Terms of service

Section 1. Purpose

These terms set out the conditions and the procedures for using the QUOTIMA service (the Service) provided by Ydata Service Co., Ltd. (the Company), and the rights and obligations of the Company and its Members.

Section 2. Definitions

1. Service — the tools for quoting, contracts, jobs, invoicing and collecting payment that the Company provides on the web and on mobile, together with every feature that comes with them.
2. Member — a business that has agreed to these terms and created an account, or a person that business has invited.
3. Organisation — the business unit a Member belongs to. Data a Member enters into the Service belongs to the organisation, not to the individual.
4. End customer — the party a Member sends a quote or an invoice to. An end customer is not a Member of the Service and has no direct contractual relationship with the Company.
5. Customer link — an address with an expiry date that a Member issues so that an end customer can view a document.
6. Plan — a bundle of service scope and monthly price set by the Company, divided into Free, Pro and Team.

Section 3. Posting and changing these terms

1. The Company posts these terms in the Service so that Members can read them at any time.
2. The Company may change these terms within the limits of the applicable law.
3. When these terms change, the Company announces what is changing and the date it takes effect from 7 days before that date. A change that is unfavourable to Members is announced from 30 days before that date, and is sent to the registered email address as well.
4. A Member who does not object before the date the change takes effect is treated as having agreed to the changed terms. A Member who does not agree may cancel the service agreement before that date.

Section 4. Formation of the service agreement

1. The service agreement is formed when a person who wishes to use the Service agrees to these terms, applies to sign up with a social account (Google, NAVER, Kakao, LINE) or by email verification, and the Company accepts that application.
2. One organisation is created at sign-up, and the person who signed up becomes its owner. The owner may invite other people as members, and these terms apply to their use as well.
3. The Company may hold or refuse acceptance in any of the following cases.
   • The applicant uses another person's identity, or gives false details when signing up.
   • The applicant has had a service agreement terminated for breach of these terms.
   • There is no spare capacity, or there is a technical obstacle.
   • The application is plainly made for a purpose that is unlawful or contrary to public order and morals.

Section 5. The content of the Service

1. The Company provides the following.
   • Writing quotes, managing items, calculating amounts
   • Generating AI quote drafts
   • Issuing customer links and sending them by email
   • Recording and viewing an end customer's approval or refusal
   • Any other feature the Company decides on and describes on screen
2. The Company may change how the Service is put together and what it does. A change that materially affects Members is announced in advance in the manner set out in Section 3(3).
3. The content and the amounts in the quotes, statements and other documents the Service produces come from the values a Member enters. The Company does not judge whether such a document is suitable for that Member's transaction.

Section 6. AI quote drafts

1. An AI quote draft is reference material produced from the text a Member enters. It is not a finished quote.
2. Final confirmation of the items, the quantities and the unit prices, and responsibility for the result, rest with the Member. The Company does not warrant that an AI quote draft is accurate, complete or fit for any particular purpose.
3. For AI processing, the Company passes the text a Member enters and the organisation's country and currency to a processor outside the country. The end customer's name, contact details and address are not passed on. The privacy policy has the detail.
4. AI quote drafts are subject to a monthly allowance. The free plan includes 5 a month and the paid plans include 30 a month, and the allowance is counted per organisation, not per Member. A request that produced no valid quote draft is not counted against the allowance.
5. The monthly allowance is refilled at 00:00 on the 1st of each month, in the time zone of the organisation's service country, and an unused allowance does not carry over to the next month. How many are left, and the day the allowance refills, are shown in the Service.
6. If the Company changes the allowance or the basis on which it resets, it will say so on the pricing page or in the Service before the change takes effect.
7. To manage cost and to prevent abuse, the Company may set a daily request limit per organisation in addition to the allowance above. A request stopped by that limit is not counted against the monthly allowance.
8. To improve the quality of the Service, the Company keeps and uses the job descriptions a Member enters and the drafts produced from them. The retention period and the scope of that use follow the privacy policy.

