Terms of Service

2.1 Wavor is the business operating system and provides digital tools for founders and companies on one integrated system. The scope of features includes, but is not limited to:

• Company formation assistant with AI-powered name check and risk analysis
• Brand creation with AI logo generation and design toolkit
• Domain registration and management (Wavor Domains)
• AI email inbox with custom business email hosting (Wavmail)
• AI assistant 'Wavor Intelligence' for platform navigation and business consulting
• AI risk assessment and compliance monitoring
• Wavor Score - company health index
• Deadline and checklist management
• Compliance management
• Teams: team management and collaboration
• Invoice management with PDF export
• Customer management / CRM
• Inventory and warehouse management
• Contract management
• Employee management and HR
• Payroll
• Project management with Kanban board
• Time tracking
• Accounting
• Tax management
• Marketing management
• Analytics and reports
• Document management
• Calendar and scheduling
• Supplier management
• Order management
• Travel expense management
• Newsletter management
• Knowledge base / Wiki
• Onboarding management
• Fleet management
• Review management
• Coupon management
• Dunning / debt collection
• Digital signature
• Legal management
• Data backup / backups
• Multi-company management (multiple companies per account)
• Contact form for support inquiries

2.2 Additional features are in development and marked as 'Coming Soon'. This label does not constitute a binding commitment regarding the timing or scope of availability. For new tools, separate tool-specific terms of use will be announced upon availability.

2.3 The Operator reserves the right to expand, modify, or restrict the scope of features at any time.

3.0 Who may open an account: Anyone opening an account must be of full age and have unrestricted legal capacity. Where registration is made on behalf of a company, the person must be authorised to represent it and warrants this on registration. Who the Platform addresses is set out in 1.4.

3.1 To use the Platform, registration is required with first name, last name, email address, password, country, business type, and business and billing address. The user is obligated to provide truthful and complete information and to keep it up to date.

3.2 The password must be at least 8 characters long. The user is responsible for maintaining the confidentiality of their login credentials and is liable for all activities under their account, unless the unauthorized use is not attributable to the user. In case of suspected unauthorized use, the Operator must be notified immediately.

3.3 The user may create and manage multiple companies within their account. Each company has its own settings and data.

3.4 The user is prohibited in particular from: unauthorized access to systems, accounts, or data of third parties or the Operator; spying on, intercepting, copying, or publishing third-party data; disrupting, overloading, or manipulating the Platform (e.g., through malware, automated mass retrieval, or sabotage); and extortion or the threat of such acts. Violations entitle the Operator to immediate suspension and termination and leave statutory claims, including criminal claims, unaffected. Good-faith security research within the scope of our Responsible Disclosure Policy remains unaffected.

4.1 The Platform uses AI services for various features including company name checks, risk analysis, logo generation, country information, and the AI assistant 'Wavor Intelligence'. AI-generated content is for informational purposes only and does not constitute legally binding advice.

4.2 AI usage is subject to a per-user monthly limit based on the subscription plan. When the limit is reached, AI features will be restricted until the next billing period. The Operator reserves the right to adjust these limits for objective reasons.

4.3 There is no entitlement to a specific quality, completeness, or accuracy of AI-generated content. AI results may be incorrect, incomplete, or outdated. The user should always independently verify AI-generated content before making business decisions.

4.4 The user may not use AI features for illegal, offensive, discriminatory, or otherwise unlawful content. Violations may result in immediate suspension of access.

4.5 Fair Use and Usage Limits: Features and resources designated as 'unlimited' (e.g. companies, teams, customers, projects, documents) are designed for the normal business operations of a company of the respective plan tier (fair use). The Operator may apply technical safeguards to protect system stability and prevent misuse, in particular rate limits and the throttling or temporary suspension of excessive or abusive use. Before any permanent restriction, the Operator will generally grant the user a reasonable transitional period and, where possible, offer a plan upgrade. Under normal business use, no restrictions are to be expected.

