Terms and Conditions

These Terms govern the Quoteams service (the "Service"), provided by Quoteams AB ("we" or "us"), corporate identity number 559380-1755, VAT number SE559380175501, with its registered office in Norrtälje, Sweden.

Our agreement with the business that uses the Service ("you") is made up of your Plan, our data processing agreement at https://quoteams.com/dpa (the "DPA") and these Terms, plus our Documentation where these Terms refer to it. Together, these are the "Agreement". If they conflict, your Plan prevails on its commercial terms, then the DPA on personal data, then these Terms.

You accept these Terms by agreeing to a Plan that refers to them or by accepting them in the Service. The person who accepts must be authorized to do so on your behalf.

The Service is for businesses only, not for consumers. You must make sure that your Users follow these Terms.

In these Terms:

• "Carriers" are carriers, hauliers, shipping lines, airlines, agents, rate platforms and other transport providers whose rates you use or whom you contact through the Service.
• "Clients" are your customers and prospective customers.
• "Documentation" is our help pages and other user guides.
• "Organization" is your workspace in the Service.
• "Plan" is the subscription you agree with us in writing, which may be by email, setting out your features, number of Users, fees (the "Fees") and subscription period.
• "Quotes" are price offers that you prepare or send with the Service, including their PDF and email versions.
• "Rates" are prices, surcharges, exchange rates, transit times and other terms for transport, whatever their source.
• "Third-Party Services" are services and data sources run by others, such as Carrier systems, rate platforms, exchange rate sources and map services.
• "Users" are the people you allow to use the Service.
• "Your Data" is all data that you, your Users or your Clients put into the Service, and what the Service creates from it for you, including AI suggestions.
• A "working day" is a weekday that is not a public holiday in Sweden.

Quoteams is web-based software that freight forwarders use to receive inquiries, calculate prices, and prepare, send and follow up on Quotes. Your Plan determines which features you have.

We provide software only. We are not a freight forwarder, carrier, customs agent, insurer or broker. We do not arrange transport, we are not a party to your Quotes or bookings, and nothing in the Service is legal, tax, customs or business advice.

Your administrators manage Users, roles and settings, and we may treat their instructions as yours.

Each User needs their own login and must keep it secret. Logins and seats may not be shared. Remove access for people who no longer need it. Keep API keys secret, and replace a key if it may have leaked.

Data that a User creates belongs to you, even after the User leaves.

You are responsible for everything that happens in your Organization, unless we caused it by breaking the Agreement.

If your Plan includes API access, you may use it to connect your own systems to your Organization. We may set and change reasonable limits on API calls, automated access and AI use to keep the Service stable for everyone. You must not access the Service by automated means other than the API.

You are responsible for Your Data and your settings, including your Rates, margins and the terms text on your Quotes. You are also responsible for your contracts with Clients and Carriers, and for following the laws that apply to your business, such as transport, customs, tax, sanctions, data protection and marketing law. The Service does not check any of this for you.

Keep your own copies of the Quotes, emails and records that you must keep by law or contract.

You must not, and must make sure your Users do not:

• break the law, or upload or send content that is illegal, infringing, misleading or harmful,
• send spam or phishing, or pretend to be someone else,
• try to access other customers' data, get around our security, or disrupt, scrape or security-test the Service without our written consent,
• copy, resell or reverse engineer the Service, or use it to build a competing product,
• upload special categories of personal data, criminal records, payment card data or personal identity numbers, unless this is strictly necessary and lawful, or
• quote for or arrange transport that sanctions or export control law forbids, or use the Service from a country under comprehensive sanctions.

You must screen your Clients, Carriers, goods and destinations against sanctions and export control law. The Service does not do this.

If we reasonably believe that content breaks the law or these Terms, we may remove it or restrict features, and we tell you why. You can contest the decision at admin@quoteams.com. Anyone can report illegal content to the same address, and we tell them our decision.

You decide every price, margin and condition you offer, and you alone are responsible for your Quotes.

The Service calculates prices from the Rates and settings you enter and from Third-Party Services. We do not check these inputs. If an input is wrong, the price will be wrong.

Check every Quote before you send it, including prices, currencies, weights, surcharges, routes and validity. You carry the risk of any Quote you send without checking it.

Rates from Carriers and other Third-Party Services, including live rates, can change without notice, may be indicative only, and may not bind the Carrier. Confirm them before you commit to a price. Transit times, schedules and validity dates are estimates, and currency conversions are indicative.

You decide which terms apply to your own services, including any terms text on your Quotes. We do not review that text.

If you find a calculation error in the Service, tell us and stop relying on that calculation until we have fixed it. Clause 14.3 sets out what we do about it.

