Terms and Conditions of Use

These Terms and Conditions ("Terms") govern the access and use of the application pibiCollab ("the Platform") provided by pibiCo Compañía de Inteligencia de Negocio y Control SL ("pibiCo", "we" or "our"). pibiCo is a Spanish company incorporated under the laws of Spain and the European Union (EU), with VAT number ES B52567831 and registered office at Avenida de La Costa, 35-6T, 33201 Gijón, Asturias, Spain.

By accessing, registering, or using the Platform, you ("User") confirm that you have read, understood and agree to be bound by these Terms. If you do not agree, you must not access or use the Platform. Users are required to accept these Terms during registration or initial access.

1. Description of Services

1.1 Nature of the service

pibiCo provides SaaS productivity and management solutions enhanced with artificial intelligence (AI) and integrations with calendar, voice and IoT devices. pibiCollab allows the User to store, record, report, manage and analyse data related to the contracting Organisation's processes.

1.3 Nature of the contractual relationship

The contract is entered into between pibiCo and the Organisation, not with the User. The contracting party is always a legal entity or a professional acting within their business activity. The User is not a party to the agreement: they access the Platform because the Organisation has enrolled them, and for as long as the Organisation's contract remains in force.

1.4 Service offered exclusively to organisations

The Platform is not offered, marketed or sold to consumers. There is no individual, single-user or family subscription. pibiCo does not enter into agreements with natural persons acting outside their professional activity.

1.2 Data processing and analysis

The Platform processes data generated by Users or devices to produce reports, KPIs, analytics and intelligence. AI models, operated locally on pibiCo servers or via third-party APIs under DPA, may analyse the data to provide insights and process improvements.

2. Eligibility and User registration

2.1 Eligibility

The User must be a member, employee or authorised collaborator of a contracting Organisation, must act within that Organisation's activity, and must be at least 16 years old. No other basis of access is accepted.

2.2 No public sign-up

There is no guest mode, no public registration and no self-service sign-up. A User exists only because their Organisation's administrators have enrolled them through a named invitation, under an already signed contract. Anyone installing the application without having been enrolled beforehand cannot create an account or use the Service. Access supports a password, a single-use code sent to the corporate email address, or a device-bound passkey, according to what the Organisation enables in its configuration. Organisations that require it may disable the password and operate with passkeys only.

2.3 Onboarding of authorised Users in contracting organisations

The owner or administrator of the contracting organisation may onboard new authorised Users by means of a single-use magic-link invitation (valid for 15 minutes) sent to the invitee's email. The invitation is generated through the pibiCo administrative API (POST /orgs/{org_id}/invites) or, until the self-service organisation panel is available, by request to the pibiCo support team at soporte@pibico.es.

2.4 Acceptance of Terms

By ticking the acceptance box or otherwise indicating your agreement, you agree to be bound by these Terms. If at any time you do not agree, you must discontinue use of the Platform.

3. Contracting and commercial terms

3.1 Contracting model

The Service is contracted under a written agreement between pibiCo and the Organisation, sized case by case. There are no tiers, no scaled subscription plans and no per-seat self-service purchase. Each agreement sets out the number of authorised Users, the active modules, the consumption credit allowance (pibiCash), where the data resides and the integrations. Commercial terms appear in that agreement only.

3.2 Pilot period

Where the agreement provides for it, the Organisation may run a 30-day pilot with an agreed scope and exit. The pilot always runs under a signed contract: it is not a free trial, it cannot be self-activated and it cannot start without a prior agreement. If the pilot does not lead to continuity, pibiCo returns or destroys the data as agreed.

3.3 Invoicing

Amounts are invoiced to the Organisation according to the schedule in the agreement, by bank transfer, SEPA direct debit or any other means agreed in writing between the parties. Invoices are issued in Verifactu format (Spanish RD 1007/2023) via a certified SIF and sent to the billing contact designated by the Organisation. No individual User makes any payment or provides any payment details.

3.4 Term and renewal

Term, renewal and notice of non-renewal are those set out in the agreement signed with the Organisation. Increases in Users, modules or credit allowance are formalised by written addendum.

3.5 Termination and refunds

Termination is governed by the agreement. No refunds are issued for amounts already accrued. These Terms govern a business-to-business relationship: as the Platform is not offered to consumers, consumer-protection legislation does not apply.

3.6 No contracting from within the Platform

Neither the web interface nor the mobile applications display amounts or prices, contain payment gateways or in-app purchases, or offer any route to purchase, extend or renew the Service, whether inside the application or through links to external sites. The entire commercial relationship is handled between pibiCo and the Organisation outside the Platform.

4. Permitted use and prohibited conduct

4.1 Permitted use

The User may use the Platform only for legitimate purposes, in accordance with applicable laws and these Terms.

