Terms of Service
Summary
These Terms of Service (“Terms”) govern access to and use of the OrgChart-Agile cloud service, part of the EcosAgile suite, provided by SoftAgile S.r.l. (“SoftAgile”).
By creating an account, starting a Trial or using OrgChart-Agile (the “Service”), the Customer accepts these Terms on behalf of the legal entity it represents. If you do not agree to these Terms, you must not use the Service.
Any on-premise or perpetual licence, if and when made available, will be governed by a separate written agreement.
1. Definitions
1.1 “Affiliate” means any entity that directly or indirectly controls, is controlled by, or is under common control with a party.
1.2 “API” means any application programming interface made available by SoftAgile for the Service.
1.3 “Application” or “Service” means the OrgChart-Agile online software application and related components, including any associated mobile or desktop applications, documentation and technical interfaces, provided in SaaS (Software-as-a-Service) mode.
1.4 “Beta Services” means any feature or service identified as beta, preview, pilot, early access, lab or similar.
1.5 “Contract” means any master subscription agreement or similar contract signed between SoftAgile and Customer governing the use of the Service.
1.6 “Customer” means the legal entity that enters into a Subscription (including a Trial) and its Affiliates authorised to use the Service.
1.7 “Customer Data” means any data, files, images, photos, comments, notes, org charts and other content submitted to or stored in the Service by or for Customer, including personal data of Customer’s users or other individuals.
1.8 “Documentation” means the then-current online help, user guides and product description for the Service made available by SoftAgile.
1.9 “Order Form” means any online or written ordering document, quote, purchase order, click-through subscription page or similar that references these Terms or a Contract and specifies the Subscription Plan, term and applicable fees.
1.10 “Subscription” means the paid or free right to access and use the Service for a defined term under a specific Plan.
1.11 “Subscription Plan” or “Plan” means the set of features, limits and commercial conditions applicable to a Subscription, such as Core, Plus or Pro.
1.12 “Trial” means time-limited free access to the Service as described in section 2.2.
1.13 “User” means each natural person authorised by Customer to access the Service under its Subscription (for example employees, consultants or other personnel).
2. Service, Trials and Plans
2.1 SaaS service
(a) OrgChart-Agile is provided as a multi-tenant SaaS solution hosted in SoftAgile’s selected data centres. Customer is granted only a right of remote access and use; no software is sold or transferred.
(b) SoftAgile may update, enhance or modify the Service over time. SoftAgile will not materially reduce the core functionality of the Service during an active Subscription term without providing reasonably equivalent functionality.
2.2 Trial subscriptions
(a) SoftAgile may offer a free Trial of the Core Plan for evaluation purposes. Unless otherwise stated:
(i) Trial duration is fifteen (15) days from activation;
(ii) the Trial is limited to a maximum of 500 employee/box records;
(iii) storage and backups are provided only on a best-effort basis and may be deleted at any time;
(iv) no service level, support, availability commitment or data-retention obligation applies.
(b) Trials are for demonstration and internal evaluation only and may not be used in production or for critical business processes.
2.3 Paid subscriptions and Plans
(a) Access to paid features is provided only under an active Subscription (Core, Plus or Pro, or another Plan agreed in writing). Each Plan may define:
(i) maximum number of employee/box records that can be charted;
(ii) access to specific features (for example advanced analytics, integrations, PPT/JPG/HTML exports, API access); (iii) level of support;
(iv) any additional data-retention or backup options.
(b) Customer is responsible for choosing a Plan adequate to its needs and for monitoring usage. If Customer’s usage exceeds the limits of the current Plan, SoftAgile may request an upgrade and, if Customer does not upgrade within the notified timeframe, SoftAgile may apply technical limits, throttle certain functions or suspend the Service as reasonably necessary.
2.4 Export limits and photos
(a) Standard exports in PDF, XLS and CSV formats are not subject to numerical limits, subject to reasonable use and technical constraints.
