UCSM Terms and Conditions

UCSM Terms and Conditions
Last updated: [DATE]

These Terms and Conditions ("Terms") govern your access to and use of the UCSM platform. Please read them before registering.

1. Scope and Acceptance
These Terms form a legally binding agreement between you and UCSM Solutions EOOD, incorporated under Bulgarian law, with registered address at [REGISTERED ADDRESS] and UIC/EIK [EIK] ("UCSM", "we", "us").

By creating an account or using any part of the platform, you confirm that you have read and agree to these Terms. If you register on behalf of a legal entity, you confirm you have authority to bind it.

Nothing in these Terms limits or removes any right that cannot lawfully be excluded under mandatory law applicable in your country of habitual residence.

2. UCSM Service Description
UCSM is a cloud-based SaaS platform offered across Europe, operated by a Bulgarian legal entity. It enables:

Private users to manage vehicles, store documents, track mileage and service history, set reminders, and use the EKI assistant;
Service workshops ("service tenants") to manage customers, vehicles, service requests, bookings, repair records, and documents;
Fleet companies ("fleet tenants") to manage vehicles, drivers, assignments, maintenance, costs, and documents.
UCSM is a digital management tool. It is not an insurer, vehicle authority, financial adviser, or ERP system. It does not verify data entered by users or tenants, does not guarantee vehicle roadworthiness or legal status, and does not provide legal, financial, or professional advice. Business tenants are solely responsible for compliance with laws governing their own operations.

3. Eligibility and Account Registration
You must be at least 18 years old to register. By registering, you confirm you meet this requirement.

You must provide accurate, current information and keep it up to date. UCSM may require email verification before activation and may decline or remove an account where there are reasonable grounds to do so.

The same individual may hold a private account and also participate as an authorised user within a tenant account. These roles are managed separately within the platform.

4. Private Users and Business Tenants
Private users contract directly with UCSM Solutions EOOD under these Terms.

Business tenants are companies or sole traders subscribing for service workshop or fleet management. The contract is between UCSM and the subscribing entity. Staff, drivers, customers, and invited users are authorised users of the tenant's account; they are not individually party to the subscription contract.

Tenants are responsible for managing access, assigning permissions, and ensuring their use of the platform — including by their authorised users — complies with these Terms and applicable law, including data protection law in relation to their customers and employees. This does not limit UCSM's own security and contractual responsibilities. Business tenants must enter into the Data Processing Agreement ("DPA") provided at account activation.

5. Account Security
You are responsible for keeping your credentials confidential. Do not share your password. To give others access to a tenant account, use the platform's invitation and multi-user features.

Notify us at [SUPPORT EMAIL] immediately if you suspect unauthorised access. UCSM is not liable for losses arising from unauthorised access where you failed to take reasonable steps to protect your credentials or failed to report a known breach promptly.

6. Subscription Plans and Licence
Subscriptions are available on monthly or annual billing cycles. Current plans, features, and prices are published on the UCSM website and within the platform. Prices are stated in EUR and include applicable VAT where required by law.

Your subscription grants a non-exclusive, non-transferable, revocable licence to use the platform during the paid period. This licence does not include the right to copy, modify, distribute, reverse-engineer, or create derivative works from any part of the platform.

7. Payments and Recurring Billing
Payments are processed by Stripe. By subscribing, you authorise UCSM to instruct Stripe to charge your payment method in advance at the start of each billing period. Stripe processes payment information under its own applicable terms; you do not become a party to any agreement between UCSM and Stripe.

UCSM does not store your card details. If a payment fails, UCSM may retry and will notify you. Continued failure may result in account suspension. You are responsible for keeping your payment method and billing information current.

8. Automatic Renewal
Subscriptions renew automatically at the end of each billing period at the then-current price, unless cancelled beforehand. UCSM will send a reminder before any annual renewal. Price changes take effect from the first renewal after advance notice has been given under Section 22.

9. Cancellation
You may cancel at any time through account settings or by contacting [SUPPORT EMAIL]. Cancellation takes effect at the end of the current paid period. Access continues until that date. No cancellation fee applies.

Cancellation does not entitle you to a pro-rata refund for the unused portion of the current period, except as required by law or as set out in Section 11.

10. Right of Withdrawal
EU/EEA consumers. If you are a consumer habitually resident in the EU or EEA, you have the right under EU law to withdraw from a new subscription contract within 14 days from the date the contract is concluded, without giving any reason.

During checkout, you will be asked separately and expressly whether you wish the service to begin before the 14-day withdrawal period expires. If you make that express request, you remain entitled to withdraw within 14 days, but if you do so after the service has commenced, you will pay an amount proportional to the service supplied up to the date of withdrawal. Your acceptance of these Terms alone does not constitute the express request required under this clause. If you do not request early commencement, you may withdraw within 14 days without any charge.

To withdraw, contact [SUPPORT EMAIL] with a clear statement of your decision. Confirmed refunds are processed within 14 days.

Consumers outside the EU/EEA. If you are a consumer in a European jurisdiction outside the EU/EEA, you retain any mandatory withdrawal or cancellation rights provided by the law applicable in your country of habitual residence. Nothing in these Terms limits those rights.

