Scoutbot Terms of Service

Last updated: 10/2026

These Terms apply to new customers from 2 November 2026. Existing customers continue under the previous version (07/2025) until they accept these Terms, in particular when their account moves to the new platform.

The Platform is operated by Tobias Josef Schneider, sole trader (Trabalhador Independente), Quinta da Encosta Velha 112, 8650-067 Budens, Portugal, PT325265569, hello@scoutbot.net ("we", "us"). Scoutbot is a trade name, not a separate legal entity.

New customers agree to these Terms by registering, purchasing a subscription or using the Platform. Existing customers agree by accepting them in text form.

1. Scope and Order of Precedence

1.1 These Terms govern access to and use of the Scoutbot platform, including all current and future versions ("Platform"), subscriptions and additional Credits.

1.2 The Platform is offered exclusively to businesses. Use by consumers within the meaning of applicable consumer protection law is excluded.

1.3 In case of conflict, the following order applies: (a) the Data Processing Agreement for data protection matters, (b) the Individual Agreement, (c) these Terms. General terms and conditions of the Customer (including terms referenced in purchase orders) do not apply, even if we do not expressly object to them.

2. Definitions

"Customer"

means the business entity that registers for or subscribes to the Platform.

"Authorized User"

means a named individual whom the Customer permits to use the Platform.

"Credits"

means the units consumed by actions on the Platform, such as scouting jobs, enrichment and market analytics functions.

"Customer Content"

means all data entered or uploaded by the Customer, such as queries, requirements, notes and shortlists.

"Platform Data"

means all data, results and outputs provided by the Platform, including AI-generated outputs.

"Individual Agreement"

means the agreement on the Customer's individual setup, in particular the scope of services, fees, included Credits, number of Authorized Users and Subscription Term, concluded in text form, for example by accepting our offer by email.

"Subscription Term"

means the term of a subscription as set out in Section 10.

3. Accounts and Users

3.1 The Customer shall provide accurate registration information and keep it up to date.

3.2 Access is personal to named Authorized Users. Sharing login credentials is not permitted. The number of Authorized Users is set out in the Individual Agreement.

3.3 The Customer is responsible for all activity under its accounts and shall notify us without undue delay of any unauthorized access.

4. Services

4.1 The scope of services results from the Individual Agreement. We do not publish standard plans or prices; every setup is agreed individually.

4.2 We continuously develop the Platform and may change features, provided that the agreed functionality is not materially reduced.

4.3 Features marked as "beta" or "preview" are provided without any warranty and may be changed or discontinued at any time.

4.4 Support is provided by email on business days (CET/CEST) on a best-effort basis. No specific availability or response times are guaranteed unless agreed in the Individual Agreement.

5. Acceptable Use

5.1 The Customer may use the Platform only for its internal business purposes and in compliance with applicable law.

5.2 The Customer shall not: (a) resell, sublicense or otherwise make the Platform available to third parties; (b) reverse-engineer or decompile the Platform; (c) access the Platform by automated means beyond any API expressly provided; (d) circumvent rate limits, credit mechanisms or security measures; (e) use the Platform or Platform Data to build a competing product or database; (f) upload malicious code or unlawful content.

5.3 We may apply technical limits and may suspend access in proportion to the risk in case of suspected abuse, security threats or legal violations. We will inform the Customer without undue delay.

6. AI Outputs and Platform Data

6.1 The Platform uses artificial intelligence, including large language models, and publicly available sources. Platform Data may be incomplete, outdated or inaccurate. The Customer shall review Platform Data before relying on it for business decisions.

6.2 We do not warrant that companies identified by the Platform exist, are active, or are suitable for the Customer's purposes.

6.3 The Customer may use Platform Data for its internal business purposes, including sharing results within its corporate group and with advisors bound by confidentiality, and including results in presentations and reports. Selling, publishing or systematically distributing Platform Data as a dataset is not permitted.

7. Customer Content

7.1 The Customer retains all rights in Customer Content and grants us a non-exclusive right to process it solely to provide, secure and support the Platform.

