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Terms of Service

Version 2026-01

Unreviewed draft

This document was written internally and has not yet been reviewed by a lawyer. It describes what the system does today, but should not be treated as the final version.

Officera Terms of Service

Version 2026-01

⚠️ DRAFT — DO NOT PUBLISH WITHOUT LEGAL REVIEW. This document was written from the actual behaviour of the system and has not been reviewed by a lawyer. It must be legally validated before going to production or being presented to customers.

1. Who we are and what this document covers

Officera is a software-as-a-service platform that lets a professional services office manage its clients, contacts, contracts, documents, payments, invoices, expenses, tasks and users in a single workspace.

  • Provider: [TO BE COMPLETED: full legal entity name], tax number [TO BE COMPLETED: NIF/NIPC], registered office at [TO BE COMPLETED: full registered address], referred to as “Officera” or “we”.
  • Contact: [TO BE COMPLETED: general contact email address].
  • Customer: the individual or legal entity that creates an office on Officera and accepts these Terms, referred to as “Customer” or “you”.

These Terms form a contract between Officera and the Customer. By creating an office, completing registration, or using the service, the Customer accepts these Terms.

These Terms must be read together with the Privacy Policy, the Cookie Policy and the Data Processing Agreement (DPA), which form an integral part of them.

2. The service

Officera gives the Customer access to the Officera web application, including:

  • client and contact records, with addresses, contact details and identification documents;
  • contracts, contract parties and payment schedules;
  • payments, invoices generated from settled payments, and office expenses;
  • storage of documents attached to clients and contracts;
  • task management, Kanban board and calendar;
  • real-time notifications inside the workspace;
  • user, permission and office-profile management.

Officera provides the service “as is” and “as available”. The service evolves: we may add, change or discontinue features. Changes that substantially reduce core functionality will be communicated to the Customer with reasonable notice.

Officera does not provide legal, accounting or tax services. The Customer is solely responsible for meeting its own legal, accounting and tax obligations, including in relation to the documents and invoices it issues through the service.

3. Account and office identifier

  1. To use Officera, the Customer creates an office, which is its isolated workspace on the platform.
  2. Each office has a unique office identifier, generated from the name given at registration and editable during registration, subject to availability. It is used to authenticate users into the correct office and cannot be reused by another Customer while the office exists.
  3. The first user created at registration is the office administrator and can invite, block and remove other users, within the seat limit of the plan.
  4. The Customer is responsible for keeping its users’ credentials secure and for all activity carried out with those credentials. Passwords are stored only as a cryptographic hash (argon2id); Officera has no access to plaintext passwords and cannot recover them.
  5. The Customer must notify Officera without undue delay of any unauthorised use it becomes aware of.

4. Plans, trial period and billing

  1. Card required at registration. Registration requires a valid payment method entered through Stripe. Officera does not receive or store full card details.
  2. 7-day trial period. The office gets a 7-day trial starting when registration is completed, during which nothing is charged.
  3. First charge on day 8. When the trial ends, the chosen plan is charged automatically to the payment method on file.
  4. Automatic renewal. The subscription renews automatically at the end of each billing period (monthly, quarterly or annual, as chosen) at the price then in force for the subscribed plan, until cancelled.
  5. Cancellation. The Customer may cancel at any time through the Stripe billing portal, reachable from the subscription area of the application. Cancellation takes effect at the end of the billing period already paid for: access continues until that date, and there is no pro-rata refund of the current period, except where the law requires one.
  6. Prices and taxes. The prices in force are those published on the pricing page. Unless stated otherwise, prices are shown [TO BE COMPLETED: including or excluding VAT], with VAT applied at the statutory rate.
  7. Price changes. Price changes applying to existing subscriptions will be communicated with reasonable notice before the renewal they apply to, and the Customer may cancel before that renewal if it does not accept them.
  8. Billing for the service. Invoices for the Officera subscription are made available through Stripe. These are not to be confused with the invoices the Customer issues to its own clients inside the application: those are the Customer’s documents.

5. Seat limits

  1. Each plan includes a maximum number of seats (active users in the office). Plans differ only by that limit; all product features are available on every plan.
  2. When the number of users exceeds the plan limit, the office moves to an “over limit” state and the excess users are blocked and can no longer sign in. At least one office administrator always remains unblocked.
  3. Blocking for exceeding seats does not delete data. Blocked users regain access as soon as the Customer reduces the number of active users or moves to a plan with more seats.

6. Customer obligations regarding uploaded data

The Customer uses Officera to process data about its own clients and other third parties. On that basis, the Customer represents and warrants that it:

  1. Has a legal basis to collect and process that data and to enter it into Officera;
  2. Provides data subjects with the information required by the GDPR about the processing, including the existence of a processor;
  3. Keeps the data accurate and up to date and handles data subject requests addressed to it;
  4. Does not upload unlawful content, content that infringes third-party rights, or malware;
  5. Does not use the service for unlawful purposes, nor attempt to circumvent plan limits, access controls or the isolation between offices;
  6. Does not perform security testing, vulnerability scanning or load testing against the platform without Officera’s prior written authorisation.

