This document is a working draft prepared alongside the product and has not yet been reviewed by legal counsel. The bracketed placeholders below still need the registered entity details filled in. Do not rely on it as a binding agreement until it has been signed off.
These terms govern your use of OTOLAB. By creating an account or using the platform, you agree to them. If you are agreeing on behalf of a company, you confirm you have authority to bind it.
1. Definitions
- "We", "us", "the platform" — OTOLAB, operated by [[LEGAL_ENTITY_NAME]].
- "Customer" — the company that subscribes to OTOLAB.
- "User" — an individual account created under a Customer, including owners, managers and technicians.
- "Customer Data" — everything a Customer or its Users enter into or upload to the platform.
- "Subscription" — the paid plan governing a Customer's access, seat count and feature entitlements.
2. The service
OTOLAB provides workshop management software covering job orders, client and vehicle records, 3D vehicle inspections, service and task assignment, team management and time tracking, a knowledge base, notifications and AI assistance.
We provide the platform as a hosted service. We may add, change or remove features over time. Where a change materially reduces core functionality you rely on, we will give reasonable advance notice.
3. Accounts and access
The Customer is responsible for the accounts it creates, for the accuracy of the information in them, and for everything done under them.
Credentials must not be shared. Each person using the platform needs their own account — seat-based plans are priced on that basis, and shared logins defeat the audit trail that makes the permission system meaningful.
You must notify us promptly through our contact form if you believe an account has been compromised.
4. Acceptable use
You agree not to:
- Use the platform for anything unlawful, or to store or transmit unlawful content.
- Upload material you do not have the right to use, including copyrighted media and photographs of people who have not consented.
- Attempt to access another company's data, circumvent the permission system, or probe the platform for vulnerabilities without written authorisation.
- Reverse engineer, resell, sublicense or white-label the platform except under the white-label add-on and its own terms.
- Use automated means to extract data at a scale that degrades the service for others.
- Interfere with the platform's operation, availability or security.
5. Customer Data
Customer Data belongs to the Customer. We claim no ownership over it.
You grant us the limited licence needed to host, process, transmit, back up and display that data for the purpose of providing the service, and to have our sub-processors do the same.
The Customer is responsible for having a lawful basis to collect and store the client and vehicle data it enters, including any consent required for photographs and inspection media.
You can export your data at any time while your subscription is active.
6. Subscriptions, billing and renewal
- Subscriptions are billed in advance, monthly or annually according to the plan selected.
- Plans renew automatically at the end of each billing period unless cancelled before it ends.
- Prices may change; we will give at least 30 days' notice before a change takes effect for an existing Customer, and it will apply from the next renewal.
- Upgrades take effect immediately, with a pro-rated charge for the remainder of the period. Downgrades take effect at the next renewal.
- Exceeding your plan's seat or storage limits may require an upgrade to continue adding users or content.
- The white-label add-on is billed on top of the base subscription and follows the same billing cycle.
7. Trials, cancellation and refunds
Where a free trial is offered, it converts to a paid subscription at the end of the trial period unless cancelled beforehand.
You may cancel at any time. Cancellation stops the next renewal; access continues until the end of the period already paid for.
Fees already paid are non-refundable except where required by law, or where we have materially failed to provide the service and have not remedied the failure after written notice.
8. Non-payment
If a payment fails we will retry it and notify the Customer in the application and by email. If it remains unpaid, access may be restricted and ultimately suspended.
Data is retained during suspension and restored on payment. If an account remains unpaid for 90 days we may terminate it and delete its data in line with the retention periods in our Privacy Policy.
9. Availability and support
We aim for high availability but do not guarantee uninterrupted service. Planned maintenance will be announced in advance where practical.
Support is provided over the channels included in your plan. Response times differ by tier as described on the pricing page.
10. Intellectual property
The platform, its software, design, branding and documentation remain our property. Nothing in these terms transfers ownership of them.
Tutorial content published through the platform retains its OTOLAB attribution, including on white-labelled deployments.
Feedback you send us may be used to improve the product without obligation or compensation.
11. Third-party services
The platform integrates payment processing, storage, email delivery, push notifications and AI providers. Their availability and behaviour are outside our control, and their own terms apply to their part of the service.
Vehicle reference information surfaced by the AI assistant — diagrams, schematics and similar material — is gathered from third-party sources and provided for convenience. Verify it against manufacturer documentation before relying on it for repair work.
12. Disclaimers
The platform is provided "as is". To the fullest extent permitted by law we disclaim implied warranties of merchantability, fitness for a particular purpose and non-infringement.
We do not warrant that the platform will be error-free, that recognition features will read every image correctly, or that AI-generated output will be accurate. These features assist professional judgement; they do not replace it.
13. Limitation of liability
To the fullest extent permitted by law, neither party is liable for indirect, incidental, special or consequential damages, or for lost profits, revenue or data.
Our total aggregate liability arising out of or relating to these terms is limited to the amount paid by the Customer in the 12 months preceding the event giving rise to the claim.
Nothing here excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud.
14. Indemnity
The Customer will indemnify us against claims arising from its Customer Data, from its use of the platform in breach of these terms, or from its failure to obtain consents required for the personal data it stores.
15. Termination
Either party may terminate for material breach if the breach is not remedied within 30 days of written notice.
We may suspend access immediately where continued use poses a security risk, a legal risk, or a risk to other customers.
On termination, access ends and data is handled according to the retention periods in our Privacy Policy. Export your data before terminating.
16. Governing law and disputes
These terms are governed by the laws of Romania. The courts of Romania have exclusive jurisdiction, without prejudice to any mandatory consumer protections available to you locally.
17. Changes to these terms
We may update these terms. Material changes will be notified in the application and by email at least 30 days before taking effect. Continuing to use the platform after that date constitutes acceptance.
18. Contact
Questions about these terms can be sent through our contact form, or by post to [[LEGAL_ENTITY_NAME]], [[REGISTERED_ADDRESS]].