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Terms & Conditions

Effective Date: 7/25/26

 

1. Acceptance of Terms

Welcome to EPICA™.

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These Terms and Conditions of Use ("Terms") govern your access to and use of the EPICA™ website, mobile application, and all related services (collectively, the "Platform") provided by EPICA Inc. ("EPICA," "we," "our," or "us").

 

By accessing or using the Platform, creating an account, participating in a Trip, or otherwise using any EPICA services, you agree to be bound by these Terms and our Privacy Policy.

 

If you do not agree to these Terms, you may not access or use the Platform.

 

These Terms constitute a legally binding agreement between you and EPICA Inc.

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2. Nature of the EPICA™ Platform

EPICA™ is a hospitality technology platform designed to organize property-specific hospitality knowledge, facilitate guest coordination, and enhance the vacation experience before, during, and after a Trip.

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The Platform enables participating Hosts and Guests to organize accommodations, coordinate itineraries, communicate with one another, discover local experiences, access property information, and utilize AI-assisted guest support through EVA™.

 

EPICA also provides professional onboarding services that assist Hosts in creating and maintaining a comprehensive digital guest experience for their Properties.

 

Unless expressly stated otherwise, EPICA is not:

  • a vacation rental marketplace;

  • a property manager;

  • a real estate broker;

  • a travel agency;

  • a tour operator;

  • an employer of Third-Party Vendors;

  • a payment processor;

  • an insurer;

  • or a party to agreements between Hosts, Guests, or Third-Party Vendors.

 

EPICA provides technology and related services that facilitate communication, coordination, and organization among participants in the Platform.

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3. Definitions

For purposes of these Terms:

 

Host means the owner, property manager, management company, or authorized representative responsible for a participating Property.

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Guest means an individual invited to participate in a Trip associated with a participating Property.

 

Lead Guest means the Guest designated to coordinate the Trip and manage guest onboarding activities through the Platform.

 

Co-Leader means a Guest granted additional administrative permissions by the Lead Guest.

 

Property means a participating vacation rental or accommodation managed through the Platform.

 

Trip means a scheduled stay associated with a participating Property.

 

Third-Party Vendor means an independent business or service provider offering products or services to Guests.

 

Third-Party Booking Provider means an external reservation platform, such as Viator, through which bookings and payments may be processed.

 

Guest Guide means the digital collection of Property information, amenities, recommendations, activities, frequently asked questions, and related content made available through EPICA.

 

Property Knowledge Base means the organized collection of Property-specific information maintained by EPICA for presentation through the Platform and EVA™.

 

EVA™ means EPICA's AI-assisted guest experience feature.

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4. Eligibility

You represent that the information you provide to EPICA is accurate, current, and complete.

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You agree to maintain the accuracy of your account information throughout your use of the Platform.

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Parents and legal guardians are responsible for supervising minors who use EPICA.

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EPICA is designed for family travel and guest coordination and is not directed specifically toward children under thirteen (13) years of age.

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Lead Guests may add offline child participants for itinerary planning and RSVP purposes without requiring a separate EPICA account.

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5. User Accounts

Certain features of the Platform require users to create an account.

 

Users are responsible for:

  • maintaining the confidentiality of account credentials;

  • safeguarding devices used to access the Platform;

  • promptly notifying EPICA of unauthorized account access;

  • all activity occurring under their account.

 

EPICA may suspend or terminate accounts that violate these Terms or compromise the integrity of the Platform.

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6. Professional Onboarding Services

Unlike traditional software platforms that require Hosts to build and maintain their own digital property listings, EPICA may provide professional onboarding services designed to prepare a Property for publication within the Platform.

 

These services may include:

  • organizing Property information;

  • formatting descriptions;

  • preparing amenity listings;

  • organizing bedroom configurations;

  • developing Guest Guides;

  • preparing frequently asked questions;

  • organizing local recommendations;

  • categorizing activities and experiences;

  • formatting photographs;

  • creating Property-specific hospitality content.

 

These services are provided solely as a convenience to participating Hosts.

 

Although EPICA may prepare, organize, enhance, or present Property information on behalf of a Host, the Host remains solely responsible for reviewing, approving, and maintaining the accuracy of all Property information presented through the Platform.

 

Host approval constitutes confirmation that published Property information accurately reflects the Property.

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7. Property Knowledge Base

EPICA organizes Property information into a searchable digital knowledge base intended to improve the guest experience.

