1. Introductory and General Provisions 

1.1 Definitions 

1.1.1 These Terms and Conditions are an integral part of the Agreement entered into between the Client and the Provider and define binding rules and conditions for the provision and use of Products and Services. These Terms and Conditions govern the contractual relationship between the Provider of the Service and the Client. 

1.1.2 The definitions set below have for the purpose of these terms and conditions following meaning: 

• T&C or Terms – means these Terms and Conditions. 
• Agreement – means an Agreement entered into between the Client and the Provider usually by the signature of the binding order. 
• Client – means an individual conducting business or legal entity entering into Agreement with the Provider. 
• Client’s server – means the server and other HW equipment not owned, managed, or controlled by the Provider. 
• Provider – means the company Easy Software Ltd., with its registered office at 124 City Road, EC1V 2NX London, United Kingdom, Company ID: 08960980, with which the Agreement has been concluded. 
• Product(s) – means the specific software developed and owned by the Provider and distributed to the Client as defined in the Agreement. The Client purchases the Product on an “as is” basis, and Services are provided separately and subject to additional fees. 
• Price list – means the Provider’s standard list of prices for Services and/or Product as made available to the Client on the Provider’s web page (“Price List”) or provided to the Client in the form of a document upon request (“Price Quotation”; for the avoidance of doubt, were Price Quotation is used, it shall also mean Attachment #4 of the written Agreement, if such written Agreement is signed by the Parties, and vice versa). 
• Implementation Service Specification – means the implementation terms and conditions set by the Provider and/or customized for the Client according to the Agreement. Unless the Client has purchased an Implementation Service or unless explicitly stated otherwise in the Agreement, there is no guaranteed Implementation Service included in the price of the Product. 
• Support Service Specification - means the support terms and conditions set by the Provider and/or customized for the Client according to the Agreement. Unless the Client has purchased a Support Service or unless explicitly stated otherwise in the Agreement, there is no guaranteed Support Service included in the price of the Product. 
• Service(s) – means, collectively, all services and deliverables provided by the Provider to the Client under the Agreement. This includes, but is not limited to: (i) granting a license to use the Product (for On-Premises Software Services defined under Article 3), (ii) providing access to the Product via a cloud environment (for Cloud Subscription Services defined under Article 2), (iii) providing access and/or license to the AI Features (for Artificial Intelligence Services defined under Article 5), and (iv) providing Non-Software Services (as defined under Article 4), to the extent agreed in the Agreement.  
• Trial Version of the Service – means a trial version of the Service, which is made available to the Client free of charge and to a limited extent. 
• Administrator – means a person designated by the Client for administration of his User Account(s). 
• User – means (i) any natural person (including employees, contractors, consultants, or business partners of the Client), or (ii) any non-human entity (including bots, API connections, system processes, or automated devices), for which the Client sets up a User Account and which is authorized by the Client to access and use the Service for the Client's internal business purposes only. 
• User Account – means any user account with a username and password or other authentication credentials that provides access to the Service. User Account can be either active or locked. Any User Account accessed by a User (whether human or non-human) at least once during the applicable billing period or calendar year, as specified in the Agreement, shall be deemed active. Locked User Accounts are not counted to license limits.  
• Parties – means jointly the Client and the Provider. 

1.2 Priority of Terms 

1.2.1 These T&C contain both general terms and service-specific terms. The general terms are outlined in in Articles 1 and 6 through 8, while the service-specific terms are detailed in Articles 2 through 5, each of which applies solely to the respective Service described therein. If a service-specific Article contains provisions that expressly modify, deviate from, or supplement the general terms, such service-specific provisions shall prevail to the relevant Service. In all other respects, the general terms shall apply in full (ie. Article 7 includes specific termination rights and obligations which shall apply to all Services, incl. Services 2 through 4 alongside the present specific rights and obligations). 

1.3 Method of Acceptance of T&C 

1.3.1 The Service is provided to the Client based on a concluded Agreement between the Parties.  

1.3.2 These T&C form an integral part of the Agreement. 

1.3.3 The Agreement is concluded by one of the following methods:  

a) on the day of signature by both Parties (especially for all Services offered with custom settings);  

b) online via acceptance through the web interface (especially with regard to Services charged solely according to the Price List, ie. without any custom Price Quote) with the effective date of the Agreement being the date when payment of the price for the Service in the amount specified for the first billing period is duly credited to the bank account of the Provider; 

c) upon the Provider's acceptance of a Price Quotation issued by the Client, provided that such Price Quotation references a specific Services to be provided, the applicable fees, and any other relevant terms. Reference to a Price Quotation identifier is accepted and preferred. The Agreement becomes effective upon the Provider's written acceptance of the Price Quotation issued by the Provider, which may be provided by email or other written communication; 

d) by the Client’s payment of an Invoice issued by the Provider. The Invoice shall include a reference to a Price Quotation which specifies the scope of the Service, ID of Price Quotation, and the applicable fees. In the absence of a Quote ID, the Price Quotation most recently provided to the Client via email or other written communication channel preceding the Invoice via email or other written communication channel immediately preceding the Invoice shall be deemed the binding specification of Services.  

For the avoidance of doubt, the Agreement is concluded when the earliest of the conditions specified in letters (a) through (d) takes place.   

1.3.4 Section 1.3.3 does not apply if the Client will be using only Trial Version of the Service, in which case the Agreement is concluded under the conditions set in the Section 1.4 of these T&C. 

1.3.5 For the purposes of these T&C the Parties acknowledge that a Price Quotation and Attachment #4 to the Agreement are the same document, with the form of conclusion of the Agreement determining which designation applies. This provision shall be interpreted in accordance with Section 8.5 of these T&C, which establishes the hierarchy of contractual documents. 

1.4 Trial Version of the Service 

1.4.1 Before the Agreement is concluded the Provider may enable the Trial Version of the Service to the Client through the web domain or on Client´s servers, to the extent defined by the Provider. 

1.4.2 By completing the registration form, the Client enters into the Agreement and accepts these T&C. However, the Parties agree that for the duration of the Trial Version of the Service, the specific terms set out in this Section 1.4 shall prevail over any conflicting provisions in the rest of these T&C. Specifically, provisions regarding payment obligations, guaranteed availability (SLA), penalties, and standard warranties do not apply. Trial Version of the Service is provided to the Client for the period specified in the Product specification or on the webpage of a Service unless the Provider decides otherwise. 

1.4.3 The Client using the Trial Version of the Service is entitled to save data, but only for the purpose of verifying system functionality. The Client takes into consideration, that the Provider is not responsible for accessibility and preservation of data saved by the Client by using the Trial version of the Service. 

1.4.4 Prior to the expiration of the Trial Version of the Service, the Provider shall enable the transfer to the paid version of the Service to the Client and provide the Client with non-binding payment information. Upon the payment of the applicable price, the Service will activate in the agreed scope and data saved by the Client in the Trial Version of the Service will be transferred to the paid version of the Service, subject to technical feasibility. In case that the Client does not use the option to transfer to the paid version of the Service, the provision of the Trial Version of the Service ends when the period, for which the Trial Version of the Service was provided to the Client, expires. 

1.4.5 The Client acknowledges that data saved by the Client in the Trial Version of the Service will be irretrievably erased after expiration of the Trial period, and that the Provide shall have no obligation to retain such data. The Client will be informed of upcoming expiration of the Trial Version of the Service and deletion of the data after its termination by email or via the internet domain of the Trial Version of the Service. 

1.5 Price 

1.5.1 Prices for Services are set according to the Price Quotation or Price list. Unless specifically agreed otherwise in the Agreement or in the service-specific Article of these T&C, the Price for Services consists of the following separate items or a combination thereof: 

a) a fixed price for access to the Services (e.g. a perpetual license; the “fixed price”) that is always stipulated for the relevant period of time and with specific terms of the Service in mind (e.g. 5 users, 3 production environments, version X.Y, etc.) and that is of a one-off nature with required advanced payment; 

b) a recurring price for access to the Services (the “subscription”) that is also always stipulated for the relevant period of time and with specific terms of the Service in mind (e.g. 5 users, 3 production environments etc.), however, paid on a monthly or yearly basis;  

c) time&material regime price for any Services which are based on the criteria that vary between recurring/invoice periods (e.g. data usage, ad-hoc Support Service, ad-hoc development etc.; the “time&material regime”). The time&material regime Services are paid on a monthly or yearly basis.  

1.5.2 For the avoidance of doubt, both fixed price and subscription can either guarantee only the access to a certain Product or license and/or a specific bundle of guaranteed Services. Furthermore, both Service provided under subscription and under the time&material regime shall be determined by the high-water mark method, i.e. according to the highest usage level achieved in the respective billing period. 

1.5.3 The Client is obliged to pay the price for using the Service based on delivered tax documents (invoices) issued by the Provider. With regard to the fixed price Services, a proforma invoice is issued for the payment of the prepaid Services and actual tax invoice is delivered without undue delay after the receipt of the payment by the Client. The subscription and time&material regime services are paid in arrears, and the invoice is issued and delivered to the Client within 5 business days after the end of each relevant period.  

1.5.4 The debit/credit card and/or other online payment method used by the Client to sign up to use the Service (i) provided through web interface and (ii) provided on the basis of a subscription will automatically be charged on the first day of each billing period, with the first charge occurring 30 days from the date the Client signed up to use the Service. In such case, the invoice is issued immediately after such payment was charged.  

1.5.5 Unless specifically agreed otherwise, such debit/credit and/or other online payment method may be used to charge for the Services provided based on both a subscription and a time&material regime. 

1.5.6 If the Client wishes to avoid being charged for the next subscription period, the Client must cancel the subscription at least three (3) days prior to the auto-renewal date. The Provider recommends checking with the pre-paid card company or bank to confirm whether recurring billing is possible. 

1.5.7 Invoices will be issued in electronic form. The Client agrees with the electronic issuance of invoices as well as those invoices being delivered to the Client via electronic means. 

1.5.8 The Client may change his subscription regime online by simply signing in to the Client zone and switching or cancelling the relevant option. If the Client cancels the subscription at least three (3) days before the renewal date as stipulated in Section 1.5.6 above, his subscription will stop at the end of the current billing cycle. 

