Terms of Service

Welcome to Vitrine, a digital collections catalog platform operated by TidyArchive. By creating an account or using Vitrine, you agree to these terms. Please read them carefully.

1. What Vitrine Does

Vitrine is a web-based tool that helps small museums, historical societies, archives, and community organizations catalog, manage, and share their collections online. You can create item records, upload images, organize items into collections, publish a public gallery, and optionally back up items to the Internet Archive.

2. Your Account

• You must provide accurate information when signing up, including your organization name and a valid email address.
• You are responsible for keeping your password secure and for all activity under your account.
• You can invite other users to your organization. As the account admin, you are responsible for managing their access and permissions.
• One organization per account. If you manage multiple organizations, create separate accounts for each.

3. Your Content

You retain full ownership of all content you upload to Vitrine, including images, metadata, descriptions, and custom fields. We do not claim ownership of your collection data.

• You are responsible for ensuring you have the legal right to upload and display the images and data you add to Vitrine.
• If you publish items to your public gallery, those items are visible to anyone on the web.
• If you enable Internet Archive backup, your items are uploaded to archive.org and become subject to the Internet Archive's own terms of use.
• You can set items to "unlisted" or "draft" status to keep them out of your public gallery.
• You can export your data at any time using the CSV export feature.

4. Acceptable Use

You agree not to:

• Upload content you do not have rights to (copyrighted material without permission, confidential records, etc.)
• Use Vitrine to store or distribute material that is illegal, harmful, or violates others' rights
• Attempt to access other organizations' data or disrupt Vitrine's servers
• Use Vitrine for purposes other than cataloging and managing cultural heritage collections
• Reverse engineer, scrape, or resell Vitrine's service without permission

5. Plans and Pricing

Vitrine offers five plans:

• Free — 100 items, 1 GB storage, 1 user, no cost
• Starter — Unlimited items, 5 GB storage, 2 users, $12/month
• Pro — Unlimited items, 25 GB storage, 5 users, $29/month
• Institution — Unlimited items, 200 GB storage, 20 users, $79/month
• Institution+ — Unlimited items, 1 TB storage, 50 users, $149/month

Payment is processed by Stripe. We do not store your credit card number. You can upgrade, downgrade, or cancel your plan at any time from your billing settings. If you cancel, you keep access until the end of your billing period.

If you exceed your storage limit, you will be asked to upgrade or remove items. We will not delete your content without notifying you first.

6. Free Tier Limits

The Free plan is limited to 100 items and 1 GB of storage. If you reach the item limit, you can upgrade to a paid plan or remove existing items to add new ones. Free accounts that remain inactive for 12 months may be archived. We will email you before any archival action.

7. Data Storage and Backups

• Your images are stored on Cloudflare R2, a cloud object storage service.
• Your database (metadata, descriptions, custom fields) is stored on our server with nightly backups.
• We back up to R2 nightly. We do not guarantee zero data loss, but we take reasonable steps to protect your data.
• We recommend keeping your own local copies of important images, especially for irreplaceable archives.

8. Internet Archive Integration

Vitrine offers optional backup to the Internet Archive. This feature is off by default. If you enable it:

• Your items and images are uploaded to archive.org under your organization's collection.
• Once uploaded, they are subject to the Internet Archive's terms and cannot be easily removed.
• You control whether uploads are publicly searchable on archive.org or kept private.
• Vitrine is not responsible for content once it is on the Internet Archive.

9. Service Availability

We strive for high uptime but do not guarantee uninterrupted service. Vitrine may be unavailable during maintenance, updates, or events outside our control. We are not liable for losses resulting from service downtime.

10. Account Termination

You can cancel your account at any time. If you cancel, your data will be retained for 30 days in case you change your mind, then permanently deleted unless you request immediate deletion.

We may suspend or terminate accounts that violate these terms, remain inactive for extended periods, or create significant cost without payment. We will notify you by email before terminating a paid account.

11. Limitation of Liability

Vitrine is provided "as is" without warranties of any kind. We do not guarantee that the service will meet your specific needs or that it will be error-free. To the fullest extent permitted by law, TidyArchive is not liable for:

• Loss of data or images (always keep local backups of irreplaceable materials)
• Business interruption or lost revenue
• Content uploaded to the Internet Archive through our integration
• Third-party service failures (Stripe, Cloudflare R2, Internet Archive)

Our total liability for any claim related to Vitrine is limited to the amount you have paid us in the 12 months preceding the claim, or $100, whichever is greater.

12. Changes to These Terms

We may update these terms as Vitrine evolves. If we make material changes, we will notify you by email at least 14 days before the changes take effect. Continued use after that period means you accept the updated terms.

13. Governing Law

These terms are governed by the laws of the State of Indiana, USA. Any disputes will be resolved in the courts of Indiana.

14. Contact

Questions about these terms? Email us at [email protected]. We are a small team and will get back to you.