1. Acceptance of Terms
This website is operated by CloudOffix Inc. Throughout the site, the terms “we”, “us” and “our” refer to CloudOffix Inc. We offer this website, including all information, tools, applications, and services available to you, the user, conditioned upon your acceptance of all terms, conditions, policies, and notices stated here.
By visiting our site and/or purchasing a subscription, module, or Service from us, you engage in our “Service” and agree to be bound by the following terms and conditions (“Terms of Service”, “Terms”), including those additional terms, conditions, and policies referenced herein and/or available by hyperlink. These Terms of Service apply to all users of the site, including without limitation users who are browsers, vendors, customers, merchants, and/or contributors of content.
Please read these Terms of Service carefully before accessing or using our website or SaaS applications. By accessing or using any part of the site, you agree to be bound by these Terms of Service. If you do not agree to all the terms and conditions of this agreement, then you may not access the website or use any of our Cloud services.
2. Cloud Service Licensing
Subject to these Terms and the payment of the applicable Service Fees, CloudOffix Inc. grants the Client and its authorized users a non-exclusive, non-transferable, non-sub-licensable, revocable license to access and use the CloudOffix SaaS Services to:
- Collect, store, process, and organize Client Data in a secure Odoo-based cloud environment.
- Add and manage active Users and assign specific authorizations, access privileges, and modular roles based on the purchased plans.
- Access and customize standard modules, custom fields, pipelines, and workflows within the scope of the purchased Cloud application (e.g., Sales Cloud, HR Cloud, Marketing Cloud).
- Utilize low-code development tools and AI Builder modules to adjust the digital workflow logic.
The Client acknowledges that access to specific menu structures, applications, and general functional clouds (e.g., Helpdesk, Project, Marketing, HR) is dynamically governed by the purchased subscription plan ("co_plan"). Attempting to bypass modular permissions or access restricted applications without a valid license key is a material breach of these terms.
3. User & Seat Restrictions
CloudOffix subscriptions are provisioned under specific user licensing models. Meticulous technical safeguards are implemented at the software level to enforce these commercial boundaries:
3.1 Dedicated Named Users: If your plan is licensed on a Named User basis, each license is strictly tied to a single, specific active human user. Nameless generic sharing of accounts is prohibited. The system maintains a hard limit on active users ("max_users"). The system will reject the creation, import, or activation of active user profiles exceeding this contracted limit, displaying a system error.
3.2 Shared Concurrent Seats: If your plan is licensed on a Shared Concurrent Seat basis, you may create multiple named user accounts, but the total number of users logged into the system simultaneously is capped by a strict concurrent seat limit ("max_seat"). If this maximum threshold is reached, any subsequent login attempts will be automatically rejected with an Access Denied error.
To maintain platform availability for active users under the Shared Seat model, the system runs an automated background routine to forcefully terminate and log out sessions ("Force Logout") that have been inactive or idle beyond a set time ("seat_max_idle_minutes"). CloudOffix Inc. is not liable, legally or financially, for any loss of unsaved drafts, active chat sessions, or work progress resulting from an automated idle session termination.
3.3 Anti-Abuse of Concurrent Sessions (Automated Keep-Alive Pings): CloudOffix concurrent licensing ("Shared Seat" model) is mathematically dimensioned and commercially offered based on active human occupancy. The Client, its administrators, and its users are strictly prohibited from utilizing any automated keep-alive services, scheduled API pings, background scripts, automated HTTP requests, browser extensions, or automated macros that trigger repeated fake activities (e.g., executing background pings every 3 minutes) for the purpose of falsely extending an idle user's session and circumventing the automated force-logout mechanism.
The use of automated scripts to bypass session timeout is considered fraud and a severe material breach of these terms. If CloudOffix detects automated session-retention activity, it reserves the absolute right, without prior notice or liability, to:
- Immediately terminate the offending sessions and permanently disable the abusive user accounts;
- Suspend the Client's entire hosted database environment;
- Retroactively convert the Client's subscription plan from the "Shared Seat" license model to the "Dedicated Named User" billing model, and invoice the Client retroactively for the full pricing of all created named user profiles in the database from the date of subscription start.
