom (UK), you are required to provide a valid VAT Identification Number (VAT ID) during checkout or update it via the Stripe Customer Portal prior to event activation.

3.4.3 Reverse Charge Mechanism (EU and UK Customers)
Where a valid VAT ID is supplied, transactions with EU customers will be processed under the EU Reverse Charge mechanism (Article 196 of Council Directive 2006/112/EC). For UK customers, the equivalent reverse charge applies under the UK Value Added Tax Act 1994. In such cases, 0% VAT will be applied to your invoice, and your business assumes sole responsibility for accounting, self-assessing, and reporting any applicable VAT to your local tax authority.

3.4.4 Customers Without a Valid VAT ID
Customers located in the EU or UK who cannot provide a valid, verifiable VAT ID are not permitted to purchase paid Services. If such a customer attempts to purchase, Check-in Pax reserves the right to refuse the transaction, charge the applicable destination VAT rate, restrict service access, or terminate the account. In cases of refusal or termination, Check-in Pax will issue a full refund of any fees paid, less any Stripe processing fees not recoverable by Check-in Pax.

3.4.5 Global Indirect Taxes
For customers located outside Hong Kong and the EU/UK, you remain responsible for any local sales taxes, GST, or tax withholdings required by your home jurisdiction. As a Hong Kong entity, Check-in Pax does not collect local VAT/GST for non-Hong Kong jurisdictions unless mandated by local digital service tax laws.

3.4.6 Indemnification for Tax Misrepresentation
The customer agrees to indemnify and hold Check-in Pax harmless against any VAT, penalties, or interest assessed against Check-in Pax arising from the customer’s failure to provide a valid VAT ID or the customer’s misrepresentation of their status as a business entity.

4. Use of the Services

4.1 Compliance with Regulations
Users must ensure that information sent via Check-in Pax Services complies with applicable laws and regulations, including those related to data protection and digital marketing.

4.2 User Responsibilities Regarding Personal Data
Users are responsible for the processing of personal data on their guest lists and must comply with applicable regulations, including the GDPR if they are in the EU. Users must ensure that personal data is collected and processed lawfully, that data subjects are informed, and that their rights are respected. Users must also obtain necessary consent from recipients before sending communications.

4.3 Protection of User’s Personal Data
Check-in Pax has implemented measures to secure personal data, including firewalls, antivirus protection, and encrypted data transmission. Access to personal data requires authentication.

4.4 Limitation of Use of the Service
The Services are provided “as-is,” and Check-in Pax disclaims all warranties. Users must comply with guidelines provided in the Documentation and are prohibited from using the Services for illegal activities or in violation of third-party rights.

4.5 Fair Usage Policy (FUP)
Our event tiers (“Check-in”, “Manage” and “Hire”) are designed for invitation-only events where guest lists typically range from intimate gatherings up to events with several hundred guests. For organizers hosting larger events approaching guest lists with 2,000 guests or more, our Fair Usage Policy below applies.

Events with more than 2,000 guests, standard per‑event pricing no longer reflects the platform resources required. 

Example: A 3,000‑guest event using the Manage tier (Check-in + RSVP) requires 2 credits = US$1,500 total.

Usage Limits: Users may send invitations and other transactional emails to a maximum of 2,000 guests per event. Exceeding this limit without informing us may result in account suspension.

Intended Use: The email functionalities are intended solely for sending personal event invitations and confirmations. Users are prohibited from using these features for mass marketing or unsolicited communications.

Prohibited Activities: Users may not use Check-in Pax Services to send spam or unsolicited marketing emails. Violations may result in immediate account suspension or termination.

Monitoring: Check-in Pax reserves the right to monitor usage patterns and enforce this Fair Usage Policy. Users may be notified of any suspected violations and given an opportunity to rectify the situation.

Why this FUP policy exists
Our platform is built to remove artificial limitations from invitation‑only event planning. For the vast majority of events (under 2,000 guests), flat pricing works perfectly.

