Terms of service

(1) These terms govern the use of HeyOlaf, including the website, the web application, and the desktop application.

(2) The contracting party is VEHI Digital UG (haftungsbeschränkt), Am Pichelssee 58, 13595 Berlin, Germany, info@heyolaf.com. Register: Amtsgericht Charlottenburg, HRB 223266 B. VAT ID: DE336773361. The authorized representative and the other provider details are in the legal notice.

(3) HeyOlaf may be used by businesses within the meaning of § 14 of the German Civil Code and by consumers within the meaning of § 13. Mandatory consumer-protection rules prevail over these terms.

(4) For businesses, these terms apply exclusively. Different terms become part of the contract only if we agree to them in text form. Individual agreements prevail over these terms.

(1) HeyOlaf is cloud software for organizations and workspaces. It includes projects, tasks, optional sprints, documents, files, chat between people, and the optional assistant Olaf.

(2) The scope is the description on the website and in the application at the time the contract is formed. We continue to develop the service. For a paid subscription, the essential character remains: project work, collaboration, and, where Olaf is offered, proposals that a person confirms.

(3) We owe provision of the software. A particular project outcome, legal, tax, or other professional advice, and custom development are owed only when agreed separately in text form.

(4) The desktop application opens the same workspace. It is not a separate offline copy of the data.

(5) Technical limits, including file size, storage, and invitations, apply at the level the application enforces. You may leave Olaf unused. Project work and chat continue while the rest of the service is available.

(1) What is shown on the website is an invitation to make an offer.

(2) By registering, you offer to use HeyOlaf under these terms and the privacy policy. The unpaid contract is formed when the account is created. The email address must be verified before a workspace is used.

(3) A paid contract is formed when a person authorized for the organization completes checkout and Stripe confirms the subscription. Until then, registration creates no payment obligation.

(4) Whoever creates an organization or subscribes for it warrants that they are authorized to do so. You must be at least 18, or be represented by a person with parental responsibility.

(1) An account belongs to one person. Keep the credentials secret and tell us if you suspect misuse.

(2) An organization groups members, workspaces, and billing. Whoever manages it sets roles, invites people, and can remove them. Invitations work once and expire. You are responsible for the people you invite and for what they do, within their role, with the organization’s data.

(3) A seat is each member of the organization, whatever their role. The role does not change the charge. Billing is for seats and, where you add them, capacity for active team workspaces, organization storage, and Olaf usage. Projects, tasks, channels, documents, roles, and memberships are not separate billing units. There is no guest organization role.

(4) You may not share, transfer, or use member accounts so that several people work under one account.

(1) You use HeyOlaf lawfully, for your own work or for the organization’s work.

(2) In particular, you may not:

• post content that breaks applicable law,
• distribute malware or attack the service, other customers, or the infrastructure,
• bypass access controls, seat counting, or other technical limits,
• scrape the service automatically in a way that impairs operation,
• infringe third-party rights, including copyright, trademarks, and personality rights.

(3) If there is a concrete suspicion of a breach, we may suspend access for as long as the suspension is proportionate. We tell you once that is possible without risk to the service, other customers, or an investigation. The right to terminate for cause remains in place.

(1) Content that you or your members submit stays with the person who holds the rights. You grant us a non-exclusive right to store, reproduce, display, back up, and technically process that content as required to provide, secure, and support the service. That includes an Olaf reply in the relevant workspace.

(2) You warrant that you have the rights required for this.

(3) We keep the rights in the software, the HeyOlaf brand, and templates that come from us. You receive a non-exclusive, non-transferable right to use the service as intended during the term.

(4) Feedback you choose to give us may be used, without payment, to operate and develop HeyOlaf.

(1) Olaf may propose text and next steps. The application writes workspace data when a person confirms the change. You remain responsible for confirmed changes.

(2) Output can be wrong, incomplete, or unsuitable. It is not advice. You review it before you rely on it or use it toward third parties. We do not owe a particular result. Section 12 remains in force.

(3) Olaf receives only the context the server assembled for the signed-in person. A request is answered by the IONOS AI Model Hub of IONOS SE in Germany when the assistant is configured and not switched off. That call does not go to OpenAI.