1.6 Limitation of Liability 

1.6.1 The Parties agree to that the total liability of the Provider for any and all claims arising from or related to the Agreement, whether in contract, tort (including negligence), or otherwise, shall not exceed the total amount paid by the Client for the Services in the twelve (12) months immediately preceding the event giving rise to the claim . If no amounts have been paid in the preceding twelve (12) months, the maximum liability shall be limited to the fees for the current quarterly period or EUR 1,000, whichever is greater. 

1.6.2 To the maximum extent permitted by applicable law, the Provider shall not be liable for any indirect damages resulting from the provision of Services, such as for lost profits, loss of revenues, loss of data, financial or any indirect, special or consequential damages including exemplary, or punitive damages, including but not limited to, damages for other intangible losses (even if the Provider has been advised of the possibility of such damages), resulting from: (i) the use of or the inability to use the Service; (ii) the cost of procurement of substitute goods and services (iii) unauthorized access to or alteration of the Client´s transmissions or data, including any modifications of the Service or Product by the Client or resulting from the Service or Product being used in breach these T&C ; (iv) statements, conduct, or outputs of any third party engaged in the provision of Service as well as any outcomes/outputs generated by third-party solutions or services (including but not limited to OpenAI and Easy AI generated outcomes); or (v) any other matter relating to the Service. In case of force majeure, Parties are entitled to momentarily suspend the fulfilment of their obligations, based on the Agreement, and any non-observance (overall or partial) or delay in the fulfilment of obligations imposed by this Agreement, will not be considered violation of the Agreement. For the purpose hereof force majeure shall mean any circumstances where liability is excluded in accordance with Czech law, including, but not limited to natural disaster, war, change of the political situation that precludes or inappropriately impedes the performance of the rights and obligations hereunder or any other similar reason, event or fact. 

1.6.3 The Client uses the Service on an “as is” basis as defined in these Terms. Incompatibility with other software, hardware configuration or any faults and defects do NOT entitle the Client to cancel the order nor get a refund of the Price already paid by the Client, unless specifically negotiated otherwise between the Parties on a case-by-case basis. 

1.6.4 The Client acknowledges that no warranty of any kind with regard to the Service is provided nor offered by the Provider.  

1.6.5 The Service is provided "as is," with all faults, defects, bugs, and errors. The Provider disclaims all warranties, including, but not limited to, any implied warranties of merchantability, fitness for a particular purpose, and non-infringement of third-party rights. No advice or information, whether oral or written, obtained by the Client from the Provider shall create any warranty not expressly defined in the Agreement. The Client acknowledges and agrees that the use of the Service is entirely at its own risk. By using the Service, the Client agrees to be bound the terms of this No Warranty clause. 

1.7 The Protection of Personal Data 

1.7.1 The Client declares that he is aware of his legal obligations as a controller of personal data of the Users and its own clients as well as a data processor of personal data of third parties provided to him by its clients. Method and processing of personal data within the Service itself is determined by the Client. The Provider does not bear any responsibility for proper fulfilment of legal obligations of the Client as a data controller. The rights and obligations between the Client and Controller may be subject to a separate Data Processing Agreement. 

1.7.2 All data are collected by the Provider from the Client for the purpose of providing Service, improving its quality and sending commercial and marketing notifications only as is defined in detail in the Privacy Policy that can be found at https://www.easyproject.com/about/terms-and-conditions/principles-of-personal-data-processing.

1.7.3 All communication within the Service is encrypted by SSL protocol. The Client hereby declares that he considers this method of encrypting sufficiently safe. 

1.7.4 The Provider undertakes that he will not provide any information specified by the Client during the registration of his User Account nor any other personal data provided by the Client to any third party for any other purposes other than those defined within this Agreement and the Privacy Policy. 

1.7.5 The website and web application of the Provider also uses cookies and similar technologies as is described in detail in the Cookie Policy that can be found at https://www.easyproject.com/about/terms-and-conditions/cookie-policy.

1.8 User Account 

1.8.1 The Client may have one or more active User Accounts. Each User Account can be used by one User only. The Client is not entitled to let the User Account set up for a third party, unless it is determined by the Agreement or by these T&C. The Client is not entitled to share the User Accounts among several Users. However, the Client has the right to transfer the unused User Account to the new User at any time. 

1.8.2 In case of violation of Section 1.8.1 of these T&C, the Provider is entitled to immediately terminate the Agreement and the Client shall pay unjust enrichment to the Provider within 7 days after receipt of the Provider´s demand for payment. Section 3.4.3 of these T&C shall apply mutatis mutandis. 

1.9 User Account Administration 

1.9.1 Each Client may choose one or more User Accounts, which will bear the Administrator rights. The Administrator may perform following operations: 

• to add, edit and delete User Accounts and set up access rights to those accounts (such as access to the reports, files establishment etc.), 
• to access all Client´s data regardless of the access settings of individual Users, 
• to choose a different User Account that becomes the Administrator. 

1.9.2 The Client bears full responsibility for using the Service by the Users, actions performed by these Users, and all data uploaded into the account of the Client. The Client shall ensure that all of his Users follow the provisions of these T&C. 

2. Cloud Subscription Specific Terms 

2.1 Provision of the Cloud Subscription Services 

2.1.1 The Provider runs the Service at the internet address specified in the Product specification and its subdomains. 

2.1.2 The Client has no right to obtain the source code to the Service, nor to view it, modify it, or interfere with it in any way. Furthermore, the Client is not granted license within the meaning of Section 3.1 of these T&C, but only right to access the Service within the limits of the user interface accessible to the Client and limited to the number of User Accounts defined in the Agreement.  

2.1.3 The Client shall not in any way circumvent the user interface nor use the Services in any manner or form not specifically allowed by the actual version of the user interface including using the Services outside their internal operations and/or for the benefit of third party irrespective of whether for payment or for free.  

2.2 Duration of the Cloud Subscription Service and Payment Conditions 

2.2.1 Services delivered as a SaaS solution (and accessed via web Interface; hereinafter referred to as “Cloud Subscription”) are concluded either: (a) for a fixed term, if the Agreement, Price Quotation, or Attachment #4 explicitly specifies a start date and an end date (the “Fixed Term Subscription”); or (b) for an indefinite period, if no end date is specified (the “Indefinite Term Subscription”). The applicable subscription type shall always be determined exclusively by the express duration stated in the Agreement, Price Quotation, or Attachment #4. 

2.2.2 Unless expressly agreed otherwise in writing, both Fixed Term Subscriptions and Indefinite Term Subscriptions renew for the next corresponding Cloud Subscription period under the same conditions and pricing terms defined in Section 2.2.3 below. The renewal shall occur unless either Party provides written notice of non-renewal at least one (1) calendar month prior to the end of the then-current Cloud Subscription period. By concluding an Agreement for Cloud Subscription, the Client agrees to the foregoing subscription charges being charged to the card on file on a recurring basis until the Client cancels the Cloud Subscription.  

2.2.3 The price and terms in place when the Client made the initial order of the Cloud Subscription Service or when the Cloud Subscription last renewed will stay in effect for the duration of the ongoing Cloud Subscription period. New prices and terms shall apply both to renewals and new subscriptions. Provider is entitled to charge automatically for next recurring Cloud Subscription period provided that relevant notice under this Section 2.3.1 is provided. 

2.2.3.1 Provider may charge automatically for the next Cloud Subscription period based on the Price List in effect at the time of renewal, provided that the Provider has notified the Client of any price changes in accordance with Section 2.2.3 and the Client has not exercised their right to terminate the Cloud Subscription. 

2.2.3.2 The payment for Cloud Subscription is automatically charged via the chosen payment method, and an invoice is sent to the Client without undue delay after such payment was received by the Provider. If the payment cannot be automatically charged for any reason, the Provider shall issue an invoice with a 14-calendar day due date for the Cloud Subscription Services, unless otherwise stated in the Price Quotation. The invoice shall be delivered to the Client via email or through the web interface of the Product. 

2.2.3.3 To ensure the Client has sufficient time to make an informed decision regarding the renewal (and to prevent vendor lock-in): a) for yearly subscriptions, the Provider shall inform the Client about the upcoming renewal and any price changes via the user interface of the Product or email no later than 45 calendar days in advance; b) for monthly subscriptions, the Provider shall inform the Client in the same manner no later than 5 calendar days in advance. 

2.3 Termination of the Cloud Subscription Services 

2.3.1 Each Party is entitled to prevent the renewal of the Cloud Subscription by delivering a written notice of non-renewal at least one (1) calendar month prior to the end of the current Cloud Subscription period. Client must inform the Provider in writing via email to salesadmin@easysoftware.com or through other communication channels provided by the Provider. For the avoidance of doubt, a Fixed Term Subscription may not be terminated for convenience during the fixed term, except where expressly agreed otherwise. 

2.3.2 The Client is entitled to receive a pro-rata refund for any pre-paid Indefinite Term Subscription fees if the Indefinite Term Subscription is cancelled before the end of the subscription period, subject to the provisions of Section 2.3.3. This refund right applies strictly to Indefinite Term Subscription Services and does not apply to Fixed Term Subscription Services and/or Services that have already been delivered or made available to the Client. 

2.3.3 The Provider will process the refund per Section 2.3.2 within 60 days of receiving the cancellation notice. The Provider reserves the right to deduct a cancellation fee of up to 10% of the remaining subscription value to cover actual administrative and processing costs incurred. If any discounts were granted for the Indefinite Term Subscription Service, the refund shall be adjusted so that the Customer pays the standard (non-discounted) Price List rates for the part of the Indefinite Term Subscription period already used. The adjustment will be made before applying the cancellation fee.  

2.3.4 Upon termination of any Cloud Subscription Service, the Provider shall enable the Client to export their data. The Provider will provide Client data from Product in form of database dump. The Client may also use built-in export functionality of Product to retrieve specific data sets prior to the termination date. 

2.4 Obligations and Rights of Parties 

2.4.1 If the Client detects any problem related to the speed of the Service or its availability, he is obliged to immediately report this incident to the Provider via email specified in the Product specification or by phone through contacts available to accelerate the problem-solving process. The Client takes into consideration that there may be events beyond reasonable control of the Provider, which may adversely influence the functionality or availability of the Cloud Subscription Service to the User (including but not limited to internet connection malfunction on the side of the Client, natural disaster, DOS or DNS attacks on technical equipment of the Provider and others, or failures of third-party infrastructure). To the maximum extent permitted by applicable law, the Provider shall not be liable for any damage, loss, or unavailability resulting from such events, except where such liability cannot be excluded under Regulation (EU) 2023/2854 (Data Act) or other mandatory applicable law; this carve-out, however, applies exclusively to EU-based Clients. 

2.4.2 The Client takes into consideration and agrees that the Provider may temporarily suspend the provision of the Cloud Subscription Service for serious reasons, especially in cases where such suspension is necessary to prevent or mitigate cyber-attacks, address critical security vulnerabilities, comply with binding legal obligations, or resolve serious technical malfunction of the Service, which needs to be resolved by necessary shutdown. The Provider shall notify the Client of any planned interruption with reasonable advance notice where possible. In cases of emergency interruptions, the Provider shall notify the Client as soon as reasonably practicable. The Provider is obligated to create adequate operational and safety measures to minimize potential malfunctions or limited or full unavailability of the Service. Except in cases of force majeure or emergency security incidents, planned maintenance shall be conducted during off-peak hours where reasonably possible, and the Provider shall use reasonable efforts to minimize service disruption. Such temporary suspension shall not be deemed a breach of the Agreement, provided that it does not intentionally or grossly negligently prevent the Client from exercising mandatory rights relating to data access, portability, or switching under the Data Act. 

2.4.3 The Provider agrees that he is not entitled to disclose, provide, or make available the content of Client´s data to any third party (a) where required by applicable law or a binding order from a competent court or regulatory authority; (b) to the extent necessary to provide the Services, including to sub-processors as described in the Data Processing Agreement; (c) with the prior written consent of the Client; or (d) as otherwise permitted under these T&C or the Data Processing Agreement.. Furthermore, the Client acknowledges and agrees that the Provider might be entitled to access, edit, censor, monitor, or otherwise process Client data solely to the extent strictly necessary to: (i) necessary to provide and maintain the Services; (ii) required to comply with applicable legal obligations or binding orders from competent authorities; or (iii) necessary to protect the Provider's systems and other clients from security threats or violations of these T&C.  

2.5 Prohibited Conduct 

2.5.1 The Client shall not upload, send, or otherwise store content in the Service portal that may contain software virus or other files and programs that may destroy, damage, or limit the functionality of the equipment of the Provider or other Clients. Furthermore, the Client is not entitled to upload the content to the Service, whose possession or distribution is illegal, content that illegally interferes with copyright of a third party or is part of a criminal activity, to distribute spam through the Service or to try to get access to the User Account of another Client or servers of the Provider. The violation of these obligations is considered material breach of the Agreement within the meaning of Section 7.3 of this document and establishes the right of the Provider to require the Client to pay the contractual penalty in the amount EUR 50 000 for each breach. 

3. On-Premises Software Delivery Specific Terms 

3.1 Provision of the Service 

3.1.1 The Product licensed under On-Premises Subscription as well as under Perpetual Model is fully provided at the moment the Provider provides the Client with a download link for the respective Product.  

3.1.2 If not stated otherwise, Provider will enable download only after the fee of the On-Premises Services is fully credited to the Provider´s bank account. 

3.2 License Agreement to On-Premises Services 

3.2.1 The Client takes into consideration that all proprietary copyrights and other intellectual property rights to the Service belongs to the Provider and/or any third parties whose works were either incorporated to the Service and/or are used jointly with the Service. The Client is therefore obliged to use Service only within the scope of the license provided and with regard to partial parts of the Services governed by third party licenses only within the scope of such third-party licenses. 

3.2.2 Unless specific provisions as stipulated in these Terms and/or ESCL apply to relevant parts of the Service, and notwithstanding the terms of relevant third-party software used in the Products, the Client, by concluding the Agreement, acquires a non-exclusive license to the Service (for parts not licensed under different terms) for one or more Users depending on the number of established User Accounts by the Provider. Such license is then granted for a time-limited period corresponding to the duration of this Agreement; is personally limited to the number of User Accounts ; and is restricted by the number of environments stipulated under the Agreement. However, the license shall not be limited territorially with the exception of the areas, regions and/or countries which are put on a sanction list by the United States of America, United Kingdom, Czech Republic, and/or European Union.  

3.2.3 The Client is not entitled to grant or assign license or sub-license to a third party without prior written consent of the Provider provided that the third-party license limitations apply. Notwithstanding specific third-party license provisions, the Client is also not entitled to rent the Service (in its entirety) or otherwise make the Service (in its entirety) available, both free of charge and for consideration, to the third parties without prior written consent of the Provider.  

3.2.4 The On-Premises Subscription Service includes updates and/or adjustments to the Services performed by the Provider in the future, provided all relevant license and other fees are fully paid for the period in which such updates and/or adjustments are released. If a Perpetual Model Service is provided and updates/adjustments are released after the conclusion of the Agreement, the license under this Article 3 is limited to the version of the Products initially provided unless a updates for a specific period were defined in the Price Quotation or Attachment #4 as a prepaid Service.  

3.2.5 Client is entitled to download the source code of the parts of the Products licensed under the terms of this Article 3. The Client acknowledges that specific components of the Service (including but not limited to the Easy AI module, proprietary algorithms, and certain third-party integrations) may be provided solely according to the terms stipulated in Article 5 (AI Features). The Client is entitled to download updates if an agreement for an On-Premises Subscription model was concluded between the Parties. Should the Agreement a Perpetual Model shall be concluded between the Parties, the Client is entitled to download only the version of the Products specified in the Agreement unless a prepaid update period is part of the Agreement subject to Section 3.2.4. 

3.2.6 The Client shall not be entitled to incorporate the Service (in its entirety) in another software equipment without prior written notification of the Provider. 

3.2.7 Provider’s software and software extensions based on Redmine project are distributed under GNU/GPL 2 license. All software extensions based on other open-source projects are usually distributed under the relevant license (e.g. Apache 2.0, MIT etc.), unless such license explicitly allows combination of the works with works licensed under terms of the ESCL in which case the following Section 3.2.8 shall apply to such third-party software in the same extent. Please refer to the copyright notices present in the root folder of the Products. 

3.2.8 If not stated otherwise, all images, cascading style sheets, and included JavaScript, the Easy AI solution, as well as all software that is not created nor derived from the GNU/GPL2 licensed software (incl. Redmine), other copyleft or otherwise incompatible license nor established and used as an integral and inseparable part of the software (within the meaning of the source codes of those computer programs being used together outside of the scope of mere aggregate doctrine) are released under Easy Software Commercial License (“ESCL”). For the avoidance of doubt, such elements licensed under the ESCL are (i) not compiled together with the GNU/GPL software and are sent independently of the GPL code, (ii) fully comply with the mere aggregate doctrine, and as such (iii) shall not be considered to be a combined work with the GNU/GPL software. The terms of the ESCL can be found at https://www.easyproject.com/about/license. The Client shall be granted non-exclusive license to any Elements (as defined in the ESCL) under the terms and conditions of the ESCL in its latest updated version as of the moment the license was granted. Limitations of Section 3.2.2 with respect to territorial and personal use shall apply to the ESCL in full.   

3.2.9 The Parties agree that the unauthorised distribution or making the Elements (as defined by ESCL) as well parts of the Service licensed under Section 3.2.2 above otherwise accessible to a third party without prior Provider’s consent as well as circumventing any rights provided to the Client , authorizes the Provider to claim a contractual penalty in the amount of EUR 250 000 EUR for any individual breach of the license and each month such breach continues). 

3.2.10 Nothing in this Article and neither in the ESCL prohibits the Client to download and install the Elements on multiple different servers in order to achieve high-availability, performance distribution, testing environment or to divide the Software into separate agendas unless such actions are used to circumvent the actual scope of the agreed license, especially agreed limits (ie. number and scope) of User Accounts and environment limit. 

3.3 Duration of the On-Premises Services and Payment Conditions 

3.3.1 Services delivered through Product download are concluded as a fix-timed Service and the Agreement is agreed for a fixed period of time, unless agreed otherwise. Fixed Agreement time-period is determined by Provider’s Price Quotation or in Attachment #4 of the Agreement either as time-limited license (hereinafter referred to as “On-Premises Subscription”) or as a perpetual license (hereinafter referred to as “Perpetual Model”) the difference being in whether updates and modifications are included in the Services as defined in Section 3.2.4 and 3.2.5 of these T&C. 

3.3.2 Provider issue invoice(s) based on the Agreement, ie. as stipulated in the Price Quotation or in the Attachment #4 to the Agreement and its payment schedule. 

3.3.3 For the avoidance of doubt, where the Parties conclude a multi-year Agreement, the total amount stated in the applicable Price Quotation shall constitute a “Fixed Fee” for the entire contractual period. The Fixed Fee represents a binding financial commitment and must be paid in full for the whole duration of the Agreement. The Fixed Fee is not dependent on the actual use of the Services or any circumstances on the Client’s side, unless expressly stated otherwise in these Terms. The Client’s non-use of the Services does not create any right to compensation, reduction, refund, or deferral of payment. 

3.3.4 The Provider is entitled to unilaterally adjust the amount of the Fixed Fee based on the actual maximum number of active User Accounts reached during each subscription period (On-Premises Subscription) or during each annual period (Perpetual Model). If the maximum number of active User Accounts exceeds the number originally committed to under the Fixed Fee, the Fixed Fee will be increased accordingly. If the maximum number of active User Accounts falls below the originally committed number, the Fixed Fee shall either: a) remain unchanged (if no previous increase under this Article occurred), or b) be reduced to the original Fixed Fee (if the Fee had been increased in a prior period). If no increase occurs in the number of active User Accounts, the Fixed Fee remains unchanged. The Client is obliged to pay for the highest number of active User Accounts recorded in each completed period (subscription or annual). If the number of active User Accounts does not increase, the Fixed Fee remains unchanged. 

3.3.5 The recalculation of the Fixed Fee shall be performed either on the anniversary date of the Agreement (either on the anniversary date of each subscription period or each annual period) or at any time the Provider finds out about the increased number of the active User Accounts. The Provider shall notify the Client of the recalculated Fixed Fee, together with the identified number of active User Accounts, by electronic mail no later than ten (10) business days before issuing the invoice for the next annual period. The recalculated Fixed Fee becomes binding for the relevant subsequent period and will be reflected in the invoice. 

