OfficeAI Terms and Conditions

Effective date: 1 September 2026 | Version: 2.1

These Terms and Conditions (the Terms) form a legally binding business-to-business agreement between HUB4AI S.R.L., a Romanian limited liability company with its registered office at 4-8 Nicolae Titulescu Ave., America House, West Wing, Bucharest, Romania, registered under numberJ40/4347/2024, VAT number RO49681347 (Hub4AI, we, usor our), and and the individual or legal entity that creates an OfficeAI account or purchases an OfficeAI subscription, identified in the applicable Order (Customer, you or your). If you accept these Terms for a legal entity, you represent that you have authority to bind it. OfficeAI may be used only by persons at least 18 years old. Nothing in these Terms limits mandatory consumer-protection rights that apply to you.

 

1. About these Terms and business-only scope

OfficeAI is an AI-enabled software-as-a-service for workplace productivity. It may include the OfficeAI web portal, add-ins for supported Microsoft Office applications, chat, workflows, prompt and template libraries, optional connectors and other features described in the Documentation; and other features described in the Documentation or Order (collectively, the Service).

The Service is offered solely for business or professional use. It is not offered to consumers. An individual may use the Service only as an Authorised User acting for a Customer. If you accept an Order or these Terms for a Customer, you represent that you have authority to bind that Customer. If you do not have that authority, do not accept or use the Service.

Authorised Users must be at least 18 years old and legally capable of complying with these Terms. The Customer is responsible for ensuring that its Authorised Users, contractors and administrators comply with the Contract, subject to Hub4AI’s responsibility for its own breach or negligence.

 

2. Contract formation and acceptance

The contract begins when you click to accept these Terms when creating an OfficeAI account, completing a subscription purchase at officeai.hub4ai.com, or purchasing through the OfficeAI add-in. Hub4AI may retain records of acceptance, including the account, timestamp, IP address and Terms version, to establish and administer the contract.

We may record electronic acceptance information, including the accepting account, organisation, timestamp, IP address and version accepted, to establish and administer the Contract and protect legal rights.

3. Contract documents and order of precedence

The contract consists of the subscription plan and purchase conditions displayed at checkout, these Terms, the OfficeAI Privacy Notice, the OfficeAI Support Policy, the current subprocessor and engine register, and any OfficeAI DPA or written business addendum that expressly applies. If documents conflict, mandatory law prevails; an applicable DPA prevails for processor activities; and the checkout conditions prevail for subscription price, credits, payment method, renewal and cancellation.

4. Definitions

Account Data means business identity, contact, authentication, tenant, role and administrative information relating to the Customer or an Authorised User.

Administrator means an Authorised User designated to provision users, manage groups and permissions, configure approved features or engines, allocate Usage Credits and view the administrative information available for the Customer tenant.

Active User means an individual Authorised User who, during a calendar month, signs in to the Service or uses an OfficeAI feature. An invited but unused account is not an Active User unless the Order provides otherwise.

AI Law means legislation and binding rules governing AI that apply to a party or use case, including Regulation (EU) 2024/1689 as amended (the EU AI Act).

Authorised User means an employee, contractor or other individual whom the Customer authorises to use the Service for the Customer’s business.

Connector means an optional integration that retrieves from, writes to or otherwise interacts with a third-party service or Customer system.

Customer Input means prompts, instructions, documents, files, images, audio, video, messages, connected-source material or other content submitted to or retrieved by the Service on the Customer’s instruction.

Customer Materials means Customer Inputs, Customer-created prompts and templates, configurations, project materials and other content supplied or created by or for the Customer, but excludes Outputs and Hub4AI Technology.

Documentation means the then-current user, administrator, security and technical documentation we make available for the Service.

Exportable Data and Digital Assets have the meanings applicable under the EU Data Act and include the categories specified in the Order, Documentation or the exit provisions below.

High-Risk Use means a use that causes or is reasonably likely to cause the Service or a feature to qualify as a high-risk AI system under applicable AI Law, including relevant use in employment, education, access to essential services, biometrics, law enforcement, migration, justice or safety components of regulated products.

Hub4AI Technology means the Service, software, interfaces, system prompts, workflows supplied by Hub4AI, designs, Documentation, methods, know-how and related intellectual property, excluding Customer Materials.

