1.Terms, approval and electronic acceptance

1.1These Terms of Service (Terms) govern a standard pilot between OneHolo, Inc. (OneHolo) and the organization identified in the checkout or pilot-enrollment Order (Organization, or you). An authorized representative accepts this version by actively selecting its linked checkbox and submitting the identified Order. The contract (Agreement) is formed when OneHolo issues electronic acceptance of the approved Order; no DocuSign envelope or separate countersignature is required for this standard route. Merely submitting a pilot request does not confirm eligibility, availability, dates or activation. OneHolo must approve the exact scope and period, and any material change to the proposed Order requires Organization's renewed acceptance.

1.2The pilot supports access to approved conference or association information; expected benefits are not guarantees. Order means the completed versioned summary of the organization, event or association, actual start and end dates, contacts, approved functions, allowance and any separately authorized extras. Deployment Details means the supplied processing and technical description, including permissions, data, providers, countries, retention and support. These Terms, the accepted Order, completed Deployment Details, the versioned DPA where personal data is processed, and expressly selected addenda form the contract. A prior custom pilot or proposal is not amended by these standard terms.

2.No-technology-fee scope and allowance

2.1For an approved Organization, OneHolo provides a pilot with a $0 technology fee and up to 1,000 conversational minutes TOTAL across the approved association and/or conference deployment during the specified pilot period. This is one shared pilot allowance, not 1,000 minutes for each device, session, location or month. A recurring monthly association allowance requires an express separate Order. Unused minutes have no cash value and do not transfer to another organization or event.

2.2Included work is standard remote configuration and remote support using approved materials, such as the website, prospectus, agenda, speaker/exhibitor lists, floor plans, registration information, policies, FAQs, member resources and local logistics. The concierge may run on the Organization's website and compatible existing devices and provide approved information about sessions, rooms, speakers, exhibitors, schedules and service routes.

2.3No hardware, OneHolo travel, onsite staffing, booth rental, sponsor package, custom physical installation, paid media, third-party event expense, telecommunications or custom integration is included unless separately specified and approved in writing. OneHolo is not obligated to attend the event. A device demonstration does not make that device a gift, rental or purchase. Each party pays its own internal personnel and ordinary operating costs.

3.Preparation, acceptance and operating responsibilities

3.1Organization will supply current materials it has authority to use, a technical website contact, a person authorized to approve content and a monitored human escalation path. OneHolo will configure the approved scope with reasonable skill and care and submit a review version. Before activation, Organization will approve material facts, visitor disclosures, escalation, permitted data, supported languages and any links or system actions. Silence or an event deadline is not deemed approval.

3.2The parties will agree an activation checklist and content-freeze/update procedure suited to the event. A date becomes a commitment only when accepted in the Order after dependencies are understood. OneHolo will make reasonable corrections to its configuration; Organization must promptly communicate agenda, venue, access or safety changes. Last-minute additional scope requires mutual approval rather than an assumption of unlimited free work.

3.3Organization is responsible for authoritative decisions about registration, membership, refunds, admission, credentials, accessibility accommodations, safety and approvals. The AI may explain or route those processes but must not grant admission, waive a fee or approve credentials merely because it generated a response. OneHolo will implement agreed permissions and correction procedures, and neither party is excused from its own acts or omissions.

4.Visibility, branding and publicity permissions

4.1Organization will provide reasonable visibility for the availability of the concierge through channels it selects, such as its website, attendee/member communications, social media, registration materials or signage. The Order may record those selected channels for coordination. There is no minimum advertising value, mandatory favorable review, particular endorsement wording, booth position, exclusivity, paid sponsorship or required "Powered by OneHolo" statement.

4.2Organization grants a limited, nonexclusive license during the pilot to use its approved marks and materials only to configure and present the pilot in its approved context. OneHolo will respect supplied brand guidelines and will not materially alter branding or publish unrelated claims. OneHolo may identify Organization as a pilot participant, publish a case study, use event images or quote results only after Organization's specific written approval, which may be by email from an authorized contact.

