Terms and Conditions

Raflia — Contest Platform

(Last updated: April 1, 2026)

1. Introduction

These Terms and Conditions (“Agreement”) govern your access to and use of Raflia, a contenst and promotion platform accessible at Raflia.com and related services (collectively, the “Service”), operated by VeroMotion s.r.o., a company registered in the Czech Republic under registration number 27170730, registered at the Municipal Court in Prague, Section C, File 101687, with its registered address at Karla Englise 3208/5, Prague 5, 150 00, Czech Republic (“VeroMotion”, “we”, “us”, or “our”).

By creating an account or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Agreement. If you are entering into this Agreement on behalf of a company, organization, or other legal entity, you represent and warrant that you have the authority to bind that entity to this Agreement, and “you” or “Customer” refers to that entity. Invited Users are bound by this Agreement upon accessing the Service, whether or not they create an Account.

You agree that clicking “I agree,” checking a consent box, creating an Account, or otherwise accessing the Service constitutes your electronic signature and acceptance of this Agreement, which is as legally binding as a handwritten signature.

If you do not agree to these Terms, do not use the Service.

2. Definitions

“Account” means a registered user account on the Service.

“Authorized User” means any individual who is granted access to the Service under a Customer’s Account, including the Customer’s employees, agents, or clients.

“Company Workspace” means a shared workspace within the Service associated with a specific business entity, through which documents are exchanged between its members.

“Customer” means the individual (acting in a business or professional capacity) or legal entity that registers for the Service and accepts this Agreement.

“Customer Data” means all data, files, documents, notes, comments, and other content uploaded, submitted, or created by the Customer or its Authorized Users through the Service.

“Documentation” means any user guides, help articles, or technical documentation made available by VeroMotion in connection with the Service.

“Invited User” means a person invited by a Customer to access a Company Workspace.

“Order” means a subscription plan selected by the Customer, whether through the Service interface, a written agreement, or other means agreed upon by the parties.

“Personal Data” means any information relating to an identified or identifiable natural person, as defined in the EU General Data Protection Regulation (Regulation (EU) 2016/679) (“GDPR”) or equivalent applicable data protection legislation.

“Service” means the Raflia platform, including the web application, APIs (if applicable), and all related features, functionality, and support services provided by VeroMotion.

“Subscription Term” means the period during which the Customer has an active subscription to the Service, as specified in the Order.

3. Eligibility

3.1. The Service is intended for use by businesses, freelancers, and self-employed professionals for business purposes. By using the Service, you represent that you are acting in a professional or business capacity.

3.2. You must be at least 18 years of age to create an Account and use the Service.

3.3. You represent that the information you provide during registration is accurate, current, and complete, and you agree to update it as necessary to maintain its accuracy.

4. Account Registration and Security

4.1. To use the Service, you must create an Account by providing a valid email address and setting a password. Invited Users may be required to create their own credentials upon accepting an invitation.

4.2. You are responsible for maintaining the confidentiality of your Account credentials and for all activities that occur under your Account. You must notify us immediately at info@raflia.com if you become aware of any unauthorized use of your Account.

4.3. VeroMotion reserves the right to suspend or terminate any Account that we reasonably believe has been compromised or is being used in violation of this Agreement.

4.4. You must not share Account credentials with others, create multiple Accounts for the same person, or allow unauthorized individuals to access the Service through your Account.

5. Access and Use of the Service

5.1. Subject to the terms of this Agreement and payment of applicable fees, VeroMotion grants the Customer a non-exclusive, non-transferable, revocable right to access and use the Service during the Subscription Term for the Customer’s internal business purposes.

5.2. The Customer may invite Authorized Users and Invited Users to access Company Workspaces. The Customer is responsible for the actions of all users it invites and for ensuring that they comply with this Agreement.

