Terms and conditions

1. Scope and Parties

These Terms and Conditions (“Terms”) govern access to and use of the Approvia collaborative review platform and related websites, applications and services (collectively, the “Service”). The Service is provided by Approvia.io (“Approvia”, “we”, “us”, “our”), Gautinger Str. 38, 82319 Starnberg, Germany, email: info@approvia.io.

These Terms form a legally binding contract between Approvia and the person or entity using the Service (“Customer”, “you”). If you accept these Terms on behalf of a company or other legal entity, you represent that you have authority to bind that entity, in which case “you” means that entity.

Both business users (B2B) and consumers (B2C) may use the Service. Certain consumer-specific rights under German and EU law are referenced in Section 17.

2. Definitions

• Account: The primary means for accessing and using the Service.

• Customer Data: Any data, content or materials (including personal data) submitted by you or your users to or through the Service.

• Order: Any online sign-up, pricing page selection, checkout or other document agreed by you that specifies the subscription plan, term and fees.

• Subscription Term: The period indicated in the Order for which you have subscribed to the Service.

• Beta Features: Any features clearly labeled as “beta”, “preview”, “experimental” or similar.

3. Acceptance of Terms

By creating an Account, clicking “I agree”, or using the Service, you accept these Terms. If you do not agree, do not use the Service.

4. The Service

Approvia is a collaborative review platform that simplifies feedback on documents and websites, including automated reminders to keep participants on track. The Service is currently in a beta phase; see Section 8 for additional terms applying to Beta Features.

We may modify the Service from time to time (for example to improve performance, add or remove features, or comply with law). Material changes will be notified according to Section 19.

5. Accounts and Eligibility

5.1 Registration. You must provide accurate, current and complete information when creating an Account and keep it up to date.
5.2 Age. You must be at least 16 years old (or the equivalent minimum age in your jurisdiction) to use the Service. If you are under the age of digital consent in your country, you must have your parent or guardian’s permission.
5.3 Credentials. Keep your login credentials confidential. You are responsible for all activities that occur under your Account. Notify us immediately of any unauthorized use.
5.4 Seats and Fair Use. Your plan may include seat, project, storage or API limits. You agree to abide by reasonable fair use limits designed to prevent abuse and ensure service quality for all users.

6. Acceptable Use

You shall not (and shall not permit any third party to):

• use the Service for any unlawful, harmful, or fraudulent activity;

• upload or transmit malicious code, or interfere with or disrupt the integrity or performance of the Service;

• attempt to gain unauthorized access to the Service or related systems;

• reverse engineer, decompile or attempt to extract the source code of the Service (except to the extent such restriction is prohibited by law);

• use the Service to process special categories of personal data (e.g., health, biometric, or financial account numbers) or other high-risk data unless we have agreed in writing.
  We may suspend or terminate access for violations (Section 18).

7. Subscriptions, Fees and Payment

7.1 Plans and Pricing. The Service is offered under different subscription models as described on our pricing page or Order. Fees are due in advance for each Subscription Term unless stated otherwise.
7.2 Billing via Stripe. Payments are processed by Stripe or other designated payment processors. By providing payment information you authorize us and our processor to charge all fees and applicable taxes.
7.3 Auto-Renewal. Subscriptions renew automatically for successive terms equal to the initial Subscription Term unless you cancel before the renewal date.
7.4 Cancellation. You may cancel at any time through your Account settings; cancellation takes effect at the end of the current paid term.
7.5 Refunds. Unless required by law, fees are non-refundable and non-creditable, except we will refund prepaid fees on a pro-rata basis if we terminate the Service for convenience (not due to your breach).
7.6 Taxes. Fees are exclusive of VAT/GST and other taxes; you are responsible for such taxes, excluding taxes based on our income.

8. Beta Features

Beta Features are provided “as is” for evaluation purposes only, without any warranties, indemnities, or service level commitments. We may change or discontinue Beta Features at any time without notice. Your use of Beta Features is at your sole risk.

