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Terms of Service & Use
Service Provider Identification:
Quotalogic Oy (Y-tunnus 3385013-2, VAT-ID/ALV: FI33850132),
Ranta-Tampellan katu 11 A 29, 33180, TAMPERE, Finland.
1. General Provisions
1.1. These Terms of Use ("Terms") constitute a legally binding agreement between Quotalogic ("Service Provider", "we", "our" or "us") and any natural or legal person ("User", "you" or "your") who accesses or uses our platform at quotalogic.io and its subdomains (including app.quotalogic.io) ("Platform").
1.2. By accessing or using the Platform (hereinafter referred to as the "Platform"), you, whether acting as an individual or on behalf of a legal entity:
(a) Acknowledge and confirm that you have read, fully understood, and accepted these Terms of Use (hereinafter referred to as the "Terms") in their entirety, including all incorporated documents, policies, and agreements referenced herein;
(b) Expressly and unconditionally agree to be legally bound by these Terms and all subsequent amendments thereto, which may be made from time to time at our sole discretion;
(c) Represent and warrant that: (i) you are of legal age in your jurisdiction of residence (but not less than 18 years of age) and possess the legal capacity and authority to enter into this legally binding agreement; (ii) if you are accepting these Terms on behalf of a legal entity, you have the proper authorization and authority to bind such entity to these Terms; (iii) all information provided by you in connection with your use of the Platform is true, accurate, current, and complete; (iv) your acceptance and use of the Platform does not violate any applicable laws, regulations, or third-party agreements to which you are bound.
1.3. If you are accessing or using the Platform on behalf of a legal entity (including but not limited to a corporation, partnership, limited liability company, association, governmental organization, or other organization with separate legal personality) (hereinafter referred to as the "Entity"):
(a) You represent and warrant that:
(i) you are duly authorized and have all necessary rights, powers, and authority to act on behalf of and bind the Entity to these Terms;
(ii) you are either an officer, director, authorized employee, or legal representative of the Entity with actual authority to enter into this agreement;
(iii) your acceptance of these Terms does not violate any of the Entity's governing documents, applicable laws, or any other agreements to which the Entity is bound;
(b) You acknowledge and agree that:
(i) all references to "you" or "your" throughout these Terms shall be construed to refer to both you, as the individual user accessing or using the Platform, and the Entity jointly and severally;
(ii) both you and the Entity shall be jointly and severally liable for all obligations, compliance with, and breaches of these Terms;
(iii) the Entity assumes all responsibility and liability for any actions taken by you or any other authorized users accessing the Platform on behalf of the Entity;
2. Definitions
2.1. "Platform" means the software-as-a-service solution owned and provided by Quotalogic, including but not limited to:
(a) The web-based interface and all its components accessible through internet browsers;
(b) Mobile applications developed and distributed by Quotalogic for any operating systems, including all updates;
(c) All related documentation, including user manuals, technical guides, and other written materials;
(d) All functionalities, features, and services available through the Platform, including: - Core software features - Data processing capabilities - User authentication systems - Analytics tools - Support services - Any additional features added from time to time.
2.2. "Service" means the management of commercial proposals, access to supplier catalogs, processing of business transactions, generation of sales insights, and other related functionalities provided through the Platform.
2.3. "Content" means product catalogs, price lists, commercial proposals, technical specifications, user-generated content, and any other materials uploaded to or processed through the Platform.
2.4. "Intellectual Property Rights" means copyrights, trademarks, service marks, trade names, domain names, rights in designs, computer software rights, database rights and any other intellectual property rights.
3. Registration and Account
3.1. Registration Requirements for Individual Users. Individual Users must provide their full legal name as shown in official identification documents and a valid business email address they own or are authorized to use.
3.2. Registration Requirements for Business Users. Business Users must provide their full registered company name, registered business address, authorized representative's details including full name and position, corporate email domain, and industry sector classification.
3.3. Verification Process. In certain cases we may require you to provide a government-issued identification document, business registration documents, proof of address dated within three (3) months, professional credentials verification, participation in a video identification call, and electronic signature verification.
