Terms of service

These terms are an agreement between Core4it ApS, Nordre Frihavnsgade 84, 5. th., 2100 København Ø, Denmark, CVR number 46251377 (“we”, “us”), and the company or other organisation whose account we create (the “customer”). They apply from the moment the customer's first admin accepts the invitation to join, or an order referring to them is signed, whichever is first. Where the customer has a signed order or agreement with us, that document takes precedence over these terms where they differ.

By using lets-onboard on the customer's behalf, you confirm that you may accept these terms for the customer. The people the customer invites (its admins and learners, “users”) use the service under the customer's agreement; the customer makes sure they follow it.

lets-onboard is offered to businesses, public bodies and other organisations only, acting in the course of their trade or activity. The Danish rules protecting consumers — among them the Consumer Contracts Act (forbrugeraftaleloven), the consumer provisions of the Sale of Goods Act (købeloven) and chapter IV (§§ 38 a to 38 f) of the Contracts Act (aftaleloven) — therefore do not apply to this agreement. Section 36 of the Contracts Act, which applies between businesses too, is the one general limit on these terms. They would apply if we ever offered the service to consumers, which we do not.

lets-onboard lets a customer's admins upload their company's material, build onboarding journeys and e-learning courses from it, invite people and assign what they built, and follow progress, results and certificates. The product pages describe it; this agreement covers the service as it is at any time, including improvements we make.

The public demos show the service with a fictional company's material. They are provided as they are, and store nothing.

• Access is by invitation only. We create the customer's account and invite its first admin; the customer's admins invite everyone else.
• The customer decides whom its admins invite, what they upload and assign, and is responsible for what its users do in the service. Admins can remove users at any time and must do so when a person leaves.
• People sign in with one-time links sent to their email address (valid for 15 minutes), so each user must keep their email account secure and must not forward sign-in links. A session ends after 7 days without use.
• The customer tells us promptly at [email protected] about any unauthorised use it becomes aware of.
• If every admin of the customer has been removed, we can invite a new admin on the customer's written request from a person we can verify as authorised to act for it. We never enter a customer's account otherwise.

The customer keeps all rights in the material it uploads, in its interview answers and in the journeys and courses built from them (“customer content”). The customer grants us the non-exclusive right to host, copy, process and transmit customer content, and to send the relevant parts to the AI provider named in the privacy policy, only as needed to provide the service to the customer. We acquire no other right in it.

The customer confirms that it may upload its material and share it with the people it invites, that the material does not break any law or anyone else's rights, and that it uploads no more personal data than the training needs. Uploaded files may be up to 20 MiB each; images and Word documents are stripped of hidden metadata before they are stored, as the privacy policy describes.

We keep lets-onboard's own software, design and documentation, and everything that is not customer content, including the way journeys and courses are structured. The customer gets no rights in them beyond using the service.

lets-onboard uses AI to read material and draft content: the analysis of documents, screenshots and pictures, the interview, the building of journeys, courses, questions and assessments, the proofreading of what is built, the review of its questions, and the assistant's explanations, help and proposed changes. The product says so where it happens. The interview and the assistant are conversations with an AI system, and what is built or proposed is a draft: drafts can contain mistakes, including wrong facts, wrong answers and omissions. Admins review and edit journeys and courses before assigning them, and the customer remains responsible for the training it gives its people and for the correctness of what it assigns.

The AI never sees or evaluates learners: an assessment is scored against the answers the customer's admins approved. Where the law requires the customer to inform its people that AI took part in making their training, or to assess the use of AI in its own processes (EU AI Act, Regulation (EU) 2024/1689, articles 4 and 50, and employment law), the customer does so; we provide the information in the privacy policy and on request.

Each customer's plan includes a monthly AI allowance, stated in the order. When it has been used, the AI features pause until the first day of the next month; everything else keeps working, and content can still be edited by hand. The customer can ask us to change its allowance; the change and its price apply from the next month.

The customer and its users must not:

• try to access another company's data or any part of the service they have not been given access to;
• probe, scan or test the service's security without our written agreement;
• upload malware, or content that is unlawful, infringing or that they have no right to use;
• use the service to train people in anything unlawful, or to build content that discriminates or harasses;
• disrupt the service, circumvent its limits or place an unreasonable load on it;
• copy, resell, sublicense or reverse engineer the service, except where the law allows it.

We may suspend access for a user or a customer that breaks these rules, after notice where that is reasonable, for as long as the breach lasts.

The fees, the billing period and the AI allowance are those of the customer's order. Fees are invoiced by us in advance for each billing period, in Danish kroner unless the order says otherwise, and exclusive of VAT. Invoices are due 14 days after the invoice date.

