Colle Terms of Service

01Service provider

• Company: [TO CONFIRM: legal name]
• Registration code: [TO CONFIRM]
• Address: [TO CONFIRM], Vilnius, Lithuania
• Email: hello@trycolle.com

02Service description

Colle connects a team's AI assistants so that work can change hands with its context intact. The Service lets the Customer's users:

• Hand off work to colleagues from their own AI assistant (such as Claude or ChatGPT) through the Colle connector, to one person or to several at once
• Keep each piece of work in a case with a summary, versioned facts, files and the history of every handoff
• Receive instant notifications in the Colle browser extension, in the browser or on a phone, and accept, complete, return or recall handoffs
• Share files: text the assistant passes on, and original files of up to 25 MB uploaded through a secure link
• Search the cases they are allowed to see
• Manage people, spaces and permissions, and review and export a tamper-evident audit log (administrators)

The Service is a business tool. It is provided on an "as is" and "as available" basis, except where a separate written agreement with the Customer says otherwise.

03Accounts and administrators

The Customer creates an organisation account and invites its people, who sign in with their company account (for example Google Workspace or Microsoft Entra) or with the sign-in method Colle provides. The Customer:

• Is responsible for who it gives access to and for all activity under its organisation account
• Appoints at least one administrator who manages people, spaces and permissions
• Ensures that its users are at least 18 years old, give accurate information and keep their sign-in credentials secure
• Removes access for people who leave the organisation and tells us without delay about any unauthorised access

We may suspend an account or a user if these Terms are breached or if the activity puts the Service, the Customer or other customers at risk.

04Plan, trial and active people

One plan

The Service has one plan with every feature included. It is charged per active person per month, at the price shown on our pricing page when the Customer subscribes (monthly, or yearly at a discount).

Active person

An active person is anyone in the Customer's organisation who, during the billing month, sent, accepted or completed a handoff, or used Colle tools. People who only received a notification, or who never signed in, are not counted.

Free trial

New customers may try the Service free of charge for 14 days with every feature and without a payment card. When the trial ends, the Customer decides whether to subscribe; without a subscription, access ends.

Limits

Fair-use limits apply to protect the Service, including request rate limits and a file storage allowance (currently 10 GB per organisation plus 1 GB per active person). Current limits are shown in the Service.

05Payment

Fees and taxes

Fees are quoted in euro and exclude VAT and other applicable taxes, which are added where required. Business customers in the EU outside Lithuania may be invoiced under the reverse-charge mechanism.

Billing

Monthly plans are billed each month in arrears for the active people of that month. Yearly plans are billed at the start of each year for the number of active people agreed at subscription; additional active people are billed at the yearly rate pro rata. Payments are processed by our payment provider, and the Customer authorises us to charge the designated payment method.

Late payment

If a payment fails or an invoice is overdue by more than 14 days after a reminder, we may suspend the Service until it is paid.

Refunds

Fees already paid are not refundable, except where the law requires it or where we failed to provide the Service as described. Refund requests can be sent to hello@trycolle.com within 30 days of the charge.

06Customer data

Ownership

The Customer keeps all rights to the content its users put into the Service — handoff summaries, facts, files, case titles and comments ("Customer Data"). The Customer grants us a non-exclusive, worldwide, royalty-free right to host, process, transmit and display Customer Data only as needed to provide, secure and support the Service.

Data protection

For personal data in Customer Data, the Customer is the controller and Colle is the processor. Our Data Processing Agreement (DPA) forms part of these Terms and describes our obligations under the GDPR, the sub-processors we use and how personal data is protected and deleted.

Location and security

Customer Data is stored in the European Union (Frankfurt, Germany), on encrypted disks with daily backups. Each customer's data is isolated at database level, and personal data in facts is encrypted with a separate key per person.

No training

We do not use Customer Data to train AI models, and we do not sell it.

07Third-party AI assistants

The Service works inside AI assistants provided by other companies, such as Anthropic (Claude) and OpenAI (ChatGPT). The Customer and its users use those assistants under their own agreements with those providers.

