Terms and Conditions

1 Acceptance of Terms

By accessing or using the Ventana platform (the "Service"), operated by Ventana LLC ("we," "us," or "Company"), you ("Customer," "you," or "your") agree to be bound by these Terms and Conditions. If you do not agree, you may not use the Service.

2 Description of Service

Ventana is a white-label customer portal platform that provides businesses with a branded interface to their Zoho ecosystem and, optionally, to their QuickBooks Online company. The Service is delivered on a managed basis, meaning Ventana builds, configures, and maintains each portal on behalf of its customers.

3 Account Registration

You must provide accurate and complete information and are responsible for maintaining account security. You must notify us of any unauthorized use.

4 Free Trial

Ventana offers a fifteen (15) day free trial with full functionality and no payment required. After the trial, a paid subscription is required to continue access.

5 Pricing and Fees

• $1.50 per user per month
• $29.00 minimum monthly charge

QuickBooks Add-on

Connecting QuickBooks Online is an optional add-on, available with an active paid subscription and billed monthly in addition to the charges above:

• Essentials — $14.99 per month, including 4,000 billing refreshes per month
• Growth — $49.99 per month, including 12,500 billing refreshes per month
• Scale — $99.99 per month, including 25,000 billing refreshes per month
• Volume — $199.99 per month, including 50,000 billing refreshes per month

A "billing refresh" is one retrieval of a client's billing data from QuickBooks Online. If an organization exceeds its monthly allowance, the portal continues to work but refreshes QuickBooks data less often until the next month. Ventana may contact you about moving to a higher tier if your usage regularly exceeds your allowance, but will not change your tier without your consent. Larger volumes are available by arrangement.

Consulting & Customization

Additional work beyond the standard platform is billed hourly at a pre-agreed rate. These services are optional and scoped in advance.

6 Third-Party API Usage

The Service connects to and communicates with your Zoho ecosystem (including but not limited to Zoho CRM, Zoho Books, Zoho WorkDrive, and Zoho Desk) through application programming interfaces ("APIs"). All API calls made by the Service on your behalf consume your Zoho API credits, as allocated under your Zoho subscription plan.

Ventana does not provide, subsidize, or otherwise bear the cost of any third-party API credits consumed through your use of the Service. You are solely responsible for maintaining a sufficient allocation of API credits under your Zoho account to support the Service's operation.

If your API credits are exhausted, certain features of the Service may become unavailable or experience degraded performance. Ventana is not liable for any loss of functionality, data synchronization delays, or service interruptions resulting from insufficient API credits on your Zoho account. It is your responsibility to purchase additional API credits or upgrade your Zoho plan as needed to ensure uninterrupted use of the Service.

QuickBooks Online

If you connect QuickBooks Online, the Service accesses your QuickBooks company through Intuit's APIs on your behalf, as described in our Privacy Policy. You must maintain your own QuickBooks Online subscription, and online invoice payment is available only where your QuickBooks company has Intuit's payment services enabled. The cost of Intuit API usage is included in the QuickBooks add-on; it is not charged to your Intuit account. You may disconnect QuickBooks at any time, from the Service or from within QuickBooks. Intuit and QuickBooks are trademarks of Intuit Inc.; Ventana is not affiliated with or endorsed by Intuit, and is not responsible for the availability or accuracy of Intuit's services.

7 Billing and Payment

Billing Cycle

Monthly billing begins on the subscription start date.

Upgrades (Adding Seats)

Charges are prorated for the remainder of the billing cycle and applied immediately.

Downgrades (Removing Seats)

Changes take effect next billing cycle. No credits are issued for the current cycle.

QuickBooks Add-on Changes

Adding, changing, or removing the QuickBooks add-on takes effect immediately and is prorated by our billing provider for the remainder of the billing cycle; any resulting charge is made to your stored payment method.

Payment Method

You authorize Ventana to charge your stored payment method.

Failed Payments

Accounts may be suspended if payment remains unsuccessful.

8 Cancellation

You may cancel at any time. Service remains active through the end of the billing cycle. No partial refunds are issued for unused time in the current cycle.

9 Refunds

Refunds are governed by the Ventana Refund Policy. Fees are generally non-refundable except where required by law or, at Ventana's sole discretion, in cases of billing error or exceptional circumstances.

10 Data Ownership and Retention

You retain ownership of your data.

Data Retention After Termination

Following termination, Ventana may retain customer data for up to thirty (30) days. During this period, customers may request a data export. After this period, data may be permanently deleted.

11 Data Security

Ventana uses industry-standard security measures including encryption and secure authentication. Absolute security cannot be guaranteed.

12 Acceptable Use

You agree not to misuse the Service, including illegal activity, unauthorized access, or service disruption.

13 Intellectual Property

All platform technology and materials are owned by Ventana LLC.

14 Service Availability

Ventana targets 99.5% uptime, excluding scheduled maintenance and third-party service disruptions (including Zoho). Service credits for extended outages are governed by the Refund Policy.

15 Limitation of Liability

Ventana is not liable for indirect or consequential damages. Total liability is limited to fees paid in the previous 12 months.

16 Disclaimer of Warranties

The Service is provided "as is" without warranties of any kind.

17 Indemnification

You agree to indemnify Ventana against claims arising from your use of the Service or violation of these Terms.

18 Termination

Ventana may suspend or terminate access for reasons including violation of these Terms or non-payment. Upon termination, access to the Service ceases.

19 Governing Law

These Terms are governed by the laws of the State of Utah.

20 Severability

Invalid provisions will not affect the remainder of the Terms.

21 Changes to Terms

We may update these Terms and will provide notice of material changes.

22 Contact Information