TERMS AND CONDITIONS
SnapCube® General Terms and Conditions (GTC)
SnapCube® is a brand of SnapNext GmbH & Co. KG (hereinafter referred to as SnapNext). Under the SnapCube® name, we rent and sell customizable and expandable photo and video box systems, as well as interactive WebApps for events and digital campaigns.
§1 Scope & Contract Language
These GTC apply to all contracts and agreements that you enter into with SnapNext (Rommerskirchener Straße 21, 50259 Pulheim) in connection with products and services under the SnapCube® brand.
By accepting an offer or receiving a service from SnapNext, you acknowledge these GTC.
Divergent or supplementary conditions on your part will not become part of the contract unless the management of SnapNext agrees to them in writing.
Individual agreements (including supplements and collateral agreements) take precedence over these GTC if they are recorded in writing.
These GTC will also be considered a framework agreement for any further orders and future contracts between you and SnapNext without needing additional notice.
The contract language is German (Note: A translation into English may be provided for informational purposes but is not legally binding).
§2 Offers, Contract Partners and Conclusion of Contracts
Contract partners are SnapNext on one side and you as the client (whether a legal entity, company, or private organizer) on the other side.
The prices and services shown on our websites or advertising materials are non-binding and without obligation. They serve informational purposes and do not represent a legally binding offer.
A contract with SnapNext is only concluded when we receive and confirm your written or verbal agreement to our offer. The contract becomes effective upon receipt of your order confirmation.
§3 Scope of Services, Services & Configuration
SnapNext provides services in the areas of graphic design, software development, recording, reproduction, and distribution of image and sound recordings, as well as the provision of the necessary technology and environment – all in accordance with the agreed services and booked options. The type, location, time, and scope of services, as well as specific customer requests, are outlined in the respective contract or order confirmation. Promises that alter or expand the agreed scope of services are only valid if written confirmation is given by the management of SnapNext or an authorized person.
The specific scope of services of the order is derived from our offer or order confirmation. It defines which products, modules, and services we provide for you. SnapNext does not owe any specific success in the sense of a contract for work – we provide the agreed service but do not guarantee a specific result (e.g., a certain number of visitors or a particular advertising impact).
We offer a modular service concept. Depending on the booked package, various additional services can be part of the project. Examples include:
AI-supported image processing (e.g., AI filters, background replacement, face swap effects),
WebApp modules (e.g., online photo booth for hybrid events),
Digital add-ons (e.g., email dispatch of photos, sweepstake modules, live galleries, data exports to CRM systems),
Design and branding services (custom overlays, device branding, landing pages, etc.),
Event logistics (transport, setup and dismantling, accommodation),
Support options (telephone support, on-site supervision, remote maintenance).
These additional options are only included in the contract if explicitly listed in the offer/contract. You can customize your service package this way.
SnapNext is authorized to use third parties (subcontractors) to provide services, provided that we fulfill our contractual obligations to you.
The configuration and customization of our systems are carried out according to your booking: Depending on the chosen range of services, e.g., the casing for the photo boxes, prints, screen contents, landing pages, WebApps, backgrounds, counter systems, photo floors, video, and audio recordings can be freely designed. The prerequisite is that your content complies with the ethical, legal, and business principles of SnapNext and applicable law.
Graphic design services: If we are commissioned for graphic design, we create a draft which you must check immediately. Additional drafts are not included in the fixed price and will be additionally charged according to our price list if desired by you.
Approval of layouts: We begin implementing print or production parts (e.g., layout printing, casing foiling) only after your written approval (e.g., via email). This approval is binding – so please ensure all details are correct. We accept no liability for errors you overlook in approved drafts; any corrections after approval will be at your expense.
Design provided by the customer: If you decide to deliver your own designs or to commission a third party, you must adhere to all technical specifications and design guidelines provided by SnapNext (see our "ReadMe" PDF template). If you do not comply with these requirements, we are released from our duty to perform, meaning we do not have to process incorrect materials. The templates and instructions we provide remain the intellectual property of SnapNext.
Responsibility for content: You alone are responsible for ensuring that all data and content (images, logos, texts, etc.) you provide are legally permissible, correct, and complete. This particularly concerns copyright, trademark rights, personal rights, or other third-party rights. If you breach this obligation, you indemnify SnapNext from all third-party claims in this regard. In other words, should third parties assert claims against us due to content provided by you, you bear the responsibility and any associated costs.
§4 Deadlines for Preparation & Cooperation
To ensure a smooth process, you are obliged to provide us with the necessary information and materials timely. Only then can we deliver all services fully and punctually. Particularly, the following lead times apply (unless otherwise specified in the offer):
Graphic files (layout, branding, print files):
Background printing (for backdrops, greenscreen, etc.): 21 days before service commencement
Layouts/branding (overlays, logos, print layouts): 21 days before service commencement
Event information (exact event data, location, schedule, on-site contact person): 5 business days before service commencement
Please adhere to these deadlines. If you delay in providing the necessary materials or information or do not fulfill your cooperation duties (see §6), we are released from our duty to perform. This means we do not guarantee that we can still implement everything as agreed despite delayed provision.