(b) Where a Plan includes exports in PPT, JPG and HTML formats, the following limits apply unless otherwise specified in the Contract or Order Form:
(i) up to 500 exports per calendar month; and
(ii) maximum size of each export file of 200 MB.
(c) User photos and similar images uploaded to the Service are limited to 300 KB per image and up to the maximum number of boxes/employees covered under the applicable Plan, unless the Plan explicitly provides different limits.
(d) SoftAgile may apply technical controls to enforce these limits and may adapt them from time to time in line with market practice, performance and security needs or responsabile use of the services.
3. Use of the service and customer responsibilities
3.1 Account registration and users
Customer must ensure that information provided to SoftAgile (including company name, contact details and billing information) is accurate and kept up to date in the Service, in the Contract or in the Order Form.
Customer is responsible for creating, assigning and revoking User accounts, maintaining the confidentiality of login credentials, and ensuring that each login is used by a single natural person.
3.2 Customer responsibilities
Customer shall:
(a) use the Service only for its internal business purposes and in compliance with these Terms, the Documentation and applicable law (including data-protection, labour, employment and intellectual-property laws);
(b) be solely responsible for the accuracy, quality and legality of Customer Data and the means by which it acquires and uses such data;(c) obtain all consents and authorisations necessary to process personal data within the Service; and
(d) promptly notify SoftAgile of any unauthorised use of the Service or any security incident that may affect the Service or Customer Data.
Customer remains responsible for use of the Service by its Users and by any third party to whom Customer grants access.
3.3 Acceptable use
Customer and its Users shall not:
(a) upload to or store in the Service any content that is illegal, defamatory, discriminatory, obscene, offensive, threatening or otherwise unlawful;(b) use the Service to harass, stalk, or otherwise harm individuals;
(c) introduce malware, viruses, time bombs or other harmful code;
(d) attempt to access the Service or related systems in an unauthorised manner, bypass technical limitations, probe or scan vulnerabilities, or perform penetration tests without SoftAgile’s prior written consent;
(e) copy, frame, mirror or reproduce the Service or any part thereof, except as permitted in the Documentation;
(f) use data-mining, scraping, robots or similar tools to extract data from the Service, except via documented APIs and within agreed limits;
(g) use the Service to develop, offer or operate a competing product or service, or to benchmark the Service in a misleading or deceptive way; or
(h) use the Service in high-risk environments requiring fail-safe performance (for example life-support systems, emergency communications, nuclear facilities, air traffic control or similar).
SoftAgile has no obligation to monitor Customer Data but may remove or disable access to any content that, in its reasonable opinion, breaches these Terms, applicable law or third-party rights, informing Customer where legally permitted.
4. Fees, Payment and Taxes
4.1 Fees and billing
Fees, Plan details and billing frequency (monthly, semi-annual or annual) are specified in the Contract or Order Form or on the applicable online subscription page.
Subscription fees are invoiced in advance for each billing period and are non-refundable, except as expressly provided in these Terms or required by mandatory law.
Unless otherwise agreed in the Contract or Order Form, fees are paid via recurring credit card or other electronic payment method, and Customer authorises SoftAgile or its payment processor to charge the applicable fees on each renewal date.
4.2 Automatic renewal
Each Subscription automatically renews for the same term (monthly, semi-annual or annual) at the then-current fees, unless:
(a) Customer gives timely written notice of non-renewal in accordance with section 5.2; or
(b) SoftAgile refuses renewal or materially changes the Service or Plan and notifies Customer in advance, in which case Customer may choose not to renew.
SoftAgile may adjust recurring fees at renewal. Any increase will be communicated to Customer in advance and will not apply retroactively.
4.3 Late payment and non-payment
Payment terms are those indicated in the Contract, Order Form or invoice. In case of late payment, SoftAgile may charge statutory late-payment interest and reasonable collection costs.
If undisputed amounts remain unpaid after the grace period set in a reminder notice, SoftAgile may suspend or limit access to the Service until full payment is received.
In case of material non-payment, SoftAgile may terminate the Subscription for cause and interrupt the Service. In such case no refund or compensation shall be due; Customer remains liable for all fees for the current Subscription term and SoftAgile retains all rights to collect any outstanding amounts and, where permitted by law, any committed fees.
