Venue terms and conditions

Version 1.1 · Last updated: 8 July 2026

These are the terms between you (the venue, festival or event organiser that signs up, "you") and JDDA Media Limited of Stokesley, North Yorkshire, trading as Serva ("we", "us"). They apply to every plan, including the Free one. By creating a board or asking us to create one for you, you're agreeing to them.

We've written these in plain English on purpose. If anything is unclear, ask us before you sign up, not after.

1. What Serva is

Serva is a live drinks board your guests open by scanning a QR code. Depending on your plan it includes availability toggles, ratings, a round builder, a quiz, mailing-list capture with consent, insights and data export. What each plan includes is listed on the pricing page at serva.digital, and the plan limits are enforced by the software itself.

2. Plans, prices and billing

  1. All prices are in pounds sterling (GBP). Current prices are on the pricing page. We are not VAT registered, so no VAT is added to our prices. If that ever changes, we'll say so on the pricing page and VAT will be shown at the point of payment.
  2. Rolling monthly plans have a three-month minimum. You pay monthly, and your first three months are committed. After that you can cancel any time and your plan ends at the close of the billing month you cancel in.
  3. Annual plans run their year. You pay for twelve months at the annual rate and the plan runs to the end of that year. We don't refund the unused part of an annual plan if you stop early, but you keep the service to the end of the term. Annual plans renew unless you cancel before the renewal date, and we'll remind you before we take a renewal payment.
  4. If we change a price, the new price applies from your next renewal, and we'll tell you at least 30 days beforehand. If a price rise would land inside your committed minimum, you can cancel from the date the rise takes effect instead.
  5. If a payment fails we'll tell you and retry. If it still hasn't arrived 14 days later we may downgrade the board to Free-tier features until it's settled. Your data stays put.
  6. Early-bird rates are held while you stay subscribed. Some plans are offered at an introductory or early-bird rate while Serva is new. If you take one, that rate is held for as long as your subscription runs without a break - a general price rise under 2.4 won't move you off it while you remain subscribed. If you cancel and come back later, the standard rate at that time applies. This applies to subscription plans (Venue and Venue Pro); the Free tier is free, and Event is priced per event.

3. The Free tier

The Free tier is genuinely free for working venues - no card, no time limit, no expiry date. It's how Serva shows off. It does come with conditions, and the software applies them automatically:

  1. Up to 10 drinks on the board. Your existing drinks always stay editable; adding an eleventh needs a paid plan.
  2. No mailing-list capture. Collecting guest emails starts on the Venue plan.
  3. 2,500 guest visits a month. If a free board gets busier than that in a calendar month, the guest board takes a breather until the 1st of the next month. Your admin panel stays reachable throughout, and upgrading lifts the cap immediately.
  4. A nap after a quiet fortnight. If nobody on your staff signs in or touches the board for 14 days, it goes dormant. Any staff or manager sign-in wakes it instantly. Nothing is deleted.
  5. The Serva footer stays on. Free and Venue boards carry a small "Built with Serva" credit. Removing it is a Venue Pro feature.
  6. Working venues only. The Free tier is for pubs, taprooms and venues using the board as part of normal trade. One-off parties and festivals belong on the Event plan, and we may ask a board that's clearly a one-off event to move to it.

4. The Event plan

  1. An Event plan covers one event of up to 7 consecutive days at the price on the pricing page. Longer events need a second booking or a word with us first.
  2. After your event wraps, nothing vanishes. The board stays up and your data stays intact, but the plan reverts automatically to Free-tier features (and Free-tier conditions, section 3) once the event end date passes. Drinks already on the board stay visible; paid features such as the quiz, insights and CRM export switch off until you book again or upgrade.
  3. Your post-event report and CRM handover (consented sign-ups) are produced at the end of the event, while the plan is still active. Ask us within 30 days if you need them re-run after the plan has reverted.
  4. The £99 CAMRA branch rate is for CAMRA branches booking a board for a branch-run festival or event. We may ask for the branch name and a committee contact to confirm it. One event per booking; otherwise it's identical to the standard Event plan.

5. The £99 done-for-you setup

Where you've paid the £99 setup fee, we will: load your drinks list from whatever sensible format you give us (a spreadsheet, a CSV, a photographed price list we can read), match your branding from the logo and colours you supply, and send you print-ready QR poster assets. It covers one round of corrections before your board goes live. It doesn't cover bespoke feature development, hardware, or ongoing content edits after go-live - those are yours through the admin panel, and that's the easy bit.

6. Founding venues (early-bird offer)

While the offer stands, the first three venues to take it get full Venue Pro at £0 for their first three months, with setup done for them. The honest deal, both ways: you're trying things first, so there will be the odd snag, and fixing them fast for you is exactly the arrangement. In return we ask for your feedback and the right to fix things by changing them. No minimum term applies to the free period. When your three months are up, standard pricing applies - we'll contact you before then to sort your plan, and you can walk away freely instead.

7. Your guests' data - who controls it, who processes it

This section matters. Read it even if you skip the rest.

