Terms of service

Last updated: 29 October 2026

1. About these terms

These terms are an agreement between S.R.L. "XY DIGITAL", IDNO 1014600041924, Str. Mihai Eminescu 74, ap. 402, MD-2001 Chișinău, Republic of Moldova ("we", "us"), and the company or organization that uses Peacolo (the "Customer").

Peacolo is for businesses, not for consumers. Whoever creates a company account, or accepts these terms in another way, confirms they are allowed to bind the Customer. The people the Customer invites (the "Users") must follow these terms too.

Our Privacy policy explains how we handle personal data and is part of these terms.

2. The service

Peacolo lets the Customer track its equipment: where each item is, who has it, and what happened to it. It includes the website at app.peacolo.app, the Peacolo phone apps, and related emails and notifications. We may improve and change features over time. We won't remove a core feature without telling the Customer first.

3. Accounts

• The Customer decides who to invite and which role each person has, and is responsible for what its Users do in Peacolo.
• Each person has their own account. Keep passwords secret and don't share accounts.
• Tell us straight away at hello@peacolo.app if you think an account has been misused. Administrators can remove a person's access at any time.
• If a phone with the app is lost, an administrator should remove that person's access, then invite them again on a new device.

4. Free trial

New companies can use Peacolo free for one month, with no card needed. Before the trial ends, we'll contact the Customer about a paid plan. If the Customer doesn't continue, we may suspend the account. We keep the data for 90 days so the Customer can export it or come back, and then delete it.

5. Fees and payment

• After the trial, the price is the one agreed with the Customer in writing (an offer, order or invoice). Prices exclude VAT and similar taxes.
• Invoices are due within 14 days unless agreed otherwise.
• If an invoice stays unpaid for more than 14 days after we've sent a reminder, we may suspend access until it's paid. The data stays safe in the meantime.
• We'll announce price changes at least 30 days in advance. They take effect from the next billing period.

6. The Customer's data

• Everything the Customer and its Users put into Peacolo (the "Customer Data") belongs to the Customer.
• The Customer lets us host, copy and process the Customer Data only as needed to provide, secure and support Peacolo.
• The Customer can export its data at any time, through the export functions in the app or by asking us.
• The Customer is responsible for having the right to put the data into Peacolo. In particular, it must tell its workers that their name, records, photos and location at the moment of each record are collected, and why. Where the law requires it, the Customer must also consult employee representatives. We're happy to provide information to help.

7. Acceptable use

The Customer and its Users must not:

• use Peacolo for anything illegal, or to monitor people secretly or outside their work;
• try to access other customers' data, or test, probe or bypass Peacolo's security without our written permission;
• upload malware, or content that infringes others' rights;
• overload the service, scrape it, or copy or reverse-engineer it, except where the law allows;
• resell or provide Peacolo to third parties without our agreement.

We may suspend access immediately if this is needed to stop a serious breach of these rules or a security risk. We'll tell the Customer why, and restore access once the problem is solved.

8. Data processing (processor terms)

For personal data in the Customer Data, the Customer is the controller and we are its processor, within the meaning of Regulation (EU) 2016/679 (GDPR) and the personal data protection law of the Republic of Moldova. This section is the data processing agreement between us under Article 28 GDPR.

