Terms of service

The agreement

These terms are between GROUPSPACE LLC, an Ohio limited liability company (Ohio Secretary of State filing 202432303380, filed 18 November 2024), whose address for service of process is c/o ZenBusiness Inc., 100 E Broad St Ste 1350, Columbus, OH 43215, United States (“GROUPSPACE”, “we”), and you. They apply whenever you use the GROUPSPACE website, application, API or game integration.

If you are using GROUPSPACE on behalf of a group, community or company, you confirm you are allowed to accept these terms for it. In that case “you” means both you and that organisation, and both are bound.

Three other documents form part of this agreement. The acceptable use policy is incorporated by reference and breaking it is breaking these terms. The data processing addendum governs personal data we process on your behalf and takes precedence over these terms on that subject. The privacy policy describes what we do with data as a controller in our own right; it is a disclosure, not a contract term.

Accounts and access

Access is invited, not requested

There is no open sign-up. Accounts and workspaces are created by GROUPSPACE staff for people and communities we have invited. An invitation is not transferable and does not create an entitlement to continued access.

We may decline to issue an invitation, and we may withdraw one, without giving a reason. Where an account is already active, the suspension and termination section below applies instead.

Your responsibilities

• Give accurate registration details and keep them current.
• Keep your credentials and any API or server keys to yourself. Anything done with your credentials is treated as done by you until you tell us otherwise.
• Tell us at security@groupspace.xyz as soon as you suspect a key has leaked or an account has been taken over.
• Do not share one account between several people. Workspaces support multiple members precisely so you do not have to.

Age

You must be at least 13 to hold a GROUPSPACE account. Signing in with Roblox requires it in any case — Roblox does not permit accounts under 13 to authorise third-party applications. Where local law sets a higher minimum age for consent to online services, that higher age applies to you.

This is a floor on holding an account. It is not a claim that no data about under-13s passes through GROUPSPACE — it does, from games, and the privacy policy deals with that directly.

Workspaces and member data

A workspace is the container for a community: its organisations, positions, rules, records, ledger, operations and integrations. Every workspace has an owner.

What the owner is responsible for

The owner decides what goes into the workspace and who can see it. That makes the owner — not GROUPSPACE — the party accountable for the member data inside it.

• Lawful basis. You need a lawful reason to collect and keep information about your members. Running a roleplay police force does not by itself make you a police force.
• Telling people. Your members should know that records are filed about them, that sessions and presence are logged when the game integration is running, and — if you enable it — that chat is retained.
• Permissions. You configure who can read what. GROUPSPACE enforces the permission model you set; it cannot tell you that you have handed the wrong person the wrong key.
• Requests from members. When one of your members asks to see or delete what you hold about them, that request is yours to answer. We will help, and the DPA sets out how.

Ownership of workspace content

As between you and us, the content you and your members put into a workspace stays yours. You grant GROUPSPACE the licence needed to host it, back it up, transmit it, display it to the people you have authorised, and otherwise operate the service for you. That licence exists to run the product and ends when the content is deleted.

We do not sell workspace content, we do not use it to train AI or language models, and we do not share it with other workspaces.

Transferring a workspace

Ownership can be transferred to another member. The outgoing owner remains responsible for what happened while they held it. Where a workspace has a signed data processing addendum, the incoming owner must accept it before the transfer completes.

Acceptable use

The acceptable use policy forms part of these terms. It sets out prohibited conduct and content, the platform-derived rules we inherit from Roblox and Discord, the limits on how staff tooling may be used against your own members, and the rules for security testing.

You are responsible for your own use and for your members’ use of your workspace. If a member of your workspace breaks the policy, we will normally raise it with you before we act against the workspace — but we are not obliged to when the breach is serious.

Linked platforms

GROUPSPACE connects to Roblox, Discord and other platforms. Those connections are governed by the platforms’ own terms as well as ours, and we do not control them.

• A platform can change, restrict or withdraw an API at any time. If that breaks a GROUPSPACE feature, we will say so; it is not a breach of these terms by us.
• You must not use GROUPSPACE to do something a platform forbids. Where the two sets of rules disagree, follow the stricter one.
• Revoking our access to a linked account is always available to you. When you do, the data we obtained through that connection is expunged.
• GROUPSPACE does not automate Robux payouts and will not ask for a Roblox session cookie. Payout runs produce a calculated settlement instruction that a human executes on the platform.

Plans, billing and cancellation

Plans

Paid plans are billed per workspace, in advance, on a recurring basis. The plan you choose sets your feature entitlements and limits. Payment is taken by our payment processor; we do not store your card details.

Renewal and cancellation

Refunds

Fees already paid are not refundable except where the law requires it or where we have agreed otherwise in writing. If we terminate your account for a reason that is not your breach, we refund the unused part of the period.

Taxes

Prices are exclusive of applicable sales tax or VAT unless stated. You are responsible for any taxes on your use of the service other than taxes on our income.

Availability

There is no uptime commitment while GROUPSPACE is in early access. No service level agreement, no credits, no guaranteed response time. We run the service carefully and we monitor it, but we are not promising a number and you should not plan as if we had.

We may change, suspend or withdraw features. Where a change removes something you rely on we will give notice where we reasonably can, and we will not remove your ability to export your data without notice.

Maintenance may cause downtime. Third-party outages — platform APIs, hosting, payment processing — will cause downtime we cannot prevent.

