1.1 These General Terms of Use govern access to and use of the Workflow AI website, mobile application, web platform, artificial intelligence functionalities, demo functionalities, free access, credits, paid services, connected devices, wearable devices and other related services provided by SDT SYSTEMS d.o.o.
1.2 Workflow AI is a software, technological and service solution intended to support operational work in companies and organisations.
The solution may include a mobile application, web platform, voice assistant, artificial intelligence, large language models, translation, speech recognition, preparation and conversion of work instructions, employee onboarding, task guidance, communication, documentation, reporting, analytics, connected devices, wearable devices and other related functionalities.
1.3 Workflow AI may be used across different departments, job roles and industries, including manufacturing, logistics, retail, cleaning, maintenance, service activities, human resources, internal training, administration and other operational environments.
1.4 Certain parts of Workflow AI may be in a development, testing, demo, pilot, minimum viable product or gradual market introduction phase.
Individual functionalities may therefore be changed, supplemented, limited, replaced, temporarily suspended or discontinued.
1.5 Workflow AI is provided exclusively for business, professional and organisational use. It is not intended for private consumer use.
1.6 By registering an account, accepting these General Terms through the application or platform, downloading or using Workflow AI, or otherwise clearly accepting these General Terms, the User confirms that they have read, understood and accepted them.
1.7 Where a User uses Workflow AI on behalf of a company, employer, institution or other legal entity, the User confirms that they are authorised to use Workflow AI and, where applicable, to accept these General Terms on behalf of that entity.
1.8 Where a separate written agreement, order form, offer, data processing agreement or purchase order has been concluded, that document shall apply together with these General Terms.
In the event of a conflict, the separately signed written agreement shall prevail.
For the purposes of these General Terms:
3.1 The Website may enable presentation of Workflow AI, submission of inquiries, booking of meetings, downloading of the Application, access to demo content and access to documentation.
3.2 Submitting an inquiry, booking a meeting or downloading the Application does not in itself create a paid contractual relationship.
3.3 The Provider may contact a User or Organisation following an inquiry, registration, download or meeting booking for the purpose of providing information, support, demonstrations, offers or further cooperation.
3.4 Users must provide accurate, complete and up-to-date information.
The Provider shall not be responsible for consequences arising from incorrect, incomplete, outdated or misleading information supplied by a User or Organisation.
4.1 Registration may be required to use certain Workflow AI functionalities.
4.2 Users must provide accurate and current registration information and update it where necessary.
4.3 Users are responsible for protecting passwords, login credentials, devices, access rights and authentication methods.
4.4 A User may not allow another person to use their personal account unless this is expressly permitted by the Organisation or enabled by the functionality of Workflow AI.
4.5 If a User registers using an Organisation’s e-mail address or invitation, the account may be linked to that Organisation.
The Organisation and its Administrators may manage access rights, content, user roles, account settings and other business-related aspects of the account.
4.6 The Provider may temporarily restrict or disable an account where there are reasonable grounds to suspect:
5.1 The Provider may require the User to actively accept these General Terms through an unticked checkbox, confirmation button or comparable electronic mechanism.
5.2 The Privacy Policy is provided as information about personal data processing. Confirmation that the Privacy Policy has been read does not constitute consent to all personal data processing activities.
5.3 Where consent is required for a specific optional processing activity, such consent shall be requested separately.
5.4 Acceptance of these General Terms may be recorded together with:
5.5 Where the same User uses the Application and Platform through the same account, acceptance of the same version of the General Terms does not need to be repeated on each interface.
5.6 The Provider may require renewed active acceptance where the General Terms are materially amended.
6.1 The Provider may enable Free Access to certain functionalities.
6.2 Free Access is intended for familiarisation, testing, internal evaluation, demonstrations, training and assessment of suitability.
