Terms and Conditions of Service

These Terms and Conditions (“Terms”) govern access to and use of the Samna platform (“Service”), operated by Samna AS, org. no. 928 938 875, Oslo, Norway (“Samna”, “we”, “us”, or “our”).

By registering an organisation, creating an account, or using the Service in any way, you (“Customer”, “Organisation”, or “User”) agree to be bound by these Terms.

If you are accepting these Terms on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms.

1. Definitions

"Service" means the Bookable platform, including all APIs, web interfaces, documentation, and associated features made available by Samna at samna.io and via developer.samna.io.

"Organisation" means a tenant registered in the Service, representing a company, institution, or other legal entity.

"Location" means a physical site registered within an Organisation.

"Bookable" means a single reservable resource (such as a meeting room, vehicle, piece of equipment, parking space, or charging unit) registered at a Location.

"Booking" means a reservation made by a User against a Bookable for a defined time slot.

"Administrator" means a User granted administrative access within an Organisation.

"End User" means any individual who makes or manages Bookings through the Service.

"API" means the Bookable REST API and associated SDKs and integration tools.

2. The Service

Samna is a platform for signage, booking, managing, and monetising physical resources. It provides signage engine, resource management, a booking engine, payment handling, access control, activity logging, and AI-assisted automation in a single solution with an open API.

The Service is offered to Organisations on a software-as-a-service basis. Organisations may configure the Service to reflect their own brand, locations, resources, policies, and pricing.

3. Account Registration and Access

3.1 Organisation Registration

To use the Service, an Organisation must be registered through the API or administrative interface. The Organisation is the top-level entity and is responsible for all activity that occurs under its account.

3.2 User Accounts

Individual Users are created within an Organisation. Administrators are responsible for managing User access, including assigning and revoking roles and permissions through the access control and claims system.

3.3 Credentials

You are responsible for maintaining the confidentiality of your API keys, tokens, and credentials. You must not share credentials or allow unauthorised access to your account. You must notify Samna immediately at support@samna.io if you suspect unauthorised access.

4. Acceptable Use

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

Use the Service in any way that violates applicable local, national, or international law or regulation.
Attempt to gain unauthorised access to any part of the Service, its infrastructure, or any third-party systems connected to it.
Use automated means to access or scrape the Service in a manner that exceeds reasonable usage or disrupts the Service for other users.
Introduce malicious code, viruses, or any material that is harmful or disruptive.
Use the Action scripting system to perform operations beyond the intended scope of booking automation.
Misrepresent your identity or impersonate another organisation or person.

5. Bookings and Scheduling

The Service manages availability based on schedules and time slots defined by the Organisation. Samna does not guarantee the availability of any specific Bookable resource. Scheduling conflicts, cancellations, and no-shows are managed according to each Organisation's own configuration and policies.

Check-in tracking and access control integrations are provided as tools for Organisations. Samna is not responsible for physical access failures attributable to third-party hardware or network conditions.

6. Payment Processing

6.1 Payment Providers

The Service supports payment processing through Stripe and Adyen. Payment capability credentials are stored by the Organisation Administrator and used to process transactions on behalf of the Organisation. Samna does not store or have access to your payment provider secret keys beyond the secure capability store.

6.2 Payment Responsibility

The Organisation is solely responsible for configuring payment amounts, currencies, and refund policies. Samna is not a party to transactions between Organisations and their End Users. Disputes regarding payment amounts, refunds, or failed transactions must be resolved between the Organisation and its End Users, with assistance from the relevant payment provider (Stripe or Adyen) as applicable.

6.3 Refunds

Refund functionality is available via the Action scripting system. The execution of refunds is entirely at the Organisation's discretion. Samna accepts no liability for refunds not processed by the Organisation.

7. AI Features

The Service includes AI-assisted features for generating Action scripts and producing calendar planning proposals. These features use large language models to translate natural language instructions into automation code and scheduling suggestions.

AI-generated content is provided as a starting point for review and must be verified by an Administrator before deployment. Samna does not guarantee the accuracy, completeness, or fitness for purpose of AI-generated outputs. The Organisation assumes full responsibility for any Action scripts or calendar plans deployed based on AI-generated suggestions.

AI operations may be processed by third-party model providers. No personally identifiable information about End Users should be included in AI generation prompts unless required and appropriately consented to.

