BestTables Terms and Conditions

Provider identification

For these Terms and Conditions, BestTables is the trade name used to identify the software, SaaS platform, technology services, and digital ecosystem developed and supplied by its owner.

For support, service, subscriptions, or customer-care communications, contact soporte@besttables.net.

BestTables acts as owner, developer, and technology provider of the software and associated services. Use of BestTables does not transfer ownership of the intellectual property in the software to the Client.

Definitions

BestTables: the SaaS platform, applications, interfaces, modules, databases, infrastructure, and technology services offered under the BestTables name.

Client or Subscriber: the individual or legal entity that contracts or uses BestTables.

Authorized User: an administrator, cashier, server, cook, invoicing operator, or another person authorized by the Client to use the account.

End Customer: a person who purchases goods or services from the establishment using BestTables.

Subscription: the temporary right to access the contracted features and capacities.

Purpose of the service

BestTables provides technology tools intended to facilitate the management and operation of restaurants, cafés, bars, commercial establishments, and businesses compatible with the system.

The tools may include:

• Table and order management.
• Point of sale and cash management.
• Users and permissions.
• Kitchen stations and displays.
• Inventory and customer records.
• Payment methods and bill splitting.
• Products and categories.
• Reports, analytics, and exports.
• QR and projected menus.
• Device management.
• Electronic invoicing when the corresponding module is enabled.

Available features depend on the contracted plan and its specific limits.

Plans and contracted conditions

BestTables may offer monthly or annual plans, promotions, free trials, Gift Cards, activation keys, and custom plans.

Each contract may establish specific limits, including numbers of tables, servers, users, POS terminals, registers, kitchen stations, branches, devices, invoicing operators, and other capacities.

Conditions in effect when a request is made may be stored electronically as evidence of the offer accepted by the Client.

Prices and payments

Prices are those disclosed at the time of contracting and, unless expressly stated otherwise, are in United States dollars.

BestTables may change prices for future contracts or renewals. Changes do not retroactively affect periods already paid.

Activation may be subject to payment verification. BestTables may request receipts, bank references, or other information reasonably required to verify the transaction.

Renewals and term

Each subscription lasts for the period indicated when it is contracted. Renewal may require a new payment, request, or confirmation from the Client.

Failure to renew may result in suspension or termination of access after the contracted period ends.

Free trials

BestTables may offer free trial periods subject to defined limits and duration. Trials do not create an obligation to provide the service free of charge or permanent rights to the features used.

When a Client with an active trial purchases a paid subscription, BestTables may end the trial and immediately activate the purchased plan.

Accounts and security

The Client is responsible for keeping credentials confidential and properly managing authorized users.

BestTables may use security measures such as session controls, device identification, access logs, IP addresses, antifraud protection, preventive blocking, authentication, and auditing.

Permitted use

The Client agrees to use BestTables only for activities permitted by applicable law.

BestTables may not be used for fraud, forgery, identity theft, tax evasion, unauthorized access, malware distribution, vulnerability exploitation, or any unlawful activity.

Suspension and termination

BestTables may temporarily suspend or terminate an account, product, or subscription when objective grounds relate to a breach of these Terms or a risk to the platform.

Grounds may include:

• Nonpayment.
• Fraud or reasonable suspicion of fraud.
• Unlawful use or deliberately false information.
• Attempts to compromise the platform.
• Infrastructure abuse or harm to other users.
• Security risks or requirements from competent authorities.
• Repeated breach of Client obligations.

When reasonably possible, BestTables will seek to disclose the reason for suspension or termination.

Termination does not automatically create a right to reimbursement for periods already used or when it results from a breach attributable to the Client, without prejudice to non-waivable statutory rights.

Electronic invoicing and the SRI

When the corresponding module is enabled, BestTables may provide tools to generate, sign, transmit, query, store, and manage electronic tax documents.

Electronic invoicing is subject to the legal, regulatory, administrative, and technical requirements of the Ecuadorian Internal Revenue Service (SRI) and other competent authorities.

The Client is responsible for supplying correct tax information and maintaining the authorizations, certificates, and conditions necessary to operate as an issuer.