 

Information within the Property Knowledge Base may originate from:

  • EPICA onboarding services;

  • Host-provided information;

  • Property documentation;

  • Guest Guide content;

  • frequently asked questions;

  • Host-approved updates;

  • other information approved for publication by the Host.

 

As Guests interact with the Platform, Hosts may choose to expand or refine Property information by providing additional answers, clarifications, or recommendations.

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EPICA may incorporate this information into the Property Knowledge Base to improve future guest experiences.

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Hosts retain responsibility for ensuring the accuracy of Property-specific information maintained within the Property Knowledge Base.

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8. Host Responsibilities

Hosts are responsible for:

  • maintaining accurate Property information;

  • ensuring the accuracy of amenities and accommodations;

  • maintaining current house rules;

  • reviewing all Property content prepared by EPICA;

  • maintaining current recommendations;

  • ensuring the accuracy of Guest Guide information;

  • confirming information presented through EVA™;

  • communicating material Property changes to EPICA;

  • complying with applicable laws governing their Property.


Hosts acknowledge that EPICA organizes and presents information but does not independently verify the accuracy of Host-provided content.

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9. Guest Responsibilities

Guests agree to:

  • provide accurate account information;

  • comply with applicable laws;

  • respect participating Hosts;

  • comply with Property rules;

  • respect other Guests;

  • refrain from unlawful or abusive conduct;

  • use the Platform only for legitimate travel-related purposes.

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Guests remain responsible for decisions they make based upon information presented through the Platform.

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10. Lead Guest and Co-Leader Responsibilities

Each Trip designates one Lead Guest.

 

The Lead Guest serves as the primary coordinator for the participating guest group and is responsible for completing applicable onboarding activities associated with the Trip.

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Lead Guests may:

  • invite Guests;

  • designate Co-Leaders;

  • complete onboarding activities;

  • coordinate itineraries;

  • organize activities;

  • update guest participation;

  • manage other administrative features provided by the Platform.

 

Co-Leaders may receive additional permissions designated by the Lead Guest, including the ability to:

  • coordinate activities;

  • update RSVP information;

  • organize group schedules;

  • book eligible experiences where permitted;

  • perform other administrative functions authorized by the Platform.

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EPICA reserves the right to modify available permissions as the Platform evolves.

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11. Messaging and Communications

The Platform includes messaging functionality intended to facilitate communication among participating Hosts and Guests.

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Lead Guests and Co-Leaders may communicate with participating Hosts and authorized Property staff.

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Guests may communicate individually with other invited Guests or with the participating guest group.

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EPICA may utilize trusted third-party communication providers to facilitate messaging services.

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Users agree that communications transmitted through the Platform must remain respectful, lawful, and directly related to Trip coordination.

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12. Vendor Services and Booking Models

EPICA may present information relating to Third-Party Vendors offering services associated with a Trip.

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These vendors operate independently from EPICA.

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EPICA currently supports multiple booking models.

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Third-Party Booking Providers

 

Certain experiences may be booked through independent booking platforms such as Viator.

 

In these situations:

  • reservations are processed by the booking provider;

  • payments are processed by the booking provider;

  • cancellation policies are determined by the booking provider;

  • vendor agreements remain between the Guest and the booking provider.

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EPICA may receive affiliate compensation from participating booking providers.

 

Host-Curated Vendors

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Hosts may also recommend independent vendors that do not participate in third-party booking platforms.

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For these vendors, EPICA may facilitate:

  • scheduling requests;

  • booking coordination;

  • availability confirmations;

  • communication workflows;

  • calendar updates.

Unless expressly stated otherwise, payments for Host-curated vendor services occur directly between the Host, Guest, and vendor.

 

EPICA is not responsible for collecting or distributing payments relating to Host-curated vendors.

 

EPICA may assess service or booking fees to participating Hosts in connection with these coordination services.

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13. EVA™ AI-Assisted Guest Experience

EVA™ is an AI-assisted feature of the EPICA Platform designed to help Guests access Property information, answer questions regarding their stay, and improve the overall guest experience.

 

In many cases, EVA presents information derived from the Property Knowledge Base prepared by EPICA and approved by the Host.

 

When requested information is unavailable, EPICA may provide mechanisms allowing Hosts to contribute additional information that improves future guest experiences.