4.3Neither party may imply an endorsement by individual speakers, attendees, sponsors or professional organizations without the needed permission. General event publicity permission does not authorize cloning a person's face or voice. A visibility shortfall will first be raised for reasonable correction and does not create a retroactive technology invoice or liquidated marketing charge.

5.Minute metering, paid extras and cost control

5.1A minute is 60 seconds of connected live voice or avatar interaction, from availability to disconnection or configured inactivity timeout. Seconds are totaled across the pilot and rounded up once to a whole minute. Failed pre-connections, duplicate events, OneHolo-only tests and ordinary text-only interactions are not billed as conversational minutes. Valid concurrent sessions count separately. OneHolo will maintain reasonable usage records and correct verified errors.

5.2OneHolo will notify Organization at approximately 80% and 100% of the pilot allowance. At 1,000 minutes the metered feature stops or uses an agreed nonmetered fallback. Because this is an approved promotional pilot, additional pilot or promotional-volume minutes are $0.35 each only after a separate accepted change order or authenticated checkout identifies the quantity or dollar maximum and the service dates. Default extra spend is $0. Neither acceptance of this free pilot nor a saved payment method authorizes paid minutes, a subscription or automatic renewal. A later standard commercial service may use the then-applicable standard rate or a separately accepted enterprise rate. Metering or enforcement delay does not entitle OneHolo to exceed the approved cap.

5.3Paid extras require an itemized change order before costs are incurred on Organization's behalf. Approved overages are invoiced in arrears and undisputed amounts are due within 15 days unless otherwise agreed. Taxes must be disclosed where applicable. A good-faith billing dispute does not waive lawful rights. No hidden pass-through, early-exit charge, guaranteed publicity value or future subscription commitment is created.

6.AI, human handoff and emergency limitations

6.1Generated responses can be wrong, incomplete or outdated. The interface must identify AI assistance, use the approved source material and provide a practical human-help route. OneHolo will configure reasonable out-of-scope and uncertainty handling and work with Organization to correct material reported errors. Organization will monitor its human-help channel and maintain an alternative method of delivering essential event information.

6.2The concierge is not an emergency, medical, legal or security decision system. Users must be directed to the appropriate local emergency services or event personnel for urgent needs. It must not imply continuous human monitoring. A request, suggested room or generated instruction is not an authoritative access decision. The pilot cannot be relied upon as the sole means of life-safety communication.

6.3Neither party guarantees a number of interactions, savings, attendee satisfaction, revenue, lead generation, flawless translation, uptime percentage or absence of error. The pilot still carries the express duties of reasonable implementation, agreed data safeguards, limited spending and prompt correction of known issues.

7.Personal information, restricted data and processors

7.1The pilot is intended primarily for general event and association information. Collection of ordinary attendee contact information or interaction logs must be expressly described in the completed Deployment Details, with the relevant visitor notice, purpose, retention and access controls. Organization determines its lawful event purposes; OneHolo processes on its documented instructions under the DPA. OneHolo may not sell attendee data, use it for unrelated advertising or train a generalized model on private interactions without separate lawful authorization.

7.2No PHI, payment-card authentication data, passwords, sensitive credentialing records, biometric identification or other specially regulated information may be submitted under the standard pilot. A separate approved scope, required data agreements and verified eligible vendor chain must precede any exception. An event focused on medicine or AI does not make its pilot approved for patient data. All checkout and integration tests must use nonsensitive synthetic information.

7.3OneHolo will use risk-appropriate encryption, access controls, workforce confidentiality, logging, recovery and incident-response measures. It will notify Organization without undue delay and no later than 48 hours after discovering a confirmed incident involving its pilot data and provide known facts and updates. A shorter legal obligation controls. Both parties will cooperate on required notices and remediation according to responsibility. The completed DPA and Deployment Details govern the specific processing and providers.

