SmartStaff.io Terms of Service

Last updated: April 18, 2025

Effective date: 18 April 2025

This is an English translation of the Czech Terms of Service, provided for convenience. As clause 1.1 states, the Czech version prevails in the event of any discrepancy between the two.

1. Introduction and definitions

1.1 Introduction

These terms of service (the "Terms") govern the legal relationship between the operator of the SmartStaff.io service, Prokop Simek, email: support@smartstaff.io (the "Operator"), and the users of this service (the "User" or "you").

By using the SmartStaff.io service you agree to these Terms. If you do not agree with these Terms, do not use our service.

These Terms are available in Czech. In the event of a discrepancy between the Czech version and any other language version, the Czech version prevails.

1.2 Definitions

For the purposes of these Terms, the following terms have the following meaning:

"Service" means the SmartStaff.io platform, including all of its features, tools and content.
"Virtual employees" means the AI assistants provided within the Service, which can carry out various tasks such as writing, organising or planning.
"AI models" means the artificial-intelligence models from providers such as OpenAI, Anthropic and Google (Gemini) that are used to provide the features of the Service.
"User content" means all content that the User uploads, creates, shares or otherwise provides while using the Service.
"Output" means content generated by the Service on the basis of the User's instructions.
"Subscription" means paid access to the Service under the selected pricing plan.

2. Description of the service and its features

2.1 Description of the service

SmartStaff.io is a platform that provides "virtual employees" powered by artificial intelligence. The main purpose of the Service is to simplify work processes and increase Users' productivity by providing them with AI assistants that can carry out various tasks.

2.2 Features of the service

The Service allows Users to:

Build a team of virtual employees for different kinds of task
Manage all tasks from a single dashboard
Integrate the service with other tools and applications
Use team and individual memory (depending on the selected pricing plan)
Upload their own data into a knowledge base (depending on the selected pricing plan)

2.3 Availability of the service

The Operator makes reasonable efforts to keep the Service available 24 hours a day, 7 days a week. The Operator does not, however, guarantee uninterrupted availability of the Service and reserves the right to interrupt its operation temporarily for maintenance, updates or technical problems.

2.4 Changes to the service

The Operator reserves the right to change, suspend or discontinue any part of the Service at any time, including the availability of any feature, database or content. The Operator may also introduce limits on certain features and services, or restrict the User's access to parts of or all of the Service, without prior notice and without liability.

3. Registration and user account

3.1 Registration

Using the Service requires registration and the creation of a user account. When registering you are obliged to provide truthful, accurate, current and complete information about yourself.

3.2 User account

You are responsible for keeping your account credentials confidential and for all activity that takes place under your account. You agree to inform the Operator immediately of any unauthorised use of your account or any other breach of security.

3.3 Age restriction

The Service is intended only for persons over 18 years of age. By using the Service you confirm that you are over 18 or that you have the consent of your legal guardian.

4. Users' rights and obligations

4.1 Users' rights

As a User you have the right to:

Use the Service in accordance with these Terms and the selected pricing plan
Create, modify and delete virtual employees within the limits of your pricing plan
Access the outputs generated by the Service on the basis of your instructions
Stop using the Service at any time and without giving a reason

4.2 Users' obligations

As a User you are obliged to:

Comply with these Terms and all applicable laws and regulations
Not use the Service for unlawful purposes or in a way that could damage, disable, overburden or impair the Service
Not give instructions that would lead to the creation of content that is unlawful, harmful, threatening, abusive, harassing, defamatory, vulgar, obscene, libellous, invasive of another person's privacy, hateful or otherwise objectionable
Not attempt to gain unauthorised access to any part of the Service, to other accounts, or to computer systems or networks connected to the Service
Not use the Service in a way that could infringe the intellectual property rights of third parties
Not sell, rent, lend, share or otherwise provide access to your account to third parties

4.3 Responsibility for user content

You are fully responsible for all User content that you upload, create, share or otherwise provide while using the Service. The Operator bears no responsibility for User content and does not guarantee its accuracy, completeness or quality.