7.2 We do not use Customer Content to train AI models. We use third-party AI model providers under their business or API terms, which exclude training on Customer Content. Web search providers receive only search terms based on Customer Content, without account data or identifiers that link them to the Customer. Some of these providers may use such anonymized query data to improve their services, including training their own models. We do not share Customer Content with other customers. We may use aggregated, anonymized usage data to operate and improve the Platform.

7.3 The Customer is responsible for ensuring that Customer Content is lawful and does not infringe third-party rights. The Customer shall not enter special categories of personal data (Art. 9 and 10 GDPR) or data that it classifies above "internal".

8. Data Protection

8.1 Our Data Processing Agreement applies where we process personal data on behalf of the Customer. We provide it with our offer and on request. It forms part of these Terms and needs no separate signature.

8.2 Platform Data may include personal data from publicly available sources, such as names, roles, business email addresses and links to public professional profiles (e.g. LinkedIn). The Customer is an independent controller for any further use of such data and is responsible in particular for a valid legal basis, for information obligations towards data subjects, and for compliance with applicable law when contacting persons.

8.3 We implement appropriate technical and organizational security measures to protect personal data.

9. Infrastructure and Sub-processors

9.1 We may change, replace or further develop the infrastructure, hosting environment, software architecture and service providers used to operate the Platform, including migrating to a new technical version of the Platform, provided that the agreed functionality is not materially reduced and the level of data protection and information security is not lowered.

9.2 A current list of sub-processors is available upon request. We will notify Customers with an active subscription in text form at least 14 days before adding or replacing a sub-processor that processes Customer personal data. Where a change is required at short notice for security reasons, to maintain the availability of the Platform, or because a provider discontinues its service, we will first use sub-processors already on the list. If that is not sufficient, we may suspend the affected function until the notice period has ended. We will inform the Customer without undue delay.

9.3 The Customer may object in text form within 14 days of notification on reasonable data protection grounds. If the objection cannot be resolved, the Customer may terminate the affected subscription effective as of the date of the change and will receive a pro rata refund of prepaid fees for the unused period.

9.4 In case of a migration to a new technical version, we will transfer existing Customer Content and results and delete them from the previous environment within 90 days after completion of the migration of the Customer's account.

10. Subscriptions, Credits and Fees

10.1 Fees, included Credits, the number of Authorized Users and, where agreed, the Credit consumption per action are set out in the Individual Agreement. Where it does not set the Credit consumption of an action, the consumption shown in the Platform applies (Section 10.8).

10.2 Subscriptions have a term of twelve (12) months unless otherwise agreed in the Individual Agreement. Annual subscriptions end at the end of the Subscription Term unless renewed in text form; we will send a renewal offer at least 30 days before the end of the Subscription Term. Monthly subscriptions, where agreed, renew monthly until terminated by either party with effect from the end of the current month.

10.3 Included Credits are provided at the start of each Subscription Term or, if the Individual Agreement provides for shorter credit periods (for example monthly), at the start of each such period. Unused Credits expire at the end of the period for which they were provided and are neither carried over nor refunded.

10.4 Additional Credits may be purchased at the price we offer at the time and expire together with the included Credits at the end of the current period (Section 10.3).

10.5 Changes to the Individual Agreement that extend the setup (for example more Credits or Authorized Users) take effect immediately, with fees and Credits prorated for the remaining Subscription Term, unless agreed otherwise. Reductions take effect at the next renewal.

10.6 Prices and included Credits for a renewal are set out in the renewal offer. Changes do not affect the current Subscription Term. For monthly subscriptions, we may change prices with 30 days' notice, with effect from the start of a following month.

10.7 We may adjust the Credit consumption per action during the Subscription Term with 30 days' notice if our costs for third-party services (in particular AI models and data sources) change materially or if the functionality of the action changes. If an adjustment increases the Credit consumption of an existing action by more than 25%, the Customer may terminate the subscription with effect from the date of the adjustment and receive a pro rata refund of prepaid fees for the unused period.

10.8 The Credit consumption of new actions is determined by us and shown in the Platform before execution where feasible.