3.4. Account Activation. Your account will be activated upon provision of all required information, successful completion of the verification process (when applicable), explicit acceptance of the Terms of Use, and processing of initial subscription payment where applicable.
3.5. Account Rejection. We reserve the right to reject account creation if the required information is incomplete or inaccurate, verification procedures cannot be completed, applicable legal requirements are not satisfied, previous violations of our terms have been recorded, or established risk assessment criteria are not met.
3.6. Account Types. The Platform offers individual accounts for sole traders, business accounts for legal entities, and enterprise accounts with multiple user management capabilities.
3.7. Account Security. You shall maintain password confidentiality, use strong passwords that meet our security requirements, enable two-factor authentication where available, and immediately notify us of any unauthorized account access or security breach.
4. Service Description
4.1. Core Functionalities. The Platform provides catalog management system, proposal generation tools, pricing automation capabilities, supplier integration features, document management system, and user collaboration tools, which collectively constitute the core functionalities of the service.
4.2. Service Availability. The Platform shall maintain 99.9% uptime commitment, subject to scheduled maintenance periods with advance notice and emergency maintenance when required for service stability or security.
4.3. Support Services. We provide technical support via email, enhanced priority support for premium accounts, access to comprehensive documentation and knowledge base
5. User Obligations and Content Standards
5.1. General User Obligations. Users shall utilize the Platform exclusively for legitimate business purposes in compliance with these Terms and applicable laws including GDPR, and maintain accurate, complete, and current business registration, contact, product, pricing, and authentication information.
5.2. Compliance Obligations. Users shall implement appropriate security measures, report breaches within seventy-two (72) hours per GDPR Article 33, cooperate with compliance investigations, maintain processing records per GDPR Article 30, and obtain all necessary data processing consents.
5.3. Technical Restrictions. Users shall not, without express written permission, attempt to reverse engineer or derive the Service's source code or structure, circumvent any technological protection measures including access controls and security protocols, or engage in automated system abuse including denial-of-service attacks and unauthorized data collection.
5.4. Commercial Restrictions. Users are expressly prohibited from using the Service or its data to develop competing products, analyze competitive features, create derivative services, engage in money laundering or terrorist financing, conduct fraudulent practices, perform unauthorized commercial exploitation, violate competition law, or conduct any illegal business activities.
5.5. Content Requirements. All Content submitted to or transmitted through the Service must be accurate, current, complete, and verifiable upon submission, comply with applicable laws and industry standards, be legally owned or licensed by the submitting User, and not infringe upon any third-party rights.
5.6. Prohibited Content. Users shall not upload, share, or transmit any Content that infringes intellectual property rights, contains malicious code or harmful materials, promotes discrimination or hatred, contains false or misleading information, or constitutes harmful content under the EU Digital Services Act.
5.7. Content Moderation Rights. The Service Provider maintains the right to monitor and review Content without pre-screening obligation, may implement automated detection systems, and reserves the right to remove violating content without prior notice where immediate action is required.
5.8. If a user identifies any content that is illegal under applicable EU laws, they may report it to our support team ([email protected]) for review and removal, in compliance with Article 16 ("Notice and Action Mechanisms") of the EU Digital Services Act. Quotalogic.io will assess such reports and take appropriate action in accordance with legal requirements.
6. Intellectual Property Rights
6.1. The Service Provider exclusively owns all rights, title, and interest in the Platform software, source code, algorithms, architecture, improvements and modifications thereof, as well as all visual elements, user interface, trademarks, brand assets, documentation, materials, databases, and compilations.
6.2. User Content Rights and Licenses
6.2.1. Content Ownership. Users retain all ownership rights to their submitted content ("User Content"), warrant they possess all necessary rights for such content, and are responsible for ensuring it does not infringe third-party rights.
6.2.2. License Grant. Users grant Service Provider a worldwide, non-exclusive, royalty-free license to host, use, display User Content, process data for Service functionality, create aggregated analytics, maintain backups, perform technical operations, and use content for promotional purposes.