3.3.6 Any change in the scope of services provided that may affect the amount of the Fixed Fee must be expressly confirmed in writing through an amendment to the Agreement or new Price Quotation. The account-based adjustments described in this Article form part of the Provider’s contractual rights and do not require such amendment. 

3.4 Termination of the On-Premises Services 

3.4.1 Client is entitled to terminate the Agreement without a reason at any time. The notice period is one month and begins on the first day of the calendar month following the delivery of the termination notice to the Provider. Client must inform the Provider in writing on salesadmin@easysoftware.com along with other channels. 

3.4.2 In the event of early termination of the Agreement, regardless of the legal basis, cause, or fault, the Client shall not be entitled to reimbursement of any payments already made or to any substitute performance. The Client expressly undertakes to pay the Provider a termination fee equal to the outstanding unpaid portion of the Fixed Fee (if applicable), in full, without any right to unilateral set-off, reduction, or deferral. 

3.4.3 The Client hereby agrees that any use of the Service outside the scope of the Agreement constitutes unjust enrichment and a breach of license. Specifically: 

a) If the Client keeps using the Services after the termination of the Agreement, ie. use the Elements and other licensed Products or its part as stipulated in Section 3.2.2 and/or 3.2.8 above after the termination of the Agreement and/or  

b) If the Client overuses the Services (ie. use the relevant Services for more users/environments than agreed and/or fully paid by the Client), the Provider shall be entitled to a compensation. This compensation shall be calculated as if the Client had ordered the Service on a standard Subscription basis (SaaS) according to the valid Price List. The compensation amount corresponds to the price per User/Functionality for the entire duration of such unauthorized use. The Client undertakes to pay the compensation based on the invoice which shall be issued by the Provider under the same terms as defined in Section 3.3 above (for On-Premises Subscription). The updated Price List for each respective Product is always present on the website of the respective Product. If the Client duly pays the invoice issued for such overuse, the Provider shall not be entitled to claim any contractual penalty in relation to such overuse. 

3.5 Obligations and Rights of Parties 

3.5.1 The server environment as well as the defined tech stack recommended by the server vendor shall be also considered basic system requirements for the Service to run properly. If the Client does not meet the requirements as stipulated in Section 6.3, Section 3.5.1 and/or the Product specification, the Provider cannot guarantee the Service to be working. The same applies to the modifications while the Provider also cannot guarantee the Service to be working with the modifications made by the Client. As such, the Client absolves the Provider of any liability or any claims arising out of the Service not being able to run properly due to any reasons related to the modifications made by the Client or as a result of the failure of the Client to meet the basic requirements as stipulated in Section 6.3 and Section 3.5.1. Any Non-Software Services provided by the Provider as a result of such failure of the Client to meet the basic requirements and/or as a result of Client modifications shall be priced and provided according to the standard man-day rate agreed between the Parties in the Agreement and paid on a monthly basis within the time&material pricing regime and terms of Non-Software Services (Article 4). 

3.5.2 For proper implementation of the Service as well regular audits of the proper use of the Service, it might be necessary for the Provider to gather, save, and process the following data: release version, contract identifier, URL of instance, list of installed plugins and number of active Users, which Provider uses for identification of the Client, verification of authorization to use Service and protection of the Provider’s rights. 

3.5.3 By accepting these T&C, the Client acknowledges and agrees that the Provider is authorised to check, with using its own resources, if the Client uses the Service in accordance with the Agreement and that the above data will be transmitted in communication between Client and the computer systems of the Provider.  

3.5.4 By accepting these T&C, the Client also acknowledges and agrees that the Services contain technical measures to enforce compliance with the Agreement and that the Provider is authorised to limit functionality and availability of the Service via technical means (ie. limit the right of the Client to create any new User Accounts, locking the Service via error messages etc.). For Perpetual Model Services, the expiration of the Agreement shall not result in blocking the core functionality of the Service, provided the agreed User Account limit is respected. 

3.5.5 Furthermore, the Provider reserves the right to audit the Client's use of the Service to ensure compliance with the terms of the Agreement, specifically regarding the agreed license limits (e.g., active User Accounts), primarily through remote inspection of relevant system records and logs. This audit may be conducted by the Provider or an independent third party selected by the Provider. Upon at least ten (10) days' written notice, the Client agrees to cooperate by providing the necessary data or system outputs; however, in the exceptional event that remote verification is not feasible and an on-site inspection is necessary, such inspection shall be performed at the Client's expense, reimbursing the Provider for the time spent (according to the standard Man-Day rate) and reasonable travel and living expenses (including the fees of any third-party auditors) provided the audit reveals that the Client is in material breach of this Agreement, otherwise the Provider shall bear all reasonable costs and expenses associated with the audit. If no material breach is found, the Provider will bear the costs of the audit. If an audit reveals any non-compliance, the Client agrees to promptly take all necessary actions to rectify the non-compliance. The Client must provide the Provider with a detailed plan for remediation within ten (10) days of receiving the audit results and must implement the plan within a reasonable timeframe agreed upon by both Parties. 

3.5.6 The download of the Products (incl. any updates, enhancements, and modifications thereof) is available only for a specified period of time. After this period, the download account will be automatically disabled. The Provider will NOT provide the source files via an email or any other channel but only using the online account. 

3.5.7 If the Service was provided on a On-Premises Subscription basis, the Client is obliged to uninstall, delete and destroy any copies of the Elements as well as any parts of the respective Products which were licensed under the license stipulated in Section 3.2.2 and/or Section 3.2.8 above, and as such prohibit further use after the termination of the Agreement, no later than within thirty (30) days after the termination of the Agreement. Should the Client fail to comply with the obligation stipulated in the previous sentence, the Client will be legally considered (rebuttable presumption) to still be using the Services, and the Provider shall be entitled to compensation as stipulated under Section 3.4.3 above. Notwithstanding any rights of the Provider to increase Fixed Fee and request compensation for any unauthorised number of User Accounts, the Client shall be entitled to use Products under the perpetual license provided on a Perpetual Model basis.  

4. Non-Software Services Delivery Specific Terms 

4.1 Provision of the Non-Software Services 

4.1.1 The scope of the support or otherwise additional services outside the scope of provided license or access rights to Products (hereinafter referred to as “Non-Software Services”) is defined in the Attachment #2 and Attachment #3 of the Agreement. If abovementioned Attachments are not part of the Agreement, quantitative parameters in Attachment #4 or the Price Quotation are considered as a defined scope of the Non-Software Services and the Price List fee for the Non-Standard Services shall apply.  

4.1.2 Non-Software Services under this Article 4 are provided in the following forms: 

a) Quoted Services are quoted as an estimated number of man-days (or hours) and represent a pre-purchased professional time of the Provider’s specialists. The Client acknowledges that (i) estimates are non-binding and may vary depending on complexity and other circumstances, and (ii) outputs or specific results are not guaranteed unless explicitly agreed as a deliverable in writing. Spent time is reported in 15-minute intervals. The Time spent report is part of invoicing. Spent time is reported and invoiced monthly. The monthly report shall be rounded up by 0.25 MD increments. Example of Quoted Services: implementation services, customization, integrations services, ad-hoc support services.  

b) Packaged Services are quoted with a defined scope and procedure which cannot be adjusted. Example of Packaged Services: Training packages, installation packages. 

c) Time-based Services with defined scope, procedure for an exact duration on a recurring basis (e.g., monthly, or yearly) as specified in Attachment #4 or Price Quotation. The duration of Services can be linked by duration of subscription as defined in Article 2 or Article 3 of the relevant Product. Example of Time-based Services: SLA, Managed Server, Custom Branding, Custom Repo Service, Private cloud, Own SMTP. 

4.2 Duration of the Non-Software Services and Payment Conditions 

4.2.1 Unless expressly stated otherwise in Attachment #4 / Price Quotation, all Non-Software Services are provided on a strictly pre-paid basis. 

4.2.2 Quoted Services and Packaged Services must be used within 6 months from the first contact by the Provider’s assigned consultant (or from the date the Provider makes the Service available for scheduling, whichever occurs first). Any unused portion expires after this period without compensation.  

4.2.3 Time-based Services (Ongoing) are provided for the duration specified in Attachment #4 / Price Quotation and are charged on a recurring pre-paid basis for each applicable period.  

4.2.4 If not stated otherwise in Attachment #4 - Price Quotation, the Non-Software Services shall be invoiced together with Services according to Article 2 (ie. jointly with Cloud Subscription fee) and/or Article 3 (ie. jointly with fee for On-Premises Services) as a pre-paid payment. 

4.2.5 If specifically agreed in the Agreement (ie. defined in the Price Quotation), , the Client agrees that the applicable recurring charges may be charged in advance on a recurring basis until the specific Non-Software Service Agreement is terminated in accordance with these Terms. In such a case, the Non-Software Services automatically renew for successive recurring periods unless terminated by either Party prior to said renewal. The payment for such recurring Non-Software Services is then automatically charged via the chosen payment method and invoice is sent to the Client without undue delay after such payment was received by the Provider. If the payment cannot be automatically charged for whatever reason, the Provider shall issue invoice with the 14 calendar days due date for the Services provided through web interface or email, unless otherwise stated in the Quotation. 

4.3 Termination of the Non-Software Services 

4.3.1 Time-based Services automatically renew for successive recurring periods unless terminated by either Party in accordance with these Terms. 

4.3.2 Client is entitled to terminate the specific Non-Software Service or the respective part of the Agreement which relates to the Non-Software Services without a reason at any time. The notice period is one month and begins on the first day of the calendar month following the delivery of the termination notice to the Provider. Client must inform the Provider in writing on salesadmin@easysoftware.com along with other channels. 

4.3.3 The Client is not entitled to receive any monetary refund of pre-paid fees for Non-Software Services; instead, the unutilized value of eligible Services may be exchanged for Service credits usable for purchasing other Provider’s Non-Software Services.  

4.4 Specific Non-Software Services Obligations and Rights  

4.4.1 The Provider shall maintain internal time records for the Non-Software Services performed and may provide the Client with a monthly summary of work as a basis for invoicing where applicable. 

