Terms of Service

1. Service Provider

The DoTidyDone service is provided by:

Mainetoimisto Kleos Oy

Company registration number (Finland): 3491352-9

Address: Lepolantie 96, 00660 Helsinki Finland

Email: support@dotidydone.com

Website: www.dotidydone.com

In these terms and conditions, the service provider is referred to as “Service Provider” and the DoTidyDone online service, application and related features are referred to as “Service”.

2. Scope of the Terms

These Terms of Use apply to the agreement between the Service Provider and the person or organisation using or subscribing to the Service.

The person subscribing to the Service is referred to as “Customer”. A cleaner, employee, subcontractor or other person invited or admitted to the Service by the Customer is referred to as “User”.

If the Customer uses the Service on behalf of a company or other organisation, the Customer warrants that they are authorised to accept these terms on behalf of that organisation.

These terms do not limit the Consumer’s statutory rights. If any provision of these terms and conditions conflicts with a mandatory provision of consumer protection legislation, that mandatory provision shall apply.

3. Description of the Service

DoTidyDone is a browser-based service designed to manage the cleaning of short-let and accommodation properties.

Using the service, the Customer can, amongst other things:

• create and maintain property- and flat-specific cleaning checklists

• add tasks, instructions, images, timers and recurring tasks

• grant Users access to cleaning instructions for selected properties

• monitor the progress and completion of tasks

• receive observations, comments and photos

• view cleaning history and analytics generated by the Service.

The Service is a tool for managing work and communicating information. The Customer is responsible for organising the cleaning work, instructing employees and subcontractors, ensuring health and safety, fulfilling obligations relating to employment relationships, and ensuring the condition and safety of the accommodation properties.

4. Registration and user account

The Administrator registers for the Service using the login method supported by the Service at any given time, such as a Google or Apple ID or an email address.

The Customer must provide accurate, up-to-date and sufficient information and keep this information up to date.

The Customer is responsible for:

• the security of their user account and login details

• any activity taking place on their account

• the appropriate distribution of any usernames, codes and links they create for users

• the removal of any unnecessary access rights

• ensuring that only authorised persons have access to the Service.

The Customer must notify the Service Provider without delay of any suspected unauthorised use or data breach.

The Customer must not circumvent the Service’s user, accommodation, subscription or usage restrictions by creating multiple accounts or otherwise using the Service in breach of these terms and conditions.

5. Links and credentials shared with Users

The Customer may share with Users any links, codes or other login details generated by the Service.

The Customer is responsible for ensuring that:

• the link or credential is only provided to a person authorised to access the information in question

• the User is provided with the necessary instructions for the secure use of the Service

• the User’s access is revoked when it is no longer required

• addresses of properties, door codes, the locations of keys or other security information are not shared unnecessarily.

The Service Provider may, for technical or security reasons, limit the number of concurrent sessions, lock a suspicious ID or terminate an inactive session.

6. Free trial

New Customers may access the Service for a 30-day free trial period, unless otherwise stated in the offer.

The trial is intended to allow the Customer to familiarise themselves with the Service. The Service Provider may limit the number of properties, images, users or other features included in the trial, provided that such limitations are notified before the trial begins.

The trial will not become a paid subscription without the Customer placing an order or giving their express consent.

The Service Provider may prevent repeated trials by the same individual, organisation or payment method.

Upon expiry of the trial, the Customer’s access to the Service or some of its features may be suspended. The Customer’s data may be retained for the period described in clause 18 and in the privacy policy before being deleted.

7. Subscription and prices

The price of the Service is determined by the billing cycle selected by the Customer and the number of properties linked to the Service.

Current prices, taxes and the total price of the subscription are displayed before the subscription is confirmed.

Consumers are shown the total price including VAT as required by applicable law. For business customers, the applicable VAT is added to the price, unless, for example, the sale is subject to a reverse charge mechanism.

The Service Provider may offer promotional, pilot or customer-specific prices. Such prices apply only to subscriptions in accordance with the terms and conditions of the offer in question.

8. Billing and Payment

The subscription is paid using the payment method specified in the Service. Payments may be processed via a third-party payment service provider.

The Customer authorises the Service Provider or the payment service provider to charge the subscription fee in accordance with the selected billing cycle.

Monthly subscriptions are charged monthly in advance. Annual subscriptions are charged annually in advance.

If a payment fails, the Service Provider may:

• attempt to charge the amount again

• ask the Customer to update their payment details

• restrict use of the Service

• suspend or terminate the subscription following a reasonable payment reminder.

The Customer is responsible for ensuring that their payment details are up to date.

The payment service provider processes payment card and payment details in accordance with its own terms and conditions and privacy policy. As a rule, the Service Provider does not store full payment card details on its own systems.