6.2.3. License Limitations. Service Provider shall use User Content only as necessary for Service provision, maintain its confidentiality, not claim ownership, and not use it for marketing without consent.
6.2.4. License Restrictions. No ownership rights are transferred under this license, and all rights not expressly granted are reserved. Users shall not copy, modify, create derivative works, remove proprietary notices, transfer rights, or attempt reverse engineering without written authorization.
7. Personal Data Processing
7.1. The Service Provider acts as Data Controller for Service users' account data, service usage metadata and billing information. Where the Service is provided to users or companies established in the European Union or European Economic Area, or where the processing activities are related to the offering of services to data subjects in the European Union or European Economic Area, such processing of personal data is governed by Regulation (EU) 2016/679 (GDPR). The Service Provider ensures compliance with GDPR requirements including but not limited to maintaining records of processing activities, implementing appropriate technical and organizational measures, and respecting data subjects' rights as outlined in Articles 12-22 GDPR.
7.2. The Service Provider acts as Data Processor for customer data, commercial proposals, catalog data and other content uploaded or created by Users in the Service. Users act as Data Controllers for their customer data and content uploaded to the Service and shall be responsible for providing data processing instructions.
7.3. The Service Provider retains User account data for the duration of the active subscription and for six months following account termination, after which such data will be permanently deleted unless retention is required by law, ongoing legal proceedings, or the User has requested and paid for extended retention services. Active User Content remains available during the subscription period, with archived content stored for thirty days after deletion and backup copies maintained for ninety days. System logs and audit trails are retained for twelve months.
7.4. All cross-border transfers of personal data are conducted using EU Standard Contractual Clauses, Binding Corporate Rules where applicable, or based on adequacy decisions issued by competent authorities. "All User data is stored on servers located within the European Economic Area. For disaster recovery purposes, backup copies may be stored in secondary data centers, which are also located within the EEA. Any transfer of data outside the EEA may occur only with explicit User consent and shall be subject to appropriate safeguards in accordance with GDPR requirements, including but not limited to Standard Contractual Clauses approved by the European Commission." The Service Provider implements encryption of data in transit and at rest, access controls, authentication mechanisms, and regular security assessments. Users receive notification of any intended changes to data storage locations or transfer mechanisms.
7.6. By accepting these Terms of Service, the User automatically enters into the Data Processing Agreement (DPA) with the Service Provider, which is available at https://app.quotalogic.io/legal/dpa. The Service Provider maintains a Privacy Policy at https://app.quotalogic.io/legal/privacy-policy and a Cookie Policy at https://app.quotalogic.io/legal/cookie-policy, which form an integral part of these Terms. Users will receive notification of material changes to privacy-related documents thirty days before such changes take effect. Users retain rights to request information about personal data processing, object to specific processing activities, lodge complaints with supervisory authorities, and withdraw consent where processing is based on consent.
8. Payments and Billing
8.1. Subscription Model. Quotalogic operates on a workspace-based subscription model with tiered pricing plans. Each Workspace ("Company") within the Platform requires its own subscription, which determines the features and functionalities available within that specific Workspace.
8.2. Multiple Workspaces. Users may create and maintain multiple Workspaces simultaneously, each with its own subscription plan. This includes any combination of free and paid subscription tiers across different Workspaces.
8.3. Workspace Creation and Subscription Selection. When creating a new Workspace, Users must select and, if applicable, pay for the desired subscription tier. The features and limitations of the Workspace will be determined by the selected subscription tier.
8.4. Subscription Transfer. Users may purchase a subscription for another User's Workspace through the "Buy Subscription → Transfer to Another User" functionality. In such cases:
(a) The purchasing User ("Payer") will be responsible for payment and will have the right to cancel the subscription at any time;
(b) The receiving User ("Recipient") will be notified of the available pre-paid subscription when creating a new Workspace and may apply it to that Workspace;
(c) If the Payer cancels the subscription, the Recipient will be notified that their Workspace's functionality has been limited and will be given the opportunity to select and pay for a subscription plan to maintain full functionality.
