Terms and Conditions

1. Introduction

These Terms and Conditions (“Terms”) govern the use of the PBXTools platform, operated by SCIT Technology SRL (“Company”, “we”), headquartered in Cluj-Napoca, Romania.

By creating an account or using the services, you accept these Terms in full. If you do not agree, please do not use the platform.

We reserve the right to modify these Terms. Any changes will be communicated in accordance with Section 14 below.

2. Eligibility — B2B Services Only

PBXTools services are intended exclusively for businesses, freelancers, and institutions — companies, sole proprietors, public institutions, NGOs, and other legally authorized entities.

By using the platform, you confirm that:

• You are acting on behalf of such an entity, not as a private individual
• You have the necessary authority to bind that entity in a contractual relationship with SCIT Technology SRL
• You understand that the platform is not directed at consumers within the meaning of consumer protection legislation

3. Definitions

• Platform — The PBXTools web application accessible at pbxtools.ro and portal.pbxtools.ro
• Services — AI Call Reports, PBX Reports, Blureon Phone, PBX Firewall, and any other products offered through the Platform
• Credits — Unit of measure for service consumption (applicable to AI Call Reports)
• User — The legal entity or institution using the Platform
• PBX Data — CDR metadata, audio recordings, transcriptions, and any data derived from call processing
• Agent — The software component installed on the User’s PBX for collecting and transmitting data

4. Account and Access

4.1 Registration

• Accounts are available exclusively for companies, sole proprietors, institutions, and other authorized business entities
• You must provide your organization’s full legal name and tax identification number (VAT/CUI)
• You must provide accurate, complete, and up-to-date information
• One primary account per organization (with multiple sub-accounts allowed)
• You are responsible for credential security and for all activity under your account

4.2 Free Tier

• 10 processed calls/month (AI Call Reports)
• No time limit
• No credit card required
• Limited features per pricing page

4.3 Suspension and Restriction

We may suspend or restrict account access in case of:

• Violation of these Terms
• Suspected fraud or abuse
• Unpaid overdue invoices (> 30 days)
• Unauthorized access attempts to other users’ systems or data
• Usage that affects performance or security for other users

5. Credits and Payments

5.1 Credit System

• Credits are valid for the period listed for the purchased package (see 5.2); unused credits are forfeited once that period ends
• When credits from more than one purchase are active, the ones closest to expiry are consumed first
• Credits are non-transferable between accounts
• Prices displayed in EUR, excluding VAT (added per applicable law)
• Credit consumption varies based on call duration and processing complexity

5.2 Available Packages

Package	Credits	Price (EUR)	Validity
Flea	500	5	15 days
Butterfly	1,500	15	30 days
Frog	5,000	50	60 days
Bird	10,000	100	90 days
Rabbit	25,000	250	120 days
Lynx	50,000	500	150 days
Tiger	100,000	1,000	180 days

Prices and packages may be updated periodically. Previously purchased credits retain the price and validity period applicable at the time of purchase.

5.3 Payment Methods

• Credit/debit card (Visa, Mastercard, Amex) — processed via Stripe
• Bank transfer (EU SEPA / international)
• Only the payment methods listed above are accepted

5.4 Invoicing

• Invoices are issued electronically and available in the client portal
• For card payments, the invoice is issued automatically upon purchase
• For bank transfers, a proforma invoice is issued at order, and the fiscal invoice upon payment receipt

5.5 Refunds

• Refund requests are reviewed individually; you can reach us on 0376 44 33 22
• Approved refunds are processed via the same payment method used for purchase

6. Acceptable Use

You may not:

• Use the platform for illegal activities or in violation of applicable law
• Attempt unauthorized access to other users’ systems, data, or accounts
• Reverse engineer, decompile, or disassemble the software
• Redistribute, resell, or sublicense services without prior written agreement
• Use the API for scraping, data mining, or automated abuse
• Store illegal content on our servers
• Transmit malware, viruses, or harmful code through the platform
• Use the platform in a way that interferes with normal operation or causes harm to other users
• Involve the platform in hacking, phishing, or any form of cyberattack

We reserve the right to immediately suspend access in case of violation, without prior notice.