5.3. VeroMotion may update, modify, or improve the Service from time to time.

6. Restrictions

6.1. You agree that you will not, and will not permit any Authorized User or Invited User to:

(a) copy, reproduce, modify, reverse engineer, decompile, or disassemble any part of the Service or its underlying software;

(b) sell, resell, sublicense, lease, rent, or otherwise commercially exploit the Service or access to it, except as expressly permitted under your subscription plan;

(c) use the Service for any unlawful purpose, or in violation of any applicable local, national, or international law or regulation;

(d) upload or transmit any content that is harmful, offensive, defamatory, or infringes on the intellectual property rights of any third party;

(e) upload or transmit any viruses, malware, or other malicious code;

(f) attempt to gain unauthorized access to the Service, other user accounts, or any systems or networks connected to the Service;

(g) use the Service to send unsolicited communications (spam);

(h) interfere with or disrupt the integrity or performance of the Service;

(i) use the Service to store or transmit content that is unrelated to the business purpose of secure document sharing and collaboration (e.g., using the platform as general-purpose file storage, personal media hosting, or any purpose unrelated to professional document management);

(j) remove or alter any proprietary notices, labels, or marks on the Service.

6.2. VeroMotion reserves the right to investigate and take appropriate action, including suspension or termination of access, against anyone who violates these restrictions.

7. Customer Data

7.1. Ownership. As between VeroMotion and the Customer, the Customer retains all rights, title, and interest in and to the Customer Data. Nothing in this Agreement transfers any ownership of Customer Data to VeroMotion.

7.2. License to VeroMotion. The Customer grants VeroMotion a limited, non-exclusive license to store, process, transmit, display, and copy Customer Data solely to the extent necessary to provide, maintain, and improve the Service. This license terminates when the Customer Data is deleted from the Service in accordance with this Agreement.

7.3. Customer Responsibility. The Customer is solely responsible for the content, accuracy, and legality of all Customer Data. The Customer warrants that it has all necessary rights and permissions to upload Customer Data to the Service and to grant VeroMotion the license described in Section 7.2.

7.4. Prohibited Content. The Service is designed for the exchange of business and financial documents. You must not use the Service to store or transmit content that violates applicable law, infringes third-party rights, or falls outside the intended business purpose of the platform.

7.5. Backups. VeroMotion maintains regular backups of Customer Data as part of its operational procedures. However, VeroMotion does not guarantee that any specific data can be recovered in the event of data loss, corruption, or accidental deletion by the Customer. The Customer is responsible for maintaining its own copies of critical documents outside the Service.

8. Data Protection and Privacy

8.1. Privacy Policy. VeroMotion processes Personal Data in accordance with our Privacy Policy, available at https://raflia.com/privacy-policy. The Privacy Policy is incorporated into this Agreement by reference and includes information about cookies and similar tracking technologies used by the Service.

8.2. Roles under GDPR. VeroMotion acts in two capacities with respect to Personal Data:

(a) Data Controller — VeroMotion is the Data Controller for Personal Data it collects and processes for its own operational purposes, including: Account registration data (name, email address), authentication and security logs, IP addresses, cookie and analytics data, billing and payment information, and support communications. Where operational logs contain references to Customer Data (such as document names or user actions), VeroMotion processes such references solely for security, audit, and Service integrity purposes. VeroMotion processes this data in accordance with its Privacy Policy.

(b) Data Processor — Where the Customer uploads or processes Personal Data through the Service (e.g., documents, notes, and comments exchanged within Company Workspaces), the Customer acts as the Data Controller and VeroMotion acts as the Data Processor within the meaning of the GDPR. VeroMotion processes such data solely on the Customer’s instructions and for the purpose of providing the Service.

The terms governing VeroMotion’s processing of Customer Data as a Data Processor are set out in the Data Processing Addendum (“DPA”), available at https://raflia.com/dpa, which forms part of this Agreement.

8.3. Customer Obligations. The Customer warrants that:

(a) it has a lawful basis for processing any Personal Data uploaded to the Service;

(b) it has provided all required notices to, and obtained all necessary consents from, data subjects whose Personal Data is uploaded to the Service;

(c) its use of the Service complies with all applicable data protection laws, including but not limited to the GDPR, and any other national or regional data protection legislation applicable to the Customer (such as PIPEDA in Canada, LGPD in Brazil, or equivalent laws in other jurisdictions).

