These Terms & Conditions (the “Terms”) are a legal agreement between you and Coffee Steve. Please read them carefully. By creating an account, starting a pilot, or using the service, you agree to be bound by them. If you do not agree, do not use the service.
These Terms govern your access to and use of the Coffee Steve software, dashboard, mobile and web applications, and related services (together, the “Service”), operated by Coffee Steve (“we”, “us”, “our”). “You” means the business and the individual accepting these Terms on its behalf, who warrants they are authorised to do so.
These Terms incorporate our data & privacy terms and any order or plan details presented at checkout. Together they form the entire agreement between us and supersede any prior understanding on the same subject.
Coffee Steve reads your Venue from a single existing camera and helps you (a) tune the atmosphere — music, lighting, scent and temperature — and (b) protect your speed of service through queue alerts, table service reminders, cleaning cadence, and footfall forecasting.
The Service operates a deterministic policy engine and may, on eligible plans, use optional AI reasoning. Actions can run in suggest-only mode or autopilot mode, configurable by you. You remain responsible for your premises, staff, health-and-safety, pricing and licensing decisions at all times; the Service is a decision-support tool, not a replacement for human judgement.
You must be at least 18 and operating a legitimate business to use the Service. You are responsible for keeping your account credentials secure and for all activity under your account. Notify us promptly of any unauthorised use. You must provide accurate information and keep it up to date.
You are responsible for ensuring that staff who access the Service do so in line with these Terms and any applicable workplace and privacy obligations.
We offer a 14-day free Pilot, and we ship your Kit free so you can try the whole product. No payment card is required to begin, and you may cancel at any point during the Pilot without charge — in which case you simply return the Kit using the prepaid method provided. Unless you cancel before the Pilot ends, the Pilot will convert into a paid membership, and your first billing period will begin — but only once you have added valid payment details. We will not charge you without a payment method on file; if no payment method is added, the membership does not start and the Service ends when the Pilot expires.
One Pilot is available per Venue. We may withdraw or vary the Pilot offer for new sign-ups at any time; this does not affect a Pilot already in progress.
Membership is sold on a per-Venue basis and includes the Kit. Current pricing is shown on our pricing page. Because we provide the Kit free, membership runs on an initial 12-month minimum term, after which it continues on a rolling basis. You may choose monthly or annual billing:
Prices are quoted excluding VAT and other applicable taxes, which are added at checkout based on your billing location. Payments are processed by our third-party payment provider; by subscribing you authorise us to charge your payment method for all fees due. Fees are non-refundable except where required by law or expressly stated in these Terms.
If a payment fails, we may retry it and may suspend the Service until the amount due is paid. You are responsible for keeping your billing details current.
Subscriptions renew automatically at the end of each billing period (monthly or annual) at the then-current price, unless cancelled beforehand. You can cancel at any time from your account settings or by contacting us.
We may change our prices. For existing subscribers, we will give at least 30 days' notice by email before a price change takes effect, and any change will apply only from your next renewal. If you do not accept a price change, you may cancel before it takes effect.
Our plans are a flat per-Venue fee and are not metered per request, so your bill will not spike with a busy week. To keep this sustainable, normal single-Venue café and restaurant use is expected. We reserve the right to apply reasonable rate limits and to address use that is abusive, automated at scale, or materially beyond typical single-Venue patterns (for example, attempting to serve multiple Venues through one subscription). We will contact you before taking action wherever practicable.
You agree not to: resell or sublicense the Service without our written consent; reverse engineer or attempt to extract source code except as permitted by law; use the Service unlawfully or to infringe others' rights; or interfere with the integrity or performance of the Service.
Your membership includes a hardware Kit, supplied on loan at no extra charge and shipped pre-paired. Title to the Kit remains with us; you are granted the right to use it for as long as your membership is active. You agree to keep the Kit in good condition (fair wear and tear excepted), to install and operate it lawfully — including any landlord, employer or signage obligations relating to cameras on your premises — and not to sell, modify or remove it from the Venue without our consent.
On cancellation or termination, you must return the Kit within 30 days using the prepaid method we provide, or pay its residual value — currently up to £75 for the full kit, or a pro-rated per-item amount for anything not returned. We replace faulty Kit items at no charge during your membership. We do not otherwise sell or separately warrant hardware, but nothing here affects your non-excludable statutory rights (including, where you deal as a consumer, that goods supplied are of satisfactory quality and fit for purpose). You may also use compatible devices you already own instead of, or alongside, the Kit. The Service additionally requires a small always-on computer on your premises (your own, or a low-cost mini-PC we can recommend) on which the on-site vision processing runs.
