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Terms of Service

1. Who you are contracting with

These Terms of Service (“Terms”) govern your use of the Sopmodo service (the “Service”), that is, the web application and the Sopmodo Android application.

The Service is provided by Sopmodo(“Sopmodo”, “we”, “us”), established in the European Union.

By creating an account or using the Service you agree to these Terms. If you are accepting these Terms on behalf of a company or other organisation (a “Customer”), you represent that you have authority to bind that organisation.

2. The Service in plain terms

Sopmodo lets a worker narrate a procedure on the shop floor, transcribes the narration via third-party AI, drafts written step-by-step instructions from the result, and makes the result available to the Customer through the web app and the Android app.

A summary of how data flows through the Service, including which parts run on the user’s device and which parts run on our infrastructure, is published in our Privacy Policy.

3. Accounts

3.1 Eligibility

You may use the Service only if you are at least 16 years old and you can lawfully enter into a contract.

3.2 Account creation

A Customer’s administrator invites individual users. Each user gets one account with one email address. You must keep your credentials confidential and notify us immediately of any suspected unauthorised access.

3.3 Accuracy

You agree to provide accurate account information and to keep it up to date.

3.4 Admin and member roles

Some users are designated “admin” by their Customer. Admins can invite, edit, disable, or remove other users in the same organisation; manage AI credit balances; define custom SOP template fields; and access the organisation’s usage dashboard. Sopmodo is not responsible for administrative actions Customer admins take against other users in the same organisation.

4. Customer data and processing

4.1 Customer Data

“Customer Data” means content the Customer or its authorised users submit to the Service, including SOP titles, step text, photos, audio narration, tags, custom template values, and metadata.

4.2 Ownership

As between you and us, the Customer retains all rights, title, and interest in Customer Data. We obtain no ownership of Customer Data.

4.3 Licence to operate the Service

You grant Sopmodo a worldwide, non-exclusive, royalty-free licence to host, store, transmit, process, display, and otherwise use Customer Data solely to provide, secure, and improve the Service for you. This licence ends when the Customer Data is deleted in accordance with the Privacy Policy.

4.4 Data protection

Where Sopmodo processes personal data contained in Customer Data on behalf of a Customer, the Customer is the controller and Sopmodo is the processor (Art. 4(7)/4(8), Art. 28 GDPR). The processing is governed by our Data Processing Agreement (“DPA”), which is incorporated by reference. A copy is available on request to Sopmodo through your organisation’s administrator.

5. AI features

5.1 What the AI does

The Service uses third-party AI models (currently OpenAI Whisper for transcription and OpenAI chat-completion models, including vision, for drafting). The AI calls happen from the user’s Android device, not from Sopmodo servers. The AI generates a draft SOP. The user is expected to review, edit and approve the draft before relying on it.

5.2 No warranty about AI output

AI output is probabilistic. We make no warranty that it is accurate, complete, fit for any particular purpose, free of bias, or compliant with any specific industry standard. You are solely responsible for reviewing the AI-generated content before using it in your operations, and especially before using it for any safety-critical, regulated, or legally significant process.

5.3 Credits and consumption

The Service meters AI use in “credits” linked to the Customer’s organisation. Credits are consumed when the AI pipeline runs. Unused credits are non-refundable except where required by mandatory law.

If the credit balance reaches zero, new SOP generations are disabled until the balance is topped up. SOPs already in the library remain accessible.

5.4 Pricing

Where Customer-facing pricing is referenced in an order form or other commercial document, that document prevails over any indicative number stated elsewhere in the Service.

6. Acceptable use

You agree not to:

  • Use the Service in violation of any applicable law or regulation.
  • Record any individual without a lawful basis to do so. You are responsible for obtaining any notices, consents or legal grounds required to record audio or images of identifiable people.
  • Upload or generate content that infringes a third party’s rights, is unlawful, defamatory, harassing, hateful, sexually explicit, or designed to deceive.
  • Probe, scan, attack, reverse engineer, or attempt to circumvent the security of the Service.
  • Use the Service in any way that could expose Sopmodo’s third-party AI providers to a use prohibited by their usage policies (e.g. generating prohibited content as defined by OpenAI’s usage policies).
  • Attempt to extract, train on, or otherwise repurpose the AI providers’ models via the Service.
  • Resell, sublicense, or otherwise commercially exploit the Service outside the scope of an authorised Customer subscription.

We may suspend or terminate access without notice if we reasonably believe these acceptable-use provisions have been breached.

