Terms & Conditions of Use
Last Updated: 01 March 2025
1. Ownership and Purpose
The website stokeen.com, together with any associated mobile applications, extensions and tools (collectively, the “Platform”), is owned and operated by Swappito LLC, a limited liability company incorporated in Sharjah Media City Free Zone (Shams), Emirate of Sharjah, United Arab Emirates (the “Company”, “Stokeen”, “we”, “us”, “our”).
These Terms and Conditions of Use (the “Terms”) govern access to, browsing and use of the Platform and the services we make available to businesses and professionals. By using the Platform, you accept these Terms in full, together with the Privacy Policy, Cookie Policy, Accessibility Statement, and any service-specific terms presented to you.
2. Who These Terms Apply To
The Platform provides B2B solutions, including:
Event Hub: for one-off participants in in-person or virtual events (visitors, exhibitors, sponsors, public bodies, etc.).
Meeting Hub: for subscribers who use networking and scheduling features throughout the year.
Trade Hub (RFQ): for users who use request-for-quotation and offer-management features.
Unless otherwise stated, clauses marked General Terms apply to all solutions. Solution-specific clauses indicate whether they apply to Event Hub, Meeting Hub or Trade Hub.
3. Definitions
“Account” means a user profile created upon registration, with credentials and submitted data.
“Content” means information, data, text, images, graphics, video or other materials available on the Platform.
“Personal Data” means information relating to an identified or identifiable natural person, as defined by UAE law (including the UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data, PDPL).
“Services” means the features, tools and resources offered through the Platform.
“User”, “you” means any natural or legal person that accesses or uses the Platform, whether registered or not.
“Visitor” means a person who attends an event. “Exhibitor/Host” means a person or entity that exhibits at an event.
“RFQ” means a formal invitation to suppliers to quote goods or services. “Quotation” means a supplier’s response to an RFQ.
4. Read-Before-Use and Acceptance (General Terms)
Access to and use of the Platform requires prior reading and acceptance of these Terms. If you do not agree, do not use the Platform.
You are responsible for your interactions with other users on and off the Platform. We do not systematically verify users or guarantee their behaviour or compatibility; exercise caution in all interactions, especially in-person meetings. We may, at our discretion, remove content that breaches these Terms or linked policies.
The Platform and its materials are provided “as is” and “as available”, without warranties of merchantability, fitness for a particular purpose, or non-infringement, to the maximum extent permitted by law.
5. Accounts and Registration
5.1 Eligibility and Access (General Terms)
The Platform is intended for persons acting in a professional or business capacity and who have legal capacity to contract. By using the Platform, you represent and warrant that: (i) your registration information is true and accurate; (ii) you will keep it up to date; and (iii) your use complies with applicable law. You are responsible for the equipment, connectivity and software necessary to access the Platform.
5.2 Your Account and Your Data (General Terms)
You must keep your credentials confidential and notify us of any unauthorised use. We may suspend or terminate accounts that breach these Terms. For data matters or to exercise rights, see the Privacy Policy.
We may access or disclose information where necessary to: (i) comply with a legal obligation or request; (ii) investigate or enforce these Terms; or (iii) protect the rights and safety of users and the public.
When you create a profile, you understand certain information (e.g., name, role, location, activity) may be visible to other users or shared with partners where permitted by law or by your consent.
6. Use of the Services
6.1 Security (General Terms)
We do not warrant that the Platform is error-free or uninterrupted, or free of viruses or harmful components. You must use appropriate protections and must not introduce malicious code or attempt unauthorised access or attacks (including denial-of-service). We may report incidents to authorities.
6.2 Licence Grant and Scope (General Terms)
We grant you a non-exclusive, non-transferable, revocable licence to access and use the Platform for your internal purposes, subject to these Terms. Prohibited activities include, without limitation: (i) creating derivative works; (ii) reverse engineering except to the extent permitted by law; (iii) building competing products based on Platform features, graphics or ideas; (iv) assigning, renting or sublicensing access.
6.3 Prohibited Uses (General Terms)
You agree to use the Platform lawfully and not to: (i) infringe applicable law; (ii) act fraudulently or harmfully; (iii) harm minors; (iv) send spam or content that infringes rights; (v) resell or redistribute data or content outside your internal purposes; (vi) interfere with networks, software or equipment of third parties.
6.4 Accessibility, Availability and Age (General Terms)
Access is provided on a temporary basis and may be suspended or modified without notice. You are responsible for access means and for ensuring that anyone accessing via your connection knows and complies with these Terms. The Platform is directed to persons 18+.
7. User Content and Communication Tools
7.1 Uploads and Contributions (General Terms)
When you upload or share Content, you must comply with the Acceptable Use Policy. Unless otherwise agreed, uploaded Content is deemed non-confidential and non-exclusive. You retain ownership of your Content, but you grant us the necessary licence to host, reproduce and make it available on the Platform. We may remove posts that breach policies. You are responsible for backing up your Content.