When early access ends we intend to publish a service level commitment. Until that document exists, this section is the whole of what we promise about availability.

Suspension and termination

By you

You can stop using GROUPSPACE at any time. Delete your account from the application, or ask us to. A workspace owner can delete a workspace, which begins the exit process described below.

By us

We may suspend or terminate an account or a workspace where:

• the acceptable use policy has been broken;
• fees are unpaid after the dunning process has run its course;
• continued operation would break the law, a court order, or a platform’s terms we depend on;
• there is a credible security or safety risk to other users, to children, or to the service.

Except where the risk is immediate, we will tell you what the problem is and give you a chance to fix it before we suspend. Suspension is preferred to termination; termination is preferred to deletion. We will not delete data as a punishment.

We may also stop offering the service entirely. If we do, we will give at least [wind-down notice period] notice, keep exports working through that window, and refund the unused part of any prepaid period.

Export and deletion on exit

Getting your data out is not a premium feature and it does not stop working because you cancelled.

Chat history is the exception in both directions: it deletes itself on the workspace retention setting, capped at 30 days, whatever else is happening to the account. An erasure request purges it immediately.

Intellectual property

GROUPSPACE — the software, the design system, the documentation, the name and the marks — belongs to us and our licensors. Nothing in these terms transfers any of it to you. You get a non-exclusive, non-transferable right to use the service while your account is in good standing, and nothing more.

• Do not copy, decompile or reverse engineer the service except where the law says you may despite this clause.
• Do not remove or obscure our notices or branding from the parts of the product that carry them.
• Do not use our name or marks to suggest that we endorse you.

Your content stays yours. Workspace content, the configuration you build, and anything you write into GROUPSPACE remain your property, subject to the operating licence described above.

Feedback. If you send us a suggestion, we may use it without owing you anything. Do not send us anything confidential as feedback.

Aggregated statistics. We may produce aggregated, de-identified figures about how the service is used — request volumes, feature adoption, error rates — and use them to run and improve the product. Those figures contain no user or workspace identifiers and are never derived by selling or sharing your content.

Disclaimers

The service is provided as it is. To the extent the law allows, we exclude all implied warranties — merchantability, fitness for a particular purpose, non-infringement — and we do not warrant that the service will be uninterrupted, error-free, or that it will meet your requirements.

Some specific things we are not promising, because they are the ones people assume:

• We are not a compliance product. Using GROUPSPACE does not make your community compliant with data protection law, child safety law, or anything else. It is a tool; the obligations stay with you.
• We do not give legal advice. Nothing in the product or these documents is legal advice.
• The records and moderation features are records of what your staff did. They are not findings of fact and they carry no legal weight outside your community.
• Game data is best-effort. Sessions, presence, clock-ins and chat come from a game server over the network. Events can be lost, delayed or duplicated, and the platform hooks we depend on are limited and in places deprecated. Do not treat this data as an authoritative record where accuracy matters.
• Payout calculations are calculations. You approve and settle them. We do not move money or Robux.

Where the law gives you rights that cannot be excluded — consumer rights in particular — this section does not take them away.

Limitation of liability

Neither party limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Subject to that: we are not liable for loss of profit, loss of revenue, loss of goodwill, loss of anticipated savings, business interruption, or for any indirect or consequential loss, however it arises.

Our total liability arising out of or in connection with this agreement, in any twelve month period, is capped at the greater of the fees you paid us in the twelve months before the claim arose and [minimum liability cap].

If you are on a free plan, you have paid us nothing, and the cap is [free-plan liability cap]. That is not an oversight — it is the trade for a service that costs nothing.

You are responsible for what your community does with the tools. If a claim is brought against us because of how you used GROUPSPACE, the content you put into it, or your breach of the acceptable use policy, you will cover our reasonable costs in dealing with it.

Changes to these terms

We will change these terms. The product is early and the legal landscape around children’s data and platform integrations is moving.

• Material changes — anything that reduces your rights, increases your obligations, or changes how we handle personal data — get at least 30 days’ notice by email to workspace owners and a notice in the application before they take effect.
• Everything else — clarifications, typos, new features described in the same way — takes effect when published, and the date at the top changes.
• If you do not accept a change, stop using the service before it takes effect and cancel. Export your data first; it stays available through the notice period.

We will keep previous versions available so you can see what changed.

Governing law and notices

Law and venue

This agreement is governed by the law of the State of Ohio, United States, without regard to its conflict-of-laws rules. The state and federal courts located in the State of Ohio have exclusive jurisdiction over any dispute, except that either party may seek an injunction wherever it needs one. If you are a consumer, this does not deprive you of the protection of the mandatory law of the country you live in.

Notices

Notices to us go to legal@groupspace.xyz and, where a written address is required, to GROUPSPACE LLC, c/o ZenBusiness Inc., 100 E Broad St Ste 1350, Columbus, OH 43215, United States. Notices to you go to the email address on your account and to the workspace owner where a workspace is affected.

The usual clauses

• Entire agreement. These terms, the acceptable use policy and — where signed — the DPA are the whole agreement between us on this subject.
• Severability. If a clause is unenforceable, the rest stands.
• No waiver. Not enforcing something once does not mean we have given it up.
• Assignment. You may not assign this agreement without our consent. We may assign it to a successor of the business, on notice to you.
• No partnership. Nothing here makes either of us the other’s agent, partner or employee.
• Force majeure. Neither party is liable for a failure caused by something genuinely outside its control.