Terms of Service

1. Current Product Scope: Individual Use Only

CoManager is currently offered as a product for individual managers, team leads, engineering managers, founders, and other professionals who want to organize their own leadership notes, prepare for 1:1 meetings, summarize discussions, track follow-ups, and reflect on team-related context.

At this stage, CoManager is not offered as an enterprise, employer-sponsored, HR, or company-wide product. We do not currently support corporate accounts, employer-managed workspaces, organization-wide deployments, admin controls, company procurement, or official HR system-of-record use.

By using the Service, you confirm that you are using CoManager as an individual user in your personal professional capacity and not on behalf of your employer, company, team, organization, or any other legal entity, unless we have expressly agreed otherwise in writing.

You must not represent that your employer, company, team, or organization has purchased, approved, endorsed, or entered into an agreement with CoManager unless we have a separate written agreement with that organization.

2. Definitions

• “Account Data” means information related to your CoManager account, such as your name, email address, login credentials, subscription information, payment information, settings, and account activity.
• “User Content” means notes, text, prompts, documents, meeting notes, 1:1 notes, feedback, goals, action items, summaries, profile information, and other content that you submit, upload, enter, or generate through the Service.
• “AI Output” means summaries, suggestions, recommendations, drafts, insights, action items, agenda items, risk signals, or other content generated by AI or automated features of the Service.
• “Beta Features” means features, experiments, previews, MVP features, limited releases, or other parts of the Service that are still in testing or active development.

3. Eligibility and Account Registration

You must be at least 18 years old to use the Service.

You agree to provide accurate, current, and complete account information and to keep your information up to date.

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us promptly if you believe your account has been accessed without authorization.

We are not responsible for losses caused by your failure to protect your account credentials.

4. Description of the Service

CoManager is an AI-powered leadership productivity tool. It may help you:

• prepare for 1:1 meetings;
• summarize your own notes;
• generate follow-up suggestions;
• organize leadership context;
• draft agenda items;
• identify possible patterns in your notes;
• reflect on communication, motivation, workload, goals, and team health signals;
• prepare for performance-related conversations.

The Service is designed to support your thinking and organization. It is not intended to replace human judgment, professional HR advice, legal advice, psychological advice, medical advice, or your own responsibility as a manager or professional.

6. User Responsibilities

You are solely responsible for how you use the Service and for the User Content you submit. You agree that your use of CoManager must comply with:

• applicable laws and regulations;
• your employment agreement;
• your employer’s internal policies;
• confidentiality obligations;
• data protection and privacy obligations;
• professional duties and workplace rules that apply to you.

You must not upload, submit, or process any information unless you have the lawful right and all necessary permissions to do so. In particular, you must not upload or submit:

• confidential employer information, unless you are authorized to do so;
• trade secrets or proprietary company data, unless you are authorized to do so;
• official employee records, unless you are authorized to do so;
• disciplinary records, unless you are authorized to do so;
• sensitive personal data, such as health data, medical information, religious beliefs, political opinions, trade union membership, sexual orientation, biometric data, or similar data;
• information that violates another person’s privacy rights;
• information that you are prohibited from sharing with third-party tools or AI services.

We strongly recommend that you minimize the amount of personal data you enter into the Service and, where possible, use anonymized, pseudonymized, or generalized notes instead of directly identifiable information.

7. Not an Official HR System

CoManager is not intended to be used as:

• an official HR system;
• an employee monitoring system;
• a personnel file;
• a performance management system of record;
• a disciplinary system;
• a compliance system;
• a payroll, compensation, promotion, termination, or hiring decision system;
• a system for making legally or professionally binding employment decisions.

You are solely responsible for any employment, management, HR, disciplinary, compensation, promotion, hiring, termination, or workplace decision you make.

8. User Content Ownership and License

You retain ownership of your User Content.

By submitting User Content to the Service, you grant us a limited, worldwide, non-exclusive, royalty-free license to host, store, copy, process, transmit, display, and use your User Content only as necessary to:

• provide the Service to you;
• generate AI Output for your account;
• maintain, secure, and improve the Service;
• troubleshoot technical issues;
• comply with legal obligations;
• enforce these Terms.

We do not claim ownership of your User Content.

You represent and warrant that you have all rights, permissions, and legal bases necessary to submit User Content to the Service.

9. AI Features and AI Output

The Service includes AI and automated features. You acknowledge and agree that AI systems are probabilistic and may generate content that is inaccurate, incomplete, outdated, biased, misleading, inappropriate, or unsuitable for your situation.