4.6 The user may object to any automated AI recommendation and request human review (Art. 22(3) GDPR). The Platform provides an objection feature directly at the respective AI output; objections are reviewed without undue delay.

5.1 The following terms apply to specific tools of the Platform:

a) Invoice Tool

Invoices created through the Platform serve as digital tools. The user is solely responsible for ensuring their invoices comply with applicable tax law requirements (in particular Section 14 UStG). The Operator assumes no liability for tax-related errors in invoices.

b) Accounting and Tax

Accounting and tax features of the Platform do not replace professional tax advice or auditing. All generated reports and analyses are for informational purposes only.

c) Contract Management and Digital Signature

The digital signature feature provides simple electronic signatures (SES). These do not have the legal effect of a qualified electronic signature (QES) within the meaning of the eIDAS Regulation. For legally binding documents requiring a QES, the user must rely on external certified services.

d) HR and Payroll

HR and payroll features are administrative tools and do not replace professional payroll accounting. The user is responsible for the accuracy of entered data and compliance with labor law and social security regulations.

e) Legal Management

Legal management features of the Platform (templates, checklists, overviews) do not constitute legal advice. A lawyer should always be consulted for legally binding decisions.

f) Domain and Email (Wavor Domains, Wavmail)

Domain registrations and email hosting are provided through third-party providers (domain registrar). Domain availability is subject to the terms of the respective registry. Email services are subject to fair-use restrictions.

Fair use means: the email quotas and bandwidth included in your plan are designed for normal business operations of a company of that plan tier. Excessive use, e.g. bulk sending to more than 5,000 recipients per day, spam, automated mass-scraping of data, cryptocurrency mining, or other resource-intensive activities that slow the system for other users, may be throttled or blocked by the Operator. The Operator will inform the user before taking such measures and, where possible, offer a plan upgrade to a higher quota as an alternative.

By registering a domain, the user accepts the terms and conditions of the respective registry. This includes in particular the ICANN Uniform Domain-Name Dispute-Resolution Policy (UDRP) for gTLDs (.com, .net, .org, .info, .biz etc.) as well as the country-specific policies of the respective ccTLD registry (e.g., DENIC for .de, AFNIC for .fr, Nominet for .uk, EURid for .eu). The applicable policies are available on the respective registry's website. Registration periods, transfer conditions, WHOIS privacy, and other restrictions vary by top-level domain (TLD) and are displayed to the user before registration. Domain transfers are not available for certain TLDs.

Premium domains: Some domains are classified by the registry as 'premium' (e.g., short domains, common-word terms, brand-relevant names). These are sold at higher prices set by the registry. We pass the full premium price through to the registry and retain only the standard margin. Therefore: in case of early deletion or non-use of a premium domain by the user, no refund is possible. The money is already with the registry and cannot be reclaimed. Standard domain registration is NOT affected. For standard domains, the normal refund policies from §6 apply. The current prices are visible on the Platform.

6.1 The Platform offers both free and paid features. The applicable scope of features and prices are set out in the current price list on the Platform.

6.2 All prices include applicable statutory VAT. Payment processing is handled by the payment service provider Stripe. By registering for paid features, the user accepts Stripe's payment terms.

6.3 Paid subscriptions automatically renew for the respective billing period (monthly or annually) unless the user cancels before the end of the current period. Cancellation is possible at any time through account settings and takes effect at the end of the current billing period.

6.4 Price changes for existing subscriptions will be announced at least 28 days before taking effect. The user has the right to cancel the subscription before the change takes effect, effective at the end of the current billing period.

6.5 Refunds are only provided in cases required by law (in particular upon effective withdrawal) or at the Operator's reasonable discretion. Unused portions of a billing period are generally not refunded unless the Operator terminates the contract or makes material service reductions.

6.6 Identity verifications are included in every paid plan up to a quota per billing period. Verifications beyond that quota are subject to a fee; the applicable fee is shown before the verification is started and must be confirmed separately. Once a verification completes successfully, the fee is refunded. No costs arise if no verification is started.