If an invoice is not paid on time, we may charge interest from the due date under the Danish Interest Act (renteloven) § 5 and the reminder fees and compensation it allows (§ 9a and § 9b), and may suspend the service after a written reminder with 14 days to pay. We may change the fees with 30 days' written notice, taking effect from the next billing period after the notice; the customer may terminate the agreement to that date if it does not accept the change.

We run the service with care and aim for it to be available all the time, apart from planned maintenance, which we announce to the customer's admins at least 48 hours ahead and place outside Danish business hours where we can. Urgent security maintenance may happen without notice. We do not guarantee a particular level of availability unless the customer's order states a service level.

Support is by email at [email protected] on Danish business days. We answer within one business day and fix faults in the service as quickly as we reasonably can, in order of severity. We can see a customer's admins and its use of AI features, not its content, so support that needs to see content happens with an admin on the customer's side.

Each party keeps the other's confidential information — for the customer, its content and anything about its organisation; for us, the workings and pricing of the service — confidential, uses it only for this agreement, and shares it only with those who need it and are bound in the same way. This does not cover information that is public through no fault of the receiving party, that it already had, or that the law requires it to disclose, in which case it tells the other party where it may. The duty lasts for the agreement and three years after it.

For the personal data inside the customer's account, the customer is the controller and we are its processor. The data processing agreement, built on the Danish Data Protection Agency's standard contractual clauses, is part of this agreement and governs that processing, our subprocessors and the customer's right to object to a new one, security, breach notification and what happens to the data when the agreement ends. The privacy policy describes the processing in plain words and the data we process as controller.

The customer makes sure it has a legal basis for the processing it instructs, informs its people as GDPR articles 13 and 14 and Danish employment law require, and answers their requests; we help as the data processing agreement says.

The emails the service sends (invitations, sign-in links, confirmations and notices of assigned learning) are part of the service, not marketing. We send no marketing email to anyone without the consent the Marketing Practices Act (markedsføringsloven) § 10 requires, and we name the customer as a reference only with its written agreement.

The agreement starts as section 1 says and runs until terminated. Either party may terminate it with 3 months' written notice to the end of a month, unless the customer's order states a fixed term, in which case it runs for that term and then as here. Either party may terminate at once if the other materially breaches the agreement and does not cure the breach within 14 days of a written notice naming it, or becomes insolvent.

Admins can delete projects and people at any time, and can download uploaded files and each project's results while the agreement runs. When the agreement ends, the customer's account stays open in read-only form for 30 days so the customer can retrieve what it needs; on request within that time we provide the customer's content and learning records in a common machine-readable format. After the 30 days we delete the customer's data, backups included within a further 14 days, as the privacy policy describes — except what the Bookkeeping Act requires us to keep.

Sections 9 (confidentiality), 12 (liability) and 14 (governing law) survive the end of the agreement.

We warrant that the service does what sections 2 to 5 describe and that we provide it with reasonable skill and care. We do not warrant that it is free of faults or available without interruption, or that AI-drafted content is correct, complete or fit for a particular purpose; beyond this section, no other warranty applies. The customer warrants what sections 3 to 6 say about its users and its content, and indemnifies us against claims from third parties arising from its content or its users' unlawful use.

Neither party is liable to the other for indirect or consequential loss, including lost profit, lost data not caused by our breach of the data processing agreement, lost business or the cost of substitute services. Our total liability under or in connection with this agreement, for all claims in a year, is limited to the fees the customer paid us in the 12 months before the claim arose. These limits do not apply to liability for gross negligence or wilful misconduct, to a breach of section 9 (confidentiality), or where the law does not allow them to be limited; the data processing agreement says what applies to it.

Neither party is liable for a failure caused by events beyond its reasonable control (force majeure), including failures of the internet, hosting or AI providers outside its control, for as long as the event lasts; if it lasts more than 60 days, either party may terminate the agreement.

We improve the service continuously and may change it, as long as it keeps doing what section 2 describes. We may change these terms by emailing the customer's admins at least 30 days before the change takes effect, with the date and what changes. If a change is to the customer's material disadvantage, the customer may terminate the agreement with effect from the day the change takes effect by telling us before then; using the service after that day is acceptance of the change. Changes the law requires may take effect sooner, and the date at the top of these terms shows when they last changed.

This agreement is governed by Danish law, without regard to its conflict-of-laws rules and excluding the UN Convention on Contracts for the International Sale of Goods (CISG). The parties first try to settle a dispute by talking, between people with authority to settle it. A dispute that is not settled within 30 days is brought before the Danish courts, with the Copenhagen City Court (Københavns Byret) as the agreed venue of first instance.

Core4it ApS, Nordre Frihavnsgade 84, 5. th., 2100 København Ø, Denmark. CVR 46251377, VAT DK46251377. Email: [email protected]. These terms are published in English and in Danish; for customers in Denmark the Danish version governs.