1. Subject, duration and nature. We process Customer Data to provide Peacolo, for as long as the Customer uses it and until the data is deleted under point 10. Processing covers storing, organizing, displaying, transmitting, backing up and deleting.
2. Data and people concerned. The Customer's Users (account details, records they make, photos, voice notes, videos, location at the moment of each record), the Customer's customers and their contacts, and any other personal data the Customer chooses to enter.
3. Instructions. We process Customer Data only on the Customer's documented instructions: these terms, and the Customer's own use and settings of Peacolo. The exception is where the law requires otherwise, in which case we'll tell the Customer unless the law forbids it. We'll tell the Customer if we believe an instruction breaks data protection law.
4. Confidentiality. People we authorize to access Customer Data are bound by confidentiality.
5. Security. We take appropriate technical and organizational measures (Article 32 GDPR), including those described in section 8 of the Privacy policy.
6. Sub-processors. The Customer authorizes the sub-processors listed in the Privacy policy. We'll notify administrators by email at least 30 days before adding or replacing one. The Customer may object on reasonable data-protection grounds; if we can't address the objection, the Customer may end the agreement and receive a refund of fees prepaid for the remaining period. We impose the same data protection obligations on our sub-processors, and remain responsible for them.
7. Transfers. Transfers outside the EU are covered as described in section 6 of the Privacy policy, including the Standard Contractual Clauses for our access from the Republic of Moldova.
8. Assistance. We help the Customer, taking into account what we know, to respond to requests from people exercising their rights, and with security, breach notifications, data protection impact assessments and consultations with authorities.
9. Breaches. We notify the Customer without undue delay, and within 48 hours of becoming aware, of any personal data breach affecting Customer Data. We include what we know and what we're doing about it.
10. End of processing. When the agreement ends, the Customer can export its data for 30 days. We then delete the Customer Data within 90 days of the end, and from backups within a further 30 days, unless the law requires us to keep it.
11. Audits. We make available the information needed to show we meet these obligations. We allow audits by the Customer or an auditor it appoints, bound by confidentiality, with 30 days' notice, at most once a year (more often after a breach or at an authority's request), at the Customer's cost, and without disrupting the service.

9. The assistant

The Ask assistant answers questions automatically from the Customer's records. Its answers can be incomplete or wrong, so check anything important before relying on it. Questions and the records needed to answer them are processed by our AI provider listed in the Privacy policy, which doesn't use them to train its models.

10. Availability, support and test versions

• We work to keep Peacolo available and fast, but don't guarantee it will be uninterrupted or error-free unless agreed in writing. We try to schedule maintenance outside working hours.
• The phone app works without signal and keeps records on the phone until it can sync them. Records not yet synced are lost if the app is deleted before syncing.
• Support is by email at hello@peacolo.app, on working days.
• Test versions of the apps (for example through TestFlight or a direct Android download) are provided as they are, for testing.

11. Intellectual property

Peacolo, its software, design and brand belong to us or our licensors. The Customer gets the right to use Peacolo during the agreement, for its own business. If the Customer sends us suggestions, we may use them freely.

12. Confidentiality

Each party keeps the other's non-public business information confidential, and uses it only for this agreement, during the agreement and for 3 years after.

13. Warranties

We provide Peacolo with reasonable care and skill. Apart from what these terms say, and as far as the law allows, Peacolo is provided "as is", without other warranties.

14. Liability

• Neither party is liable for indirect or consequential losses, lost profit, or lost business.
• Each party's total liability under this agreement is limited to the fees the Customer paid in the 12 months before the event. During a free trial, the limit is 100 euros.
• These limits don't apply to intentional misconduct or gross negligence, to the Customer's payment obligations, or where the law doesn't allow liability to be limited.

15. Term and ending the agreement

• The agreement starts when the company account is created, and continues until either party ends it.
• The Customer can end it at any time by writing to hello@peacolo.app. Fees already paid for the current period aren't refunded, except as stated in section 8.
• We can end it with 30 days' notice, or immediately if the Customer seriously breaches these terms and doesn't fix the breach within 14 days of our notice.
• What happens to the data afterwards is described in section 8, point 10.

16. Changes to these terms

We may update these terms. We'll email administrators at least 30 days before significant changes take effect. If the Customer doesn't agree, it can end the agreement before then. Continuing to use Peacolo after that date means accepting the new terms.

17. Law and disputes

These terms are governed by the law of the Republic of Moldova. The parties will first try to settle any dispute amicably. If that fails, the competent courts of Chișinău will decide. This doesn't affect rights the Customer has under mandatory law, including the GDPR.

18. Languages and contact

These terms are available in Romanian and English. If the two differ, the Romanian version prevails. Notices to us go to hello@peacolo.app. We send notices to the Customer's administrators' email addresses.