5. Term, Non-Renewal, Termination and Data Return
5.1 Term
The initial Subscription term is as specified in the Contract, Order Form or online subscription page.
5.2 Non-renewal by Customer
Customer may elect not to renew a Subscription by sending written notice from an authorised representative via:
(a) certified or registered mail, or other legally recognised postal service; or
(b) other formal legal communication method adopted in Customer’s jurisdiction (including, where available, certified electronic mail or equivalent trusted services).
Unless otherwise specified in the Contract or Order Form:
(i) for annual and semi-annual Subscriptions, notice of non-renewal must be received at least ninety (90) days before the end of the current term;
(ii) for monthly Subscriptions, notice of non-renewal must be received before the last day of the current term.
5.3 Termination for cause and effect of termination
Either party may terminate the Subscription for cause with immediate effect by written notice if the other party:
(a) materially breaches these Terms and fails to remedy the breach within thirty (30) days after receiving written notice; or
(b) becomes insolvent, enters into bankruptcy or similar proceedings, or ceases business operations in a way that materially affects its ability to perform its obligations.
Upon termination or expiry of a Subscription:
(a) Customer’s and Users’ right to access the Service will cease at the end of the Subscription term;
(b) Customer remains liable for all fees due for the full Subscription term (no refunds for unused periods, except as expressly provided in section 11.1); and
(c) SoftAgile will retain Customer Data in production systems for thirty (30) days from the effective date of termination or expiry, unless otherwise required by law or agreed in writing. After this period, SoftAgile will begin deletion of Customer Data from active systems. Backups may persist for an additional thirty (30) days and will then be overwritten in the ordinary course of backup cycles.
During the Subscription term and during the post-termination retention period above, Customer may export its data at any time using the export functions available in the Service (for example XLS, CSV, PDF). SoftAgile is under no obligation to provide data exports or migration services beyond these standard functions, unless separately agreed.
Where a Contract or Order Form expressly modifies or supplements these Terms, the provisions of that Contract or Order Form shall prevail over these Terms in case of direct conflict.
6. Data Protection, Privacy and Security
6.1 Ownership and licence to Customer Data
Between the parties, Customer retains all rights, title and interest in and to Customer Data. These Terms do not grant SoftAgile any ownership rights in Customer Data.
Customer grants SoftAgile and its subprocessors a worldwide, non-exclusive, royalty-free licence to host, copy, transmit, display and process Customer Data as reasonably necessary to:
(a) provide, maintain and secure the Service;
(b) prevent or address technical issues, support requests and security incidents; and
(c) comply with legal obligations and enforce these Terms.
6.2 Aggregated and anonymised data
SoftAgile may analyse usage patterns and Customer Data in aggregated and/or anonymised form, where individual persons and entities are not identifiable, for purposes such as improving the Service, benchmarking and generating statistics.
6.3 Data protection roles and DPA
To the extent Customer Data contains personal data, Customer acts as data controller (or equivalent under applicable law) and SoftAgile acts as data processor.
Data processing shall be governed by a separate Data Processing Agreement (“DPA”) compliant with Regulation (EU) 2016/679 (“GDPR”) and other applicable data-protection laws. In case of conflict between these Terms and the DPA with respect to data protection, the DPA will prevail.
Customer shall only upload special categories of personal data (such as health data or trade-union membership) where strictly necessary for the intended HR and organisational purposes and in compliance with applicable law and the DPA.
6.4 Security and hosting
SoftAgile uses commercially reasonable technical and organisational measures to protect Customer Data, including encryption in transit, access controls and regular backups.
As of the Last Updated date, the primary data centre for the Service is located in Italy within a Tier-IV-class facility. SoftAgile may change data-centre providers or locations within the European Economic Area, provided that security and compliance levels are maintained or improved.
7. Support, Availability, Maintenance and Backup
7.1 Standard support
Standard support for paying Customers is normally provided via email and ticketing system. Support hours, languages and contact channels are described in the Documentation or applicable Plan.