All our written offers are only binding within the stated validity period. If you accept an offer only after this period has expired, we require new confirmation.
Important: If you do not adhere to the above deadlines and duties, we may not be able to provide certain services on time (e.g., printing personalized backgrounds). In such cases, our duty to perform for the affected points ceases, yet the compensation claim remains (provided we informed you of the deadlines).
§5 Cancellation Conditions and Contract Termination
Cancellation by you (client): If you wish to cancel an already commissioned order before service delivery, this does not automatically release you from the agreed payment. Depending on the time of cancellation, we will invoice a share of the offer sum (net) as follows:
Cancellation up to 6 weeks before the agreed service date: 10% of the offer sum
Cancellation up to 4 weeks before the service date: 20% of the offer sum
Cancellation up to 3 weeks before the service date: 30% of the offer sum
Cancellation up to 2 weeks before the service date: 50% of the offer sum
Cancellation up to 1 week before the service date (or less short notice): 100% of the offer sum
Any fees, working hours, and special services or custom work (e.g., individually produced backgrounds, design work, programming) incurred so far must always be paid in full, as they were provided independently of the event and have already been rendered.
Termination for cause: Regardless of the above cancellation fees, each contracting party is entitled to immediate withdrawal or termination for cause. A significant reason exists in particular if the respective other contracting party grossly violates their contractual obligations. Important reasons for SnapNext can include:
if you fail to make due payments despite reminders,
if you are consistently not cooperating in preparing or implementing the event (e.g., repeatedly failing to provide required information),
or if circumstances arise during the event that make continuation unacceptable (see also §13 Service Disruptions and §14 Liability).
For you as the customer, significant reasons may exist if SnapNext does not provide essential contractual services despite setting a reasonable deadline.
In the case of a justified immediate termination, future mutual performance obligations lapse, but services already rendered are to be invoiced. Costs incurred or compensation claims for partial services from SnapNext remain, provided the reasons are not attributable to SnapNext.
§6 Organizer's Duties (Cooperation Obligations)
Your active participation is required for the successful use of our SnapCube systems and services. Therefore, we expect the following duties from you as the organizer and client:
Cooperation: You support our team in a necessary and reasonable manner during the planning phase and the event's implementation. Please ensure a responsible contact person is available to clarify questions or make decisions.
Access to the location: You allow and enable access to the setup and installation site of the equipment for us and our personnel (or engaged third parties). Our team (usually 1-2 people) requires access during setup and dismantling and during the event for maintenance or interventions if necessary.
Instructions to participants: Inform the participants of your event that our equipment is installed at the location and must be handled carefully. Especially photo box systems, lighting, cables, and tripods must not be moved or manipulated without authorization. You must explicitly warn guests about possible hazard sources (e.g., tripping hazards due to cables or tripods).
No constant supervision: Unless continuous supervision by us is expressly booked (see §13 Support & Supervision), there is no right to constant supervision of the devices by SnapNext. Our photo boxes are designed to function autonomously. However, you are responsible for monitoring the device when no SnapNext staff is on site.
Use at third-party locations: If the devices are used in third-party premises (e.g., rented event location, trade fair hall), you must obtain the necessary permits in advance so that we can set up and operate our equipment there. Also, ensure all venue requirements (e.g., fire protection regulations, floor protection with technology) are met.
Power and Internet: You are solely responsible for providing an adequate power source and – if stipulated in the contract – a functional internet access at the event location (see details in §7 Technical Requirements and §8 Internet Availability). If specific connections or access data are required on-site, please arrange these in advance.
Guest instruction: If necessary, our team or an engaged representative of SnapNext will instruct participants on the proper use of the photo box (SnapCube, Loop, etc.) on-site. You actively facilitate and support this instruction (e.g., by announcing the instruction at the start and organizing access to a microphone/speaker for announcements, if desired).
Shutdown in case of danger: SnapNext is entitled at any time to terminate use and dismantle the equipment if the necessary conditions for safe operation are not met. Examples include extreme weather (rain, storm for outdoor use without protection), vandalism or threats of violence, repeated improper use despite warnings, power outages, or dangerous voltage fluctuations. This measure serves to protect people and equipment. In such a case, we reserve the full compensation claim, provided the reasons are beyond our control.
Accommodation if necessary: If our team requires an overnight stay due to distance or event times (e.g., at multi-day events or very long journeys), you agree this with us in advance. Ideally, you provide suitable accommodation or cover the overnight costs as agreed.
Other cooperation: You support us with all other reasonable actions necessary for service provision – e.g., obtaining photo/filming permits at specific locations, providing parking permits or access cards, etc.
§7 Technical Requirements at the Venue
To ensure our technology functions smoothly, the event location must meet certain technical requirements. Please ensure that the following conditions are met or prepared in advance at the setup location:
Power supply: A standard Schuko socket (230 V) with at least 0.6 kW of available power must be present, ideally no more than 5 meters from the photo box setup location. (For larger setups like the Loop or multiple devices, correspond more power circuits – this will be coordinated in advance with you.)