7.2 Chat and Messaging (General Terms)
Chat features are not pre-moderated. We assess reasonable risks but are not obliged to monitor continuously. We are not liable for damages arising from chat use contrary to the Content rules.
7.3 Acceptable Use Policy (General Terms)
Contributions must: (i) be accurate when stating facts; (ii) be genuinely held where opinions; (iii) comply with applicable law.
Contributions must not: (i) be defamatory, obscene, offensive, violent or discriminatory; (ii) infringe intellectual property or database rights; (iii) mislead or breach confidentiality; (iv) promote illegal activities; (v) harass or invade privacy; (vi) impersonate others; (vii) suggest endorsement by Stokeen if untrue.
Breaches may lead to content removal, suspension or termination, legal action and reporting to authorities.
7.4 No Advice (Meeting Hub)
Information on the Platform is general in nature. You should obtain professional advice before making decisions based on such information. We do not guarantee the accuracy or currency of third-party content.
8. Fees and Payments
8.1 Service Fees (General Terms)
Some Services may be paid. In Event Hub, fees generally relate to tickets or exhibitor packages unless otherwise agreed. In Meeting Hub, paid plans or features may apply (e.g., enhanced visibility, meeting tools, reporting). In Trade Hub, fees may apply for advanced features or usage packages.
8.2 Price Information (Meeting Hub)
Applicable fees are shown before purchase or subscription. We may change prices with prospective effect, with notice on the Platform or by other reasonable means.
8.3 Billing and Charges (General Terms)
You authorise us to charge amounts due via enabled methods (e.g., card, payment gateways). Taxes and charges may apply depending on jurisdiction and payment method.
8.4 Auto-Renewal (Meeting Hub)
For subscriptions, you authorise automatic renewal and periodic charging to the stored payment method unless you cancel per your plan’s terms, which are shown at sign-up.
8.5 Non-Payment (General Terms)
Non-payment may lead to suspension or termination of access to paid services, removal of content or cancellation of event attendance, without prejudice to the obligation to pay outstanding amounts.
8.6 No Refunds (General Terms)
Unless required by law or provided in a specific Refund Policy, all payments are final and non-refundable. Cancellation of a subscription takes effect at the end of the current billing cycle.
9. Third-Party Links and Resources (General Terms)
The Platform may contain links to third-party sites or resources. We do not control their content and are not responsible for their availability, accuracy or legality. Review such parties’ terms and policies.
10. Errors and Communications (General Terms)
The Platform may contain typographical errors or inaccuracies. We reserve the right to correct them and update information without prior notice.
11. Updates and Revisions (General Terms)
We may update the Platform, its features and content at any time without obligation to keep them current. We do not guarantee error- or omission-free operation.
12. Changes to These Terms (General Terms)
We may modify these Terms. Continued use of the Platform after changes are posted constitutes acceptance. If you do not agree, you must stop using the Platform. You can contact us through the “Contact” section.
13. API Terms (General Terms)
Use of any API we offer—or of third-party products that access data via API—is subject to these Terms and, additionally: (i) we are not liable for direct or indirect damages arising from API use; (ii) abusive or excessive requests may lead to temporary or permanent suspension of API access; (iii) we may modify or discontinue API access without notice.
Use of the Platform or API for fraudulent account creation or malicious activity (including bulk unsolicited communications) is prohibited. We may block or remove accounts engaged in such activities. Each natural person must maintain a single account.
14. Intellectual Property and Trademarks (General Terms)
All intellectual property rights in the Platform and its materials (excluding user content) belong to us or our licensors and are protected by applicable laws. Except as authorised, you may not copy, modify, distribute, display or use such content for commercial or personal purposes beyond what these Terms permit.
“Stokeen” and related logos are trademarks or trade names of Swappito LLC. Other marks belong to their respective owners.
15. Limitation of Liability (General Terms)
To the extent permitted by law, we exclude all express or implied warranties. For business users, we will not be liable for: (i) loss of profits, sales or revenue; (ii) business interruption; (iii) loss of anticipated savings; (iv) loss of opportunity, goodwill or reputation; or (v) indirect, special or consequential damages.
For consumer users (where applicable), the Platform is offered for non-commercial personal use; we accept no liability for business losses arising from such use.
We are not liable for damage caused by viruses, denial-of-service attacks or other harmful material that may affect your equipment, data or programs due to use of the Platform or downloading content from it or from linked sites.
16. Indemnity (General Terms)
You agree to defend, indemnify and hold Swappito LLC harmless from claims, damages, costs and liabilities arising from: (i) your use of the Platform; (ii) your decision to share information or make payments through the Platform; (iii) contractual breaches vis-à-vis third parties you interact with via the Platform; (iv) any breach of these Terms; or (v) tax obligations related to payments. Indemnity is subject to us notifying you of the claim and allowing you to control the defence, without prejudice to our participation at our own cost.