11. Payment

11.1 Fees are invoiced in advance for the billing period set out in the Individual Agreement (annually, unless agreed otherwise) and are due within 14 days of the invoice date. All fees are exclusive of VAT, which is charged or reverse-charged as applicable.

11.2 If payment is more than 14 days overdue after a reminder, we may suspend access until payment is received.

11.3 Fees are non-refundable except as expressly provided in these Terms or required by law.

12. Intellectual Property

12.1 All rights in the Platform, including software, databases, design and branding, remain with us or our licensors.

12.2 The Customer receives a non-exclusive, non-transferable right to use the Platform for its internal business purposes during the Subscription Term.

12.3 We may use feedback provided by the Customer without restriction or compensation.

12.4 We may name the Customer as a reference (name and logo) only with the Customer's prior consent.

13. Confidentiality

13.1 Each party shall keep confidential all non-public information of the other party marked as confidential or recognizable as such, use it only for the purposes of this contract, and protect it with at least reasonable care. This does not apply to information that is publicly available, independently developed or lawfully obtained from third parties without restriction.

13.2 This obligation continues for three (3) years after the end of the contract.

14. Warranty

14.1 We provide the Platform substantially in accordance with the Individual Agreement and with professional care. The Customer shall report defects without undue delay; we will remedy them within a reasonable period.

14.2 Beyond Section 14.1, we give no warranties, in particular regarding the accuracy or completeness of Platform Data (Section 6) or uninterrupted availability of the Platform.

15. Liability

15.1 We are liable without limitation for intent and gross negligence, for injury to life, body or health, and where liability cannot be limited under mandatory law.

15.2 In all other cases, our liability is limited to typical, foreseeable damages and excludes indirect damages, lost profits and loss of data that could have been prevented by the Customer exporting or backing up its data.

15.3 Our total liability under Section 15.2 is limited to the fees paid by the Customer in the twelve (12) months preceding the event giving rise to the claim.

15.4 We are not liable for business decisions made by the Customer on the basis of Platform Data.

16. Indemnification

16.1 The Customer shall indemnify us against third-party claims, including reasonable legal costs, arising from a breach of Sections 5, 7.3 or 8.2 by the Customer or its Authorized Users.

17. Term, Termination and Suspension

17.1 Either party may terminate for good cause, in particular if the other party materially breaches these Terms and fails to cure the breach within 30 days of notice in text form.

17.2 We may terminate a subscription for operational or strategic reasons with 90 days' notice. In this case, the Customer receives a pro rata refund of prepaid fees for the unused period.

17.3 Sections that by their nature are intended to survive termination (in particular Sections 6.3, 12, 13, 15 and 16) remain in effect.

18. Data Export and Deletion

18.1 The Customer may export Customer Content and results during the Subscription Term using the export functions provided.

18.2 After the end of the subscription, we retain the data for 90 days to allow export upon request and delete it thereafter, unless statutory retention obligations apply. We notify the account owners by email 7 days before the deletion.

19. Changes to these Terms

19.1 We may amend these Terms for legal, regulatory or technical reasons or when introducing new features, and will notify the Customer at least 30 days before the changes take effect.

19.2 If a change materially disadvantages the Customer, the Customer may object before the effective date. In this case, the previous Terms continue to apply until the end of the current Subscription Term. Without objection, the amended Terms are deemed accepted.

19.3 Changes to infrastructure and sub-processors are governed exclusively by Section 9.

20. Final Provisions

20.1 Neither party is liable for delays or failures caused by events beyond its reasonable control, such as natural disasters, network outages, supplier failures or governmental actions.

20.2 The Customer may assign rights and obligations only with our prior consent in text form. We may assign this contract in connection with a merger, acquisition or sale of the business, or to a legal entity founded by us to operate the Platform.

20.3 Amendments and notices require text form (email is sufficient). Notices to us: hello@scoutbot.net. Notices to the Customer: via the Platform or the account email address.

20.4 If any provision is invalid, the remaining provisions remain in effect.

20.5 These Terms are governed by the laws of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).

20.6 Exclusive place of jurisdiction is Munich, Germany.

20.7 These Terms are drafted in English. Translations are for convenience only; the English version prevails.