Beams Vault Terms of Service

1. Who we are and this agreement #

These Terms of Service (“Terms”) are an agreement between you and Manners & Moonbeams LLC, which operates Beams Vault (“Beams Vault,” “we,” “us”). They govern your use of the Beams Vault software, website, Browser Agent, and related services (the “Service”). By creating an account or using the Service you agree to these Terms. If you do not agree, do not use the Service.

These Terms cover your Beams Vault software account only. Purchases from the Beams Vault Store are governed by the separate Store Purchase Agreement. Buying from the Store does not create a Beams Vault subscription, and a Beams Vault subscription does not change Store purchase terms.

2. Eligibility and your account #

You must be at least 18 years old and able to form a binding contract. The Service is a business tool for adult sellers and collectors and is offered in the United States. Keep your account information accurate.

Sign-in is provided by Amazon Cognito and may require multi-factor authentication. You are responsible for keeping your sign-in credentials secure and for activity under your account. Tell us promptly at [email protected] if you suspect unauthorized access. Do not share an account in a way that gets around plan limits or security controls.

3. The Service #

Beams Vault helps you manage inventory, photos, purchase lots, sales history, listings, reports, and point-of-sale activity. What you can use depends on your plan, add-ons, and the features we have enabled for your account. Some features are labeled beta, coming soon, or available by invitation; they may change or be withdrawn.

Prices, melt values, fees, profit estimates, Market Checks, and similar figures are informational tools. They are not financial, tax, legal, grading, authentication, or appraisal advice.

4. Plans, billing, and automatic renewal #

Collector is free and holds up to 200 inventory items. Seller is $29.95 per month (up to 5000 items) and Vault Pro is $74.95 per month. Current plan details are on the pricing page. Cloud Image Hosting for Collector is $9.95 per month. Shopify Integration is $59.95 per month and is billed by Shopify, not by Beams Vault.

Stripe processes Beams Vault subscription payments. Card numbers never reach Beams Vault. The amount, interval, and taxes shown at Stripe Checkout or on your Stripe invoice control the charge.

Automatic renewal. PAID PLANS AND MONTHLY ADD-ONS RENEW AUTOMATICALLY at the end of each billing period, and you authorize Stripe to charge your payment method each period until you cancel. Seller may include one 14-day trial if you have not used one before; a payment method is required. The trial includes 20 Vault AI credits and 10 Market Checks, and paid Seller service begins when the 14 days end or when you continue beyond the trial allowance, whichever occurs first. We may change prices for future periods; a new price applies only at a renewal after notice.

5. Cancellation, downgrade, refunds, and payment reversals #

Cancelling. You can cancel anytime from Settings (Manage billing opens the Stripe Customer Portal) or by emailing [email protected]. No phone call is required. When you cancel, your paid plan stays active through the end of the period you already paid for, then your account moves to the free Collector plan. Your inventory, sales history, and unused AI Top-Up balance stay with your account.

Refunds. We do not give prorated refunds for unused time after cancelling, unless the law requires it. You may ask us about any other refund at [email protected].

Refunds, reversals, and disputes. If a subscription payment is fully refunded, reversed, or disputed (a chargeback), the paid access that payment funded ends right away and your account moves to Collector.

Failed renewals. If a renewal payment fails, Stripe may retry it and we may keep paid features available while it does. If the payment is not completed, the subscription ends and your account moves to Collector.

6. Vault AI, credits, and AI Top-Ups #

What Vault AI does. Depending on your plan and what is enabled, Vault AI can identify items from photos, read labels, barcodes, and certificate numbers, group photos into items, suggest titles, descriptions, categories, and item specifics, map spreadsheet columns during import, and prepare Market Checks that summarize pricing evidence.

What a credit is. A Vault AI credit pays for one intelligent service request, such as identifying an item or preparing listing details. A request may use a credit even when Beams Vault answers it from information it already holds or with deterministic (non-generative) processing, because the credit pays for the service rather than for a particular model. Reusing results you already have, entering items manually, and eBay-native features do not use credits. The app shows the cost before you start a request that uses credits.

Monthly allowances. Seller includes 150 Vault AI credits and 75 Market Checks per month; Vault Pro includes 600 and 300. Allowances reset at the start of each calendar month (UTC), do not roll over, and are used before any AI Top-Up balance.

AI Top-Ups. An AI Top-Up is a one-time $14.95 purchase that adds 100 Vault AI credits and 50 Market Checks. Top-up balances have no expiration date while your account exists, carry across months, and stay with your account if you move to Collector. Top-up purchases are final and unused balances are non-refundable. Unused top-up balances are forfeited, without refund, when your account is deleted, whether you delete it or it is deleted for inactivity under Section 16.

