Organizer Terms of Service

These Terms govern your use of Lapvio Pro, the organizer-facing platform that lets you run trackdays, manage driver registrations, deliver safety briefings and waivers, check drivers in on event day, and operate your trackday business. This document also covers any payment services you choose to use through Stripe Connect on the Lapvio platform.

These Terms are between you, the organizer, and Amahi s.r.o., the operator of the Lapvio service. They are a B2B contract; they assume you are using Lapvio Pro for business purposes and that you have the authority to enter into contracts on behalf of the organization you represent.

If you are a driver using lapvio.com, these are not your Terms. The Driver Terms of Service apply to you instead.

By signing up for Lapvio Pro, you agree to these Terms and to the Data Processing Agreement at Annex 1, which is incorporated by reference and forms an inseparable part of this contract.

1. Definitions and the parties

You are entering into this contract with Amahi s.r.o., a Czech limited liability company with registered office at Kurzova 2222/16, Stodůlky, 155 00 Praha 5, Czech Republic, ID No. (IČO) 29494621, VAT No. (DIČ) CZ29494621, registered with the Municipal Court in Prague, file C 447404. In these Terms, "Amahi," "we," "us," and "our" refer to Amahi s.r.o.; "Lapvio" refers to the service; "Lapvio Pro" refers specifically to the organizer-facing parts of it.

"You," "your," and "Organizer" refer to the legal entity (or, in narrow cases, the sole trader) that signs up for Lapvio Pro and accepts these Terms.

"Driver" means an end user who registers for an event you run, attends a trackday, or otherwise interacts with the registration and event-day systems you operate on Lapvio Pro.

"Driver Data" means any personal data of drivers that flows through Lapvio Pro in connection with your events: registration data, waiver records, briefing completions, day-of operational notes, payment data where applicable.

"Subscription" means your paid access to Lapvio Pro under one of the plans we offer at the time you sign up.

"Stripe Connect" means the payment infrastructure provided by Stripe through which you can collect payments from drivers for trackdays and other services.

For anything to do with these Terms, your subscription, or your account, contact info@lapvio.com. For data protection: privacy@lapvio.com.

2. What Lapvio Pro provides

Lapvio Pro is a software platform that gives you the tools to run trackdays end-to-end. The current scope includes:

Event creation and management
Driver registration pipeline (magic-link based, OTP confirmation, optional WooCommerce sync)
Safety briefing builder and delivery
Waiver signing through DocuSeal integration
Day-of operations: check-in, slot/pit assignment, flags
Driver CRM scoped to your organization: profiles, notes, history, tags, ban management, cars
Photo set publishing and notification
Email communications to your registered drivers via Postmark
Optional payment processing through Stripe Connect (Section 5)
Multi-language support (Czech, English, German)

We add and refine features over time. The exact feature set available to you at any moment is what's accessible in the Lapvio Pro admin interface and what's documented in the in-product help.

We are not obligated to provide any specific feature, and we may change or remove features. For material reductions affecting the way you operate your business, we'll give you at least 30 days' notice and the option to cancel without penalty.

3. Your account and authorized users

When you sign up for Lapvio Pro you create an organization account. The first user becomes a super admin for that organization and can invite additional admins and operators.

You are responsible for:

Ensuring everyone you invite to your Lapvio Pro account has the authority and skills to do what you give them access to
Removing access promptly when someone leaves your organization
All actions taken under your organization account, whether by you, your staff, or anyone you've granted access to
Keeping your contact information (billing email, primary admin email) current

Each user signs in with their own Google account via OAuth. We do not issue passwords for organizer admins. Where Google access is lost or compromised, contact us at info@lapvio.com and we'll help you regain control of your organization account.

You may not share login credentials between people, create generic admin accounts shared by your team, or attempt to circumvent the role-based access controls (super admin, admin, operator) that the platform enforces.

4. Subscription, billing, and the platform fee

4.1 Subscription pricing

Pricing is published at lapvio.com and may include a base subscription fee, a per-event or per-driver usage component, or a combination. Whichever applies to you is shown on your billing page in the admin interface.

For the initial period after launch, billing is handled by manual invoice. We send you an invoice each month or quarter (depending on the agreement at signup), payable within 14 days. As the platform matures we will move to automated billing through Stripe; you will be notified at least 60 days in advance and can decline the change by terminating the subscription before it takes effect.

4.2 The Stripe Connect platform fee

If you opt to use Stripe Connect to collect payments from drivers through Lapvio (Section 5), Lapvio takes a platform fee on those payments. The platform fee is a percentage of each successful payment, deducted automatically by Stripe before the funds reach your connected Stripe account.