7. Customer responsibilities

  • Inviting and managing its own users, and revoking access when employment ends;
  • Ensuring its users have a lawful basis (Art. 6, and where applicable Art. 9, GDPR) to record audio, take photos, and process other personal data through the Service;
  • Notifying its users in accordance with Art. 13 / Art. 14 GDPR;
  • Configuring the custom template fields it wishes operators to populate, and not using those fields to capture personal data the Customer does not have a lawful basis to capture;
  • Backing up Customer Data the Customer considers irreplaceable. We make commercially reasonable efforts to preserve Customer Data, but we do not guarantee error-free recovery from edge-case incidents.

8. Confidentiality

Each party will protect the other’s confidential information with at least the same degree of care it uses to protect its own. Customer Data is confidential information of the Customer.

9. Service availability

We aim to make the Service available continuously, but the Service is provided “as available”. We may schedule maintenance, deploy updates, or temporarily restrict access in response to incidents.

10. Intellectual property

10.1 Our IP

Sopmodo and its licensors own all right, title, and interest in the Service, including the web app, the Android app, the API, our database schema, our brand, and all related software. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service during your subscription term for its intended purpose.

10.2 Feedback

If you send us suggestions or feedback, you grant us a worldwide, royalty-free, perpetual right to use them without obligation.

11. Suspension and termination

11.1 Termination by the Customer

A Customer may cancel its subscription at any time per the procedure in its order form, or by contacting Sopmodo through its organisation administrator. Pre-paid fees are non-refundable except where mandatory law requires otherwise.

11.2 Termination by us

We may terminate or suspend access:

  • For material breach of these Terms that is not cured within 30 days of notice;
  • Immediately, for breach of §6 (Acceptable use) or to comply with a legal obligation;
  • For non-payment of fees that remain outstanding 30 days after the due date.

11.3 Effect of termination

On termination, the licences granted under §4.3 and §10.1 end. We will delete or return Customer Data in accordance with the Privacy Policy and the DPA.

12. Warranties

12.1 By you

You warrant that you have the right to use the Service, to upload the Customer Data you submit, and to grant the licences in §4.3.

12.2 By us

We warrant that we will provide the Service with reasonable skill and care. We do not warrantthat the Service will be uninterrupted, error-free, or that it will meet any particular requirements. Beyond this §12.2, the Service is provided “as is” to the maximum extent permitted by applicable law.

13. Indemnification

You will indemnify and hold harmless Sopmodo from third-party claims arising from (a) Customer Data we processed at your direction, (b) your use of the Service in breach of these Terms or applicable law, and (c) your failure to obtain the consents or notices required by §7. We will indemnify you against third-party claims that the Service, in unmodified form, infringes that third party’s IP rights, subject to the liability cap in §14.

14. Limitation of liability

To the maximum extent permitted by applicable law:

  • Neither party is liable for indirect, incidental, consequential, special, exemplary or punitive damages, or for lost profits, lost revenue, or loss of goodwill, even if advised of the possibility.
  • Each party’s aggregate liability under or in connection with these Terms is capped at the fees the Customer paid Sopmodo in the 12 months preceding the event giving rise to the claim.
  • Nothing in these Terms limits liability for (i) death or personal injury caused by negligence, (ii) fraud or fraudulent misrepresentation, (iii) wilful misconduct, or (iv) any liability that cannot be limited under applicable law.

15. Changes to these Terms

We may change these Terms from time to time. Material changes will be communicated to the Customer’s administrator by email and by updating the “Last reviewed” date at the top of this page at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the changes.

16. Governing law and jurisdiction

These Terms are governed by the laws of the Member State in which Sopmodo has its place of establishment, excluding conflict-of-laws rules. The courts of that Member State have exclusive jurisdiction, except that either party may seek injunctive relief in any competent court to protect its intellectual property or confidential information. Nothing in this section deprives consumers of mandatory protections available under the law of their country of residence.

17. Miscellaneous

  • Entire agreement. These Terms, the Privacy Policy, the DPA, and any signed order form constitute the entire agreement between the parties on this subject.
  • No waiver. A failure to enforce a right is not a waiver of it.
  • Severability. If any provision is held unenforceable, the rest remains in effect.
  • Assignment. You may not assign these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets.
  • Notices.Notices to you: the email address on your account. Notices to Sopmodo: through your organisation’s administrator.

18. Contact

Questions about these Terms: please contact Sopmodo through your organisation’s administrator.