7. AI output and informational tools #

Vault AI output can be wrong or incomplete. It is not authentication, grading, appraisal, or legal, tax, or financial advice, and it does not verify that an item is genuine. Review every result before you rely on it, list an item, or set a price. You are responsible for what you publish.

8. Photos and image hosting #

Hosting your photos in Beams Vault is a paid feature, included with Seller and Vault Pro and available to Collector as the Cloud Image Hosting add-on. We store your images; we do not buy, sell, or take ownership of them.

If you cancel. Hosting continues through the end of the period you paid for. After that, Beams Vault stops displaying your hosted photos and shows a red “image hosting inactive” placeholder instead. Your files are kept, not deleted. If you subscribe again while your account exists, the same photos come back without re-uploading. Think of it like a storage unit: when the rental lapses you lose access, but the contents are not thrown away while your account remains.

If a payment is refunded, reversed, or disputed, hosting access ends right away in the same way.

Store images. Stock images you bought from the Beams Vault Store stay visible on every plan.

Account deletion deletes your stored images as described in Section 17.

9. Your records and backups #

Beams Vault is not a backup service. Keep your own copies of important information, including photos, inventory, sales, and tax records. We work to protect your data, but we do not guarantee that it will never be lost, corrupted, or unavailable.

Every plan, including Collector, can download a human-readable inventory PDF and, when you have recorded sales, a sales report PDF. Machine-importable exports (such as CSV and marketplace files) are a paid feature. Beams Vault reports help you run your business but do not replace the books and records the law requires you to keep.

10. Marketplace connections and publishing #

You can connect, publish to, or export for marketplaces such as eBay, Shopify, Etsy, Whatnot, Poshmark, Depop, and others we support. Beams Vault is not affiliated with or endorsed by those marketplaces and is not a party to your sales. Each marketplace decides whether to accept, show, or remove a listing and can change its rules, fees, or technology at any time. We do not guarantee that any listing will be accepted, shown, or sold.

When you connect a marketplace, you authorize us to use that connection to read and update the listing, inventory, and order information the features you use need. You can disconnect at any time; disconnecting does not delete your Beams Vault inventory or your marketplace account.

11. Browser Agent #

The Beams Vault Browser Agent is an optional Chrome extension. It acts only when you direct it, in your own browser, on marketplace sites you have chosen to enable, while you are signed in to those sites yourself. It is your tool, used on your behalf and under your control.

Marketplace websites change without notice. We do not promise that the Browser Agent will work with any site, be available at any time, or complete any task successfully. Its use is not endorsed by any marketplace. You are responsible for following each marketplace's terms and for what the Browser Agent does at your direction.

The Browser Agent does not bypass CAPTCHAs, multi-factor authentication, or other security checks, and it never asks for or stores your marketplace passwords. When a site needs you to act, the Browser Agent stops and asks you to do it.

12. Inventory Guardian #

Inventory Guardian (Vault Pro) helps reduce the chance of selling the same item twice by updating or ending listings on other channels when an item sells. It cannot prevent every double sale. Delays or failures at a marketplace, sync timing, network outages, listings created or changed outside Beams Vault, disconnected accounts, and simultaneous purchases can still lead to overselling. Keep watching your marketplace accounts. You remain responsible for fulfilling, cancelling, or refunding your orders.

13. Point of Sale #

Point of Sale (Vault Pro) records your in-person sales in Beams Vault. Beams Vault does not process payments. Card payments taken through an integrated provider (currently Square) are processed by that provider under its own terms and are recorded as paid only when the provider confirms them. Cash and payments you take on your own card reader are recorded as paid when you confirm them. Stripe is used only for Beams Vault subscription billing, not for your sales.

14. Acceptable use and seller responsibility #

Do not misuse the Service, interfere with it, try to gain unauthorized access, upload unlawful content, or use it to break the law or marketplace rules. Do not list or sell illegal, counterfeit, stolen, or infringing items. You are responsible for your listings, prices, item descriptions, photos, taxes, shipping, customer service, and fulfillment. Beams Vault never takes possession of your goods.

15. Your content and Beams Vault reference data #

You own the photos, text, inventory data, and other content you add (“Your Content”). You give us a limited, non-exclusive, royalty-free license to host, process, display, and transmit Your Content only to provide and improve the Service, including sending it to marketplaces and providers you direct us to use.

When the Service identifies an item, it can learn general product facts, such as that a barcode belongs to a particular product, or a product's standard attributes. We may keep and reuse those general reference facts, separated from your account identity, to improve results for all users, including after your account is deleted. This never includes your personal information, your private notes, your photos, or your listing text.

The Service itself, including our software and branding, belongs to us or our licensors.