7. Intellectual Property

• The PBXTools platform, source code, design, brand, and documentation are the exclusive property of SCIT Technology SRL
• Your PBX data remains your property — we act only as processor
• Generated reports and analyses are licensed for your exclusive use
• You do not acquire any intellectual property rights over the platform through service use
• Unauthorized use of PBXTools content may constitute a violation of copyright and other applicable laws

8. Availability and SLA

• Uptime target: 99.5% (excluding planned maintenance)
• Planned maintenance: Minimum 48h prior notice, preferably on weekends
• Support: Email (Monday-Friday, 09:00-17:00 EET), response time < 24h
• We do not guarantee uninterrupted availability or error-free operation
• We actively monitor the platform 24/7 and respond promptly to incidents

9. Limitation of Liability

• Maximum liability: Amount paid by you in the last 12 months
• Exclusions: Indirect losses, lost profits, data losses caused by force majeure or improper platform use
• No implied warranties: Services are provided “as is” without implied warranties of merchantability or fitness for a particular purpose
• We make every effort to deliver high-quality services, but cannot guarantee absolute accuracy of AI analyses or transcriptions

10. Privacy and Data Protection

We process personal data according to our Privacy Policy. Under GDPR:

• We act as Processor for customer PBX data
• We act as Controller for account and billing data
• We implement appropriate technical and organizational measures for data protection
• We do not access customer data except upon explicit request or for troubleshooting purposes, with prior consent

10.1 AI Front Desk — processing data on behalf of the customer

For the AI Front Desk service, the customer (the company using the service) is the controller of the data of its visitors and customers, and PBXTools is the processor (Art. 28 GDPR), processing this data only on behalf of the customer and according to the settings in its account.

What data we process: the messages sent through the contact forms of the customer’s websites, the emails received in the dedicated mailboxes the customer connects, the conversations in the chat window on the customer’s websites, the contact details left by visitors (name, email, phone) and the knowledge uploaded by the customer (texts, frequent questions, documents, the pages of its own website).

Purpose: sorting the requests, writing a proposed reply from the customer’s knowledge, sending it for approval to the people the customer designates and sending the approved reply — or, only where the customer has turned on automatic replies, sending it without approval.

AI providers: today we use OpenAI, through its API; data sent through the API is not used by the provider to train its models. Another provider is used only after it is announced on this page.

Retention: closed requests and ended conversations are deleted automatically 90 days after closing (by default); the customer can choose from its account a period between 30 and 365 days. The knowledge stays until the customer deletes it. The customer can delete at once, at a person’s request, a closed request or an ended conversation.

The customer’s obligations: to inform its visitors and customers about the processing (for example in its own privacy policy), not to upload sensitive data into the knowledge and to turn on automatic replies only for the categories of requests where it wants them.

Transparency: the chat window always states, visibly, that the visitor is talking to an AI assistant, and replies sent automatically end with a note that they were written automatically by the AI assistant.

Security measures: mailbox passwords are stored encrypted; API keys and chat session tokens are stored only as a fingerprint (hash); the approval links in emails are personal and expire.

Contact: phone 0376 44 33 22 or the form on the Contact page.

11. Force Majeure

SCIT Technology SRL shall not be liable for any failure or delay in fulfilling contractual obligations caused by force majeure events, including but not limited to: natural disasters, wars, acts of terrorism, pandemics, power outages, large-scale cyberattacks, governmental restrictions, or interruptions of critical third-party services (Cloudflare, Hetzner, Stripe).

In case of a force majeure event:

• We will notify users as soon as reasonably possible
• We will make every effort to resume service delivery
• Contractual obligations are suspended for the duration of the event

12. Termination

• By you: At any time, from account settings
• By us: With 30 days notice, or immediately in case of serious Terms violation
• Upon termination: Unused credits are forfeited; any refund is reviewed individually (see 5.5)
• Your data: Available for export 30 days after termination, then permanently deleted
• Post-termination obligations: Any outstanding amounts remain due

13. Dispute Resolution

• We first attempt amicable resolution of any disputes
• If no resolution is reached, disputes shall be resolved by competent courts in Cluj-Napoca, Romania
• These Terms are governed by Romanian law

Alternative dispute resolution:

• ANPC — Alternative Dispute Resolution (SAL)
• Online Dispute Resolution (ODR)

14. Changes to Terms

• We notify by email at least 30 days before substantial changes take effect
• Minor changes (clarifications, formatting) take effect upon publication
• Continued use after notification constitutes acceptance of updated terms
• If you disagree with changes, you may close your account and request data export

15. Final Provisions

• If any provision of these Terms is declared void or unenforceable, the remaining provisions remain valid
• Failure to exercise a right under these Terms does not constitute a waiver of that right
• These Terms constitute the entire agreement between the parties regarding Platform use

16. Contact

SCIT Technology SRL Cluj-Napoca, Romania Email: [email protected] Phone: +40 376 443 322 Contact page: /en/contact