 

As the Platform evolves, EVA may incorporate additional AI-assisted capabilities.

 

Although EPICA strives to provide accurate information, AI-generated responses may occasionally be incomplete, inaccurate, or outdated.

 

Users should independently verify important information before relying upon AI-generated responses.

 

Hosts remain solely responsible for the accuracy of Property-specific information presented through EVA™.

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14. User Content

Users retain ownership of the content they submit to the Platform, including profile photographs, messages, dietary preferences, food allergy information, Trip participation details, and other information voluntarily provided through EPICA.

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By submitting content to the Platform, you grant EPICA a non-exclusive, worldwide, royalty-free license to host, store, reproduce, organize, modify solely for formatting and presentation purposes, transmit, display, and otherwise process such content as necessary to operate, maintain, improve, and support the Platform.

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This license terminates when your content is permanently removed from the Platform, except to the extent retention is required by applicable law, necessary to resolve disputes, enforce these Terms, or maintain backup and archival systems.

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Users represent that they possess all necessary rights to submit any content they upload and that such content does not infringe upon the rights of any third party.

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15. Intellectual Property

The Platform, including but not limited to EPICA™, EVA™, the Guest Guide, the Property Knowledge Base, software, user interface designs, workflows, graphics, logos, text, photographs prepared by EPICA, onboarding methodologies, organization systems, and all other original materials created by EPICA are the exclusive property of EPICA Inc. or its licensors and are protected by applicable intellectual property laws.

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Nothing contained in these Terms transfers ownership of any EPICA intellectual property to any user.

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EPICA may organize, categorize, summarize, format, enhance, or otherwise transform Host-provided information for presentation through the Platform. Such presentation methods, organizational structures, and technology constitute proprietary intellectual property of EPICA and do not transfer ownership of the underlying Host information.

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Except as expressly permitted by these Terms, users may not:

  • reproduce Platform content;

  • copy EPICA workflows;

  • reverse engineer the Platform;

  • distribute proprietary materials;

  • create derivative works;

  • remove copyright or trademark notices;

  • use EPICA trademarks without written permission.

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EPICA™, EVA™, and related names and logos are trademarks of EPICA Inc.

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16. Feedback

EPICA welcomes feedback, suggestions, ideas, and recommendations regarding the Platform.

 

By voluntarily submitting feedback, you grant EPICA the unrestricted right to use, modify, implement, publish, or incorporate such feedback without compensation or obligation to you.

 

Nothing in this section transfers ownership of your intellectual property beyond the feedback voluntarily submitted.

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17. Prohibited Uses

Users agree not to:

  • violate applicable laws;

  • impersonate another person;

  • access accounts without authorization;

  • interfere with Platform operation;

  • introduce malicious software;

  • scrape or harvest Platform data;

  • reverse engineer or attempt to discover Platform source code;

  • circumvent Platform security measures;

  • infringe intellectual property rights;

  • upload unlawful, defamatory, fraudulent, or harmful content;

  • interfere with another user's enjoyment of the Platform.


EPICA reserves the right to investigate suspected violations and cooperate with law enforcement where appropriate.

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18. Platform Availability

EPICA continually works to provide reliable Platform availability; however, uninterrupted service cannot be guaranteed.

 

Platform performance depends upon numerous third-party systems including:

  • internet service providers;

  • cellular networks;

  • wireless connectivity;

  • cloud hosting providers;

  • mobile operating systems;

  • device manufacturers;

  • third-party integrations.

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EPICA shall not be responsible for interruptions resulting from circumstances beyond its reasonable control, including internet outages, poor cellular coverage, power failures, weather events, natural disasters, governmental actions, third-party service interruptions, or user device limitations.

 

Certain Platform content may be cached locally for limited offline access. Offline functionality varies by feature, device, and operating system and is not guaranteed.

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19. Disclaimer of Warranties

To the fullest extent permitted by applicable law, the Platform is provided on an "AS IS" and "AS AVAILABLE" basis.

 

EPICA disclaims all warranties, whether express, implied, statutory, or otherwise, including any implied warranties of merchantability, fitness for a particular purpose, title, non-infringement, accuracy, reliability, uninterrupted availability, or error-free operation.

 

EPICA does not warrant:

  • the accuracy of Host-supplied information;

  • the performance of Third-Party Vendors;

  • uninterrupted Platform availability;

  • the availability of third-party booking providers;

  • that AI-generated responses will always be accurate or complete.

