Terms of Service

These Terms are an agreement between Joakim Svärd, a sole trader registered in Sweden (organisation number 19850808-0218), Oxelvägen 13, 138 31 Älta, Sweden, trading as Allocate ("we", "us"), and the company or organisation that uses Allocate ("the Customer", "you").

For businesses only. Allocate is sold only to businesses and organisations, not to consumers. By accepting these Terms you confirm that you act for a business. Consumer protection rules that apply only to consumers therefore do not apply.

Who accepts.The person who creates the company in Allocate, or an admin who later accepts a new version, accepts these Terms and the Data Processing Agreement on the Customer's behalf and confirms that they have authority to do so. Other users accept only the use of Allocate under these Terms; they do not become a party to the agreement or to the Data Processing Agreement.

What the agreement includes. These Terms, our Data Processing Agreement and the prices shown when you subscribe or add add-ons. The Privacy Policy explains how we handle personal data where we are responsible for it; it is information, not part of the contract. If the documents conflict, the Data Processing Agreement wins on personal data and these Terms win on everything else.

• Roles. A company always has at least one admin, who manages the subscription, the team and the company settings. Other users get the roles your plan offers. You decide who gets which role. Users can be your employees, or freelancers and contractors who work for you.
• Invitations. Admins invite people by email. Each person creates their own login and, the first time, agrees to use Allocate in line with these Terms; they do not become a party to the agreement. You are responsible for inviting only people who should have access, for telling them how their data is used, and for removing people who should no longer have access.
• One person, one login. Logins must not be shared. Keep passwords safe and tell us at support@allocate.at if you suspect someone else has access.
• Your users are your responsibility. You are responsible for what your users do in Allocate, as if you did it yourself.
• Accurate details. Keep your company name, admin contacts and billing details up to date, so we can reach you about your account and your invoices.

• Free trial. A new company can try Allocate free for 14 days, once per company. You add a payment card when you start the trial. If you do not cancel before the trial ends, the subscription starts and the first payment is taken. If no valid card is on file, the trial simply ends.
• Plans and prices. The plans and add-ons, their limits (for example the number of users and items of equipment) and their prices are shown when you subscribe or add them. Prices exclude VAT; VAT is added where the law requires it.
• Payment. You pay in advance, monthly or yearly, by card through our payment provider Stripe, unless we have agreed otherwise with you. The subscription renews automatically for a new period of the same length until it is cancelled.
• Changing plan. An admin can change plan in Allocate’s subscription settings. A move to a larger plan applies at once, and the difference for the rest of the current period is charged straight away. A move to a smaller plan or a shorter billing period applies from the end of the current period.
• Above your plan's limits. If your company has more users or equipment than its plan includes, for example after moving to a smaller plan, we do not delete anything because of this. We email admins and give you time to get back within the limits, by removing users or equipment or moving to a larger plan. If the company is still above the limits after that, we lock it:
  • admins can still sign in, see everything and manage the team, equipment and subscription, but cannot add bookings, equipment or users;
  • other users cannot use Allocate, except to export their data or delete their account.
  The lock lifts as soon as the company is back within the limits. The subscription and its payments continue while the company is locked.
• Price changes. We may change prices. We tell admins by email before a new price applies. It applies from the next renewal at the earliest, and you can cancel before then.

Cancelling. An admin can cancel at any time in Allocate. The subscription then ends at the end of the period you have paid for, and you keep full access until then.

No refunds for unused time. Payments are not refunded when you cancel or change plan mid-period, except where we end the agreement, as described below, or where the law requires it. We may still refund in individual cases at our discretion.

Unpaid invoices. If a payment fails, Stripe tries again for a limited period. If payment still fails, the subscription ends and the rules below apply.

What happens to your data.When the subscription or trial ends, the company is locked: bookings and equipment can no longer be opened, but admins can subscribe again and the workspace is unlocked as it was, unless it has been deleted. If an admin asks us at support@allocate.at before the deletion date, we send a copy of the company's bookings and equipment in a common file format. Unless you subscribe again, we then delete the company and everything in it:

Admins get an email 7 days before the company is deleted, and also when it is locked after a subscription or trial ends. Deletion is permanent. It is your responsibility to ask for a copy of what you want to keep. Invoices are kept for as long as the Bookkeeping Act requires.

Individually agreed arrangements. Unless we have agreed a different arrangement with the company, the periods above run from the day the subscription or trial ends. If we have agreed a different arrangement, no period above starts before that arrangement ends. The periods then run from the day it ends: the period for an ended paid subscription (90 days) applies from that day, the company is locked from that day, and admins get the same emails (the locked email and the one 7 days before deletion).

