Terms of service

1. About Reqventa

Reqventa is a cloud service for handling incoming customer inquiries and quotation work in industrial distribution and technical trade. The service is an intelligent layer between the customer's inquiry flow, the salesperson's quotation work and the customer's existing business systems. Reqventa is not an ERP and does not replace the customer's ERP.

2. Scope

The terms apply to all access to and use of the service, including trial accounts, demo environments and early features. By using the service, the customer accepts the terms.

In the event of conflict, the following order applies: a signed master agreement or order confirmation, then the data processing agreement for matters concerning personal data, then these terms.

3. Accounts and access

Accounts are created by invitation. The customer is responsible for which users are invited, which roles they are assigned, and for keeping permissions current when people change roles or leave.

Sign-in credentials are personal and must not be shared. The customer shall notify Reqventa promptly if unauthorised access is suspected.

4. Subscriptions and the service

The service is provided as a subscription in the Starter, Professional and Enterprise tiers, with the features, volumes and limits set out in the chosen tier and any order confirmation.

Add-ons may be agreed, for example additional users, additional email inboxes, extended AI volume, ERP integrations and onboarding. Prices may differ between markets and currencies.

5. Customer responsibilities

The customer is responsible for, among other things:

• its users and their use of the service
• sign-in credentials and correct assignment of permissions
• the data the customer uploads, imports or connects
• having a legal basis and the right to process and provide its data
• the accuracy of its own price lists, product data and purchase prices
• reviewing commercial output before it is used externally
• lawful use of the service
• its own export or backup where the agreement places this on the customer

Reqventa is not responsible for errors or damage mainly caused by incorrect or outdated customer data, incorrect price lists, external business systems, external email providers, the customer's own integrations, incorrect instructions or the customer's users, to the extent such exclusion is permitted by law.

6. Customer data

Your business data is yours. The customer retains all rights to its customer data.

Reqventa receives only the limited right to process customer data required to deliver, secure, maintain and troubleshoot the service, to carry out the customer's instructions and to comply with legal obligations.

7. AI and automated suggestions

The service may interpret inquiries, suggest customer identification, match products, propose prices, calculate margins, create quotation drafts and provide recommendations. The results are suggestions and decision support, not finished commercial decisions.

The principle is that AI suggests and the salesperson decides. The customer is responsible for reviewing relevant output before a quotation is sent, a price is given, an order is placed or another commercial decision is made.

Reqventa does not guarantee that product matching, customer matching, price suggestions or other AI-generated output is always correct, complete or optimal, and does not guarantee the accuracy of data imported by the customer.

8. Acceptable use

The service must not be used for unlawful activity, to circumvent security features or access controls, to load the platform in a way that risks other customers' operations, to reverse engineer or copy the platform, or to give unauthorised parties access to the service.

9. Third-party services and integrations

The service may connect to external systems, for example email providers, business systems and other services the customer chooses. Such services are subject to the respective provider's terms, functionality and availability.

Reqventa is not responsible for faults, changes or interruptions in third-party services outside Reqventa's control.

10. Fees and payment

Fees follow from the chosen subscription tier, the pricing of the market and any order confirmation. Unless otherwise agreed, prices are stated excluding taxes and duties.

Reqventa may change future prices with reasonable prior notice and in accordance with the customer's agreement or order confirmation. Price changes do not affect an already invoiced contract period unless otherwise agreed.

11. Changes to the service

Reqventa develops the service continuously and may update, improve, change and replace features. Individual features are not guaranteed to remain unchanged over time.

Materially adverse changes for paying customers are handled in accordance with the agreement and applicable law, with reasonable prior notice where possible.

12. Availability

Reqventa works towards high availability and quality. Digital and AI-based services may nevertheless contain errors or experience temporary interruptions, and planned maintenance may occur.

Reqventa gives no guarantees of uninterrupted or error-free operation beyond what is expressly agreed in a separate service level agreement.

13. Intellectual property

Reqventa and its licensors retain all rights to the platform, source code, design, system structure, workflows, documentation, trademark and all further development of the service.

The customer receives a non-exclusive, non-transferable right to use the service during the term. The customer retains its rights to its customer data.

If the customer voluntarily provides ideas, improvement suggestions or other feedback, Reqventa may use such general feedback to develop the service without any obligation to compensate. This gives Reqventa no rights to the customer's confidential information or customer data.

14. Confidentiality

Each party shall keep the other party's confidential information confidential and use it only to perform the agreement. The obligation applies during the term and thereafter for as long as the information warrants protection.

Personnel at Reqventa with access to customer data are bound by confidentiality obligations, and access is limited on a need-to-know basis.

15. Data protection

Processing of personal data on the customer's behalf is governed by Reqventa's data processing agreement, which forms part of the agreement. Reqventa's own processing is described in the Privacy policy.

16. Restriction and suspension

Reqventa may restrict or suspend access in the event of material breach, non-payment, security risk, misuse, unlawful use or risk to other customers and the platform.

Where the situation allows, reasonable notice and an opportunity to remedy will be given. In the event of an acute security risk, suspension may be immediate, after which the customer is informed without undue delay.

17. Term and termination

Term, renewal and notice periods follow from the chosen subscription tier or order confirmation.

On termination, the right to use the service ends. Export and deletion of customer data are handled under the data processing agreement and the agreed process.

18. Limitation of liability

To the extent permitted by applicable law, Reqventa is not liable for indirect damages such as loss of profit, lost sales, lost goodwill, business interruption or other consequential loss.

Reqventa's aggregate liability under the agreement is limited to the fees paid or payable by the customer for the service during a defined preceding period, normally the twelve months before the event giving rise to liability.

The limitations do not apply in cases of intent or gross negligence, or where mandatory law does not permit limitation.

19. Force majeure

Neither party is liable for failure to perform its obligations where this is due to a circumstance beyond that party's reasonable control, provided the other party is informed without undue delay.

20. Changes to these terms

Reqventa may update these terms. Material changes are notified with reasonable prior notice. Version and date are shown at the top of the page.

21. Governing law and disputes

The agreement is governed by the law stated in Reqventa's legal details, and disputes shall be resolved in the manner stated there. The final governing law and dispute resolution clause is set after legal review.

22. Contact

Reqventa's contact details are shown at the bottom of this page.