4.2 Prohibited conduct

The User shall not:

• Misuse AI features (training models with illicit data, attempting to bypass safeguards).
• Perform scraping, automated crawling, mass indexing, database dumping or programmatic access to the Platform outside the official documented APIs and the established rate limits.
• Reverse engineer, decompile, disassemble or attempt to derive source code or the underlying structure of the Platform.
• Share access credentials, passkeys, OTP codes, backup codes or proprietary Platform content with third parties outside the contracting entity.
• Deliberately overload the infrastructure or attempt denial-of-service.
• Impersonate identities, falsify communications or transmit malware, pornographic, offensive, racist, illegal or rights-infringing content.

4.3 Export of reports and data

The User may export reports or aggregated results generated by the Platform and use them outside it for legitimate purposes. It is strictly forbidden to share directly proprietary methodologies, tools or confidential Platform materials outside it.

5. Intellectual property and data ownership

5.1 User data

The User or respective owners retain all rights, title and interest in the data they enter or transmit to the Platform ("User Data"). By using the Platform, you grant pibiCo a perpetual, irrevocable, worldwide, royalty-free, non-exclusive right to use, process and store User Data in anonymised form to improve our services, analytics and AI models. pibiCo shall not disclose the source of such data in those anonymised use cases.

5.2 AI results

Any result, report or analysis generated by AI from your User Data is your property, provided that applicable subscription fees are fully paid and your account is in good standing.

5.3 Platform IP

pibiCo or its licensors own all rights, title and interest in the code, design, layout, trademarks, service marks and any know-how or methodology related to the Platform. Except for the limited use rights expressly granted, no license, right or interest in any pibiCo intellectual property is transferred to you.

6. Third-party services and APIs

6.1 Integrations

The Platform may integrate with third-party APIs and services including, but not limited to, OCR, voice transcription (Whisper), MQTT brokers, AI model providers (Anthropic, OpenAI), payment gateways (Stripe) and Verifactu SIF issuers (B2Brouter). When using such integrations, the User agrees to comply with the respective third-party terms.

6.2 Third-party liability

pibiCo assumes no responsibility for the performance or availability of third-party services. Use of such services is solely governed by those providers' terms.

7. Data use, privacy and security

7.1 Privacy Policy

Use of the Platform is also governed by the Privacy Policy, which describes how we handle personal data, storage and protection measures.

7.2 Data for improvements

pibiCo may use anonymised and aggregated data to improve the performance, accuracy and reliability of its AI models, tools and Platform features.

8. Warranties and disclaimers

8.1 Service level and "as-is" basis

pibiCo strives to provide a stable and secure Platform. In case of server unavailability, pibiCo will make reasonable efforts to restore availability within 24 hours. Except for this commitment, the Platform is provided "as is" and "as available", without warranties of any kind, express or implied.

8.2 No indirect damages

pibiCo disclaims liability for indirect, incidental, consequential or special damages (including loss of profits, business interruption or loss of data) arising out of or in connection with these Terms or use of the Platform.

8.3 Liability cap

Any liability under these Terms shall be limited to the total subscription fees paid in the 12 months preceding the event giving rise to the claim.

9. Termination

9.1 Termination by pibiCo

pibiCo may terminate or suspend access to the Platform at any time, without prior notice, for misuse of tools, resale or redistribution of content, credential sharing, reverse engineering, copying or modifying the Platform, or for breaching these Terms in any other way.

9.2 User offboarding and termination by the Organisation

The individual User is not a party to the contract and cannot terminate it. They may stop using the Service and ask their Organisation's administrators to close their account, which will be handled under the Organisation's internal retention policy. Termination of the contract rests solely with the Organisation, acting through its authorised representative and on the terms of the agreement signed with pibiCo.

10. Governing law and jurisdiction

10.1 Governing law

These Terms shall be governed by and construed in accordance with the laws of Spain and the European Union, without regard to conflict-of-law principles.

10.2 Jurisdiction

Any dispute arising out of or relating to these Terms shall be resolved exclusively in the courts of Gijón, Asturias, Spain. No arbitration mechanism is provided.

11. Changes to the Terms

11.1 Modifications

pibiCo reserves the right to modify these Terms at any time. Any material change will be notified to subscribed Users at least 30 days in advance, by email or in-Platform notification.

11.2 Acceptance of modified Terms

Continued use of the Platform after the effective date of the updated Terms constitutes acceptance of those changes. If you do not agree to the new Terms, you must discontinue use before they take effect.

12. Personal data

The processing of personal data is governed by the Privacy Policy.

13. Contact information

pibiCo Compañía de Inteligencia de Negocio y Control SL
Avenida de La Costa, 35-6T
33201 Gijón, Asturias, Spain
Email: soporte@pibico.es
An internal AI chatbot assistant is also provided in the Platform for immediate support and clarifications.

By registering and using the Platform, the User acknowledges having read, understood and agreed to these Terms and Conditions.

Last updated: 2026-08-24 · Version 1.3.0