Terms of Service

1. Who provides the service, and who you contract with

Tivero is provided by Convertin OÜ, a company registered in Estonia — register: Estonian Commercial Register (Äriregister), registry code 14814025, VAT number EE102244560, registered address Harju maakond, Tallinn, Kesklinna linnaosa, Tornimäe tn 3 // 5 // 7, 10145, Estonia (the “Provider”).

The agreement is concluded between the Provider and the business that creates a workspace and accepts these terms (the “Customer”).

Contact for matters concerning the agreement: hello@tivero.app.

2. Who Tivero is for

Tivero is made available only to businesses and other entities acting in a commercial or professional capacity. The service is not offered to consumers, and by entering into the agreement the Customer confirms that it does so in the course of its business.

Before a paid subscription starts we require company details: legal name, address, and an EU VAT number where the Customer has one. These are necessary for correct tax treatment and for issuing an accounting document.

3. Contract formation

The agreement is concluded when a workspace is created and these terms are accepted, and — for a paid subscription — when an order is placed and confirmed.

Accepting these terms also accepts the Data Processing Agreement (DPA), which forms an integral part of them and is available at /dpa.

Accepting these terms also incorporates the version of the data-portability register in force at that moment, as described in the section on switching provider and porting data.

4. Accounts, workspaces and administrators

Using Tivero requires a user account and a workspace representing the Customer’s organisation.

The person who creates a workspace becomes its owner. The owner, and those they grant the relevant permissions to, administer the workspace — including inviting and deactivating users, configuring absence policies, and billing matters.

The Customer is responsible for the actions of the people it grants access to, and for protecting sign-in credentials. Access requires both a live membership and an active employee profile; removing either cuts access off.

5. Acceptable use

Tivero must be used for its intended purpose and in accordance with applicable law. In particular:

• no action that disrupts the service or threatens its security,
• no access, or attempted access, to other customers’ data,
• no sharing of access with people outside the Customer’s organisation,
• no use of the service to process data for which the Customer has no legal basis,
• no load or penetration testing without prior written consent.

6. Customer Data and ownership

Data the Customer enters into its workspace — including employee and contractor data — remains the Customer’s data. The Provider acquires no rights to it and does not use it for its own purposes; in particular it does not train models on it and does not disclose it to other customers.

For that data the Customer is the controller and the Provider processes it on the Customer’s instructions as a processor, on the terms set out in the DPA.

The Customer is responsible for having a legal basis to process the data it enters into Tivero, and for informing the people that data concerns.

7. Special categories of data

Tivero allows a health-related absence to be recorded as a distinct type whose details are not shown to the whole team. Notifications sent outside the application do not name such an absence type.

The service is not intended for storing medical documentation or descriptions of a person’s health. The Customer should not enter diagnoses, symptom descriptions or medical documents into Tivero.

8. Trial period

A new workspace gets a 30-day trial. It requires no card details and does not automatically become a paid subscription.

If the Customer does not choose a plan when the trial ends, the workspace moves into read-only mode. Data stays readable and exportable.

9. Plans and the minimum number of seats

Two plans are sold self-service: Start and Growth. The pricing page describes each plan and its features as currently offered.

Billing is based on the number of active seats in the workspace. The minimum billable number of seats is 10 — if a workspace has fewer active people, the subscription is billed for 10 seats.

The minimum recorded in the agreement at the time of purchase remains binding for that subscription; a later change to the default minimum does not change agreements already concluded.

10. Prices, currencies and tax

Prices are per seat, billed monthly or annually, in Polish złoty (PLN) or euro (EUR). The choice is made at purchase.

All prices are net. Tax is added on top in accordance with applicable law, determined from the Customer’s company details, including country of establishment and EU VAT number.

The annual price is a distinct price, not the monthly price multiplied by twelve.

11. Commercial terms of a subscription

The pricing page is information about the current offer before a purchase. It is not a record of the terms of an existing subscription and does not form part of the agreement.

The commercial terms of a paid subscription are those selected and confirmed at purchase and recorded for that subscription: the plan, the currency, the billing interval, the billable quantity including the minimum number of seats, the unit price and the tax treatment. They are shown when the order is confirmed and on the invoices issued for the subscription.

Those terms change only as these terms allow — in particular under the sections on changing plan and seat count, on price changes, and on changes to these terms.

12. Price changes

Prices on the pricing page may change for purchases made after the change.