8.5. Add-on Services. Additional features and services may be available at an extra cost beyond the base subscription tier. Pricing for such add-ons will be provided at the time of purchase.
8.6. Enterprise Pricing. Custom enterprise pricing is available for businesses with specific requirements. Please contact our sales team for more information.
8.7. Payment Terms. All payments for Quotalogic services are required to be made in advance. Payments must be completed before the start of each billing period for each Workspace. Users can select from monthly or annual billing cycles for each individual Workspace. Payments for the selected period are due at the beginning of each cycle. Subscriptions are subject to automatic renewal at the end of each billing cycle unless canceled by the User before the renewal date.
8.8. Late Payment. In case of late payment, Quotalogic reserves the right to suspend or limit functionality of the affected Workspace(s) until the outstanding balance is paid.
8.9. Currency. All payments shall be made in the specified currency as indicated during the subscription selection or renewal process.
8.10. Payment Processing. All payment processing is handled by our authorized payment service provider www.paddle.com. The payment provider is responsible for the technical processing of payments, including the collection, storage and processing of payment card data, transaction processing, and payment security compliance. By using our services, you agree to be bound by the payment provider's terms of service available at https://www.paddle.com/legal/terms . While we may assist in resolving payment-related issues, all technical payment disputes and claims related to payment processing should be directed to the payment provider through their designated support channels.
8.11. License Upgrades and Downgrades. In the event that a user purchases a new subscription plan while an active subscription is still valid (e.g., upgrading from Plan A to Plan B or downgrading from Plan B to Plan A), both licenses will remain active and independent. Each license may be assigned to a different workspace at the user's discretion. QuotaLogic does not merge or convert licenses between plans. Unused time or value from the original plan will not be prorated or refunded. Users are responsible for managing the assignment of licenses to their workspaces.
9. Term and Termination
9.1. The initial subscription period for the Services begins upon registration and continues for the duration specified in the selected plan (monthly or annual). Subscriptions will automatically renew at the end of each billing cycle unless canceled by the user in accordance with the notice requirements outlined below.
9.2. Users may terminate their subscription at any time for convenience, by providing written notice within the specified notice period before the next billing cycle. The Service provider reserves the right to terminate the agreement for material breach of the terms by the User, including failure to comply with payment or usage requirements.
9.3. Either party may terminate the agreement immediately in the event of insolvency, bankruptcy, or the appointment of a receiver for the other party.
9.4. The service provider may terminate the agreement if required to do so by applicable regulatory requirements or laws that impact the provision of services, or if there is an extended interruption in the provision of services due to technical issues, natural disasters, or other unforeseen circumstances.
9.5. Upon termination, User will be given a period to export their data from the platform. This period will be communicated upon termination and may vary based on the plan. Transition assistance may be provided to users upon termination, including guidance on data migration and service discontinuation.
9.6. Any final payment obligations for services rendered prior to termination must be settled within a specified time after the termination date.
9.7. Certain provisions, such as confidentiality, payment obligations, and liability disclaimers, will survive termination and remain in effect as outlined hereby.
10. Refund and Cancellation Policy
10.1. General Principle. Quotalogic offers a subscription-based software service. By subscribing, you gain access to our platform and its features for the duration of the paid period. In line with standard practices for SaaS services in the European Union, we offer limited refunds as outlined below.
10.2. Right to Cancel. Within 14 Days (EU Consumers) If you are a consumer located in the European Union, you have the right to cancel your subscription and request a full refund within 14 days of your initial subscription only if you have not yet started using the service. If you have already logged in and accessed any part of the platform, this right may no longer apply.
10.3. Monthly Subscriptions. Monthly subscriptions are non-refundable once the billing cycle has started. You may cancel your subscription at any time, and access to the service will remain active until the end of the current billing period. No partial refunds will be issued for unused time within the billing cycle.
10.4. Annual Subscriptions. Annual subscriptions can be cancelled within 14 days of purchase with a full refund, provided that the service has not been significantly used. After 14 days, refunds are not provided for annual plans, but you may cancel your auto-renewal at any time to avoid future charges.
