Terms of Service

1.Who we are

1.1Aiwork CRM is operated by Konsa Studio s.r.o., company ID (IČO) 23090367, registered office Uralská 689/7, Bubeneč, 160 00 Praha 6, Czech Republic, entered in the Commercial Register kept by the Municipal Court in Prague, section C, file 421215 (“we”).

1.2Write to us at admin@aiworkcrm.com. This address is also our point of contact for users and authorities under the EU Digital Services Act; we communicate in Czech, English and Russian.

2.Definitions

2.1In these terms:

— Software means the Aiwork CRM web application and everything that is part of it: online booking, the client portal, the assistant and the emails the software sends;

— you means the business or legal entity that created an account (the organisation), represented by its owner;

— account means your organisation’s space in the Software, to which you can invite staff;

— clients means the people you provide your services to, whose data you or they enter;

— subscription means paid access to the Software for a chosen period under a plan;

— Processing Agreement means the Data Processing Agreement, which forms part of these terms.

3.Conclusion of the contract

3.1The Software is intended for business use. By creating an account you confirm that you act as a business or legal entity in the course of your activity, not as a consumer.

3.2The contract is concluded when you accept these terms and the Processing Agreement on the screen before entering the account. We record who accepted, for which organisation, which version and when; we archive each version and will send it to you on request.

3.3Staff you invite act on your behalf. You, not they, are the party to the contract.

3.4The Czech version is binding. The English version is a translation for convenience.

4.What we provide

4.1Access to the Software for running your work: clients, schedule, services, money, documents and contracts. What your plan includes is stated in the price list or in the offer.

4.2The Software evolves. We may add and change parts, but we may not remove what you paid for in the middle of a paid period. We announce significant changes to features thirty days ahead.

4.3Tax amounts, staff payouts, balances and hints are calculated from what you entered. They are an aid, not tax, accounting or legal advice; check them before filing with authorities.

5.Trial

5.1The first fourteen days are free and no card is needed. Nothing is charged when the trial ends: to continue, choose a plan.

5.2If you do not choose a plan, access is suspended and the data stays in place for thirty days so you can come back or export it.

6.Price and payment

6.1The price is set out in our price list or in the offer we sent you and is final — VAT, where it applies, is included. Customers from other EU countries with a VAT number are invoiced without VAT under the reverse-charge rule, for the same amount.

6.2Payment is in advance for the chosen period: by bank transfer against an invoice, or by card through a payment service once it is connected. We do not store card numbers.

6.3We may change the price with thirty days’ notice; the new price applies only from the next period. If you disagree, cancel the subscription before it starts.

6.4If a payment does not arrive on time, we write to you. If the debt remains more than fourteen days after that notice, access is suspended; data stays in place and access returns once paid.

7.Term and termination

7.1The contract is for an indefinite term. The subscription renews automatically for another period of the same length until you cancel it.

7.2You can cancel any time in the Software or by email to admin@aiworkcrm.com. Access stays until the end of the paid period; the paid period is not refunded except in the cases in articles 14, 16 and 17.

7.3We may terminate the contract with thirty days’ notice and will refund the unused period. We may terminate immediately or suspend access only if you materially breach article 10, use the Software clearly unlawfully, or in a way that endangers others. We always tell you what happened and why, and you can object at admin@aiworkcrm.com.

8.Export and switching

8.1You can export your data — clients, bookings, payments, documents — in the Software at any time, in a machine-readable format. You do not need to ask us, and it is free.

8.2If you want to switch to another provider or to your own system, write to us. The notice period for this is at most two months and the transition period thirty days; throughout, the Software keeps running, we help with the export, and the contract ends only once the switch is complete. Switching is free of charge.

8.3After the contract ends you have thirty more days to export. Then we delete the data and confirm it — except what we must keep by law, and issued documents if you asked us to keep them in the archive (Processing Agreement, section “When the agreement ends”).

9.Your data

9.1Your clients’ data is yours. You are its controller; we process it on your instructions and under the Processing Agreement. How we handle data about you yourself is described in the Privacy Policy.

9.2We undertake:

— never to write to your clients in our own name, for any purpose;

— not to train models on your data or give it to anyone for that;

— to store data encrypted, with the key kept separately from the database;

— to record which of your staff opened client records, and show it to you;

— to let you export your data any time, not only when leaving.

10.Acceptable use

10.1You may not use the Software to break the law, impersonate others, obtain other people’s data without a legal basis, breach security, or load our infrastructure in a way that harms others.

10.2Do not put unlawful content into the Software: for example, other people’s data without a legal basis, content infringing intellectual property, hateful or fraudulent content.

10.3If you come across unlawful content in the Software or on an organisation’s public page, write to admin@aiworkcrm.com: what and where it is, why you consider it unlawful, and your contact. We will assess the notice without undue delay and tell you the outcome.

10.4If we restrict your content or account as a result, we will tell you the reason and the rule it is based on, and you can object. We do not assess content automatically.

11.Licence

11.1The Software is our copyright work. For the term of the contract we grant you a non-exclusive, non-transferable licence without territorial limits to use it within your plan for your own business. The licence is included in the subscription price.

11.2You may not take the Software apart to build a competing product, resell it or embed it in another product.

11.3The data you put into the Software remains yours; you grant us rights to it only as far as needed to run the Software for you.

12.Artificial intelligence

12.1The Software includes an assistant and an automated administrator. It is always clear that it is not a person, and each of its actions is recorded in the history as a separate line.

12.2It does not decide for you: it prepares a draft — a contract, an invoice, a reply — and a person issues it by pressing a button. It cannot sign anything under any setting.

12.3It can be wrong. Check its output wherever a mistake costs more than a minute.

13.Availability and support

13.1We aim for 99.5% availability per year. We announce planned maintenance in advance. Outages at suppliers outside our control and force majeure do not count.

13.2Support is by email at admin@aiworkcrm.com.

14.Complaints

14.1If you find a defect or are unhappy with the Software, write to admin@aiworkcrm.com saying what happened and when. We confirm receipt immediately and reply on the merits within thirty days at the latest.

14.2We fix a defect that stops the Software doing what we promise at no extra charge. If it cannot be fixed within a reasonable time, you may terminate the contract and we refund the unused period.

15.Liability

15.1We are liable without limitation for damage caused intentionally or by gross negligence, and for harm to life and health.

15.2Otherwise our liability is limited to the amount you paid us in the twelve months before the damage occurred, but not less than CZK 5,000 — including during the free trial. We do not compensate lost profit or indirect damage. This limit is repeated in “The essentials” above so that it is not a surprise.

15.3We are not liable for outages caused by force majeure or by suppliers outside our control; we let you know about such an outage and do what we can to keep it short.

15.4You are responsible for what you put into the Software: the lawfulness of the data, your clients’ consents and your staff’s actions. If you notice someone else signing in to your account, tell us immediately.

16.Changes to the terms

16.1We may change the terms because the Software, the law and our services change. We notify you by email and in the Software at least thirty days before a change takes effect and explain what changes.

16.2A change that makes your position worse is put to you for acceptance on a screen in the Software; silence is not consent. If you do not accept it, you may terminate the contract no later than the day the change takes effect, and we refund the unused period.

16.3Changes that do not make your position worse — fixing a typo, a new subprocessor under the Processing Agreement, a new feature — apply from the announced date.

17.If you are a consumer

17.1The Software is intended for business use. If you nevertheless pay us as a consumer, this article and your statutory consumer rights, which these terms cannot limit, also apply.

17.2You may withdraw from the contract within fourteen days of its conclusion without giving a reason, by email to admin@aiworkcrm.com. We refund you within fourteen days by the same means you paid.

17.3If you expressly asked for the Software to run during those fourteen days and then withdraw, you pay a proportional part of the price for the time you used it.

17.4Out-of-court disputes are handled by the Czech Trade Inspection Authority (Česká obchodní inspekce), www.coi.cz.

18.Governing law and disputes

18.1The contract is governed by Czech law. Disputes between businesses are decided by the court of our registered office; for consumers, the court set by law.

18.2We send notices by email to the account owner’s address and in the Software; you send them to admin@aiworkcrm.com.

18.3If any provision proves invalid, the rest remain in force, and we will replace the invalid one with the closest valid one in meaning.