Subscription means the OfficeAI monthly plan selected at checkout. Available plans are EUR 10, EUR 25 and EUR 50 per month, subject to the features, usage limits and conditions displayed in the applicable purchase window. 

Usage Credits are the metering units included with a subscription or purchased as extra credits for AI-powered actions; they are not currency or stored monetary value.

Output means text, images, audio, video, code, analysis, files, suggested actions or other material generated or returned by an AI-enabled feature in response to Customer Input.

Subscription Term means the period stated in the Order.

Third-Party AI Service means an AI model, platform or related inference service supplied by a third party and used by or selected through the Service.

Usage Data means operational and administrative metadata about use, such as feature, engine, timestamps, token or data volumes, latency, error, cost and credit information. Usage Data does not include prompt or Output content merely because that content passes through the Service.

Usage Limits means the seats, Usage Credits, storage, rate, feature, region, engine or other limits stated in the Order or Documentation.

5. Service, licence and intended purpose

Subject to these Terms and payment of applicable fees, Hub4AI grants you a limited, non-exclusive, non-transferable right to access and use OfficeAI during your active subscription. Each user must use an individual account. Authentication is available through Microsoft Entra using a Microsoft account, Google using a Google account, or email-address authentication. You must keep your credentials confidential and promptly notify Hub4AI of suspected unauthorised use. OfficeAI accounts and stored content are logically separated; OfficeAI does not permit one account holder to access another account holder’s content.

6. Technical requirements and third-party dependencies

The Customer must provide and license its own compatible devices, operating systems, internet connection, browsers, Microsoft Office products and third-party services. Microsoft 365 is the primary supported Office environment. Older perpetual Office versions may have reduced functionality. The current compatibility information is at https://hub4ai.com/portfolio/OfficeAI/.

The Service uses official interfaces made available by Microsoft and other providers where applicable. A provider may change or withdraw an interface, model, region, policy or dependent service. We will use commercially reasonable efforts to maintain material functionality and will give advance notice of a materially adverse planned change where practicable.

The Google connector is enabled only when you configure and authorise it. When you trigger an AI-agent search in chat, you authorise OfficeAI to access Google email data within the permissions you granted solely to search and filter information relevant to that request. OfficeAI does not download or store your entire mailbox. Information retrieved for a request and resulting Outputs may be saved in your chat history or AI-workflow execution history. Disconnecting the connector stops future access but does not delete content already saved in OfficeAI.

7. Subscription, Usage Credits, fees and billing

 OfficeAI subscriptions are monthly. The available EUR 10, EUR 25 and EUR 50 plans, included credits, features, renewal, cancellation and tax conditions are shown in the applicable purchase window. Subscriptions and extra-credit purchases made directly through officeai.hub4ai.com or the OfficeAI add-in are paid through Stripe. Extra credits are valid only until the end of the current subscription period and expire without refund at that time. If available credits are exhausted, you may retain access to non-AI content and previously saved materials, but AI-powered actions may be unavailable until credits are available again.

8. Professional Services

Hub4AI may provide Professional Services only where an Order or statement of work describes their scope, deliverables, timetable, dependencies, fees and acceptance process. Unless stated otherwise, Professional Services are performed on a time-and-materials basis at the rates in the relevant Order.

The Customer must provide timely, accurate cooperation, access, decisions and materials. Delays or additional work caused by Customer dependencies may reasonably extend the timetable and incur additional fees.

On full payment, Hub4AI offers access to the newly developed service, functionality or customisation. Hub4AI does not assign to the Customer the transferable intellectual-property rights in the custom deliverable created specifically for the Customer under that statement of work. Hub4AI retains all rights in newly developed software or functionalities, its pre-existing materials, tools, templates, software, methods, general know-how, reusable components and improvements. To the extent any retained material is embedded in a deliverable, Hub4AI grants the Customer a non-exclusive, perpetual, worldwide, royalty-free licence to use it only as incorporated in the deliverable for the Customer’s internal business purposes. Third-party and open-source materials remain subject to their applicable terms.

9. Customer Materials, instructions and data quality

As between the parties, the Customer retains its rights in Customer Materials. The Customer grants Hub4AI and its authorised subprocessors a limited right to host, copy, transmit, retrieve, transform and otherwise process Customer Materials only as necessary to provide, secure, support and lawfully operate the Service, comply with documented Customer instructions and exercise rights under the Contract.