4. Resource & Usage Quotas
To preserve cloud performance, stability, and control server overhead, CloudOffix enforces strict, metered resource limits across all hosted databases. The following limits are checked programmatically:
4.1 Data & File Storage ("total_storage_limit"): Each hosted instance is assigned a maximum storage capacity in Gigabytes, enclosing both the relational database and binary attachments. The system triggers warnings on the user dashboard when the remaining storage falls below 10% or is less than 1GB. If the storage limit is completely exhausted, the system will block subsequent file uploads, database writes, and backup exports.
4.2 Monthly E-mail Credits ("max_email_per_month"): The sending of transactional, automation-triggered, and bulk marketing emails through CloudOffix mail servers is capped monthly. The system will display alert banners when your email credits fall below 5 remaining emails. Once the monthly email quota is depleted, outgoing email queues will pause until the next billing cycle begins or the customer purchases an email credit top-up.
4.3 Monthly AI Tokens ("max_ai_token_per_month"): Use of Cloudia AI, automated translation tools, AI-powered recruitment evaluation pipelines, and AI Builder models is subject to monthly token quotas. Exceeding monthly limits will result in the temporary suspension of conversational and processing AI capabilities.
4.4 Connect Meeting & Telephony Hours ("connect_hours_per_month"): Built-in video conferences, telephone calls, and live voice interactions through CloudOffix Connect are restricted based on monthly hour quotas.
5. Support Services
Active subscribers are entitled to standard technical support. You can open a ticket, submit queries, or access chat help free of charge through the designated CloudOffix Support page (https://www.cloudoffix.com/support/help).
5.1 Support Scope: Technical support covers platform availability, software defects, Odoo-specific configuration bugs, and access issues. Technical support does not cover custom software developments, third-party database migrations, advanced system integrations, or customized business logic workflow builds. These custom requests fall under separate consulting and professional service contracts.
6. Service Modifications
Prices for all CloudOffix subscription plans and resource top-ups are subject to change upon 30 days prior notice from us. We reserve the right at any time to modify or temporarily discontinue any module, application feature, or service component (or any part or content thereof) with or without notice.
We shall not be liable to you or to any third party for any pricing adjustments, features changes, module deprecations, database suspensions, or complete discontinuation of the Service.
7. Account & Billing
You agree to provide current, complete, and accurate purchase and account information for all orders. You agree to promptly update your billing profile, including your email address, primary contact, credit card numbers, and expiration dates, so that we can complete transactions, renew billing cycles, and contact you as needed.
In our sole discretion, we reserve the right to refuse, limit, or cancel quantities purchased per customer account, per organization, or per order. This includes accounts under the same billing address or credit card.
8. Refund & Cancellation
8.1 Service Activation: CloudOffix subscriptions involve immediate service activation and cloud hosting provisioning upon payment. Once access credentials have been delivered, the digital service is considered consumed.
8.2 Non-Refundable Fees: All payments made for monthly, annual, or multi-year subscriptions, module additions, user licenses, or storage expansions are strictly non-refundable and non-pro-rated, regardless of actual platform usage or early contract termination.
8.3 Subscription Renewal & Cancellation: You can cancel your subscription renewal at any time to prevent auto-renewal for the next billing cycle. Cancellations apply to future cycles only.
8.4 Exceptional Cases: Refunds are only reviewed in cases of proven, prolonged technical system failure directly attributable to CloudOffix Inc. that renders the platform completely inaccessible for a consecutive period exceeding 72 hours, and where such failure cannot be remedied within a reasonable period. All refund claims must be submitted to billing@cloudoffix.com.
9. Optional Tools & APIs
We may provide you with access to optional third-party integrations, external platforms, and API tools over which we have neither control nor direct monitoring (e.g., LinkedIn Job Postings, external SMS gateways, Google Meet, Outlook Calendar synchronization).
You agree that we provide access to such integrations "as is" and "as available" without any warranties, representations, or endorsements of any kind. We shall have no liability arising from or relating to your use of optional third-party tools. Any changes or restrictions enforced by third-party providers (such as LinkedIn API updates or Google API deprecations) that affect modular features inside CloudOffix do not constitute a platform failure and do not entitle the user to refunds.
10. User Conduct & AI Use
In addition to other prohibitions set forth in these Terms, you are prohibited from using the SaaS platform or its content:
- For any unlawful, fraudulent, or malicious purpose.
- To upload or transmit viruses, worms, malware, or code of a destructive nature.
- To crawl, scrape, pretext, phish, spam, or collect personal information without consent.
- To bypass security features, reverse-engineer, or attempt unauthorized access to other tenant databases hosted on the same cluster.
10.1 Acceptable Use of AI: You agree not to use CloudOffix conversational AI, AI Builders, or generative prompts to generate spam, disseminate illegal materials, bypass security controls, or make rapid-fire automated API calls that degrade platform performance.
11. Suspension & Deletion
We reserve the right to suspend or terminate your service immediately for any violation of these Terms or for missed billing obligations.
11.1 Immediate Billing Suspension ("suspended = 1"): In the event of subscription expiration, unpaid invoices, or direct contract breach, the system automatically sets your database to a suspended state. Under this status, all user accounts (excluding a single read-only administrator panel for billing settlement) are immediately blocked from logging in (throwing a SuspendedDBException). Access to business workflows, CRM, HR, and document storage is completely halted.
11.2 Grace Period: CloudOffix will retain the suspended database for a maximum grace period of thirty (30) days from the initial date of suspension.
11.3 Permanent Deletion: If the outstanding balance is not fully settled or the contract renewed within this 30-day grace period, CloudOffix Inc. reserves the absolute right to permanently delete the entire database, tenant environment, and all accumulated Client Data from our primary and backup storage arrays. Once deleted, this data cannot be recovered.
12. Disclaimer & Liability
We guarantee a 99.9% monthly platform uptime SLA, excluding scheduled maintenance windows notified in advance. However, we do not guarantee that your use of the service will be entirely uninterrupted, timely, secure, or error-free.
You agree that your use of, or inability to use, the service is at your sole risk. The service is provided 'as is' and 'as available' for your use, without any representation, warranties, or conditions of any kind, either express or implied.
In no case shall CloudOffix Inc., our directors, officers, employees, affiliates, agents, contractors, suppliers, or service providers be liable for any injury, loss, claim, or any direct, indirect, incidental, punitive, special, or consequential damages of any kind, including, without limitation lost profits, lost revenue, lost savings, loss of data, database recovery costs, or any similar damages, whether based in contract, tort (including negligence), strict liability or otherwise, arising from your use of the service or any product procured using the service.
13. Governing Law
These Terms of Service and any separate agreements whereby we provide you Services shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to conflict of law principles. Any legal actions or proceedings arising under these Terms shall be brought exclusively in the courts located in Wilmington, Delaware.
14. Data Protection & DPA
We collect and process your personal and business data in compliance with our Privacy Policy (available at https://www.cloudoffix.com/privacy) and standard international regulations (GDPR/KVKK).
To the extent that CloudOffix processes personal data on behalf of the Client, the terms of the standard Personal Data Processing Addendum ("DPA") shall apply and are incorporated herein by reference.
15. Contact Us
Questions, clarifications, or formal notices regarding these Terms of Service should be directed to our team:
- Email: cloudoffix@cloudoffix.com
- Billing Desk: billing@cloudoffix.com
- Address: CloudOffix Inc., 2093 Philadelphia Pike #8417, Claymont, DE, 19703, United States.