Terms of Service

Last updated: February 9, 2026

1. General Provisions

These Terms of Service (hereinafter referred to as "Terms") govern the use of the VOTELIO platform (hereinafter referred to as the "Service" or "Platform"), accessible at www.votelio.com and through associated applications and interfaces.

VOTELIO is operated by CREBISO (hereinafter referred to as the "Provider"), with its registered office and additional details available at www.crebiso.com.

By registering for an account, accessing, or using the Service in any manner, you (hereinafter referred to as the "User") acknowledge that you have read, understood, and agree to be bound by these Terms in their entirety. If you do not agree with any provision of these Terms, you must not use the Service.

The Service is provided as a Software as a Service (SaaS) platform. The Provider grants the User a limited, non-exclusive, non-transferable right to access and use the Service in accordance with these Terms and the applicable subscription plan.

These Terms constitute a legally binding agreement between the User and the Provider. The User represents and warrants that they have the legal capacity and authority to enter into this agreement, and, if acting on behalf of an organization, that they are duly authorized to bind such organization to these Terms.

2. Service Description

VOTELIO is a modular platform designed for community and organization management. It provides tools that enable organizations, associations, communities, and groups to streamline their internal operations, decision-making, and member engagement.

The Platform currently offers the following modules:

• Voting — Create and manage polls, elections, and decision-making processes within your organization.
• Issues & Announcements — Publish important notices, report issues, and facilitate communication among members.
• Event Calendar — Plan, schedule, and manage events, meetings, and activities with integrated RSVP functionality.
• Bookings — Reserve shared resources, spaces, and facilities within your organization.
• Document Management (DMS) — Store, organize, and share documents securely within your organization.

Users activate only the modules they need and pay accordingly. Additional modules may be introduced over time, and existing modules may be enhanced or modified at the Provider's discretion.

The Service is provided "as-is" with commercially reasonable availability. The Provider does not guarantee uninterrupted or error-free operation of the Service, though it endeavors to maintain high availability and performance standards as described in Section 10 of these Terms.

3. Registration and Accounts

To use the Service, the User must create an account by providing accurate, current, and complete registration information. The User agrees to maintain and promptly update this information to keep it accurate and complete at all times.

The account holder is solely responsible for all activity that occurs under their account, including any actions taken by authorized members or administrators. The User must take reasonable measures to protect their account credentials and must immediately notify the Provider of any unauthorized access or security breach.

The organizational account model operates as follows:

• One organization corresponds to one account, which may include multiple members.
• The account creator is designated as the primary Administrator.
• The Administrator is responsible for managing member access, assigning roles and permissions, and ensuring that all members comply with these Terms.
• The Administrator may delegate administrative privileges to other members, but remains ultimately responsible for the account.

The Provider reserves the right to refuse registration, suspend, or terminate any account that violates these Terms, provides false information, or is used for unlawful purposes.

4. Pricing and Payments

The Service operates on a monthly subscription model. The applicable fees are determined by the subscription plan selected by the User and any additional modules or add-ons activated.

• Pricing: Prices are as listed on the VOTELIO pricing page at the time of purchase. The Provider reserves the right to modify pricing with at least 30 days' prior written notice to existing subscribers.
• Payment methods: Credit card, debit card, or bank transfer, as available through the Platform's payment processing system.
• Billing cycle: Monthly, billed in advance at the beginning of each billing period.
• Currency: All prices are quoted in EUR (Euros), excluding applicable VAT or other taxes, which shall be added where required by law.
• Invoices: Invoices are issued and delivered electronically to the email address associated with the User's account.

The User is responsible for ensuring that their payment information is accurate and up to date. The Provider is not liable for any service interruption resulting from failed payments due to incorrect or expired payment details.

5. Storage and Data Limits

Each subscription plan includes 1 GB of storage for the organization's data, including uploaded documents, attachments, images, and other media files.

• Additional storage capacity is available as a paid add-on and can be activated at any time through the Platform's settings.
• Storage covers all uploaded documents, attachments, and media across all active modules within the organization's account.
• The Provider may set reasonable limits on individual file sizes to ensure optimal performance and fair use of the Service. Current file size limits are published in the Platform's documentation.
• If the organization exceeds its allocated storage, the User will be notified and may need to purchase additional storage or remove existing files to continue uploading new content.

The Provider reserves the right to adjust storage allocations and limits with reasonable prior notice, provided that any reduction shall not affect data already stored within the Service.