The Customer represents and warrants that it has all rights, permissions, notices and lawful bases needed to submit Customer Materials and instruct their processing. The Customer must not submit material that it is not entitled to use, including another person’s confidential information, personal data or intellectual property.

Unless an Order and DPA expressly permit and configure the relevant use, the Customer must not intentionally submit:

1. special-category personal data, criminal-offence data, medical records or biometric data;
2. information about children;
3. regulated secrets, classified information or data subject to localisation restrictions incompatible with the selected engine or region;
4. production credentials, private keys or authentication secrets other than Connector credentials through the designated encrypted interface; or
5. data whose use for an AI task is unlawful, disproportionate or incompatible with the notice given to the affected person.

The Customer is responsible for input accuracy, relevance and representativeness in light of its use case. Hub4AI is not responsible for defects caused by incomplete, inaccurate, biased, unlawful or improperly configured Customer Materials.

10. No training on Customer Materials by default

Hub4AI will not use Customer Materials or Outputs to train or fine-tune a shared or general-purpose AI model. Hub4AI contracts with each offered Third-Party AI Service to prohibit training on, or resale of, Customer Materials and Outputs, and configures those services accordingly. Any departure from this commitment requires the Customer’s separate written opt-in agreement identifying the data, purpose, legal roles, legal basis, safeguards and withdrawal or termination mechanics.

This no-training commitment does not prevent runtime processing needed to generate an Output; temporary safety, security or abuse processing permitted by the Contract and DPA; Customer-requested support; or use of Usage Data and information rendered effectively anonymous for capacity planning, security, billing, statistics and product improvement. Pseudonymised data is not treated as anonymous.

Third-Party AI Services may operate safety and abuse-monitoring systems. Their normal processing retention is typically no more than 30 days, subject to documented safety, legal or stateful-feature exceptions shown in the subprocessor and engine information at:

• Azure (Microsoft Foundry) + OpenAI GPT — https://learn.microsoft.com/en-us/azure/foundry/responsible-ai/openai/data-privacy
• Azure (Microsoft Foundry) + Anthropic Claude — https://learn.microsoft.com/en-us/azure/foundry/responsible-ai/claude-models/data-privacy
• Azure (Microsoft Foundry) + xAI Grok — https://learn.microsoft.com/en-us/azure/foundry/responsible-ai/openai/data-privacy
• Google Cloud (Vertex AI) + Gemini — https://cloud.google.com/vertex-ai/generative-ai/docs/vertex-ai-zero-data-retention
• Google Cloud (Vertex AI Model Garden) + Anthropic Claude — https://docs.cloud.google.com/vertex-ai/generative-ai/docs/partner-models/use-partner-models
• AWS (Amazon Bedrock) + Anthropic Claude — https://docs.aws.amazon.com/bedrock/latest/userguide/data-retention.html
• AWS (Amazon Bedrock) + OpenAI GPT — https://developers.openai.com/api/docs/guides/amazon-bedrock
• OpenAI (direct) + GPT via API — https://openai.com/enterprise-privacy/
• Anthropic (direct) + Claude via API — https://platform.claude.com/docs/en/manage-claude/api-and-data-retention

The Customer should select only engines whose region and retention settings are appropriate for its use case.

11. Outputs, human review and professional responsibility

Gen-AI systems are probabilistic. Outputs may be inaccurate, incomplete, biased, offensive, outdated, inconsistent or fabricated. A cited source, quotation, calculation, formula, translation, legal proposition, code fragment or factual statement may be wrong. Similar inputs may produce different Outputs, and other customers may receive similar or identical material.

The Customer must ensure competent human review proportionate to the context and potential impact before relying on, publishing, sending, executing or using an Output. In particular, Outputs must not be used as the sole basis for decisions affecting a person’s employment, education, credit, insurance, healthcare, legal rights, access to essential services, safety or other significant interests.

The Service and Outputs do not constitute legal, medical, accounting, investment or other regulated professional advice. The Customer remains responsible for decisions, communications, documents, transactions, code and actions taken using the Service.

Safety systems may refuse, filter or modify requests and Outputs. Such controls reduce but do not eliminate risk. The Customer must not circumvent them and must report material malfunctions, harmful Outputs, suspected security issues or serious incidents through support@hub4ai.com. 