6.7 Subscription pause: The user may pause a paid subscription via account settings for up to 90 days. No charges are made during the pause; access to paid features is suspended. Stored data is retained during the pause; the data deletion provisions (§12) remain unaffected. After the pause ends, the subscription resumes automatically.

6.8 Promotions, credit, and price guarantees: The Operator may offer promotions limited in time or quantity (e.g. promotional codes, credit campaigns, or plans with a price guarantee for a fixed term). The terms displayed with the promotion (scope, duration, quota, requirements) prevail over §6.4 for the duration of the promotion; a promised price guarantee remains unchanged for the promised period. Wavor credit is applied to future invoices, is non-transferable, and is not paid out in cash to the extent permitted by law.

6.9 Chargebacks: If the user's payment service provider or bank reverses a payment already made (chargeback), the user remains obliged to pay to the extent the service was rendered. The Operator may suspend access to paid functions until the balance is settled; domains already registered are unaffected, as they cannot be returned. Where a chargeback for which the user is responsible causes the Operator to incur fees, the Operator may pass these on at cost. This obligation does not apply where the chargeback results from an error by the Operator or from an unauthorised debit.

6.10 Wavor credit: Credit added to an account may be used only for the Operator's services. It is not a means of payment within the meaning of the German Payment Services Supervision Act, bears no interest and is not transferable to third parties. Payout is excluded unless mandatory law provides otherwise; where the contract ends, unused credit is refunded at the user's request. Credit does not expire.

7.1 This section applies only to users who act as consumers within the meaning of Section 13 BGB (a natural person who enters into the contract for purposes that are predominantly outside their trade, business, or profession).

Right of Withdrawal

7.2 You have the right to withdraw from this contract within fourteen (14) days without giving any reason. The withdrawal period is fourteen days from the day of the conclusion of the contract.

7.3 To exercise your right of withdrawal, you must inform us by a clear statement via the Platform's support function. Operator details are listed in §1.1.

Consequences of Withdrawal

7.4 If you withdraw from this contract, we will reimburse all payments received from you without undue delay and no later than fourteen days from the day on which we received notification of your withdrawal. We will use the same means of payment for the reimbursement that you used for the original transaction, unless expressly agreed otherwise. No fees will be charged for the reimbursement.

Early Expiry of the Right of Withdrawal for Digital Services

7.5 Pursuant to Article 16(m) of the EU Consumer Rights Directive (Directive 2011/83/EU) or Section 356(5) BGB, the right of withdrawal expires prematurely for a contract for the supply of digital content not supplied on a tangible medium if the Operator has begun performance of the contract and the user:

• (a) has expressly agreed that the Operator may begin performance of the contract before the expiry of the withdrawal period, and
• (b) has confirmed their acknowledgment that by giving consent, they lose their right of withdrawal upon the beginning of performance of the contract.

7.6 The corresponding consent and acknowledgment is obtained during registration for paid features or upon first access to digital content. The Operator provides the consumer with a confirmation on a durable medium (email).

7.7 If you requested the provision of services during the withdrawal period and nonetheless withdraw, you shall pay us a reasonable amount corresponding to the proportion of services already provided up to the point of withdrawal compared to the total scope of contractual services.

7.8 If your subscription includes a domain and it has already been registered at your express request, the domain stays with you when you withdraw from the subscription. Its regular list price is deducted from the refund, because the registration was performed in full with your consent and cannot be undone.

8.1 All content, designs, logos, texts, software, and underlying technology of the Platform are the intellectual property of the Operator or its licensors and are protected by applicable copyright, trademark, and other intellectual property laws. Reproduction, distribution, or public display without express permission is prohibited.

8.2 AI-generated content (e.g., logos, texts) created by the user through the Platform may be used by the user for their business purposes. The Operator grants the user a simple, non-transferable right of use. The Operator does not guarantee the copyrightability or uniqueness of such content.

