Terms of Service

These Terms of Service ("Terms") govern your access to and use of Apila Asset, a cloud-based IT asset lifecycle management platform operated by Apila Manage Oy ("Apila", "we", "us"). By creating an account or using Apila Asset, you ("Customer", "you") agree to these Terms.

If you are accepting these Terms on behalf of a company or organisation, you represent that you have authority to bind that entity. If you do not agree to these Terms, do not use Apila Asset.

1. Definitions

"Account" means your registered account for accessing Apila Asset.

"Apila Asset" or "Service" means the cloud-based IT asset lifecycle management platform, including all features, updates, and related documentation.

"Customer Data" means data, files, and content you upload, store, or process through the Service.

"Documentation" means the then-current user guides, help articles, and technical documentation we make available within the Service or through our support channels. Documentation may be updated from time to time.

"Subscription" means your paid access to the Service for a specified period.

"End Users" means individuals within your customer organisations whose devices, accounts, or data are managed through the Service. End Users are connected to the platform through integrations (such as Microsoft 365 tenant connections) and are the basis for calculating Subscription fees.

"Administrators" means individuals you authorise to access and operate the Service under your Account.

2. Account and Access

2.1 Account Registration

To use Apila Asset, you must create an Account with accurate and complete information. You are responsible for maintaining the confidentiality of your Account credentials and for all activities under your Account.

2.2 Access Rights

Subject to these Terms and payment of applicable fees, we grant you a non-exclusive, non-transferable right to access and use the Service during your Subscription period for your internal business purposes.

2.3 Administrator Management

You may authorise Administrators to access and operate the Service under your Account. You are responsible for:

• Ensuring Administrators comply with these Terms
• Managing Administrator access and permissions
• All actions taken by your Administrators

2.4 Restrictions

You agree not to:

• Sublicense, sell, or transfer access to the Service
• Reverse engineer, decompile, or attempt to extract source code
• Use the Service to build a competing product
• Circumvent technical limitations or access controls
• Transmit malicious code or interfere with Service operations
• Use the Service in violation of applicable laws
• Access the Service if you are a direct competitor

3. Subscription and Fees

3.1 Subscription Terms

Subscriptions are offered on monthly or annual basis as specified during purchase. Unless you cancel before the renewal date, your Subscription automatically renews for successive periods of the same length.

3.2 Licensing and End User Calculation

Subscription fees are based on the number of End Users connected to the platform.

How End Users are counted:

• End Users are individuals within your customer organisations whose accounts are connected to the Service through integrations (e.g., Microsoft 365 tenant)
• End User counts are calculated monthly at the start of each billing period
• All connected End Users are counted, regardless of whether their devices are actively managed through DAAS or other service models
• You are responsible for the accuracy of End User data provided through integrations

Why we count all connected End Users:

The Service provides value by enabling you to manage the complete IT environment of your customers—including owned devices, leased devices, and DAAS devices—from a single platform. Licensing reflects this holistic management capability.

Changes in End User count:

• If End User count increases during a billing period, additional fees may apply from the next billing period
• If End User count decreases, the reduced count will apply from the next billing period
• We may adjust fees based on End User counts at each renewal

3.3 Fees and Payment

• Fees are charged in advance and are non-refundable except as stated in these Terms
• All fees are in Euros (EUR) and exclude applicable taxes
• Invoices are due within fourteen (14) days
• We may change fees upon thirty (30) days' notice before a renewal period

3.4 Late Payment

If payment is overdue, we may:

• Charge interest at 1% per month or the rate under the Finnish Interest Act, whichever is higher
• Suspend your access after seven (7) days' written notice
• Recover reasonable collection costs

3.5 Cancellation

You may cancel your Subscription at any time. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial periods.

4. Free Trials and Beta Features

4.1 Free Trials

We may offer free trial access. During trials:

• No fees apply
• The Service is provided "as is" without warranties or support commitments
• We may terminate trial access at any time
• Your data may be deleted when the trial ends unless you purchase a Subscription

4.2 Beta Features

We may offer beta or preview features. These are experimental and:

• Provided "as is" without warranties
• May be changed, suspended, or discontinued without notice
• Should not be relied upon for production use
• Information about beta features is confidential

5. Customer Data

5.1 Ownership

You retain ownership of your Customer Data. We do not claim ownership of content you upload to the Service.

5.2 Our Use of Customer Data

You grant us a limited licence to use Customer Data solely to:

• Provide and operate the Service
• Perform our obligations under these Terms
• Comply with legal requirements

5.3 Data Protection

We process personal data in accordance with our Privacy Policy and, where applicable, a Data Processing Agreement.

Data Location: Customer Data is primarily stored in the European Economic Area (Microsoft Azure, Sweden Central region). However, our subprocessors (including Microsoft) may access data from other locations for support, maintenance, or operational purposes. Where transfers outside the EEA occur, we rely on GDPR-compliant mechanisms such as Standard Contractual Clauses (SCCs) or adequacy decisions. Our current list of subprocessors is available upon request or in the Data Processing Agreement.

5.4 Aggregated Data

We may create anonymised, aggregated data from your use of the Service. This data does not identify you or individuals and may be used for analytics, benchmarking, and service improvement.