12. Acceptable use and prohibited practices

The Customer and Authorised Users must comply with the AUP, applicable law, Documentation and third-party rights. Without limiting them, the Service must not be used to:

• engage in an AI practice prohibited by Article 5 of the EU AI Act or comparable law, including harmful manipulation or deception, exploitation of vulnerability, unlawful social scoring, prohibited predictive policing, prohibited facial-recognition database creation, prohibited biometric categorisation or emotion recognition, or unlawful real-time remote biometric identification;
• generate, solicit or distribute child sexual abuse material, non-consensual intimate or sexually explicit material, unlawful deepfakes or content that exploits or endangers a child;
• make or substantially determine a decision with legal or similarly significant effects about a person without a lawful basis, required information, competent human intervention and an approved compliance framework;
• conduct a High-Risk Use unless Hub4AI has approved the use in writing and the parties have signed a feature-specific AI Product Schedule allocating the legally required controls;
• provide a safety component of a regulated product, operate critical infrastructure, control dangerous equipment or support an emergency response where an error could foreseeably cause death, injury or material damage, unless expressly approved in an Order;
• violate privacy, data protection, confidentiality, intellectual property, publicity, employment, discrimination, consumer protection or other rights;
• impersonate another person, deceive recipients about identity or authenticity, commit fraud, phish, spread malware, steal credentials or facilitate unlawful surveillance;
• bypass Usage Limits, security controls, model safeguards or region restrictions; extract system prompts, model weights or non-public data; conduct unauthorised penetration testing; or reverse engineer the Service except to the limited extent mandatory law permits;
• overload, disrupt, damage or gain unauthorised access to the Service or a third-party system; or
• use the Service or Outputs to develop or benchmark a competing service or model for publication without prior written consent, except where mandatory interoperability or competition law provides otherwise.

Hub4AI may investigate suspected misuse using proportionate measures and may preserve relevant evidence as required by law and the DPA. Contractual restrictions do not determine statutory classification; the actual system, intended purpose and use control.

13. AI Law roles, transparency and cooperation

For standard, unmodified use under the Documentation, Hub4AI expects to act as provider of the OfficeAI application or other operator identified in the applicable AI Product Schedule; relevant model vendors may act as providers of general-purpose AI models or Third-Party AI Services; and the Customer ordinarily acts as deployer. Statutory roles follow the facts and cannot be waived by contract.

Each party is responsible for its own non-transferable obligations under AI Law. The Customer must assess its use cases, use the Service according to the Documentation, establish competent human oversight, take context-appropriate measures supporting AI literacy for staff and other persons operating the Service on its behalf, provide required notices to affected persons, maintain required records and cooperate with competent authorities.

Hub4AI will provide information and assistance reasonably required for Customer compliance and available to Hub4AI, subject to confidentiality, intellectual property and security safeguards. Material bespoke assistance, audits or assessments may be chargeable if not included in the Order. Nothing requires a party to disclose trade secrets beyond what applicable law requires.

The Customer must not remove, obscure or disable AI interaction notices, warnings, logging, machine-readable marks, provenance metadata or other compliance features. When the Customer exposes another natural person to an AI interaction, disseminates a deepfake, or publishes AI-generated or manipulated text on a matter of public interest, it must provide the disclosures and human/editorial review required by applicable law.

If the Customer white-labels, substantially modifies or changes the intended purpose of a feature, it may become the provider of that system, including under Article 25 of the EU AI Act. The Customer must notify Hub4AI in advance, suspend the proposed modification until roles are assessed and enter into an agreement covering information, technical access, conformity and assistance.

Each party will notify the other without undue delay of a serious incident, material malfunction, regulatory request or substantiated complaint relating to the other party’s obligations and will preserve relevant logs to the extent lawful. The Customer must stop a use that it reasonably believes presents a material risk to health, safety or fundamental rights.

14. Intellectual property

Hub4AI and its licensors retain all rights in Hub4AI Technology. Except for the limited subscription right, the Contract transfers no Hub4AI intellectual property to the Customer. The Customer may not remove proprietary notices.

As between the parties, and only to the extent transferable rights exist, Hub4AI assigns to the Customer any rights Hub4AI may have in an Output generated specifically for the Customer. This assignment does not cover Hub4AI Technology, Customer Materials, third-party material, model-provider rights, open-source components or material that is not legally protectable.