Background (for photo boxes): If you have not booked a background system with us, please provide a non-reflective background, at least about 1.80 m wide and 2 m high (e.g., a solid-colored wall or fabric strip) where the photos can be taken. An ideal background is matte and non-reflective.
Space requirements: Depending on the booked product, a certain minimum area for the setup is required, which must be free and accessible (and must not block escape routes):
For the SnapCube (photo box), we recommend at least 6 m² of free space.
For the Loop rig (GIF-Booth LOOP), we recommend at least 9 m² of free space (as a camera circle is set up here).
(Note: Exact measurements and technical data of the devices can be requested from us in advance if needed.)
Accessibility: A barrier-free access to the setup location is desirable (e.g., ground-level entrance or elevator if on a floor). If there are obstacles (stairs, narrow passages, no elevator), please inform us early. We may then need to plan more time or personnel for the setup. If an elevator can be used, clarify the dimensions and weight capacity of the elevator with us in advance to ensure our equipment fits.
Environmental conditions: The setup location should be weather-protected – avoid direct rain, snow, or constant sun exposure (for outdoor events, please provide a tent/pavilion or a covered area). The surface must be firm, level, and dry so that our equipment stands stably and is not damaged. The temperature should ideally be between 10°C and 30°C during operation (extreme heat or cold can affect the technology). Keep the area around the equipment free from strong vibrations or shocks (e.g., do not place directly next to large speakers) and far from open flames or extremely dusty environments.
Internet connection: If internet is required for booked services (e.g., for live uploads, online galleries, WebApps, AI features – see §8), a functioning WLAN or LAN connection with internet must be available at the location. You should provide the access data to us in advance. If there is no internet available on-site, talk to us – we can bring a mobile LTE hotspot by agreement (see §8 Internet Availability).
Parking: Please provide a parking space (ideally for a van or car with a trailer) within 100 meters of the setup location, so we can conveniently deliver the equipment. If this is not possible (e.g., city center location without parking spaces), inform us in detail about the loading and parking situation in advance. We may then need extra time or tools for transport.
All mentioned requirements should be met by the time we arrive at the event location. If important prerequisites are missing (no power, no access, significantly too little space, etc.), it is at our discretion to refuse setup or delay it until conditions are established – you bear the responsibility for this and any waiting times or costs that may arise are your responsibility.
§8 Internet Availability
For many of our services, a reliable internet connection is essential. Please note the following points:
Necessity: Services such as live photo/video uploads, email dispatch of media, WebApp functions, AI-based image processing in the cloud, or live galleries require a reliable internet connection during the event. Our offer specifies whether and which modules require the internet.
Customer responsibility: You are responsible for providing an adequately fast and stable internet connection at the event location, if this is necessary for the booked service. The optimal connection is a dedicated LAN/WLAN connection with high bandwidth. If the venue provides internet, clarify in advance if the capacity is sufficient for our purposes (especially upload speed if a lot of data needs to be transferred).
Mobile hotspot (optional): If no suitable internet is available on-site, we can provide a mobile LTE hotspot upon agreement (see also §7). However, note that the speed and stability of a mobile network-based hotspot depend on network coverage at the event location and cannot be guaranteed. We typically use LTE/5G with a typical range of approximately 5-10 meters around the photo box. A hotspot allows for direct uploads of photos/videos and remote maintenance by us, but higher latencies may occur.
Disclaimer for internet issues: If there is no or insufficient internet connection (whether because there is no network on-site or the provided WLAN fails), certain functions of our system may be limited or unusable (e.g., email dispatch delayed until after the event, no real-time uploads, delays in AI processing, etc.). Such a condition is beyond our responsibility, provided we informed you in advance of the necessity of an internet connection. A breakdown or lack of internet connection does not entitle you to reduce the compensation unless the error was within our responsibility.
Data protection for internet services: In all internet-based functions, we pay attention to privacy and security (see §18/§19 Data Protection). Nevertheless, you should ensure that, for example, event WLAN access data is not disseminated without authorization, to prevent connection capacity from being overloaded by unauthorized users.
In summary: Internet is crucial! Please ensure that a network is either available on-site or book a hotspot with us in time if you are unsure. We are happy to advise you in advance.
§9 Copyright & Usage Rights of Photo and Video Recordings
In connection with our photo boxes and camera tools, digital (and possibly analog) recordings are created. The rights to this are regulated as follows:
Copyright with SnapNext: All photo and video recordings generated with our devices or through our services are initially subject to the copyright of SnapNext. This means we (or the photographers we employ or systems) are the authors of the works under copyright law.
Granting of usage rights to you: After full payment of the agreed compensation, you as the customer receive a simple right of use to all recordings created within the event's framework. This right of use includes the right to use the photos and videos for your purposes, pass them to third parties (e.g., guests, sponsors, or on social media), and publish them. Commercial reuse is also permitted unless otherwise agreed.