8.Mutual confidentiality

8.1Confidential Information is nonpublic information disclosed by or for either party that is identified as confidential or reasonably should be understood as confidential, including Customer Data, security information, trade secrets, product plans, business records and negotiated nonpublic terms. It excludes information independently developed without misuse, lawfully obtained without a duty of confidence, already lawfully known, or publicly available without breach.

8.2The receiving party will use Confidential Information only for the contract and protect it with at least reasonable care. Disclosure is limited to personnel, professional advisers and service providers who need access and are bound by protective obligations. The receiving party is responsible for those persons' compliance within its control. Legally compelled disclosure is permitted only to the required extent, with advance notice and reasonable protective cooperation where lawful.

8.3These duties continue for three years after termination, and for trade secrets and personal information for as long as protected by law or otherwise retained under these Terms. A confidentiality clause does not prohibit lawful reports to authorities, protected disclosures, truthful consumer reviews, or disclosures necessary to assert legal rights. Neither party may publicly name the other as a customer, partner or endorser or use its marks outside the service without prior written permission.

9.Ownership and third-party dependencies

9.1Organization retains its content, branding and event records. OneHolo retains its software, avatar systems, configuration logic, workflow architecture, templates and methods. Organization may use its own pilot-specific outputs for lawful operations, subject to source rights and the AI limitations. No sale of technology, event database or individual identity is implied. Export does not require delivery of source code, model weights or another customer's data.

9.2Customer-controlled websites, networks, browsers, devices and external platforms remain the responsibility of their operators; OneHolo remains responsible for its own embed, setup and service-provider commitments. Unsupported third-party changes may require a reasonable workaround or reduction of affected scope by agreement. No party may incur additional charges on the other's behalf without approval.

10.Pilot period, termination and no automatic conversion

10.1Service begins only on the approved documented activation date and ends at the earliest of the actual end date, exhaustion of 1,000 included minutes unless separately authorized extra use extends that allowance within approved dates, replacement by a separately accepted paid agreement, or either party's written termination. There is no automatic renewal, silent monthly reset or conversion to paid service. A blank or merely requested end date does not authorize activation. A later ongoing paid subscription requires its own accepted Order, applicable product terms and separate recurring-payment consent.

10.2Either party may end the pilot for convenience by written notice at any time. Where practical, the ending party will provide three Business Days for an orderly shutdown, but that courtesy is not a minimum purchase commitment or termination penalty. Organization may disable its embed immediately. Neither party is owed lost advertising value, expected attendee benefit, travel costs or unapproved work because the pilot ends.

10.3For a curable material breach, either party may give written details and five Business Days to cure, or a shorter period reasonably necessary to prevent event-related harm. Immediate suspension or termination is permitted for unlawful use, a material safety/security threat, fraud, incurable serious misuse or unauthorized intellectual-property/likeness use. Restrictions should target the affected feature and be explained promptly where lawful. A legally required stop is not delayed by a cure period.

11.Wind-down, final costs, data return and deletion

11.1At the end, OneHolo will stop the hosted pilot and recurring or metered activities, and Organization will remove the embed and cease representing the service as active. Each party will stop using the other's marks except for lawfully archived, already approved material and necessary legal records. Approved paid extras actually delivered remain payable. Prepaid extras not delivered are refundable after deducting only documented authorized noncancelable costs; no technology charge can be invented after the fact.

11.2For 30 days after termination Organization may request one standard export of available approved content, customer-specific interaction records and aggregate pilot analytics, without an extra export fee. Exports exclude other persons' restricted data and proprietary model or platform assets. OneHolo will delete pilot data from active systems within 60 days and routine backups within 90 days after termination unless an earlier agreed event-retention date, lawful instruction or legal requirement applies. Restricted legal, consent or billing records may be retained only for a defined necessary period.

11.3On request, OneHolo will confirm deletion or identify retained categories and lawful grounds. The parties will provide a final reconciliation and any undisputed refund within 30 days. Data rights are not held hostage to a disputed invoice. A hardware loan, if separately selected, is returned under its Hardware Schedule rather than transferred as part of the pilot. Accrued costs, confidentiality, ownership, data wind-down and dispute terms survive as needed.