Hub4AI does not warrant that an Output is unique, copyrightable, non-infringing or free of third-party material. The Customer must conduct appropriate clearance before commercial publication or use. Where an Output includes code, the Customer must review it for security, licences, attribution and suitability.

If the Customer voluntarily provides feedback, suggestions or error reports, it grants Hub4AI a worldwide, perpetual, irrevocable, royalty-free right to use them to improve Hub4AI Technology, without identifying the Customer or using Customer Materials. This does not transfer ownership of Customer Materials.

15. Confidentiality

Confidential Information means non-public information disclosed by one party to the other that is marked confidential or should reasonably be understood as confidential, including Customer Materials and Outputs, security information, business plans, pricing, system prompts and non-public technical information.

The receiving party will use Confidential Information only to perform or exercise rights under the Contract; protect it using at least reasonable care and no less than the care used for its own comparable information; and disclose it only to personnel, advisers and subcontractors who need to know it and are bound by confidentiality obligations.

Confidential Information excludes information the receiving party can demonstrate was lawfully known without restriction, becomes public without breach, is received lawfully from a third party without duty, or is independently developed without use of the disclosing party’s information.

If disclosure is legally required, the receiving party will, where lawful, give prompt notice and reasonable assistance so the disclosing party may seek protection. It will disclose only what is legally required.

These obligations continue for five years after disclosure, except that trade secrets and Customer Materials remain protected for as long as they qualify as confidential under applicable law. The DPA controls where Confidential Information is personal data.

16. Data protection and security

For personal data contained in Customer Materials that Hub4AI processes solely on the Customer’s documented instructions, the Customer is controller and Hub4AI is processor unless the DPA states a factually justified different role. The DPA is incorporated into the Contract and is not replaced by the Privacy Notice.

Hub4AI acts as an independent controller for identified purposes such as account and business relationship management, its own security and abuse prevention, billing, legal compliance and defined product administration, as described in the OfficeAI Privacy Notice at https://hub4ai.com/OfficeAI_Privacy_Notice/.

Hub4AI will maintain technical and organisational measures appropriate to the risk, including measures addressing access control, encryption, availability, monitoring and incident response. Hub4AI warrants that it maintains ISO 27001 and ISO 9001 certification within the scope shown in its current certificates. No network or storage method is completely secure, and the Customer retains responsibility for its users, endpoints, identity controls, configurations and exports.

OfficeAI operates in one shared EU Microsoft Azure cluster with logically separated, secured per-account storage; it does not provide cross-account access to content. The AI Gateway and self-hosted service analytics operate in that EU environment. In Auto mode, the Service uses only EU-hosted and EU-processed AI engines. Personal data leaves the EU only if an Authorised User deliberately selects an engine labelled USA or Global; this selection is presented in the Service before routing. Transfers of personal data outside the EEA will use an applicable adequacy decision or appropriate safeguards such as the 2021 EU Standard Contractual Clauses, together with supplementary measures where required.

17. Availability, support, maintenance and service changes

Hub4AI will use commercially reasonable efforts to make the production Service available at least 99.5% of each calendar year, excluding Excluded Downtime. Excluded Downtime means scheduled maintenance notified at least 48 hours in advance, emergency maintenance, beta or preview features, Customer systems or configuration, Customer or user acts or omissions, internet or third-party telecommunications failure, Third-Party AI Service failure, force majeure and suspension permitted under the Contract, failure or unavailability of any third-party service or platform that the Customer selects or controls, including identity providers, single sign-on, OAuth or OIDC providers and directory services.

Support hours, channels, response targets and included services are specified at https://hub4ai.com/Hub4AI_Support_Policy/ or in the Order. The Customer must provide reasonable diagnostic information and cooperation, without disclosing unnecessary personal or confidential data.

We may perform scheduled and emergency maintenance. We will give at least 48 hours’ notice of planned maintenance likely to cause material interruption where practicable. Emergency work may occur without prior notice when reasonably necessary for security, legal compliance or service integrity.

We may update the Service, models and features to improve security, performance, legal compliance or functionality. For a planned change that materially reduces paid core functionality during a Subscription Term, we will give at least 30 days’ notice where practicable. If the reduction is material and not required by law or security, the Customer may terminate the affected feature or Order before the change and receive a pro-rata refund of prepaid unused fees for that affected portion. This remedy does not apply to beta features or third-party changes outside reasonable control where we offer a materially comparable alternative.