Retention of original data: All original data/files of the digital recordings remain with SnapNext. This means we store the raw data (photos, videos) on our systems. The core product – i.e., the final photos (and possibly video/GIF files) – is provided to you within 10 business days after the event in a suitable form, usually as a download link.
Release of other data: We are not obliged to hand you raw data, project files, or other data carriers unless explicitly agreed in writing. (Example: Unedited photos, layout files, or software are only released if we have established this contractually.)
Responsibility upon publication: When you receive and independently publish the recordings or pass them to third parties, you bear responsibility for their correct use. In particular, you are responsible for ensuring that the recordings are used only within the legally permitted framework (see §10 Image & Data Rights) – for example, making sure not to violate personality rights or remove logos without authorization. Should third parties assert claims due to your use of the images, you must defend these claims yourself.
Sponsors and branding: If sponsors are involved in the project (e.g., sponsor logos on photos), you may not alter the created photos before you publish or share them. Especially, removing or altering sponsor logos on the images is only allowed with the sponsors' express permission. (Background: Sponsors often only approve unaltered publication so that their logos remain visible.)
§10 Participant Image Rights & Handling of Recordings
The use of our photo box by your guests and the resulting recordings raise some legal questions. The following rules apply to protect both you and us:
Consent of photo box users: By actuating the trigger on the photo box or camera, the respective user implicitly gives their consent to be photographed or filmed. This also applies to people in the SnapCube's shooting area (group photos, etc.). Guests usually know they are being photographed – by pressing the start button, they consent to the recording.
User responsibility: The respective users are solely responsible for the content of the images taken. So, if a guest does something prohibited at the photo box (lewd gestures, holding copyrighted subjects in front of the camera, etc.), responsibility lies with the guest and ultimately with the organizer, not SnapNext. We only provide the technology.
Background elements: Things or people that accidentally appear in the background of recordings are considered incidental by §57 UrhG. This means they are legally secondary unless they are the image's main subject.
Recordings for third-party advertising: If you (or one of your sponsors/partners) wish to use SnapCube-created recordings for advertising purposes (e.g., publishing in an advertising campaign, social media, flyers), you must ensure that recognizable persons agree. Principle: A written consent from the depicted individuals or their guardians is necessary if the material is to be used for third-party advertising purposes (e.g., sponsors).
For public events (e.g., trade shows, publicly accessible events), it is usually sufficient to clearly indicate that the photos are used for advertising purposes (e.g., by posting a notice at the photo box stand).
If a user complaints afterwards about being visible in a published image despite such a notice, you as the organizer are obliged to resolve the issue (e.g., possibly remove the image from the advertisement).
Minor participants: Note that parents are liable for their children. We do not check age at the photo box (this is something we cannot and may not do on site). It is your responsibility as the organizer to ensure minor guests are photographed only with their parents' consent or under parental supervision. In practice, this will rarely be problematic (family celebrations, etc.), but in, e.g., public events with children, keep this in mind.
Deletion of recordings: Subsequent deletions or sorting out specific photos/videos at your request involve a significant effort and are therefore only possible in exceptional cases – such as in the case of serious personal rights violations or prohibited content is captured (e.g., unconstitutional symbols). Please contact us immediately in such cases, and we will see what we can do. Normally, however, the recordings are not manually checked or deleted by us.
Deletion by SnapNext: SnapNext reserves the right to immediately delete certain recordings if there is a compelling reason – such as ethical, legal, or political concerns. The decision is made by our on-site staff or our representative at their discretion, ideally in consultation with you as the client. (Example: A guest shows an obscene gesture or politically extremist symbol in a photo – we are allowed to remove such images.)
Review before publication: Both you and the guests should independently review the photos before they are published or disseminated, ensuring legal compliance. In particular, ensure no third-party privacy rights, intimate sphere, or the right to one's image are violated. We recommend, if in doubt, asking for permission from the persons involved before publication or refraining from publishing problematic photos.
Double-Tap Sharing (Image usage rights): Our SnapCube photo box optionally features a "Double Tap" function. Users can automatically grant the organizer (you) an unlimited usage right to their newly created photo by double-tapping the trigger. If this feature is activated and guests use it, you may freely use the respective images for your purposes. (Note: This is typically explained by a brief hint in the app before tapping the second time.)
SnapNext self-promotion: We are pleased to use successful projects as references. Therefore, we reserve the right – after prior coordination with you – to make our own photo and video recordings of your event or use selected results from your event for our commercial purposes (e.g., on our website or in presentations). Of course, we respect the personal rights of the depicted individuals: for example, we prefer photos where individuals are coincidentally seen from behind or, if necessary, obtain a release.
Analysis and use of usage data: SnapNext also reserves the right to technically analyze and evaluate every recorded file and further process the data collected – for both internal purposes and on your behalf. This includes creating reports and statistics (number of photos, user times, etc.), transferring entered user data (email addresses, survey responses, etc.) to you as the client, as well as image data analysis (e.g., for marketing purposes or system improvement). Note: You must ensure that such uses do not violate rights – notably that your guests are informed and have consented where necessary within a data protection/participant notice. (See also Data Protection §19: You are responsible for end-user data.)
§11 Compensation, Payment Terms, Retention of Ownership
Prices and VAT: The agreed compensation in the contract applies. All prices quoted by SnapNext are excluding the applicable legal VAT (Value-Added Tax) unless expressly stated as gross prices. Our offers show the VAT. With your payment of the compensation, the usage rights to the images according to §9 (2) are settled – meaning you do not have to pay extra fees for image usage.
Down payment: SnapNext is entitled to request a down payment of up to 50% of the total compensation (plus VAT) upon conclusion of the contract against invoice. If the agreed down payment is not paid within 14 days (at the latest 5 days before the event) from the invoice date, SnapNext is entitled to withdraw from the contract or terminate it. (In plain terms: Without a timely down payment, we are not obliged to provide the service.)
Composition of the compensation: The compensation consists of the remuneration for the agreed service (e.g., daily rental of the photo box, flat rates for WebApps, etc.), as well as all booked additional options at the fixed price stated unless otherwise stipulated. Services charged based on time spent (e.g., design or project hours) are also billed according to the agreement. Our price lists and offers provide information about this.
Estimates and additional effort: Unless otherwise documented in writing, the total prices and time/duration in offers and order confirmations are non-binding estimates based on your information. If it becomes apparent during implementation that more time or additional effort is required (e.g., extended deployment time, additional print media, higher consumption, extra setup, or dismantling times), SnapNext is entitled to invoice these additional services retroactively, and you are obliged to bear the additional costs. Shortening the agreed deployment time on your part (e.g., early dismantling at your request) does not entitle you to a reduction in the price – the full price according to the contract remains owing.
Time shifts at the event: If start or end times of your event shift or delays occur, causing additional times (overtime) or waiting times for our team, you are obliged to compensate these according to our current price list. (Example: Event goes 2 hours longer than planned – these overtime hours are billed at the agreed hourly rate.)
Service disruptions outside our control: If due to environmental influences or technical complications, not attributable to SnapNext (e.g., power failure at the location, internet failure, force majeure, official orders, pandemic restrictions, delivery difficulties by third parties), the setup or use of equipment is not feasible or only possible in a limited way, you are still obliged to pay the full agreed compensation. We try to minimize damage in such cases and support you (see §13 Support), but exempting from payment is excluded in such cases.
Due date and payment: Our services are due for payment immediately after the service is rendered. You usually receive our final invoice on the event day or shortly thereafter. You must immediately, but no later than 14 days, after receipt without deduction pay this invoice unless otherwise agreed in writing. Discount or reductions are only applicable by express agreement. You are in default without further reminder if you do not pay within this 14-day period – no additional payment request is required. From the onset of default, default interest at the statutory rate accrues (base interest rate plus statutory surcharge, currently the statutory default interest rate).
Invoice acceptance and duty of examination: Our invoices are considered accepted by you if you do not object in writing within 2 weeks of receipt. Please check the invoice promptly. If a mistake becomes apparent after the two-week period (e.g., typographical error or incorrect position), we will of course correct it – both you and we can request an invoice correction if there is a statutory claim (e.g., rectify obvious errors).
Default and consequences of default: After the payment period (see point 7), you automatically fall into default without requiring a reminder. During default, the outstanding invoice amount will be subject to default interest at the applicable statutory rate (for consumers 5 percentage points, for entrepreneurs 9 percentage points above the base rate unless another rule applies). SnapNext reserves the right to assert further default damage claims (e.g., costs for legal action). For business customers (entrepreneurs), our claim to the commercial due date interest (§ 353 HGB) remains unaffected.
Offsetting and retention: You can only offset our claims with undisputed or legally established counterclaims. You can only exercise a right of retention if it is based on the same contractual relationship. In other words: Other claims against us do not entitle you to refuse to pay SnapCube services or to reduce payment unless we have acknowledged the claims or a court has confirmed them.
Retention of ownership: Delivered goods (e.g., if you purchase equipment or receive printed materials) remain our property until the purchase price is paid in full. For rented and loaned equipment, you do not acquire ownership; here, we expect the equipment to be returned undamaged or collected by us after the event.
(Note: Any travel expenses, logistics, and accommodation costs are listed in our offer or billed separately by agreement. See also §6 (Accommodation) and §13 (Event Logistics). For more distant event locations, additional flat rates for travel per km or accommodation may apply. These are contractually agreed upon and stated on the invoice.)
§12 Service Disruptions and Event Interruption
Despite careful planning, disruptions may occur during the process. Here we regulate who is responsible in which cases:
Disruptions by you or third parties: If service disruptions are caused by your behavior or other participants of the event (e.g., lack of cooperation, hinderance of our personnel, damage to the technology by guests), our compensation claims remain unaffected. This means such disruptions do not release you from the payment obligation – and if additional costs arise (e.g., repairs, replacement of consumables), we can invoice these additionally.