8.3 Data uploaded or entered by the user on the Platform remains the property of the user. The Operator receives a right of use limited to the performance of the contract.

8.4 Scope and limits of that right of use: The right granted in 8.3 covers storing, reproducing, technically converting (for example previews or format conversion), backing up and displaying the content to the user, in each case solely in order to provide the agreed service. No use beyond that takes place, in particular none for advertising, none for disclosure to third parties and none for training AI models. That right ends with the contract, unless a statutory retention obligation requires otherwise.

9.1 The Operator shall be liable without limitation for damages arising from injury to life, body, or health caused by a negligent or intentional breach of duty by the Operator or its legal representatives or vicarious agents.

9.2 The Operator shall be liable without limitation for damages caused by intentional misconduct or gross negligence of the Operator, its legal representatives, or vicarious agents.

9.3 In case of a slightly negligent breach of material contractual obligations (cardinal obligations), the Operator's liability shall be limited to the foreseeable, contract-typical damage. Material contractual obligations are those whose fulfillment is essential for the proper performance of the contract and on whose compliance the user may regularly rely.

9.4 Otherwise, liability for slight negligence is excluded.

9.5 Liability under the German Product Liability Act, data protection law, and other mandatory statutory provisions remains unaffected.

9.6 The above limitations of liability also apply in favor of the Operator's legal representatives and vicarious agents.

9.7 AI-powered name checks, risk analyses, country information, and all other automatically generated content do not replace professional legal, tax, or business advice. The user is advised to always consult a qualified advisor before making legally relevant decisions.

9.8 To the extent the Operator's liability is excluded or limited, this also applies to the personal liability of its employees, representatives, and vicarious agents.

10.1 The Operator shall not be liable for failure to perform or delayed performance of its obligations to the extent this is due to circumstances beyond its reasonable control (force majeure). This includes in particular natural disasters, epidemics, pandemics, war, terrorism, civil unrest, sanctions, government orders, strikes, lockouts, failures of public communication networks, cyberattacks, power outages, and failures of third-party services.

10.2 In case of force majeure, the Operator will inform the user without undue delay and endeavor to minimize the impact. If the force majeure event lasts for more than 30 consecutive days, either party has the right to terminate the contract extraordinarily.

11.1 The Operator targets a Platform availability of 99.9% annual average (availability target). This is a quality target and does not constitute a guarantee or warranted characteristic.

11.2 The following are not considered unavailability: scheduled maintenance windows (which will be announced in advance when possible), outages due to force majeure pursuant to Section 10, outages of third-party services outside the Operator's control, and restrictions due to necessary security updates.

11.3 The Operator is entitled to temporarily restrict access to the Platform if this is necessary with regard to the security, integrity, or stability of the technical infrastructure.

12.1 The user may terminate the contract at any time without notice by deleting their account through account settings. For paid subscriptions, termination takes effect at the end of the current billing period.

12.2 Upon termination, all personal data, company data, tool-specific business data (invoices, contracts, employee data, accounting, documents, etc.), progress data, and chat histories will be irrevocably removed within 28 days, unless legal retention obligations apply (e.g., tax-related retention periods of 6, 8, or 10 years. Business correspondence 6 years, accounting receipts 8 years for receipts dated on or after 31 Dec 2025 (Bureaucracy Relief Act IV, in force since 01 Jan 2025), older receipts retain 10-year period, books/inventories/balance sheets retain 10-year period per Section 147 AO, Section 257 HGB).

12.3 In case of serious violation of these Terms, abusive use (e.g., misuse of AI features, creation of unlawful content, infringement of third-party rights), or payment default, the Operator is entitled to immediately suspend or terminate the account without notice. Termination is given in written form; this may be done by email to the registered address, as a notice in the user's dashboard, or by letter. The user will be informed of the reasons and - where possible - given a reasonable period to respond.