10.5. How to Request a Refund. To request a refund or cancellation, please contact our support team at [email protected]. We aim to respond to all refund inquiries within 3 business days.
10.6. Chargebacks. Initiating a chargeback through your bank or payment provider without first contacting our support team may be considered a breach of this agreement. We reserve the right to suspend or terminate your account in such cases.
10.7. Exceptional Circumstances. We may, at our sole discretion, issue refunds outside the policy above in cases of demonstrable billing errors or extraordinary hardship. Such cases are reviewed individually.
10.8. Users Outside the European Union. For Users located outside the European Union, the refund policy follows the general rules outlined above for monthly and annual subscriptions. There is no guaranteed 14-day right of cancellation unless required by applicable local consumer protection laws. All refund requests are subject to review and may be granted at our sole discretion in accordance with Section 10.7 (Exceptional Circumstances).
This section is a summary of our Refund and Cancellation Policy. For the standalone version please see https://app.quotalogic.io/legal/refund-policy. The terms are identical and apply equally.
11. Service Modifications and Updates
11.1. Service Provider reserves the right to modify, suspend, or discontinue any part of the Service, including features and functionalities, user interface elements, technical specifications, and operating procedures at any time and at its sole discretion.
11.2. Service Provider may implement changes necessary for security enhancements, legal compliance, performance optimization, and technical improvements without prior notice when deemed necessary by Service Provider.
11.3. Service Provider may modify integration protocols, data formats and structures, and authentication methods as required for Service operation and improvement.
11.4. For material changes affecting Service functionality, Service Provider shall provide thirty (30) days advance notice, except for security updates which may be implemented immediately. Service Provider shall provide appropriate documentation and migration instructions for such modifications.
11.5. Users acknowledge that the Service is subject to continuous development and improvement. Changes may be implemented without prior notice for minor updates, with advance notice for material changes, and immediately for security purposes.
11.6. Users shall be responsible for reviewing all modification notices and implementing any required changes to maintain compatibility with the Service, including monitoring update notifications and maintaining compatibility with current Service specifications.
11.7. Service Provider reserves the right to modify these Terms, including subscription plans and pricing, when necessitated by business requirements, regulatory compliance, technical factors, or other circumstances materially affecting Service operation.
11.7.1. For modifications affecting individual Users, Service Provider shall provide written notice at least fifteen (15) days prior to their effective date through channels specified in Section 12.
11.7.2. Upon receiving such notice, User may either: (a) Accept modifications by continuing Service use; or (b) Terminate these Terms without penalty prior to the modification effective date, receiving a pro-rata refund for any prepaid unused period.
11.7.3. Continued use of the Service after the effective date constitutes User's acceptance of modified Terms.
12. Governing Law and Dispute Resolution
12.1. These Terms shall be governed by and construed in accordance with the laws of Finland, without regard to its conflict of law provisions, while complying with applicable European Union regulations, including but not limited to General Data Protection Regulation (2016/679), Digital Services Act (2022/2065), Platform-to-Business Regulation (2019/1150), and Consumer Rights Directive (2011/83/EU).
12.2. All disputes arising out of or in connection with these Terms shall first be attempted to be resolved through good faith negotiations between the parties. If the dispute cannot be resolved through negotiation within 30 days, the parties agree to submit to mediation under the rules of the Finnish Bar Association Mediation Rules.
12.3. Subject to mandatory local jurisdiction requirements, any dispute not resolved through negotiation or mediation shall be finally resolved by the Helsinki District Court as court of first instance, with proceedings conducted in the English language. For Business Users, the courts of Helsinki, Finland shall have primary jurisdiction, with non-exclusive jurisdiction for EU-based claims where required by law.
12.4. Notwithstanding the foregoing, сonsumer Users may bring proceedings in their country of residence where required by mandatory consumer protection laws. Consumer Users retain the right to access alternative dispute resolution mechanisms available under applicable consumer protection regulations.
12.5. Users acknowledge that local laws in their jurisdiction may impose additional requirements and that compliance with such local laws remains User's responsibility. The Service Provider reserves the right to adapt Service features to ensure compliance with local laws.