6. Paid Modules and Add-ons

Beyond the base subscription, Users may activate additional modules and add-ons to extend the functionality of the Platform.

• Additional modules can be activated at any time for an extra monthly fee, as published on the VOTELIO pricing page.
• Module pricing is subject to change; however, the Provider will provide at least 30 days' notice before any price increase takes effect for existing subscribers.
• Modules can be activated or deactivated at any time through the Platform's settings.
• When a module is activated mid-cycle, the User will be charged a prorated fee for the remaining days of the current billing period.
• When a module is deactivated, the change takes effect from the next billing cycle. The User retains access to the module until the end of the current billing period.
• Data associated with a deactivated module will be retained for 30 days after deactivation. After this period, the Provider may permanently delete the associated data unless the module is reactivated.

7. Payment Terms and Non-Payment

Timely payment is essential for continued access to the Service. The following payment terms apply:

7.1 Payment Due Dates

• Payment is due within 14 days of the invoice date.
• For card payments: The card on file is automatically charged on the billing date.
• For bank transfers: Payment must be received within 14 days of the invoice date.

7.2 Non-Payment Consequences

In the event of non-payment, the following escalation process applies:

1. After 7 days past due: An automated payment reminder is sent to the account's billing contact.
2. After 30 days past due: The account is suspended. During suspension, the account is placed in read-only mode — existing data remains accessible for viewing, but no new data can be created, uploaded, or modified.
3. After 90 days past due: The account data is scheduled for permanent deletion. A final notice with a 30-day grace period is sent before deletion is executed.

7.3 Late Payment Fees

The Provider reserves the right to charge late payment fees at a rate of 0.05% of the outstanding amount per day of delay. Late payment fees begin accruing from the day following the payment due date.

The Provider may also seek reimbursement for any reasonable costs incurred in collecting overdue payments, including but not limited to administrative fees, collection agency fees, and legal costs.

8. User Content and Data

9. Data Protection

The Provider takes the protection of personal data seriously and is committed to compliance with all applicable data protection legislation.

• The Provider complies with the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and all other applicable data protection laws and regulations.
• Personal data is collected and processed as described in the Privacy Policy, which forms an integral part of these Terms.
• With respect to organization data processed through the Service, the Provider acts as a data processor on behalf of the User (the data controller). The User is responsible for ensuring that their use of the Service complies with applicable data protection laws, including obtaining any necessary consents from data subjects.
• A Data Processing Agreement (DPA) is available upon request and will be provided to any User or organization that requires one for compliance purposes. Requests may be sent to legal@votelio.com.
• Core service data is hosted on EU-based infrastructure. If a transfer of personal data outside the European Economic Area (EEA) is required (for example through approved subprocessors), the Provider applies GDPR-compliant safeguards such as adequacy decisions, Standard Contractual Clauses, and supplementary measures where required.

10. Service Availability and SLA

The Provider strives to deliver a reliable and consistently available Service. The following service level commitments apply:

• The Provider targets a monthly uptime of 99.5%, measured as the percentage of time the core Service is operational and accessible within a given calendar month, excluding scheduled maintenance windows.
• Scheduled maintenance will be announced at least 48 hours in advance via email notification and/or in-platform notice. Maintenance is typically scheduled during off-peak hours to minimize disruption.
• The Provider is not liable for downtime caused by:
  • Force majeure events (natural disasters, wars, pandemics, government actions, etc.);
  • Failures of third-party services, infrastructure, or internet service providers;
  • Issues arising from the User's own infrastructure, devices, or network connectivity;
  • Actions or omissions of the User or their authorized members;
  • Distributed denial-of-service (DDoS) attacks or other malicious activities by third parties.

The Service is provided "as-is" without any warranty, express or implied, of uninterrupted, error-free, or defect-free operation. The Provider does not warrant that the Service will meet all of the User's specific requirements.

11. Intellectual Property

All intellectual property rights in and to the Service, including but not limited to the VOTELIO name, logo, branding, software code, user interface design, documentation, and all associated materials, are and shall remain the exclusive property of CREBISO.

Subject to these Terms and the User's compliance with them, the Provider grants the User a limited, non-exclusive, non-transferable, revocable license to access and use the Service solely for the User's internal organizational purposes during the term of the subscription.