12.4 The right of both parties to extraordinary termination for good cause remains unaffected.

12.5 The Operator does not delete an account because it has gone unused for a longer period; there is no inactivity period. The purpose of storage continues because invoices, bookkeeping entries, contracts and personnel records must remain available to the user, and the retention periods set out in 12.2 apply to part of them. The only data removed is what the user deletes themselves or what is removed under 12.2 upon their termination.

The collection and processing of the user's personal data is explained, pursuant to Art. 13 GDPR and for information only (not as a contractual component), in our Privacy Policy in the version in force when the contract is concluded.

13.1 To provide our services, we use the following sub-processors:

• Hetzner Online GmbH (Germany (EU)) - Server hosting and infrastructure
• Cloudflare, Inc. (USA/EU (DPF)) - CDN, DNS, DDoS protection, bot detection (Turnstile), cookieless reach measurement (Web Analytics)
• Stripe Payments Europe Ltd. (Ireland (EU) + USA) - Payment processing, subscriptions, identity verification
• Amazon Web Services, Inc. (AWS) (USA (DPF) + EU region (Frankfurt)) - Email sending and receiving (SES), short-term storage of inbound emails (S3, Frankfurt)
• OVH SAS (OVHcloud) (Germany (EU)) - Object storage for uploaded customer files (receipts, documents, images)
• Backblaze, Inc. (USA (DPF) + EU region (Amsterdam)) - Offsite backups: database dumps (encrypted with our own key before transfer) and a mirror copy of customer files
• Twilio, Inc. (USA (DPF)) - SMS verification (2FA), emergency notifications
• Mistral AI SAS (France (EU)) - AI features (chat, text, receipt reading, analysis)
• OpenAI LLC (USA (DPF)) - AI features when the provider in the EU cannot be reached, and image generation (logo drafts). Inputs are not used to train the AI models (API usage).
• OpenProvider B.V. (Netherlands (EU)) - Domain registration and management (ICANN/DENIC mandatory WHOIS data)

13.2 Data Processing Agreements (DPA) pursuant to Art. 28 GDPR exist with all providers. Data transfers to third countries (in particular the USA) are based on the EU-US Data Privacy Framework, Standard Contractual Clauses (SCC), and/or adequacy decisions of the EU Commission. If a provider fails unexpectedly, the Operator may temporarily use a substitute provider, provided the outage is outside its reasonable control and the immediate switch is necessary to maintain the service or to protect data security. Any such substitute is bound by contract in advance to the same level of protection (Art. 28(4) GDPR); the user is informed without undue delay after the switch and retains the right to object.

13.3 For the processing of business data entered by the user in the course of Platform use (e.g., customer data in CRM, employee data in the HR tool), the Operator may act as a data processor within the meaning of Art. 28 GDPR. In this case, the terms set out in the Data Processing Agreement apply, available at wavor.io/es/dpa.

13.4 Insofar as the Operator acts as a data processor, it demonstrates compliance with the agreed obligations by documentation: the information published at wavor.io/es/dpa and wavor.io/security, the list of sub-processors used, and their audit reports where the Operator is entitled to pass them on. If this evidence is not sufficient for a specific reason, a further review is agreed between the parties; it is limited to the area concerning the user's data and is treated as confidential. On a substantiated suspicion of a personal data breach, the Operator acts on a review without delay.

The Platform offers identity verification through Stripe Identity (USA) for access recovery when two-factor authentication is lost. This involves the processing of biometric data (facial scan, selfie) and identity documents. Identity verification is voluntary and initiated solely by the user.

Manual review by the Operator may be required before any changes are made to the account. Recovery links are valid for 3 days from creation. The Operator reserves the right to reject recovery requests.

The Platform logs changes to essential account data (e.g., email address, phone number, address, two-factor settings) in a change history. This serves fraud prevention, compliance with anti-money laundering regulations (AML), and protection of the user in case of unauthorized account changes.