Electronic signature

When a feature requires an electronic signature, the Client must provide or configure a valid certificate and the credentials needed to use it.

The certificate and electronic signature belong to their respective owner. BestTables does not acquire ownership of the Client electronic signature.

The Client technically authorizes BestTables to use the certificate exclusively to perform operations requested by the Client through enabled system functions.

Issuer responsibility

The Client acknowledges that the tax issuer of each document is the Client or corresponding taxpayer.

BestTables acts as the technology provider of the system used to generate, process, and transmit information and does not replace the taxpayer in fulfilling tax obligations.

The Client is responsible for the accuracy of tax data, buyer identification, product or service descriptions, values, taxes, establishments, points of issue, and all other tax information entered or authorized.

SRI authorization

Use of BestTables is not an absolute guarantee that an electronic document will be authorized.

Authorization depends on the SRI, information supplied by the issuer, the signing certificate, availability of external services, and compliance with applicable technical and regulatory conditions.

Changes in tax rules

BestTables may change processes, formats, structures, XML, validations, integrations, and features when needed to adapt to legal, regulatory, administrative, or technical reforms.

Some features may be temporarily changed, restricted, or suspended while regulatory adaptations are made.

Audit and traceability

BestTables may retain technical and administrative records necessary for operation, security, support, compliance, and traceability.

Records may include session start and end; devices and IP addresses; administrative actions and configuration changes; user creation or modification; subscriptions, activations, and plan changes; commercial requests; electronic-invoicing operations, identifiers, statuses, authorizations, and events; recorded payments; and security events.

Records may be used to prevent fraud, investigate incidents, address claims, preserve traceability, and comply with legal obligations.

End-customer data

The Client may record information about its consumers or end customers in BestTables when necessary for operations.

Depending on the service, this may include names, business name, national identification number, RUC, passport, email, phone number, address, invoicing information, purchased products, transaction value, and payment method.

The Client is responsible for having a valid legal basis to collect and process that data.

Personal-data protection

BestTables processes personal data in accordance with applicable Ecuadorian personal-data protection law and other enforceable rules.

BestTables seeks to maintain reasonable technical, administrative, and organizational measures to protect confidentiality, integrity, and availability. Processing is performed for the legitimate purposes applicable to each relationship and under the corresponding data-protection principles.

Connected email accounts

When a user voluntarily connects an email account, BestTables may access its address, the necessary technical identifiers and authorizations, and the limited permission to send messages on the user behalf.

This access is used exclusively to send documents and messages requested by the user through BestTables. BestTables does not use the connection to read the inbox, inspect contacts, build advertising profiles, or sell information obtained through the integration.

Technical authorizations are stored encrypted while the connection remains active and may be securely renewed to maintain the service. The user may disconnect at any time; BestTables then stops using the authorization and removes the associated credentials from active configuration, without prejudice to minimum records retained for security or legal compliance.

Personal-data roles

Depending on the specific processing operation, BestTables may act as a controller or processor.

For information supplied directly to contract BestTables, administer an account, receive support, or maintain the commercial relationship, BestTables may act as controller where legally applicable.

For end-customer information entered by an establishment to manage sales, customers, or invoicing, the establishment will normally determine the primary purpose while BestTables may act as technology provider or processor, as applicable.

Purposes of processing

BestTables may process personal information when necessary to:

• Create and administer accounts.
• Provide contracted services and support.
• Manage payments and subscription requests.
• Prevent fraud and secure the service.
• Perform audits and process electronic documents.
• Comply with legal obligations.
• Make backups and maintain operational continuity.
• Prepare internal statistics and improve products and services.
• Manage communications relating to the contractual relationship.

When a purpose requires consent under applicable law, BestTables will seek it through the appropriate mechanism.

Technical data

To protect and administer the platform, BestTables may record technical information relating to system access and use, including IP address, access date and time, browser, operating system, device type, technical identifiers, sessions, authentication events, and activity and security logs.

This data may be used for security, diagnostics, fraud prevention, support, and auditing.

Information retention

Data may be retained for the time reasonably necessary to provide services, meet legal obligations, maintain tax and contractual records, address claims, prevent fraud, and exercise or defend rights.