4.4.2 If specific result-oriented milestones, deliverables etc. are defined for the performance of Non-Software Services and unless agreed otherwise, the following terms shall apply: 

a) Concluded milestones, deliverables, statements of work, partial or final acceptance protocols provided by the Provider are considered as accepted 10 business days after the delivery of the respective milestones, deliverables, statements of work, partial or final acceptance protocols provided no feedback specifying defects or deviations from the agreed scope was provided by the Client within said period. 

b) Any request to change the agreed scope of Non-Software Services must be made in writing. Provider provides a revised MD estimate for approval before proceeding with additional work. 

4.4.3 Quoted Services (such as integration services) may need require the integration or use of third-party software, APIs, platforms, and services (e.g., OpenAI, n8n, Make, Clay, HubSpot, or others). In such cases, the following applies: 

a) If not stated otherwise, Provider does not supply, licence, or resell any third-party software or services not explicitly identified in this Agreement or in the applicable Price Quotation. The Client remains responsible for obtaining and maintaining any required third-party licences or subscriptions. Any third-party software, APIs, AI models, or tools integrated or used as part of the Services remain governed by their own licence terms, which are not transferred or amended by this Agreement. 

b) The Provider may act as a reseller or intermediary of a third-party software or services solely for the purpose of delivering the Non-Software Services under this Section 4.4.3.b (contrary to section 4.4.3.a). If the Provider acts as a reseller, the Price Quotation must clearly set out: (a) the relevant third-party product or service, and (b) the associated terms of service, licence conditions, or policy commitments applicable to the Client. In all cases, regardless of the purchasing channel, the third-party vendor remains solely and fully responsible for the functionality, availability, performance, security, support, and compliance of its software or services. No warranties, obligations, or liabilities of any third-party vendor are assumed, modified, or extended by the Provider. The Client acknowledges that: (a) the legal relationship concerning the third-party software or service exists directly between the Client and the respective vendor, even if the purchase is facilitated through the Provider; (b) the Client’s rights and remedies relating to the third-party software or service may be exercised exclusively against the relevant vendor; and (c) the Provider has no responsibility for any interruptions, defects, changes, policy updates, or other actions attributable to the third-party vendor. 

c) The Client confirms to comply with all applicable terms of service, licence agreements, acceptable use policies, and other contractual conditions imposed by third-party providers, as amended from time to time.  

d) The Provider is not responsible for any breach by the Client of third-party terms, nor for any limitations, suspensions, or terminations of access imposed by such third parties as a result of the Client’s use of their services. 

e) Where the Client’s intended use of a third-party service is prohibited by that service’s terms, the Company reserves the right to refuse implementation or to disable the relevant integration to prevent non-compliance. 

4.4.4 The Client must not use any components (whether components of the Provider or any third party) delivered as part of the Services to:  

• Engage in or promote unlawful activities, including but not limited to criminal acts, fraud, or intellectual property infringement. 
• Generate or distribute malicious software, spam, or harmful content. 
• Produce or disseminate hate speech, discriminatory content, or harassment. 
• Create content intended to mislead or defraud individuals or organisations. 

Provider reserves the right to suspend or terminate any related functionality if the Client’s use is found to be in breach of these restrictions or the applicable third-party terms. 

4.4.5 Only upon full payment of Non-Software Services under this Section 4.4, the Provider transfers to the Client ownership of any deliverables, including templates, frameworks, and other materials created or specifically adapted for the Client during the provision of the Non-Software Services. Provider retains the right to reuse such materials, in whole or in part, for other clients or internal purposes, provided that no Client Confidential Information or proprietary data included is disclosed. 

4.4.6 The Client shall: (a) provide timely access to all necessary systems, APIs, data, and personnel required for the integration, (b) internal cooperation and appoint a single point of contact for project communication, and (c) obtain and maintain all necessary licences or permissions for third-party systems to be integrated. 

5. Specific Terms for Artificial Intelligence Usage 

5.1 This Article defines usage of Easy AI and related third-party artificial intelligence features within the Product (hereinafter referred to as “AI Features”), specifically in combination with Services under Article 2 and/or Article 3 of these T&C and shall not apply for the provision of Non-Software Services under Article 4. 

5.2 Certain aspects of the Products (and Cloud Subscription, On-Premises Subscription, and Perpetual Model Services) might be provided either with the help of or directly by third parties different from the Provider. If that is the case, the use of AI Features is subject to the specific terms of the respective third-party provider (e.g., OpenAI Usage Policies: https://openai.com/policies/eu-terms-of-use/).  

5.3 All proprietary copyrights, trade secrets, know-how, and other intellectual property rights in and to the Easy AI Product, including but not limited to AI models, algorithms, weights, embeddings, prompts, training and evaluation methodologies, system architecture, and all related software components, are and shall remain the exclusive property of the Provider and/or its licensors. Easy AI Product is always provided in compiled, encrypted, or obfuscated form (e.g., object code) to both protect the intellectual property of the Provider as well as due to third-party licensing restrictions. The Client is not entitled to access, view, or modify the source code of Easy AI Product or any of its components. 

5.4 Subject to full and timely payment of all applicable fees, the Provider grants the Client a limited, non-exclusive, non-transferable, non-sublicensable, revocable commercial license to access and use the Easy AI Product solely for the Client’s internal business purposes, and strictly within the scope of the agreed subscription or deployment model, the number of authorized User Accounts, the number of agreed environments, and the duration of the Agreement. No territorial limitation applies, except for countries or regions subject to applicable trade sanctions imposed by the European Union, the United States, the United Kingdom, or the Czech Republic. Where the Easy AI Product is provided as a SaaS via a web interface, the Client is granted no license to the Easy AI Product software itself, but only a right to access and use the Easy AI Product through the user interface. In such case, the Client has no right to access, obtain, inspect, or copy the source code, reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code, models, parameters, weights, or training data, modify, interfere with, or create derivative works of the Easy AI Product. Any on-premises deployment of the Easy AI Product must be explicitly agreed in writing. Updates, upgrades, or future versions of the Easy AI Product (including any related components or functionalities) are not provided by default. Such updates, upgrades, or future versions are provided only if, and to the extent that, they are expressly included in the applicable Agreement for the Product pursuant to Article 2, and solely for the duration and under the conditions set out therein. The provision of any Non-Software Services does not create any entitlement to updates, upgrades, or future versions of the Product. 

5.5 The Client shall not, without the Provider’s prior written consent sublicense, assign, lease, rent, resell, distribute, or otherwise make the any AI Features (in whole or in part) available to any third party; use the AI Features to provide services to third parties, including as a service bureau, managed service, outsourcing, or white-label solution; incorporate the AI Features into another software product, AI model, platform, or service; use the AI Features for benchmarking, competitive analysis, model extraction, training of other models, or development of competing products or services. 

5.6 By enabling the AI Features the Client acknowledges the binding nature of such third-party terms. The full list of all the third-party providers engaged will be provided to the Client on request without undue delay and is also listed in the FAQ accessible on the following address https://www.easyproject.com/resources/faq/easy-ai-what-service-is-processing-my-ai-requests. Concluding an Agreement for Services in which AI Features are stipulated as part of the Services, the AI Features are considered consented to and enabled by the Client. To opt-out of the use of the AI Features, the Client shall notify the Provider via salesadmin@easysoftware.com or opt-out via the user-interface of the specific Product. 

5.7 AI Features may generate incorrect, misleading, or offensive information. The Provider does not guarantee the accuracy, quality, or reliability of AI-generated outputs. The Client is solely responsible for reviewing and verifying all AI-generated outputs before using or relying on them. The Client must not use AI Features for automated decision-making with legal or similarly significant effects without human intervention. The Client is responsible for informing its Users that they are interacting with an AI system, as required by applicable laws. 

5.8 The Client acknowledges that any liability arising out of the use of such AI Features shall be borne by the Client and/or the third party as might be defined in the relevant terms and/or licenses. The Client acknowledges that the third parties engaged in the provision of AI Features might change during the provision of the Service and that by engagement/use of the third-party solutions integrated or otherwise provided within the Service, the Client agrees to be bound by such third-party terms and conditions and their respective privacy policies. Under the terms and conditions, the data of the Client might be stored on the servers of the third party under its own terms and privacy policies. 

5.9 The Client must not use any AI Features delivered as part of the Services to:  

• Engage in or promote unlawful activities, including but not limited to criminal acts, fraud, or intellectual property infringement. 
• Generate or distribute malicious software, spam, or harmful content. 
• Produce or disseminate hate speech, discriminatory content, or harassment. 
• Create or disseminate content intended to mislead or defraud individuals or organisations. 
• Create or disseminate content intended to manipulate or mislead third parties, including deepfakes without disclosure, or content that infringes upon third-party intellectual property or privacy rights.

Provider reserves the right to suspend or terminate AI Features if the Client’s use is found to be in breach of these restrictions or the applicable third-party terms. 

5.10 Any unauthorized access, use, distribution, sublicensing, or circumvention of license restrictions relating to the Easy AI Product constitutes a material breach of the Agreement. For each individual breach, and for each commenced month during which such breach continues, the Provider is entitled to claim a contractual penalty of EUR 250,000, without prejudice to the Provider’s right to claim damages exceeding such amount. All rights to the Easy AI Product not expressly granted to the Client are reserved by the Provider. No license shall be deemed granted by implication, estoppel, or otherwise. 

5.11 The Client is obliged to comply with the Fair User Policy which can be accessed at the following link: https://www.easyproject.com/resources/faq/easy-ai-what-service-is-processing-my-ai-requests. 

6. General Rights and Obligations 

6.1 The Provider is entitled to make any changes of the Service(s) or to its extent. In such case the Provider shall inform the Client through the web interface related to the provided Service. Furthermore, in the event of changes in the legal and regulatory framework, industry standards, associated Providers´ costs, changes to market practices, changes affecting the conditions on the relevant market or any other changes which would impact the provision of Service, we may at any time amend, delete, or add to these T&C (“Change”) by giving notice of such Change by posting a revised version of these T&C on our Website and by notifying the Client via e-mail as well as via the interface related to the provided Services at least 14 days prior to the Change taking effect. Upon such notice of any Change the Client and failure of the Client to object to such Change within the above period, the Client is deemed to have accepted the Change. Giving notice will not apply where the Change is required by law, court order, relates solely to the addition of a new service, extra functionality to the existing Service, or any other Change that neither reduces rights of the Client nor increases the responsibilities of the Client. In such instances, the Change will be made without prior notice to the Client and shall be effective immediately. If the Client objects to the Change of T&C within the above period, the Client is entitled to terminate the Agreement. In any event, the Client may either accept the Change (potentially by legal fiction) or terminate the Agreement altogether within the aforementioned period. 

