Terms of service
In short
- Spotless is a personal document archive with an AI assistant that extracts data and deadlines and answers your questions.
- The AI can make mistakes: extracted information and chat answers must always be checked against the original document before making decisions.
- The service is offered "as is", with reasonable efforts on availability; it is not a certified long-term preservation service nor a legal, tax or medical adviser.
- Use it for yourself and your family, not for unlawful activities or to overload the system. You can close your account whenever you want.
1. Who we are and what you accept
The Spotless service (the "Service") is provided by [Company name] S.r.l., [address], VAT no. [VAT number] (the "Provider"). By creating an account you accept these Terms and confirm you have read the Privacy policy, which is an integral part of them. If you do not accept them, do not use the Service.
2. Scope of the Service
The Service lets you upload documents and contracts (PDF and images), store them encrypted, have an artificial-intelligence model read them to extract category, main data and deadlines, receive deadline reminders in the app and by email, and ask questions in a chat about your documents. You can manually correct every extracted value and add your own deadlines.
The Service is intended for personal and family use. It is not a legally certified preservation system, does not replace the paper or digital originals you are required to keep, and does not constitute legal, tax, insurance, financial or medical advice.
3. Account and requirements
- You must be at least 14 years old and provide a valid email address, which must be confirmed before uploading documents or using the chat.
- You are responsible for keeping your password safe and for everything that happens with your account. If you suspect unauthorised access, change your password immediately and use "Sign out from all devices".
- One account per person. You may not transfer the account to others.
4. Plans and limits
The free plan currently includes: 300.0 MB of storage, files up to 15.0 MB, 30 documents per month and 15 chat messages per day. Accepted formats: PDF, JPG, PNG, WebP; PDFs over 40 pages are not read by the AI. The limits in force for your account are always visible in the Settings and may be updated with reasonable notice; any paid plans will have their financial terms stated at the time of subscription.
To contain costs the Provider may apply overall daily caps to AI processing: in that case documents stay queued and are processed as soon as possible.
5. Acceptable use
You agree not to use the Service to:
- upload unlawful content, content that infringes others' rights or that you are not entitled to process;
- upload harmful files, attempt to circumvent limits, automate bulk requests, probe or compromise the security of the system;
- insert into documents or into the chat instructions meant to manipulate the AI model or to extract other users' data;
- resell the Service or use it professionally on behalf of third parties without a written agreement.
You are solely responsible for the documents you upload, including the data of other people they contain.
6. Artificial intelligence: limits and liability
The information extracted from documents and the chat answers are generated automatically by an artificial-intelligence model and may contain errors, omissions or misinterpretations: dates, amounts, counterparties and deadlines may not match the document. Always check the original document before making decisions (payments, cancellations, renewals, tax obligations, health choices). Suggested deadlines are courtesy reminders and do not guarantee that you meet a term; notifications may be delayed or not delivered (spam filters, provider issues).
To the extent permitted by law, the Provider is not liable for damages arising from incorrectly extracted data, missed deadlines, undelivered notifications or inaccurate chat answers. Comparisons with "market average values", when available, are purely indicative.
AI processing is entrusted to third-party providers (see the Privacy policy). You can exclude individual documents from the AI with the "archive only" option.
7. Availability and changes
The Service is provided "as is" and "as available". We make reasonable efforts to keep it working and secure, but we do not guarantee continuity, absence of errors or specific processing times. There may be interruptions for maintenance, hosting failures or third-party provider outages. You are encouraged to keep your own copies of important documents and to use the export function regularly.
We may modify, suspend or discontinue features of the Service. If the Service is discontinued we will notify you at least 30 days in advance so that you can export your data.
8. Limitation of liability
To the maximum extent permitted by applicable law, the Provider is not liable for indirect damages, loss of data not attributable to wilful misconduct or gross negligence, loss of profit or damages arising from use of the Service in breach of these Terms. For the free plan the Provider's aggregate liability is in any case limited to EUR 50; for any paid plans, to the amount paid in the 12 months preceding the event. Nothing in these Terms limits the rights you have as a consumer under mandatory rules.
9. Suspension and account closure
We may suspend or close the account, with email notice unless urgent, in case of breach of these Terms, abusive use, requests from an authority or risk to the security of the Service or of other users. You can close your account at any time from the "Privacy and data" page: access is suspended immediately, for 14 days you can cancel, then all data and the encryption key are irreversibly erased. Accounts inactive for more than [24] months may be closed after email notice.
10. Intellectual property
The documents you upload remain yours. You grant us only the technical licence needed to store, encrypt, process and display them to you. The software, trademark, graphics and texts of the Service belong to the Provider or its licensors.
11. Governing law and jurisdiction
These Terms are governed by Italian law. For disputes with consumers resident in Italy the competent court is that of the consumer's place of residence or domicile; you may also use the European online dispute resolution platform (ec.europa.eu/consumers/odr). In all other cases the courts of [city of the registered office] have exclusive jurisdiction.
12. Changes to the Terms
We may update these Terms; substantial changes are communicated by email or with a notice at your next sign-in at least 15 days before they take effect. By continuing to use the Service after that date you accept the new version; if you disagree you can close your account. The version in force, with its date, is the one published on this page.
13. Contacts
[Company name] S.r.l. · [address] · info@spotlessapp.it