8.4. VeroMotion Obligations. VeroMotion warrants that:

(a) it will process Personal Data only on documented instructions from the Customer, unless required to do so by applicable law;

(b) it has implemented appropriate technical and organizational measures to protect Personal Data, as further described in the DPA;

(c) it will notify the Customer without undue delay (and in any event within 72 hours) upon becoming aware of a Personal Data breach affecting Customer Data;

(d) it will assist the Customer in fulfilling its obligations regarding data subject rights (such as access, rectification, erasure, portability, and objection) as required by applicable data protection law, to the extent technically feasible.

8.5. Data Location. Customer Data (documents, files, and database records) is primarily stored within the European Union. VeroMotion may engage sub-processors located outside the European Economic Area to provide parts of the Service (e.g., document processing, optical character recognition, error monitoring, payment processing, email delivery), provided that any such transfer is protected by appropriate safeguards in accordance with GDPR Chapter V, including but not limited to: EU adequacy decisions, the EU-US Data Privacy Framework, or Standard Contractual Clauses (SCCs). Details of sub-processors and their locations are available at https://raflia.com/subprocessors.

8.6. Sub-processors. VeroMotion may engage sub-processors to assist in providing the Service. A current list of sub-processors is available at https://raflia.com/subprocessors. VeroMotion will notify the Customer of any intended changes to its sub-processors at least 30 days in advance, and the Customer may object to such changes in accordance with the DPA.

8.7. Automated and AI-Assisted Processing. The Service offers optional, paid features that use automated processing tools, including artificial intelligence and machine learning services provided by third parties, to enhance functionality such as optical character recognition (OCR), data extraction, document classification, or similar features. These features are disabled by default and are only activated when the Customer explicitly enables them. When such features are enabled:

(a) Customer Data may be transmitted to third-party AI service providers for processing. These providers are listed at https://raflia.com/subprocessors and are bound by appropriate data protection safeguards.

(b) VeroMotion will not use Customer Data to train AI or machine learning models, nor will it permit its sub-processors to do so. Customer Data processed by AI tools is used solely to return results to the Customer and is not retained by the sub-processor beyond the time necessary to complete the processing.

(c) The Customer may disable AI-assisted features at any time through the Service interface. Disabling these features does not affect previously processed results.

(d) AI-assisted processing does not replace human judgment. The Customer is responsible for reviewing and verifying any results produced by automated processing tools.

9. Fees and Payment

9.1. Subscription Plans. The Service is offered under various subscription plans, as described on our pricing page at https://raflia.com/pricing or as agreed in an Order. Certain features of the Service may be available under a free plan with limited functionality.

9.2. Payment. Fees are payable in advance for each billing period as specified in the applicable Order or subscription plan. Payment may be made by credit/debit card through our authorized payment provider, by bank transfer, or by any other method made available by VeroMotion. All fees are stated in the currency indicated on the pricing page or in the Order.

9.3. Taxes. All fees are exclusive of applicable taxes (including VAT). The Customer is responsible for paying any taxes imposed on the Service, except for taxes based on VeroMotion’s net income.

9.4. Price Changes. VeroMotion may change its fees at any time. We will notify the Customer of any fee changes at least 30 days before they take effect. The new fees will apply at the start of the next billing period following the notice. If the Customer does not agree with the new fees, the Customer may terminate the subscription before the new fees take effect.

9.5. Late Payment. If payment is not received by the due date, the following escalation applies:

(a) 30 days overdue — VeroMotion may suspend access to the Service upon 7 days’ written notice to the Customer. Access will be restored promptly upon receipt of all outstanding payments.

(b) 60 days overdue — VeroMotion may terminate this Agreement upon written notice to the Customer.

(c) After termination for non-payment — The Customer has 30 days from the effective termination date to request a data export in accordance with Section 18.1. After this 30-day period, VeroMotion may permanently delete all Customer Data.