9. Changes to the number of properties

The Customer may add properties to the Service during the term of their subscription. Additional properties will be charged as specified in the Service, either immediately, on a pro-rata basis for the remaining billing period, or with the next invoice.

If the Customer removes a property, the charge relating to that property will cease from the start of the next billing period, unless otherwise stated on the subscription page.

Payments already made will not be refunded solely on the grounds that the Customer reduces the number of properties during a billing period. This does not limit the Consumer’s statutory rights.

Removing a property from the Service may result in the deletion of any associated cleaning cards, photos, observations and history. The Service will warn the Customer of the consequences of removal before final deletion, where reasonably practicable.

10. Referral Programme

The Service Provider may provide the Customer with a personal referral code or link.

A successful referral occurs when:

1. a new Customer joins the Service via the referral code or link

2. the new Customer starts a paid subscription

3. the first payment has been successfully processed and is not cancelled or refunded

4. the other terms and conditions of the referral programme are met.

For a successful referral, both the referrer and the new Customer will receive an account credit equivalent to the basic monthly fee for the first three months.

Based on this price list, the value of a single reward is €11.70 excluding VAT. The credit will be deducted from future subscription fees. For subscriptions covering multiple properties, the credit will be deducted from the total subscription price; this does not necessarily mean that the entire invoice will be free of charge.

Referral credits can be accumulated for a maximum of 12 standard billing months, i.e. a maximum of €46.80 excluding VAT under this price list.

Referral credit:

• cannot be exchanged for cash

• cannot be transferred to another person or account

• does not accrue interest

• may be withheld or revoked if the referred subscription is cancelled, a refund is issued, or the activity breaches these terms and conditions

• may be restricted in accordance with the campaign terms and conditions so that it cannot be combined with other discounts.

The customer must not:

• refer themselves

• create artificial duplicate accounts

• use the same company, organisation or actual customer relationship as multiple new customers

• publish misleading claims about the Service

• send referral links as spam or unlawful direct marketing

• use paid search advertising in the Service Provider’s name without permission.

The Service Provider may verify the authenticity of recommendations and reject any recommendations deemed to be abusive.

If pricing changes, the euro value of any credit already granted shall remain unchanged, unless otherwise required by mandatory legislation.

11. Validity and Termination of the Subscription

A monthly subscription is valid until further notice and is automatically renewed on a monthly basis until it is terminated.

The Customer may terminate the monthly subscription via the Service’s subscription settings or by contacting the Service Provider. Termination takes effect at the end of the current, already paid billing period.

An annual subscription remains valid for the paid annual period. If the annual subscription is set to renew automatically, it will renew for the next annual period unless the Customer cancels the subscription before the start of the new period.

As a general rule, any payment made in advance will not be refunded in the event of cancellation during the current billing period. However, the Consumer’s statutory rights to cancellation, price reduction, termination of the contract and a refund remain unaffected.

The Customer is entitled to use the Service until the end of the billing period for which payment has been made, unless the account is closed due to a breach of these terms and conditions, for data security reasons, or on any other grounds specified in these terms and conditions.

12. The consumer’s right of withdrawal

This clause applies only to Customers who enter into the contract as consumers.

In distance selling, the consumer is, in principle, entitled to withdraw from the service contract within 14 days of entering into the contract without giving any reason.

Withdrawal may be effected using the withdrawal function within the Service or by sending an unambiguous notice of withdrawal to the following address:

support@dotidydone.com

The notice must identify the Customer and the order to be cancelled.

If a consumer requests that the provision of a paid Service commence before the end of the withdrawal period and then withdraws from the contract during the withdrawal period, the Service Provider may be entitled to charge reasonable compensation for the service already provided, in accordance with applicable law.

A free trial does not limit the consumer’s statutory rights.

The Service Provider shall provide the consumer with an order confirmation and information regarding cancellation in a durable medium.

13. Customer content and responsibilities

The Customer may store the following in the Service, for example:

• information on flats and properties

• addresses, door codes and the locations of keys

• tasks and work instructions

• photographs

• comments and observations

• users’ names, usernames or other details.

These are referred to as “Customer Content”.

The Customer retains the rights to their Customer Content.

The Customer grants the Service Provider the non-exclusive right, necessary for the provision of the Service, to store, copy, process, transfer, display and back up the Customer Content for the duration of the agreement and the agreed retention period.

The Customer is responsible for ensuring that:

• it has the right to store and process Customer Content

• Customer Content does not infringe copyright, privacy, data protection or any other rights

• No unnecessary personal data is stored on the Service

• images do not unnecessarily show strangers, employees, identity documents, payment cards, health information or other sensitive content

• Users have been provided with the necessary data protection information

• Security information stored in the Service is up to date and is only shared with those who need to know.