The current platform fee rate is published on your Lapvio Pro billing page. We can change the rate by giving you at least 60 days' written notice. You can decline a rate change by disabling Stripe Connect on your account before the new rate takes effect; you remain free to continue using Lapvio Pro as a registration tool without payment processing.

The platform fee is separate from Stripe's own processing fees, which Stripe charges directly and which are governed by your agreement with Stripe.

4.3 Taxes

All prices are quoted exclusive of VAT unless explicitly stated. Where required by law we add VAT to the invoice. You are responsible for your own taxes (corporate income tax, VAT on your sales to drivers, and any other local taxes), and Lapvio is not your tax advisor.

4.4 Late payment

Invoices not paid within 14 days of their due date may result in service suspension after a written reminder. We charge statutory default interest (úrok z prodlení) on late payments under Czech Government Regulation 351/2013. Accounts more than 60 days in arrears may be terminated under Section 11.

4.5 No refunds for partial periods

Subscription fees are non-refundable for partial periods. If you cancel mid-period, your subscription continues until the end of the period you've paid for and then ends. The Stripe Connect platform fee is fully earned at the moment of each successful payment and is not refundable.

5. Stripe Connect: collecting payments through Lapvio

Lapvio Pro integrates with Stripe Connect so you can collect driver payments for trackday bookings, coaching sessions, or coaching content directly through the platform. Use of Stripe Connect is optional; you can use Lapvio Pro purely as a registration and event-management tool and handle payments elsewhere.

If you enable Stripe Connect:

You enter into a separate contract with Stripe for the connected account. Stripe's terms apply directly between you and Stripe; we are not a party to that contract
You are the seller of record for every transaction. Receipts identify you, refund obligations are yours, and consumer claims about the underlying service are your responsibility
Funds from each driver payment route directly to your connected Stripe account, minus Stripe's processing fee and Lapvio's platform fee. Lapvio never holds your funds
You are responsible for your own KYC, tax registration, VAT collection where applicable, and any regulatory obligations attached to selling services
You set your own refund and cancellation policies, publish them on your organizer profile and your event pages, and handle refund decisions yourself. Lapvio can trigger refunds through Stripe at your instruction, but we do not make refund decisions on your behalf
Disputes and chargebacks are handled by Stripe according to their dispute process. Lapvio cooperates by providing transactional records but is not a party to chargeback decisions
If Stripe suspends or closes your connected account, your ability to collect payments through Lapvio is automatically suspended. Pre-existing data in Lapvio Pro is not affected, and you can continue to use the platform for non-payment functions

You confirm that you have authority to sell the trackday, coaching session, or coaching content you list, that all listings comply with applicable consumer-protection law (including providing accurate descriptions, prices including taxes, refund policies, and contact details), and that your activities do not breach Stripe's prohibited-business policies.

5.1 Coaching on your events: who the seller is

You can offer coaching as part of your events. When you do, the seller of record is whoever takes the payment:

Where you sell the coaching (through your own Stripe Connect, or as a booking paid in cash on the day) you are the seller of record toward the driver, the same as for a trackday. Your refund and cancellation policy applies, and your arrangement with the coach (including how and when you pay them) is between you and the coach, outside Lapvio
Where the coach sells their own session in connection with your event, through the coach's own connected Stripe account, the coach is the seller of record toward the driver, not you. That transaction is between the coach and the driver under the coach's own contract with us; you are not responsible for it and it does not flow through your Stripe account

In every case the coach is the one delivering the coaching and is responsible for the coaching itself: qualifications, conduct, safety, and insurance. Lapvio facilitates the payment for whichever party is the seller and is not a party to the coaching.

6. Data: controller / processor relationship

This section sets out the data-protection structure. The full operational detail is in the Data Processing Agreement at Annex 1.

6.1 You are the controller of Driver Data

For data drivers submit to your event portals, that you collect on event day, that you record in your CRM, and that you generate about drivers (notes, flags, tags, briefing completion records, signed waivers), you are the data controller under the GDPR. You decide what is collected, why, and how it is used.

This means you must:

Provide drivers with your own privacy notice covering this data; Lapvio's Privacy Policy does not substitute for yours
Establish a lawful basis for each processing activity
Honour drivers' GDPR rights (access, rectification, erasure, objection, etc.) when they apply to you in your role as controller
Maintain a record of processing activities under GDPR Article 30 if your size and activity require it
Respond to data breaches affecting Driver Data; we will support you, but the regulatory notification obligations rest with you as controller

We act as your processor under GDPR Article 28 for these purposes. We process Driver Data only on your documented instructions, which are the act of you using the platform in its normal way plus any specific instructions you give in writing.