You confirm that you have the right to upload, store and use your Rates in the Service, including rates that Carriers or rate platforms give you under their own terms. If a Carrier or provider restricts how you may use its rates, you must follow those restrictions.

The Service does not check whether goods need insurance or which liability limits apply under NSAB or the transport conventions. Advise your Clients on this yourself.

Some features use AI models from providers that we engage as subprocessors (clause 10.5), for example to suggest shipment details from inquiries.

When you use these features, you are interacting with an AI system. AI suggestions can be wrong or incomplete, even when they look confident, and they are not advice. Check them before you rely on them or use them in a Quote.

Neither we nor our AI providers use Your Data to train AI models.

The Service sends emails on your behalf, such as Quotes to Clients and enquiries to Carriers. They are sent from a Quoteams email address with the sender name and reply-to address you choose, which you must have the right to use.

You are the sender of these emails. You are responsible for their content and recipients and for following marketing and data protection law. Use them for business correspondence, not for newsletters or campaigns.

"Sent" in the Service does not mean that the email has arrived, and we do not guarantee delivery. We may stop or slow sending to protect our email service, for example after many bounces or spam complaints.

Each sent Quote has its own link to a web page (the "Client Portal"). Anyone with the link, including someone who receives a forwarded email, can view the Quote and respond to it without an account. A response is between you and your Client, and we do not check who made it.

We may show "Powered by Quoteams" in emails, PDFs and the Client Portal.

You can forward inquiries to your Organization's email address, and you are responsible for what you forward. You must tell Clients, Carriers and other people whose personal data you handle in the Service how that data is used, as data protection law requires.

The Service can connect to Third-Party Services, such as Carrier systems, rate platforms, exchange rate sources and Google Maps. We do not control them and do not guarantee their availability or accuracy. Your own terms with each provider apply. Google Maps is subject to the Google Maps terms at https://maps.google.com/help/terms_maps/ and Google's privacy policy at https://policies.google.com/privacy, and we may turn off map features for a User who breaks those terms.

When you give us login details for a Third-Party Service, you allow us to use them for the Service on your behalf, and you confirm that the provider allows this.

Some live rates come through our own agreements with providers. They may differ from the rates and terms in your own agreement with the Carrier, and we may stop offering them at any time. You may use them only to prepare Quotes for your own Clients, and you must not resell or publish them or copy them out of the Service in bulk. We may change or remove an integration at any time.

You own Your Data. You allow us and our subprocessors to store, process and display it as needed to run, support and secure the Service. We may also use it to comply with the law and as you instruct.

We collect technical data about how the Service and the Client Portal are used, such as logs and errors ("Usage Data"). We use Usage Data to run, support, secure, improve and develop our services. We may use anonymized and aggregated data, which does not identify you, any person, or your Rates, prices or margins, to improve and develop our services and for other business purposes, also after the Agreement ends.

We will not sell Your Data or share your Rates, prices, margins or Client details with others, unless the Agreement allows it or you ask us to.

For personal data in Your Data, you are the controller and we are your processor under the DPA. You must have a legal basis for the processing and inform the people concerned. We are the controller for our own customer records, User accounts, billing details and Usage Data, as our Privacy Policy at https://quoteams.com/privacy explains.

We use subprocessors for hosting, storage, email delivery, sign-in and AI features. We remain responsible for their work under the Agreement. We list them in the DPA and give you 14 days' notice before we add one. If you object on reasonable data protection grounds and we cannot resolve the objection together, you may end the affected subscription, and we refund prepaid Fees for the unused period. This is your only remedy for the change. We host the Service and store Your Data in the European Economic Area (EEA). Some subprocessors may process data outside it, under safeguards that the GDPR allows.

Deleting something in the Service may not remove it immediately, and deleted data may remain in backups until they are overwritten. If you need a former User's personal data erased, ask us.

If an authority asks for Your Data, we tell you unless the law forbids it, and we share only what the law requires.

The Service uses the cookies and similar technologies it needs to work, for example to keep Users signed in. By using the Service, you and your Users accept them. You must tell your Users and Clients how the Service handles their data, as our Privacy Policy describes.

We use appropriate technical and organizational security measures, which the DPA describes. No security measure removes every risk.

Our authorized support staff can access your Organization when this is needed to provide support you have requested, to fix errors or security incidents, to investigate a suspected breach of clause 5.3, or to comply with the law. They access only what the task needs, and they change Your Data only at your request or where needed to provide or secure the Service.

We tell you without undue delay about a personal data breach that affects Your Data, as the DPA describes. You must keep your own systems and logins secure, and report suspected misuse and security weaknesses to admin@quoteams.com.

Your Plan sets the features you have and the number of Users who may use the Service. Each seat is for one named User.

You can ask us to change your Plan or number of Users. If a new Plan does not include a feature, you lose access to that feature but keep its data.