6.3 Unless expressly agreed otherwise, the Provider does not guarantee:
6.4 The Provider may change, limit, suspend or discontinue Free Access at any time.
6.5 Free Access shall not automatically convert into paid use unless the User or Organisation expressly accepts a paid package, offer, order or agreement.
7.1 The Provider may allocate free, promotional or paid Credits.
7.2 Credits may be consumed when using functionalities such as:
7.3 The method of credit calculation and consumption may be displayed through the Application, Platform, Website, offer or other notice.
7.4 Free or promotional Credits:
7.5 Once Credits are exhausted, certain functionalities may become unavailable or limited.
7.6 The Provider may reasonably change the credit calculation method, packages or credit consumption rules.
8.1 Workflow AI may include:
8.2 The availability and quality of individual functionalities may depend on the relevant package, language, country, device, network, work environment, configuration, integration, development phase and third-party service.
8.3 The Provider does not guarantee that every functionality will be available in every language, country, environment or on every device.
9.1 Workflow AI uses artificial intelligence, large language models, automated processing, speech recognition, translation, text processing, image processing and analytics.
These technologies may generate outputs that are:
9.2 Workflow AI is a support tool only.
It does not replace the judgement, expertise, instructions, supervision or responsibility of the Organisation, employer, Administrator, manager, supervisor, occupational health and safety professional, technical expert, legal adviser, HR department, data protection officer or another competent person.
9.3 Unless expressly marked otherwise, all AI Outputs shall be treated as draft and unverified content.
9.4 AI Outputs must not be published, assigned to End Users or used in an operational work process until they have been reviewed and expressly approved by an authorised and competent representative of the Organisation.
9.5 The Organisation is responsible for verifying the accuracy, completeness, currency, legality, safety and suitability of:
9.6 Verification must take into account the specific:
9.7 The Organisation must designate one or more appropriately qualified persons responsible for reviewing, approving, updating and periodically reassessing content used through Workflow AI.
9.8 The Provider does not independently verify, certify or approve the Organisation’s User Content or AI Outputs unless this is expressly agreed in a separate written agreement.
9.9 The Organisation must ensure that End Users use only Approved Content.
9.10 Conversion, translation, structuring, summarisation or formatting of User Content by Workflow AI does not constitute verification, certification or approval by the Provider.
9.11 Any material amendment to source content, an approved procedure or an AI Output requires renewed review and approval before operational use.
9.12 The Organisation must ensure that Users receive appropriate training regarding:
10.1 An End User must not follow a Workflow AI output that conflicts with:
10.2 If an instruction is unclear, contradictory, unexpected, potentially unsafe or appears incorrect, the User must:
10.3 Workflow AI is not an emergency response system.
It must not be relied upon as the sole source of information during:
10.4 In an emergency, Users must follow official emergency procedures and contact the competent emergency service or responsible person.
10.5 Workflow AI may support safety-related or technically sensitive procedures only where the relevant content has been reviewed and approved by a competent person and is used together with:
10.6 Without appropriate human approval and supervision, Workflow AI must not be used as the sole basis for:
11.1 Translations provided by Workflow AI are intended to support communication.
11.2 The Provider does not guarantee that translations will always be accurate, complete, culturally appropriate, technically precise, legally precise or suitable for official use.
11.3 Safety-critical, legally binding, medical, technical or otherwise material translations must be independently verified by a competent person.
11.4 Users should use clear language and avoid unnecessary mixing of different languages, dialects or technical expressions where this may reduce translation accuracy.
11.5 The Organisation is responsible for determining whether a translation is sufficiently reliable for the intended use.
12.1 Workflow AI must not be used as the sole or automatic basis for decisions concerning:
12.2 Where Workflow AI provides reports, summaries, analytics or operational insights relating to an individual, the Organisation must ensure appropriate human review before taking any action.
12.3 The Organisation is responsible for ensuring compliance with employment law, anti-discrimination rules, workplace monitoring rules and applicable AI legislation.