AI Output may include mistakes or “hallucinations.” You must independently review, verify, and contextualize all AI Output before relying on it.

AI Output is provided for informational, organizational, and productivity purposes only. It does not constitute legal advice, HR advice, psychological advice, medical advice, financial advice, or professional advice of any kind.

You must not use AI Output as the sole or primary basis for any decision that may materially affect another person, including but not limited to:

• hiring;
• firing;
• promotion;
• demotion;
• compensation;
• performance rating;
• disciplinary action;
• performance improvement plans;
• role changes;
• workload changes;
• access to opportunities;
• official HR documentation.

Any decision involving another person must be made by you independently, with appropriate human judgment, proper context, lawful basis, and compliance with applicable laws and workplace policies.

CoManager may surface low-confidence signals or patterns based on your notes, such as possible workload concerns, motivation changes, communication issues, or follow-up risks. These signals are not medical, psychological, legal, or HR determinations and must not be treated as facts without independent verification.

10. No Automated Employment Decision-Making

You agree not to use the Service to make solely automated decisions about employees, candidates, contractors, colleagues, or other individuals.

You must not use the Service in a way that produces legal effects or similarly significant effects for another person without meaningful human review, lawful basis, and compliance with applicable law.

CoManager is a support tool for individual reflection and preparation. It is not a tool for automated people management decisions.

11. AI Training and Product Improvement

We do not use your identifiable User Content, such as specific personal notes, names, meeting notes, or private workplace context, to train third-party foundation models in a way that would make your content available to other users.

We may use aggregated, anonymized, or statistical usage data to understand how the Service is used, improve product performance, enhance user experience, fix bugs, and develop new features.

If we ever introduce an optional program allowing users to contribute content for model improvement, we will ask for your explicit opt-in consent where required.

12. Acceptable Use

You agree not to use the Service to:

• violate any law, regulation, contract, policy, or third-party right;
• upload unlawful, defamatory, discriminatory, harassing, abusive, or harmful content;
• upload malicious code, malware, viruses, or harmful files;
• infringe intellectual property rights or privacy rights;
• reverse engineer, decompile, disassemble, copy, or attempt to extract source code, models, prompts, system instructions, or underlying technology;
• interfere with the security, integrity, availability, or performance of the Service;
• attempt to gain unauthorized access to the Service, accounts, systems, or networks;
• scrape, crawl, harvest, or extract data from the Service without our written permission;
• use the Service to build, train, or improve a competing product or service;
• use the Service for employee surveillance, unlawful profiling, discriminatory decision-making, or automated employment decisions;
• misrepresent your relationship with CoManager or with your employer.

We may suspend or terminate access if we reasonably believe that your use violates these Terms or creates legal, security, privacy, or operational risk.

13. Third-Party Services and Providers

The Service may rely on third-party providers, such as cloud hosting providers, authentication providers, AI model providers, analytics providers, payment processors, email providers, monitoring tools, and other service providers.

We are not responsible for the availability, security, performance, or actions of third-party services except where required by applicable law.

Your use of third-party services may also be subject to their own terms and privacy policies.

14. Fees, Free Access, and Future Paid Plans

The Service, or certain features of the Service, may currently be provided free of charge as part of our MVP, beta, early-access, or testing phase.

We reserve the right to introduce paid subscriptions, usage limits, feature limits, AI generation limits, storage limits, or other pricing models in the future. We will provide reasonable notice before mandatory fees apply to your existing account.

If we introduce mandatory pricing for features you currently use, we may provide a transition period, export option, grace period, or other migration path at our discretion or as required by law.

If you choose a paid subscription in the future, payment terms, subscription period, renewal terms, cancellation process, refund rules, and any applicable consumer withdrawal rights will be presented to you before purchase.

Unless otherwise required by law or expressly stated at checkout, paid fees are non-refundable.

15. Intellectual Property

The Service, including software, design, workflows, AI features, prompts, interfaces, documentation, trademarks, logos, and related technology, is owned by us or our licensors.

These Terms do not grant you any ownership rights in the Service.

You may not copy, modify, distribute, sell, lease, sublicense, or create derivative works based on the Service unless we expressly permit it in writing.

If you provide feedback, suggestions, feature requests, or ideas, you allow us to use them without restriction or compensation to you. You are not required to provide feedback.

16. Privacy and Data Protection

Our Privacy Policy explains how we collect, use, store, and protect personal data.

By using the Service, you acknowledge that your personal data will be processed in accordance with our Privacy Policy.

