Terms of Service

By accessing or using Zyvora (the "Platform"), subscribing to any plan, or permitting your employees or staff to access the Platform, you ("Subscriber" or "you") agree to be bound by these Terms of Service ("Terms") on behalf of yourself and your business.

If you do not agree to these Terms, you may not use the Platform. These Terms constitute a legally binding agreement between you and ShadowPing LLC ("ShadowPing", "we", "us", or "our").

Zyvora is a multi-tenant SaaS platform providing business management tools for salons, spas, med spas, and related beauty and wellness businesses. The Platform includes features for appointment scheduling, point of sale, payment processing, staff management, payroll, inventory, marketing, loyalty programs, reporting, clinical documentation, and more.

Features available to you depend on your subscription plan and any activated à la carte add-ons. Core features are included in every active subscription. Additional features may be purchased separately.

You must provide accurate, current, and complete information during registration. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

You agree to notify us immediately of any unauthorized use of your account. ShadowPing is not liable for any loss or damage arising from your failure to protect your account credentials.

You are responsible for managing user access within your account, including the permissions and roles assigned to your staff members.

Zyvora is offered on a subscription basis, billed monthly per active location. The base plan includes a set number of bookable providers per location. Additional providers are billed at an overage rate per provider per month.

À la carte add-on modules are available for purchase and are billed per location per month that they are active. Add-ons may be activated or deactivated at any time. Activations are prorated; deactivations take effect at the end of the current billing cycle with no refund for the current period.

Pricing details, including the base plan rate, per-provider overage rate, and add-on module prices, are available on the Zyvora website and within the Platform. ShadowPing reserves the right to modify pricing with reasonable notice.

New subscribers may be offered a free trial period (typically 14 days). During the trial, you have access to core features and any add-ons enabled during onboarding. No payment method is required during the trial period unless you choose to activate paid features.

At the end of the trial period, your subscription will automatically convert to a paid plan if a payment method is on file. If no payment method is provided before the trial ends, your account will be suspended.

Subscriptions are billed on your anniversary date — the day your paid subscription became active. Payment is due upon invoice generation.

If payment fails, we will retry your payment method at day 3, day 7, and day 14 after the initial failure. You will receive email notifications at each failed attempt. If all retry attempts fail, your account will be suspended and placed in read-only mode. Full feature access is restored immediately upon successful payment.

Payments are processed through our secure payment processor. ShadowPing does not store your raw payment card data.

You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period. No refunds are issued for the remaining days of an active billing period.

After cancellation, your account data remains accessible in read-only mode for 90 days to allow for data export. After 90 days, your data is archived to cold storage. You may reactivate your subscription within the 90-day window to restore full access immediately.

ShadowPing does not permanently delete your data immediately upon cancellation. Long-term data retention policies are subject to our Privacy Policy.

You agree to use the Platform only for lawful purposes and in accordance with these Terms. You agree not to:

• Reverse engineer, decompile, or attempt to derive source code from the Platform
• Access the Platform in a way that could harm, disable, or impair our infrastructure
• Transmit unlawful, harassing, defamatory, or objectionable content
• Attempt unauthorized access to any part of the Platform or connected systems
• Resell or sublicense the Platform without prior written consent
• Use AI-powered features to discriminate against customers based on protected characteristics
• Use any camera or security integration in a manner that violates applicable employment, surveillance, or privacy laws

You retain ownership of all data you enter into the Platform, including your business data and your customers' data (collectively, "Subscriber Data"). ShadowPing processes Subscriber Data solely to provide and improve the Platform services.

You are responsible for ensuring that your collection and use of customer data through the Platform complies with applicable privacy laws, including obtaining any required consents from your customers. You represent and warrant that you have all necessary rights to provide Subscriber Data to ShadowPing.

ShadowPing implements industry-standard security measures to protect Subscriber Data. Please review our Privacy Policy for details on how we handle your data.

Zyvora integrates with third-party payment processors (including Square, Stripe, PayPal, Global Payments, TSYS, and Chase) to process transactions for your customers. When you use payment processing features, you are also subject to the terms and conditions of your chosen payment processor.

ShadowPing is not a payment processor and is not responsible for the actions or omissions of your payment processor. Processor credentials are stored securely and never in plain text.

If you use Zyvora's clinical documentation features (SOAP notes, HIPAA-flagged intake forms, and related clinical tools), you acknowledge that you may be handling Protected Health Information ("PHI") as defined under the Health Insurance Portability and Accountability Act ("HIPAA").

By enabling clinical features, you agree to execute a Business Associate Agreement ("BAA") with ShadowPing. Clinical data is stored with enhanced access controls and audit logging. You are responsible for ensuring your use of clinical features complies with HIPAA and any other applicable healthcare privacy laws.

The Platform includes AI-powered features such as smart scheduling, demand forecasting, an AI receptionist, a conversational assistant, dynamic pricing, and staff coaching. These features are designed to assist you in running your business but do not replace your professional judgment.

AI-generated outputs — including scheduling recommendations, risk scores, and coaching notes — are provided for informational and operational purposes. You are responsible for reviewing and acting on AI recommendations in a manner appropriate for your business. ShadowPing is not liable for business outcomes resulting from reliance on AI-generated content.

Zyvora, its software, user interface, logos, trademarks, and all underlying technology are owned by ShadowPing LLC and are protected by applicable intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to access and use the Platform solely for your business operations during an active subscription.

Nothing in these Terms grants you any rights in the Platform beyond what is expressly stated here. You may not copy, modify, distribute, sell, or lease any part of the Platform.