When guest counts exceed 2,000 – especially in the 2,500+ range – infrastructure costs (data processing, email volume, real‑time check‑in sync, and support) increase significantly. Rather than raising prices for everyone, we ask larger events to contribute proportionally through additional credits.

This keeps smaller events affordable while ensuring we can reliably serve high‑guest‑count events without hidden overage fees or surprise caps.

The usage limits and prohibited activities protect our deliverability reputation and ensure all event organizers can use Check-in Pax without spam-related disruptions.

5. Responsibilities and Guarantees

5.1 Responsibilities of Check-in Pax
Check-in Pax is liable only for direct damages resulting from its negligence and is not liable for indirect, incidental, or consequential damages. Any compensation is limited to the fees paid by the User specifically for the recurring Platform subscription in the twelve (12) months prior to the incident, excluding fees for custom development, bespoke integrations (including their ongoing maintenance and renewal), professional services, or other one-time engagements. This limitation does not apply in cases of gross negligence or willful misconduct.

5.2 Responsibilities of Users
Users are solely responsible for the content of their uploaded guest list data and communications and must indemnify Check-in Pax against any claims resulting from violations of these Terms or applicable laws.

6. Changes to Terms and Policies
Check-in Pax may modify these Terms and its policies. Continued use of the Services after the effective date of the changes constitutes acceptance of those changes. Users will be notified of substantial changes via email and will receive a summary of the changes at least 30 days prior to the effective date of such changes.

7. Duration and Termination

These Terms are effective indefinitely. Users may terminate their account at any time by providing written notice to Check-in Pax. Upon termination, fees already paid are non-refundable. Check-in Pax may terminate accounts for non-compliance with these Terms with prior notice. Upon termination, event and guest list data will be deleted/purged from our servers, in accordance with our Privacy Policy and Data Processing Agreement (DPA).

8. Force Majeure

Neither party is liable for failure to perform obligations due to force majeure events, including natural disasters, strikes, or governmental restrictions.

9. Protection of Personal Data

User information is processed according to Check-in Pax’s Privacy Policy, which is accessible at https://checkinpax.com/privacy-policy/

10. Data Processing Agreement (DPA)

The processing of Personal Data under these Terms is governed by Check-in Pax’s Data Processing Agreement (DPA), which is incorporated into these Terms by reference. By accepting these Terms or using the Services, the User agrees to be bound by the DPA. The current version of the DPA is available at https://checkinpax.com/data-processing-agreement/

11. Partial Invalidity

If any clause of these Terms is found to be invalid, the remaining clauses shall remain in effect.

12. User Consent for Communication

By creating an account and using our Services, Users consent to receive account-related communications from Check-in Pax, including service updates and transactional emails triggered by their use of the platform.

Check-in Pax does not initiate communications to guests unless explicitly directed by the User through the platform’s features.

13. Use of Logos

Users grant Check-in Pax the right to use their event logo and/or customer logo on Check-in Pax’s website and marketing materials unless explicitly communicated otherwise by the User. No event details will be shared or disclosed by Check-in Pax. Users may provide written notice to Check-in Pax if they do not wish for their logos to be used in this manner.

14. Indemnification Clause

Users agree to indemnify and hold harmless Check-in Pax from any claims, damages, or liabilities arising from their use of the Services or violation of these Terms.

15. Account Suspension

Check-in Pax reserves the right to suspend a User’s account temporarily in the event of suspected fraudulent activity or security breaches. Users will be notified of the suspension and may appeal the decision by contacting Check-in Pax.

16. Governing Law and Jurisdiction

These Terms are governed by Hong Kong law. Disputes shall be submitted to the exclusive jurisdiction of the courts of Hong Kong. In the event of a dispute, the Parties agree to first attempt to resolve the matter through mediation before resorting to litigation.

17. Acknowledgment of Understanding

By using the Services, the User acknowledges that they have read, understood, and agree to these Terms and Conditions.

Contact Us
For questions regarding these Terms, please contact us at questions@checkinpax.com.