Terms and conditions.

1. Who we are and what these terms cover

Zen Staff is a product of FORTITUDO VINCIT S.R.L., a Romanian company with tax ID (CUI) 43990858, Trade Register no. J2021000522266, EUID ROONRC.J2021000522266, registered office at Sat Solovăstru, Com. Solovăstru, no. 178, Mureș County, postcode 547570, Romania ("we", "FORTITUDO VINCIT"). These terms apply to the Zen Staff app, the Zen Staff hub, the zenstaff.app website and the paid services described below (the "Service").

By using the Service you accept these terms. If you accept them on behalf of a company, you confirm you may represent it; "you" then means the company.

2. Definitions

• App: the Zen Staff program you install on your computer (Windows, Linux; other systems as they ship).
• Agent: an AI assistant that runs in the App, on your computer or your company's server, using your AI account.
• Hub: the service that holds accounts, companies, members, shared chats, approvals and company memory.
• AI account: the subscription or API key you hold directly with an AI provider (Anthropic, OpenAI, Google).
• Your content: the files, texts, instructions and results you create or process with the Service.

3. Plans

• Personal, free. The App with unlimited agents on your AI account, the library packs and local per-project memory. No hub.
• Self-host, free for your own company. The full hub, installed by you on your server. The licence is n8n-style: free to use for your own company, but you may not resell it or offer it to others as a hosted service.
• Hosted, 29 € per user per month. The hub and company memory hosted by us, with updates, backups and support. Agents are not charged; you pay only for human users.
• Founder offer. The first companies on the Hosted plan pay 19 € per user per month for 12 months from the first invoice. After 12 months the list price then in force applies.
• Extras: always-on server, 9 € per month per server; "Done for you", setup done by us, paid once: 49 €, 149 € or 290 € depending on scope, agreed before work starts.

Current prices are on the pricing page.

4. Your account and who may use it

The Service is meant for companies, professionals and people aged 18 or over. Account details must be accurate. You are responsible for keeping your password, passkeys and signed-in devices safe. Two-step verification is mandatory for company owners and admins.

The company owner in the hub decides who joins, which role they have and what each person may do, and is responsible for the users they invite.

5. Your AI account

Zen Staff does not sell AI. Agents use your own AI account, opened directly with the provider (for example Claude or ChatGPT), under that provider's terms. You pay the AI cost directly to the provider (Anthropic, OpenAI or Google); we do not collect it and add nothing on top.

• A personal subscription is used only for its holder's own work, on their own computer.
• The company server, which works for colleagues and the company's AI staff, runs only on a company API key. Colleagues may also work on their own computers, each with their own AI account. The owner may use the server on their own subscription only for their own work.
• Complying with your AI provider's terms is your responsibility.

6. Acceptable use

You will not use the Service for:

• illegal content, content that infringes others' rights, or that harasses, deceives or discriminates;
• spam, unsolicited bulk messages or getting around the rules of the platforms you publish on;
• malware, attacks on other systems or scraping in breach of websites' terms;
• attempts to bypass the isolation between companies, permissions, approvals or the Service's security measures;
• reselling the Service or offering it to others as a hosted service without our written consent;
• using another person's AI account without their consent or against the provider's terms.

We may suspend hub access for serious breaches, as set out in the suspension section.

7. What agents produce and who is responsible

AI agents can make mistakes. Their results (texts, tables, posters, e-mails, calculations) must be checked by you before they are used or sent. The Service helps: approvals are on by default for anything leaving the company, and uncertain rows are flagged. The decision to approve is yours.

Agents act only within the permissions you give, in the folders and connections you choose. We do not guarantee that results are correct, complete or fit for a particular purpose, especially for legal, tax, accounting or medical decisions.

8. Your content and intellectual property

Your content stays yours. We do not use it to train AI models and we do not sell it. You give us only the limited right to store, transmit and process it as needed to run the Service you chose (for example, hosting company memory or files sent for approval). Details are in the Privacy policy and the DPA.

The Zen Staff name, logo and website materials are ours. The App is built on open-source components, each under its own licence.

9. App licence

We grant you a non-exclusive, non-transferable, free licence to install and use the App for yourself and your company. The desktop app's code is open source under the MIT licence, like T3 Code, which it is built on. The hub and company memory are under the Sustainable Use License 1.0 (the same licence as n8n): you may run them free of charge on your own servers for your company's internal use, but you may not resell them or offer them to others as a hosted service. Open-source components stay under their own licences, listed on the Open-source licences page.

10. Payment and invoicing

• The Hosted plan and the always-on server are billed monthly, in advance. "Done for you" is paid once, before work starts.
• Invoices are issued by FORTITUDO VINCIT S.R.L. and sent through the Romanian national e-Factura system.
• Until online card payment is enabled, payment is by bank transfer, within the term stated on the invoice.
• FORTITUDO VINCIT S.R.L. is currently not registered for VAT, so invoices are issued without VAT, with the corresponding legal mention. If this status changes, VAT applies as required by law.
• We give at least 30 days' notice of any price change. It applies from the next billing period; if you disagree, you can cancel before then.
• If an invoice is unpaid 15 days after its due date, we may suspend hub access until payment, after notifying you.

11. Beta status and availability

Zen Staff is in beta: features change and errors can happen. We give no availability guarantee on the free plans. On the Hosted plan we do our best to keep the hub running, back it up every night and announce planned maintenance in advance. Agents run on your computers, so they also depend on those computers and on your AI provider.

12. Limitation of liability

To the extent permitted by law, our total liability to you for any claim related to the Service is limited to the amounts you paid for the Service in the 12 months before the event. On the free plans this limit is zero.

We are not liable for indirect damages: lost profit, lost data that a backup could have saved, business interruption, or third-party claims caused by results you approved.

These limits do not apply to damage caused intentionally or by gross negligence, or in other cases where Romanian law does not allow liability to be limited. If you are a consumer, your statutory rights are unaffected.

13. Suspension, termination and your data

• You can cancel at any time. A paid plan ends at the end of the period already paid; no new invoices are issued after that.
• Before it ends you can export your hub data (shared chats, company memory, audit log). Files on your computers stay with you.
• After termination we keep the hub data for 30 more days so you can return or export, then delete it. Backup copies disappear as backups rotate. Invoices are kept as long as accounting law requires.
• We may suspend or close an account for serious or repeated breach of these terms, non-payment, or at the request of an authority. Except in urgent cases, we notify you first and give you time to export your data.

14. Changes to these terms

We may update these terms. We announce important changes by e-mail or in the app at least 30 days before they take effect. The version and date are shown at the top of this page. If you disagree with a new version, you can cancel before it takes effect.

15. Governing law and disputes

These terms are governed by Romanian law. We first try to settle any disagreement amicably, by e-mail. If that fails, disputes go to the competent courts at the operator's registered office, in Mureș County, Romania

If you are a consumer, you may also contact the Romanian National Authority for Consumer Protection (ANPC) or use the EU online dispute resolution platform: ec.europa.eu/consumers/odr. As a consumer you may also bring proceedings in the courts where you live.

16. Contact

For any question about these terms, write to [email protected]. For data protection: [email protected]. How we protect data, in short: Security.