Disruptions by SnapNext/technical errors: If service disruptions are based on technical problems with our equipment or errors by our personnel, we will do our utmost on site to resolve the problem as quickly as possible. If our technician deems the disruption cannot be resolved in a reasonable time, we will bill the service up to that point (i.e., you only pay for what has been delivered up to the failure). There is no entitlement to rectification or repeat service (fulfillment at a later date), unless we offer something in goodwill. You are not permitted to self-remedy (i.e., own repair attempts on the device) – always leave technical interventions to us.
Right to interruption by SnapNext: SnapNext is entitled to dismantle its equipment and discontinue the service at any time – regardless of the agreed duration – if due to your fault or participants' behavior, a stay of our equipment and/or employees until the event's end becomes unreasonable. Important reasons for this can include:
gross misuse of equipment despite instructions,
deliberate disregard of safety instructions,
endangerment of equipment or our staff (e.g., through aggressive behavior, vandalism),
significant contractual breaches on your part during the event.
The decision on whether an interruption is necessary lies with our on-site staff in consultation with SnapNext's project management. In such cases, we retain all compensation claims – no refund is given for unused remaining time, as the interruption was provoked by non-contractual behavior. Possible damage claims against you (e.g., for damages, see Liability) remain unaffected.
Customer changes in plans/higher force: If you make planning errors, spontaneous program changes, or shifts (e.g., spontaneously reschedule the event) or higher force occurs (weather, administrative prohibitions, epidemics, etc.), there is no claim to free rescheduling of our service. We try to react flexibly if possible, but in doubt, the contractual schedule applies. If, for example, a dismantling must be postponed to a later date causing additional effort, we can charge this effort. Generally, we recommend finding an amicable solution in cases of higher force – we are cooperative in such matters, but legally free cancellation or rescheduling is not guaranteed (see cancellation conditions §5).
§13 Support and On-Site Supervision
We want your event to run smoothly. That's why we offer various support and supervision services. The following rules apply depending on the booked service:
Standard operation without ongoing supervision: Our photo box systems are designed to be self-explanatory and for autonomous operation. By default (especially for self-service packages), no permanent SnapNext staff is planned on-site. We ensure that you or your team receive a thorough briefing on setup, dismantling, and operation in advance. During the event, operation and supervision are your responsibility (see also §6: no constant supervision). We ensure that the technology is ready and all booked features are set up.
Telephone remote support: If included in the package or additionally agreed, our team is available via hotline/telephone for technical support. Within our office hours (usually 9:00–18:00), you can call us in case of problems, and we assist remotely (error analysis, remote restarts, etc.). This basic support is included in many packages. If you want support outside office hours (e.g., late evening, weekend), we offer support packages for additional charges (see offer, e.g., "standby support outside business hours"). In any case, we will provide you with contact details and explain the support procedure in advance.
Remote maintenance: Many of our devices can be remotely maintained via the internet. So, we can, given a sufficient internet connection, often directly access the system in the event of a problem, check settings, and make corrections without being on site. We also offer a preventive quality check via remote maintenance shortly before the event starts (see price list: e.g., one-time quality control). This can help to identify possible misconfigurations in time.
On-site supervision by staff: You can book trained staff for on-site supervision from us. Our employees handle the setup, supervision during the event, and dismantling of the technology. In our premium packages (e.g., SnapCube CUBE Starter, LOOP Starter), often a continuous technical supervision up to X hours is already included – see service description. If not, you can book this separately as an item (e.g., "Staff | On-site Supervision" as a daily rate up to 10h or hourly extension). Having our staff on-site offers the advantage that someone is immediately available for technical problems or questions, and guests can be instructed. The supervising staff can also make small adjustments (e.g., change printer paper, readjust the camera) and generally ensure that everything runs smoothly.
Supervision duties in self-service: If you opt for self-supervision (i.e., no SnapNext staff on site), you assume responsibility for the proper use of the devices. Please ensure either you or an appointed person (with training) regularly checks if everything is okay (e.g., paper empty, printer status, if a queue is forming, if anyone needs help). We are happy to train your staff in advance or during setup. Most problems can be avoided if someone keeps a watchful eye. However, if a major problem does occur, use our phone support as described above.
Support limits: We strive to assist you, but please understand that without booked on-site staff, we cannot guarantee immediate presence in case of problems. Our hotline often helps already. For serious technical defects that cannot be resolved remotely, the regulations under §12 (technical service disruption) apply. Furthermore, we exclude liability for lost opportunities or similar due to minor disruptions (see §14 Liability).
Costs of support services: Unless otherwise specified in the contract, usual support activities during the event (telephone consultation, remote maintenance) are included within reasonable limits. Extraneous services (e.g., a technician goes out additionally at short notice, longer telephone support outside normal times) can be billed based on expenses. On-site support staff is always billed according to the offer (daily rates, overtime rates, night surcharges after 0 o'clock, etc., as described in the offer).
