Workplacer

Version 2026-05 · Effective May 2026

1. Acceptance of Terms

By creating an account or accessing Workplacer.AI ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

2. Service Description

Workplacer.AI is a workplace intelligence platform that helps organisations manage their real estate portfolios, contracts, projects, and workplace strategy. The Service includes data analytics, reporting, and artificial intelligence features designed to support decision-making.

3. AI-Powered Features

The Service incorporates artificial intelligence and machine learning capabilities, including but not limited to: contract abstraction, portfolio insights, market analysis, report generation, and intelligent assistants.

You acknowledge and agree that:

AI-generated outputs are provided for informational purposes only and may contain inaccuracies, errors, or omissions. You should independently verify all AI-generated information before relying on it for business decisions.
AI outputs do not constitute professional advice, including but not limited to legal, financial, real estate, tax, or architectural advice. You should consult qualified professionals for matters requiring expert judgement.
AI models may produce different results for the same input at different times. Outputs are probabilistic in nature and not guaranteed to be consistent or deterministic.
Workplacer.AI is not liable for decisions made based on AI-generated content. You bear sole responsibility for any actions taken in reliance on such outputs.

4. Third-Party Data Processing

To provide AI-powered features, the Service transmits data to third-party sub-processors. A complete and up-to-date list of sub-processors is maintained in our Data Processing Agreement (DPA), available upon request.

All third-party data processing is governed by our DPA, which includes appropriate technical and organisational safeguards. Our sub-processors are contractually bound to process your data only as instructed and in accordance with applicable data protection laws.

5. International Data Transfers

Our AI sub-processors may process data in the United States or other jurisdictions outside the European Economic Area (EEA), the United Kingdom, or Switzerland. Where such transfers occur, they are protected by appropriate safeguards, including Standard Contractual Clauses (SCCs) approved by the European Commission and/or equivalent transfer mechanisms recognised under applicable law.

By using AI-powered features, you acknowledge that your data may be transferred to and processed in jurisdictions outside your country of residence. If this is not acceptable for your organisation, you may disable AI features entirely in Company Settings > Integrations.

6. No AI Model Training

Your data is never used to train, fine-tune, or improve AI models. All data sent to our AI sub-processor is processed solely to generate responses for your requests and is not retained by the sub-processor for training purposes. This is contractually enforced through our agreements with all AI sub-processors.

7. Disabling AI Features

AI features are enabled by default but can be fully disabled at any time by a Company Owner or Admin through Company Settings > Integrations. When AI features are disabled:

No data will be transmitted to AI sub-processors.
AI-dependent features (contract abstraction, portfolio insights, report generation, intelligent assistants, market analysis, and survey analysis) will be unavailable.
All other platform functionality remains fully operational.

8. User Responsibilities

You agree to:

Provide accurate and complete information when creating your account and using the Service.
Maintain the confidentiality of your account credentials and notify us immediately of any unauthorised access.
Use the Service in compliance with all applicable laws and regulations, including data protection laws.
Not upload content that is unlawful, harmful, or infringes on the rights of third parties.
Ensure that you have all necessary rights and consents to upload and process any data submitted to the Service, including personal data of third parties.

9. Acceptable Use

In addition to the responsibilities in Section 8, you agree not to, and not to permit any user or third party to:

access or use the Service in violation of any applicable law or regulation, or any sanctions or export-control regime, including while located in or ordinarily resident in an embargoed or sanctioned jurisdiction;
upload, transmit, or store content that is unlawful, infringing, or defamatory, or that contains malware or other harmful code;
attempt to gain unauthorised access to the Service, other accounts, or our underlying systems, or probe, scan, or circumvent any security or access-control mechanism (including penetration or vulnerability testing) without our prior written authorisation;
reverse engineer, decompile, or disassemble any part of the Service, except to the extent this restriction is prohibited by applicable law;
use automated means to scrape, harvest, or extract data beyond the functionality we expressly provide, or impose an unreasonable or disproportionately large load on our infrastructure;
resell, sublicense, or make the Service available to any third party other than your authorised users, or use the Service to build or benchmark a competing product or service;
misrepresent your identity or affiliation, or use the Service on behalf of an organisation without authority to do so.

You are responsible for all activity that occurs under your account and for your authorised users' compliance with these Terms. We may investigate suspected violations and take appropriate action as described in Section 15.

10. Data Protection & Privacy

We process personal data in accordance with our Privacy Policy and applicable data protection legislation, including the General Data Protection Regulation (GDPR) where applicable. For enterprise customers, data processing is governed by our DPA, which details the categories of data processed, processing purposes, retention periods, and your rights as a data controller.

All data is logically segregated by organisation. No cross-organisation data access is permitted. Audit logs record data access and mutations for compliance purposes. Data retention and purge policies can be configured per organisation.

11. Intellectual Property

You retain all rights to data you upload to the Service. We do not claim ownership of your content. We retain all rights to the Service itself, including its software, design, and documentation. AI-generated outputs based on your data are considered your content.