VeroMotion reserves the right to charge statutory interest on overdue amounts in accordance with applicable law.

9.6. Refunds. New Customers may request a full refund within 30 days of their first paid subscription, for any reason. Refund requests should be sent to info@raflia.com. After this 30-day period, fees are generally non-refundable. However, if VeroMotion materially fails to provide the Service in accordance with this Agreement for a continuous period of more than 3 days, the Customer may request a pro-rata refund for the affected period.

9.7. Downgrading. If the Customer downgrades to a lower-tier plan, certain features, storage capacity, or data may become inaccessible. VeroMotion is not liable for any loss of access to features or data resulting from a voluntary downgrade.

10. Intellectual Property

10.1. VeroMotion Intellectual Property. VeroMotion retains all rights, title, and interest in and to the Service, including all software, designs, trademarks, documentation, and other intellectual property used to provide the Service (collectively, “VeroMotion Intellectual Property”). Nothing in this Agreement grants the Customer any ownership rights in VeroMotion Intellectual Property.

10.2. Feedback. If the Customer provides suggestions, ideas, or feedback about the Service, VeroMotion may use such feedback without restriction or obligation to the Customer.

10.3. Customer Intellectual Property. VeroMotion does not acquire any rights in the Customer’s trademarks, trade names, or branding through this Agreement.

11. Confidentiality

11.1. Each party (“Receiving Party”) agrees to keep confidential all non-public information disclosed by the other party (“Disclosing Party”) in connection with this Agreement (“Confidential Information”). Confidential Information includes, but is not limited to, business plans, technical data, Customer Data, pricing, and product features.

11.2. The Receiving Party will use the Confidential Information solely for the purposes of this Agreement and will protect it with at least the same degree of care it uses for its own confidential information, but no less than reasonable care.

11.3. Confidential Information does not include information that: (a) is or becomes publicly available through no fault of the Receiving Party; (b) was already known to the Receiving Party without obligation of confidentiality; (c) is independently developed by the Receiving Party; or (d) is rightfully received from a third party without restriction.

11.4. The Receiving Party may disclose Confidential Information if required by law or court order, provided that it gives the Disclosing Party reasonable prior notice (where legally permitted) and cooperates in any efforts to obtain protective treatment of the information.

12. Service Availability

12.1. VeroMotion will use commercially reasonable efforts to maintain the availability of the Service with a target uptime of 99.5% per calendar month, excluding scheduled maintenance windows.

12.2. Scheduled Maintenance. VeroMotion may perform planned maintenance that may temporarily affect Service availability. Where possible, maintenance will be scheduled during off-peak hours (CET/CEST timezone).

12.3. Exclusions. The uptime target does not apply to: (a) scheduled maintenance; (b) circumstances beyond VeroMotion’s reasonable control (see Section 19 — Force Majeure); (c) failures caused by the Customer’s equipment, software, or internet connection; (d) features or components labeled as “beta” or “experimental.”

12.4. Remedies. If the Service availability falls below 99.5% in any calendar month (excluding the above exclusions), the Customer may request a service credit equal to 5% of the monthly fee for each full percentage point below the target, up to a maximum credit of 60% of the monthly fee. For Customers on non-monthly billing periods, the “monthly fee” is calculated as the total periodic fee divided by the number of months in the billing period. Service credits are applied to future invoices and are the Customer’s sole and exclusive remedy for downtime.

13. Support

13.1. VeroMotion provides support for the Service via email at info@raflia.com.

13.2. VeroMotion will use reasonable efforts to respond to support requests in a timely manner. Response times may vary depending on the complexity of the issue and the Customer’s subscription plan.

13.3. Support covers questions about Service functionality, troubleshooting, and account management. Support does not include: consulting services, customization, or assistance with third-party software or hardware.

14. Warranty Disclaimer

14.1. THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE.” TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VEROMOTION DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

14.2. VeroMotion does not warrant that: (a) the Service will meet all of the Customer’s requirements; (b) the Service will be uninterrupted, timely, secure, or error-free; (c) the results obtained from using the Service will be accurate or reliable; or (d) any defects in the Service will be corrected.