SoftAgile operates a ticket-based escalation process whereby incidents are categorised by severity and handled according to internal response and resolution targets, which may differ by Plan and are not guaranteed unless explicitly set out in a separate SLA.
7.2 Support tiers
Unless otherwise agreed in the Contract or Order Form:
(a) Core Plan – standard support via email/ticket system;
(b) Plus Plan – priority support with enhanced handling of high-severity issues;
(c) Pro Plan – priority support plus expert onboarding and configuration assistance as described in the applicable commercial documentation.
7.3 Training and self-service resources
SoftAgile may provide optional training services, which may be delivered online or on-site and may be subject to additional fees.
Self-service resources such as FAQs, manuals, videos, AI chat-bots and product documentation may be made available and updated from time to time. Access to such resources is provided “as is” and does not constitute professional advice.
7.4 Availability target
For paying Subscriptions, SoftAgile will use commercially reasonable efforts to make the Service available at least 99.8% of the time during each calendar month, excluding:
(a) scheduled maintenance;
(b) emergency maintenance required to mitigate security or stability issues; and
(c) downtime caused by factors outside SoftAgile’s reasonable control.
No service credits are provided under these Terms. Any specific SLA or Enhanced SLA (“ESLA”) must be agreed in writing.
7.5 Maintenance windows and upgrades
SoftAgile may perform scheduled maintenance, including version upgrades, new releases, security patches and performance improvements, that may involve temporary interruptions to the Service. Where reasonably possible, maintenance will be scheduled during low-usage periods and communicated in advance.
SoftAgile may perform emergency maintenance without prior notice where necessary for security or stability, informing Customer as soon as reasonably practicable.
7.6 Backup and recovery
SoftAgile relies on its hosting providers to perform regular backups of the Service.
In the event of a catastrophic failure affecting the Service, SoftAgile will use commercially reasonable efforts to restore from backup within one (1) business day.
Customer is responsible for its own complementary backup strategy using export functions, especially where data is business-critical.
8. Intellectual Property and Licence
8.1 Service ownership
SoftAgile and its licensors own all rights, title and interest in and to the Service, including software, user interface, design, documentation, logos, trademarks, know-how, templates and configurations, as well as any improvements or derivative works, whether or not suggested by Customer.
8.2 Licence to use the Service
Subject to these Terms and payment of applicable fees, SoftAgile grants Customer a limited, non-exclusive, non-transferable, revocable licence, without right to sublicense, to access and use the Service and Documentation during the Subscription term, solely for Customer’s internal business purposes and within the limits of the applicable Plan.
8.3 Restrictions
Customer shall not:
(a) copy, translate, modify, adapt, create derivative works from, decompile or reverse engineer any part of the Service, except to the limited extent allowed by applicable law, and then only after giving SoftAgile prior written notice;
(b) remove or alter any copyright, trademark or proprietary notice; or
(c) use the Service to provide outsourcing, timesharing, bureau, hosting or similar services for third parties, except as expressly authorised in writing.
8.4 Feedback
SoftAgile may freely use any suggestions, ideas, enhancement requests, feedback or recommendations provided by Customer or Users regarding the Service, without obligation or compensation.
9. APIs, Integrations and Reasonable Use
Where the applicable Plan includes API access, SoftAgile grants Customer a limited, non-exclusive, non-transferable right to use the API solely to integrate the Service with Customer’s internal systems and authorised third-party services, subject to:
(a) compliance with Documentation and security requirements;
(b) reasonable use, in line with typical usage for customers of similar size; and
(c) the restrictions in these Terms.
SoftAgile may monitor API usage and, at its discretion, apply rate limits or other technical measures to protect the Service and other customers. If API usage is excessive or abusive, SoftAgile may throttle, suspend or revoke API access after notifying Customer where reasonable.
The Service may interoperate with third-party services (for example HR or payroll systems). SoftAgile is not responsible for any act or omission of such third parties. Customer’s use of third-party services is governed solely by the relevant third-party terms and policies.