(4) You submit only content you are allowed to send to that provider. We do not use customer content to train our own generally available models. How a request is processed is described in the privacy policy.

(1) We provide HeyOlaf with the care of a prudent cloud-software provider. We owe a stated uptime percentage only when it is agreed separately in text form.

(2) Maintenance, security updates, and failures at suppliers can interrupt the service for a time. We schedule planned work so that the impact stays small where we can.

(3) Unpaid use has the scope the application makes available. We may end it, or require a subscription, on at least four weeks’ notice. A paid subscription that is already running is unaffected. We do not delete the content of an unpaid account for that reason without this notice, unless the contract has ended or you delete it yourself.

(1) The pricing page shows net amounts. Where VAT applies, checkout adds it to the net price and shows the total. HeyOlaf is available as unpaid use within the limits shown in the application, as a Personal subscription for one person, and as a Team subscription per seat. Personal and Team can start with a 14-day trial. The Team trial includes up to five seats. After the trial, the paid scope continues only with a confirmed subscription.

(2) The Team price is a price per seat and billing period. Checkout shows the monthly or yearly amount for the interval you choose. Extra storage and Olaf credit packs are charged only when an authorized person confirms them. Credit packs are one-time purchases. Checkout shows the amount due immediately and, for a subscription, the change to the recurring price.

(3) Payment runs through Stripe. Stripe’s terms also apply to the payment processing. We do not store full card numbers.

(4) The booked seat count is the organization’s capacity, and is at least one seat. New members can join while seats remain available. Capacity cannot fall below the number of members and open invitations. We do not remove members, files, or workspaces automatically to make a reduction possible. Storage or workspace capacity can be reduced only when current usage is already below the requested capacity.

(5) The fee for a period is due at the start of that period, unless checkout shows another time. Receipts are provided by Stripe or by us.

(6) If a payment has finally failed, or has not arrived after a reasonable grace period, we may suspend paid use. The fee for the current period remains due.

(1) The unpaid contract runs for an indefinite period. You end it by deleting the account in settings. If you are the only person with owner rights in an organization that still has other members, you transfer ownership or remove the members first.

(2) A paid subscription runs for the selected period and renews for the same period unless it is cancelled at the end of that period.

(3) You cancel in the customer portal in the billing settings, or in text form to info@heyolaf.com. Consumers can also cancel through the function “Cancel contracts here” at https://heyolaf.com/en/cancel-contract. Cancellation takes effect at the end of the current billing period. Until then the service stays usable, and the fee for that period stays due. That period is not refunded pro rata unless mandatory law requires it.

(4) The right to terminate without notice for cause remains in force. Cause for us exists if, after a warning, you materially breach section 5, or a due payment is still missing after a reasonable grace period.

(5) While access lasts, you can export a copy of your account data in settings and download files. Access then ends. We delete or block customer content within a reasonable period, unless the law requires us to keep it. Invoices stay for the statutory period, usually ten years. Files in the trash can be removed earlier, after the period shown in the application. Content of an organization stays with the organization when an individual member deletes their account.

(1) Consumers have the withdrawal right below. Businesses have no statutory withdrawal right. For consumers habitually resident in Germany, the German instruction on the German page prevails if the two versions differ.

(2) By registering or checking out, you ask us to start performance before the withdrawal period ends. If a consumer withdraws, the proportionate amount described in the instruction remains due for the performance already provided.

Right of withdrawal

You have the right to withdraw from this contract within fourteen days without giving any reason. The withdrawal period is fourteen days from the day the contract is concluded.

To exercise your right of withdrawal, you must inform us (VEHI Digital UG (haftungsbeschränkt), Am Pichelssee 58, 13595 Berlin, Germany, info@heyolaf.com) of your decision to withdraw from this contract by an unequivocal statement (for example a letter sent by post or an email). You may use the attached model withdrawal form, but it is not obligatory.

You can also exercise your right of withdrawal online at https://heyolaf.com/en/withdraw. If you use this online function, we will send you an acknowledgement of receipt on a durable medium (for example by email) without delay, with information on the content of the withdrawal statement and the date and time it was received.