17. Suspension and Termination (General Terms)
We may suspend or terminate your Account for breach of these Terms or for security reasons. Measures may include content removal, warnings, legal action and reporting to authorities. Registered users may request account closure by contacting us; we will handle Personal Data in accordance with applicable law and our Privacy Policy.
18. Governing Law and Jurisdiction
These Terms are governed by the laws of the United Arab Emirates, including applicable federal laws and the laws of the Emirate of Sharjah where relevant. Subject to any mandatory provisions of law, disputes shall be submitted to the courts of Sharjah, UAE.
If you act as a consumer in another jurisdiction, you may have non-waivable rights under your local law.
19. Standard Service Terms – B2B Meetings (Event Hub / Meeting Hub)
Scope. We provide matchmaking and meeting-scheduling services which may include: (i) definition of the Ideal Target Profile (ITP); (ii) generation of match lists; (iii) pre-scheduled and qualified meetings; (iv) agendas and real-time updates; (v) reminders and follow-up; (vi) on-site support where applicable.
Meeting Commitment. We may commit to a number of meetings with a variation margin of ±20% due to attendance or unforeseen changes. Meetings cancelled by the host party for personal reasons are deemed delivered. If a matched company cancels, we will replace once at no additional cost where reasonably possible.
Match Lists and Confirmation. We will share match lists for your validation. Participants must confirm by the deadline (typically 14 days before the event). Lack of response may result in losing the guarantee, without prejudice to self-scheduling features where available.
Participants and Data. The client must provide accurate lists and contacts. In programs with participants hosted by the client, only pre-communicated persons will be scheduled; unlisted persons will be referred to the client. We process data in accordance with applicable law and our Privacy Policy.
Process. (i) kick-off after signature and first payment; (ii) profiles/ITP build; (iii) matchmaking; (iv) scheduling; (v) agenda delivery (PDF/link); (vi) reminders/support; (vii) closing report if included.
Payments. As per proposal/invoice. Delays in payment or data provision may affect quality or timelines.
On-site Support. Where required, the client covers flights, transfers, hotel and agreed per diems.
Technology and Communications. The Platform provides tracking, reminders and real-time updates. If the client licenses the app, they access scheduling and communication features.
Brand and Promotion. Stokeen and the client may use event-related content for promotional purposes on agreed terms and respecting third-party rights. Use of logos already included in shared or published materials will not require additional approval; new or separate uses require prior written consent.
Compensation for Deliverable Variance. All payments are non-refundable. However: if delivered meetings fall below target by more than 20%, we will issue a credit note for the shortfall beyond the 20% band, valid for 12 months. If delivery exceeds target by more than 20%, we will seek written approval to proceed and may invoice the approved excess.
Example: Target 100 meetings → range 80–120 with no adjustments. If 70 delivered, credit for 10 (up to 80). If 120 reached and the client approves going to 140, we may invoice 20 additional.
20. Trade Hub (RFQ): Core Features
Inbound: View and manage received RFQs and quotations; responses and status tracking (open, quoted, closed).
Outbound: Track and manage issued RFQs; update/cancel/close; invite suppliers; response traceability.
Comms & Notices: Communication tools between buyers and suppliers per RFQ; real-time notifications.
Reports & Analytics: Metrics on response rates, supplier performance and process efficiency to optimise sourcing.
21. Privacy, Confidentiality and Compliance
We comply with the UAE PDPL and other applicable UAE laws. The Privacy Policy details legal bases, purposes, disclosures, retention and data-subject rights.
Where we process third-party data, we require through contractual arrangements that data be lawfully obtained and processed (including consent or legitimate grounds where applicable). We may contact individuals whose data is publicly available in a professional context, in line with applicable law.
Confidential information exchanged between Stokeen and organisers/clients is protected under specific agreements (e.g., NDAs). Confidentiality obligations do not apply to information: (i) already known to the receiving party; (ii) public without the receiving party’s fault; (iii) received from a third party without a duty of confidence; or (iv) required by law, with reasonable prior notice to the disclosing party where possible.
22. Export Controls and Sanctions (General Terms)
You represent that you are not subject to sanctions and that you will not use the Platform in violation of applicable export-control or economic-sanctions laws (including UAE restrictions). We may suspend or terminate access where required by law or sanctions compliance.
23. Force Majeure (General Terms)
We will not be liable for delay or failure due to events beyond our reasonable control, including but not limited to acts of God, war, terrorism, labour disputes, governmental action, utility failures, or internet outages.
24. Electronic Communications; Notices (General Terms)
You agree to receive communications electronically. We may provide notices by posting on the Platform or emailing your registered address. You may contact us at the address below.
25. Assignment; Severability; Entire Agreement (General Terms)
You may not assign these Terms without our prior written consent. If any provision is invalid or unenforceable, the remainder remains in effect. These Terms, together with any service-specific terms and policies referenced herein, constitute the entire agreement regarding the Platform.
26. Contact
Swappito LLC
Sharjah Media City (Shams), P.O. Box 515000, Sharjah, UAE
General contact: info@stokeen.com
Website: www.stokeen.com