10. Free, Trial and Beta Services; No Professional Advice
10.1 Free, Trial and Beta Services
Any free, Trial or Beta access (including freemium features) is provided “as is”, without warranty, support, SLA or data-retention commitments. SoftAgile may modify, limit or discontinue such services at any time with or without notice.
Beta Services may be less reliable or secure than generally available features. All use of Beta Services is at Customer’s sole risk.
10.2 No professional advice
The Service and any reports, metrics or insights generated by OrgChart-Agile are intended to support organisational analysis and HR processes but do not constitute legal, tax, accounting, HR, labour or management advice. Customer remains solely responsible for decisions made based on the Service.
11. Warranties and Disclaimers
11.1 Limited service warranty (paid Subscriptions)
SoftAgile warrants that, during an active paid Subscription term:
(a) the Service will substantially conform to its then-current Documentation; and
(b) SoftAgile will provide the Service with reasonable skill and care.
Customer’s exclusive remedy for breach of this warranty is, at SoftAgile’s option, either (i) correction of the non-conformity; or (ii) if SoftAgile fails to cure the non-conformity within a reasonable time, termination of the affected Subscription with a pro-rata refund of prepaid fees for the remaining unused period.
11.2 General disclaimers
To the maximum extent permitted by law, and except as expressly provided in section 11.1:
(a) the Service, Documentation and any free, Trial or Beta Services are provided “as is” and “as available”;
(b) SoftAgile does not warrant that the Service will be uninterrupted, error-free or completely secure, or that it will meet Customer’s specific requirements; and
(c) SoftAgile does not guarantee the accuracy of organisational insights or analytics and is not responsible for any business decisions taken based on the Service.
12. Limitation of Liability and Indemnity
12.1 Exclusion of indirect damages
To the maximum extent permitted by applicable law, in no event shall SoftAgile, its Affiliates, directors, employees or subcontractors be liable to Customer or any third party for:
(a) loss of profit, revenue, contracts, customers or goodwill;
(b) loss, corruption or inaccuracy of data;
(c) business interruption; or
(d) indirect, incidental, special, exemplary or consequential damages of any kind,
even if SoftAgile has been advised of the possibility of such damages or such damages were reasonably foreseeable.
12.2 Overall liability cap
To the maximum extent permitted by applicable law, and except in cases of wilful misconduct (dolo) or gross negligence (colpa grave) or where liability cannot be limited under mandatory law, SoftAgile’s aggregate liability arising out of or in connection with these Terms and the Service, whether in contract, tort (including negligence) or otherwise, shall in no event exceed the total amount of Subscription fees actually paid by Customer to SoftAgile for the Service during the twelve (12) months immediately preceding the event first giving rise to the claim.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, or any other liability that cannot be excluded under applicable law.
12.3 Claims period and exclusions
SoftAgile shall not be liable for any claim unless Customer gives written notice of the claim within twelve (12) months after Customer became aware, or should reasonably have become aware, of the event giving rise to the claim.
SoftAgile shall not be liable for damages caused by:
(a) use of the Service contrary to these Terms or Documentation;
(b) modifications made by anyone other than SoftAgile or its authorised subcontractors; or
(c) failures of Customer’s systems, networks or third-party services.
12.4 High-risk activities
The Service is not designed or intended for use in high-risk environments requiring fail-safe performance. SoftAgile expressly disclaims any liability arising from such use.
12.5 Indemnity by Customer
Customer shall defend, indemnify and hold harmless SoftAgile and its Affiliates from and against any third-party claims, damages, penalties, fines, costs and expenses (including reasonable legal fees) arising from or related to:
(a) Customer’s or Users’ breach of these Terms or applicable laws;
(b) Customer Data (including any claim that Customer Data infringes a third party’s rights); or
(c) use of the Service in combination with systems, software or data not provided by SoftAgile, where the claim would not have arisen but for such combination.
