As of Mai 2024
1.1.
These General Terms and Conditions (GTC) apply to all contracts between Robodocxs GmbH (hereinafter “Robodocxs”) and its customers regarding the use of Robodocxs’ services for the digitization of documents and their transfer to the customer’s ERP system.
1.2.
Robodocxs provides services for the automated digitization of documents and their integration into existing ERP systems. This includes the capture, processing, and transmission of document content in structured form.
1.3.
These GTC apply exclusively. Deviating, conflicting, or supplementary terms and conditions of the customer shall only become part of the contract if Robodocxs has expressly agreed to them.
1.4.
Amendments to these GTC will be communicated to the customer in writing, by email, or by publication on the Robodocxs website. They shall be deemed approved if the customer does not object in writing or by email within one month of receiving the notification of the amendment.
2.1. The services of Robodocxs are directed exclusively at entrepreneurs within the meaning of Section 14 of the German Civil Code (BGB), legal entities under public law, or special funds under public law. By using the services, the customer confirms that they are acting in the exercise of their commercial or self-employed professional activity.
The services of Robodocxs are directed exclusively at entrepreneurs within the meaning of Section 14 of the German Civil Code (BGB), legal entities under public law, or special funds under public law. By using the services, the customer confirms that they are acting in the exercise of their commercial or self-employed professional activity.
2.2.
The contract is concluded by the customer’s acceptance of a written offer from Robodocxs. By accepting the offer, the customer agrees to these GTC.
2.3.
After conclusion of the contract, the customer will receive access to the software for document digitization and transmission. Access data must be treated confidentially and must not be shared with third parties.
3.1.
Online registration is required to use Robodocxs’ services. The customer undertakes to provide truthful and complete information during registration.
3.2.
The customer is responsible for maintaining the confidentiality of their access data and is liable for all activities carried out using their user account.
3.3.
The customer undertakes to inform Robodocxs immediately of any unauthorized use of their user account and to change their access data without delay if they suspect that a third party may have gained knowledge of it.
3.4.
Robodocxs reserves the right to delete user accounts that have been inactive for more than 12 months. The customer will be informed of this by email at least 14 days in advance.
4.1.
Robodocxs offers two pricing models:
A. Pay As You Go (PAYG): The customer pays a fixed price per digitized document. Billing is carried out monthly at the end of each month. There is no minimum contract term.
B. Volume Commitment (VOLC): The customer agrees to a fixed contract term (e.g., 1, 2, or 3 years) and commits to a minimum volume of documents. The specific terms are defined in the individual contract.
4.2.
Payment can be made either online by credit card or by invoice. If payment is made by invoice, the invoiced amount is due within 14 days of invoicing without deduction.
4.3.
All prices are exclusive of applicable statutory VAT.
4.4.
Robodocxs reserves the right to change prices with reasonable notice of at least 30 days. For ongoing VOLC contracts, price changes shall only apply from the next renewal period.
5.1. Robodocxs guarantees service availability of 99.99% on an annual average.
Robodocxs guarantees service availability of 99.99% on an annual average.
5.2.
Maintenance work and planned system updates will be announced to the customer at least 48 hours in advance and will generally take place outside normal business hours.
5.3.
Individual service level agreements may be agreed separately and shall take precedence over the provisions stated here.
6.1.
Robodocxs undertakes to keep all data entered or uploaded by the customer into the system strictly confidential. Such data will be processed exclusively for the purpose of fulfilling the contract.
6.2.
The processing of personal data is carried out in accordance with applicable data protection laws, in particular the GDPR. Further details are set out in the separate privacy policy.
6.3.
Robodocxs implements appropriate technical and organizational measures to ensure the security of customer data and to protect it against unauthorized access, loss, or manipulation.
6.4.
After termination of the contractual relationship, all customer data will be deleted within 30 days, unless statutory retention obligations require longer storage.
6.5.
The customer remains the owner and controller of all data and documents entered into the system.
7.1.
Robodocxs shall be liable without limitation for damages resulting from injury to life, body, or health caused by an intentional or negligent breach of duty by Robodocxs, its legal representatives, or vicarious agents.
7.2.
For all other damages, Robodocxs shall only be liable if they result from an intentional or grossly negligent breach of duty by Robodocxs, its legal representatives, or vicarious agents.
7.3.
Liability for slight negligence is excluded unless essential contractual obligations are breached. Essential contractual obligations are those whose fulfillment is necessary for the proper execution of the contract and on whose compliance the customer may regularly rely.
7.4.
In the event of liability for slight negligence, Robodocxs’ liability shall be limited to the typical, foreseeable damage.
7.5.
Liability under the German Product Liability Act remains unaffected.
7.6.
Robodocxs shall not be liable for data loss if the damage would not have occurred with proper data backup measures within the customer’s area of responsibility.
8.1. We reserve the right to make changes that prove technically necessary or are recommended in terms of better performance and are reasonable taking into account the interests of the client. Acceptance may not be refused for design-artistic reasons. There is freedom of design within the scope of the contract.
The customer is obliged to use the provided services only for the contractually agreed purpose and to comply with all applicable laws and regulations.
8.2.
The customer is responsible for the accuracy and completeness of the data and documents provided.
8.3.
The customer is obliged to keep their access credentials confidential and to protect them from unauthorized access by third parties.
8.4.
The customer must inform Robodocxs immediately of any unauthorized use of their account or any other security breaches.
8.5.
The customer shall ensure that all data entered into the system is free from viruses, trojans, or other malicious software.
8.6.
The customer is responsible for performing regular data backups unless this has been expressly agreed as a service provided by Robodocxs.
9.1.
All legal relationships between Robodocxs and the customer shall be governed exclusively by the laws of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).
9.2.
The exclusive place of jurisdiction for all disputes arising from or in connection with this contract shall be the registered office of Robodocxs, provided the customer is a merchant, a legal entity under public law, or a special fund under public law.
9.3.
Robodocxs shall also be entitled to bring legal action at the customer’s general place of jurisdiction.