8. API Usage and Integration

Access to the Bookable API is granted subject to these Terms. Organisations and their developers may use the API to integrate the Service with their own systems, subject to the following conditions:
API keys must be kept confidential and not exposed in client-side code.
Usage must not exceed rate limits or otherwise degrade the Service for other customers.
Webhooks and Server-Sent Events (SSE) integrations must be implemented securely, with payload verification where available.
The Sync API and SDM integrations must be used in accordance with the documentation at developer.samna.io.
Samna reserves the right to modify, deprecate, or restrict API features with reasonable notice. Breaking changes will be communicated with a minimum of 30 days' notice where operationally possible.

9. Data and Privacy

9.1 Data Processing

Samna processes personal data on behalf of Organisations as a data processor within the meaning of the General Data Protection Regulation (GDPR) (EU) 2016/679 and applicable

Norwegian data protection legislation. Each Organisation acts as a data controller for personal data it collects and manages through the Service.

9.2 Data You Provide

Organisations are responsible for ensuring they have a lawful basis for processing End User personal data within the Service, including user profiles, booking history, check-in records, feedback, and access logs.

9.3 Activity and Audit Logs

The Service maintains activity logs and audit trails for operational and security purposes. These records may include user identifiers, timestamps, IP addresses, and resource identifiers.

9.4 Data Retention and Deletion

Organisations may export and delete their data in accordance with the API capabilities described in the documentation. Upon termination of an Organisation's account, data will be retained for a period of 30 days before permanent deletion, unless a shorter period is required by law.

9.5 Sub-processors

Samna may engage third-party sub-processors to operate parts of the Service infrastructure (including cloud hosting providers, payment processors, and AI model providers). A current list of sub-processors is available on request.

10. Intellectual Property

All intellectual property rights in the Service, including the platform, APIs, documentation, and trademarks, are owned by or licensed to Samna. Nothing in these Terms transfers ownership of any intellectual property to you.

You retain ownership of all data and content you submit to the Service. By using the Service, you grant Samna a limited, non-exclusive licence to process and store that data solely for the purpose of providing the Service.

11. Service Availability and Support

Samna aims to provide a reliable and available Service but does not guarantee uninterrupted access. The Service may be subject to scheduled and unscheduled maintenance. Samna will endeavour to provide advance notice of planned downtime.

Support is provided via the channels listed at samna.io. Response times and service levels may vary by Organisation tier and are not guaranteed unless covered by a separate service level agreement.

12. Limitation of Liability

To the maximum extent permitted by applicable law, Samna shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or goodwill, arising out of or in connection with your use of the Service, even if Samna has been advised of the possibility of such damages.

Samna's total aggregate liability to you for any claims arising out of or relating to these Terms or the Service shall not exceed the fees paid by you to Samna in the three (3) months preceding the event giving rise to the claim, or NOK 10,000, whichever is greater.

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited under applicable law.

13. Indemnification

You agree to indemnify, defend, and hold harmless Samna and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in any way connected with your use of the Service, your violation of these Terms, your violation of applicable law, or your infringement of any third-party rights.

14. Modifications to the Service and Terms

Samna reserves the right to modify or discontinue the Service or any feature at any time. We will provide reasonable notice of material changes through the developer documentation or email notification.

We may update these Terms from time to time. The updated Terms will be posted at samna.io/terms with a revised effective date. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.

15. Termination

Either party may terminate an Organisation's access to the Service at any time. Samna may suspend or terminate access immediately if we reasonably believe you are in material breach of these Terms, applicable law, or if continued access poses a security or operational risk.

Upon termination, your right to access the Service ceases. You remain responsible for all outstanding payment obligations. Data deletion will follow the process described in Section 9.4.

16. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of Norway, without regard to its conflict of law provisions.

Any dispute arising out of or in connection with these Terms shall first be subject to good-faith negotiation between the parties. If the dispute cannot be resolved through negotiation within 30 days, it shall be submitted to the exclusive jurisdiction of the Oslo District Court (Oslo tingrett).

17. General

Entire Agreement. These Terms constitute the entire agreement between you and Samna with respect to the Service and supersede all prior agreements, representations, and understandings.

Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

Waiver. Failure to enforce any provision of these Terms shall not constitute a waiver of that provision.

Assignment. You may not assign your rights or obligations under these Terms without Samna's prior written consent. Samna may assign these Terms freely.

Language. These Terms are written in English. In the event of any conflict between the English version and any translation, the English version prevails.