6.2 We are the controller of platform-level data

For your own admin user accounts, your subscription billing data, your usage of Lapvio Pro, and any platform-level analytics, we are the controller. Our Privacy Policy describes that processing.

6.3 The DPA is binding

By accepting these Terms you accept the Data Processing Agreement at Annex 1. The DPA covers:

The categories of data we process for you and the purposes
Our security measures
The list of sub-processors we use and how we notify you of changes
International transfer safeguards (SCCs, where applicable)
How we support you in fulfilling driver rights requests
What happens to Driver Data on termination: return or deletion
Audit rights

If you require modifications to the standard DPA (for example, additional security commitments, custom audit terms, or specific sub-processor restrictions) contact us at privacy@lapvio.com. Modifications are at our discretion and may be reserved for higher-tier subscriptions.

6.4 Cross-organizer data

You can only see data for your own organization. You cannot access data from other organizers' events, drivers, or admin actions. Conversely, drivers' verified event history that flows from your events to their personal Lapvio profiles (where they have claimed an account) is governed by your privacy notice for that data, but is displayed under the driver's own privacy controls on the Lapvio platform.

7. Your responsibilities at events and on the platform

Lapvio Pro provides the registration, briefing, waiver, and check-in infrastructure. Everything that happens at the actual trackday is your responsibility. This includes but is not limited to:

The venue, its safety standards, and any agreement with the circuit
Insurance: public liability, participant insurance, any cover required by the circuit or by law
Safety briefings: content, accuracy, and compliance with circuit rules
Waivers: content, signature collection, retention as required by your insurance and applicable law. The waiver is a contract between you and the driver. Lapvio is never party to a waiver
Marshals, instructors, and any staff at the event
Compliance with motorsport governing-body rules where they apply (FIA, ASN, Autoklub České republiky, ADAC, etc.)
Compliance with environmental, noise, and regulatory rules at the circuit
Conduct on the day, including managing incidents, injuries, mechanical failures, and any disputes between drivers
Tax obligations on revenue from your events

Lapvio is software. You are the trackday organizer.

You also commit, on the platform, that:

All content you publish (event listings, descriptions, briefing modules, photos, communications to drivers) is accurate, lawful, and yours to publish
Communications you send to drivers via the platform comply with applicable law on direct marketing (in the Czech Republic: Act 480/2004 on certain information-society services). Lapvio provides the tools; the legal basis for sending the messages is yours
You handle driver complaints and consumer-protection inquiries in accordance with the law applicable to you
You do not use the platform to do anything illegal, fraudulent, or misleading
You do not attempt to register drivers without their consent or use the magic-link system to send unsolicited communications
You do not scrape, export at scale, or otherwise extract platform data beyond what's needed to run your business
You do not attempt to access, replicate, or reverse-engineer the platform code, infrastructure, or any other organizer's data

8. Intellectual property

8.1 Lapvio's IP

The Lapvio platform (the software, the design, the brand, the canonical track database, the briefing module library, the documentation, and any non-organizer-specific content) is the intellectual property of Amahi s.r.o. or our licensors. These Terms do not transfer any of those rights to you.

You receive a limited, non-exclusive, non-transferable, non-sublicensable licence to use Lapvio Pro for the duration of your subscription, solely for your own trackday business.

You may not:

Copy, modify, or create derivative works of the platform
Distribute, sublicense, lease, or sell access to your Lapvio Pro account
Use Lapvio's brand, name, logo, or design language in ways that suggest endorsement or partnership beyond what's true
Resell Lapvio Pro to other organizers as a white-label service

You may, of course, publicly say that you use Lapvio Pro to run your events.

8.2 Your IP

You keep ownership of all content you upload: event descriptions, briefing content, your logo and brand, photos, communications you write. You grant Amahi s.r.o. a worldwide, non-exclusive, royalty-free licence to host, store, reproduce, modify (in technical ways for delivery), and display this content for the purpose of operating Lapvio Pro on your behalf, for the duration of your subscription plus a reasonable period for backup retention and account closure.

We do not use your content for our own marketing or for the marketing of other organizers without your written permission.

8.3 Driver data

Driver Data flows through the platform but is not "yours" or "ours" in IP terms; it is personal data governed by the DPA at Annex 1, not by intellectual property law. The DPA controls what happens to it.