The Service Provider reserves the right to remove or block access to content that is manifestly unlawful, dangerous or in breach of these terms and conditions.

14. Processing of personal data on behalf of the Customer

To the extent that the Service Provider processes personal data on behalf of the Customer as part of the Customer Content, the Customer shall act as the data controller and the Service Provider as the data processor.

The Service Provider:

• processes data only in accordance with the Customer’s documented instructions

• ensures that persons processing personal data are bound by a duty of confidentiality

• implements appropriate technical and organisational security measures

• uses sub-processors in accordance with these terms and the privacy policy

• assists the Customer, to a reasonable extent, in handling data subjects’ requests and data breaches

• deletes or returns the personal data processed on the Customer’s behalf upon termination of the agreement, in accordance with the agreed retention periods, unless retention is required by law

• provide the Customer with the information reasonably necessary to demonstrate compliance with data protection obligations.

The subject matter, nature and purpose of the processing are the provision, maintenance, protection, backup, customer support and functions requested by the Customer.

The processing may concern, for example, the Customer’s employees, cleaners, subcontractors, contact persons and any individuals who may appear in images or comments.

The categories of data processed may include identification and contact details, user IDs, usage logs, work-related information, comments, photographs and other data stored by the Customer.

This clause constitutes a general agreement between the parties regarding the processing of personal data. If the Customer requires a separate data processing agreement, such an agreement may be drawn up in the manner offered by the Service Provider from time to time.

15. Sub-processors and data transfers

The Service Provider may use subcontractors and sub-processors of personal data in the provision of the Service, such as:

• cloud and hosting service providers

• database and file storage services

• authentication services

• email and messaging services

• payment service providers

• analytics and error tracking solutions

• customer service tools.

The Service Provider may change or add sub-processors. If data is transferred outside the European Economic Area, the Service Provider shall use a legal basis for the transfer in accordance with applicable data protection legislation, such as an adequacy decision by the European Commission or standard contractual clauses.

16. Permitted Use

The Customer and the User may only use the Service for lawful purposes and in accordance with these terms and conditions.

The Service must not be used:

• to store content that is unlawful or infringes rights

• to distribute malware, malicious code or automated attacks

• to test the Service’s security without written permission

• to obtain other users’ data without authorisation

• to examine, reverse engineer or copy the Service’s source code to an extent not permitted by law

• to resell, rent or offer the Service to third parties without a contract

• To overload the Service through unreasonable automated use

• For unauthorised surveillance or the unlawful monitoring of employees.

The Service Provider may restrict or suspend use of the Service if such use poses a security risk, causes disruption to other users, or gives rise to reasonable suspicion of a breach of these terms and conditions.

17. Intellectual Property Rights

The Service, its software, user interface, structure, databases, text, graphics, logos, trade marks and other material belonging to the Service Provider are the property of the Service Provider or its licensors.

The Customer is granted a limited, non-exclusive and non-transferable right to use the Service in accordance with these terms and conditions for the duration of the agreement.

These terms and conditions do not transfer ownership of the Service or its intellectual property rights to the Customer.

Any development ideas and feedback provided by the Customer to the Service Provider may be used in the development of the Service without separate compensation, provided that the use of such feedback does not disclose the Customer’s confidential information.

18. Data retention, export and deletion

The Customer is responsible for exporting the necessary data and reports from the Service before the subscription ends.

The Service Provider may offer the Customer the option to download or export data in a format supported by the Service. It may not always be possible to export all data in the same format in which it was stored.

Upon termination of the subscription, the Customer’s data may be retained for up to 90 days for the purpose of restoration, after which it will be deleted or anonymised, unless:

• the Customer has requested the deletion of the data earlier

• the law requires the data to be retained for a longer period

• the data is required for the preparation, presentation or defence of a legal claim

• the data is included in backups for a limited period.

Data retained in backups is deleted in accordance with the normal backup cycle and is not restored to active use for any purpose other than data recovery or the investigation of a disruption.

19. Service availability and changes

The Service Provider endeavours to keep the Service available but does not guarantee its uninterrupted or error-free operation.

The Service may be subject to interruptions, for example, due to:

• maintenance work

• updates

• communications disruptions

• disruptions caused by third-party service providers

• security measures

• force majeure.

The Service Provider may modify the features and user interface of the Service, as well as add or remove functions. Notice of any material changes that impair the core functions of a paid Service will be given within a reasonable period of time in advance.

Changes to digital services provided to consumers shall comply with consumer protection legislation.

20. Updates and data security

The Service Provider shall implement technical and organisational security measures that are reasonable in view of the nature and risks of the Service.