The Provider may increase the price of an existing subscription only with effect from a renewal, and no earlier than the next renewal after the Customer has been notified. The Provider gives at least 30 days’ notice before that renewal where practicable; if the next renewal of a monthly subscription is less than 30 days away when notice is given, the increase applies from a later renewal.

A price increase never applies to a billing period that has already been paid for. The Customer may cancel the subscription before the renewal from which the increase would apply, as described in the cancellation section.

These terms do not promise that a price will remain unchanged indefinitely.

13. Payment and automatic renewal

Payment is taken in advance for each billing period, by payment card, through a payment provider.

A monthly subscription renews automatically for a further month, and an annual subscription for a further year. The Customer may cancel at any time before a renewal, as described in the cancellation section.

Accounting documents are made available in the Tivero billing panel.

14. Changing plan and seat count

Plan changes and seat-count changes are made in the Tivero panel.

Changes that increase the scope of the service may be prorated within the current period. Changes that reduce scope take effect at the start of the next billing period and do not give rise to a refund for a period already paid for.

Billing changes are made only in the Tivero panel, so that entitlements in the product and the state of the subscription stay consistent with each other. The payment provider’s portal is for managing the payment method and documents only.

15. Failed payment

If a payment fails, the payment provider retries the charge and the Customer is notified.

For the first 7 days after a failed payment the service runs without restriction — this is the window to complete payment.

After that, the workspace moves into read-only mode. Settling the payment restores full access.

If payment is not settled within 30 days of the first failed attempt, the subscription ends. Data remains available in read-only mode.

16. Read-only mode

Read-only mode means data stays visible and exportable and the billing path stays open, while business operations — such as submitting and approving requests — are paused until a plan is chosen or payment is settled.

We do not move a workspace onto a different, cheaper plan without the Customer deciding to.

17. Cancellation and ending the agreement

The Customer may schedule the end of the subscription at any time in the Tivero panel. It ends when the paid billing period expires — the service runs until then.

A scheduled ending can be reversed until it takes effect.

Cancellation does not give rise to a refund for a billing period already begun, unless mandatory law provides otherwise.

Once the subscription ends, the workspace moves into read-only mode.

18. Suspension and termination by the Provider

The Provider may suspend or end the service if the Customer materially breaches these terms — in particular by threatening the security of the service or of other customers’ data — or where the law requires it.

Unless the law prevents it, we give notice and an opportunity to remedy the breach first.

19. Ending the agreement without switching

If the Customer ends its subscription without requesting a switch, the workspace stays available in read-only mode — with data export — until the Customer requests its deletion.

Deletion is staged: a request, a 30-day grace period during which access is cut off and the deletion can still be cancelled, and then permanent deletion. Data that must be retained by law — in particular billing records — is kept for the period those rules require.

Ordinary cancellation of a subscription is not the switching process described in the next section and does not start its periods.

20. Switching provider and porting data

This section sets out the Customer’s rights to switch data processing service, to the extent Regulation (EU) 2023/2854 (the Data Act) applies to it. It distinguishes three separate periods: the notice period needed to initiate a switch, the transitional period in which the switch is carried out, and the data retrieval period that follows it.

Request. The Customer may at any time request that its exportable data be ported to another provider or to its own infrastructure, or that it be permanently erased. The request is made in writing to the Provider’s contact address.

1. Notice period. The notice period for initiating a switch does not exceed two months. The Provider requires no minimum notice: the transitional period starts when the request is received, unless the Customer names a later date.

2. Transitional period. The Provider carries out the switch within a transitional period of no more than 30 calendar days. The transitional period does not include the retrieval period.

Technical unfeasibility. Where carrying out the switch within 30 calendar days is technically unfeasible, the Provider notifies the Customer within 14 working days of the request, duly justifies the technical unfeasibility and indicates an alternative transitional period, which may not exceed 7 months. The Provider ensures continuity of the service throughout the alternative transitional period.

Extension by the Customer. Separately, the Customer has the right to extend the transitional period once, for a period the Customer considers more appropriate for its own purposes. This right of the Customer is distinct from any alternative period the Provider indicates for technical unfeasibility.

Assistance and continuity. During the transitional period the Provider gives reasonable assistance to the Customer and to third parties it authorises, ensures full continuity of the service, maintains a high level of security, including during transfer, and informs the Customer of known risks to continuity.