  1. You are the data controller for your guests' data. We are your processor. Guest sign-ups, ratings, quiz entries and feedback collected through your board belong to your venue, not to us.
  2. We process guest data only to run your board and its features - never for our own marketing, never to sell, share or rent, and we don't use one venue's guest data for anyone else.
  3. Consent is built in. Mailing-list sign-ups are stored with a timestamp and source, and only guests who explicitly ticked consent appear in your list and your export.
  4. Your data exports whenever you want it. On Venue Pro and Event plans, CSV export is one tap in the admin panel. On any plan, including Free and Venue, ask us and we'll send you your venue's consented sign-up data within 14 days. The same applies when you close your account: ask within 30 days of closing and we'll hand everything over.
  5. Once your board's guests are on your mailing list, how you email them is your responsibility - you must comply with UK GDPR and PECR for your own sends. We give you the consent trail; keep it with the export.
  6. We use a short list of subprocessors to run the service: Cloudflare (hosting, database and cookieless analytics) and Resend (transactional email). We'll keep a current list available and tell you if it changes in a way that affects your guests' data.
  7. If we ever suffer a data breach affecting your guests, we'll tell you without undue delay so you can meet your own obligations.
  8. Privacy details for guests are in the Serva privacy notice, which your board links to.
  9. Quiz entries are stored with the entrant's email as a one-way hash, and display names are wiped automatically when each round ends. Winner names are cleared once the prize code is redeemed.

8. What's yours to get right (licensing, prizes, listings)

Serva is a tool. What you put on it, and what you run with it, is yours:

  1. Licensing. You're responsible for complying with the Licensing Act 2003 and every other law that applies to selling and promoting alcohol at your venue or event, including age verification and responsible-drinking rules.
  2. Prizes and the quiz. If you run the quiz with prizes, you're the promoter. You're responsible for making sure your prize competition complies with the Gambling Act 2005 (free-to-enter prize competition rules), the CAP Code and the Portman Group guidance, especially where a prize is alcohol. Serva gives you the mechanics - winner codes, redemption at the bar, automatic name handling - but the legal responsibility for the promotion is yours.
  3. Listings. Prices, descriptions, ABVs and above all allergen information on your board are entered by you and are your responsibility to keep accurate.

9. Acceptable use

Keep it legal and keep it fair. You must not use Serva to publish unlawful, infringing or misleading content; to collect guest data without consent or outside the built-in consent flow; to send spam; to probe, overload or interfere with the service or other venues' boards; or to resell access without our agreement. The shared demo board is for looking, poking and showing people - not for real venue data.

10. The service, honestly stated

  1. Serva is provided as it is. It's new, it's looked after with care, and there will be the odd snag - fixing them fast is part of the deal, but we can't promise perfection.
  2. Uptime is not guaranteed. We aim for the service to be available all the time, and it's built offline-first so a connection blip at your venue doesn't take the board down for guests who already have it open, but we don't offer an uptime guarantee or service credits. We depend on our hosting providers, and occasionally we'll need maintenance windows - we'll pick quiet hours where we can.
  3. Offline behaviour works as designed on guests' phones once the board has loaded, but we can't guarantee every device, browser or network condition.
  4. We improve Serva continuously. Features may change or be replaced with something better. If we ever withdraw something material to your plan, we'll tell you and you can cancel from that date even inside a minimum term.

11. Suspension and ending things

  1. You can cancel as described in section 2 (and the Free tier is yours for as long as you're using it - there's nothing to cancel).
  2. We can suspend or close a board if these terms are seriously or repeatedly breached, if we're required to by law, if the board presents a security or legal risk, or if payment has failed and stayed unpaid (section 2.5). Where it's reasonable to warn you first, we will, and we'll say what needs fixing.
  3. The automatic Free-tier limits in section 3 (visit cap, dormancy) are not suspensions - they're how the Free tier works, and they reverse automatically.
  4. When an account closes, whoever closed it: you have 30 days to ask for your data (section 7.4), and we then delete your venue's data within 90 days of closure, except what we must keep for legal or accounting reasons.

12. Liability

  1. Nothing in these terms excludes liability that can't legally be excluded, including for death or personal injury caused by negligence, or for fraud.
  2. Beyond that, our total liability to you under these terms is capped at the greater of £100 and the fees you've paid us in the 12 months before the claim arose.
  3. We're not liable for indirect or consequential losses, lost profits, lost sales or lost data caused by events outside our reasonable control - and on a free plan you'll appreciate the cap is what it is.
  4. You're responsible for claims arising from your own listings, promotions and compliance obligations (section 8).

13. Changes to these terms

We'll version these terms and show you which version you accepted. If we make a material change we'll give you at least 30 days' notice by email, and if you don't like it you can cancel from the date it takes effect, even inside a minimum term. Carrying on using Serva after the notice period means the new version applies.

14. The boring but necessary bits

  1. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
  2. These terms plus the pricing page and privacy notice are the whole agreement between us for the service.
  3. If a court finds part of these terms unenforceable, the rest still stands.
  4. We may transfer our side of this agreement to another company in a reorganisation, or to a dedicated company set up to run Serva - your rights won't be reduced. You need our written consent to transfer yours.
  5. Nothing here makes us partners, employer and employee, or agent and principal.
  6. Contact: through the form at serva.digital, or the email address on your invoice.