Terms And Conditions

1. General

- Agreement Signification: With each visit to the Site, you signify your explicit agreement to these Terms.
- Temporal Consistency: These Terms were last modified on October 17, 2026.
- Corporate Definition: TentTrace Ltd and its suppliers own the TentTrace® trade name, brand, logo, distinctive guise, custom typography, images, and websites. Hereafter, TentTrace® means TentTrace Ltd.
- Material & Services Definition: TentTrace® Material is defined as any intellectual property, pictures, custom graphic icons, slogans, site layout design, unique onboarding wording, documents, web pages, software, products, web links, email, information, or any other materials provided by or previously provided by TentTrace® or the Site, including any portion thereof. TentTrace® Services is defined as any TentTrace® service, tracking registration, gate check-in, or hardware deployment.
- Authority Limitation: If you do not wish to be bound by these Terms, you are not granted authority to use or access the Site, TentTrace® Material, or TentTrace® Services.

2. Use of TentTrace® Material and TentTrace® Services

- Lawful Compliance: You agree not to use any TentTrace® Material and TentTrace® Services for any purpose which is against any law in your jurisdiction or for any purpose which would not give full effect to the Terms even if that purpose is otherwise allowed under the Terms.
- Licence Provision: You are granted a Licence when you register an account, buy a physical tracking tag, or pay for access to an event infrastructure system managed by TentTrace®. Any paid Licence granted is subject to the Terms and entitles you to:
  - - Use the digital platform and associated Member Perks at the specific event for which the service was purchased.
    - Re-scan, reactivate, and reuse weather-resistant physical tags across multiple participating event perimeters via your account portal.
- Cancellation & Access Termination: TentTrace® retains the absolute right to cancel any sale, profile activation, or Site access at any time, in which case you will only be charged for the time the sale, activation, or Site access was in effect.
- Evaluation Rights: Subject to these Terms, if you are evaluating the Site strictly as a potential festival partner, venue organiser, or customer, you are granted a licence to evaluate the Site for that purpose only.

3. System Architecture & User Enrolment Requirements

- Validation Infrastructure: To participate in the platform and qualify for event incentives, you must possess a compatible smartphone interface or have direct access to a printed instance of your unique account QR code token at the venue gates. This physical or digital asset is fundamentally required to successfully link your user profile configuration to your physical TentTrace® hardware tag during gate check-in workflows.
- Privacy & Location Boundaries: The TentTrace® hardware system does not monitor, broadcast, or track live, continuous geographic coordinates or user locations within the event perimeter. The system strictly tracks the structural asset (the tent framework) and explicitly avoids tracking individual persons.
- Scanning Checkpoints: Detection events occur solely when the weather-resistant tag moves through designated digital boundary scanners, including event entry portals, exit gates, and certified waste-management collection stations.
- Data Security Encryption: The tag contains no readable personal identifiable information (PII). It stores only an encrypted unique database identifier that securely references your system user profile inside our encrypted, firewalled network infrastructure when verified by event staff.

4. Financial Terms, Pricing Structure, & Tiered Fees

Financial fee models are custom-calculated on an individual event basis and remain fixed once published for that specific venue. Pricing matrices are systematically determined using objective historical campsite waste metrics, venue footprint scaling, structural volumes of historical campsite debris, and direct recycling logistics overheads.

Fee Component	Initial Pricing Tier	Legal Refundability Status
TentTrace Activation Fee	Starting at £4.99 per event	Strictly non-refundable. Activates digital identity framework and links member perks.
Clean-Up Deposit	Starting at £20.00 per event	Conditionally refundable. Disbursed post-event following a successful verified digital scan-out.

5. Zero-Tolerance Conditional Retention & Deposit Forfeiture Protocol

The Clean-Up Deposit serves as a strict, non-negotiable financial guarantee against tent abandonment and non-compliance with festival sustainability frameworks. TentTrace® reserves the absolute, unilateral right to permanently retain this deposit to liquidate immediate operational costs for regional recovery, haulage, advanced material sorting, and recycling operations based on the following framework:

- Tag & Tent Verification Requirement: To qualify for a refund, the registered tent must be brought to a designated checkout gate with its matching, intact TentTrace® tag attached, and successfully pass a digital checkout scan.
- Intentional Damage & Vandalism Policy: Even if the tent and tag are present, the deposit will be permanently withheld if TentTrace® staff or system inspection suspects, determines, or finds evidence that the tent has been purposefully, maliciously, or negligently damaged, cut, burnt, or vandalised.
- Missing Major Components: The tent must be presented as a complete unit. If major structural components—including but not limited to the structural poles, the main fabric outer shell, or the inner lining—are missing, the deposit will be withheld in full to cover the specialized logistics of handling incomplete waste.
- Tag Tampering & Illegitimate Transfer: Any evidence of tearing, slicing, altering, transferring the tag to an unregistered or completely different tent structure, or mechanically tampering with the integrity of the TentTrace® hardware will result in immediate, non-refundable forfeiture.

Important Legal Notice: By entering the event site, you explicitly agree that TentTrace® onsite personnel hold the absolute, final, and legally binding authority to assess the physical condition of the tent upon checkout. Their assessment, alongside the digital log generated by the TentTrace® gate scanners, serves as the final determination of deposit eligibility.

6. Platform Limitations & Corporate Indemnification

- As-Is Provision: TentTrace® provides its digital tracking infrastructure on an “as-is” and “as-available” operational framework. We explicitly disclaim any underlying legal liability or corporate responsibility for structural property loss, campsite theft, incidental gear damage caused by environmental factors, weather disasters, or any unexpected issues stemming from external festival cancellations or changes.
- Operational Discretion: TentTrace® retains the right to make changes to its platform, fee matrices, validation points, or affiliate programs as it sees fit.

7. Intellectual Property & Anti-Scraping Restrictions

- Proprietary Ownership: All copyright, trade marks, distinguishing guise, trade dress, text layout arrangements, system explanations, and other intellectual property rights (registered and unregistered) of TentTrace® Material belong to TentTrace® and its suppliers. TentTrace® reserves all of its rights in the TentTrace® Material.
- System Restrictions: To the maximum extent allowable under applicable law, except as explicitly identified in these terms, you agree not to publish, re-publish, lend, licence, give away, look at the software source code, modify the software source code, post to an Internet web site, or use in an automated system any TentTrace® Material.
- Anti-Scraping Protection: You are explicitly forbidden from utilizing automated scripts, bots, spiders, or manual extraction techniques to mine, scrape, or index pictures, unique site phrasing, layouts, or data tables from the Site. You may not utilize TentTrace® Material in any way for the creation of an automated system, website, or competing system, nor will you allow or assist a third party to do so.
- Usage Rights: The rights granted under these Terms are granted to you only and are non-exclusive, non-transferable, and revocable. If you are an organisation, a purchase allows one individual within your organisation to exercise the rights granted by these Terms.
- Prohibition Rights: TentTrace® retains the right to prohibit organisations, groups, or individuals, or yourself from using its websites, TentTrace® Material, or TentTrace® Services at its absolute discretion.

8. Assignment

- Non-Transferability: This agreement and the rights or licences issued hereunder cannot be assigned, transferred, or sub-licensed by the user to any third party.

9. Governing Law & Jurisdiction

- Exclusive Jurisdiction: These comprehensive terms, digital property protections, and systemic event transactions are executed under and strictly governed by the statutory laws of England and Wales. Any formal legal disputes or claims arising out of this agreement will be settled exclusively within the courts of England and Wales.

Terms And Conditions

The Ultimate Standard in Festival and Event Tent Tracking.

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