13.1 Workflow AI may be used only lawfully, responsibly, safely and in accordance with:
13.2 It is prohibited to:
13.3 The Provider may restrict or disable use where it reasonably suspects misuse, unlawful activity, a security risk or danger to Users or third parties.
14.1 The User or Organisation retains its rights in User Content, subject to rights granted under these General Terms.
14.2 The User or Organisation grants the Provider a limited, non-exclusive right to process User Content to the extent necessary to:
14.3 The Organisation warrants that User Content is:
14.4 The Provider is not responsible for errors arising from inaccurate, incomplete, outdated, contradictory or misleading User Content.
14.5 The Organisation is responsible for maintaining the official source version of:
14.6 Where there is a discrepancy between the official source documentation and content displayed through Workflow AI, the official approved documentation of the Organisation shall prevail.
14.7 The Organisation must maintain appropriate backup copies of source documents and User Content unless backup services have been expressly agreed.
14.8 The Provider may use anonymised and aggregated data relating to the use of Workflow AI for analysis, statistics, product improvement, research, security and reporting, provided that such data does not identify an individual or Organisation.
15.1 Personal data shall be processed in accordance with applicable data protection legislation.
15.2 The Provider’s processing of personal data is further described in the Privacy Policy.
15.3 Where an Organisation uses Workflow AI for its employees, workers, contractors or other End Users, the Organisation generally acts as controller and the Provider generally acts as processor.
15.4 The Organisation is responsible for:
15.5 Where required, the Provider and Organisation shall enter into a separate data processing agreement.
15.6 The Provider may use sub-processors and third-party service providers as described in the Privacy Policy, data processing agreement or sub-processor information.
16.1 The Organisation is responsible for providing End Users with appropriate information regarding the use of Workflow AI in the workplace.
16.2 An End User’s acceptance of these General Terms or acknowledgement of the Privacy Policy does not relieve the Organisation of its responsibilities as employer or controller.
16.3 Where use of Workflow AI is mandatory as part of a work process, the Organisation must determine whether consent is an appropriate legal basis or whether another legal basis must be used.
16.4 Where consent is relied upon, it must be freely given, specific, informed, unambiguous and capable of being withdrawn.
16.5 Optional marketing, cookie, recording or other consents must be requested separately from acceptance of these General Terms.
17.1 Where Wearable Devices or other equipment are supplied by the Provider, additional terms may be set out in an offer, agreement, purchase order or device instructions.
17.2 Users and Organisations must handle devices carefully and safely.
17.3 Devices may not be disassembled, repaired, modified, sold, leased, pledged or transferred without written permission.
17.4 The Organisation is responsible for ensuring lawful and safe use of:
17.5 Loss, damage, unauthorised use or security incidents involving devices must be reported without undue delay.
18.1 The Provider endeavours to ensure the operation of Workflow AI but does not guarantee:
18.2 Workflow AI may be unavailable due to:
18.3 The Provider may update, modify, replace or discontinue functionalities.
18.4 Service levels, support response times and maintenance commitments apply only where expressly agreed in writing.
19.1 Paid use begins when the User or Organisation expressly accepts an offer, paid package, order, subscription or written agreement.
19.2 Prices, VAT, billing, payment terms, included Users, Credits, support, devices and integrations shall be determined in the relevant commercial document.
19.3 The Provider may change prices and packages for future periods.
19.4 If payments are overdue, the Provider may restrict or suspend paid functionalities after providing an appropriate reminder.
20.1 All intellectual property rights in Workflow AI belong to the Provider or its licensors.
This includes rights in:
20.2 The User or Organisation receives only a limited right to use Workflow AI in accordance with these General Terms and the applicable agreement.
20.3 Provider markings, trademarks and notices may not be removed or modified.
20.4 Feedback, suggestions and ideas may be used by the Provider for product development and improvement without additional compensation, subject to confidentiality and personal data protection obligations.
21.1 The Provider, User and Organisation must protect confidential information received in connection with Workflow AI.
21.2 Confidential information includes non-public:
21.3 Confidential information may be disclosed only where:
22.1 For paid cooperation or agreed pilot projects, the Provider may list the Organisation as a business reference unless the Organisation objects in writing or the parties agree otherwise.
22.2 The Provider shall not publicly use an Organisation’s logo or name solely because a person downloaded the Application or used a free demo, unless additional permission has been obtained.
23.1 Workflow AI may rely on third-party services, including:
23.2 Depending on the functionality, model and technical configuration, User Content or personal data may be processed or accessed from countries outside the European Economic Area.
23.3 Further information regarding international processing is provided in the Privacy Policy, applicable data processing agreement or sub-processor information.
23.4 The Provider is not responsible for outages or errors of third-party services outside the Provider’s reasonable control.
24.1 Workflow AI is provided as a support tool.
24.2 To the maximum extent permitted by law, the Provider does not warrant that:
24.3 No statement in a demonstration, sales presentation, e-mail, roadmap, meeting, marketing material or other communication constitutes a guarantee or warranty unless expressly included in a written agreement signed by an authorised representative of the Provider.
25.1 Workflow AI is used at the responsibility of the User and Organisation.
25.2 To the maximum extent permitted by law, the Provider shall not be liable for:
except where such limitation is prohibited by law.
25.3 The Provider shall not be liable for damage resulting from the Organisation’s failure to:
25.4 For Free Access, the Provider’s liability shall be limited to the maximum extent permitted by law.
25.5 For paid use, the Provider’s total aggregate liability arising from or connected with Workflow AI shall not exceed the amount paid by the Organisation to the Provider for Workflow AI during the 12 months preceding the event giving rise to the claim.
25.6 The liability cap applies to all claims in aggregate, regardless of the number of Users, events, claims or legal grounds.
25.7 To the maximum extent permitted by law, claims relating to Workflow AI may be brought only against SDT SYSTEMS d.o.o. as the contracting Provider and not against its shareholders, directors, officers, employees, developers, contractors, advisers or representatives personally.
25.8 Nothing in these General Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for intent, fraud or gross negligence where applicable.
26.1 To the extent permitted by law, the Organisation shall indemnify and hold harmless the Provider and its directors, employees, contractors and representatives against third-party claims, penalties, damage, costs and reasonable legal expenses arising from:
to the extent that the relevant matter is attributable to the Organisation, its Users or persons acting on its behalf.
27.1 A User may stop using Free Access at any time.
27.2 The Provider may restrict or terminate access where:
27.3 Upon termination, the User or Organisation must:
27.4 Provisions concerning confidentiality, personal data, intellectual property, liability, indemnification, payment and dispute resolution shall survive termination.
28.1 The Provider shall not be liable for delay, interruption or failure caused by circumstances beyond its reasonable control.
28.2 Such circumstances may include:
29.1 The Provider may amend these General Terms due to:
29.2 Material amendments may require renewed active acceptance.
29.3 Material amendments may include changes affecting:
29.4 For non-material amendments, notification through the Website, Application, Platform or e-mail may be sufficient.
29.5 If the User does not agree with amended terms, the User must stop using Workflow AI.
30.1 These General Terms, together with any applicable written agreement, offer, order form and data processing agreement, constitute the contractual framework for using Workflow AI.
30.2 The Organisation confirms that it has not relied on any promise, representation or statement not expressly included in the applicable contractual documents.
30.3 No employee, developer, contractor, salesperson, adviser or representative of the Provider is authorised to provide a personal guarantee concerning the accuracy, safety, availability or performance of Workflow AI.
30.4 If any provision is invalid or unenforceable, the remaining provisions shall remain in force.
30.5 These General Terms are governed by the laws of the Republic of Slovenia.
30.6 The court with subject-matter jurisdiction in Ljubljana shall have jurisdiction over disputes, unless mandatory law provides otherwise.