This section does not apply to business tenants unless mandatory law provides otherwise.

11. Refunds, Charges and Remedies
No pro-rata refund is given for a partially used period, except where:

(a) mandatory law requires it, including following valid withdrawal under Section 10;
(b) you have been charged incorrectly or twice — contact [SUPPORT EMAIL] and we will investigate and refund promptly;
(c) UCSM materially fails to supply the service — a proportionate credit or refund will be provided for the affected period;
(d) UCSM discontinues the platform under Section 16 — unused prepaid fees are refunded proportionately;
(e) UCSM terminates a paid account other than for your breach under Section 18 — unused prepaid fees are refunded proportionately.

Where the service is defective or does not conform to the contract, statutory remedies under applicable EU and national law — including conformity, price reduction, and termination — apply as provided by law and are not affected by these Terms.

12. Free Trials and Promotional Access
Unless the specific offer states otherwise:

(a) A trial is available once per person or entity. Creating additional accounts to obtain further trials is prohibited.
(b) No charge is applied automatically at the end of a free trial without your active selection of a paid plan.
(c) Data entered during a trial remains accessible for 30 days after the trial ends. You will be notified before any deletion.
(d) UCSM may withdraw or modify promotional access at any time, subject to any commitment made in the specific offer.

13. User and Tenant Responsibilities
You are responsible for all content and data you enter. By using UCSM, you confirm that:

(a) you have the right to upload or enter all data and documents you submit;
(b) the information you provide is, to the best of your knowledge, accurate and not misleading;
(c) you will not process personal data relating to others without a lawful basis, and — if you are a business tenant — you will comply with the DPA;
(d) you will maintain reasonable security practices for devices used to access UCSM.

UCSM does not verify data you enter and is not responsible for decisions made in reliance on information stored within the platform.

14. Vehicle Data, Documents, OCR and EKI
14.1 Vehicle Data
Vehicle details are stored as submitted. UCSM does not verify vehicle ownership, identity, or the accuracy of vehicle information.

14.2 Uploaded Documents
You may upload vehicle documents and other files to support your use of the platform. You must not upload health data, criminal-offence or regulatory-sanction records, national identity numbers, biometric data, or other sensitive personal information, unless a specific UCSM workflow expressly requests and permits it. Content uploaded outside a permitted workflow may be removed. UCSM may apply limits on file size, number, and accepted file types.

14.3 OCR Assistance
OCR output is a suggestion only and may contain errors. You must review and correct OCR-extracted data before saving it as a permanent record. UCSM accepts no liability for losses arising from reliance on uncorrected OCR output. OCR assistance does not constitute professional advice.

14.4 EKI Assistant
EKI is an AI-assisted, read-only informational tool. Depending on the feature used, it may process a user's query together with authorised platform information or relevant log information to provide assistance. EKI does not modify operational records, execute transactions, change permissions or statuses, or make legally significant decisions on behalf of users. AI-generated responses may contain errors and must be independently reviewed. Further information about the processing of personal data through EKI and its technology providers is available in the Privacy Policy.

15. Prohibited Use
You must not use UCSM to:

(a) violate any applicable law or regulation;
(b) upload or transmit unlawful, harmful, defamatory, fraudulent, or infringing content;
(c) impersonate any person or misrepresent your identity or authority;
(d) attempt unauthorised access to any part of the platform, its infrastructure, or another user's account;
(e) introduce malware or other harmful code;
(f) scrape or systematically extract platform data without UCSM's prior written consent;
(g) resell or sublicense access outside the platform's built-in multi-user mechanisms;
(h) knowingly use UCSM to facilitate or conceal the unlawful possession, sale, or transfer of a stolen vehicle, or to support any other illegal activity in connection with a vehicle. Legitimate recording, investigation, or reporting in connection with a vehicle that may be stolen or disputed is not prohibited;
(i) circumvent any technical access control, subscription limit, or usage restriction.

16. Availability, Maintenance and Service Changes
UCSM aims to provide a reliable service but does not guarantee uninterrupted availability. Planned maintenance will be notified in advance where practicable.

UCSM may change, add, or remove features for valid operational reasons, including security, legal compliance, technical compatibility, service improvement, and infrastructure changes. Material changes that reduce functionality available on a paid subscription will be notified with reasonable advance notice. If such a change materially affects your use and cannot be remedied within a reasonable time, you may terminate and receive a proportionate refund for the unused prepaid period. Statutory rights to terminate or obtain a price reduction on account of service non-conformity are unaffected.

If UCSM discontinues the platform, not less than 60 days' advance notice will be given and prepaid fees will be refunded proportionately.

17. Intellectual Property
All intellectual property rights in the platform belong to UCSM Solutions EOOD or its licensors. These Terms do not transfer any such rights to you. You retain ownership of data and content you upload or create. By using the platform, you grant UCSM a limited licence to store, process, and display that content solely to provide the service.