You are responsible for ensuring that any personal data you submit about other people is submitted lawfully and in compliance with applicable privacy and data protection laws.

17. Security

We use commercially reasonable technical and organizational measures designed to protect the security, confidentiality, and integrity of data processed through the Service.

However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security.

You are responsible for using the Service securely, including protecting your account credentials and avoiding the upload of unnecessary sensitive or confidential information.

18. Disclaimers

To the maximum extent permitted by applicable law, the Service is provided on an “as is” and “as available” basis. We do not guarantee that:

• the Service will be uninterrupted, secure, or error-free;
• AI Output will be accurate, complete, unbiased, or suitable for your situation;
• the Service will meet your expectations or requirements;
• the Service will improve your management performance, team performance, employee engagement, retention, communication, or workplace outcomes;
• the Service will ensure compliance with HR, labor, employment, privacy, or other laws.

You use the Service and rely on AI Output at your own risk and with your own independent judgment.

Nothing in these Terms excludes or limits liability where such exclusion or limitation is not permitted by applicable law.

19. Limitation of Liability

Nothing in these Terms limits or excludes our liability for:

• intent;
• gross negligence;
• injury to life, body, or health;
• liability under mandatory product liability law;
• liability arising from guarantees expressly given by us;
• any other liability that cannot legally be excluded or limited.

In cases of simple negligence, we are liable only for breach of essential contractual obligations. Essential contractual obligations are obligations whose performance is necessary for the proper use of the Service and on whose compliance you may regularly rely. In such cases, our liability is limited to typical, foreseeable damages.

To the maximum extent permitted by applicable law, we are not liable for:

• indirect or consequential damages;
• loss of profit;
• loss of business opportunity;
• loss of goodwill;
• loss of data, unless caused by our legally relevant fault;
• employment disputes resulting from your use of the Service;
• decisions you make based on AI Output;
• your violation of employer policies, confidentiality obligations, data protection laws, or employment laws;
• content you submit to the Service;
• third-party services outside our reasonable control.

20. Indemnification

To the extent permitted by applicable law, you agree to defend, indemnify, and hold us harmless from claims, damages, liabilities, costs, and expenses arising from:

• your unlawful use of the Service;
• your violation of these Terms;
• your User Content;
• your violation of third-party rights;
• your violation of employer policies or confidentiality obligations;
• your violation of privacy, employment, labor, or data protection laws;
• employment, HR, disciplinary, or management decisions you make based on or related to your use of the Service.

This section applies only to the extent permitted by applicable consumer protection laws.

21. Suspension and Termination

You may stop using the Service at any time. You may request account deletion by contacting us at [email protected] or by using account deletion features if available.

We may suspend or terminate your access if:

• you violate these Terms;
• your use creates security, legal, privacy, or operational risk;
• we are required to do so by law;
• your account is inactive for an extended period;
• the Service or relevant feature is discontinued;
• payment is not made for a paid plan, if applicable.

Where reasonable and legally required, we will provide notice before termination.

Upon termination, your right to use the Service ends immediately. We may delete or anonymize your User Content in accordance with our Privacy Policy and retention practices.

22. Changes to the Service

We may modify, update, suspend, or discontinue the Service or any part of it.

For free, beta, or MVP features, changes may happen without prior notice.

For paid features, we will provide reasonable notice of material changes where required by law.

23. Changes to These Terms

We may update these Terms from time to time.

If changes are material, we will take reasonable steps to notify you, such as by email or in-app notice.

The updated Terms will apply from the effective date stated in the updated version. If you do not agree to the updated Terms, you must stop using the Service.

24. Governing Law and Jurisdiction

These Terms are governed by the laws of the Federal Republic of Germany.

If you are a consumer residing in another country, mandatory consumer protection laws of your country of residence may also apply.

The courts of Berlin, Germany shall have jurisdiction to the extent legally permitted.

25. Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in effect. The invalid or unenforceable provision will be replaced by a valid and enforceable provision that most closely reflects the original economic and legal purpose, to the extent permitted by law.

26. No Assignment by User

You may not assign or transfer your rights or obligations under these Terms without our prior written consent.

We may assign or transfer our rights and obligations in connection with a merger, acquisition, reorganization, sale of assets, or transfer of the Service, provided that your rights under these Terms are not materially reduced.

27. Contact and Legal Information

CoManager is currently not operated by a registered company, UG, GmbH, or other separate legal entity. CoManager is a product and trading name used by the individual operator named above.

Registration number: Not applicable · VAT ID: Not applicable

For legal or privacy-related questions, please contact: [email protected]