Known risks to continuity. Configuration is ported as data (policies, approval workflows, delegations, locations), but how it behaves depends on the destination service. Credentials for third-party integrations are not ported and must be re-established with the new provider.

Contractual specification. The exhaustive specification of the categories of data that can be ported, including all exportable data, and of the categories of data excluded from exportable data, with the reason for each exclusion, is the version of the data-portability register in force when the Customer accepts these terms. That version is identified by its version number and fingerprint, recorded with the Customer’s acceptance, published unchanged under /legal/data-portability/versions/ followed by its version number, and incorporated into these terms by reference. The current specification is at /legal/data-portability/specification, and /legal/data-portability explains it in plain language.

Current register. Separately, the Provider maintains the current online register at /legal/data-portability, with the current data structures, data formats, standards and interfaces. The current register may be expanded as the service develops, and an expansion applies for the Customer’s benefit without any further step. A change that would remove a category of exportable data, add an exclusion or otherwise materially reduce the incorporated specification does not bind the Customer unless it accepts a new version of these terms.

Interface. The Provider makes the switching interface described in the register available, free of charge, to the Customer and to the destination provider it authorises.

Termination. Where the Customer has requested a switch, the agreement terminates when the switch has been successfully completed, of which the Provider notifies the Customer. Where the Customer does not wish to switch but has requested that its exportable data be erased, the agreement terminates at the end of the notice period, of which the Provider notifies the Customer, and the Provider then permanently erases that data, subject to retention obligations under law.

3. Retrieval period. After the transitional period ends, the Customer can retrieve its data for at least 30 calendar days.

Erasure after switching. After the retrieval period has expired and the switch has been successfully completed, the Provider permanently erases the Customer’s exportable data and the data generated by or directly concerning the Customer, subject to retention obligations under law.

Charges. The Provider charges nothing for switching, for data transfer or for exit.

21. Integrations and third-party services

Tivero may allow connections to third-party services. Enabling an integration is the Customer’s decision, and use of the third-party service is governed by the Customer’s agreement with its provider.

The Provider is not responsible for the availability or behaviour of third-party services. Objects created in the Customer’s third-party environment may remain there after an integration is disconnected.

22. Service changes, maintenance and beta features

Features may be changed, added or withdrawn. We give advance notice of a material reduction of a feature included in a purchased plan.

Maintenance may cause short interruptions. Features marked as beta are provided as they are.

23. Availability and support

We work to keep the service available and to develop it.

Support is provided electronically at the contact address given in the first section.

These terms do not establish a guaranteed level of availability (an SLA). If one is agreed, it will arise from a separate agreement.

24. Security

The Provider applies technical and organisational measures appropriate to the risk, described in Annex 2 to the DPA. The primary production database and backups are hosted in the European Union; the subprocessors that process limited data elsewhere are listed at /subprocessors.

The Customer is responsible for security on its side: who is given access, protecting credentials, and promptly removing access from people who no longer need it.

25. Confidentiality

Each party will keep confidential the other party’s information marked as confidential or obviously confidential, and use it only to perform the agreement.

This does not apply to information that is public, was already known without breach of confidence, or must be disclosed by law.

26. Intellectual property

Tivero — including the software, interface, documentation and trade marks — remains the property of the Provider or its licensors.

The Customer receives a non-exclusive, non-transferable right to use the service for the term of the agreement, within the scope of the purchased plan.

If the Customer provides suggestions about the service, the Provider may use them without obligation to the Customer.

27. Warranties

Each party warrants that it is entitled to enter into the agreement. The Provider warrants that it will provide the service with due professional care.

Otherwise, to the extent permitted by law, the service is provided without further warranties, in particular as to fitness for a particular purpose.

28. Limitation of liability

Excluded losses. Neither party is liable to the other for loss of profit, loss of revenue, loss of goodwill, loss of anticipated savings, or indirect or consequential loss, arising out of or in connection with the agreement.

Liability cap. Each party’s total aggregate liability arising out of or in connection with the agreement, whatever its legal basis, is limited to the greater of EUR 500 or the fees paid or payable by the Customer under the agreement during the 12 months immediately preceding the event giving rise to the liability.

What is not limited. The exclusion and the cap above do not apply to liability for intentional non-performance or wilful misconduct, liability for gross negligence, liability for death or personal injury where such liability arises, any other liability that cannot lawfully be limited or excluded, or the Customer’s obligation to pay fees properly due.

