Terms of Service

These Terms of Service (hereinafter “Terms”) govern the use of the SaaS platform “AI Casefile” (hereinafter “Service”), accessible at ai-casefile.eu and ki-akte.eu, operated by:

These Terms apply exclusively. Any deviating, conflicting, or supplementary terms of the customer shall only become part of the contract if and to the extent the operator has expressly agreed to them in writing.

The Service is primarily directed at businesses (B2B). Use by consumers is permitted; in such cases, mandatory consumer protection provisions additionally apply (see § 8 Right of Withdrawal).

The contract is formed upon registration of an account and confirmation of the email address. By registering, the customer confirms they have read and agree to these Terms.

For paid plans, the subscription contract is additionally formed upon completion of the payment process via Stripe.

AI Casefile is a web-based SaaS platform that assists organizations in documenting, classifying, and managing their AI use cases in the context of the EU AI Act.

The Service includes in particular:

• AI use case registry with risk assessment
• AI-powered automatic risk classification
• Review and approval workflows
• Audit-ready PDF reports and CSV exports
• AI literacy management
• Vendor compliance management
• Dashboard and analytics

The customer must provide truthful and complete information during registration. They are responsible for maintaining the confidentiality of their credentials and for all activity under their account.

The customer undertakes to notify the operator immediately of any unauthorized access to their account. The operator is not liable for damages resulting from misuse of credentials unless the operator is at fault.

For organization accounts with multiple users, the account administrator is responsible for managing access rights and adhering to plan user limits.

The Service is available in several plans: a free plan (“Free”) and paid plans (“Starter”, “Professional”, “Enterprise”). The respective scope and usage limits are set out in the plan overview on the website.

Free plan: The Free plan is available indefinitely but with limited functionality (usage limits). It may be discontinued or modified at any time with 30 days' prior notice.

Paid plans: Billing is processed monthly or annually via the payment processor Stripe, Inc. Payment is due in advance. The subscription automatically renews for the respective billing period unless cancelled before expiry.

Trial period: Paid plans include a 14-day free trial. If the subscription is not cancelled before the trial expires, the paid term begins automatically.

Price changes: The operator reserves the right to change prices with at least 30 days' prior notice. Existing subscriptions are exempt from price increases until the end of the current billing period.

Failed payments: Upon payment failure, the Service will be restricted to read-only access after a 7-day grace period. After 30 days without successful payment, the account will be downgraded to the Free plan.

The Service uses third-party AI models (currently OpenAI) for the following features: automatic risk classification, risk summary generation, review summaries, and AI-powered analyses.

The operator expressly notes:

• AI-generated results are automated assessments and may be inaccurate, incomplete, or outdated.
• AI classification does not replace a legal review by qualified professionals (lawyers, data protection officers, compliance officers).
• The customer is solely responsible for verifying all AI-generated results before making decisions based on them.
• Regulatory requirements change. The operator does not guarantee that the Service always reflects the latest legal status.
• Use of the Service does not relieve the customer of their legal obligations under the EU AI Act or other applicable regulations.

The operator is not liable for damages arising from the use of AI-generated content, in particular not for missing or incorrect compliance, fines, regulatory actions, or economic disadvantages.

Customer data: All data entered by the customer into the Service remains the property of the customer. The operator processes this data solely to provide the Service. For details of data processing, the Privacy Policy applies.

Data export: The customer may export their data at any time via the export functions (PDF, CSV). After contract termination, the operator makes data available for export for 30 days.

Operator's intellectual property: The Service, including software, design, documentation, and trademarks, is the property of the operator. The customer receives a simple, non-transferable, revocable right of use for the duration of the contract.

Prohibited actions: The customer may not decompile, reverse-engineer, copy, resell, or use the Service for developing competing products.

Data processing agreement: Insofar as the operator processes personal data on behalf of the customer, the provisions of the Data Processing Agreement (DPA) apply, which is available upon request.

Business customers (B2B) do not have a right of withdrawal.

(1) The operator has unlimited liability for damages arising from injury to life, body, or health based on an intentional or negligent breach of duty by the operator.

(2) The operator has unlimited liability for damages based on intent or gross negligence by the operator.

(3) In case of breach of material contractual obligations (cardinal obligations) through simple negligence, liability is limited to the foreseeable, contract-typical damage.

(4) Liability for simple negligence is otherwise excluded.

(5) Total liability for damages under para. 3 is capped at the fees paid by the customer in the 12 months preceding the event giving rise to the damage, but no less than EUR 500.

(6) Liability under the Product Liability Act remains unaffected.

The operator endeavors to provide high availability of the Service but does not guarantee any specific uptime. Planned maintenance will be announced in advance where possible.

The operator is not liable for interruptions or delays caused by force majeure, including but not limited to: natural disasters, pandemics, strikes, power failures, failure of third-party services (cloud hosting, payment processors, AI model providers), government orders, cyberattacks, or other circumstances beyond the operator's reasonable control.

Free plan: May be terminated at any time by deleting the account.

Monthly subscriptions: May be cancelled at any time effective at the end of the current billing month.

Annual subscriptions: May be cancelled at any time effective at the end of the current billing year. Early cancellation does not entitle the customer to a refund for the remaining period.

Extraordinary termination: The right of both parties to extraordinary termination for cause remains unaffected. Cause for the operator includes in particular: material breach of these Terms, misuse of the Service, or payment default of more than 30 days.

Consequences of termination: After contract termination, access to the Service is suspended. The customer has 30 days to export their data. After this period, data is irrevocably deleted.

The customer shall indemnify the operator against all third-party claims arising from unlawful use of the Service by the customer or with the customer's approval, or from content entered by the customer into the Service. The customer shall bear the costs of necessary legal defense, including all court and attorney fees at statutory rates. This does not apply if the customer is not responsible for the infringement.

The operator reserves the right to amend these Terms with effect for the future. The customer will be notified of changes by email at least 30 days before they take effect.

If the customer does not object to the changes within 30 days of receiving the notification, the new Terms are deemed accepted. The operator will specifically inform the customer in the notification of the significance of the 30-day period and the legal consequences of silence.

Governing law: The laws of the Federal Republic of Germany apply, excluding the UN Convention on Contracts for the International Sale of Goods (CISG). For consumers, this choice of law applies only insofar as it does not conflict with mandatory provisions of the consumer's country of residence.

Jurisdiction: For disputes arising from or in connection with these Terms, the exclusive place of jurisdiction is Stuttgart, Germany, to the extent permitted by law. For consumers, the statutory place of jurisdiction applies.

Severability: If any provision of these Terms is or becomes invalid or unenforceable, this shall not affect the validity of the remaining provisions. The invalid or unenforceable provision shall be replaced by a valid provision that comes closest to the economic purpose of the invalid provision.

Entirety: These Terms together with the Privacy Policy constitute the entire agreement between the parties and supersede all prior oral or written agreements.

Online dispute resolution: The European Commission provides a platform for online dispute resolution (ODR): https://ec.europa.eu/consumers/odr. The operator is neither willing nor obliged to participate in dispute resolution proceedings before a consumer arbitration board.

For questions about these Terms, contact us at: