LEGAL DOCUMENT

Terms of Service

Version 1.0 · Effective 1 January 2026 · The Live Office sp. z o.o. & The Live Office Ltd

TABLE OF CONTENTS
§1 Definitions§2 Scope of services§3 Registration and account§4 Payments and subscription§5 Client Data and security§6 Liability§7 Intellectual property§8 Data protection (GDPR)§9 Termination§10 Changes and governing law§11 Contact
§1

Definitions

  1. Service Provider — The Live Office sp. z o.o. registered in Poland and The Live Office Ltd registered in the United Kingdom, jointly operating The Live Office platform.
  2. Client — a natural person conducting business, a legal entity, or an organisational unit without legal personality that has entered into an Agreement with the Service Provider.
  3. Platform — The Live Office information system available at theliveoffice.com, providing access to Offices (Energy Office, Sustainability Office, Capability Office) and analytical tools.
  4. Office — a Platform module containing calculation blocks, procedures, AI agents, and reporting tools dedicated to a specific domain (energy, ESG/CSRD, organisational capability).
  5. Subscription — paid access to the Platform under a selected plan (Basic, Pro, Enterprise) for a defined period (monthly or annual).
  6. EED Sprint — an intensive group programme preparing the Client for an energy audit required under the Energy Efficiency Directive, delivered in a 6-week cycle.
  7. Client Data — all data entered by the Client into the Platform, including building data, invoices, reports, and documents.
§2

Scope of services

  1. The Service Provider grants the Client access to the Platform within the scope of the selected Subscription plan.
  2. The Subscription includes access to calculation blocks, procedures, AI agents, and reporting tools as specified in the plan description available at /pricing.
  3. The Service Provider reserves the right to develop the Platform, add new features, and modify existing ones, provided this does not materially reduce the scope of services covered by an active Subscription.
  4. Additional services (EED Sprint, Enterprise onboarding, Decision Lab) are provided under separate agreements and are not covered by these Terms unless explicitly stated.
  5. The Platform does not replace professional legal, tax, or engineering advice. Calculation results are informational and analytical. The Client bears responsibility for decisions made on their basis.
§3

Registration and account

  1. Using the Platform requires creating an account. Registration is free and available to entities conducting business activity.
  2. The Client agrees to provide accurate, current, and complete information during registration and to update it when it changes.
  3. The Client is responsible for the security of account credentials and agrees to notify the Service Provider immediately of any unauthorised access.
  4. One account may serve multiple users within the Client's organisation. The Client is responsible for all actions taken by users operating under their account.
  5. The Service Provider reserves the right to suspend or delete an account in case of Terms violation, after prior notice to cease the violation.
§4

Payments and subscription

  1. Subscription fees are charged in advance for the selected billing period (monthly or annual) in accordance with the pricing available at /pricing.
  2. Payments are processed through a payment operator (Stripe). The Service Provider does not store payment card data.
  3. The Subscription renews automatically for the next period unless the Client cancels at least 24 hours before the end of the current billing period.
  4. For annual plans, the Client receives a 20% discount compared to the sum of monthly fees. Annual fees are non-refundable on a pro-rata basis, unless cancellation occurs within 14 days of entering the Agreement (right of withdrawal).
  5. VAT invoices are generated automatically and available in the account panel. The Client agrees to provide correct billing information.
  6. In case of payment delay, the Service Provider reserves the right to suspend access to the Platform after a 7-day payment notice.
  7. Prices may change. Clients will be notified 30 days in advance. Price changes do not apply to the current active billing period.
§5

Client Data and security

  1. Client Data entered into the Platform remains the property of the Client. The Service Provider claims no ownership rights over Client Data.
  2. The Service Provider processes Client Data solely to provide the services covered by the Subscription and for purposes described in the Privacy Policy.
  3. The Service Provider does not use Client Data to train AI models or for marketing purposes without the Client's explicit consent.
  4. Data is stored on servers located in the European Union (Hetzner, Germany). The Service Provider applies TLS encryption in transit and encryption at rest.
  5. Upon termination, the Client may download their Data within 30 days. After this period, Data may be permanently deleted.
  6. The Service Provider applies multi-level data isolation between Clients (multi-tenant isolation). One Client's data is not accessible to other Clients.
§6

Liability

  1. The Service Provider will use reasonable efforts to keep the Platform available 24/7. However, the Service Provider does not guarantee uninterrupted availability and is not liable for interruptions caused by factors beyond its control (infrastructure failures, DDoS attacks, force majeure).
  2. Calculation results provided by the Platform are informational. The Service Provider is not liable for business, investment, or regulatory decisions made by the Client based on calculation results.
  3. The Service Provider's total liability to the Client for any claims related to Platform use is limited to fees paid by the Client in the 3 months preceding the event causing the damage.
  4. The Service Provider is not liable for indirect, incidental, special, or consequential losses, including loss of profit, data, or reputation.
  5. The Client agrees to use the Platform in accordance with applicable law and these Terms, and not to take actions that could disrupt its operation or security.
§7

Intellectual property

  1. The Platform, including its source code, calculation blocks, procedures, user interface, and documentation, is the intellectual property of the Service Provider and is protected by copyright.
  2. The Subscription entitles the Client to use the Platform solely for their own business purposes. The Client is not authorised to copy, modify, resell, or sublicense the Platform or its elements.
  3. Reports and documents generated by the Client using the Platform are the property of the Client and may be freely used by them.
  4. The Client grants the Service Provider a non-exclusive, royalty-free licence to process Client Data to the extent necessary to provide the services.
§8

Data protection (GDPR)

  1. The data controller for personal data of the Client and their employees is The Live Office sp. z o.o. Detailed information about personal data processing is available in the Privacy Policy at /privacy.
  2. The Service Provider processes personal data only for purposes necessary to perform the Agreement, fulfil legal obligations, and on the basis of legitimate interests.
  3. To the extent the Service Provider processes personal data of the Client's employees on behalf of the Client, the parties enter into a separate Data Processing Agreement (DPA), available upon request.
  4. Clients have rights under GDPR: access, rectification, erasure, restriction, portability, and objection. Requests should be sent to: [email protected].
§9

Termination

  1. The Client may cancel the Subscription at any time through the account panel. Cancellation takes effect at the end of the current billing period.
  2. The Service Provider may terminate the Agreement with immediate effect in case of material breach of the Terms by the Client, after prior written notice to cease the breach.
  3. If the Agreement is terminated by the Service Provider for reasons on its part, the Client is entitled to a pro-rata refund for the unused period.
  4. Consumers have the right to withdraw from the Agreement within 14 days of its conclusion without giving reasons, provided they have not used the Platform during this time.
§10

Changes and governing law

  1. The Service Provider reserves the right to amend these Terms. Clients will be notified by email 30 days in advance.
  2. If the Client does not accept the changes, they may terminate the Agreement before the changes take effect. Continued use of the Platform after that date constitutes acceptance of the new Terms.
  3. These Terms are governed by Polish law. All disputes will be resolved by the court with jurisdiction over the Service Provider's registered office, subject to mandatory jurisdiction rules.
  4. For Clients who are consumers, the consumer protection laws of their country of residence apply.
  5. These Terms enter into force on 1 January 2026.
§11

Contact

  1. For matters regarding Terms, payments, and accounts: [email protected]
  2. For matters regarding personal data: [email protected]
  3. The Live Office sp. z o.o., ul. Przykładowa 1, 00-001 Warszawa, Poland
  4. The Live Office Ltd, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom
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