Section 7. Member obligations

1. A Member is responsible for the content, the amounts and the tax treatment of the documents that Member writes and sends. Amounts the Service has calculated and displayed must also be checked by the Member before sending.
2. A Member must keep account details and customer link addresses from being exposed to third parties, and, on learning of such exposure, must tell the Company at once and discard the link.
3. When a Member enters an end customer's personal data into the Service, that Member must have a lawful basis of their own for collecting and using it.
4. A Member must not do any of the following.
   • Break the law, or infringe another person's rights
   • Reverse-engineer the Service, or harvest it in bulk by automated means
   • Send advertising to recipients against their wishes
   • Interfere with the stable operation of the Service

Section 8. Prices and payment

1. The plans and their monthly prices are as follows.

   Plan	Monthly price	Accounts
   Free	KRW 0	1
   Pro	KRW 9,900	1
   Team	KRW 24,750	3

2. What each plan includes is shown on the pricing page. A paid plan is charged monthly in advance and, unless it is cancelled, renews automatically on the same day each month.
3. The prices shown include value-added tax (consumption tax if you use the Service in Japan). The payment screen shows again the final amount that will actually be charged.
4. The Company may change its prices and what a plan includes. An increase, or a reduction in what is included, is announced 30 days before it takes effect and does not affect a period already paid for.
5. If a payment does not go through because of a fault with the payment method or because a limit was exceeded, the Company may tell the Member and then, after a grace period of 7 days, stop providing the paid features. The quotes and invoices already created stay visible during the grace period.
6. The sending limit on the free plan is a beta-period figure and may be adjusted in light of usage measurements. Any adjustment is announced 30 days before it takes effect.

Section 9. Cancellation and refunds

1. A Member may cancel the service agreement at any time in the Service. The cancellation screen is under Settings > Account.
2. Cancelling ends that Member's own service agreement, and on cancelling the Member leaves every organisation they belong to. If no member at all is left in an organisation afterwards, that organisation closes with them. While other members remain in an organisation, its owner cannot cancel: an organisation with no owner has nobody to manage its members and its payments.
3. If an organisation is on a paid plan, that subscription has to be cancelled first before the service agreement can be cancelled. This keeps payments from continuing, and keeps a period already paid for from disappearing.
4. After cancelling, no fee is charged from the next billing cycle. The Service stays available for a period already paid for until that period ends.
5. The first payment — the payment made when first subscribing to a paid plan — is refunded in full if it is requested within 7 days of the payment date. If the Service does not suit you after that first payment, you are welcome to ask.
6. An amount charged on automatic renewal is refunded in full if it is requested within 24 hours of the time of the charge. On a refund, the paid features for that billing cycle end immediately and the plan returns to free.
7. Despite the two paragraphs above, where the applicable law allows an application to be withdrawn or a refund to be made, that law applies.
8. Where a Member is in serious breach of Section 7, the Company may terminate the service agreement after telling the Member the reason and asking for it to be put right. Where other Members or the Service are being harmed immediately, the Company may suspend use first and tell the Member afterwards.
9. What happens to data after cancellation follows Section 11.
10. An amount paid through in-app purchase on the App Store (Apple) is not covered by paragraphs 5 and 6 and follows Apple's refund policy. Please request a refund from Apple (reportaproblem.apple.com or “Request a refund” in the app). If Apple refunds it, the paid plan that payment was for also ends and the plan returns to free.
11. Refunds are requested by the organisation's owner by email ([email protected]). For an App Store (Apple) payment, please ask Apple as paragraph 10 says.
12. Where, through the Company's error, the same period is charged twice or a charge is made after the subscription was cancelled, that charge is refunded in full; where more than the set amount is charged, the excess is refunded. These refunds have no time limit.

Section 10. Electronic approval and records

1. When an end customer chooses to approve or to refuse on a customer link, the Company keeps a record of that choice, the time of it and the access, attached to the document.
2. This feature records what the parties decided and when. The Company neither judges nor warrants how such a record is treated in any particular dispute or procedure, or how much weight it carries as evidence.
3. Whether a contract has been formed, whether the content of a document is correct, and whether the other party is authorised, are matters to be settled between the Member and the end customer. The Company takes no part in that judgment.
4. On a Member's request the Company provides the record in paragraph 1 in a form that can be downloaded.