If annual availability falls below 99.5%, the Customer’s sole and exclusive remedy for that failure is a service credit against future Service fees, calculated on the affected monthly recurring fee as follows: 5% for availability from 99.0% to below 99.5%, 10% for availability from 98.0% to below 99.0%, and 25% for availability below 98.0%. The Customer must request the credit within 30 days after the end of the relevant year and provide reasonable information. Credits are not refundable or transferable, may not exceed 25% of that year’s affected recurring fees and do not apply where the failure results from Excluded Downtime.

18. Limited warranties and disclaimers

Each party warrants that it has authority to enter into the Contract. Hub4AI warrants that, during a paid Subscription Term, the Service will materially conform to the applicable Documentation and that professional services will be performed with reasonable skill and care.

If the Customer reports a reproducible breach of that warranty promptly and supplies reasonable details, Hub4AI will use commercially reasonable efforts to correct or re-perform the affected Service. If it cannot do so within a reasonable period, the Customer may terminate the materially affected portion and receive a pro-rata refund of prepaid unused fees. This is the Customer’s exclusive contractual remedy for breach of the service-conformity warranty, subject to non-excludable law.

Except for express warranties in the Contract and to the maximum extent permitted by law, the Service, beta features, Third-Party AI Services and Outputs are provided as is and as available. Hub4AI disclaims implied warranties of merchantability, fitness for a particular purpose, non-infringement and uninterrupted or error-free operation.

Hub4AI does not warrant the accuracy, completeness, legality, uniqueness, safety, timeliness or non-infringement of any Output, or that a safety filter will identify every harmful request. These disclaimers do not exclude liability that cannot lawfully be excluded.

19. Indemnities

Hub4AI IP indemnity. Hub4AI will defend the Customer against a third-party claim that the unmodified paid Service, when used as authorised in the EEA, directly infringes that third party’s patent, copyright or registered trade mark, and will pay damages and reasonable costs finally awarded or agreed in a settlement approved by Hub4AI.

This obligation does not apply to claims arising from Customer Materials, Outputs, Third-Party AI Services, combinations not supplied by Hub4AI, Customer instructions, unauthorised use, modifications by anyone other than Hub4AI, or continued use after we provide a non-infringing alternative. Hub4AI may procure continued use, modify or replace the affected part, or terminate it and refund prepaid unused fees. 

Customer indemnity. The Customer will defend Hub4AI against a third-party claim arising from Customer Materials, an unlawful or prohibited Customer use, an unapproved High-Risk Use, or the Customer’s breach of its rights/permissions warranty, and will pay damages and reasonable costs finally awarded or agreed in an approved settlement. This obligation does not apply to the extent the claim was caused by Hub4AI’s breach, negligence or non-transferable legal duty.

The indemnified party must give prompt notice, reasonable cooperation and control of defence and settlement to the indemnifying party. Failure to give prompt notice reduces the obligation only to the extent of material prejudice. No settlement may admit fault or impose a non-monetary obligation on the indemnified party without its consent, not to be unreasonably withheld.

20. Limitation of liability

Nothing in the Contract excludes or limits liability for fraud, fraudulent misrepresentation, wilful misconduct, death or personal injury caused by negligence, or any liability that applicable law does not permit to be excluded or limited. Nothing restricts a data subject’s rights under Article 82 GDPR.

Subject to that rule, neither party is liable for indirect, incidental, special, punitive or consequential loss, or for loss of profit, revenue, goodwill, anticipated savings or business opportunity, arising from the Contract, even if advised of the possibility. This exclusion does not reclassify reasonable data restoration, incident response or direct remediation costs as indirect where they are direct in the circumstances.

Subject to the unlimited matters above, each party’s aggregate liability arising from or relating to the Contract will not exceed the fees paid or payable for the affected Service during the 12 months immediately preceding the first event giving rise to liability.

The parties’ aggregate liability for breach of confidentiality, breach of the DPA or a party’s indemnity obligations will not exceed two times that general cap. Payment obligations and liability arising from a party’s infringement or misappropriation of the other party’s intellectual property are not limited by the general cap. 

