Terms & Conditions

Last updated: 24 September 2026

1. About these Terms

1.1 These Terms and Conditions ("Terms") govern access to and use of the SystemTracker website at systemtracker.com (the "Website") and the SystemTracker web application at app.systemtracker.com (the "App"), together the "Service".

1.2 The Service is provided by SystemTracker OÜ, a private limited company registered in the Estonian Commercial Register under registry code 17298601, with its registered address at Ahtri tn 12, 15551 Tallinn, Harju County, Estonia ("SystemTracker", "we", "us"). VAT number: EE102957792. Email: team@systemtracker.com.

1.3 You accept these Terms by confirming your agreement when you add your account details in the App. Accepting an invitation or continuing to use the App also means you agree to them. If you use the App on behalf of a company or other organisation, you confirm that you have authority to bind it, and "Customer" means that organisation.

1.4 The Service is intended for business use only. It is not offered to consumers, and consumer protection rules on distance contracts do not apply.

1.5 If you have signed a separate written agreement or order form with us, that agreement takes precedence over these Terms where they conflict.

2. Definitions

Term	Meaning
Workspace	The Customer's organisation account in the App, holding its projects, members and billing details.
Project	A construction or engineering project created in a Workspace, with its systems, components, checklists, documents, responsibilities, punch items, integrations, schedules, BIM models and chat.
User	Any person given access to the App, including Workspace members and people invited to a Project.
Customer Data	All content, files and information that Users upload, enter or generate in the App, including documents, IFC/BIM models, chat messages and activity history.
Subscription	The paid right to use the App for one or more active Projects.
AI Integration	A connection between the App and a third-party AI assistant, for example through the SystemTracker MCP server.

3. Accounts and access

3.1 Users must be at least 18 years old and use the App for professional purposes.

3.2 Users sign in with a one-time login code sent to their email address. Each User is responsible for keeping access to their email account secure, as anyone with access to it can sign in to the App.

3.3 A Workspace has an Owner, Team Members and Guests. The Owner and authorised Team Members can invite Team Members to the Workspace, and Guests (such as subcontractors, advisors or clients) to specific Projects, by email. The Customer decides who is invited and what they can access, and is responsible for removing access when it is no longer needed.

3.4 The Customer is responsible for all activity in its Workspace and for its Users' compliance with these Terms. Accounts are personal and must not be shared.

3.5 Tell us promptly at team@systemtracker.com if you suspect unauthorised access to an account.

3.6 Other Users in the same Workspace or Project can see a User's name, title and any contact details that User chooses to share. The App also shares updates about activity in a Project (such as status changes, reviews, uploads, comments and assignments) with other members of that Project, for example in activity feeds, chat and notifications, in the App or by email. By using the App, each User agrees that their name and actions may be shown to other members in this way.

4. Subscriptions, fees and payment

4.1 The App is priced per active Project per month, with unlimited Users on each Project. Current prices are shown at systemtracker.com/pricing and in the App's Billing page (at the time of writing, NOK 3,500 per Project per month).

4.2 All prices exclude VAT (MVA) and other applicable taxes, which are added where required by law. Where the reverse-charge mechanism applies, the Customer accounts for VAT itself.

4.3 We invoice on the 1st of each month for every Project that is active on that date. Invoices are sent to the billing email in the Workspace and are payable within 14 days of the invoice date.

4.4 The first month of a new Project is always invoiced in full. A Project that has been active for at least one month and is cancelled or archived before the 1st of a month is not included on that month's invoice. Fees already invoiced are not refunded, except where required by law.

4.5 To archive, pause or cancel a Project, contact team@systemtracker.com. The Customer must keep its billing details (company name, contact person, billing email, VAT ID and address) accurate.

4.6 Late payments accrue interest at the rate set by the Estonian Law of Obligations Act. If an invoice remains unpaid 30 days after its due date, we may suspend access to the Workspace after giving written notice.

4.7 We may change prices by giving at least 30 days' notice by email or in the App. The new price applies from the next invoice after the notice period. If the Customer does not agree, it may cancel affected Projects before the change takes effect.

4.8 Demo use. We may allow a Customer to use the App for demonstration or evaluation purposes by written notice, including by email. Projects covered by such notice are not billed for the period stated in it. We may end demo use at any time with reasonable notice. When demo use ends, the Customer may continue on a paid Subscription, which is billed from the next invoice date under section 4.3, or stop using the affected Projects. Sections 10.1 to 10.4 apply to demo use, and to the extent permitted by law we have no liability for demo use beyond EUR 100.

5. Customer Data and privacy

5.1 The Customer owns its Customer Data. The Customer grants us a limited right to host, copy, process and display Customer Data only as needed to provide, secure and support the Service.

5.2 The Customer is responsible for the legality and accuracy of Customer Data, and for having the rights and permissions needed to upload it, including drawings, IFC/BIM models, documentation and personal data of people named in Projects.