The Customer understands that no online service is entirely risk-free. The Service Provider cannot guarantee that the Service will never be subject to a data breach, service interruption or other information security incident.

The Customer must:

• use a secure login method

• protect their device

• keep their browser and operating system up to date

• avoid sharing login details unnecessarily

• change door codes and other security details where necessary

• report any suspected misuse without delay.

The Service must not be used as the sole storage location for data whose loss could cause significant damage to security, personal safety or property.

21. Customer Support

Customer support is provided at support@dotidydone.com and, where applicable, via other channels specified within the Service.

The Service Provider shall endeavour to respond to support requests within a reasonable time, but does not guarantee a specific response time unless this has been specifically agreed.

22. Errors and Liability for Defects

If the Service does not comply with the agreement, the Customer must report the error within a reasonable time and give the Service Provider the opportunity to investigate and rectify the error.

The Service Provider shall, as a matter of priority, endeavour to rectify the error in the Service or provide a workable workaround.

Consumers have the rights set out in consumer protection legislation in respect of defects in digital services. Depending on the circumstances, these may include the right to have the defect rectified, to a price reduction or to terminate the contract.

23. Limitation of liability for business customers

This clause applies only to Customers who are not consumers.

The Service Provider shall not be liable for any consequential or indirect losses, such as:

• loss of turnover or profit

• damage to reputation

• lost bookings

• poor customer reviews

• loss of data or business opportunities

• claims by third parties

• errors in cleaning work

• damage or theft occurring at the premises.

The Service Provider’s aggregate liability to the Customer is limited to a maximum of the amount paid by the Customer for the Service during the 12 months preceding the incident.

This limitation of liability shall not apply to the extent that the damage was caused intentionally or through gross negligence, or where such limitation of liability is otherwise not permitted by law.

24. Liability towards consumers

The mandatory provisions of consumer protection legislation shall apply to consumers.

These terms and conditions do not limit the Service Provider’s liability for direct damage for which the Service Provider is liable under mandatory law.

However, the Service Provider shall not be liable for damage resulting from, for example:

• incorrect information provided by the consumer

• the Consumer’s or User’s own actions

• use of the Service contrary to the instructions

• a disruption beyond the Service Provider’s control

• a shortfall in the actual cleaning or accommodation service, for which another service provider is responsible.

25. Suspension of Account and Termination of Contract

The Service Provider may suspend or terminate the Customer’s right to use the Service if:

• The Customer materially breaches these terms and conditions

• payments are overdue and remain unpaid despite a reminder

• the Service is used unlawfully

• such use jeopardises the Service, other users or data security

• the Customer uses the Service fraudulently

• it is impossible to continue providing the Service due to law or an order from the authorities.

Unless immediate suspension is necessary, the Service Provider shall give the Customer a reasonable opportunity to remedy the breach.

The Service Provider may terminate the provision of the Service entirely by giving paying Customers reasonable advance notice. Any prepaid portion that remains unused will be refunded if the Service is terminated during a paid billing period and no replacement service is offered.

26. Changes to the Terms and Prices

The Service Provider may amend these terms, for example:

• if legislation or official guidelines change

• if the Service or its functions change

• to improve data security

• to prevent misuse

• for business reasons.

The Customer will be notified of material changes by email, via the Service or by other permanent means at least 30 days before the change takes effect, unless the change must be made sooner due to legislation, an official order or urgent data security reasons.

If the price of a subscription valid until further notice increases, the Customer will be notified before the new price takes effect. The Customer may cancel the subscription before the price change takes effect.

The new price for an annual subscription will take effect at the earliest at the start of the next subscription period.

In addition, mandatory consumer protection legislation applies to changes to the digital service that are material to the consumer.

27. Force majeure

The service provider shall not be liable for any failure to fulfil an obligation or any delay resulting from an event beyond its reasonable control.

Such events may include, for example, a widespread telecommunications or power outage, a cyber-attack, action taken by a public authority, industrial action, a natural disaster, war, a pandemic or a serious disruption to key infrastructure or cloud services.

28. Governing law and dispute resolution

These terms and conditions are governed by Finnish law, with the exception of its conflict-of-law provisions.

Disputes between the business customer and the Service Provider shall be resolved primarily through negotiation. If no settlement is reached, the dispute shall be resolved at the Helsinki District Court.

A consumer may also bring an action before the competent court in their place of residence.

A consumer may refer the dispute to the Consumer Disputes Board. Before referring the matter to the Consumer Disputes Board, the consumer must contact the Consumer Advice Service.

Up-to-date contact details for the Consumer Advice Service and the Consumer Disputes Board are available on their websites.

29. Contact details

If you have any questions regarding the Terms of Use, your subscription or the Service, please contact: support@dotidydone.com