When no valid legal purpose remains, data may be deleted, anonymized, blocked, or otherwise processed as applicable law provides.

Rights of data subjects

Data subjects may exercise the rights granted by applicable Ecuadorian law according to the circumstances of each processing operation.

Where applicable, these may include information, access, updating, rectification, deletion, objection, restriction, portability, and withdrawal of consent when legally available.

Requests may be submitted through the official contact channels published by BestTables.

Infrastructure and technology providers

BestTables may use infrastructure, storage, communications, security, email, processing, and other technology providers necessary to operate the platform.

When those providers participate in processing information, BestTables will seek to apply the obligations and safeguards required by applicable law.

Service availability

BestTables seeks to maintain reasonable service availability but does not guarantee completely uninterrupted or error-free operation.

Interruptions may result from maintenance, updates, security incidents, Internet failures, third-party infrastructure, force majeure, SRI unavailability, or other circumstances beyond the reasonable control of BestTables.

Backup and synchronization

BestTables may use backup, caching, temporary storage, synchronization, and recovery mechanisms to maintain service continuity.

Certain features require an Internet connection to synchronize information or communicate with external services.

Intellectual property

BestTables, its source and object code, architecture, interfaces, documentation, designs, features, graphics, trademarks, and other protectable components belong to their respective owners.

Contracting grants only a limited, temporary, revocable, nonexclusive, and nontransferable right to use the service while the corresponding authorization or subscription remains in force.

Unauthorized copying, exploitation, distribution, resale, or modification of the software is prohibited, without prejudice to rights that the law makes non-waivable.

Client data and ownership of information

Contracting BestTables does not transfer commercial ownership of the Client information to BestTables.

BestTables may process that information to provide, administer, secure, and improve the service and to meet corresponding legal and contractual obligations.

Exporting information

When the applicable plan permits, the Client may use export tools supplied by BestTables.

The availability, content, structure, and formats of exports may evolve as the software is developed.

Limitation of liability

To the maximum extent permitted by applicable law, BestTables is not liable for consequences arising exclusively from circumstances attributable to the Client or third parties beyond the reasonable control of BestTables.

Such circumstances may include:

• Incorrect information entered by the Client.
• Misuse of credentials.
• Tax noncompliance attributable to the issuer.
• Failure of external services or SRI unavailability.
• Client connectivity problems or defective hardware.
• Third-party software or infrastructure.
• Use contrary to system instructions.
• Force majeure.

Changes to the service

BestTables may add, change, improve, replace, or remove features when necessary to improve the service, increase security, adapt it technically, or comply with legal obligations.

When a change materially affects an existing contractual relationship, the corresponding legal and contractual provisions will apply.

Changes to these Terms

BestTables may update these Terms and Conditions to reflect legal, regulatory, technical, operational, or commercial changes.

Material changes that must be communicated under applicable law will be disclosed through reasonable mechanisms. The published version will show its latest update date.

Electronic communications

The Client agrees that communications concerning contracting, accounts, security, payments, invoicing, support, and material changes may be sent by email, through the platform, by WhatsApp, or through other channels supplied by the Client.

Regulatory compliance

BestTables may make technical, functional, and operational changes needed to keep the software aligned with applicable laws and regulations, including tax, data-protection, security, electronic-commerce, and consumer matters.

Competent authorities

BestTables may cooperate with competent authorities when a legal obligation, decision, valid order, or legally binding request exists.

Applicable law

These Terms and Conditions are interpreted under the laws of the Republic of Ecuador.

Each provision will be applied in accordance with any applicable mandatory or non-waivable rules and rights.

Severability

If any provision of these Terms is declared invalid, unlawful, or unenforceable, the remaining provisions will remain effective to the extent legally possible.

Entire agreement

These Terms and Conditions, together with plan-specific conditions, requests, policies, and other documents expressly incorporated, form the contractual framework governing the relationship between BestTables and the Client.

Acceptance

By checking the acceptance box, registering, contracting, paying, activating a subscription, using a key, or accessing and using BestTables, the Client expresses the intention to accept these Terms and Conditions electronically.

Both parties are bound by the obligations and conditions in this document, subject in all cases to applicable mandatory legal provisions.