5.3 When we process personal data in Customer Data, we act as a processor on the Customer's behalf under the EU General Data Protection Regulation (GDPR). The Data Processing Addendum in Annex 1 forms part of these Terms and applies automatically.

5.4 For personal data we process as a controller (for example account details, billing contacts and Website visitors), see our Privacy Policy.

5.5 We use appropriate technical and organisational measures to protect Customer Data. We may use sub-processors (such as hosting and email delivery providers) listed in section 4 of our Privacy Policy.

5.6 We may use aggregated, anonymised usage data that does not identify the Customer or any person to operate and improve the Service.

6. Acceptable use

Users must not:

• break any law, or infringe anyone's intellectual property, privacy or other rights;
• upload malware, or content that is unlawful, defamatory or offensive;
• try to gain unauthorised access to the Service, other Workspaces or our systems, or bypass security or usage limits;
• overload or disrupt the Service, including through excessive automated requests;
• copy, reverse engineer or decompile the App, except where the law expressly allows it;
• use the Service to build a competing product, or copy its features, layout or design;
• resell, sublicense or give third parties access to the Service outside the Customer's own Projects.

We may remove content or suspend access that breaches this section, as set out in section 11.

7. Intellectual property

7.1 SystemTracker and its licensors own all rights in the Service, including the software, the systems-first interface design (an EU-registered design), templates, trademarks and documentation. These Terms do not transfer any of those rights.

7.2 During an active Subscription, we grant the Customer and its Users a non-exclusive, non-transferable right to use the App for the Customer's internal business purposes.

7.3 The App includes frameworks based on published industry standards (such as NS 3451, NS 3456 and Statsbygg PA 0802). Those standards remain the property of their owners. We do not guarantee that our implementation meets every requirement of a standard or of a specific project contract.

7.4 Exports the Customer generates from the App (such as PDF tender documents) may be used freely within the Customer's projects.

7.5 If you send us feedback or ideas, we may use them without restriction or payment.

8. Third-party services and AI Integrations

8.1 The App lets Users connect third-party AI assistants (for example Claude) through the SystemTracker MCP server. A connected assistant can read and change data in the Projects that User can access, acting on that User's behalf.

8.2 AI Integrations are optional and enabled by each User. The third-party provider's own terms and privacy policy govern its handling of data it receives. We are not responsible for third-party services or for actions an assistant takes on a User's instructions.

8.3 Users should review changes made through an AI Integration. Users can revoke a connection at any time on the AI integrations page in the App.

8.4 The Website and App may link to third-party sites. We do not control and are not responsible for them.

9. Availability, support and changes

9.1 We aim to keep the App available at all times but do not guarantee uninterrupted or error-free operation. Planned maintenance will be announced in advance where reasonably possible.

9.2 Support is provided by email at team@systemtracker.com. We aim to reply within 1–2 business days.

9.3 We continuously develop the Service and may add, change or remove features. We will not materially reduce the core functionality of a paid Subscription during a billing period without notice.

9.4 The Customer is responsible for keeping its own copies of documents and data it needs for legal or contractual record-keeping, such as FDV handover documentation.

10. Warranties, liability and indemnity

10.1 The Service is provided "as is" and "as available". To the extent permitted by law, we exclude all implied warranties, including fitness for a particular purpose.

10.2 The App is a tool for organising project information. It does not replace professional engineering judgement. The Customer remains responsible for the design, construction, commissioning, compliance and safety of its projects.

10.3 Neither party is liable for indirect or consequential loss, including lost profits, revenue, business, contracts or data, or project delays and penalties.

10.4 Our total liability arising from or related to these Terms in any 12-month period is limited to the fees the Customer paid us in the 12 months before the event giving rise to the claim.

10.5 Nothing in these Terms limits liability for intentional breach or gross negligence, or any other liability that cannot be limited under Estonian law.

10.6 The Customer will compensate us for third-party claims arising from Customer Data or from the Customer's or its Users' breach of these Terms.

11. Term, suspension and termination

11.1 These Terms apply for as long as a User has an account or the Customer has an active Subscription. Subscriptions run month to month and can be cancelled per Project at any time, with effect as described in section 4.4.

11.2 We may suspend access immediately if needed to prevent harm to the Service or other customers, or if there is a serious breach of section 6. We may suspend for non-payment as described in section 4.6. We will restore access once the issue is resolved.

11.3 Either party may terminate for material breach that is not remedied within 14 days of written notice. We may end demo use as described in section 4.8.

11.4 After termination or cancellation of a Project, the Customer can request an export of its Customer Data within 30 days. After that period we may delete the Customer Data, except where we must keep it by law.

11.5 Sections on fees owed, intellectual property, liability, indemnity and governing law survive termination.

12. Communications and Website use

12.1 We send transactional emails needed to run the Service, such as login codes, Project invitations and invoices. These are part of the Service and cannot be switched off while an account is active. We do not send marketing emails unless you have opted in.

