Terms of Service

1. Acceptance of Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you and Recoon GmbH ("Recoon," "we," "us," or "our"), a company registered in Germany with additional operations in Austria. By accessing, downloading, installing, or using the Recoon platform, mobile applications, or any related services (collectively, the "Service"), you agree to be bound by these Terms and our Privacy Policy.

If you do not agree to these Terms, you must not access or use our Service. These Terms apply to all users, including but not limited to browsers, vendors, customers, merchants, and contributors of content.

2. Age Requirements and Legal Capacity

2.1 Minimum Age

Recoon is designed exclusively for users who are at least 16 years of age. This age restriction is based on:

• EU General Data Protection Regulation (GDPR) requirements for digital consent
• The nature of our advertising and AI-powered features
• Professional collaboration tools and business communication features
• Data processing complexities that require mature understanding

2.2 Age Verification

By registering for an account, you represent and warrant that:

• You are at least 16 years old on the date of registration
• You have provided accurate and truthful date of birth information
• You possess the legal capacity to enter into these Terms
• If you are between 16-18 years old, you understand additional privacy protections apply
• If required by local law, you have obtained parental or guardian consent

2.3 Enhanced Protections for Minors (16-17 years)

2.4 Age Verification Enforcement

We implement robust age verification measures:

• Mandatory Date of Birth: Required during registration
• Age-Restricted Features: Automatic blocking of inappropriate content/features
• Ongoing Monitoring: Continuous compliance checking
• Documentation Requests: Right to request age verification documents
• Immediate Termination: Accounts of users under 16 are immediately terminated

False Age Declaration: Providing false age information constitutes a material breach of these Terms and will result in immediate account termination and potential legal action.

3. Service Description and Features

3.1 Platform Overview

Recoon is a comprehensive task management and collaboration platform that offers:

• Task Management: Create, assign, track, and complete tasks individually or in teams
• Organization Collaboration: Team workspaces, boards, and project management tools
• Public Task Pool: Community-driven task sharing and completion system
• Advertisement Platform: Advertising request and campaign management system
• AI-Powered Features: Task recommendations, content generation, and assistance
• Real-time Collaboration: Live updates, notifications, and team communication
• Mobile Applications: iOS and Android apps for mobile access
• Analytics and Insights: Performance tracking and productivity analytics

3.2 Account Types and Subscriptions

We offer various account types with different feature sets:

• Free Accounts: Basic task management and collaboration features
• Premium Subscriptions: Enhanced features, increased limits, and priority support
• Organization Accounts: Team management, domain policies, and administrative controls
• Advertiser Accounts: Advertisement creation, management, and analytics tools

4. User Accounts and Registration

4.1 Account Creation

To use our Service, you must create an account by providing:

• Required Information: Email address, username, password, date of birth
• Optional Information: First name, last name, profile picture, preferences
• Verification: Email verification is required to activate your account

4.2 Account Security and Responsibilities

You are responsible for:

• Accurate Information: Providing truthful, accurate, and complete information
• Information Updates: Keeping your account information current
• Password Security: Maintaining the confidentiality of your password
• Account Activity: All activities that occur under your account
• Unauthorized Access: Immediately notifying us of any unauthorized use
• Secure Login Environment: Ensuring your login environment is secure when accessing from public or shared devices, including logging out after each session

4.3 Username Policy and Changes

• Username Requirements: Minimum 3 characters, must not violate our content policies
• Change Limitations: Maximum of 3 username changes per account lifetime
• Uniqueness: Usernames must be unique across the platform
• Prohibited Names: Usernames from our blacklist are not permitted
• Change Tracking: All username changes are logged for security purposes

5. Data Protection and Privacy Compliance

As a company operating in the EU, we are fully committed to GDPR compliance and data protection principles:

5.1 Legal Basis for Data Processing

• Contract Performance: Processing necessary to provide our services
• Legitimate Interest: Service improvement, security, and fraud prevention
• Consent: Marketing, advertising, and analytics (where required)
• Legal Obligations: Compliance with applicable laws and regulations

5.2 Child Protection Measures

• Age Verification: Mandatory date of birth verification during registration
• Enhanced Privacy for Minors: Additional protections for users aged 16-17
• Advertising Restrictions: No targeted advertising for users under 18
• AI Feature Limitations: Restricted access to certain AI-powered features for minors
• Data Minimization: Minimal data collection for users under 18
• Parental Rights: Enhanced rights for parents/guardians of minor users

5.3 Data Subject Rights

You have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Portability: Receive your data in a structured, machine-readable format
• Restriction: Limit processing of your personal data
• Object: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent for consent-based processing

6. Acceptable Use and Content Policies

6.1 Permitted Uses

You may use our Service for:

• Personal and professional task management
• Team collaboration and project management
• Creating and participating in organizations and boards
• Publishing tasks to the public pool (subject to moderation)
• Legitimate advertising activities (for approved advertiser accounts)
• Accessing AI-powered features for productivity enhancement

6.2 Prohibited Activities

You must not use our Service to:

• Illegal Activities: Engage in any unlawful activities or violate applicable laws
• Harmful Content: Upload, share, or create content that is harmful, offensive, or inappropriate
• Intellectual Property Violations: Infringe on copyrights, trademarks, or other intellectual property rights
• Harassment: Harass, abuse, stalk, or intimidate other users
• Spam or Malware: Distribute spam, viruses, or malicious code
• Impersonation: Impersonate others or provide false identity information
• System Interference: Interfere with or disrupt our systems or security measures
• Data Scraping: Automatically collect data from our platform without authorization
• False Age Information: Provide false age or identity information
• Account Sharing: Share account credentials or allow unauthorized access

6.3 Content Moderation and AI Assistance

We employ both automated systems and human review to moderate content:

• AI-Powered Moderation: Automated detection of inappropriate content
• User Reporting: Community-driven content flagging system
• Human Review: Manual review of flagged content
• Content Removal: Right to remove content violating our policies
• Account Suspension: Temporary or permanent suspension for policy violations

7. Intellectual Property and License

7.1 Recoon's Intellectual Property

The Service and its original content, features, and functionality are owned by Recoon GmbH and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

7.2 Limited License to Use Service

We grant you a limited, non-exclusive, non-transferable, revocable license to access and use our Service for its intended purposes, subject to these Terms. This license does not permit you to:

• Modify, copy, or create derivative works of our software or content
• Reverse engineer, decompile, or disassemble our software
• Remove copyright, trademark, or other proprietary notices
• Use our Service for any commercial purpose not explicitly permitted
• Resell, redistribute, or sublicense access to our Service

7.3 User-Generated Content

You retain ownership of content you create, but grant us certain rights:

• Service Operation License: Right to use, store, and display your content to provide the Service
• Technical Processing: Right to modify content for technical compatibility
• Backup and Security: Right to backup and secure your content
• Public Content: Additional rights for content you make publicly available
• Analytics: Right to analyze aggregated, anonymized content data
• Anonymized Metrics: We may retain anonymized metrics or derivative insights even after deletion of content for service improvement and analytics purposes

7.4 Third-Party Content and Integrations

Our Service may include content from third parties or integrate with third-party services. We do not claim ownership of such content and are not responsible for its accuracy or availability.

8. Payment Terms and Billing

8.1 Subscription Services

Premium features are available through paid subscriptions:

• Subscription Types: Monthly and annual billing cycles available
• Auto-Renewal: Subscriptions automatically renew unless cancelled
• Price Changes: We may change subscription prices with 30 days' notice
• Payment Processing: Payments processed securely through Stripe
• Currency: Prices listed in EUR for EU customers, USD for others

8.2 Billing and Payment

• Payment Methods: Credit/debit cards, SEPA, and other supported methods
• Billing Cycle: Charges occur at the beginning of each billing period
• Failed Payments: Service may be suspended for failed payments
• Taxes: Prices exclusive of applicable taxes (VAT, etc.)
• Invoicing: Digital invoices provided for all transactions

8.3 Cancellation and Refunds

• Cancellation: Cancel anytime through account settings
• Effective Date: Cancellation effective at end of current billing period
• Refund Policy: Prorated refunds for annual subscriptions (first 30 days)
• EU Consumer Rights: 14-day cooling-off period for EU consumers
• Processing Time: Refunds processed within 5-10 business days

9. Advertisement Services and Policies

9.1 Advertiser Requirements

To use our advertisement services, advertisers must:

• Account Verification: Complete identity and business verification
• Age Requirement: Be at least 18 years old (advertisement features restricted)
• Compliance: Comply with all applicable advertising laws and regulations
• Content Standards: Ensure advertisement content meets our guidelines
• Budget Management: Maintain sufficient budget for campaign costs

9.2 Advertisement Content Policies

Advertisement content must not:

• Contain false, misleading, or deceptive claims
• Promote illegal products, services, or activities
• Target or discriminate based on protected characteristics
• Contain adult content or be inappropriate for our user base
• Violate intellectual property rights
• Include malicious code or security threats

9.3 Advertisement Targeting and Analytics

• Age Restrictions: No targeted advertising for users under 18
• Demographic Targeting: Limited to age ranges and general geographic regions
• Interest-Based Targeting: Based on anonymized behavioral patterns
• Analytics Data: Aggregated, anonymized performance metrics provided
• Privacy Compliance: All targeting complies with GDPR and ePrivacy regulations

10. Security Measures and User Responsibilities

10.1 Two-Factor Authentication (2FA)

We provide robust security features:

• Security Recommendation: We strongly recommend enabling 2FA for all users to protect against unauthorized access
• TOTP Support: Time-based one-time passwords (TOTP) implementation
• Recovery Codes: Backup codes for account recovery
• Organization Requirements: For organization members, 2FA may be mandatory based on organization security policies
• Grace Period: 7-day setup period for required 2FA

10.2 WebAuthn and Passkeys

• Passkey Support: Modern passwordless authentication
• Biometric Data: Local biometric authentication (not stored on our servers)
• Security Keys: Support for hardware security keys
• Device Management: Ability to manage registered devices

10.3 Session and Access Security

• Session Management: Automatic session timeout after 24 hours of inactivity
• Device Tracking: Monitoring of login locations and devices
• Suspicious Activity: Automatic detection and alerting
• IP Restrictions: Administrative features restricted by IP address

10.4 Data Security Measures

• Encryption: Data encrypted in transit (TLS 1.3) and at rest (AES-256)
• Access Controls: Role-based access controls and principle of least privilege
• Regular Audits: Security assessments and penetration testing
• Backup Security: Encrypted backups with geographic distribution
• Incident Response: 24/7 security monitoring and response procedures

11. Organization Features and Domain Policies

11.1 Organization Management

Organizations can configure various policies:

• Domain Verification: Verify ownership of email domains
• Member Restrictions: Control who can join based on email domains
• Administrator Controls: Restrict external users from admin roles
• Personal Spaces: Control personal workspace creation
• Public Task Publishing: Control public task pool participation

11.2 Domain Verification Process

• DNS Verification: TXT record verification for domain ownership
• Manual Override: Administrative manual verification option
• Policy Enforcement: Domain-based access controls
• Grace Periods: 7-day grace periods for policy violations

12. Third-Party Services and Integrations

12.1 Essential Service Providers

Our Service integrates with various third-party providers:

• Stripe: Payment processing and subscription management
• Email Services: Mailgun, AWS SES, Postmark for email delivery
• Cloud Storage: Google Cloud Storage for file storage
• Pusher: Real-time WebSocket communications
• Sentry: Error monitoring and performance tracking
• OpenAI: AI-powered features and content generation

12.2 Data Processing Agreements

All third-party service providers:

• Have signed data processing agreements (DPAs) where required
• Comply with GDPR and applicable data protection regulations
• Provide appropriate technical and organizational safeguards
• Are located in adequate jurisdictions or have appropriate transfer mechanisms

13. Data Retention and Deletion

13.1 Data Retention Periods

• Active Accounts: Data retained while account is active
• Deleted Accounts: Most data deleted within 30 days of account deletion
• Legal Requirements: Some data retained longer for legal compliance
• Backup Systems: Data in backups retained for up to 90 days
• Analytics Data: Aggregated, anonymized data may be retained indefinitely
• Security Logs: Security and fraud prevention logs retained for up to 2 years

13.2 Data Deletion Procedures

• Account Deletion: Users can delete accounts through settings
• Right to Erasure: Specific data deletion requests honored within 30 days
• Cascading Deletion: Related data automatically deleted
• Third-Party Notification: Third-party processors notified of deletion requests
• Verification: Deletion confirmation provided to users

14. Privacy and Data Processing

Your privacy is fundamental to our service. Our comprehensive Privacy Policy details how we collect, use, protect, and share your information. By using Recoon, you acknowledge and agree to data processing as described in our Privacy Policy.

Enhanced protections for users under 18: We implement additional privacy safeguards, including limited data collection, restricted advertising, enhanced consent requirements, and stronger default privacy settings.

15. AI-Powered Features and Content Generation

15.1 AI Assistant Features

• Task Generation: AI-powered task suggestions and content creation
• Content Assistance: FAQ generation, writing assistance, and recommendations
• Age Restrictions: Limited AI features for users under 18
• Data Usage: AI features may process your content to provide recommendations
• Third-Party AI: Some features powered by OpenAI and other AI providers

15.2 AI Content and Accuracy

• No Guarantees: AI-generated content provided "as-is" without accuracy guarantees
• User Responsibility: You are responsible for reviewing and validating AI-generated content
• No Reliance: You should not rely on AI-generated content for legal, financial, medical, or safety-critical decisions without professional verification
• Intellectual Property: AI-generated content may not be eligible for copyright protection
• Bias and Limitations: AI systems may contain biases or produce inappropriate content

16. Termination and Account Closure

16.1 Termination by You

• Account Deletion: Delete your account anytime through settings
• Subscription Cancellation: Cancel subscriptions without penalty
• Data Export: Export your data before account deletion
• Effective Date: Termination effective immediately upon deletion

16.2 Termination by Recoon

We may terminate or suspend your account immediately for:

• Terms Violation: Breach of these Terms or our policies
• Age Violations: Discovery that user is under 16 years old
• Illegal Activity: Use of Service for unlawful purposes
• Non-Payment: Failure to pay subscription fees
• Security Risks: Account compromise or security threats
• Inactivity: Extended periods of account inactivity (1+ years)

16.3 Effects of Termination

• Service Access: Immediate loss of access to all services
• Data Retention: Your data will be deleted according to our retention policy
• Subscription Refunds: Prorated refunds where applicable
• Content Removal: Your content will be removed from public areas
• Survival Clauses: Certain provisions survive termination (payment obligations, liability limitations)

17. Disclaimers and Warranties

17.1 Service Availability

Our Service is provided "as-is" and "as available." We do not guarantee:

• Uptime: Continuous, uninterrupted service availability
• Error-Free Operation: Service free from bugs or technical issues
• Data Accuracy: Accuracy of user-generated or AI-generated content
• Third-Party Services: Availability or functionality of integrated services
• Security: Absolute security against all threats

17.2 Content Disclaimers

• User Content: We are not responsible for user-generated content
• AI Content: AI-generated content provided without accuracy guarantees
• Advertisement Content: Advertiser content is not endorsed by Recoon
• External Links: Links to third-party websites are provided for convenience only

18. Limitation of Liability

To the maximum extent permitted by applicable law, Recoon GmbH shall not be liable for:

• Indirect Damages: Consequential, incidental, punitive, or special damages
• Data Loss: Loss of data, content, or information
• Business Interruption: Lost profits, revenue, or business opportunities
• Third-Party Actions: Actions or omissions of third-party service providers
• User Content: Damages resulting from user-generated content
• Security Breaches: Unauthorized access to accounts or data

Liability Cap: Our total liability shall not exceed the amount paid by you for the Service in the 12 months preceding the claim, or €100, whichever is greater. If you use the Service without payment, our liability is limited to €0 unless mandatory law provides otherwise.

19. Indemnification

You agree to indemnify, defend, and hold harmless Recoon GmbH, its officers, directors, employees, agents, and affiliates from any claims, liabilities, damages, losses, costs, or expenses arising from:

• Your use of the Service or violation of these Terms
• Your content or any content you submit, post, or transmit
• Your violation of any rights of another party
• Your violation of applicable laws or regulations
• Any advertising content you create or promote

20. Dispute Resolution and Governing Law

20.1 Governing Law

These Terms are governed by and construed in accordance with:

• Primary Jurisdiction: Laws of the Federal Republic of Germany
• EU Regulations: Applicable EU regulations (GDPR, ePrivacy Directive, etc.)
• Austrian Law: Austrian law for operations in Austria (5020 Salzburg)
• Consumer Protection: Local consumer protection laws where applicable

20.2 Jurisdiction and Venue

• German Courts: Courts of Germany have jurisdiction for business users
• Consumer Disputes: EU consumers may file claims in their country of residence
• Alternative Dispute Resolution: EU Online Dispute Resolution platform available
• Arbitration: Binding arbitration for business disputes (excluding consumers)^*

* You may opt out of arbitration within 30 days of agreeing to these Terms by emailing legal@recoon.com with your explicit opt-out request.

20.3 EU Consumer Rights

21. Changes to Terms

We may modify these Terms at any time:

• Notification: 30 days' advance notice for material changes
• Email Notice: Notification sent to registered email address
• In-App Notice: Prominent notification in the Service
• Continued Use: Continued use constitutes acceptance of changes
• Dormant Accounts: In case of dormant accounts, updates are effective upon next login
• Objection Right: Right to terminate account if you disagree with changes

22. Miscellaneous Provisions

22.1 Entire Agreement

These Terms, together with our Privacy Policy and any additional terms for specific features, constitute the complete agreement between you and Recoon GmbH.

22.2 Severability

If any provision of these Terms is found unenforceable, the remaining provisions will remain in full force and effect.

22.3 Assignment

We may assign these Terms in connection with a merger, acquisition, or sale of assets. You may not assign your rights without our written consent.

22.4 Waiver

Our failure to enforce any provision does not constitute a waiver of that provision or any other provision.

23. Contact Information

24. Enterprise and Organization Clients

24.1 Additional Terms and Agreements

For enterprise and organization clients, we offer additional agreements and guarantees:

• Service Level Agreement (SLA): Premium and enterprise plans include SLAs with uptime targets and support response times. Contact sales@recoon.com for details.
• Data Processing Agreement (DPA): GDPR-compliant DPA available for organizations at recoon.com/legal/dpa
• Subprocessor List: Current list of subprocessors available in our Privacy Policy at recoon.com/legal/privacy
• Custom Terms: Enterprise clients may negotiate custom terms. Contact legal@recoon.com for discussions.

24.2 Service Availability and Support