Section 11. Ownership and export of data

1. The rights in the data a Member enters (customer details, quotes, documents, attachments) belong to that Member or to that Member's organisation. The Company does not take those rights.
2. The Company accesses that data only as far as is needed to provide the Service, to respond to faults and to comply with the law, and keeps a record of that access.
3. A Member may download their own data at any time while using the Service.
4. Where a Member withdraws and no member is left in that organisation, the Company destroys that organisation's internal data at the same time as the withdrawal. What is destroyed includes quotes that were never sent, customer details, the internal record of each job and its site photos, attachments, and the business details (the owner's name, address, contact details, business registration number, bank account and signature image, but not the trading name). Data of an organisation where other members remain stays with that organisation. Where an organisation is cancelled for any other reason, the data is destroyed once 30 days have passed from the day of cancellation. In either case, records that the law requires to be kept are held separately from other data for that period and then destroyed.
5. Despite the paragraph above, a quote a Member sent to another Member, and the record of that job (the contract, invoices, statements and any work reports sent), is a transaction record the two Members hold together, and one Member withdrawing does not destroy it. It is destroyed once the other Member also withdraws and no Member holds it any more. A document sent to an end customer who is not a Member is not covered by this paragraph and is destroyed under the paragraph above.

Section 12. Changes to and suspension of the Service

1. The Company may suspend the Service temporarily where equipment has to be inspected, replaced or moved. Planned suspensions are announced in advance.
2. The Service may be interrupted by causes outside the Company's control, such as a natural disaster, a power failure, a fault at a telecommunications carrier, or a fault at an outside provider the Company uses. In that case the Company will say so as soon as it has established the cause.
3. To close the Service entirely, the Company announces it 30 days before the closing date and allows Members time to download their data. In that case the Company stops automatic payments when it announces the closure and, without any request, refunds pro rata the part of any period already paid for that runs past the closing date.

Section 13. Disclaimers

1. The Company is not liable for having been unable to provide the Service for a cause under Section 12(2).
2. The Company takes no part in the content of the documents a Member writes, in transactions between a Member and an end customer, or in disputes arising from them, and is not liable for them.
3. The Company gives no warranty, so far as the law allows, for features provided free of charge or for AI quote drafts.
4. The Company is not liable for loss arising because a Member did not look after their account details or their customer links.

Section 14. Limitation of liability

The Company does not warrant the content of the documents a Member creates. The items, quantities, amounts, tax and payment terms written into a quote, an invoice or a statement, and the legal effect of that document, rest entirely on the Member's own judgment and responsibility. The Company provides the tool that creates and sends the document; it is not a party to the transaction.

The same goes for AI quote drafts. An AI quote draft is reference material to help with the writing, and the Company does not warrant that it is accurate, complete or fit for purpose. Please check it yourself before you send it.

For loss arising while the Service is used on the free plan, the Company is not liable in damages, except where the Company has acted with intent or gross negligence. The free plan is a service provided without payment.

On a paid plan, the total amount the Company is liable to pay a Member in damages does not exceed the fees that Member actually paid the Company in the three months before the day the loss arose, except where liability cannot be limited by law. This limit does not apply to loss caused by the Company's intent or gross negligence.

Section 15. Personal data and entrusted processing

1. The Company handles personal data in accordance with the privacy policy. That policy forms part of these terms.
2. For the end customer's personal data a Member enters into the Service, the Member is the personal information controller and the Company is the processor entrusted with handling it. The Company does not use that data beyond the Member's instructions, these terms and the privacy policy.
3. So far as it is needed to provide the Service, the Company sub-entrusts work to infrastructure operators, email delivery providers and AI processing providers. Who they are and what they receive are published in the privacy policy, and a change is announced the same way.
4. The Company does not use a Member's data to train artificial intelligence models, and requires its processors not to use it for training either.

Section 16. Notices

1. The Company uses the email address a Member has registered when it gives that Member notice.
2. Notice to Members generally may be given by posting it in the Service for 7 days or more, in place of individual notice. For matters that materially affect Members, the method in paragraph 1 is used as well.

Section 17. Governing law and dispute resolution

1. The law of the Republic of Korea applies to these terms and to use of the Service.
2. Where a dispute arises between the Company and a Member, the two are to settle it by discussing it in good faith. Where discussion does not settle it, the claim is brought before the court with jurisdiction under the Civil Procedure Act of the Republic of Korea.