16. Inactive free Collector accounts #

Paid accounts are never deleted for inactivity. A free Collector account that nobody signs in to follows this schedule, counted from the last sign-in (or the start of this policy, if later):

• Day 180. Courtesy reminder email.
• Day 240. Second reminder email.
• Day 366. The account is flagged for deletion (nothing is deleted) and we email you to sign in.
• Day 400. Reminder email.
• Day 500. Final advance reminder email.
• Day 600. Scheduled-deletion email with the deletion date.
• Day 615. The account is permanently deleted in the next monthly deletion run, including its inventory, sales, and images, as described in account deletion.

Flagged does not mean deleted. Signing in at any point before deletion resets the count to day 0 and clears the flag; no payment is needed. Deletion never happens until at least 15 days after the final notice is sent. Unused AI Top-Up balances do not prevent deletion and are forfeited. Deletion follows Section 17. See Inactive accounts in the Help Center.

Permanently undeliverable email. If our email provider confirms that your account's email address permanently does not exist, and the account is still inactive after day 366 with the day 180, 240, and 366 notices attempted, the account may be deleted in the next monthly run instead of waiting for day 615. A full mailbox, a temporary or unknown delivery problem, or a spam complaint never counts. Signing in, changing your email address, a later successful delivery, or a correction by us stops this.

Inactive-account deletions are processed in a monthly run, so they happen on or after the day shown, never before.

17. Closing and deleting your account #

You can delete your account from Settings, from Privacy & Data Requests, or by emailing [email protected]. Deletion normally finishes right away and always within 30 days. It cannot be undone, so download anything you want to keep first.

We delete your profile and sign-in, sessions, inventory, variants, sales, purchases and purchase lots, vendor and receipt details, notes and descriptions you wrote, photos and images, reports, marketplace connections and stored credentials, Browser Agent registrations, Point of Sale records, Vault AI history, activity records, and any unused AI Top-Up balance (forfeited, never refunded or transferred). We cancel any Stripe subscription immediately (without a prorated refund) and stop using every marketplace connection; we do not delete your accounts at those marketplaces.

What can remain: if you bought from a Beams Vault Store seller, that seller keeps its own order, payment, and shipping record of the sale under the Store policies, no longer linked to your Beams Vault account; a minimal record that a privacy request was received and answered; a record that the deletion happened, with no personal details; general product reference facts that are not about you (Section 15); billing records Stripe keeps as payment processor; and backups until they are overwritten on their normal rotation. Moving to Collector is not deletion.

18. Suspension and termination #

We may suspend or end access for security threats, unlawful activity, non-payment, or a serious breach of these Terms. Where we can, we will tell you why and give you a chance to fix the problem or download your data.

19. Disclaimer of warranties #

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE FULLEST EXTENT THE LAW ALLOWS, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE, THE BROWSER AGENT, INVENTORY GUARDIAN, OR ANY MARKETPLACE CONNECTION WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT DATA WILL NOT BE LOST.

20. Limitation of liability #

TO THE FULLEST EXTENT THE LAW ALLOWS, OUR TOTAL LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE OR THESE TERMS IS LIMITED TO $100 (ONE HUNDRED U.S. DOLLARS) IN THE AGGREGATE.

TO THE FULLEST EXTENT THE LAW ALLOWS, WE ARE NOT LIABLE FOR INDIRECT, CONSEQUENTIAL, INCIDENTAL, SPECIAL, OR EXEMPLARY DAMAGES, OR FOR LOST PROFITS, LOST REVENUE, LOST DATA, OR BUSINESS INTERRUPTION, EVEN IF WE WERE TOLD THEY WERE POSSIBLE.

These limits do not apply where the law does not allow them, including liability for fraud, gross negligence, or intentional misconduct, or for death or personal injury caused by negligence.

21. Indemnification #

To the extent the law allows, you agree to defend and indemnify Manners & Moonbeams LLC against third-party claims arising from Your Content, your listings or sales, or your breach of these Terms or a marketplace's rules, except to the extent caused by our own misconduct.

22. Governing law and disputes #

Florida law governs these Terms, without regard to conflict-of-law rules. Disputes will be resolved in the state or federal courts located in Florida, and either of us may use small-claims court for eligible claims. These Terms do not require arbitration. Nothing here takes away rights that the law where you live does not allow to be waived.

Please contact us at [email protected] first so we can try to resolve the issue informally.

23. Changes to these Terms #

When we make a material change we publish a new version with a new effective date. You will be asked to accept it before continuing to use the Service. Earlier versions stay on record with the date you accepted them.

24. Contact #

Questions about these Terms: [email protected], or use the in-app feedback page.