8.4 Aggregate platform statistics

We may publish aggregate statistics derived from platform usage (for example, total events run on Lapvio in a season, average driver-per-event counts, popular circuits) provided no specific organizer or driver is identifiable from those statistics.

9. Service availability and support

9.1 What we commit to

We aim to keep Lapvio Pro available 24/7. We take all reasonable measures to minimize downtime, including monitoring, redundant infrastructure with our hosting providers, and prompt incident response.

We do not commit to a specific uptime percentage at this stage. We commit to:

Communicating planned maintenance at least 48 hours in advance, scheduled outside typical event-day hours where possible (event days mean Saturdays from 06:00 to 18:00 Central European Time)
Notifying you promptly of any incident affecting platform availability or data integrity
Providing email-based support at info@lapvio.com during business hours (Monday to Friday, 09:00–17:00 CET, excluding Czech public holidays)
Best-effort emergency support outside business hours during your event days where you have given us advance notice of the event in the platform

If we introduce a paid premium support tier in the future, the standard email support described here will continue to be included with all subscription plans.

9.2 Force majeure and third-party failure

We are not responsible for downtime caused by:

Failures of our sub-processors (Supabase, Vercel, Postmark, DocuSeal, Stripe, Google); we will work to restore service as fast as those providers allow
Internet infrastructure failures, DDoS attacks, or attacks on our infrastructure that we mitigate within commercially reasonable timeframes
Force majeure events: natural disasters, war, pandemics, government action

If a major outage materially affects an event you have advertised on the platform, contact us at info@lapvio.com. We will support you in communicating with affected drivers and, where the outage is on our side, may offer service credits at our discretion.

10. Liability

10.1 Mutual baseline

Each party is liable to the other for actual damages arising from breach of these Terms, with the limitations below.

10.2 Liability cap

To the extent permitted by Czech law, our total aggregate liability to you under or in connection with these Terms in any 12-month period is limited to the greater of:

(a) the total fees you paid to Amahi s.r.o. (subscription fees and platform fees combined) in that 12-month period, or

(b) €1,000

This cap does not apply to liability that cannot be limited under Czech law, including liability for intentional or grossly negligent breach, liability for damage to health or life caused by us, breach of confidentiality, breach of the DPA where it causes material harm to data subjects, and any other liability that the law makes mandatory.

10.3 Excluded damages

Neither party is liable for indirect, consequential, or special damages, including lost profits, lost opportunity, lost goodwill, or business interruption, except where Czech law does not permit such exclusion.

10.4 Your indemnity to Lapvio

You will defend, indemnify, and hold harmless Amahi s.r.o. and its directors, employees, and contractors from third-party claims arising from:

Your conduct of trackdays, coaching sessions, or any service you sell to drivers, including claims by drivers, by third parties at the venue, by insurers, by regulators, or by motorsport governing bodies
Your waiver, your insurance, or the absence thereof
Your breach of consumer-protection or data-protection law in your role as the seller and the data controller
Content you publish on the platform that infringes the rights of a third party
Tax authority claims arising from your sales

This indemnity covers reasonable legal costs and any award or settlement we agree to.

10.5 Our indemnity to you

We will defend, indemnify, and hold harmless your organization from third-party claims that the Lapvio Pro platform itself, when used as documented, infringes the intellectual property rights of a third party. Our maximum liability under this indemnity is the cap in Section 10.2. We will not indemnify you for claims caused by your modification or misuse of the platform, by your combination of the platform with third-party tools we have not approved, or by your continued use after we notified you to stop.

11. Suspension and termination

11.1 Subscription term

Your subscription renews automatically at the end of each billing period until either party terminates it. You can cancel at any time with effect from the end of the current paid period through your account settings or by emailing info@lapvio.com. Refunds for the unused portion of a paid period are not due (Section 4.5).

11.2 Termination by Lapvio

We can suspend or terminate your subscription if:

You materially breach these Terms or the DPA and fail to cure within 14 days of written notice (or immediately for breaches that cannot be cured)
You fail to pay an invoice more than 60 days after the due date, after at least one written reminder
You become insolvent, file for insolvency, or cease ordinary business operations
Your conduct on the platform creates serious risk to drivers, to other organizers, or to Lapvio
We are required to do so by law, by court order, or by a binding regulatory request

Where the law or a court order does not require otherwise, we will give you reasonable notice and an opportunity to respond before terminating, except in cases of urgent risk.

