Terms of Service

The service

Docent is a subscription visitor-management platform: kiosk and reception check-in, badge printing, host notifications, pre-registration, and the related features described on this site for the plan you subscribe to. We host it, keep it updated, and support it; you configure it and run your lobby with it.

This agreement, and who can accept it

These terms are a binding agreement between nXio LLC and the organization named on the account ("you"). They're accepted on your behalf by an administrator of your organization — by clicking Accept in the dashboard, that administrator represents they have authority to bind your organization. We record who accepted (name and email), when, from what IP address, and which version of these terms it was. If you and nXio have signed a separate order form or master agreement, that signed document wins wherever the two conflict.

Accounts and acceptable use

You're responsible for the people you invite into your dashboard and for what your organization configures — visit types, agreements you ask visitors to sign, screening policies, retention windows. Don't use Docent to break the law, to screen or exclude people in ways the law forbids, or to probe or disrupt the service itself.

Your data

Your visitor records belong to you. We process them only to run the service (see the Privacy Policy), you can export them at any time, and on termination we delete them on request. You're the controller of your visitor data; keep your own notices and policies accurate for what you collect at your kiosk.

Fees and billing

Plans are priced per location per month as published on this site or in your order. Invoices are issued monthly and are payable on the terms stated on the invoice; applicable taxes are added at invoicing. We may change list pricing with notice — changes take effect at your next renewal, never mid-term.

Screening features

Ban lists, ID capture, and watchlist checks (including U.S. Consolidated Screening List lookups) are assistive tools that surface information to your staff. They are not legal advice and not a compliance program by themselves; export-control and admission decisions, and the policies behind them, remain yours.

Emergency features

Roll call, evacuation reports, and related features help your staff account for people during an emergency, but Docent is not a life-safety system and must not be your only means of emergency accounting or notification. Maintain your own emergency procedures; treat Docent's lists as an aid to them, not a replacement for them.

Availability and support

We operate Docent on enterprise cloud infrastructure with the intent that it's available whenever your lobby is open, and we schedule maintenance to avoid business hours where practical. Support is included with every plan; Enterprise plans get priority handling.

Confidentiality and ownership

Each of us will protect the other's non-public information with reasonable care and use it only for this relationship. nXio owns the Docent software and everything we build to run it; you own your data. If you send us feedback or feature ideas, we can use them without obligation.

Warranties

The service is provided "as is" and "as available." To the fullest extent the law allows, we disclaim all other warranties, express or implied — including merchantability, fitness for a particular purpose, and non-infringement — and we don't warrant that the service will be uninterrupted or error-free.

Limitation of liability

To the fullest extent the law allows: (a) neither of us is liable to the other for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, or goodwill, even if advised of the possibility; and (b) our total aggregate liability for all claims arising out of or relating to the service or these terms — whatever the legal theory — is capped at the fees you actually paid for the service in the twelve months before the event giving rise to the claim. These limits don't apply to your payment obligations or to liability that can't be limited by law.

Indemnification

You'll defend and indemnify nXio against third-party claims arising from your visitor policies and admission decisions, the agreements and questions you present at your kiosk, or your use of the service in violation of law or these terms. nXio will defend and indemnify you against third-party claims that the Docent service itself infringes their intellectual property. Each side must promptly notify the other and let the indemnifying side control the defense.

Export compliance

Each of us will comply with applicable U.S. export-control and sanctions laws. Docent's screening features can assist your export-control program, but classification of your technical data, facility access decisions, and your program itself remain your responsibility. Don't store data in Docent that is itself export-controlled beyond what the check-in workflow requires.

Term and termination

Subscriptions renew monthly until cancelled. You can cancel any time effective at the end of the billing period; we can suspend or terminate for non-payment or material breach that isn't cured after notice. Downgrading a plan disables features but never deletes your data. Sections of these terms that by their nature should survive termination (ownership, confidentiality, liability limits, dispute resolution) survive it.

Dispute resolution — binding arbitration

If a dispute comes up, tell us in writing and we'll try to resolve it informally within 30 days. If that fails, the dispute will be resolved by final and binding arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, seated in Johnson County, Kansas, before a single arbitrator, in English. The Federal Arbitration Act governs this section, and judgment on the award may be entered in any court with jurisdiction. Either of us may instead bring an individual claim in small-claims court, and either of us may go to court for injunctive relief to protect intellectual property, confidential information, or the security of the service. Both of us waive any right to a jury trial and agree that claims may be brought only individually — not as a plaintiff or class member in any class, consolidated, or representative proceeding. Any claim must be brought within one year of the events giving rise to it, unless the law forbids that limit.

General

These terms are governed by the laws of the State of Kansas (without regard to conflicts rules). Neither of us is responsible for delays caused by events outside reasonable control. You may not assign this agreement without our consent except to a successor in a merger or sale; we may assign it to an affiliate or successor. If any provision is unenforceable, the rest stands; a failure to enforce isn't a waiver. These terms plus your order and the Privacy Policy are the entire agreement about the service. If we update these terms materially we'll post the new effective date here and notify active customers; your administrators will be asked to accept the new version in the dashboard. Questions: sales@docentvms.com · 913.754.8120.