The relationship between the parties regarding this processing is governed by the Data Processing Agreement: the Customer is the controller and Officera is the processor.

7. Data ownership and intellectual property

  1. The data belongs to the Customer. All data the Customer and its users enter or upload into Officera — client records, contracts, documents, payments, invoices, expenses, tasks and other content — remains the Customer’s property. Officera acquires no ownership rights over it.
  2. Officera processes that data solely to provide and maintain the service for the Customer, under the DPA, and does not use it for its own purposes, including advertising, sale to third parties, or training artificial intelligence models.
  3. The software belongs to Officera. The platform, the code, the brand, the logo, the design and the documentation are the property of Officera or its licensors. The Customer receives a non-exclusive, non-transferable, revocable licence to use the service for the duration of the subscription, limited to the purposes of these Terms.
  4. The Customer may not copy, decompile, reverse-engineer, resell, sublicense or make the service available to third parties outside its own office.

8. Availability and support

Officera aims to keep the service available and working well, but currently makes no contractual service level commitment (SLA), uptime percentage, or support response time commitment. Interruptions may occur due to maintenance, supplier failures or causes outside our control.

Support is provided through [TO BE COMPLETED: support channel, e.g. email address], during [TO BE COMPLETED: support hours].

9. Suspension for non-payment and for breach

  1. Non-payment. If a payment does not complete, the office keeps access until the end of the period already paid for. If that period ends without the situation being resolved, the office moves to the expired state and access to the application is suspended.
  2. Suspension for non-payment does not immediately delete data. Data is retained for the period stated in section 10, and access is restored if the situation is resolved within that period.
  3. Breach. Officera may suspend access, in whole or in part, in the event of a serious breach of these Terms, unlawful use of the service, or behaviour that endangers the security or integrity of the platform or of other customers. Wherever possible, suspension is preceded by notice and a reasonable period to cure.

10. Termination and data export

  1. The Customer may terminate at any time by cancelling the subscription in the Stripe billing portal.
  2. Officera may terminate on [TO BE COMPLETED: notice period, e.g. 30 days] notice, or immediately in the case of a serious breach under section 9.3.
  3. Export. The application allows contract documents to be exported individually. There is currently no self-service full export of all office data. The Customer may request an extraction of its data in a structured, commonly used format by contacting [TO BE COMPLETED: email address for export requests]. Officera will act on such a request within a reasonable time.
  4. Retention after termination. After termination, office data is retained for [TO BE COMPLETED: retention period after termination, e.g. 30 days] to allow export or reactivation, after which it is deleted from active systems. Existing backups are deleted in the normal course of backup rotation, as described in the DPA.
  5. The Customer is responsible for retrieving its data within that period. Once deleted, recovery is no longer possible.

11. Confidentiality

Each party will treat the other party’s non-public information received under this contract as confidential and use it only to perform this contract. This does not apply to information that is or becomes public without fault of the receiving party, that was already known to it, or whose disclosure is required by law or by a competent authority.

12. Limitation of liability

  1. Officera is liable for direct damages demonstrably caused by a breach of these Terms attributable to it.
  2. To the maximum extent permitted by law, Officera’s total aggregate liability to the Customer, for all events occurring in any 12-month period, is limited to the amount actually paid by the Customer to Officera in the 12 months preceding the event giving rise to liability.
  3. To the maximum extent permitted by law, Officera is not liable for lost profits, lost opportunity, loss of goodwill, or indirect or consequential damages.
  4. Officera is not liable for data loss resulting from the Customer’s or its users’ own actions, including deletion of records, improper credential sharing, or use of the service in breach of these Terms.
  5. None of these limitations excludes or limits liability that the law does not allow to be excluded or limited, including for wilful misconduct, gross negligence, or damage to life and physical integrity.
  6. The Customer will hold Officera harmless from third-party claims, including from data subjects, arising from content the Customer uploaded or processing the Customer instructed in breach of the law or of these Terms.

13. Changes to these Terms

Officera may amend these Terms, in particular to reflect changes to the service or to the law. Material changes will be communicated with reasonable notice, by email or inside the application. If the Customer does not accept the changes, it may cancel the subscription before they take effect. Continued use after the effective date constitutes acceptance.

14. Governing law and jurisdiction

  1. These Terms are governed by Portuguese law.
  2. The courts of the judicial district of [TO BE COMPLETED: jurisdiction, e.g. Lisbon] have exclusive jurisdiction over any dispute arising from these Terms, to the exclusion of any other, save where mandatory law provides otherwise.
  3. Where the Customer is a consumer, it retains the right to use the legally competent alternative consumer dispute resolution bodies and the courts provided for by consumer protection law.

15. Final provisions

  1. If any clause of these Terms is held invalid, the remaining clauses remain in force.
  2. A party’s forbearance regarding the other’s breach does not constitute a waiver of its rights.
  3. The Customer may not assign its contractual position without Officera’s written consent. Officera may assign its position in the event of corporate reorganisation, merger or transfer of business, notifying the Customer.
  4. These Terms, together with the Privacy Policy, the Cookie Policy and the DPA, constitute the entire agreement between the parties on their subject matter.

In the event of any discrepancy between this English version and the Portuguese version, the Portuguese version prevails.