6.2 The Parties agree that the Provider does not acquire ownership right to the Client´s data. The Client is solely responsible for the content of data stored on the Client’s server or on the Provider’s server. 

6.3 The Provider commits to take all steps within his technical possibilities to ensure that the Service is functional and available, if the Client meets basic system requirements for the Service listed in the Product specification or at Hardware and software requirements for the server solution - Easy Project. If a non-standard situation related to the functionality of the Service occurs, the Provider shall proceed in particular in accordance with the Agreement. The Client shall not use the Service in conflict with generally binding legal regulations. The Client shall also be fully responsible for ensuring that all Client´s modifications to the Service comply with applicable laws and regulations. The Client also agrees to assume all liability for the modifications, relieving the Provider of any responsibility for the performance, legality, or any consequences arising from the use of the modifications. The Client shall not upload, send, or otherwise store content in the Service that may contain software virus or other files and programs that may destroy, damage, or limit the functionality of the equipment of the Provider or other Clients. Furthermore, the Client is not entitled to upload the content to the Service, whose possession or distribution is illegal, content that illegally interferes with copyright of a third party or is part of a criminal activity, to distribute spam through the Service or to try to get access to the User Account of another Client or servers of the Provider. The violation of these obligations is considered as substantial breach of the Agreement and establishes the right of the Provider to terminate the Agreement and to require the Client to pay the contractual penalty in the amount EUR 50 000 for each breach and furthermore any potential damage. 

6.4 To gain access to the Service, the Provider may request some identification data and additional information from the Client. The Client shall provide true, accurate and current information. 

6.5 Upon request of the Provider, the Client shall provide necessary cooperation while fixing malfunctions or making adjustments of Service. 

6.6 To ensure the security and stability of the Service, the Client agrees to access the Service via automated means (e.g., third-party integrations, scripts, or bots) exclusively through the official API interface provided by the Provider. The Client is prohibited from using screen scraping, web crawlers, or other automated tools to access the user interface(s) of the Service(s), which is intended solely for human interaction. 

6.7 The Client shall store the access details to Service in secret, the Client is obliged not to tell or enable access to them to any another person, or in any other way enable access to his User Account to any third party. The Client is also obliged to secure his technical equipment in the reasonably required extent in order to minimize the risk of misuse of access details to the User Account 

6.8 Should the Client violate the obligations imposed in this Article 6, the Provider does not bear any liability for damages which occurs to the Client, and the Client is solely responsible for damages which occur to the Provider or third parties. Violation of these obligations, furthermore, establishes the right of the Provider to terminate this Agreement. If the Client discovers that there may be access to the Service to third parties due to the leakage of information about access to the Service, the Client shall report this fact to the Provider via email. 

7. Termination of the Agreement 

7.1 The Client is entitled to terminate the Agreement according to Articles 2 through 4 and in cases specified in Article 7 of these T&C. 

7.2 The Provider is entitled to terminate the Agreement without a reason at any time. The notice period is three months and begins on the first day of the calendar month following the delivery of the termination notice to the Client. If the Provider terminates an Agreement for the provision of the Fixed Term Subscription or On-prem Subscription without any cause, the Client shall be entitled to a pro-rata refund of any pre-paid Fixed Term Subscription Services or On-prem Subscription Services. The Provider is not entitled to terminate a valid Perpetual Model license for convenience; Perpetual Model licenses may only be terminated by the Provider in case of a breach by the Client per Section 7.3 below. 

7.3 In case that the Client materially violates obligations resulting from these T&C or from the Agreement, the Provider is entitled to withdraw or terminate (at its own discretion) from the Agreement and suspend the provision of the Service immediately after finding such a breach. 

7.4 Neither Party shall have the right to terminate or otherwise terminate the Agreement except as expressly provided in this Agreement and, for that purpose, the Parties exclude to the maximum extent possible the right of either Party to terminate this Agreement, including the provisions of Sections 1912(2), 1923, 1969, 1977, 1978, 1979, 2001, 2002, 2003, 2106, 2107, 2110 and 2111 of the Civil Code. 

7.5 The Provider does not issue ANY refunds for Services, Support Services and/or any other services provided under the Agreement and these T&C provided prior to any cancellation of such Services by the Client, unless agreed otherwise in these T&C or the Agreement. 

8. Final Provisions 

8.1 The Parties undertake to maintain confidentiality about any information that they learned during the contractual relationship under the Agreement. 

8.2 The rights of the Client arising from the Agreement and these T&C may not be assigned without prior written consent of the Provider. 

8.3 For avoidance of any doubt, the Parties explicitly confirm that they are entrepreneurs and that they conclude this Agreement within their business activity. 

8.4 If any provision of this Agreement or these T&C is or becomes invalid, ineffective, or unenforceable, such fact shall not affect the validity, enforceability, or effectiveness of remaining provisions of the Agreement or these T&C. In such case the Parties are obliged to make every effort to conclude an amendment to the Agreement, by which the invalid, unenforceable or ineffective provision will be replaced by new provision corresponding to the purpose originally intended. 

8.5 In case of any collision of the provisions of Price quotation, Product specification, Service implementation specification, Support Service specification and T&C, the precedence of these documents will be: 

(i) Price quotation or Attachment #4 (which are the same document used in different scenarios), 

(ii) Implementation Service specification, 

(iii) Support Service specification, 

(iv) Product specification, 

(v) T&C, 

(vi) Public information. 

8.6 These T&C are governed by the law of Czech Republic, the member of the European Union. However, the Parties also exclude to the maximum extent possible the provisions of Sections 1764, 1765, 1793 through 1795, 2050, 2389a through 2389f, 2389t, and 2389u of the Civil Code. Any dispute arising in connection with or out of the performance or the interpretation of the Agreement, which the Parties cannot settle amicably, shall be finally settled by Czech arbitration body the Arbitration Court attached to Economic Chamber of the Czech Republic and Agrarian Chamber of the Czech Republic by three arbitrators appointed in accordance with the Rules of that Arbitration Court. Each Party shall nominate one arbitrator. Both arbitrators shall agree on the third arbitrator within 30 days. Should the two arbitrators fail, within the above time-limit, to reach the agreement on the third arbitrator, he shall be appointed by the Chairman of the Arbitration Court. The arbitral award shall be final and binding upon the Parties. The Parties hereby irrevocably commit not to challenge the enforcement of the arbitral award under any jurisdiction. 

8.7 The official version of these T&C has been drafted in English and shall be considered the only binding version. Any versions of these T&C translated into other languages are provided solely for the convenience of the User through machine translation and do not carry legal weight. In the event of any discrepancies or conflicts between the English version and any translated version, the English version shall prevail in all matters. 

8.8 These T&C come into effect on January 1, 2026. 

Principles of Personal Data Processing

Dear client,

we, the Easy Software Group SE, (hereinafter also referred to as “we” or “our Company”) hereby inform you about the principles and procedures for processing your personal data and about your rights relating to the protection of personal data in connection with offering, concluding, providing, and maintaining products and services of the relevant companies within our Easy Software Group. 

Our company, as a managing person within the meaning of Section 79 of Act No. 90/2012 Coll., on Commercial Companies and Cooperatives, as amended, is the head of Easy Software Group. Therefore, the principles and procedures for processing and protecting personal data, their security, and the exercise of your rights as data subjects are set uniformly for all companies that are part of Easy Software Group, especially: 

• Easy Software Ltd, residing at 124 City Road, EC1V 2NX, London, United Kingdom; 
• Easy Software s.r.o., residing at Jugoslávských partyzánů 736/34, Bubeneč, 160 00 Praha 6, Czech Republic; and  
• Easy Software LLC, 300 Cadman Plaza West, 12th Floor Brooklyn, NY 11201 United States of America 

(jointly referred to as “Easy Software Group Companies”). 

You can also find the detailed contact and identification information of the Easy Software Group Companies in the footer of our website at https://www.easysoftware.com/. We will be pleased to answer any of your questions in any of our branch offices and/or via email: info@easysoftware.com. Where the terms “we” or “our Company” are used, these shall also be interpreted to include the relevant Easy Software Group Company with which you, as a client, enter into a legal relationship with.  

The purpose of these Principles is to give you information about the particular personal data we collect, how we treat them, what sources we get them from, what purpose we use them for, whom we may provide the data to, where you can obtain information about your personal data we process, or what are your individual rights concerning the protection of personal data. 

Thus, please read the contents of these Principles carefully. 

1. General Information

Our Company is subject to various statutory obligations regarding the processing of client personal data that we must comply with, particularly with regard to the fulfilment of our contractual obligations or to exercise instructions/orders of official authority. In this regard, we would be unable to provide our products and services at all without being given your personal data. Also, we process personal data of clients beyond the framework of our statutory obligations for the purpose of customer care, and to address you with targeted offers of products and services. In some cases, we need your previous consent to do so. If you decide to not grant your consent in these cases, our provided products or services may be limited or otherwise adjusted, depending on the scope of data we are entitled to process. Every client is informed about the scope of limitations or adjustments. 

Unless explicitly stated otherwise, all of the information contained herein also applies to the processing of personal data of prospective customers, i.e. persons with whom we are in contact but have not established a contractual relationship yet, as well as former clients (within the data retention periods as specified below). The information contained herein also applies, to a reasonable extent, to the processing of personal data of other persons, with regard to whom the Company has certain obligations, or with whom our Company is in direct contact without being in a contractual relationship (such as representatives of legal entities). 

The information provided herein is of a general legally normative nature, thus it is not part of any specific contract (unless agreed otherwise) and may be supplemented by details related to a specific case of personal data processing in our mutual communication. 

1.1. Personal Data Processing Principles 

As part of processing your personal data, we respect the highest industry standards of personal data protection and particularly abide by the following principles: 

(a) We always process your personal data for a clearly and comprehensibly defined purpose, using defined means, in a defined manner, and only for a time necessary with regard to the purpose; we only process precise personal data of clients and ensure that their processing corresponds with and is necessary for the defined purpose; 

(b) We protect and process your personal data in a manner ensuring the highest possible security of the data and preventing any unauthorized or accidental access to client personal data, their modification, destruction or loss, unauthorized transfers, other unauthorized processing, or other abuse; 

(c) We always clearly inform you about processing your personal data and your rights to receive precise and full information about the circumstances of such processing as well as your other related rights; 

(d) At our Company we adhere to adequate technical and organizational measures to ensure a level of security matching all reasonably expected risks; all persons who come into contact with client personal data are obliged to keep confidential the information acquired in connection with the processing of such data. 