The Platform integrates with a variety of third-party services and hardware to extend its functionality. When you connect or activate an integration, you authorize ShadowPing to act on your behalf in transmitting the data necessary for that integration to function. The following categories of integrations may be available:

Business Software: Google, Meta (Facebook/Instagram), QuickBooks, Xero, Mailchimp, and similar productivity and marketing tools.

Camera & Security Systems: Solink, Verkada, Eagle Eye, Spot AI, and similar video surveillance integrations. Each salon connects its own Solink (or equivalent) account to the Platform — Zyvora connects to your account on your behalf and does not operate a shared or pooled camera account on your behalf. Enabling these integrations may result in video and audio recordings of your business premises, including end customers. You are solely responsible for complying with all applicable recording, wiretapping, and surveillance laws in your jurisdiction. When you disconnect a camera integration or terminate your account, any API credentials for that integration stored in ShadowPing's systems will be permanently deleted.

Reputation & Marketing: Birdeye, Podium, TikTok Business, and similar platforms. Customer contact information and review-related data may be transmitted to these providers per your configuration.

Payroll: Gusto, ADP, Paychex, and similar providers. Staff personal information including names, compensation, hours, and tax data is transmitted to the payroll provider to process payroll on your behalf.

Procurement & Inventory: SalonInteractive, Shopify, and similar supplier or e-commerce integrations.

Hardware SDKs: Star Micronics (receipt printers), Zebra (barcode scanners), Stripe Terminal, and Square Terminal. These SDKs process hardware interactions locally and transmit data to the relevant provider.

Your use of any third-party integration is subject to that third party's own terms of service and privacy policy. ShadowPing is not responsible for third-party services, their availability, or their handling of your data.

If you enable any camera, security, or audio/video surveillance integration through the Platform, you are solely responsible for complying with all applicable federal, state, and local laws governing recording, surveillance, and wiretapping in your jurisdiction.

Many jurisdictions require conspicuous notice to individuals that they may be recorded on the premises. You agree to:

You agree to:

• Post clearly visible signage at all entrances and relevant areas of your premises notifying customers, staff, and visitors that audio and/or video recording may occur
• Obtain any consents required by applicable law before recording conversations or capturing audio
• Comply with all employer-employee recording notification requirements for staff
• Maintain records of your compliance efforts as required by law

Recording consent requirements vary significantly by state and country. As of the effective date of these Terms, states including California, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, Pennsylvania, Washington, and others require the consent of all parties to a conversation before it may be recorded ("all-party" or "two-party" consent states). You are responsible for knowing and complying with the recording laws applicable to your specific location and the locations of any individuals being recorded. ShadowPing does not provide legal advice on recording requirements.

ShadowPing is not liable for your failure to comply with applicable recording laws. You agree to indemnify ShadowPing from any claims, fines, or penalties arising from your failure to post required notices or obtain required consents in connection with any camera or surveillance integration.

Zyvora operates a public-facing Marketplace directory that lists salons and businesses using the Platform. By subscribing to Zyvora, your business may appear in the Marketplace with basic listing information including your business name, location, services offered, and booking availability.

You may opt out of Marketplace listing at any time through your account settings. Opting out removes your business from the public directory but does not affect your use of the Platform or your customers' ability to book through your direct booking link.

ShadowPing owns the Marketplace platform and directory. You grant ShadowPing a limited license to display your business information in the Marketplace for the purpose of facilitating customer discovery while you maintain an active subscription.

The Platform includes features that allow you to run sweepstakes, contests, and promotional campaigns (including through integrations such as TikTok Business). If you use these features, you are solely responsible for ensuring that your sweepstakes or promotional campaign complies with all applicable laws, including but not limited to:

Sweepstakes and contest laws (including "no purchase necessary" requirements, official rules, prize disclosures, and registration requirements in states such as New York and Florida)

Applicable state and federal lottery laws

Platform-specific rules of any social media platform through which the promotion is conducted

ShadowPing provides these features as technical tools only and is not responsible for your legal compliance in connection with any promotion you run. You agree to indemnify ShadowPing from any claims, fines, or penalties arising from your failure to comply with sweepstakes or promotional laws.

We strive to maintain high Platform availability but do not guarantee uninterrupted service. We may perform scheduled maintenance, which we will announce in advance where practical. ShadowPing is not liable for downtime caused by circumstances beyond our reasonable control, including force majeure events, third-party service failures, or infrastructure outages.

The Platform is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. ShadowPing does not warrant that the Platform will be error-free, that defects will be corrected, or that the Platform is free of viruses or other harmful components.

To the maximum extent permitted by applicable law, ShadowPing LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Platform, including but not limited to lost profits, lost data, or business interruption.

In no event shall ShadowPing's total liability to you for all claims arising from or related to these Terms or your use of the Platform exceed the total amount you paid to ShadowPing in the 12 months immediately preceding the event giving rise to the claim.

You agree to indemnify, defend, and hold harmless ShadowPing LLC, its officers, directors, employees, and agents from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising out of or relating to your use of the Platform, your violation of these Terms, or your violation of any rights of a third party.

ShadowPing reserves the right to modify the Platform, add or remove features, or change pricing at any time. We will provide reasonable advance notice of material changes.

We may update these Terms from time to time. We will notify you of material changes via email or within the Platform. Your continued use of the Platform after the effective date of any changes constitutes acceptance of the updated Terms.

These Terms are governed by the laws of the State of Ohio, USA, without regard to its conflict of law provisions. Any disputes arising from or related to these Terms shall be resolved through binding arbitration in Ohio, except that either party may seek injunctive or other equitable relief in a court of competent jurisdiction.

ShadowPing LLC (Ohio, USA) — support@zyvora.app