5. The Operator's rights and obligations

5.1 The Operator's rights

The Operator has the right to:

Change, suspend or discontinue the provision of the Service or any part of it
Change these Terms in accordance with clause 10
Restrict, suspend or terminate the User's access to the Service in the event of a breach of these Terms
Use anonymised and aggregated data about use of the Service for the purpose of improving the Service
Monitor use of the Service in order to ensure compliance with these Terms

5.2 The Operator's obligations

The Operator is obliged to:

Provide the Service in accordance with these Terms
Make reasonable efforts to ensure the availability and security of the Service
Protect Users' personal data in accordance with the Privacy Policy
Inform Users about significant changes to the Service or to these Terms

6. Disclaimer of liability

6.1 General disclaimer

The SmartStaff.io service is operated by Prokop Simek, email: support@smartstaff.io. The Service is provided "as is" and "as available", without warranties of any kind, whether express or implied.

6.2 Disclaimer for unavailability

The Operator bears no liability for any interruption, unavailability or failure of the Service, whatever the cause. The User acknowledges that access to the Service may from time to time be unavailable or interrupted because of maintenance, updates, technical problems or other reasons outside the Operator's control.

6.3 Disclaimer for damages

The Operator bears no liability for any direct, indirect, incidental, consequential, special or exemplary damages, including lost profit, loss of data, business interruption or other damage arising in connection with the use of, or the inability to use, the Service, even if the Operator has been advised of the possibility of such damage.

6.4 Disclaimer for AI outputs

Given the nature of the AI models used in the Service, the Operator does not guarantee the accuracy, completeness, reliability or fitness of the outputs generated by the Service for any particular purpose. The User is fully responsible for reviewing, verifying and using the outputs generated by the Service.

6.5 Limitation of liability

Where a jurisdiction does not permit the exclusion of certain warranties or the limitation of liability for certain damages, the Operator's liability shall be limited to the maximum extent permitted by the applicable law. In no event shall the Operator's total liability to the User for all damages exceed the amount paid by the User for use of the Service in the three months preceding the event giving rise to the claim.

7. Payment terms and billing

7.1 Pricing plans

The SmartStaff.io service offers the following pricing plans:

Personal: €19.99 / month / user
Team: €49.99 / month / user
Business: €99.99 / month / user
Enterprise: individual pricing

Details of the features and limits of each pricing plan are stated on the Service's website.

7.2 Payments

Subscription payments are charged in advance on a monthly or annual basis, depending on the selected billing cycle. All payments are non-refundable, except where expressly stated in these Terms or required by law.

7.3 Automatic renewal

The Subscription renews automatically at the end of each billing period unless it is cancelled before the end of the current billing period. Cancelling the Subscription does not result in a refund of fees already paid for the current billing period.

7.4 Price changes

The Operator reserves the right to change Subscription prices at any time. The Operator will inform Users of any price change at least 30 days before it takes effect. A User who does not agree with a price change has the right to cancel their Subscription before the new prices take effect.

7.5 Taxes

All prices are stated exclusive of taxes unless expressly stated otherwise. The User is responsible for all taxes and charges connected with use of the Service, with the exception of taxes on the Operator's income.

8. Intellectual property and licence terms

8.1 The Operator's intellectual property

The SmartStaff.io service, including all of its components such as the software, design, texts, graphics, logos, icons and images, is protected by copyright, trade marks and other intellectual property rights belonging to the Operator or to its licensors.

8.2 Licence to use the Service

The Operator grants the User a limited, non-exclusive, non-transferable, revocable licence to access and use the Service solely for the User's own internal purposes and in accordance with these Terms. This licence is conditional on the User's compliance with these Terms.

8.3 User content

The User retains all intellectual property rights to the User content they upload, create, share or otherwise provide while using the Service. The User grants the Operator a worldwide, non-exclusive, royalty-free, sublicensable and transferable licence to use, reproduce, distribute, create derivative works of, display and perform the User content in connection with providing and promoting the Service.

