Effective Date: April 2, 2026
These Terms of Service (“Terms”) govern access to and use of the Conference Tracker software and related services (“Service”) provided by Engineerica Systems, Inc. (“Engineerica,” “we,” “our,” or “us”).
By accessing or using the Service, you (“Customer”) agree to be bound by these Terms.
1. Use of the Service
Engineerica grants Customer a limited, non-exclusive, non-transferable, and non-sublicensable license to use the Service during the subscription term for internal business purposes related to managing conferences, events, and related activities.
2. Accounts and Responsibilities
Customer represents that it is authorized to enter into this agreement on behalf of its organization.
Customer is responsible for all users under its account, including staff, event organizers, exhibitors, and other authorized users.
Each user must have unique login credentials unless otherwise permitted by the subscription plan.
Engineerica reserves the right to review account usage to verify compliance with subscription limits.
3. Event Management Responsibilities
Customer is solely responsible for:
- Event setup and configuration
- Registration policies, pricing, and payment terms
- Refund and cancellation policies for attendees
- Communication with attendees, exhibitors, and sponsors
- Compliance with applicable laws and regulations
Engineerica provides software tools only and is not responsible for the management, execution, or outcome of Customer events.
4. Attendee and Exhibitor Data
Customer controls all event-related data, including attendee and exhibitor information.
Customer is responsible for:
- Collecting appropriate notices and consents
- Ensuring lawful collection and use of personal data
- Managing access to and sharing of such data
Engineerica processes such data solely to provide the Service.
5. Lead Retrieval and Exhibitor Use
The Service may include lead retrieval functionality that allows exhibitors or sponsors to collect attendee information.
Customer acknowledges and agrees that:
- Exhibitors may collect and use attendee data through the Service
- Customer is responsible for configuring appropriate disclosures and consent mechanisms
- Exhibitors are independently responsible for their use of collected data
Lead retrieval services may be offered under different commercial arrangements, including revenue sharing, discounted pricing, or bulk licensing, as agreed between Engineerica and Customer. The specific terms of such arrangements will be defined in the applicable order form or agreement.
Engineerica is not responsible for how exhibitors or sponsors use attendee information.
6. User Content and Community Features
The Service may allow users, including attendees, speakers, exhibitors, and Customer personnel, to submit, post, or share content such as messages, images, documents, and other materials (“User Content”).
Customer is solely responsible for all User Content made available through its account, including ensuring that such content complies with applicable laws and does not infringe the rights of any third party.
Engineerica does not monitor or review User Content and does not endorse or guarantee the accuracy, legality, or appropriateness of such content.
Customer may moderate, edit, or remove User Content through available tools. Engineerica reserves the right (but has no obligation) to remove or restrict access to User Content that violates these Terms or may expose Engineerica to liability.
Engineerica shall not be responsible or liable for any User Content or for the conduct of users within the Service.
7. Mobile Applications
The Service may include mobile applications, including attendee apps and lead retrieval apps.
Engineerica does not guarantee:
- Compatibility with all devices or operating systems
- Uninterrupted availability of mobile applications
- Performance across all network environments
Use of mobile applications may depend on third-party platforms such as app stores and device providers.
8. Fees and Pricing
Fees for the Service are based on the specific event or order and are agreed upon at the time of purchase.
Once an order is placed (whether by signing an agreement or submitting payment), the applicable fees for that order will not change.
Engineerica reserves the right to modify pricing for future orders, events, or additional services at any time.
9. Subscription, Billing, and Cancellation
Customer may activate the Service by either (a) signing a service agreement or (b) submitting payment.
Payment is due within thirty (30) days of signing a service agreement unless otherwise specified.
Customer may cancel this agreement within thirty (30) days of the earlier of (i) signing this agreement or (ii) submitting payment, provided that such cancellation occurs prior to the event’s scheduled start date (“Start Date”).
If Customer cancels within this period:
- Any fees paid will be refunded in full; and
- If payment has not yet been made, Customer will not be obligated to pay
No refunds will be issued after this thirty (30) day period or once the event has started (Start Date), whichever occurs first.
Customer acknowledges that the Service may be used prior to the event date for event setup, registration, and conference preparation.
After the cancellation period, all fees are non-refundable and non-transferable, and Customer remains responsible for all agreed fees regardless of actual use.
If Customer signs an agreement but fails to submit payment, Engineerica may suspend or deactivate access to the Service beginning thirty (30) days prior to the Event Start Date. Access may be restored upon receipt of payment.