14.3. Nothing in this Agreement excludes or limits any warranty that cannot be lawfully excluded or limited under the laws of the Czech Republic or the European Union.

15. Limitation of Liability

15.1. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VEROMOTION SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, LOSS OF DATA, LOSS OF BUSINESS, OR LOSS OF GOODWILL, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR THE USE OF THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY AND EVEN IF VEROMOTION HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

15.2. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, VEROMOTION’S TOTAL AGGREGATE LIABILITY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT SHALL NOT EXCEED THE TOTAL FEES PAID BY THE CUSTOMER TO VEROMOTION DURING THE 12-MONTH PERIOD IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

15.3. The limitations in this Section 15 shall not apply to: (a) VeroMotion’s obligations under Section 8 (Data Protection); (b) liability for death or personal injury caused by negligence; (c) fraud or fraudulent misrepresentation; or (d) any other liability that cannot be lawfully excluded or limited.

16. Indemnification

16.1. The Customer agrees to indemnify, defend, and hold harmless VeroMotion, its officers, directors, and employees from and against any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising out of or in connection with: (a) the Customer’s use of the Service in violation of this Agreement; (b) the Customer’s breach of applicable law; (c) any Customer Data that infringes the rights of a third party; or (d) a dispute between the Customer and any of its Authorized Users or Invited Users.

16.2. VeroMotion agrees to indemnify, defend, and hold harmless the Customer from and against any claims that the Service, as provided by VeroMotion, infringes the intellectual property rights of a third party, provided that: (a) the Customer promptly notifies VeroMotion of the claim; (b) VeroMotion has sole control of the defense and settlement; and (c) the Customer provides reasonable cooperation.

17. Term and Termination

17.1. Term. This Agreement takes effect when the Customer creates an Account or first accesses the Service and remains in effect for the duration of the Subscription Term. Subscriptions automatically renew for successive periods of the same length unless either party provides written notice of non-renewal at least 14 days before the end of the current period.

17.2. Termination by Customer. The Customer may terminate this Agreement at any time by canceling the subscription through the Service interface or by sending written notice to info@raflia.com. Termination takes effect at the end of the current billing period. No refunds are provided for the remaining portion of a billing period, except as stated in Section 9.6.

17.3. Termination by VeroMotion. VeroMotion may terminate this Agreement:

(a) immediately, if the Customer commits a material breach that is not capable of remedy;

(b) upon 30 days’ written notice, if the Customer commits a material breach that is capable of remedy and fails to remedy it within those 30 days;

(c) immediately, if the Customer becomes insolvent, enters bankruptcy or liquidation proceedings, or ceases to operate;

(d) upon 60 days’ written notice, for any reason (termination for convenience).

17.4. Suspension. Without prejudice to the late payment escalation in Section 9.5, VeroMotion may suspend the Customer’s access to the Service, without terminating this Agreement, if: (a) the Customer’s payment is more than 30 days overdue; (b) VeroMotion reasonably believes the Customer’s use poses a security risk to the Service or other users; (c) the Customer’s use of the Service violates applicable law, regulation, or court order; (d) the Customer uses the Service in a manner that is fraudulent, unethical, or materially harmful to VeroMotion, other users, or third parties; (e) the Customer materially breaches the Restrictions set out in Section 6; or (f) suspension is required to comply with applicable law or a request from a law enforcement or regulatory authority. For active paid Accounts, VeroMotion will notify the Customer of the suspension and the reasons for it as soon as reasonably practicable, except where prior notice would compromise the security of the Service or where prohibited by law.

17.5. Inactive Accounts. For free or trial Accounts, VeroMotion reserves the right to terminate Accounts that have been inactive for more than 90 days.

18. Effects of Termination

18.1. Data Export. Upon termination or expiration of this Agreement, the Customer may request an export of its Customer Data within 30 days of the effective termination date. VeroMotion will make the data available for download in a standard format (e.g., ZIP archive). After the 30-day period, VeroMotion may delete all Customer Data from its systems, except where retention is required by law.