Deleting the company yourself.An admin can delete the company at any time in the settings. It is deleted after a 7-day window in which the deletion can be cancelled. If the company's only member deletes their own account, deletion of the company starts at once, without that window.

If we end the agreement.We may end the agreement with 30 days' notice by email, for example if we stop offering Allocate. We then refund fees paid in advance for the time after the end date. We may end it immediately if you seriously breach these Terms (section 6).

• It stays yours. Everything your company puts into Allocate (bookings, equipment, team, notes, images) belongs to you. We get only the right to store and process it to provide the service to you and as these Terms describe, for example anonymous statistics.
• Personal data. For personal data in your workspace, you are the controller and we are your processor. Our Data Processing Agreement applies and is part of these Terms. You are responsible for having a legal basis for the personal data you and your users put into Allocate, and for informing your users.
• Statistics. We may use aggregated, anonymous statistics about how Allocate is used (for example the total number of bookings across all customers) to run and improve the service and to describe it publicly. They do not identify you, your users or your projects.
• Backups. We keep backups to protect against loss, but you should not rely on Allocate as your only copy of business-critical information.

You and your users must not:

• use Allocate for anything illegal, or upload text, images or other content you have no right to use, including images of people without their permission;
• try to get into other customers’ data, test our security without our written permission, or get around plan limits;
• overload, scrape or reverse-engineer the service, or use automated tools against it other than in normal use;
• resell Allocate, or let another company use your workspace for its own business (freelancers and contractors who work for you may be users);
• put sensitive personal data (such as health information) into free-text fields.

Suspension.If use breaks these rules, threatens the security of the service or other customers, or an invoice is unpaid, we may suspend access. Where reasonable we tell you first, and we lift the suspension when the problem is solved. If a breach is not fixed within 14 days of our notice, we may end the agreement. If the breach is serious, for example an attack on the service or on other customers' data, we may end it immediately.

Availability. We work to keep Allocate available and to fix faults, but we do not promise any particular uptime. The service may be unavailable during maintenance and because of faults at our providers.

Provided as it is.Allocate is provided "as is" and "as available". We do not promise that it is free of errors or suits a particular purpose, beyond what these Terms say. You are responsible for checking that bookings, equipment details, prices and exports are correct before you rely on them in your work, for example when invoicing your own clients.

Limits on our liability. To the extent the law allows:

• 1. We are not liable for indirect or consequential loss, including lost profit, lost revenue, lost working or production days, delays to a project or production, loss of data or loss of goodwill.
• 2. Our total liability under the agreement in any 12-month period is limited to the higher of SEK 1,000 and what you paid us for Allocate in the 12 months before the event that caused the claim.
• 3. You must notify us in writing of a claim within 3 months of discovering the problem, or the claim is lost.

These limits also apply to claims under the Data Processing Agreement and data protection law. They do not apply to loss we cause intentionally or through gross negligence, or where the law does not allow liability to be limited.

Your liability to us. You are responsible for claims against us that arise from content you or your users put into Allocate, or from your breach of these Terms, and you will cover our reasonable costs for such claims.

Events beyond our control. Neither of us is liable for failures caused by events outside reasonable control, such as major outages at internet or cloud providers, power cuts, strikes, war or decisions by authorities.

Customer references. We may name your company and show its logo as a customer of Allocate, for example on our website or in presentations. You can ask us to stop at any time by emailing support@allocate.at, and we stop using it in new material within a reasonable time. We will not publish quotes, case studies, screenshots of your workspace or the names of your staff without your separate written permission.

Our rights. Allocate, its software, design and brand belong to us. You get a non-exclusive right to use Allocate during the agreement, for your own business. Nothing in these Terms transfers any intellectual property to you.

Your feedback. If you send us ideas or suggestions, we may use them freely to improve Allocate, without owing you anything for it.

Changes to these Terms. Each version has a number. For a significant change we tell admins by email in advance, and users are asked to accept the new version in Allocate before it takes effect. After the effective date, Allocate cannot be used without accepting. If you do not accept, you can cancel before the change takes effect. Small changes that do not reduce your rights, such as corrections or new contact details, take effect when published.

Transfer. We may transfer the agreement to a company we control, including a limited company that takes over Allocate from the current sole trader, or to a buyer of the business. Your rights under these Terms stay the same, and we tell you in advance. You may not transfer the agreement without our written consent.

Notices.We send notices to the admins' email addresses in Allocate. You send notices to support@allocate.at, or to privacy@allocate.at for personal data.

If part is invalid. If a part of these Terms is found invalid, the rest still applies.

Law and disputes. Swedish law applies, without its rules on choice of law. Disputes are settled by a Swedish general court, with Stockholm District Court (Stockholms tingsrätt) as the first instance.

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