Terms of Service

1. About these terms

Conrado Maggi (hereinafter "ExpirationPilot", "we", "us") operates the ExpirationPilot.com service: a web application for tracking expiration dates, sending reminders, and requesting and collecting renewed documents (the "Service"). The person or business that creates an account is the "Customer" ("you").

By creating an account, accepting an invitation to an account, or using the Service, you agree to these Terms of Service, the Privacy Policy and the Data Processing Agreement (together, the "Agreement"). If you accept on behalf of a business, you confirm that you are authorized to bind it. If you do not agree, do not use the Service.

We recommend that you save or print a copy of these terms.

2. Words we use

• Account: the Customer's workspace in the Service, with its expirations, contacts, document requests, documents and settings.
• Team members: the people the Customer lets sign in to its Account, each with their own login.
• Contacts: the people the Customer stores in its Account and sends document requests to (employees, suppliers, subcontractors, clients). Contacts do not have a login; they upload through a private link.
• Customer Data: everything the Customer, its team members and its contacts put into the Service: expirations and their details, contact details, uploaded documents, answers, settings and email templates.

3. Your account

• The Service is for business use. You must be at least 18 years old and use it for your trade, business or profession, not as a consumer.
• Give us accurate details when you sign up (your name, your company's name and a working email address) and keep them up to date.
• Each login is for one person. Do not share a login; invite each colleague from Settings → Team instead, up to the number of users your plan includes.
• You are responsible for keeping your password safe and for everything done with your logins. Tell us at once at [email protected] if you think someone else has access to your account.
• You are responsible for who you invite and for removing team members who should no longer have access.

4. Your contacts and the emails we send for you

The Service sends reminders to your team and document requests and follow-ups to your contacts, in your company's name and from the templates you set. You decide who receives them. You confirm that you have the right to use your contacts' details for this purpose (for example, because they work with you or supply documents to you) and that you will deal with their questions about their data, with our help where needed.

Upload links are private: anyone who has a link can upload to that request until it closes. Send them only to the people who should receive them.

5. Acceptable use

You agree that you and your team members will not:

• break any law or regulation, or anyone else's rights, when using the Service;
• send spam, marketing or any email unrelated to the expirations and documents the Service is for, or email people who have asked you not to contact them;
• upload malware, or content that is unlawful, defamatory, obscene or infringes someone else's intellectual property;
• try to get into accounts, data or systems that are not yours, test or bypass our security, or interfere with the Service or its infrastructure;
• copy, decompile or reverse engineer the Service, except where the law allows it;
• resell, rent or give access to the Service to third parties, or use it to build a competing product;
• use automated means to put an unreasonable load on the Service;
• abuse, threaten or harass our staff or other users.

If we reasonably believe the Service is being used in breach of this section, we may remove the content concerned or suspend the account. Where we can, we will tell you first and give you a chance to fix it.

6. Free trial, plans and fees

• Free trial. Every account starts with a 14-day free trial with every feature. You do not need a credit card to start. Before the trial ends, we will ask you to choose a plan. If you do not choose one, we may suspend access to the account when the trial ends. We will not delete a suspended account's data without emailing the account first.
• Plans. Plans are priced by how many expirations you track and how many users are included, as shown on our pricing page. The price you pay is the one shown when you subscribe.
• Billing. Paid plans are billed in advance, monthly or yearly, depending on the billing period you choose, and renew automatically for the same period until you cancel.
• Taxes. Prices do not include VAT or other taxes, which are added where the law requires.
• Refunds. Payments are not refunded, including for partial periods, unused months or downgrades, except where the law requires a refund.
• Unpaid fees. If a payment fails and is not settled after we tell you, we may suspend the account until it is.
• Price changes. We may change our prices. We will tell you by email at least 30 days before a new price applies to your account. The new price applies from your next billing period after that notice; if you do not agree, you can cancel before then.