11.3 Effect of termination

When your subscription ends, whether by cancellation, by termination, or by mutual agreement:

Your access to the Lapvio Pro admin interface is disabled
You can request a data export of your organization's data within 30 days of termination: events, registrations, CRM, briefing flows, and other data you control. We provide the export in a structured format (JSON or CSV)
After 30 days, we begin the deletion process per the DPA: Driver Data is returned or deleted as you have instructed, and platform-level data is retained or deleted per our retention policy
Verified event history that has flowed to claimed driver Lapvio profiles remains visible on those profiles, marked with the historical organizer's name. Drivers' history of having attended your events is theirs; it is not deleted from their profiles when your subscription ends. The underlying personal data on the Lapvio Pro side is deleted as instructed
Outstanding invoices remain due
Sections that should reasonably survive termination (IP, liability, indemnities, confidentiality, dispute resolution) continue to apply

11.4 Migration assistance

We will reasonably support you in migrating your organization to another platform if you choose to leave. This includes providing the data export above and answering reasonable questions about data structure. We do not provide custom migration scripts or active migration services as part of the standard subscription.

12. Confidentiality

Each party may receive non-public information from the other in the course of this contract: for example, our internal pricing arrangements, our roadmap discussions, your business operations, your driver lists.

Each party agrees to:

Use Confidential Information only for purposes of performing under these Terms
Protect Confidential Information with at least the same care it uses for its own confidential information, and in any event with reasonable care
Disclose Confidential Information only to employees, contractors, and advisors who have a need to know and who are bound by similar confidentiality obligations

This confidentiality obligation continues for three years after termination of these Terms.

It does not apply to information that is or becomes public without breach, was known by the receiving party before disclosure, is independently developed, or is required to be disclosed by law (with prompt notice to the other party where lawful).

13. Changes to these Terms

We may change these Terms when the service changes, the law changes, our partners change, or our business circumstances require it.

For minor changes (typo fixes, clarifications, updates to support hours, sub-processor list updates handled per the DPA) we update the page in place and email organizer admins for transparency.

For material changes (affecting your fees, your obligations, your liability, the data-processing structure, or your termination rights) we will:

Email all organization admins at the address on file at least 30 days before the change takes effect
Show an in-product notice on next sign-in
Where we are increasing fees, give you the option to terminate without penalty before the new fees apply

You have a right to terminate without penalty in response to any material adverse change, exercisable within 60 days of our notice.

14. Governing law and disputes

14.1 Governing law

These Terms are governed by the laws of the Czech Republic.

14.2 Court jurisdiction

Disputes between us are decided by the competent courts of the Czech Republic. The parties accept the exclusive jurisdiction of those courts.

This is a B2B contract. Mandatory consumer-protection rules do not apply to it. If your home jurisdiction's mandatory commercial rules nonetheless override Czech law in any specific area (rare), those mandatory rules prevail.

14.3 Pre-court resolution

Before initiating court proceedings, you must:

Notify us in writing of the issue at info@lapvio.com
Allow us 30 days to respond and try to resolve the issue
Engage in good-faith negotiation

If we cannot resolve the issue within 60 days of your notice, either party may proceed to court.

15. Miscellaneous

Entire agreement. These Terms, together with the Data Processing Agreement at Annex 1, the Privacy Policy, and the Cookie Policy, are the entire agreement between you and Amahi s.r.o. regarding Lapvio Pro. Pre-contractual discussions, marketing materials, and informal correspondence do not form part of the contract.

Severability. If any part of these Terms is unenforceable, the rest remains in force.

No waiver. Failing to enforce a provision in one situation does not waive it in another.

Assignment. You may not assign or transfer these Terms or your account to another organization without our written consent. We may assign these Terms to a successor entity in connection with a sale, merger, or restructuring of Amahi s.r.o.

No agency or partnership. These Terms do not create a partnership, joint venture, agency, or employment relationship between us. Neither party may bind the other.

Notices. Notices to us go to info@lapvio.com. Notices to you go to the email address of the organization super-admin on file. Notices are deemed received the next business day after sending.

Language. These Terms are published in English, Czech, and German. The Czech version is the legally binding one in case of any discrepancy.

Contact. General contact: info@lapvio.com. Privacy and DPA matters: privacy@lapvio.com. Postal: Amahi s.r.o., Kurzova 2222/16, Stodůlky, 155 00 Praha 5, Czech Republic.

Annex 1, Data Processing Agreement, incorporated by reference and forming an inseparable part of these Terms.