To meet the withdrawal deadline, it is sufficient for you to send your communication concerning your exercise of the right of withdrawal before the withdrawal period has expired.

Effects of withdrawal

If you withdraw from this contract, we shall reimburse to you all payments received from you, including the costs of delivery (with the exception of the supplementary costs resulting from your choice of a type of delivery other than the least expensive type of standard delivery offered by us), without undue delay and in any event not later than fourteen days from the day on which we are informed about your decision to withdraw from this contract. We will carry out such reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of such reimbursement.

If you requested to begin the performance of services during the withdrawal period, you shall pay us an amount which is in proportion to what has been provided until you have communicated to us your withdrawal from this contract, in comparison with the full coverage of the contract.

The form is optional. You may withdraw by any other unequivocal statement, or by using the online function.

Model withdrawal form

(Complete and return this form only if you wish to withdraw from the contract.)

To
VEHI Digital UG (haftungsbeschränkt)
Am Pichelssee 58, 13595 Berlin, Germany
info@heyolaf.com

I/We (*) hereby give notice that I/We (*) withdraw from my/our (*) contract for the provision of the following service:

HeyOlaf

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.

(1) For consumers, the statutory rules on digital products apply.

(2) Toward businesses, we remedy a defect in the software within a reasonable period by repair or by providing the service again. If that fails, the business may reduce the fee or cancel the paid contract.

(3) Our liability is unlimited for intent and gross negligence, for injury to life, body, or health, under the German Product Liability Act, and to the extent we have given a guarantee.

(4) For slight negligence, we are liable for breach of an essential contractual duty. That is a duty which must be performed for the contract to be carried out at all, and on which you may regularly rely. Liability is then limited to the foreseeable damage typical for this kind of contract.

(5) Otherwise liability is excluded. This also applies to legal representatives and agents.

(6) For unpaid use, our liability toward businesses follows paragraph 3 and the case where a defect was fraudulently concealed.

(1) You indemnify us against third-party claims arising because content was submitted without the required rights or the service was used unlawfully. The indemnity includes reasonable costs of legal defense.

(2) We tell you about the claim. On request we leave the conduct of the defense to you where that is legally possible and our interests stay protected.

(3) The indemnity applies where you are responsible for the breach.

(1) We process personal data as described in the privacy policy. Where processing is required to perform this contract, the contract is the legal basis.

(2) Where you are responsible for content in the organization and we process it on your behalf, we provide a data-processing agreement under Art. 28 GDPR on request.

(3) Recipients, storage location, and retention are set out in the privacy policy. Account and workspace data are stored in the EU. Olaf requests are processed by IONOS in Germany.

(1) Each party keeps non-public information from this contract, and customer content, confidential and uses it to perform the contract.

(2) The duty does not cover information that is or becomes public through no fault of the receiving party, that the receiving party already knew lawfully, that it developed independently, or that it must disclose because a statute, court, or authority requires it. Where disclosure is not prohibited, the party concerned informs the other party beforehand.

(1) We may change these terms for the future if the contract runs for an indefinite period or renews, the change is reasonable, and the main performance stays such that the result is not a new contract.

(2) We notify the change in text form at least six weeks before it takes effect. You may cancel the contract until it takes effect. The notice states this right to cancel and states that the change applies if you do not cancel.

(3) Toward consumers, paragraph 1 applies where the change is reasonable after weighing our interests.

(4) A higher price applies at the earliest from the next renewal period. We announce it with the notice period in paragraph 2. Until that period starts, you may cancel at the end of the current period.

(1) The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods. For consumers, this does not remove the protection of mandatory rules of the country where they are habitually resident.

(2) If the customer is a merchant, a public-law legal entity, or a public-law special fund, the place of jurisdiction is Berlin.

(3) If the contract is concluded in German, this German version prevails. If it is concluded in English, the English version prevails. For consumers habitually resident in Germany, the German version prevails in case of doubt.

(4) If a provision is invalid, the rest of the contract remains in effect. The statutory rule takes its place.