2. Information about the Processing of Personal Data

2.1. Information about the Controller 

The Data Controller of your personal data is the relevant Easy Software Group Company with which you either come in contact with and/or with which you enter into legal relationship with (ie. via purchasing our licenses).  

With respect to our website, Easy Software Ltd., residing at 124 City Road, EC1V 2NX, London, United Kingdom, ID: 08960980 shall be considered the Data Controller. 

2.2. Purpose and Legal Basis of Processing 

2.2.1. Processing of Personal Data without Your Consent 

This usually concerns situations where you are obliged to disclose certain personal data to us as a condition to let us provide you with our product or service, or where we are entitled to process your personal data acquired otherwise.  

By virtue of law, we are entitled to process your personal data without your consent for the following purposes, in particular: 

(i) compliance with statutory disclosures to public authorities or to comply with other relevant laws and administrative or court decisions; 

(ii) compliance with archiving obligations; 

(iii) conclusion or performance of a contract with you; 

(iv) our legitimate interest; 

(iv) protection of rights and interests protected by law, particularly in respect of resolution of any and all disputes, particularly for the purpose of court or other disputes. 

2.2.2. Processing of Personal Data with Your Consent 

This particularly concerns situations where you voluntarily agree that we process the provided or otherwise acquired personal data on top of the data we might already process based on a different legal title. These go above the scope of the nature of the core services and may provide you with better services both in the present and the future. As such, not granting your consent may be a reason preventing our Company from providing you with certain optional communications, products, or services. 

Based on your consent, our Company processes your personal data for the following purposes: 

(a) specific types of customer care; these are activities that do not stand for the performance of a contract or another legal framework of personal data processing and cannot be justified by our legitimate interest, and include the following: (i) market research; (ii) monitoring of client actions on our Company’s website in connection with the offered services (thus, this purpose does not relate to mere acquisition of information about actions of visitors to our Company’s website in the form of cookies as described below in the Article on Electronic Means of Communication and Mobile Applications); 

(b) the offering of products and services which are either (i) not directly relevant to the products or services already offered, (ii) not yet provided, and/or forwarded to third parties for the purpose of offering products and services of such third parties (usually our partners that either participate in the provision of services, are Company affiliated (usually within the structure of the Easy Software group) and/or might be relevant to the interests of the clients; in particular, this includes distribution of information, offering of products and services of our Company and other parties, including product and service offers targeted at particular clients, all via various channels, such as by mail, electronic means (including electronic mail and messages sent to mobile devices via a telephone number), or by telephone, via a website. 

 To a certain extent, in these cases, our Company is also entitled to offer products and services to clients without obtaining their consent within their legitimate interest or as part of the fulfilment of our contractual obligations; if implied by the law, you will be informed in this regard about your right to express your disagreement with any further offering of products or services. More details are provided above in these Principles. 

Furthermore, our Company may also process your personal data based on specific consent for (individually): 

(a) use of cookies, pixels, and other tracking technologies in the manner and for the purposes as is (in detail) described in our Cookie Policy you can find at each of our respective product websites; or 

(b) recording of our meetings, calls, and other audio/audiovisual communication and the following use of such recordings internally (ie. within the Easy Software group of companies) for purposes of advancement of our customer care and/or other lawful purposes (mainly legitimate interest and performance of contract). We further may use of the recordings via other internal or third party solutions to automate our internal processes for optimal use of the information provided by you to provide you with products and services. The consent under this letter includes the consent of the person to record shared screens as well as any other content shared in the meetings, as well as the portraits of each person included and their expressions (incl. verbal) and their further use within the foregoing purposes. For the avoidance of doubt, should the person choose to share any other information, these will be recorded as well, and consent extends to those similarly. The relevant person also grants the Company license to use his/her portrait captured in the video recording in all manners of use and to use the content of the recording for internal purposes described above. The license is granted for a definite period of the duration of the specific consent and 12 months after its withdrawal and without any territorial restrictions. Our Company shall not be responsible or liable for any use of the information recorded by the actual providers of third-party solutions. We will inform you of the actual third parties used for provision of such services on request as it might change from time to time. You can also refer to Section 2.5 below with respect to the types of recipients of your data.  

2.3. Scope of Processed Client Personal Data

Our Company processes your personal data to an extent necessary to meet the above purposes. We particularly process contact and identification data. Detailed information about the scope of processed personal data of clients is stated in Annex 1 to these Principles. 

2.4. Personal Data Processing Methods

The method of how our Company processes your personal data includes both manual and automated processing, including algorithmic processing, in our Company’s information systems. However, you shall not be subject to any automated decision-making or profiling.  

Your personal data are mainly processed by employees of our Company and, to an extent as required, by third parties. Before any disclosure of your personal data to a third party, we always enter into a written agreement with the third party, containing the same warranties in respect of personal data processing as adhered to by our Company and/or at least warranties in line with its statutory obligations. 

2.5. Recipients of Personal Data

Your personal data are made available particularly to our Company’s employees in connection with the performance of their professional duties requiring work with the personal data of clients, however, always exclusively to an extent necessary in the particular case and in compliance with all security measures. 

In addition, your personal data are disclosed to third parties participating in the processing of personal data of our Company’s clients, or such personal data may be made available to them on other grounds in line with the law. Before any disclosure of your personal data to a third party, we always enter into a written agreement with the third party to stipulate the terms of processing of personal data as was already described above. Our Company strives to achieve the same warranties in respect of personal data processing by third parties as adhered to by our Company and in line with the relevant statutory obligations. Besides such agreement, our Company does not disclose your personal data to companies located in countries that do not provide sufficient guarantees for protection of personal data in line with the GDPR.  

You hereby give us consent with the following categories of third parties (our data processors) to whom we may disclose your personal data within the above purposes and where necessary for the proper provision of Services and/or fulfilment of other purposes described in these Principles:  

• Server and hosting providers; 
• Accountants, Tax Advisors and Attorneys; 
• Mailing system providers (e.g. Mautic); 
• External system providers (e.g. Smartsupp); 
• Internal system providers (e.g. Leexi.ai - https://www.leexi.ai/en/ for call recordings, Google for reCAPTCHA, etc.); 
• Affiliates and intra-group (Easy Software Group) companies; 
• our other subcontractors who participate in the provision of Services to clients.  

For the avoidance of doubt, the above consent with the types of data processors by no means results in all of the client information being transferred to all of the data processors. It is a general consent to use certain types of data processors, however, limited exclusively to the manners where such use is necessary to fulfil the purposes of the processing of personal data described in these Principles, ie. accountants of the Company only receive accounting information, Leexi only processes the relevant recordings, etc. We always share data exclusively on a need-to-know basis. 

In accordance with applicable legislation, our Company is entitled, or directly, without your consent, obliged to disclose your personal data to: 

• relevant state authorities, courts, and law enforcement authorities for the purpose of performance of their obligations and for the purpose of enforcement of judgment; 
• other parties to an extent stipulated by legislation, such as to third parties for the purpose of collection of our receivables from clients. 

2.6. Disclosure of Personal Data to Foreign Countries 

Your personal data are processed exclusively in the territory of the Czech Republic, other states of the European Union and/or other foreign countries where Easy Software Group entities are seated (ie. United States of America), and which either share the same personal data protection standard as the Czech Republic and United Kingdom or provide sufficient guarantees that such standards will be upheld irrespective of the national statutory obligations. Neither our Company nor the entities participating in the processing of client personal data disclose the personal data of clients to countries outside the European Union unless such companies and/or countries provide sufficient guarantees with regard to your personal data (incl. EU-US Data Privacy Framework Program and other adequacy decisions, standard contractual clauses and other means in compliance with the data protection regulations). In that case, certain personal data might leave the EEA and be processed in different countries, especially within the United Kingdom and with respect to our third-party providers also in the United States of America (ie. Google Analytics). 

2.7. Term of Personal Data Processing 

Our Company processes the personal data of clients only for a time necessary with regard to the purposes of processing. From time to time, we evaluate the existence of the need to process certain personal data required for a particular purpose. Once we detect that the data are no longer required for any of the purposes, for which they have been processed, we destroy the data. However, in respect of certain purposes of personal data processing, we have internally evaluated the usual term of usability of personal data, after expiration of which we most carefully assess the need to process such personal data for the particular purpose. In this regard, it also holds that personal data processed for the purpose of: 

(a) execution of contracts are processed over the term of the contract negotiations with the client; then the relevant personal data are usable for up to 12 months within our legitimate interest to contact clients with whom we were in negotiations (unless objected by the client); 

(b) performance of contracts are processed over the term of the contractual relationship with the client; then, the relevant personal data are usable for up to 12 months depending on the offboarding process; 

(c) legitimate interest to participate in the defence of our own claims as well as protecting ourselves against the claims of our clients are processed for up to 3 years after the contractual relationship ended for civil cases and can be increased to up to 15 years in criminal cases depending on the statute of limitations period; such period might be prolonged for the duration of the judicial and other administrative proceedings concerning such claims; 

(d) offering of products and services relevant to the products and/or services already used by the client are processed over the term of the contractual relationship; then, the relevant personal data are usable for up to 24 months or until objection from the client is raised whichever earlier; if personal data are disclosed to us by third parties, the term of processing is defined by the third parties in accordance with applicable legislation and legal title obtained by the third party; 

(e) offering of products and services not directly relevant to the products and/or services already used by the client are processed for the duration of the relevant consent, usually for the duration of up to 2 years or until consent withdrawal whichever earlier; 

(f) recording of calls, meetings and other communications are processed for the duration of the contractual relationship with the client; then, the relevant personal data is usable for up to 6 months or until the data is pseudonymized and aggregated or anonymized;  

(g) customer care are processed over the term of the contractual relationship with the client; then, the relevant personal data are usually usable for up to 12 months; 

(h) compliance with archiving obligations are processed for the duration of up to 10 years depending on the legal obligations of the relevant Easy Software Group Company.  