13. Governing Law, Disputes and Miscellaneous
13.1 Business use only
The Service is intended exclusively for business and professional use. Nothing in these Terms is meant to override mandatory consumer-protection rights, but SoftAgile does not target consumer users.
13.2 Governing law
These Terms and any disputes arising out of or in connection with them shall be governed by and construed in accordance with the laws of Italy, without giving effect to any choice-of-law rules.
13.3 Disputes – EU / UK / EFTA Customers
For Customers whose registered office is located within the European Union, Switzerland, Norway, Iceland or the United Kingdom, any dispute arising out of or relating to these Terms, the Subscription or the Service shall be submitted to the exclusive jurisdiction of the courts of Milan, Italy. The parties irrevocably consent to such jurisdiction and waive any objection based on forum non conveniens.
13.4 Disputes – non-EU Customers (arbitration)
For Customers whose registered office is located outside the territories listed in section 13.3, any dispute, controversy or claim arising out of or relating to these Terms, including their validity, breach, termination or interpretation, shall be finally settled by arbitration administered by the Arbitration Chamber of Milan (Camera Arbitrale di Milano) in accordance with its rules in force at the time the arbitration is commenced. The seat of arbitration shall be Milan, Italy, the language shall be English, and the arbitral tribunal shall consist of a sole arbitrator.
13.5 Class actions
To the maximum extent permitted by law, each party waives any right to participate in any class, collective or representative action against the other relating to these Terms or the Service.
13.6 Force majeure
Neither party shall be liable for failure or delay in performing its obligations due to events beyond its reasonable control, including natural disasters, war, terrorism, civil unrest, strikes, Internet or telecommunications failures, power outages, governmental actions or pandemics, provided that such party uses commercially reasonable efforts to mitigate the effects and resume performance as soon as practicable.
13.7 Changes to the Service and Terms
SoftAgile may modify the Service from time to time, including adding or removing features, provided that the core functionality of OrgChart-Agile as an org-chart and organisational-design tool remains substantially preserved during an active Subscription term. Major changes that significantly reduce functionality will be communicated in advance and, where appropriate, Customer may choose not to renew at the next renewal date.
SoftAgile may update these Terms to reflect legal, technical or commercial developments. Updated Terms will be posted online with a revised “Last updated” date. For material changes, SoftAgile will notify Customers via email or via the Service. Continued use of the Service after the effective date of updated Terms constitutes acceptance of the changes.
13.8 Assignment and subcontracting
Customer may not assign or transfer its rights or obligations under these Terms without SoftAgile’s prior written consent. SoftAgile may assign these Terms, in whole or in part, to an Affiliate or as part of a merger, acquisition, corporate reorganisation or sale of substantially all of its assets, provided that such assignee assumes SoftAgile’s obligations.
SoftAgile may use subcontractors and subprocessors (including hosting providers) to perform its obligations, remaining responsible for their performance to the same extent as for its own acts and omissions.
13.9 Entire agreement and precedence
These Terms, together with any Contract, Order Forms, the applicable Plan description, the Privacy Policy, any DPA and any SLA or ESLA expressly incorporated by reference, constitute the entire agreement between the parties regarding the Service and supersede all prior agreements, understandings or representations, whether oral or written.
Where a Contract or Order Form expressly modifies or supplements these Terms, the provisions of that Contract or Order Form shall prevail over these Terms to the extent of any direct conflict.
13.10 Language
These Terms are drafted in English. Translations, if provided, are for convenience only. In case of discrepancy, the English version shall prevail.
13.11 Reference customers
Unless Customer notifies SoftAgile in writing to the contrary, SoftAgile may identify Customer as a user of OrgChart-Agile in marketing materials, presentations, proposals and on its websites, and may use Customer’s name and logo for this purpose in accordance with Customer’s reasonable brand-usage guidelines. This does not authorise disclosure of Confidential Information or Customer Data.
14. Contact
SoftAgile S.r.l.
Via G. Pezzotti 2 20141 Milano (MI) – Italy
Email: info@ecosagile.com / support@ecosagile.com
PEC (Italy – legal communications): softagile@pec.collabra.it