The change history is stored for the duration of the contractual relationship and beyond in accordance with statutory retention periods (in particular Section 147 AO, Section 257 HGB). The user has the right to request information about the stored change history.

14.1 From September 12, 2027, switching rights pursuant to Regulation (EU) 2023/2854 (EU Data Act) apply. From that date, the Operator will provide the user with the ability to export their data in a structured, commonly used, and machine-readable format and transfer it to another provider.

14.2 Even before this date, the Operator will provide data export functions where technically feasible.

15.1 The Operator reserves the right to modify these Terms at any time with effect for the future. Registered users will be informed of significant changes via the Platform and by email at least 28 days before they take effect.

15.2 Material changes affecting the essential contractual rights and obligations become effective vis-a-vis the user only upon the user's express consent (e.g., by confirmation upon next using the Platform); until then, the previous terms continue to apply to that user. Mere continued use does NOT constitute consent. If the user does not consent to material changes within a reasonable period, the Operator may terminate the contract with reasonable notice. The user's right to terminate remains unaffected.

15.3 Non-material changes (e.g., editorial adjustments, new tool descriptions) that do not affect the structure of the contract may be implemented by the Operator after prior notice without separate consent; the user's right to terminate remains unaffected.

16.1 The laws of the Federal Republic of Germany shall apply, excluding the UN Convention on Contracts for the International Sale of Goods (CISG = UN sales law, Vienna Convention on Contracts for the International Sale of Goods). Explanation: CISG is an international treaty that would automatically apply to cross-border sales contracts between businesses from different signatory countries. We exclude it because (a) we offer Software-as-a-Service (not goods sales), (b) German law is more clearly documented and established for our platform, and (c) customers from 199 countries and regions should not face surprises from unfamiliar international interpretation rules.

16.2 For users domiciled in the EU/EEA: The choice of law does not restrict the mandatory consumer protection provisions of the state in which the consumer has their habitual residence (Art. 6(2) Rome I Regulation). In particular, the mandatory provisions of the state of residence apply additionally insofar as they provide the consumer with greater protection.

16.3 For users outside the EU/EEA, German law applies exclusively. Explanation: EEA = European Economic Area (EU + Norway, Iceland, Liechtenstein). Within the EU/EEA, local consumer protection rules of the customer's country of residence apply IN ADDITION to German law.

16.4 The place of jurisdiction for all disputes arising from or in connection with these Terms is Cologne, provided the user is a merchant, a legal entity under public law, or a public-law special fund. For consumers, the statutory place of jurisdiction applies.

17.1 The Operator is neither willing nor obliged to participate in dispute resolution proceedings before a consumer arbitration board (Section 36 VSBG).

17.2 The parties shall endeavor to resolve disputes amicably before initiating legal proceedings.

17.3 Country-specific notes on consumer dispute resolution in individual EU member states can be found in the Imprint under 'Dispute Resolution'.

18.1 Should any provision of these Terms be or become invalid, the validity of the remaining provisions shall not be affected (severability clause). The invalid provision shall be replaced by a valid provision that most closely reflects the economic purpose of the invalid provision.

18.2 No oral side agreements exist. Amendments and supplements to these Terms require written form; this also applies to the waiver of this written form requirement.

18.3 The user may not transfer rights and obligations under this contract to third parties without the Operator's prior written consent. The Operator is entitled to transfer its rights and obligations to a legal successor in the context of a corporate restructuring or sale, provided the successor guarantees compliance with these Terms.

18.4 This platform is offered in multiple languages. Only the German and English versions are binding, as these were manually legally reviewed by Wavor. Translations into other languages are generated by AI and serve information purposes only. In case of conflicts, the German version prevails. In case of disputes, interpretation shall be made in good faith (Sections 157, 242 BGB). The goal is the economic meaning of the clause taking into account the interests of both contracting parties.

18.5 All dates and times in these Terms, including the "Last updated:" line, are to be understood as Coordinated Universal Time (UTC).