We may offer free trials and features marked as beta or preview. Using them is optional. They may not work fully, may change or end at any time, and may never become generally available. They come without warranties, availability commitments or support. We may end a trial at any time.

You pay the Fees in advance, as your Plan sets out, without deduction or set-off. Fees exclude VAT.

If you disagree with an invoice, tell us in writing within 15 days of its date, or the invoice counts as accepted. Pay the undisputed part on time. If you pay late, we may charge interest under section 6 of the Swedish Interest Act (1975:635) and compensation under the Swedish Act on Compensation for Debt Collection Costs (1981:739), and suspend the Service (clause 17.2).

We may change the Fees from a renewal date by telling you at least 30 days before it. You can avoid the change by not renewing, and if our notice reaches you after your deadline in clause 17.1, you may still end the subscription at the renewal date by telling us in writing before it. We may also adjust the Fees once a year in line with the Swedish consumer price index (KPI), with at least 30 days' notice.

Fees are non-refundable unless these Terms say otherwise. Any refund of prepaid Fees covers the unused period.

We aim to keep the Service available at all times, but we do not promise a level of availability. We may interrupt the Service for maintenance, and we try to announce planned maintenance in advance and carry it out outside Swedish office hours. Problems with your internet connection, devices or browser, or with Third-Party Services, are not faults in the Service.

We provide support by email at admin@quoteams.com and in the Service on working days. We answer as soon as we reasonably can, but we do not promise response times.

During a paid subscription, we promise that the Service works substantially as described. If it does not, tell us within 30 days of discovering the problem and we will try to fix it. If we cannot fix a significant problem within 30 days, either of us may end the affected subscription, and we refund the prepaid Fees for the unused period. Apart from clause 15.5, this is your only remedy for such a problem.

Otherwise, the Service is provided as is. We do not guarantee that it is free of errors, that Rates, AI suggestions or calculations are correct, that emails arrive, or that Third-Party Services stay available.

This clause limits what you can claim from us.

Neither of us is liable for indirect loss, such as lost profit, revenue, margin, business, goodwill or data, or for business interruption.

We are not liable for losses caused by:

• Quotes, prices or bookings that you or your Users send, accept or rely on, including any duty to honor a Quote and any claim by a Client or Carrier,
• relying on AI suggestions or Rates without making the checks in clauses 6 and 7,
• Third-Party Services, or
• Your Data, your settings or instructions, or misuse of a User's login, unless a failure of our security caused it.

If we lose or damage Your Data by breaking the Agreement, our only obligation is to restore it from our latest available backup.

Each party's total liability under the Agreement is limited to the Fees you paid for the 12 months before the event that gave rise to the claim. We are not liable for free trials and previews.

These limits do not apply:

• to intent or gross negligence,
• to your payment obligations,
• to your breach of clause 5.3 or infringement of our intellectual property,
• to your duties under clause 16.1, or
• where the law does not allow a limit.

The limits also apply to the DPA, as far as the law allows.

Anyone making a claim must limit their loss and give written notice of the claim within three months of discovering it, and in any case no later than 12 months after the event. Otherwise the claim is lost. This does not apply to unpaid Fees.

You will defend us against claims from others, such as Clients, Carriers, email recipients or authorities, if they arise from Your Data, your Quotes, your emails or your use of Third-Party Services, or from a breach of these Terms or the law by you or your Users. You will also cover our resulting costs, damages and reasonable legal fees. This does not apply to the extent that we caused the claim.

We will defend you against claims that your proper use of the Service infringes someone's intellectual property rights in the EEA, and cover what a court awards or what we agree in a settlement. We may also change the Service, or end the affected subscription with a refund, to stop the infringement. This does not apply to claims caused by Your Data, Third-Party Services, changes we did not make, misuse or free trials. Our obligations under this clause are subject to the limits in clause 15.

The party asking for protection must tell the other party promptly, let it handle the defense, and not settle without its consent.

Each subscription runs for the period in your Plan and then renews automatically for 12 months at a time, unless either of us gives written notice at least 30 days before it ends. You cannot end a subscription early, except where these Terms allow it.

We may suspend the Service, in full or for individual Users, if there is a security risk, a breach of clause 5.3 or a compromised login, or if the law requires it. We may also suspend it if Fees are still unpaid 15 days after a written reminder. Where we reasonably can, we tell you before we suspend the Service, and we lift the suspension once the cause is fixed. A suspension does not reduce the Fees.

Either of us may end the Agreement at once if the other becomes insolvent, or seriously breaches it and does not fix the breach within 30 days of written notice. We may also end it at once for serious or repeated breaches of clause 5.3, for continued non-payment, or if continuing would break sanctions. We may end it for any reason with 30 days' notice, in which case we refund prepaid Fees for the unused period.