8.4 AI-generated outputs

Ownership of and rights to the outputs generated by the Service on the basis of the User's instructions are governed as follows:

The User obtains a non-exclusive, worldwide, perpetual licence to use, reproduce, distribute, create derivative works of, display and perform the outputs generated by the Service for any purpose, commercial or non-commercial.
The User is responsible for ensuring that their use of the outputs does not infringe the rights of third parties.
The Operator reserves the right to use anonymised and aggregated outputs for the purpose of improving the Service.

8.5 Restrictions

The User may not:

Copy, modify, distribute, sell, rent, lend, transfer, publish or create derivative works from the Service or its components
Reverse engineer, decompile or disassemble the Service or its components
Remove, obscure or alter any copyright, trade mark or other intellectual property notices contained in the Service
Use the Service in a way that could infringe the intellectual property rights of third parties

9. Termination of the service

9.1 Termination by the User

The User may stop using the Service at any time by cancelling their account or Subscription. Cancelling the account or Subscription does not result in a refund of fees already paid for the current billing period.

9.2 Termination by the Operator

The Operator may restrict, suspend or terminate the User's access to the Service if:

The User breaches these Terms
The Operator has reasonable grounds to suspect that the User is using the Service fraudulently or unlawfully
The Operator is required to do so by law or by a court order
Providing the Service to the User is, in the Operator's opinion, no longer feasible or appropriate

9.3 Consequences of termination

After the User's access to the Service is terminated:

The User loses access to their account and to all data and information associated with the account
The Operator may delete all data and information associated with the User's account
Provisions of these Terms that by their nature should survive termination remain in force

9.4 Discontinuation of the Service

The Operator reserves the right to discontinue the Service as a whole or any part of it. If the Service is discontinued, the Operator will make reasonable efforts to inform Users sufficiently far in advance.

10. Changes to the Terms

10.1 Changes to the Terms

The Operator reserves the right to change these Terms at any time. The Operator will inform Users of any change to the Terms by publishing the updated Terms on the Service's website and/or by sending a notice to the email address associated with the User's account.

10.2 Effectiveness of changes

Changes to the Terms take effect 30 days after they are published, unless the notice of changes states otherwise. By continuing to use the Service after the changes take effect, the User agrees to the updated Terms.

10.3 Disagreement with changes

A User who does not agree with the updated Terms must stop using the Service and cancel their Subscription before the changes take effect.

11. Dispute resolution

11.1 Governing law

These Terms are governed by and construed in accordance with the laws of the Czech Republic, without regard to conflict-of-law rules.

11.2 Dispute resolution

All disputes arising out of or in connection with these Terms shall be resolved amicably in the first instance. Where an amicable resolution cannot be reached, disputes shall be resolved by the competent courts of the Czech Republic.

11.3 Limitation period

Any claim arising out of these Terms must be brought within one year of the claim arising, otherwise it is considered time-barred.

12. Final provisions

12.1 Entire agreement

These Terms constitute the entire agreement between the User and the Operator regarding use of the Service and supersede all prior or contemporaneous communications, proposals and agreements, whether oral or written, between the User and the Operator.

12.2 Severability

If any provision of these Terms is found invalid or unenforceable, the remaining provisions remain in full force and effect. The invalid or unenforceable provision shall be deemed replaced by a valid and enforceable provision that best reflects the intent of the original provision.

12.3 Waiver

The Operator's failure to exercise or enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

12.4 Assignment

The User may not assign or transfer this agreement or any rights and obligations arising from it without the Operator's prior written consent. The Operator may assign or transfer this agreement or any rights and obligations arising from it without the User's consent.

12.5 Force majeure

The Operator bears no liability for any failure or delay in performing its obligations under these Terms where such failure or delay is caused by circumstances beyond its reasonable control, including but not limited to natural disasters, acts of terrorism, power outages, internet failures, strikes or other labour disputes.

12.6 Personal data

Information about how we process your personal data is set out in our Privacy Policy, available at https://smartstaff.io/legal/privacy-policy. The Privacy Policy forms an integral part of these Terms.

12.7 Contact information

If you have any questions about these Terms or the Service, contact us at: support@smartstaff.io.

These Terms are effective from 18 April 2025.