7. Cancellation, termination and your data

• Cancelling. You can cancel at any time from your account. Cancellation takes effect at the end of the period you have already paid for; you will not be charged again and you keep access until then.
• Deleting your account. Anyone on the account can delete their own login from Profile. When the last person on an account deletes theirs, the account is deleted with everything in it: expirations, contacts, document requests, uploaded documents, the logo, email templates, the email log and the activity history. This cannot be undone. Copies in our backups are overwritten within 30 days.
• Taking your data with you. You can export your expirations, contacts and documents list to Excel at any time, and download the files you want to keep. Do this before deleting the account.
• Termination by us. We may suspend or end your account if you seriously or repeatedly break these terms, do not pay, or if the law requires it. Except where the breach is serious or urgent, or the law prevents it, we will warn you first and give you time to export your data. If we decide to stop offering the Service altogether, we will give you at least 30 days' notice and refund any fees paid for the period after it ends.

8. Your data

• You own the Customer Data. We claim no rights in it, other than the permission to store and process it to provide the Service to you.
• For the personal data in it, you are the controller and we are your processor. The Data Processing Agreement sets out how we handle it. Our own use of account and website data is described in the Privacy Policy.
• We do not sell Customer Data, use it for advertising, or use it to train artificial intelligence models.
• You are responsible for the content of the Customer Data, for having the right to collect and store it, and for the settings you choose, such as how long replaced and rejected documents are kept.
• We keep nightly backups to recover from a failure of our systems, not to restore data you deleted. ExpirationPilot is not an archive: keep your own copy of documents you are required to retain.

9. The Service

We aim to keep the Service available at all times, except for planned maintenance (which we try to do outside European business hours) and events outside our reasonable control. We rely on third-party providers for hosting, networking and email delivery, listed in the Data Processing Agreement. Emails can be delayed or rejected by the recipient's email provider; the Service shows you when an email bounced, but we cannot guarantee that every email is delivered or read.

We improve the Service over time and may add, change or remove features. If we remove a feature that is central to what you pay for, we will tell you in advance.

10. Intellectual property

The Service, its software, design, texts and the ExpirationPilot name and logo belong to us or our licensors. While your account is active, we give you a non-exclusive, non-transferable right to use the Service for your business under these terms. Nothing else is transferred to you.

If you send us ideas or feedback, we may use them freely, without any obligation to you.

11. Warranties

We provide the Service with reasonable care and skill. Apart from that, and to the extent the law allows, the Service is provided "as is" and "as available". We do not promise that it will be uninterrupted or error-free, or that it will meet every need of your business.

ExpirationPilot helps you keep track of dates and documents; it does not replace your own checks. You remain responsible for renewing your licenses, policies and certificates on time, and for checking that the documents you receive are valid.

12. Limitation of liability

• Neither party is liable for indirect or consequential loss, or for loss of profits, revenue, business, goodwill or data, even if it was foreseeable.
• Our total liability for all claims under or in connection with the Agreement in any 12-month period is limited to the fees you paid us for the Service in the 12 months before the event that gave rise to the claim. During a free trial, when you have paid nothing, our liability is limited to €100.
• Nothing in these terms limits liability for fraud, wilful misconduct or gross negligence, or any liability that cannot be limited under applicable law.

13. Indemnity

You will defend and compensate us against third-party claims, and the related losses, costs and reasonable legal fees, that arise from your breach of these terms, from Customer Data you put into the Service, or from emails sent to your contacts on your instructions. We will tell you promptly about any such claim and let you take part in its defense.

14. Changes to these terms

We may update these terms, for example when the Service or the law changes. The date at the top of this page shows when they last changed. For changes that materially affect you, we will email the account at least 30 days before they take effect. If you do not agree, you can cancel before the change applies; if you keep using the Service after that, the new terms apply. Price changes follow section 6.

15. Governing law and courts

The Agreement and any dispute about it are governed by the laws of Spain. The courts of Málaga, Spain, have exclusive jurisdiction, unless the law gives you a mandatory right to go to a different court.

16. General

• The Agreement is the whole agreement between you and us about the Service and replaces any earlier understanding about it.
• If a court finds part of these terms invalid, the rest stays in force.
• If we do not enforce a right straight away, we do not give it up.
• Neither party is liable for delays or failures caused by events beyond its reasonable control, such as failures of networks or providers, natural disasters or actions of authorities.
• You may not transfer the Agreement without our written consent. We may transfer it to a business that takes over the Service, and will tell you if we do.
• We send notices to the email address of the account's users. You can send notices to [email protected].

17. Legal notice

The ExpirationPilot.com service is operated by: