Annual License Agreement

1. Parties and service

This agreement is between the Building Heroes service operator and the organization identified by the owner email and customer ID in the customer portal. The person accepting confirms they are authorized to act for the organization. Exercise Room provides fictional tabletop incident exercises, facilitator controls, participant portals, and retained exercise reports. It does not provide emergency response, professional compliance certification, or a guarantee of real-world recovery performance.

2. Free and Business capacity

Free accounts include up to three configured participants and one Incident Facilitator (the account owner). More than three participants or more than one Facilitator requires an active Business license. Business has a minimum purchase of five participant seats and includes additional Facilitators at no separate charge, up to the number of licensed participant seats including the account owner. Facilitators may also be participants, and participants may be given Facilitator accounts by the owner. A person who participates occupies a participant roster seat even if they are also a Facilitator. The license must cover all configured participants. Seats are shared across the organization's exercises.

The annual participant fee for this agreement is Loading pricing ? do not accept until it is shown.

3. Annual term and renewal

A new paid license runs for one calendar year from confirmed payment. Renewal before expiry adds one calendar year to the current expiry. Increasing the seat count on an active license is a prorated upgrade: only added seats are charged and the account expiration date stays unchanged. The charge uses the annual per-participant rate recorded for the current paid contract, multiplied by added seats and remaining UTC days (rounded up) divided by the days in the calendar year ending at the account expiry (365 or 366) and rounded up to the nearest cent. The minimum upgrade checkout charge is $0.50. Selecting the current seat count renews all seats for another year. If the license changes or expires before an upgrade payment is confirmed, the payment is held for operator review rather than automatically changing access. Renewal of an active license cannot reduce its capacity. The displayed expiry uses UTC.

Renewal is manual. We do not automatically charge or renew. We send an email reminder to the account owner 30 days before expiry, or promptly if a license is first entered with less than 30 days remaining. The customer remains responsible for checking the portal and renewing on time; email delivery is not guaranteed.

4. Expiry

If the customer does not renew, paid capacity ends automatically at expiry and capacity returns to three participants and the account owner as the sole Facilitator. Additional Facilitator sign-in and multi-Facilitator exercising require renewal or the owner disabling additional Facilitator accounts. The account, configured information, and past reports remain available. Exercises with more than three configured participants, additional seat creation above three, and participant joining/actions for those exercises are blocked until a sufficient license is restored. Expiry alone does not authorize deletion of customer data.

5. Payment and changes

Payments are made through Stripe Checkout. A return from Checkout does not itself activate a license; a verified successful payment does. Pricing is in USD. Any applicable charges must be shown before the customer pays. Failed or cancelled payments do not activate paid capacity. Manual licenses granted by the operator use the capacity and expiry recorded in the portal.

Contact the operator through the customer portal for billing questions, refunds, or changes requiring assistance. Refunds and adjustments are reviewed individually, subject to applicable law. Suspension or removal does not by itself refund a payment. Statutory rights are unaffected.

6. Customer responsibilities

Keep owner credentials and room links secure, ensure you have permission to enter participant and company information, and use fictional personal details where practical. Do not upload credentials, highly sensitive personal data, or unlawful content. Use the service only for authorized tabletop exercises. The operator may suspend an account for abuse, security risks, or nonpayment while preserving records needed to resolve the issue.

7. Privacy and data ownership

The customer retains ownership of its content. We process it only to provide and support the service as described in the privacy policy. We do not sell it, share it for advertising, or use it to train external AI models. Hosting, payment, and email processors receive only information needed for their functions. The Facilitator controls use of suggested injects.

Service Messages and Optional Outreach

Building Heroes may email necessary account and security notices, requested support and bug-fix responses, and license expiration/renewal notices. With your separate optional opt-in, we may email feature announcements and requests for improvement feedback. Privacy acknowledgment does not subscribe you. Optional messages include an unsubscribe method; opting out does not stop necessary service messages or requested support replies. Manage preferences in the customer portal. Contact Us for questions, feature enhancements, bugs or privacy requests.

8. Reports and removal

The customer can retrieve previous exercises and download PDF, HTML, or JSON reports through Exercise Reviews. The customer should download needed reports before requesting removal. You may request access, correction or deletion of personal information without an account, subject to reasonable verification and applicable exceptions. Verified removal deletes live customer records and scenario history; minimal accounting/operation records and provider records may remain as described in the privacy policy.

9. Availability and limits

We aim to provide a useful service but do not promise uninterrupted availability or particular exercise outcomes. Simulated timings, AI suggestions, and facilitator scores are practice aids. The customer remains responsible for operational decisions and independent validation of its plans. To the extent permitted by applicable law, the operator is not liable for indirect or consequential losses, and aggregate liability under this agreement is limited to the license fees paid by the customer in the preceding 12 months. This does not exclude liability that cannot lawfully be limited.

10. Changes and acceptance

The agreement version, acceptance time, customer ID, seat quantity, and payment reference are recorded for paid purchases. A scheduled rate becomes available on its effective date and applies to new Business purchases and renewals accepted on or after that date. Adding seats to an active license retains that contract?s recorded annual per-participant rate until renewal, even after a scheduled price change. A completed paid term keeps its capacity, expiry and contracted rate. Renewals adopt the effective rate and agreement shown before checkout. An existing checkout retains its recorded price; a newly requested checkout must match a current quote and agreement. The purchase record retains the rate, agreement version, capacity and total accepted. Existing paid four-seat contracts remain valid until expiry, but later purchases and renewals require at least five seats. Contact the operator through the customer portal for questions. Applicable mandatory consumer and business protections continue to apply.