• When a user asks their assistant to hand off work or to read a handoff, the assistant sends and receives that content through the Colle connector; what the assistant provider does with the conversation is governed by the user's agreement with that provider
• We do not control and are not responsible for the availability, output, accuracy or behaviour of third-party assistants
• Some features depend on the assistant provider and on the Customer's plan with that provider (for example, sending through ChatGPT requires a ChatGPT plan that supports custom connectors with write actions)

Text and files from colleagues are presented to assistants as untrusted data, and the Service flags content that looks like instructions to an AI assistant. Users remain responsible for reviewing what they receive before acting on it.

08Acceptable use

The Customer and its users must not:

• Use the Service for any unlawful, fraudulent or harmful purpose
• Upload or hand off content that infringes the intellectual property, privacy or other rights of others, or that the Customer has no right to share
• Hand off personal data or special categories of personal data without a lawful basis
• Upload malware or content designed to manipulate other users' AI assistants (prompt injection)
• Try to access data of other organisations, or of spaces they are not a member of
• Circumvent security measures, rate limits or permissions, or interfere with the integrity or performance of the Service
• Reverse-engineer, copy or resell the Service, or provide access to it to third parties outside the Customer's organisation
• Use automated tools to scrape or load-test the Service without our written permission

Breaching this section may lead to suspension or termination of the account.

09Our intellectual property

The Service, including the software, connector, extension, website, brand and documentation, remains our property. During the subscription we grant the Customer and its users a limited, non-exclusive, non-transferable right to use the Service in line with these Terms. Feedback the Customer gives us may be used to improve the Service without obligation.

10Availability and support

We aim to keep the Service available at all times but do not guarantee uninterrupted access. It may be unavailable because of:

• Scheduled maintenance, which we announce in advance where possible
• Unexpected technical issues or infrastructure failures
• Disruptions at third parties we rely on (AI assistant providers, cloud hosting, payment processing)
• Force majeure

Support is provided by email at hello@trycolle.com, with a first answer within one business day. Uptime guarantees, a dedicated database or other commitments are available only under a separate written agreement.

11Limitation of liability

To the maximum extent permitted by applicable law:

• Neither party is liable for indirect, incidental, special or consequential damages, or for lost profits, revenue or goodwill
• We are not liable for the output or actions of third-party AI assistants, or for decisions users make based on content handed off through the Service
• Each party's total liability under these Terms is limited to the fees the Customer paid in the 12 months before the claim

These limits do not apply to intentional misconduct or gross negligence, to the Customer's payment obligations, or where the law does not allow them to be limited.

12Termination and your data

By the Customer

The Customer may cancel at any time. A monthly plan ends at the end of the current month; a yearly plan runs until the end of the paid year.

By us

We may suspend or terminate the Service if the Customer seriously breaches these Terms, fails to pay, uses the Service unlawfully, or puts the Service or other customers at risk. Where reasonable, we give notice and a chance to fix the issue first.

Export and deletion

Administrators can export the audit log and case data while the subscription is active. After termination we delete Customer Data within 30 days, and from backups within the following backup retention period, unless the law requires us to keep it longer.

13Changes to these Terms

We may change these Terms. We will announce material changes at least 30 days in advance, in the Service and by email to the Customer's administrators. If the Customer does not agree, it may cancel before the changes take effect; continuing to use the Service afterwards means accepting them.

14Governing law and disputes

If a dispute arises, please contact us first at hello@trycolle.com; we aim to resolve it within 14 days in good faith. These Terms are governed by the laws of the Republic of Lithuania, and disputes are resolved by the courts of Vilnius, Lithuania.

15General

If any provision is found invalid or unenforceable, the rest of the Terms remain in force and the provision is applied to the extent it is valid. These Terms, the DPA and any order form signed with the Customer are the entire agreement on the Service; if they conflict, the signed order form prevails, then the DPA (for personal data), then these Terms. Neither party may transfer the agreement without the other's consent, except to a successor of its business.