2.8. Right to Revoke Consent 

In these Principles, we tried to explain why we need your personal data and that for certain purposes we may process them with your consent only. You are not obliged to grant consent to our Company to process your personal data and you are also entitled to revoke your consent. At this point, we would like to remind you that we are also entitled to process personal data for certain purposes without your consent (as was already described above). If you revoke your consent, we will discontinue the processing of the relevant personal data for purposes requiring the relevant consent; however, we may be entitled or even obliged to process the same personal data for other purposes. 

If you wish to revoke your consent to the processing of personal data, please refer to any of our branch offices, send us a letter to any of the Easy Software Group Companies, or contact us via email: info@easysoftware.com or via form on the web pages of Easy Software Group. 

2.9. Sources of Personal Data 

We acquire the personal data of clients particularly from: 

(a) the clients, directly, such as when concluding contracts related to the Company’s products or services provided, and/or indirectly, such as during the use of the Company’s products or services by the clients, or as part of making information about the Company’s products and services available to the clients, such as through the Company’s website, etc.; 

(b) prospective customers interested in services of our Company as part of marketing events and campaigns; 

(c) own activities through processing and evaluation of other personal data of the clients, ie. during the provision of Services from our own internal systems and tools for purposes described above. 

2.10. Your Right to Ask for Access to Personal Data and Protection of Client Rights 

If you ask us for information related to the processing of your personal data, we will provide you with all information about the data we process about you without undue delay. We are entitled to claim reasonable compensation corresponding with expenses incurred in order to provide such information. If you find out or think that our Company or a third party participating in the processing of your personal data does so in conflict with the protection of your private life and/or in conflict with the law, in particular, if your personal data are inaccurate, you may: 

(a) request an explanation from our Company or the third party participating in the processing of data; 

(b) request remedy of the defective state; in particular, you may request correction or amendment of the personal data; if needed, the data will be temporarily blocked or destroyed. 

If we find your request legitimate, our Company or the third party participating in the processing of data will remove the defective state free of charge and without undue delay. 

2.11. Company as a processor of personal data 

In certain cases, our Company also handles client personal data by authorization of another party (another data controller). For detailed information, it is always necessary to contact the particular data controller of personal data, unless our Company is authorized to provide information in the particular case. 

More importantly, our Company acts as a data processor by authorization of you, our clients, where such clients provide our Company with any information concerning third parties that are not in a contractual relationship with our Company, typically end-users and customers of our clients as well as any of their employees and subcontractors accessing our products and/or services. In such cases, our client is fully responsible (and as a consequence liable) that all the data provided to our Company are legally obtained and processed, that the legal purposes for their processing and their transfer to our Company are met and that any other obligations relevant to the processing of personal data by the client of our Company are being fulfilled. You shall indemnify and hold harmless our Company from and against any and all reasonable claims, losses, injuries, damages, charges, costs, or expenses arising out of or in connection with the performance (or lack of) of the duties and obligations of yours, where such claim(s) result from the default, negligence, or intentional or wilful acts or omissions of your with respect to the processing of personal data provided to our Company. 

2.12. Electronic Means of Communication and Mobile Applications 

Customer care. As part of customer care, our Company develops technologies to let you use modern electronic means of communication and mobile applications to access and use Company’s products and services. In particular, these include services related to the use of the Internet, social networks, and various mobile applications. 

Social networks. Also, you can address us through various social networks. We particularly use these communication channels as marketing tools; our products and services are not provided through social networks at this moment. If the social networks are used, please be advised to check their respective privacy settings and policies to inform yourself of your privacy and relevant rights guaranteed by their operators and/or providers. We do not guarantee, nor shall we be responsible or liable for the data processing that occurs by the relevant social networks independently. Unless necessary for other relevant purposes, e.g. performance of a contract with you, we do not store such communications elsewhere (outside the social network accounts).  

Cookies. We do not store Cookies in your computer (with the exception of purely functional cookies) without your previous consent. You can learn more about cookies in a Cookie Policy present at each relevant product website. 

2.13. Principles 

These Principles are valid and effective as of 1.8.2024. The current version of the Principles is published on our Company’s website and is also available at our branch offices. 

The official version of these Principles has been drafted in English and shall be considered the only binding version. Any versions of these Principles translated into other languages are provided solely for the convenience of the User through machine translation and do not carry any legal weight. In the event of any discrepancies or conflicts between the English version and any translated version, the English version shall prevail in all matters. 

Annex 1 – Scope of Processed Personal Data 

Identification data – these include data such as name, surname, date, email, phone number, employer or. represented company; for clients who are natural persons – entrepreneurs, also the identification number and tax ID. Other possible identification data include, for example, information about the IP address of the computer used, and files of specific authentication data we agree to use. 

Contact data – name, surname, contact addresses, telephone numbers, email addresses, or other similar contact data. Other similar contact data may be the IP address of the used computer and files of specific authentication data we agree to use. 

System data – system logs and other technical, usually pseudonymized, data that are stored automatically by our systems or by CDN and hosting providers to protect us from potential attacks.  

Recording data – name, surname, nicknames, account IDs (related to the type of meeting/call), as well as any other data shared on the meetings/calls from which the recording was taken. We also process the recording metadata for privacy purposes. 

Communication data – any further information disclosed to us during the communications related to any of the purposes described in these Principles. 

In the event that you withdraw a submitted application for a product or service, we also process the application withdrawal date along with the data provided before the withdrawal. 

Data arising out of the performance of obligations under contracts – depending on the nature of the provided product or service, we process information related to the provided product or service. In this category, we process personal data such as the terms of the contract, identification data of the relevant personnel, and other personal data acquired during our interactions. In particular, these include: 

(i) data serving to secure communications; 

(ii) records of your preferred communication language, expressed interest in a product or service, your strategies, or your specific requirements disclosed to us. 

Implementation Service Specification 

1. General conditions 

If not stated explicitly otherwise, all meetings are delivered through a virtual meeting solution. All participants shall attend individually and be equipped with a headset. 

Scope of the packages is based on our best experience. Usually this is a minimum scope of implementation. However, every implementation is unique and therefore additional time is sometimes needed, because of specific clients' requirements. Easy Project consultants can provide a spent time report on request. 

If not stated explicitly otherwise, implementation is delivered in English; all documents and written documentation will be delivered in English. 

2. General Provisions 

2.1. New application versions 

We develop and improve the application continuously. New versions are released in the following cycles: 

• A new version is released every three months 
• The development of a new version is frozen one month before its release so that it can be tested 
• Bug fixes are released every 14 days 

Your suggestions related to the application development will be implemented in cases where they are beneficial to the majority of our clients and in compliance with our product development strategy. Our goal is to make project management easier. 

2.2. Collaboration process 

We appreciate open communication. We are entering a mutual process of implementing new software in your company. We believe it is beneficial to both sides if we share important information openly and in time. 

The communication may be carried out by email, online meetings, phone calls and personal meetings. For successful completion of the implementation process, mutual communication on operational level is needed. For this reason, each party should react quickly when contacted by the counterparts. We are usually able to react within two working days. 

During the implementation the consultant will collaborate with our other internal departments. Resolutions of issues which are not directly related to the implementation will be delivered to you by our support team. If there is a need for an intervention on the client’s server or another server-related consultation the communication will be passed to our server support specialists. If you are not fully satisfied with the work of our support departments during the implementation, please advise your consultant. Your feedback is important to us. 

2.3. Prepaid MANDAYS (MD) and reporting of the spent time 

The information on the number of prepaid MANDAYS can be found in the introductory table of this protocol. The implementation is usually carried out remotely. If you preferred personal meetings it is possible to arrange them in the Easy Software offices. Should you prefer to arrange meetings at your premises, it is possible to cover the travel expenses from the prepaid budget (the implementation scope). Travel costs might be also invoiced separately. We charge the whole time spent travelling from / to customer premises by the consultant. Prepaid consultation hours must be used within 6 months from the first contact with the assigned consultant. 

The spent time reports are typically sent to the client when approximately half of the implementation MANDAYS from the prepaid budget is spent and then when the last few hours are left. A consultant provides, separately from the time report, a proposal on how to spend the remaining hours. 

The implementation consists of the following phases. The sum of the time spent on each phase is equal to the total prepaid budget of MANDAYS. The lowest time value charged to customer is 0,25 hour. 

• Initial analysis 
• Initial online meeting 
• Configuration of the application (the work effort depends on the complexity of the requirements on the settings) 
• Training 
• Additional requirements on the configuration 
• Support during the implementation and testing during implementation (emails, phone calls) 

Specifically, the following activities are covered by the MANDAYS from the prepaid budget: 

• Time of the consultant spent working on your implementation, configuring your application 
• Analysis of your requirements 
• Internal consultations of your requirements 
• Required consultations 
• Drawing different scenarios of how to implement your requirements 
• Preparation and updates of the implementation protocol 
• Implementation related meetings and phone calls 
• Training 
• Email communication with the consultant 
• Organization, planning and scheduling the meetings 
• Coordinating internal departments if their involvement is needed (Support, server specialist) 
• Time of the consultant spent on the journey (unless it is paid separately, see the first paragraph) 
• Management of the implementation project 
• If certain system behaviour is reported as a bug but is eventually proven to be correct the time of the consultant spent dealing this request is also covered from the budget 
• Work of server specialists on your server 
• Work of server specialists dealing with your requests 

The following activities are not covered by the prepaid budget and hence not paid by the client: 

• Work of the support team 
• Fixing possible bugs 

2.4. Increase of the prepaid budget 

It is possible to increase the budget of prepaid MANDAYS only after your confirmation. An increase to the prepaid budget is usually necessary because of the following reasons: 

• It turns out, after the introductory analysis, that the original estimate of implementation MANDAYS was too low. The consultant will provide you with an updated estimate of activities to be done do compete the implementation. This plan will also show which activities in particular need more attention (MANDAYS) than originally estimated 
• If you wish to be informed about spent time more often than in paragraph above. 
• It is not possible to implement your requirements in the standard application interface thus a custom development is needed. 
• The support on your server was not taken into consideration for the implementation MANDAYS estimate but is nevertheless is required. 
• Additional training is required (which was not accounted for the original estimate) 
• It becomes evident during the implementation process that the number of prepaid MANDAYS is not enough to satisfy all your requirements.

Previous version:

Terms and Conditions – 12-2025