 

Hosts remain solely responsible for Property-specific information made available through the Platform.

 

Third-Party Vendors remain solely responsible for their own products and services.

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20. Limitation of Liability

To the fullest extent permitted by law, EPICA Inc., its officers, directors, employees, affiliates, contractors, licensors, service providers, and agents shall not be liable for any indirect, incidental, consequential, special, exemplary, punitive, or similar damages arising out of or relating to:

  • use of the Platform;

  • inability to use the Platform;

  • Property information;

  • Guest Guide content;

  • EVA-generated responses;

  • Third-Party Vendors;

  • Third-Party Booking Providers;

  • Trip interruptions;

  • communication failures;

  • lost profits;

  • lost business opportunities;

  • data loss;

  • device failures.

 

EPICA's aggregate liability arising from any claim relating to these Terms shall not exceed the total subscription fees paid by the applicable Host to EPICA during the twelve (12) months immediately preceding the event giving rise to the claim.

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Nothing in these Terms excludes liability where such exclusion is prohibited by applicable law.

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21. Indemnification

You agree to defend, indemnify, and hold harmless EPICA Inc., its officers, directors, employees, contractors, affiliates, licensors, service providers, successors, and assigns from and against any and all claims, actions, liabilities, damages, losses, judgments, settlements, penalties, fines, costs, and expenses, including reasonable attorneys' fees, arising out of or relating to:

  • your use of the Platform;

  • your violation of these Terms;

  • your violation of applicable law;

  • your infringement of another person's intellectual property rights;

  • content you submit through the Platform;

  • your interactions with other users, Hosts, Guests, or Third-Party Vendors;

  • any negligent, fraudulent, or intentional misconduct by you.

 

EPICA reserves the right to assume the exclusive defense of any matter subject to indemnification.

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22. Suspension and Termination

EPICA may suspend, restrict, deactivate, or terminate any account, Property, or access to the Platform whenever EPICA reasonably determines that continued participation could:

  • violate these Terms;

  • jeopardize guest safety;

  • facilitate fraud;

  • infringe intellectual property rights;

  • expose EPICA to legal liability;

  • undermine the integrity of the Platform.

 

Properties may be deactivated rather than permanently deleted in order to preserve operational information, onboarding work product, and historical records, unless deletion is required by law or specifically requested by the Host.

 

Guest accounts may remain active until deleted by the Guest or otherwise removed in accordance with applicable law.

Termination of an account does not automatically eliminate obligations accrued before termination.

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23. Platform Evolution

EPICA continually improves its Platform.

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Features, services, integrations, AI capabilities, booking models, subscription plans, payment functionality, messaging services, Property Knowledge Base capabilities, and commercial offerings may be introduced, modified, suspended, or discontinued at any time.

 

EPICA may also introduce experimental, beta, preview, or limited-release features that are subject to additional terms.

Continued use of the Platform following modifications constitutes acceptance of those changes.

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24. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of New Jersey, without regard to conflict of law principles.

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Any legal action arising from these Terms shall be brought in a court of competent jurisdiction located within the State of New Jersey unless applicable law requires otherwise.

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25. Assignment

EPICA may assign or transfer these Terms, in whole or in part, in connection with a merger, acquisition, sale of assets, corporate reorganization, financing transaction, or similar business event.

 

Users may not assign their rights or obligations under these Terms without EPICA's prior written consent.

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26. Severability

If any provision of these Terms is determined to be invalid, unlawful, or unenforceable, the remaining provisions shall remain in full force and effect.

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27. Waiver

Failure by EPICA to enforce any provision of these Terms shall not constitute a waiver of any future enforcement of that or any other provision.

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28. Entire Agreement

These Terms, together with the EPICA Privacy Policy and any additional terms expressly incorporated by reference, constitute the entire agreement between EPICA and the user concerning use of the Platform and supersede all prior understandings relating to the subject matter hereof.

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29. Changes to These Terms

EPICA may revise these Terms from time to time.

 

When material changes are made, EPICA will update the Effective Date and provide notice where required by applicable law.

 

Continued use of the Platform following the effective date of revised Terms constitutes acceptance of the updated Terms.

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30. Contact Information

EPICA Inc.

8 Old Salem Road

Cherry Hill, New Jersey 08034

Email: admin@epicavacations.com​

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