9. Service Levels and Support

We aim for high availability but do not guarantee uninterrupted Service. If we publish a separate Service Level Agreement (“SLA”), that SLA will apply to your paid plan. Otherwise, the Service is provided without guaranteed uptime or credits. Basic support is provided via email during normal business hours in Germany (CET/CEST).

10. Customer Data, Privacy and Security

10.1 Ownership. You retain all rights to Customer Data.
10.2 License to Host and Process. You grant us a non-exclusive, worldwide, royalty-free license to host, copy, process and transmit Customer Data solely as necessary to provide and improve the Service and as otherwise permitted by these Terms.
10.3 Storage Location. Customer Data is stored with Supabase on servers located in Frankfurt, Germany (or other EU locations we may reasonably select).
10.4 Payment Data. Payment details are handled by Stripe. We do not store full credit card numbers on our systems.
10.5 Data Protection Laws. To the extent we process personal data on your behalf as a processor under the GDPR or other applicable data protection laws, the parties agree to a separate Data Processing Addendum (“DPA”), which forms part of these Terms. If you require a signed DPA, please contact us.
10.6 Security Measures. We implement reasonable technical and organizational measures designed to protect Customer Data (e.g., encryption in transit, backups, access controls). No method of transmission or storage is 100% secure.
10.7 Data Export & Deletion. Upon termination or at your request, you may export Customer Data in a commonly used format. We will delete or anonymize Customer Data from our active systems within a reasonable period, except where retention is required by law or for legitimate business purposes (e.g., backups).

11. Intellectual Property

11.1 Our IP. We and our licensors own all rights, title, and interest in and to the Service, including all software, documentation, designs, and trademarks. No rights are granted except as expressly set forth herein.
11.2 License to You. Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, non-sublicensable license during the Subscription Term to access and use the Service for your internal business or personal purposes (as applicable to your plan).
11.3 Feedback. If you submit feedback or suggestions, we may use them without restriction or compensation.
11.4 Publicity. We may identify you (name and logo) as a customer in our marketing materials and on our website unless you opt out by emailing us.

12. Third-Party Services

The Service may enable integrations with third-party services (e.g., Stripe, Supabase). Your use of third-party services is subject to their terms and privacy policies. We are not responsible for third-party services.

13. Warranties and Disclaimers

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”, without warranties of any kind, whether express, implied, statutory or otherwise, including implied warranties of merchantability, fitness for a particular purpose, title and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure, or that Customer Data will be protected against loss or corruption.

14. Limitation of Liability

14.1 Liability Cap. To the maximum extent permitted by law, our aggregate liability arising out of or relating to these Terms shall not exceed the total fees paid by you to us for the Service in the 12 months preceding the event giving rise to the liability.
14.2 Excluded Damages. We shall not be liable for any indirect, incidental, consequential, special, exemplary or punitive damages, or for lost profits, revenues, business, goodwill or data, even if advised of the possibility of such damages.
14.3 Exceptions. The above limitations do not apply to liability that cannot be excluded or limited under applicable law (e.g., liability for intent or gross negligence, injury to life, body or health under German law).

15. Indemnification

15.1 By Us. We will defend you against third-party claims alleging that the Service, as provided by us, infringes a valid intellectual property right, and will pay any damages finally awarded (or settlement approved by us), provided you promptly notify us and cooperate in the defense. We may modify the Service to avoid infringement or terminate your use with a pro-rata refund. This Section does not apply to claims arising from (a) your modifications or use of the Service in combination with non-Approvia items; (b) Customer Data; or (c) Beta Features.
15.2 By You. You will defend and indemnify us from claims, damages and expenses arising from (a) Customer Data or your use of the Service in breach of these Terms or applicable law; or (b) any claim by your users.

16. Force Majeure

We are not liable for delays or failures caused by events beyond our reasonable control, including acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, strikes, pandemics, or shortages of transportation, facilities, fuel, energy, labor or materials.