Liability towards others. This section governs liability between the Provider and the Customer only. It does not limit either party’s liability towards data subjects, supervisory authorities or other public authorities where that liability arises under mandatory law.

Data protection. Liability between the parties arising from the processing of personal data, including under the DPA, is subject to this section to the extent permitted by mandatory law.

Customer’s own actions. The Provider is not liable for loss of data to the extent it results from the Customer’s own actions or instructions.

29. Force majeure

Neither party is liable for failure to perform caused by events beyond its reasonable control, except for the obligation to pay fees properly due.

30. Notices

Notices to the Provider are sent to hello@tivero.app.

Notices to the Customer are sent to the email address associated with the workspace, or made available in the panel.

31. Assignment

The Provider may transfer the agreement, or its rights and obligations under it, without the Customer’s consent only as part of a bona fide reorganisation, merger or acquisition of the Provider, or a sale of all or substantially all of the business to which the agreement relates, and only if the successor assumes all of the Provider’s obligations under the agreement and the Customer’s contractual and data-protection rights are not materially reduced. The Provider notifies the Customer of such a transfer. Any other transfer by the Provider requires the Customer’s consent.

The Customer may transfer the agreement without the Provider’s consent as part of a bona fide merger or reorganisation of the Customer, or a sale of all or substantially all of the business in which the service is used, if the successor assumes all of the Customer’s obligations under the agreement and the Customer notifies the Provider. Any other transfer by the Customer requires the Provider’s consent.

32. Changes to these terms

Permitted reasons. The Provider may amend these terms, including the DPA, only for one or more of the following reasons: a change in law, or in a binding decision or requirement of a court or public authority; protecting the security of the service or preventing fraud or abuse; a technical or operational change necessary to provide the service; a change to the service or to its commercial offer; or a clarification or correction that does not materially reduce the Customer’s rights.

Notice. The Provider gives the Customer notice of a material change at least 30 days before it takes effect, by email to the workspace owner and in the panel, stating what changes and from when. A shorter period applies only where the law requires it or where an urgent change is needed to address a security threat; in that case the Provider gives notice as soon as possible.

Paid periods and renewals. A materially adverse change to the commercial terms does not alter a billing period that has already been paid for. A change to the price or to another material commercial term of a paid plan applies to an existing subscription no earlier than the first renewal after the notice period has ended, as described in the section on price changes.

Right to cancel. A Customer who does not accept a change may cancel the subscription before the change takes effect — or, for a change to commercial terms, before the renewal from which it would apply — without any fee for cancelling.

Changes that require acceptance. Where the law or these terms require the Customer’s express acceptance — including a change that would reduce the switching specification incorporated under the section on switching provider and porting data — the change applies to the Customer only once it has accepted the new version.

Accrued rights. No change affects rights that accrued before it takes effect, legal evidence already recorded, or entitlements already paid for. Each version of these terms is identified by its version number, and the Provider keeps a record of which version the Customer accepted.

33. Governing law and disputes

The agreement is governed by the law of the Republic of Estonia, excluding its conflict-of-laws rules.

Harju County Court (Harju Maakohus), Estonia, has exclusive jurisdiction over any dispute arising out of or in connection with the agreement, unless mandatory law provides otherwise. This applies equally to both parties.

34. General

Entire agreement. These terms, together with the DPA, the version of the data-portability register incorporated under the section on switching provider and porting data, and the commercial terms recorded for the Customer’s subscription, are the entire agreement between the parties concerning the service. The pricing page and the current online registers — the data-portability register and the subprocessor list — are information to which these terms and the DPA refer; they form part of the agreement only as these terms expressly provide.

Language. These terms are published in English and in Polish, and the two versions are intended to be materially equivalent. If they differ, the English version prevails, subject to mandatory law. The Polish version is provided for convenience.

If any provision is invalid, the remainder stays in force.

Failure to exercise a right is not a waiver of it.

35. Contact

For matters concerning these terms and use of the service: hello@tivero.app.

Provider registration details: Convertin OÜ, a company registered in Estonia — register: Estonian Commercial Register (Äriregister), registry code 14814025, VAT number EE102244560, registered address Harju maakond, Tallinn, Kesklinna linnaosa, Tornimäe tn 3 // 5 // 7, 10145, Estonia.