When the Agreement ends, your access ends and unpaid Fees become due. If we end the Agreement because you broke it, the Fees for the rest of the subscription period also become due.

You can export data with the Service's export tools. On request, we also give you a copy of the data listed in the Schedule, in a common machine-readable format, within a reasonable time.

You may give us up to two months' notice that you want to move to another provider, move your data to your own systems, or have it erased. We complete a move within 30 days after the notice period. During that time we help you and your new provider, keep the Service running securely, and tell you about any known risks. If 30 days is not technically possible, we tell you within 14 working days and propose a longer period of up to seven months, which you may extend once. The Agreement ends when the move is complete, or at the end of the notice period if you chose erasure.

We charge no fees for switching or export. If you end a committed subscription period early, including to switch providers, the Fees for the rest of that period remain payable, as far as the EU Data Act allows.

After the Agreement ends, you have 30 days to ask for your data. After that, we delete your Organization and Your Data within a reasonable time, except what the law requires or allows us to keep, and backups, which remain until they are overwritten.

Clause 10.5 says where we host the Service, and clause 10.7 says how we protect Your Data against unlawful access by authorities.

Each of us must keep the other's confidential information secret and use it only for the purposes of the Agreement. Either of us may share it only with people who need it and are bound by confidentiality, or where the law requires. This applies during the Agreement and for five years after it ends. Your Data is your confidential information.

We own the Service, the Documentation, Usage Data and all improvements to them. You receive a non-exclusive, non-transferable right, without the right to sublicense, for your Users to use the Service for your own business during your subscription.

You allow us to show your logo and branding in the Service and on your Quotes and emails. We may use your feedback freely.

Swedish law applies to the Agreement.

Before either of us goes to court, we must both try to resolve the dispute through negotiation for 30 days. Swedish courts decide disputes, with the Stockholm District Court as the court of first instance. We may also collect unpaid Fees through the Swedish Enforcement Authority or the courts where you are based.

Changes to the Service. We may change, improve or remove features of the Service at any time. If a change materially reduces the core features of your Plan during a paid subscription period, you may end the affected subscription within 30 days of the change, and we refund prepaid Fees for the unused period. This is your only remedy for such a change.

Changes to these Terms. We give at least 30 days' notice of changes that significantly affect you. If you continue to use the Service after a change takes effect, you accept it. If you do not accept a change, you may end the Agreement before it takes effect, and we refund prepaid Fees for the unused period. Changes that the law or security requires, or that do not disadvantage you, may take effect at once.

Notices. Send notices to admin@quoteams.com. We send notices to your administrators by email or in the Service. Notices about breaches, termination or claims must be in writing, and email counts as writing. An email counts as received when it arrives, or at 09:00 Swedish time on the next working day if it arrives outside 09:00 to 17:00 Swedish time on a working day.

Force majeure. Neither of us is liable for delays or failures caused by events outside our reasonable control. These include war, natural disasters, epidemics, government action, network or power failures, cyberattacks, and outages at our hosting, email, AI or other subcontractors. If such an event lasts more than 60 days, either of us may end the Agreement.

Sanctions and bribery. Each of us confirms that we are not subject to UN, EU, Swedish, UK or US sanctions, and that we follow the anti-bribery laws that apply to us.

Publicity. We may name you as a customer and show your logo on our website and in sales material, until you ask us to stop.

Transfer and subcontracting. You may not transfer the Agreement without our consent. We may transfer it to a company in our group or to a buyer of our business, and we may use subcontractors to perform it.

Whole agreement. The Agreement replaces all earlier discussions and marketing statements, and your purchase terms do not apply. Other changes must be agreed in writing. If a provision is invalid, the rest of the Agreement still applies. Failing to enforce a right does not mean giving it up. The Agreement gives no rights to your Users, Clients or anyone else, and we do not act as your agent toward Clients or Carriers. Provisions that by their nature should survive the end of the Agreement do so. These Terms are in English, which prevails over any translation.

Quoteams AB, corporate identity number 559380-1755, VAT number SE559380175501, Norra Byvägen 14, 760 15 Gräddö, Sweden.

admin@quoteams.com for support, legal notices, privacy, security and reports of illegal content. This is also our contact point for authorities and users under the EU Digital Services Act. We answer in English and Swedish.

Exportable data is the data that you or your Users entered, or that the Service created from your use of it:

• inquiries and forwarded emails, with attachments,
• Quotes with their history, and PDFs generated on export,
• Rates and rate sheets,
• the address book,
• settings, templates and branding,
• Users and roles,
• uploaded files and email delivery records, and
• support tickets.

The following is not exportable, because exporting it would expose our trade secrets or put our security at risk: our source code and algorithms, our configuration, internal logs, Usage Data, login details for Third-Party Services and other customers' data.