5.5 Data Retrieval and Deletion

• During your Subscription, you can export Customer Data through the Service
• After Subscription ends, you have thirty (30) days to request data export
• We may delete Customer Data after this period unless legally required to retain it

5.6 Your Responsibilities

You are responsible for:

• The legality and accuracy of Customer Data
• Obtaining necessary consents for personal data you process
• Maintaining appropriate backups
• Not uploading sensitive data categories unless specifically agreed

6. Service Operation

6.1 Availability

We use commercially reasonable efforts to maintain Service availability. The Service may be temporarily unavailable due to:

• Scheduled maintenance (we will provide reasonable notice)
• Emergency maintenance for security or stability issues
• Factors beyond our reasonable control

6.2 Modifications

We may modify the Service to improve functionality, address security issues, or comply with legal requirements. We will not materially reduce core functionality during your Subscription without notice.

6.3 Support

We provide support via email during business hours (Monday–Friday, 9:00–17:00 EET, excluding Finnish public holidays). Response times and support scope depend on your Subscription level.

6.4 Third-Party Services

The Service may integrate with third-party services. Your use of third-party services is subject to their terms. We are not responsible for third-party services.

7. Intellectual Property

7.1 Our Rights

We own all rights to the Service, including software, design, trademarks, and documentation. These Terms do not transfer any ownership to you.

7.2 Feedback

If you provide suggestions or feedback about the Service, we may use it without restriction or compensation.

7.3 Open Source

The Service may include open-source components subject to their respective licences. Information about open-source components is available upon request.

8. Confidentiality

Each party agrees to protect the other's confidential information using reasonable care. Confidential information does not include information that becomes publicly available, was already known, is received from third parties, or is independently developed.

9. Warranties and Disclaimers

9.1 Our Warranty

We warrant that during your Subscription, the Service will perform materially as described in the then-current Documentation. Warranty claims are evaluated against the Documentation in effect at the time the issue is reported. If the Service does not conform, your exclusive remedy is for us to correct the non-conformity or, if we cannot do so within a reasonable time, terminate your Subscription and refund prepaid fees for the unused period.

9.2 Your Warranty

You warrant that:

• You have authority to enter into these Terms
• Your use of the Service complies with applicable laws
• You have necessary rights to Customer Data

9.3 Disclaimer

EXCEPT AS STATED IN SECTION 9.1, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE.

10. Limitation of Liability

10.1 Exclusion of Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY IS LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITIES, REGARDLESS OF WHETHER ADVISED OF THE POSSIBILITY.

10.2 Liability Cap

OUR TOTAL LIABILITY ARISING FROM THESE TERMS IS LIMITED TO THE FEES YOU PAID DURING THE TWELVE (12) MONTHS BEFORE THE CLAIM AROSE.

10.3 Exceptions

These limitations do not apply to:

• Your payment obligations
• Breach of confidentiality obligations
• Indemnification obligations
• Liability that cannot be limited by law

11. Indemnification

11.1 By Us

We will defend you against third-party claims that the Service infringes intellectual property rights, and indemnify you for damages awarded. This does not apply to claims arising from your modifications, combinations with other products, Customer Data, or use contrary to these Terms.

If the Service becomes subject to an infringement claim, we may modify it, obtain rights for continued use, or terminate your Subscription with a refund for the unused period.

11.2 By You

You will defend us against third-party claims arising from Customer Data, your breach of these Terms, or your violation of applicable laws.

11.3 Process

The indemnified party must promptly notify the other of claims, allow the indemnifying party to control the defence, and provide reasonable cooperation.

12. Term and Termination

12.1 Term

These Terms apply from when you first use the Service and continue until your Subscription ends or these Terms are terminated.

12.2 Termination for Cause

Either party may terminate these Terms if the other materially breaches and fails to cure within thirty (30) days of written notice.

12.3 Termination by Us

We may terminate or suspend your access immediately if:

• You fail to pay fees after notice
• Your use poses security risks
• Required by law or court order
• You violate acceptable use restrictions

12.4 Effect of Termination

Upon termination:

• Your right to use the Service ends
• You must pay outstanding fees
• We may delete Customer Data after the retrieval period (Section 5.5)
• Provisions that should survive termination will survive

13. General Provisions

13.1 Governing Law

These Terms are governed by the laws of Finland, excluding conflict of law rules. The UN Convention on Contracts for the International Sale of Goods does not apply.

13.2 Disputes

We will attempt to resolve disputes through good-faith negotiation. Unresolved disputes are subject to the jurisdiction of Finnish courts.

13.3 Changes to Terms

We may update these Terms by posting revised terms and notifying you at least thirty (30) days before they take effect. Continued use after the effective date constitutes acceptance. If you disagree with changes, you may terminate your Subscription.

13.4 Assignment

You may not assign these Terms without our written consent, except to a successor in a merger or acquisition. We may assign these Terms to affiliates or successors.

13.5 Notices

We will send notices to the email address associated with your Account. You should send notices to info@apilamanage.fi. Notices are effective when sent.

13.6 Entire Agreement

These Terms, together with our Privacy Policy and any Order or DPA, constitute the entire agreement. They supersede prior agreements regarding the Service.

13.7 Severability

If any provision is found unenforceable, the remaining provisions continue in effect.

13.8 No Waiver

Failure to enforce a provision does not waive the right to enforce it later.

13.9 Independent Contractors

We are independent contractors, not partners, joint venturers, or agents.

14. Contact

Last updated: 30 January 2026