The User expressly agrees that they shall not:

• Copy, reproduce, duplicate, or replicate the Service or any part thereof;
• Modify, adapt, translate, or create derivative works based on the Service;
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service;
• Redistribute, sublicense, lease, rent, sell, or otherwise transfer rights to the Service to any third party;
• Remove, alter, or obscure any proprietary notices, labels, or marks on the Service;
• Use the Service to develop a competing product or service.

Any feedback, suggestions, or ideas provided by the User regarding the Service may be used by the Provider without any obligation of compensation or attribution to the User.

12. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Provider's total aggregate liability to the User for any and all claims arising out of or in connection with the Service shall not exceed the total fees paid by the User to the Provider during the twelve (12) months immediately preceding the event giving rise to the claim.
• The Provider shall not be liable for any indirect, incidental, special, consequential, punitive, or exemplary damages, including but not limited to damages for loss of profits, goodwill, data, business opportunities, or any other intangible losses, even if the Provider has been advised of the possibility of such damages.
• The Provider shall not be liable for any loss of data resulting from the User's own actions, including accidental deletion, misconfiguration, unauthorized access due to compromised credentials, or failure to maintain adequate backups of critical data outside the Service.
• The Provider is not responsible for content created, uploaded, or shared by Users. Users are solely responsible for ensuring that their content complies with applicable laws and regulations and does not infringe upon the rights of any third party.
• The Provider does not warrant and shall not be liable for the accuracy, completeness, or reliability of any results obtained through the use of the Service, including voting outcomes, which are dependent on User input and configuration.

Nothing in these Terms shall exclude or limit the Provider's liability for death or personal injury caused by its negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by applicable law.

13. Termination

13.1 Termination by the User

• The User may cancel their subscription at any time through the Platform's account settings or by contacting the Provider in writing.
• Cancellation becomes effective at the end of the current billing period. The User retains full access to the Service until the end of the paid period.
• No refunds are issued for partial months, unused time, or prepaid periods remaining after cancellation.

13.2 Termination by the Provider

• The Provider may terminate the User's account for material breach of these Terms, provided that the User is given a 14-day written notice and opportunity to cure the breach. If the breach is not cured within the 14-day period, the termination becomes effective immediately thereafter.
• The Provider may terminate the User's account immediately and without prior notice in the following circumstances:
  • Use of the Service for illegal activities or purposes;
  • Severe or repeated violations of these Terms;
  • Activity that poses a security threat to the Service, other users, or the Provider's infrastructure;
  • Fraud, misrepresentation, or identity theft;
  • Any use that may expose the Provider to legal liability.

13.3 Effects of Termination

Upon termination, the User's right to access and use the Service ceases immediately (or at the end of the billing period, in the case of User-initiated cancellation). The User may request a data export within 30 days of termination as described in Section 8. All provisions of these Terms that by their nature should survive termination shall continue in effect, including but not limited to Sections 8, 9, 11, 12, and 15.

14. Changes to Terms

The Provider reserves the right to modify, amend, or update these Terms at any time. Changes are handled as follows:

• The Provider will provide at least 30 days' advance notice before any changes take effect.
• Notice will be provided via email to the address associated with the User's account and/or through an in-platform notification.
• Material changes — including changes to pricing, liability, data handling, or termination provisions — will be clearly identified and communicated via email.
• Continued use of the Service after the effective date of the updated Terms constitutes the User's acceptance of and agreement to the revised Terms.
• If the User does not agree with the updated Terms, they must discontinue use of the Service and cancel their subscription before the effective date of the changes.

The most current version of these Terms is always available at www.votelio.com/terms.

15. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Slovak Republic, without regard to its conflict of law principles.

Any disputes arising out of or in connection with these Terms or the use of the Service shall be submitted to the exclusive jurisdiction of the competent courts of the Slovak Republic.

Where the User qualifies as a consumer under applicable law, mandatory consumer protection provisions of the User's country of residence shall apply to the extent that they provide a higher level of protection than the laws of the Slovak Republic. Nothing in these Terms shall deprive a consumer of the protection afforded by provisions that cannot be derogated from by agreement.

In the event that any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid or unenforceable provision shall be replaced by a valid and enforceable provision that most closely reflects the original intent.

16. Contact

For questions, concerns, or requests regarding these Terms of Service, please contact us:

• Email: legal@votelio.com
• Operator: CREBISO — www.crebiso.com

For data protection inquiries, please refer to our Privacy Policy or contact us at legal@votelio.com.