17. Consumer Rights and Withdrawal (Widerrufsrecht)

If you are a consumer residing in the European Union or the European Economic Area, you may have a statutory right to withdraw from a distance contract within 14 days without giving any reason. The withdrawal period expires 14 days after the day of the conclusion of the contract. To exercise the right of withdrawal, you must inform us (Approvia.io, Gautinger Str. 38, 82319 Starnberg, Germany, info@approvia.io) of your decision to withdraw by a clear statement (e.g., a letter or email). You may use the model withdrawal form below, but it is not obligatory.

Effects of withdrawal: If you withdraw, we will reimburse all payments received from you, including delivery costs (if any), without undue delay and no later than 14 days from the day we are informed of your decision. We will use the same means of payment you used unless otherwise agreed. If you requested that the Service begin during the withdrawal period, you shall pay us an amount proportional to what has been provided until you communicated your withdrawal.

Model withdrawal form (complete and return only if you wish to withdraw):

To: Approvia.io, Gautinger Str. 38, 82319 Starnberg, Germany, info@approvia.io
I/We (*) hereby give notice that I/We (*) withdraw from my/our (*) contract for the provision of the following service: ____________________
Ordered on (*)/received on (*): ____________
Name of consumer(s): ____________________
Address of consumer(s): ____________________
Signature of consumer(s) (only if this form is notified on paper): ____________
Date: ____________
(*) Delete as appropriate.

We also refer consumers to the European Commission’s online dispute resolution (ODR) platform.

18. Term and Termination

18.1 Term. These Terms remain in effect while you use the Service.
18.2 Termination by You. You may terminate at any time by cancelling your subscription and stopping use of the Service.
18.3 Termination or Suspension by Us. We may suspend or terminate your access if you breach these Terms, fail to pay fees, or if required by law or to protect the Service or other users. We will, where reasonable, provide prior notice.
18.4 Effect of Termination. Upon termination, your right to use the Service ceases. Sections which by their nature should survive (e.g., payment obligations, IP ownership, confidentiality, warranty disclaimers, liability limits) will survive.

19. Changes to Terms

We may modify these Terms from time to time. We will notify you of material changes by email or in-app notice at least 30 days before they take effect. If you continue using the Service after the effective date, you accept the new Terms. If you object, you may terminate before the changes become effective.

20. Notices

Notices to you may be provided via email to the address associated with your Account or through the Service. Notices to us must be sent to info@approvia.io or the postal address above. Notices are deemed given when received or, for email, when sent (unless the sender is notified of non-delivery).

21. Assignment

You may not assign or transfer these Terms or your rights or obligations hereunder without our prior written consent. We may assign these Terms in connection with a merger, acquisition, corporate reorganization, or sale of all or substantially all of our assets.

22. Export and Sanctions Compliance

You represent that you are not located in, under the control of, or a national or resident of any embargoed country or on any restricted party list. You agree to comply with all applicable export control and sanctions laws.

23. Entire Agreement; Severability; Waiver

These Terms (including the DPA and any Orders) constitute the entire agreement between you and Approvia concerning the Service and supersede all prior agreements. If any provision is held invalid or unenforceable, the remaining provisions will remain in full force and effect. Failure to enforce any provision shall not constitute a waiver.

24. Governing Law and Venue

These Terms and any disputes arising out of or in connection with them are governed by the laws of the Federal Republic of Germany, excluding its conflict of laws rules and the UN Convention on Contracts for the International Sale of Goods (CISG).

If you are a merchant, a legal entity under public law or a special fund under public law, the exclusive place of jurisdiction is Munich, Germany. Mandatory consumer jurisdiction rules remain unaffected.

25. Contact

Questions about these Terms?
Approvia.io
Gautinger Str. 38
82319 Starnberg
Germany
Email: info@approvia.io

End of Terms and Conditions