18.2. Survival. The following sections survive termination of this Agreement: Section 7 (Customer Data — ownership provisions), Section 8 (Data Protection), Section 9 (Fees and Payment — to the extent of outstanding obligations), Section 10 (Intellectual Property), Section 11 (Confidentiality), Section 14 (Warranty Disclaimer), Section 15 (Limitation of Liability), Section 16 (Indemnification), Section 20 (Governing Law), and this Section 18.

18.3. Outstanding Fees. Any fees accrued before the effective termination date remain due and payable.

19. Force Majeure

19.1. Neither party shall be liable for any delay or failure to perform its obligations under this Agreement (excluding payment obligations) if such delay or failure is caused by circumstances beyond the party’s reasonable control, including but not limited to: natural disasters, war, terrorism, riots, government actions, power outages, internet or telecommunications failures, cyberattacks, pandemics, or epidemics (“Force Majeure Event”).

19.2. The affected party must notify the other party of the Force Majeure Event as soon as reasonably practicable and use reasonable efforts to mitigate its effects.

19.3. If a Force Majeure Event continues for more than 60 consecutive days, either party may terminate this Agreement upon written notice to the other party.

20. Governing Law and Dispute Resolution

20.1. This Agreement is governed by and construed in accordance with the laws of the Czech Republic, without regard to its conflict of laws provisions.

20.2. The parties agree to attempt to resolve any disputes arising out of or in connection with this Agreement through good-faith negotiation. If the dispute cannot be resolved within 30 days, either party may submit the dispute to the competent courts of the Czech Republic.

20.3. Nothing in this Section prevents either party from seeking injunctive or other equitable relief in any court of competent jurisdiction to protect its intellectual property rights or Confidential Information.

21. Changes to This Agreement

21.1. VeroMotion may modify this Agreement from time to time. We will notify the Customer of any material changes at least 30 days before they take effect by email to the address associated with the Customer’s Account and by posting the updated Agreement at https://raflia.com/terms/.

21.2. If the Customer does not agree with the changes, the Customer may terminate this Agreement before the changes take effect in accordance with Section 17.2. Continued use of the Service after the effective date of the changes constitutes acceptance of the updated Agreement.

21.3. Non-material changes (such as corrections of typographical errors or clarifications that do not alter the substance of the Agreement) may take effect immediately upon posting.

22. General Provisions

22.1. Entire Agreement. This Agreement, together with the Privacy Policy, the DPA, and any applicable Order, constitutes the entire agreement between the parties with respect to the Service and supersedes all prior agreements, representations, and understandings.

22.2. Severability. If any provision of this Agreement is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall remain in full force and effect.

22.3. Waiver. The failure of either party to enforce any provision of this Agreement shall not constitute a waiver of that provision or the right to enforce it later.

22.4. Assignment. The Customer may not assign or transfer this Agreement or any rights under it without VeroMotion’s prior written consent. VeroMotion may assign this Agreement in connection with a merger, acquisition, or sale of all or substantially all of its assets upon notice to the Customer.

22.5. Notices. All notices under this Agreement must be in writing and sent to: (a) VeroMotion — at info@raflia.com or the registered address stated in Section 1; (b) the Customer — at the email address associated with the Customer’s Account. Notices are deemed received when delivered by email or 5 business days after being sent by registered mail.

22.6. Independent Contractors. The parties are independent contractors. Nothing in this Agreement creates a partnership, joint venture, employment, or agency relationship between the parties.

22.7. Third-Party Rights. This Agreement does not confer any rights on any person or entity other than the parties, except that Invited Users benefit from the data protection and confidentiality obligations set out herein.

23. Contact

For any questions about this Agreement or the Service, please contact us at:

VeroMotion s.r.o.
Karla Englise 3208/5
Prague 5, 150 00
Czech Republic

Email: info@raflia.com
Web: https://raflia.com