The limitations apply collectively to all claims arising from the same or related events and regardless of the legal theory, to the extent permitted by law. Regulatory fines are allocated only to the extent lawful and in proportion to the conduct for which each party is responsible.

21. Suspension

Hub4AI may suspend the affected account, user, feature, engine or Connector where reasonably necessary to address an imminent security or legal risk, suspected unlawful or prohibited use, material AUP breach, non-payment after applicable notice, a third-party provider requirement, or a binding governmental order.

We will, where practicable, give notice and an opportunity to cure, limit suspension to the narrowest reasonable scope and restore access promptly after the cause is resolved. Emergency suspension may occur without prior notice. We will explain the basis unless prohibited by law or disclosure would create a material security risk.

During suspension, the Customer remains responsible for undisputed fees unless the suspension results from Hub4AI’s breach. Where safe and lawful, we will preserve access to export data or provide a reasonable export method.

22. Term, termination and renewal

Your subscription continues for the period shown at checkout. When it expires or ends, you may sign in for 60 calendar days to access and download your previously stored chats and content, but you may not start an AI-powered action. At the end of that 60-day period, Hub4AI will automatically and permanently delete your OfficeAI account and its content without recovery possibility, except for information retained under a legal hold or mandatory legal-retention obligation. Backups are isolated from ordinary use and deleted on their verified cycle.

23. Data export, switching and deletion

To the extent the Service is a data processing service under Regulation (EU) 2023/2854 (the EU Data Act), the following provisions apply and prevail over inconsistent terms.

The Customer may notify Hub4AI that it wishes to switch to another provider, move to on-premises infrastructure or erase its Exportable Data and Digital Assets. The notice period to initiate switching is 30 calendar days unless the Order provides a shorter period, and will never exceed two months.

Exportable categories are expected to include Customer-created or Customer-related saved chats and Outputs text only (generated files are not stored), prompt libraries, templates, custom workflows templates, projects and configurations, user and group configurations. Excluded internal categories may include Hub4AI source code, models, system prompts, security and abuse signals, proprietary methods, internal service-health data and protected third-party materials, but only where exclusion protects trade secrets and does not impede or delay switching. 

Hub4AI will:

• provide reasonable switching assistance and relevant exit-strategy information;
  • maintain due care, service continuity and a high level of security during the transition, and disclose known continuity risks;
  • make available the Exportable data via a procedure that can be run only by Hub4AI
  • ordinarily complete the mandatory transition within 30 calendar days after the notice period;
  • if that period is technically unfeasible, notify the Customer within 14 working days of the request, explain why and identify an alternative period that does not exceed seven months;
  • allow the Customer to extend the transition once for a period reasonably selected by the Customer;
  • keep the export available for retrieval for at least 15 calendar days after the transition; and
  • after successful switching and the retrieval period, erase Exportable Data and Digital Assets generated by or directly relating to the Customer, except data that law requires to be retained, which will be isolated and used only for that legal purpose.

Through 11 January 2027, any switching charge will not exceed Hub4AI’s direct switching costs and will be disclosed before contracting. From 12 January 2027, Hub4AI will impose no switching charge, including applicable data-egress charges required for switching. Separately requested professional services that are not necessary to meet mandatory switching duties may be charged at agreed rates.

The Contract is considered terminated upon successful completion of switching or, where the Customer chooses erasure rather than switching, at the end of the applicable notice period, subject to accrued payment obligations and mandatory law. 

Where the EU Data Act does not apply, Hub4AI will nevertheless provide the export and deletion rights stated in the Order and DPA. After the applicable retrieval, legal-hold and mandatory retention period, Hub4AI permanently deletes the Customer’s dedicated cluster within 30 days and will provide a deletion certificate on written request. Backup and legal-hold copies are isolated and deleted on their applicable verified cycle.

24. Compliance, export controls and sanctions

Each party will comply with laws applicable to its performance. The Customer is responsible for laws specific to its industry, data, use case and decisions, without reducing Hub4AI’s obligations for the Service.

The Customer will not use, export or provide the Service in violation of applicable sanctions, export controls or trade restrictions, and represents that it and its controlling persons are not prohibited parties. Hub4AI may restrict access where required by law after taking reasonable steps to verify the basis.