Third-Party Services (such as Spotify, Philips Hue, your own infrared controllers or diffusers, messaging providers, and AI model providers) are governed by their own terms. We are not responsible for their availability, accuracy, pricing or actions. Some features — for example commercial music playback — may require you to hold the appropriate licences and active subscriptions (such as a music licence for public performance). Maintaining those is your responsibility.
Connecting a Third-Party Service authorises Coffee Steve to send instructions to it on your behalf (for example, adjusting volume or lighting). You can disconnect any integration at any time from your account.
Privacy is built into the Service. The following terms describe how we handle data.
Camera Data is processed on-device. Faces are blurred before any analysis, and we generate only anonymous, ephemeral track identifiers. We do not store video. We do not store faces. We do not perform identity recognition, demographic profiling, or employee scoring. What leaves the device is Derived Data — anonymous, aggregated signals about the room.
For Camera Data processed on your premises, you are the data controller and you are responsible for lawful camera operation, signage, and informing staff and customers as required by the UK GDPR, the Data Protection Act 2018, and equivalent laws. We act as your processor only for the limited Derived Data we process strictly on your instructions to deliver the Service. For your account, billing and contact information, we determine the purposes and means of processing and therefore act as a controller in our own right, as described under “Account data” below.
We process account information (such as your name, email, Venue details and billing data) to operate the Service, take payment, provide support and send service communications. We use reputable sub-processors (for example, hosting, authentication and payment providers) under appropriate contractual safeguards.
We may use anonymous, aggregated Derived Data to improve the Service, including cross-Venue model tuning. This is done without sharing your footage. Because this data is aggregated and anonymised so that it no longer identifies any individual or your Venue, it falls outside personal-data protections, and we act as controller of that anonymised dataset rather than as your processor.
You may access, correct, export or delete your account data, and you may disconnect integrations or close your account at any time. Requests can be made via the contact details in clause 19.
The Service, including all software, models, designs and content, is owned by us or our licensors and is protected by intellectual-property laws. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service for your business during your subscription, subject to these Terms.
You retain ownership of your own data. You grant us a licence to process it solely to provide, secure and improve the Service as described in clause 11. Feedback you provide may be used by us without restriction or obligation.
We provide the Service with reasonable skill and care. However, to the fullest extent permitted by law, the Service is provided “as is” and “as available”, without further warranties of any kind, whether express or implied, including fitness for a particular purpose, accuracy, or uninterrupted or error-free operation.
The Service uses estimates and probabilistic models. Outputs such as occupancy, queue length, forecasts and recovered-revenue figures are indicative, not guaranteed, and should not be relied upon as the sole basis for safety, staffing, financial or legal decisions. You are responsible for verifying anything material before acting on it.
Nothing in these Terms limits liability that cannot be limited by law, including for death or personal injury caused by negligence, or for fraud.
Subject to that, to the fullest extent permitted by law: we are not liable for indirect, incidental, special or consequential losses, or for loss of profits, revenue, goodwill, data or anticipated savings, however arising; and our total aggregate liability arising out of or in connection with the Service in any twelve-month period is limited to the fees you paid to us for the Service in that period.
You agree to indemnify and hold us harmless from claims, losses and reasonable costs arising from your breach of these Terms, your unlawful or improper use of the Service, your operation of cameras or devices on your premises, or your failure to hold required licences or to meet your obligations as a data controller.
You may stop using the Service and cancel at any time as described in clause 7. We may suspend or terminate your access if you materially breach these Terms (including non-payment), if required by law, or to protect the Service or other users — giving notice and an opportunity to remedy where practicable.
On termination, your right to use the Service ends. We will make your account data available for export for a reasonable period and then delete it in line with our retention practices, unless we are required to retain it by law.
These Terms and any dispute arising from them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, save that we may seek injunctive relief in any appropriate jurisdiction. Nothing in this clause affects your statutory rights.
We may update these Terms from time to time. If we make material changes, we will notify you by email or in-product before they take effect. Your continued use of the Service after changes take effect constitutes acceptance. The “last updated” date at the top reflects the current version.
Questions about these Terms, your data, or your account? Reach us at hello@goldencoffee.app. For privacy-specific requests, write to privacy@goldencoffee.app.
These Terms are provided as a clear, good-faith template for the Coffee Steve product and are not legal advice. Before relying on them commercially, have them reviewed by a qualified solicitor for your jurisdiction and circumstances.