Terms of service

1. Purpose and acceptance

These terms govern access to and use of Cairos, the management and invoicing program available at https://erp.cairos.es, provided by [Registered company name], NIF [NIF], with its address at [Full registered address].

Creating an account means accepting these terms in the version in force at that moment, together with the privacy policy and the legal notice.

2. Who can subscribe

Anyone of full age with the capacity to enter into obligations may subscribe, acting as a business, a professional or an entity. If you subscribe on behalf of a company or an association, you declare that you have sufficient authority to do so.

Cairos is a business management tool: it is not intended for consumers acting outside an economic activity. If you nonetheless subscribe as a consumer, the consolidated text of the Spanish General Consumer Protection Act will also apply to you, including the fourteen-calendar-day right of withdrawal without having to give reasons. You only lose it in the case set out in article 103(a): when you expressly ask for the service to begin within that period, you are told that you will lose the right as a result, and the contract is fully performed. And one useful clarification: trying Cairos requires no subscription at all, because the free plan neither expires nor asks for a card, so withdrawal only comes into play if you have actually subscribed to a paid plan.

3. Your account and your credentials

You are responsible for keeping your password confidential and for everything done from your account. If you suspect someone has got into it, tell us as soon as possible at hola@cairos.es.

Each person must have their own user account. Sharing credentials between several people is not technically prevented, but it breaks the activity log and makes it impossible to know who did what, which is precisely what is needed on the day something goes wrong.

An honest warning: Cairos does not offer two-factor authentication yet. It is on the list of improvements and it is stated as such on the security page. In the meantime, use a long, unique password.

4. Plans, prices and taxes

The current plans, with what each one includes and its limits on users, companies and documents, are published on the pricing page, which forms part of these terms.

• Prices are stated excluding VAT and per company. Whatever tax applies to your status and your territory is added on top.
• Paying yearly works out 20% cheaper than month by month, with the full annual amount paid in advance.
• The free plan does not expire and requires no card. Its limit is on volume — documents, users and companies, as set out on the pricing page — not on time.
• The paid plans can be tried for 14 days without entering a card. When the trial ends, either you subscribe or the account moves to the free plan, keeping everything you have done inside it.
• Some features are advertised in the plans as «en camino», on the way. That means the plan entitles you to them and that they will be switched on at no extra cost once they exist, but that today they do not. Subscribing to a plan for a feature marked that way is subscribing to a promise, and we would rather it read clearly before you pay.

5. Payment, renewal and changes of plan

• The subscription is billed in advance, monthly or annually as you choose, and it renews automatically until you cancel it.
• Moving up a plan mid-period, only the proportional part of what remains is charged. Moving down, the change takes effect at the next renewal.
• Non-payment of a subscription allows access to the paid features to be suspended, on prior notice. Access is never closed to what the account itself needs in order to keep working on the free plan: issuing invoices, looking them up, seeing your contacts and exporting your data.
• Prices may change. A price change is notified at least 30 days in advance and never applies to a period already paid for; if it does not suit you, you can cancel before it takes effect.

6. Term, cancellation and your data

There is no minimum term. You can cancel from your own account at any time; cancellation takes effect at the end of the period already paid for, with no refund of the unused part unless the law says otherwise.

On cancelling, the account moves to the free plan. From there you can still log in, look through the whole history, issue invoices within the plan's limit and export all your data to CSV and Excel without asking permission or waiting for anyone.

If you ask for the account to be deleted, it is deleted. Export whatever you need first: there are accounting and tax records the law obliges you to keep, and once deleted we cannot recover them.

7. Acceptable use

In using Cairos you undertake not to:

• Use it for unlawful activities or to document false transactions.
• Attempt to access other organisations' data or parts of the system not intended for you.
• Subject the service to artificial loads, bulk automated extraction or penetration testing without prior written authorisation.
• Resell access to third parties without an express agreement, beyond the normal use of an accountancy firm managing its clients' accounts.

A serious breach allows the account to be suspended, with notice to you and an explanation of the reason.

8. Availability, maintenance and support

We work to keep the service continuously available, but we do not commit to an uptime percentage and we do not offer a service level agreement with penalties. Promising 99.9% in writing without the infrastructure and the audits to back it up would be an empty clause. The day that commitment exists, it will be written here with its figure and its consequences.

There may be maintenance outages, which we will try to schedule outside working hours and will give notice of where they are foreseeable.

Support is provided by email, in Spanish, Monday to Friday from 9:00 to 18:00 (mainland Spanish time), with a commitment to reply within 24 working hours. There is no live chat. Telephone support is reserved for the Corporativo plan, on the terms set out on the pricing page; on all other plans the channel is email. The addresses are on the contact page.

9. Tax obligations and VeriFactu

Cairos calculates, fills in and retains; it does not file. Filing the modelos with the Spanish Tax Agency, the accuracy of the data you enter and compliance with your tax and accounting obligations are your responsibility and, where applicable, your accountant's.

Cairos generates the chained billing record and the QR code provided for in the rules on computerised invoicing systems. The exact state of that functionality, including what is not there yet — such as real-time submission to the Spanish Tax Agency by web service — is published and kept up to date on the VeriFactu page and under integrations.

10. Intellectual property and your content

The program, its code, its design and its documentation are the property of [Registered company name]. Taking out a subscription gives you a non-exclusive, non-transferable right of use, limited to the term of the contract.

The data you enter remains yours. It is not used to train models, it is not passed to third parties, it is not sold and it is not exploited for advertising. It is processed solely in order to provide you with the service, on the terms of the processing agreement.

11. Data processing agreement (article 28 GDPR)

As regards the personal data you enter into the program — your customers, suppliers, members and employees — you are the controller and Cairos is the processor. This section has the force of a processing agreement, and Cairos undertakes to:

• Process the data solely on your documented instructions and in order to provide you with the service.
• Keep the data confidential, and require the same of anyone who accesses it in the course of their work.
• Apply the security measures described on the security page.
• Not subcontract without telling you, and do so only with sub-processors bound by the same obligations. The list is in the privacy policy.
• Help you deal with the rights exercised by the people concerned and with notifying personal data breaches.
• Return or erase the data when the contract ends, as you direct.

Duration of the processing, its subject matter and the categories of data: [Details of the processing agreement pending final drafting].

12. Liability

Cairos is liable for providing the service on the terms of these conditions. It is not liable for loss arising from improper use, from data entered incorrectly, from business decisions taken on the strength of the program's information, or from a failure to file tax returns.

Save for wilful misconduct or gross negligence, and to the extent the law allows it to be limited, total liability is capped at the amount of the subscription fees actually paid in the twelve months before the event giving rise to it. Liabilities that the law declares cannot be waived are neither excluded nor limited.

13. Changes to these terms

These terms may be amended to reflect changes in the law or to the service. Substantial changes are notified by email at least 30 days in advance. If you do not accept them, you can cancel before they take effect, and carry on exporting your data as always.

14. Governing law and dispute resolution

These terms are governed by Spanish law. For any dispute, the parties submit to the courts of [City of the registered address], unless consumer legislation gives jurisdiction to those of the consumer's place of residence, in which case those will apply.

Last updated: [Date of the final version].

If any clause strikes you as unfair or simply unintelligible, say so: hola@cairos.es. A contract nobody understands protects nobody.

About the language of this document. This text is published in Spanish, Catalan, Galician, Basque and English. The translations are there so you can read it comfortably, but the Spanish version is the only one that prevails: if a translation says something different, the original governs, and you can read it at cairos.es/legal/condiciones/.