12.2 Notices to the Customer are sent to the Workspace's billing email or shown in the App. Notices to us go to team@systemtracker.com.

12.3 Website content is for general information only. Features, prices and descriptions on the Website may change and do not form an offer until a Subscription starts.

12.4 The Website uses cookies and similar technologies, including analytics. You can manage your choices through Consent Preferences on the Website. See our Privacy Policy for details.

13. Governing law, changes and general terms

13.1 These Terms are governed by the laws of the Republic of Estonia. The UN Convention on Contracts for the International Sale of Goods does not apply.

13.2 The parties will first try to settle any dispute through good-faith negotiation. Disputes that are not settled within 30 days will be resolved by Harju County Court (Harju Maakohus) in Tallinn, Estonia.

13.3 We may update these Terms. We will give at least 30 days' notice of material changes by email or in the App. Continued use after the effective date means acceptance. The date at the top shows the current version.

13.4 Neither party is liable for delays caused by events beyond its reasonable control.

13.5 The Customer may not transfer its rights under these Terms without our written consent. We may transfer them to a successor in a merger or sale of our business.

13.6 If any provision is found invalid, the rest remains in force. A failure to enforce a right is not a waiver of it.

13.7 These Terms are written in English. If translated, the English version prevails.

Contact: SystemTracker OÜ, Ahtri tn 12, 15551 Tallinn, Estonia · registry code 17298601 · VAT EE102957792 · team@systemtracker.com

Annex 1 – Data Processing Addendum

This Addendum applies when SystemTracker processes personal data in Customer Data on the Customer's behalf. The Customer is the controller and SystemTracker is the processor under GDPR article 28. If this Addendum conflicts with the rest of the Terms, this Addendum prevails for personal data.

A1.1 Instructions. We process personal data only on the Customer's documented instructions, which are these Terms and the Customer's use and configuration of the App. We will tell the Customer if we believe an instruction breaks data protection law.

A1.2 Confidentiality. Everyone we authorise to process the personal data is bound by confidentiality.

A1.3 Security. We apply the technical and organisational measures in Appendix A, which we may improve over time but not reduce.

A1.4 Sub-processors. The Customer gives general authorisation for us to use the sub-processors listed in section 4 of our Privacy Policy. We will give at least 30 days' notice of a new or replaced sub-processor. If the Customer objects on reasonable data protection grounds and we cannot resolve it, the Customer may cancel the affected Projects without penalty. We bind each sub-processor to data protection terms at least as protective as this Addendum and remain responsible for them.

A1.5 International transfers. App data is hosted in the EU. Any transfer outside the EU/EEA will be covered by a valid mechanism, such as an adequacy decision or the Standard Contractual Clauses.

A1.6 Assistance. Taking into account the nature of the processing, we help the Customer respond to data subject requests and meet its obligations on security, breach notification, impact assessments and prior consultation. We forward any data subject request we receive directly to the Customer.

A1.7 Personal data breaches. We notify the Customer without undue delay, and where possible within 48 hours, after becoming aware of a personal data breach affecting Customer Data, with the information the Customer needs to meet its own obligations.

A1.8 Deletion and return. When the Subscription ends, the Customer can export its data as set out in section 11.4. After that we delete the personal data, unless EU or Estonian law requires us to keep it. Backups are deleted automatically at the end of the backup retention period in Appendix A.

A1.9 Audits. We make available the information needed to show compliance with article 28. The Customer may request an audit, at its own cost and with at least 30 days' written notice, no more than once a year unless a breach or authority requires it. We may first answer by written information or independent certifications.

A1.10 Duration. This Addendum lasts as long as we process personal data for the Customer.

Appendix A – Processing details and security measures

Item	Details
Subject matter and purpose	Providing the App: storing, organising, displaying and sharing project information for the Customer
Nature of processing	Hosting, storage, retrieval, display, transmission (including emails and notifications), backup and deletion
Data subjects	Users, and people named in Customer Data (such as the Customer's staff, subcontractors, suppliers and clients)
Personal data	Names, titles, companies, email addresses, phone numbers, profile pictures, roles and responsibilities, chat messages, activity history, and personal data in uploaded documents and models
Special categories	None intended. The Customer should not upload special category data
Duration	For the term of the Subscription plus the export and deletion periods in A1.8

Security measures

• App data hosted in EU data centres (PlanetScale on AWS, Vercel)
• Encryption in transit (TLS) and at rest
• Passwordless sign-in with one-time email codes
• Role-based access: Workspace Owner, Team Members and Guests, with Project-level access
• Access to production systems limited to authorised SystemTracker staff
• Error monitoring (Sentry) and logging to detect and fix issues
• Database backups every 6 hours, kept for PlanetScale's standard retention period (currently 2 days) and then deleted automatically