Event logistics & personnel planning: On request, we also handle logistics (delivery/shipping of the technology, setup/dismantling on different days) and can provide additional event staff (e.g., a promoter to animate guests or a truck driver for large transports). These services must be agreed upon in advance and are – if not included – billed separately. Relevant details can be found in our offer (e.g., kilometer flat rates for travel, overnight flat rates from a certain distance, costs for separate setup days, etc.).
In short: You get the support you need – but book it accordingly. If comprehensive supervision is important to you, we always recommend taking a personnel package. If you feel confident managing the photo box yourself, we support you in the background.
§14 Liability
We are liable for damages only to the extent of statutory provisions and as follows:
No liability for image or personal rights: SnapNext accepts no liability for violations of rights of depicted individuals or objects in the created images/videos. That means, if you or a guest violate third-party personality rights (or trademark rights or copyrights on artworks visible in the image) by using the photos, responsibility rests with you or the publishing user. It is up to you as the client to obtain all usage rights beyond simple photographic copyright if you want to use the pictures (see §10 on consents). From the point we properly hand over the image material to you, you are responsible for its proper use.
General disclaimer: Any damage claims against SnapNext – regardless of the legal grounds – are excluded unless liability is mandatory by law. This means we are not liable for simple negligence, except for the exceptions listed below. For slight negligence, we particularly accept no liability for consequential damages, lost profits, missed advertising effects, data losses, or other indirect damages.
Liability for negligence – limitation: In the case of simple negligence, SnapNext is only liable for breaching essential contractual obligations (cardinal obligations) and to the extent limited to the contract-typically foreseeable damage, but no more than the agreed compensation for the order. Liability for consequential damages is excluded in cases of slight negligence, except for injuries to life, body, or health of a person. For damages resulting from life, body, and health violations, we are liable unlimitedly according to statutory provisions, even for slight negligence. This limitation of liability applies to the same extent to our vicarious agents and employees, should claims exist against them directly on your behalf.
No promise of success: SnapNext does not guarantee that the service provided will achieve the intended success. Example: If you use our photo box for marketing purposes and expect a certain number of leads or social media posts, we are not liable if this expectation is not met. We owe the proper performance (provision of the technology and contractually agreed functions), but not beyond that for a successful economic result.
No compensation for image data loss: SnapNext accepts no liability for stored image material, especially if image data is lost or damaged after delivery to you. We recommend timely downloading and securing the provided downloads. Our systems usually store photos for a limited time; there is no archive duty unless agreed.
Customer liability for property damage: You are liable for any alteration, damage, contamination, or destruction of SnapNext equipment or property caused by you or participants of your event. This means, for example, if a guest knocks over a tripod and the camera breaks or spills a drink in the photo box, you become liable for damages to us. Of course, you can prove that less damage occurred than we estimate – in case of doubt, we use the time value of the damaged item as a reference.
Exclusion of liability in favor of third parties: If SnapNext's liability is excluded or limited according to the above provisions, this applies equally to the personal liability of our employees, agents, and vicarious agents. None of our team will be personally liable to you if the company is not liable.
Insurance: We have our technology insured, but we recommend that you as the organizer consider event liability insurance to cover your risks, such as personal or property damage at your event. This is not a contractual obligation, just a well-intentioned advice.
(In short: We are fully liable for gross negligence and intent, but limited liability for slight negligence, and you are liable to us if you or your guests damage our equipment.)
§15 Subletting and Transfer to Third Parties
Our services and equipment are intended for you and your event. Transfer to third parties is only permissible under certain conditions:
No transfer without consent: You may not sublet or lend the rented equipment (photo boxes, technology) for a fee or free of charge unless we have previously agreed in writing. This means SnapCube equipment should only be used by you and for your event.
Special contracts for subletting: Should we agree to subletting on a case-by-case basis (e.g., you are an agency wishing to use the box in our name with your client), we will conclude a separate contract with you outlining the scope and conditions of the subletting.
Price transparency: We point out that our rental prices are communicated publicly (e.g., on our website). If you embed SnapCube in a broader package (e.g., as an agency with other event services) and sublet to your end customer, we expect our service to remain clearly recognizable and pre-agreed with us. In particular, we forbid our product from being subleased with a significant surcharge without us knowing the end customer, which would contradict the partnership idea. Please discuss such matters openly with us.
(In short: Ask us before passing on our box to someone else. We'll usually find a solution, but don't forward it without permission.)
§16 Prohibition of Assignment and Pledging
Without our prior written consent, you may not assign or pledge any claims or rights from this contract to third parties. This particularly concerns payment claims or warranty claims against us. An exception only exists if you have undisputed or legally established claims or demonstrate a legitimate interest in the assignment for valid reasons (which would also need to be discussed with us in advance).
§17 Right of Withdrawal for Distance Contracts
For clients acting as entrepreneurs, consumer protection regulations for distance contracts (esp. 14-day right of withdrawal) do not apply, as these are B2B transactions. Therefore, as a business customer, you have no right of withdrawal if we conclude the contract, e.g., online or via email. SnapNext also does not voluntarily grant such a right of withdrawal.
(Note: Should you exceptionally act as a consumer and book our services privately, the statutory provisions apply. In such cases, we will inform you separately about your right of withdrawal.)
§18 Data Protection (Customer's Personal Data)
We take the protection of your personal data seriously. Essential information is contained in our privacy policy. Here are the key points in the contract context:
SnapNext collects, processes, and uses your personal data (e.g., name, contact details, billing address) to the extent necessary for business processing and contract fulfillment. These data can be stored on local data carriers, in secure cloud systems, and in business-essential programs.
We commit to treating all personal information obtained within the contract framework with confidentiality. Transfer to third parties only occurs to the extent necessary for contract execution (e.g., to shipping providers when sending hardware) or if there is a legal obligation.
All personal data collected are securely (encrypted) transmitted, especially in digital communication. We also use current security technologies to protect your data from unauthorized access.
(Further details, e.g., regarding storage duration, rights to information, deletion, etc., can be found in our more detailed privacy policy on our website.)
§19 Commissioned Data Processing & End User Data
In the course of our services, it may occur that data from event participants/users are collected or processed (e.g., email addresses of photo box users, feedback responses in the WebApp, etc.). The following special rules apply:
Responsibility: To the extent personal data of end-users (e.g., guests, participants) are collected via our systems, you are the data controller under GDPR. This means you decide on the purpose and means of processing these data (e.g., usage for marketing) and must ensure compliance with all data protection regulations. Notably, you are responsible for obtaining any necessary participant consent (e.g., agreement to data processing if you intend to send newsletters) and informing them of the data processing. We may provide texts or notices for this purpose to be integrated into applications, but the legal responsibility lies with you.
Contracted processing by SnapNext: If SnapNext processes personal end-user data technically on your behalf (storage, transmission, evaluation), we will conclude a data processing agreement (DPA) under Art. 28 GDPR with you. This DPA regulates the data processing of participant data by us on your behalf, ensuring GDPR compliance. We will provide you with such an agreement at the latest by contract conclusion or before data collection, if relevant. We do not process personal participant data for you without a DPA (except for anonymous statistics, see below).
Anonymous usage data: SnapNext is entitled to track and anonymize the usage of our systems for optimization purposes. This includes creating statistics like the number of photos taken per hour, WebApp call numbers, bounce rates, desktop-to-mobile usage ratio, etc. These data serve only to improve our offerings and contain no personal details (we check, for instance, how often the "take photo" button was clicked, but not who clicked it). A personalized evaluation does not take place unless you expressly commission us and it is legally secured.
Data transfer to you / integration into your systems: As a standard, we provide you as the client with the collected participant data (e.g., email lists, survey results) in a suitable form at the end of the project – e.g., as a CSV/Excel file via email. By default, you receive a one-time data transfer after project completion. Beyond that, you can decide where answers or data during the event should go: On request, we offer direct integrations, e.g., to Google Sheets, Microsoft Excel Online, or certain CRM systems. These integrations must be initiated by you (i.e., you provide us with access details or interface information and commission us to set it up). Note: If you set up or cause such integrations, we cannot control where data flows – you are responsible. We support technically, but the compliant setup falls to you.
Deletion of participant data: After project completion and data transfer to you, we will delete the collected personal data of event participants within a reasonable period unless otherwise agreed. (Typically, we retain them for a short time as a precaution for after-sales inquiries or support needs but delete them after all legal retention periods expire or as agreed in the DPA.)
§20 Final Provisions
Amendments and supplements: Amendments or supplements to this contract and the GTC require written form and the consent of both parties. This also applies to changing this written form clause itself – verbal agreements have no effect.
Collateral agreements: There are no verbal collateral agreements outside what has been recorded in writing. If we discuss something deviating from the contract, make sure to get it confirmed in writing for it to be valid.
Assignment of claims: (for clarification, supplementing §16) You are only permitted to assign claims from this contract to third parties with prior written consent from SnapNext.
Applicable law: Only the law of the Federal Republic of Germany applies. This applies even to services or events abroad. The UN Convention on Contracts for the International Sale of Goods (CISG) is excluded.
Place of jurisdiction: If you are a merchant according to the HGB or have no jurisdiction in Germany, the place of jurisdiction is the location of SnapNext. Currently, this is Pulheim (near Cologne) in Germany. We can also assert claims at your general place of jurisdiction. For consumers, the statutory jurisdiction rules apply.
§21 Severability Clause
If individual provisions of this contract or the GTC are completely or partially invalid or unenforceable, the validity of the remaining provisions remains unaffected. In place of the invalid or missing provision, the parties agree to find a valid provision that comes as close as possible to the economic purpose of the invalid provision. The same applies to potential loopholes in the contract – to fill a gap, we will agree on a solution that comes closest to what the parties would have intended if they had considered the point.
Last updated: 01/23/2025