If the Customer is subject to DORA, NIS2, public-sector procurement, healthcare, financial-services, employment, education or another sectoral regime, any additional audit, resilience, localisation or regulatory terms must be agreed in an Order or addendum before the regulated use begins.

25. Customer publicity

Unless the applicable Order expressly opts out, the Customer authorises Hub4AI to use the Customer’s name and logo solely to identify the Customer as a current customer in Hub4AI’s portfolio, customer list or investor materials. Hub4AI will not disclose the Customer’s confidential information, usage metrics, case-study details, implementation details or endorsement without the Customer’s separate prior written consent. The Customer may withdraw this permission for future use by written notice; Hub4AI will remove the reference within a reasonable time, except in materials already printed or committed for publication.

26. Force majeure

Neither party is liable for delay caused by an event beyond its reasonable control, including natural disaster, epidemic, war, terrorism, civil unrest, government action, labour dispute, widespread internet or power outage, or a material failure of a third-party infrastructure provider, except for payment obligations already due. The affected party must give prompt notice, mitigate and resume performance promptly. Capacity constraints or provider failure are excused only to the extent genuinely beyond reasonable control and not avoidable through agreed resilience measures. Either party may terminate the affected Order if the force majeure event prevents material performance for more than 60 consecutive days.

27. Changes to these Terms

We may update these Terms for legal, security, operational or product reasons. We will post the updated version, preserve an accessible archive and notify the Customer through the Service or contract email.

For a material change that adversely affects the Customer during a current Subscription Term, we will provide at least 30 days’ advance notice unless a shorter period is required by law, necessary to address an urgent security risk or relates only to a new optional feature. If the Customer reasonably objects to a material adverse change, it may terminate the affected Order before the change takes effect and receive a pro-rata refund of prepaid unused fees for the affected period.

Changes do not retroactively alter accrued rights. Continued use after the effective date constitutes acceptance only where the Customer received valid notice and had a meaningful opportunity to stop using the affected Service.

28. Governing law and disputes

The Contract is governed by the laws of Romania, excluding conflict-of-laws rules and the United Nations Convention on Contracts for the International Sale of Goods. 

Before filing a claim, each party will give written notice describing the dispute and authorised representatives will attempt in good faith to resolve it for 30 days. This does not prevent urgent interim relief, preservation of rights before a limitation period expires or a regulatory complaint.

Subject to mandatory jurisdiction rules, the courts of Bucharest, Romania have exclusive jurisdiction. 

29. General terms

Notices. Contract notices must be in writing. Notices to Hub4AI must be sent to support@hub4ai.com and 4-8 Nicolae Titulescu Ave., America House, West Wing, Bucharest, Romania. Notices to the Customer may be sent to the contract or Administrator email in the Order. A notice is effective when received, subject to any mandatory form.

Assignment. Neither party may assign the Contract without the other’s prior written consent, not to be unreasonably withheld, except to an affiliate or in connection with a merger, reorganisation or sale of substantially all relevant assets, provided the assignee can perform the Contract and is not a direct competitor of the non-assigning party. The DPA controls transfers involving personal data.

Subcontracting. Hub4AI may use subcontractors but remains responsible for their performance to the extent required by the Contract and law. Subprocessors are governed by the DPA.

Relationship. The parties are independent contractors. The Contract creates no partnership, agency, employment or fiduciary relationship.

Entire agreement. The Contract is the entire agreement about its subject and supersedes prior proposals and representations. Fraud and express written commitments are not excluded.

Waiver and severability. A waiver must be in writing and applies only to the stated instance. If a provision is unenforceable, it will be adjusted to the minimum extent needed, and the remainder continues.

No third-party beneficiaries. Except for rights expressly granted under the DPA or Standard Contractual Clauses, no third party may enforce the Contract.

Language. If a translation conflicts with the English version, the English version controls to the extent permitted by mandatory law.

Survival. Provisions that by their nature should survive do so, including payment, confidentiality, intellectual property, data protection, export/retrieval, disclaimers, indemnities, liability, disputes and general terms.

30. Contact

HUB4AI S.R.L.

Registered office: 4-8 Nicolae Titulescu Ave., America House, West Wing, Bucharest, Romania

Company / VAT numbers: RO49681347

General contact: contact@hub4ai.com

Legal notices: support@hub4ai.com

Support: support@hub4ai.com

Security and AI incidents: support@hub4ai.com