18. Suspension and Termination
18.1 Suspension
UCSM may suspend access immediately where there are reasonable grounds to suspect a serious or ongoing breach of these Terms, a payment remains outstanding after a reasonable opportunity to pay, or suspension is required by law or a competent authority. We will notify you and, where possible, give you an opportunity to respond.

18.2 Termination by UCSM
UCSM may terminate your account with 30 days' written notice for a legitimate reason, including persistent or serious breach of these Terms, a legal or regulatory obligation, a material security risk, or a significant change to the platform's operation. Accounts in good standing will not be terminated without such reason. Where UCSM terminates a paid account other than for your breach, you will receive a proportionate refund for the unused prepaid period.

18.3 Termination by You
You may close your account by cancelling your subscription under Section 9 and, if you wish to close the account entirely, contacting [SUPPORT EMAIL]. Section 19 applies to your data.

19. Data After Termination
For 30 days following the end of your paid access period or account termination, your data will be made available for export, either through platform functionality or by reasonable request to [SUPPORT EMAIL]. After this period, personal data will be deleted or anonymised, subject to any mandatory lawful retention obligation.

The same 30-day period applies to business tenant workspace data. Obligations regarding lawfully retained data are set out in the DPA.

UCSM is not liable for data loss resulting from failure to export within this period.

20. Liability
20.1 Business Tenants
To the maximum extent permitted by applicable law, UCSM's total liability to a business tenant shall not exceed the total subscription fees paid by that tenant in the 12 months preceding the event giving rise to the claim. UCSM is not liable to business tenants for indirect or consequential loss, loss of profit or revenue, loss of business opportunity, or loss of data not caused by UCSM's fault.

20.2 Consumers
For private users who are consumers, nothing in these Terms limits or excludes any right that cannot lawfully be restricted under applicable EU or national consumer protection law. Mandatory rights, including those arising from service non-conformity and the right of withdrawal, take precedence over any conflicting provision.

20.3 General
Across all users, to the extent permitted by mandatory law, UCSM is not liable for losses arising from data entered by other users or tenants, OCR output acted upon without review, EKI responses relied upon without independent verification, or third-party service failures beyond UCSM's reasonable control.

Nothing in these Terms excludes or limits UCSM's liability for fraud, fraudulent misrepresentation, wilful misconduct, gross negligence, death or personal injury caused by UCSM's negligence, or any other matter that cannot lawfully be excluded.

20.4 Force Majeure
UCSM is not liable for delays or failures caused by circumstances genuinely beyond its reasonable control. A cyberattack or infrastructure failure does not constitute force majeure to the extent it was caused or materially worsened by UCSM's failure to apply reasonable and industry-standard security or continuity measures.

21. Privacy, Data Protection and DPA
UCSM processes personal data to provide the service. Our Privacy Policy at [PRIVACY POLICY URL] sets out what data we collect, how we use it, how long we retain it, and your rights as a data subject.

For privacy queries and data-subject rights requests, contact: privacy@ucsm.eu

Business tenants who process personal data about third parties within UCSM must enter into the DPA with UCSM Solutions EOOD. Where the DPA and these Terms conflict on data protection matters, the DPA prevails.

22. Changes to These Terms
UCSM may update these Terms for legitimate reasons, including legal or regulatory changes, changes to the service, security requirements, or corrections. Material changes will be notified by email or in-platform notice at least 30 days in advance, with a statement of the reason. Where applicable law requires express acceptance of a change, we will seek it rather than relying solely on continued use. If you do not accept a material change, you may cancel before it takes effect and receive a proportionate refund for any unused prepaid period. Minor corrections and clarifications may take effect immediately.

23. Governing Law and Disputes
23.1 Governing Law
These Terms are governed by the law of the Republic of Bulgaria, as UCSM Solutions EOOD is established there. For consumers, mandatory protections under the law of the country of habitual residence apply to the extent they provide greater rights.

23.2 Complaints
Please contact us first at [SUPPORT EMAIL]. We aim to respond within 10 business days.

23.3 Consumer Dispute Resolution
EU/EEA consumers may refer unresolved disputes to an accredited alternative dispute resolution body or to the consumer authority in their country of residence. The competent Bulgarian consumer authority is the Commission for Consumer Protection (КЗП).

23.4 Jurisdiction — Business Tenants
Disputes with business tenants are subject to the exclusive jurisdiction of the competent courts of the Republic of Bulgaria, unless the parties separately agree otherwise in writing.

23.5 Jurisdiction — Consumers
Consumers may bring proceedings before the courts of Bulgaria or, where permitted by applicable EU law, before the courts of their country of habitual residence. UCSM will not enforce a jurisdiction clause in a manner that deprives a consumer of a right to bring proceedings in their habitual-residence courts where that right is guaranteed by EU law.

24. Contact Details
UCSM Solutions EOOD
[REGISTERED ADDRESS]
UIC/EIK: [EIK]

Purpose	Contact
Support, subscriptions, cancellations, billing, complaints	[SUPPORT EMAIL]
Privacy and personal data requests	privacy@ucsm.eu
We aim to respond to all enquiries within 5 business days.

These Terms and Conditions were last updated on [DATE].