12.Risk allocation and third-party rights

12.1Each party is responsible for having rights to the materials and instructions it supplies and for its own unlawful acts, negligence and contractual breaches. A rights claim must be promptly communicated and the parties will reasonably cooperate to stop or correct the disputed use. No broad duty to defend or indemnify the other party is imposed by this no-fee pilot unless separately negotiated in writing.

12.2To the maximum extent law permits, neither party is liable for indirect, incidental, special, exemplary or consequential damages. Except for the following exceptions, each party's aggregate liability for the pilot, including approved pilot extras, is capped at $1,000. Related events and multiple claims do not multiply the cap. Earned approved charges and required refunds remain payable independently of the damages cap.

12.3The damages exclusion and cap do not limit fraud, willful misconduct, confidentiality violations, misuse of the other party's intellectual property, or liability that cannot legally be limited. Reasonable direct data-restoration and required incident-response expenses are not excluded solely because a third party performs the work, but remain subject to the cap unless an exception applies. There is no double recovery. A later paid subscription requires its own liability allocation and does not arise by exceeding the pilot allowance.

13.Notices, disputes and contract administration

13.1Notices to OneHolo go to admin@oneholo.ai and notices to Organization to its Order contact. A party must update its contact and use another agreed method if a notice is rejected. Cancellation is effective when received as above. Brand approvals may be recorded by email from an authorized contact; a material change in fees, rights, data scope or risk allocation requires an authorized signed addendum or accepted change order.

13.2California law governs, excluding conflicts rules. Proceedings may be brought in California state courts in Riverside County or the United States District Court for the Central District of California having jurisdiction, subject to mandatory law. Good-faith discussion is encouraged before litigation, without delaying urgent relief, small claims, regulatory reporting or a claim deadline. No mandatory arbitration, class waiver or jury waiver is imposed.

13.3The parties are independent and nonexclusive; no partnership, joint venture, agency, employment, sponsorship, sales representation or fiduciary relationship arises. Assignment requires consent except a business successor assuming the obligations without reducing data protections and providing notice. Events beyond reasonable control excuse unavoidable delay with prompt notice and reasonable mitigation, not unauthorized costs. Either party may still end this pilot under the termination section.

13.4Mandatory law controls; any separately executed BAA governs approved PHI, the incorporated DPA governs personal-data processing, an individual authorization governs likeness, and a mutually accepted specific amendment controls its stated conflict. The Order controls only expressly changed commercial terms. These Terms do not amend an existing binding custom pilot without identifying it and obtaining acceptance. Later website versions and purchase-order boilerplate do not amend the accepted Order. Material amendments require new authorized acceptance, which may use an authenticated checkbox after the change is supplied. Invalid provisions are limited as necessary; the remainder continues.

14.Pilot enrollment, payment consent and records

14.1For a $0 pilot with no purchased extras, the enrollment button must identify the free pilot and require acceptance of these Terms and the electronic-record disclosure before submission. No card, billing mandate or recurring-payment consent is required. An unapproved request is acknowledged as a request, not a live pilot; activation requires OneHolo's approval and the completed operating and data checks. Approval of materially different dates or scope requires renewed acceptance.

14.2Before any paid extra, OneHolo must display the specific extra, total due including applicable taxes and mandatory fees, quantity or spending limit, service dates and these Terms for affirmative acceptance. A one-time extra is not an automatic-renewal authorization. No silent charging is permitted when the included allowance is exhausted. A future recurring service must use a separately approved paid product Order with its own recurring consent, not this pilot's no-fee enrollment.

14.3OneHolo will confirm each accepted Order in retainable form and keep its version, these Terms, incorporated documents, exact consent wording and selections, authorized account and representative, server-recorded acceptance time, and any related payment reference. A payment gateway receipt, AI response or generic request confirmation is not a substitute for the approved Order. Existing signed custom agreements and their approval requirements remain unaffected.