10. Hardware Lease (Optional)
Engineerica may provide hardware devices for temporary use in connection with the Service, including but not limited to badge printers, tablets, and scanning devices (“Leased Devices”).
Customer agrees to:
- Use Leased Devices solely for their intended purpose in connection with the Service
- Handle and operate Leased Devices in accordance with manufacturer instructions and reasonable care standards
- Maintain the security and control of all Leased Devices while in Customer’s possession
- Properly package all Leased Devices and accessories
Customer agrees to properly package and ship all leased devices and accessories within three (3) days following the Event End Date using the return shipping label provided by Engineerica.
Customer is responsible for ensuring that devices are returned in good condition. Failure to return devices within this timeframe or return of damaged devices may result in additional charges, including full replacement cost.
Engineerica is not responsible for any data stored on Leased Devices after they are returned.
11. Technical Support
Engineerica provides technical support for the Service in accordance with its Support Policy.
Support scope, availability, and response times may vary depending on Customer’s subscription plan.
For full details, please refer to the Support Policy:
https://www.engineerica.com/conferencetracker/support-policies/
12. Modifications to the Service
Engineerica may enhance, modify, update, or discontinue the Service (or any part thereof) at any time.
Enhancements, updates, and new features, including the release of additional tools, functionality, or modules, will be considered part of the Service and subject to these Terms.
Engineerica may deploy updates, bug fixes, or security patches without prior notice. Continued use of the Service after such updates constitutes acceptance of the modified Service.
Engineerica will use reasonable efforts to provide advance notice of scheduled maintenance expected to result in service downtime.
Engineerica reserves the right to suspend or limit usage if Customer use materially exceeds normal usage patterns and adversely affects system performance.
13. Changes to These Terms
Engineerica may update these Terms from time to time. If material changes are made, Engineerica will provide reasonable notice.
The most current version of the Terms will always be available at:
https://www.engineerica.com/conferencetracker/terms-of-service/
Continued use of the Service after updated Terms become effective constitutes acceptance of the changes.
14. Acceptable Use
Customer agrees not to:
- Use the Service for unlawful purposes
- Reverse engineer, decompile, or attempt to extract source code
- Interfere with or disrupt the Service
- Transmit harmful or malicious content
- Attempt unauthorized access to the Service
15. Intellectual Property
The Service and all related software, design, and materials (excluding Customer data) are owned by Engineerica and protected by intellectual property laws.
Customer retains all rights to its data.
16. Warranty Disclaimer
The Service is provided on an “as is” and “as available” basis.
Engineerica disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.
Engineerica does not warrant that the Service will be uninterrupted, error-free, or meet Customer expectations.
17. Limitation of Liability
To the maximum extent permitted by law, Engineerica’s total liability arising out of or relating to the Service shall not exceed the total amount paid by Customer for the specific Event giving rise to the claim, regardless of the number of claims or causes of action.
Engineerica shall not be liable for any indirect, incidental, special, consequential, or punitive damages.
18. Indemnification
Customer agrees to indemnify and hold harmless Engineerica from claims arising from:
- Customer events and event operations
- Customer data
- Actions of attendees, exhibitors, or sponsors
- Customer’s violation of these Terms
19. Termination
Engineerica may suspend or terminate access to the Service if:
- Customer violates these Terms
- Payment obligations are not met
- Use poses a security or legal risk
- Conduct is abusive, fraudulent, or disruptive
Engineerica may also decline to provide or renew the Service for legitimate business reasons.
20. Data Retention and Access
Engineerica retains Customer event data to support ongoing use of the Service, including reviewing past conferences, generating reports, issuing certificates, and reusing event configurations.
Beginning approximately thirty (30) days after the start date of a conference, event data may become read-only. Customer may continue to access and report on such data but may not modify event records.
If Customer also licenses other Engineerica services (such as AccuMembership), certain data (including attendance records) may be made available across services to enable integrated functionality.
Customer remains responsible for exporting any data it wishes to retain outside the Service. Engineerica may delete data after account termination following a reasonable retention period.
21. Force Majeure
Engineerica is not liable for failure or delay due to causes beyond reasonable control.
22. Governing Law and Arbitration
These Terms are governed by the laws of the State of Florida.
Any disputes shall be resolved by binding arbitration administered by the American Arbitration Association.
Customer waives the right to jury trial and class actions.
23. Assignment
Customer may not assign this agreement without Engineerica’s prior written consent.
Engineerica may assign this agreement in connection with a merger, acquisition, reorganization, or sale of assets.
24. Entire Agreement
These Terms constitute the entire agreement between the parties.
25. Contact
Questions may be sent to:
