Terms of Service

These terms apply to the use of the Maintlead service (maintlead.com). The service is provided by Webem, Eric Melin (sole trader, business ID 3463147-6), the "Provider". The company that uses the service is the "Customer". The service is intended for business use, not for consumers.

These terms bind the Customer when the Customer's owner or admin accepts them in the service or starts using it. Personal data processing is also governed by a separate data processing agreement (DPA), which forms part of the agreement. If the terms and the DPA conflict, the DPA applies to personal data processing.

Maintlead is software for equipment dealers and service companies. It lets them keep a machine register by serial number, calculate service due dates, send service reminders to the Customer's own customers, log services with photos, and share a machine's service information through its QR code.

The service is a tool. It does not replace the Customer's own diligence or its service obligations. Reminders are based on data entered by the Customer, and the Provider is not responsible for machines actually being serviced or for the data being correct.

The service has roles (owner, admin and maintenance personnel) with different permissions. The Customer's owner decides who gets an account and which role, and is responsible for ensuring that only authorized people use the accounts. Passwords must be kept secret. The Customer is responsible for actions taken through its accounts and must tell the Provider without delay if it suspects that an account has been compromised. Accounts must be removed when a person stops working for the Customer.

The Customer owns the data it enters or imports into the service ("Customer Data"), such as the machine register, customer register, service history and photos. The Provider may process it only to provide the service and as set out in the DPA.

The Customer is responsible for having the right to import the data and to contact its own customers through the service, including by email reminders. The Customer decides when reminders and report emails are sent and can turn them off. The Provider does not send messages to the Customer's customers for its own purposes.

The Provider does not use Customer Data for marketing and does not disclose it to third parties other than the subprocessors in section 14 or as required by law.

The service must not be used for unlawful activity, sending spam, disrupting the service, breaching its security, or accessing other users' data without permission. The Customer must not resell the service, offer it to third parties as its own service, or reverse engineer its source code, except as permitted by law.

The Provider may restrict or suspend accounts if use breaches these terms or endangers the security of the service. The Customer is told as soon as possible.

The price follows the current price list (maintlead.com/pricing): a monthly fee plus a tiered fee based on the number of machines. Prices exclude VAT, which is added at the applicable rate.

Invoicing is monthly in arrears. The number of machines is counted on the last day of each month. Billable machines are machines that have a customer with an email address, unless agreed otherwise. Additions or removals during the month are not credited or prorated.

Payment terms are 14 days from the invoice date. Late payments incur interest under the Finnish Interest Act. The Provider may suspend the service if an invoice is more than 30 days overdue and remains unpaid after a written reminder.

The Provider may change prices by giving the Customer at least 30 days' notice. If the Customer does not accept the change, it may terminate the agreement under section 8 before the change takes effect.

A pilot is a limited trial period agreed between the Customer and the Provider. Its length and price are agreed in writing (email is enough). A pilot does not commit the Customer to continue, and either party may end the pilot at any time by notifying the other. When the pilot ends, the Customer chooses whether to continue as a paying customer. If it does not, the Customer Data is deleted under section 9.

The agreement is valid until further notice. Either party may terminate it in writing (email is enough) with one month's notice, starting from receipt of the notice. The Customer may use the service until the end of the notice period, and invoicing continues until then.

Either party may terminate the agreement with immediate effect if the other party materially breaches it and does not remedy the breach within 14 days of a written notice.

The Customer can download its machine register as a CSV file at any time using the export function (an owner right), or ask the Provider for it. A requested export is delivered within 14 days.

When the agreement ends, the Provider deletes the Customer Data from the service within 30 days, unless the Customer asks for earlier deletion or the law requires the data to be kept. Data is removed from backups within 60 days. On request, the Provider confirms the deletion.

The Provider aims to keep the service available but gives no uptime guarantee and no service level agreement (SLA). There may be maintenance breaks and incidents, and the Provider aims to announce planned breaks in advance. The Provider develops the service continuously and may add, change or remove features. Material reductions are announced in advance.

The Provider is liable for damages only if they result from its breach of the agreement or its negligence. The Provider is not liable for indirect damages, such as lost revenue, lost service jobs, production interruptions, or losses caused by incorrect data.

The Provider's total liability to the Customer is limited to the fees the Customer paid in the previous 12 months, or EUR 500 during a pilot. This limitation does not apply to damage caused by intent or gross negligence, or to any liability that cannot be limited by law.

Neither party is liable for damage caused by a force majeure event outside its control, for example a large-scale network or service outage at a subprocessor.

The rights to the service, its source code, its appearance and the name Maintlead belong to the Provider. The Customer gets a non-exclusive, non-transferable right to use the service during the term. Rights to Customer Data stay with the Customer. The Customer gives the Provider the right to process the data as needed to provide the service.

Feedback the Customer gives to improve the service may be used freely without compensation, but without the Customer's identity or Customer Data.

The parties keep each other's confidential information secret and use it only to perform the agreement. Confidentiality does not apply to information that is public, that the recipient lawfully obtained elsewhere, or that must be disclosed by law. Confidentiality continues after the agreement ends.

The Provider does not name the Customer or use it as a reference without the Customer's permission.

The Provider uses subprocessors to run the service: Supabase (database and authentication), Vercel (hosting) and Resend (email delivery). The current list and processing locations are in the DPA and available from the Provider on request. New subprocessors that process the Customer's personal data are announced to the Customer in advance as set out in the DPA.

A machine's QR code opens a public page whose content the Customer controls in the service settings. The Customer is responsible for what information, notes and photos it records in the service and what of that is visible through the QR code. Maintenance personnel should not enter information in publicly visible fields that is not meant for the machine's holder. The QR code uses a random identifier, but anyone who has the code or link can see the page behind it.

The Provider may update these terms. Material changes are announced to the Customer by email or in the service at least 30 days before they take effect. If the Customer does not accept a change, it may terminate the agreement before it takes effect. Continued use after the change means acceptance of the new terms.

The Provider may assign the agreement and its rights and obligations to another company, in particular a limited company founded by the Provider, by notifying the Customer. The assignment does not change the terms or weaken the Customer's position. The Customer may not assign the agreement without the Provider's consent.

The agreement is governed by Finnish law, excluding its conflict of laws rules. Disputes are first resolved by negotiation. If they cannot be settled, they are resolved by the Helsinki District Court.

Webem, Eric Melin, Kyläsaarenkuja 7 A35, 00580 HELSINKI, business ID 3463147-6. Support: eric@maintlead.com