12. Disclaimer of Warranties

Except as expressly stated in these Terms or in a separate written agreement signed by Workplacer.AI, the Service is provided on an "as is" and "as available" basis, without warranties of any kind, whether express, implied, or statutory. To the maximum extent permitted by applicable law, we disclaim all implied warranties, including the implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or secure, that defects will be corrected, or that the Service is free of harmful components. The AI-specific disclaimers in Section 3 apply in addition to, and not in limitation of, this Section.

Nothing in these Terms excludes or limits any warranty or liability that cannot be excluded or limited under applicable mandatory law.

13. Limitation of Liability

To the maximum extent permitted by applicable law, Workplacer.AI and its affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising from your use of the Service or reliance on AI-generated outputs.

Our total aggregate liability under these Terms shall not exceed the amounts paid by you to Workplacer.AI in the twelve (12) months preceding the event giving rise to the claim.

14. Indemnification

You agree to defend, indemnify, and hold harmless Workplacer.AI, its affiliates, and their respective officers, employees, and agents from and against any third-party claims, damages, losses, liabilities, and reasonable costs and expenses (including reasonable legal fees) arising out of or relating to:

your or your users' breach of these Terms, including the Acceptable Use provisions in Section 9;
content or data you upload to or process through the Service, including any claim that such data infringes the rights of a third party or was provided without the rights, consents, or lawful basis required under Section 8 and applicable data protection law;
your use of the Service in violation of applicable law; or
decisions or actions you take in reliance on AI-generated outputs.

We will promptly notify you of any claim subject to indemnification, allow you to control its defence and settlement (provided that any settlement imposing obligations on us requires our prior written consent, not to be unreasonably withheld), and reasonably cooperate with you at your expense.

15. Suspension and Termination

We may suspend or restrict your access to all or part of the Service, with notice where reasonably practicable, if: (a) we reasonably believe your use poses a security risk to the Service or others, or may expose us or any third party to liability; (b) your use violates these Terms, including the Acceptable Use provisions; (c) you fail to pay fees when due; or (d) we are required to do so by law. Where circumstances allow, we will give you an opportunity to remedy the issue before suspending, and we will restore access promptly once the cause is resolved.

Either party may terminate these Terms or the applicable subscription as set out in the applicable order form or, in the absence of such terms, on reasonable written notice. Either party may terminate immediately for a material breach that remains uncured thirty (30) days after written notice. Upon termination, your right to access the Service ceases. Sections that by their nature should survive — including Intellectual Property, Disclaimer of Warranties, Limitation of Liability, Indemnification, and Governing Law — survive termination. Return and deletion of data following termination are governed by our Data Processing Agreement.

16. Service Availability & Modifications

We strive to maintain high availability but do not guarantee uninterrupted access to the Service, except where a specific service level is agreed in a signed order form. We reserve the right to modify, suspend, or discontinue any feature of the Service with reasonable notice. Material changes to AI processing practices will be communicated in advance.

17. Force Majeure

Neither party will be liable for any failure or delay in performance — other than payment obligations — to the extent caused by events beyond its reasonable control, including acts of God, natural disasters, war, terrorism, civil unrest, government action, labour disputes, epidemics or pandemics, failures of the internet or telecommunications, power or infrastructure outages, or the failure or disruption of third-party providers or sub-processors. The affected party will use reasonable efforts to mitigate the impact and resume performance as soon as practicable.

18. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email or in-app notification at least thirty (30) days before they take effect. Continued use of the Service after changes take effect constitutes acceptance of the revised Terms. If you do not agree to the updated Terms, you may discontinue use of the Service.

19. General

Assignment. You may not assign or transfer these Terms without our prior written consent, except to a successor in connection with a merger, acquisition, or sale of substantially all of your assets. We may assign these Terms to an affiliate or in connection with a corporate reorganisation, merger, or sale. Any assignment in violation of this Section is void.

Entire Agreement. These Terms, together with our Privacy Policy, Data Processing Agreement, and any order form or written agreement signed by the parties, constitute the entire agreement regarding the Service and supersede all prior or contemporaneous understandings. In the event of a conflict, a signed order form or written agreement prevails over these Terms, and the Data Processing Agreement prevails with respect to the processing of personal data.

Severability & Waiver. If any provision of these Terms is held unenforceable, the remaining provisions remain in full force and effect. Our failure to enforce any right or provision is not a waiver of it.

Notices. We may provide notices to you by email to the address associated with your account or through in-app notification. Legal notices to us should be sent to info@workplacer.ai.

No Third-Party Beneficiaries. These Terms do not confer rights on any third party, except that the affiliates and personnel referred to in the Indemnification and Limitation of Liability Sections may rely on those protections.

20. Governing Law

These Terms shall be governed by and construed in accordance with the laws of Sweden. Any disputes arising from or relating to these Terms or the Service shall be submitted to the exclusive jurisdiction of the courts of Stockholm, Sweden.

21. Contact

For questions about these Terms, our DPA, or data processing practices, please contact us at info@workplacer.ai.