12.6. Any dispute resolution proceedings, whether in court or mediation, shall be conducted on an individual basis. The parties expressly waive any right to bring or participate in class action, collective action, or representative proceedings.
13. Notices and Communications
13.1. All notices, requests, consents, approvals, declarations, or other communications required or permitted under these Terms ("Notice") shall be in writing and in the English language, which shall be the controlling language for all matters notwithstanding any translation into another language as may be required by applicable law.
13.2. Notices shall be transmitted via electronic mail to the designated address of record or through the Platform notification system. For Service Provider, legal notices shall be sent to [email protected] and technical matters to [email protected], or such other address as Service Provider may designate in writing. Notices to User shall be sent to the primary email address associated with User's account or via Platform dashboard notification system, or such other address as User may designate through account settings.
13.3. A Notice shall be deemed effectively given upon electronic confirmation of receipt if sent by email, upon platform confirmation of delivery if sent via notification system, upon signed receipt if sent by registered mail or courier, or five (5) business days after the date of mailing by registered mail.
13.4. By accepting these Terms, User consents to receive communications from Service Provider in electronic form and agrees that all terms and conditions, agreements, notices, disclosures, and other communications provided electronically satisfy any legal requirement that such communications would satisfy if in writing.
13.5. For purposes of calculating notice periods, "day" means calendar day unless specified as business day, business days exclude Saturdays, Sundays, and bank holidays in Helsinki, Finland, and notice period begins on the first business day following the day notice is deemed received.
13.6. Users hereby expressly consent to receiving all electronic communications from Service Provider, including platform notifications, service updates and alerts, legal notices, and other communications via email or platform notification system, and acknowledge that such electronic delivery shall constitute sufficient and effective delivery of any such communication as if delivered in writing.
14. Severability
14.1. If any provision of these Terms is held to be invalid, void, or unenforceable by any court or tribunal of competent jurisdiction, such provision shall be deemed severable and shall not affect the validity and enforceability of the remaining provisions, and the parties agree that such provision shall be replaced with a valid and enforceable provision that most closely reflects the parties' original intent.
14.2. These Terms, including all documents incorporated herein by reference, constitute the entire agreement between the parties with respect to the subject matter hereof and supersede all prior or contemporaneous communications, understandings, and agreements, whether oral or written.
14.3. Neither party shall have any authority to bind, represent, or otherwise act on behalf of the other party. Nothing in these Terms shall be construed to create a partnership, joint venture, agency, franchise, sales representative, or employment relationship between the parties. Each party shall remain an independent contractor responsible for its own actions.
14.4. The section headings in these Terms are for convenience only and shall not affect the interpretation or construction of these Terms. The word "including" shall be construed without limitation when introducing an example.
15. Limitation of Liability
15.1. To the maximum extent permitted by applicable law, Quotalogic.io and its affiliates, officers, employees, agents, and licensors shall not be liable for any direct, indirect, incidental, special, consequential, or exemplary damages, including but not limited to loss of profits, lost business opportunities, business interruptions, loss of data, or any other financial or economic losses arising from:
- The use of or inability to use our services, including any disruptions, delays, or errors.
- Any reliance on data, insights, or recommendations provided by the service.
- Any transactions, agreements, or deals that may be impacted due to the use or unavailability of the service.
15.2. By using quotalogic.io, User assume full responsibility for any decisions, actions, or financial outcomes resulting from the use of our Platform.
Under no circumstances shall Quotalogic be liable for any lost profits, lost business, indirect, incidental, or consequential damages arising out of or related to your use of our services, even if we have been advised of the possibility of such damages.
If you do not agree with these terms or believe that the potential risks are unacceptable, you should discontinue the use of our services.
16. Contact Information
Quotalogic Oy (Y-tunnus 3385013-2, VAT-ID/ALV: FI33850132),
registered address: Ranta-Tampellan katu 11 A 29, 33180, TAMPERE, Finland.
For general notices: [email protected]
For legal notices and data protection inquiries: [email protected]
For technical support: [email protected]