Terms of Service

These Terms of Service ("Terms") govern the use of the online service ProjectPilot ("Service"), available at projectpilot.eu, provided by Dipl.-Ing. Gabor Andras Varga, Im Oberen Weingarten 6, 88682 Salem, Germany (VAT ID DE339016410) ("Provider", "we").

The Service is offered exclusively to businesses within the meaning of § 14 of the German Civil Code (BGB), legal entities under public law and public-sector bodies, such as companies, universities, research institutes and associations ("Customer"). It is not offered to consumers. By registering, you confirm that you act on behalf of such an organisation.

Conflicting or deviating terms of the Customer do not apply unless we have expressly agreed to them in writing.

ProjectPilot is a web-based software-as-a-service for discovering, preparing and managing EU-funded projects, for example under Horizon Europe, Erasmus+, Erasmus+ Sport, LIFE and Digital Europe. It includes, among other things, the Funding Radar (a catalogue of funding calls with deadline alerts), the AI-assisted Concept Builder, project and consortium management, work packages, tasks, milestones, deliverables and results, events, Gantt views, person-month and lump-sum budgeting, cost claims and document storage.

Each Customer receives a separate workspace. The Customer's administrators can invite users from their own and from partner organisations and control what those users can see and edit. The scope of features is described on our website at the time of ordering. We may develop the Service further, provided the essential functions remain available.

• Registration requires truthful information. Each user account is personal and may not be shared.
• The person who creates a workspace becomes its owner and administrator and is responsible for the users invited to it.
• Access credentials must be kept confidential. The Customer must inform us without delay at info@projectpilot.eu if they suspect misuse.

Each new workspace includes a free 14-day trial with full functionality. No payment details are required for the trial. If no subscription is started by the end of the trial, the workspace switches to read-only mode: existing data remains visible, but no new data can be created or changed by non-administrators until a subscription is started.

• ProjectPilot Team: EUR 49.90 per month for up to 10 users, plus EUR 7.00 per month for each additional user. Unlimited projects are included.
• All prices are net prices. Statutory VAT is added where applicable. For customers in other EU member states with a valid VAT ID, the reverse-charge procedure applies.
• Billable users are all administrators of the workspace and all users assigned to an organisation in the workspace. The number of users is updated automatically; changes during a billing period are charged or credited pro rata.
• Concept Builder: one AI-assisted concept per workspace and calendar month is included in the subscription and during the free trial; included concepts that are not used expire at the end of the month. Additional concepts cost EUR 14.99 net each and are paid once in advance. Purchased concepts are credited to the workspace after payment and remain available until used. A concept is used when it is started.
• Fees are charged monthly in advance via our payment provider Stripe. Invoices are made available electronically.
• If a payment fails, we may restrict the workspace to read-only mode after a reminder until the outstanding amount is paid.
• We may adjust prices with at least 6 weeks' notice by email, effective from the next billing period. The Customer may cancel before the change takes effect.

The subscription runs for one month at a time and renews automatically. It can be cancelled at any time with effect from the end of the current billing period, either on the Billing page of the Service or via the Stripe customer portal. Fees already paid are not refunded. The right to terminate for good cause remains unaffected.

• The Funding Radar and the Concept Builder use AI models and web research to produce call information, analyses and draft texts. These results are generated automatically, can be incomplete or wrong and are not legal, financial or funding advice.
• Call details, deadlines and eligibility must always be checked against the official call documents. We do not guarantee that a proposal based on a generated concept will be eligible or funded.
• The Customer decides which information it enters and must not enter information it is not allowed to share, such as confidential third-party data. Generated texts may be used freely by the Customer.
• Deadline alerts are a convenience; missing or late alerts do not establish any claim against us.

• All content the Customer and its users upload ("Customer Data") remains the property of the Customer. We use it only to provide the Service.
• The Customer is responsible for the lawfulness of the Customer Data and for having the necessary rights and consents, including for personal data of partner organisations.
• Where we process personal data on behalf of the Customer, we act as processor under Art. 28 GDPR. A data processing agreement is available on request at info@projectpilot.eu. Details are set out in our Privacy Policy.
• After the subscription ends, the Customer can export its data during a period of 30 days. After that, we may delete the Customer Data unless statutory retention obligations apply.

The Customer may not use the Service to store or distribute unlawful content, to infringe third-party rights, to circumvent access restrictions, to attack or overload the Service, or to resell it without our consent. We may block access temporarily if there are concrete indications of such misuse.

We aim for high availability of the Service but cannot guarantee uninterrupted operation. Maintenance, which we try to schedule outside European business hours, and disruptions outside our control (for example at hosting or payment providers) may cause temporary unavailability. Support is provided by email as described on our Support page.

• We are liable without limitation for intent and gross negligence, for injury to life, body or health, under the German Product Liability Act and to the extent of any guarantee given.
• In cases of slight negligence, we are only liable for breach of an essential contractual obligation (an obligation whose fulfilment makes proper performance of the contract possible in the first place and on which the Customer may regularly rely). In this case, liability is limited to the typical, foreseeable damage, and in any case to the fees paid by the Customer in the 12 months before the damaging event.
• The Customer is responsible for regularly exporting important data. Our liability for loss of data is limited to the effort required to restore it from such backups.
• ProjectPilot is a management tool. It does not provide legal, tax or funding advice, and we are not liable for decisions of funding bodies or for the content of reports created with it.

We may change these Terms for valid reasons, such as legal changes or new features. We will inform the Customer by email at least 6 weeks in advance. If the Customer does not object before the changes take effect, they are deemed accepted; we will point this out in the notice. If the Customer objects, either party may terminate the contract at the time the changes take effect.

The laws of the Federal Republic of Germany apply, excluding the UN Convention on Contracts for the International Sale of Goods. If the Customer is a merchant, a legal entity under public law or a special fund under public law, the exclusive place of jurisdiction is the Provider's place of business. Should individual provisions be invalid, the validity of the remaining provisions remains unaffected.

Contact: info@projectpilot.eu