Terms of Service

These Terms of Service (“Terms”) govern the use of the Colibit platform and services. Please read them carefully before using Colibit.

1. Introduction

1.1 Colibit (“we”) operates a software-as-a-service (SaaS) platform for contract management (the “Colibit Platform”): AI agents carry out repetitive contract work such as intake, drafting, checks and follow-up, and people decide, approve and sign.

1.2 The Colibit Platform is a cloud-based service available through a web application at app.colibit.co.

1.3 These Terms apply to business entities, organizations, and their authorized employees or representatives (together, “Customers”). They do not apply to consumers acting in a personal capacity.

1.4 The website at colibit.co is informational. Using it does not create a contract. A contract exists when a Customer accepts an order or proposal from Colibit that refers to these Terms.

2. Definitions

2.1 Customer - The legal entity or organization entering into a contract with Colibit for use of the Platform.

2.2 User - A natural person authorized by the Customer to access and use the Platform.

2.3 Platform - The hosted web application provided by Colibit, including all updates, improvements and related services.

2.4 Subscription - The paid license to access the Platform according to the Customer’s order.

2.5 Support Services - Onboarding, technical support and assistance provided by Colibit.

2.6 Customer Content - All documents, data and information that the Customer or its Users upload to the Platform or create through it, including contracts, templates, playbooks and the personal data they contain.

2.7 Agent - An automated AI component of the Platform that performs a defined task inside the rules the Customer configures.

3. Scope of Application

3.1 These Terms govern all contractual relationships between Customers and Colibit concerning use of the Platform.

3.2 Deviating or conflicting general terms of the Customer shall not apply, unless expressly agreed to in writing by Colibit.

3.3 Individual written agreements between Colibit and the Customer take precedence over these Terms.

4. Subject of the Contract

4.1 Colibit grants Customers and their Users access to the Platform on a subscription basis. The Customer receives a non-exclusive, time-limited right to use the Platform in accordance with these Terms.

4.2 Colibit continuously improves and updates the Platform. Customers are entitled to access the most recent version available at any given time.

4.3 No transfer of the software, source code or backend infrastructure takes place. The Platform is provided solely as a hosted service.

5. Services of Colibit

5.1 Hosting & Availability - Colibit operates and maintains the Platform with commercially reasonable efforts to ensure high availability. Planned maintenance will be announced in advance where possible.

5.2 Updates & Development - The Platform is regularly updated with enhancements, bug fixes and security improvements. Colibit reserves the right to add, change or remove features, provided the overall value of the service is maintained.

5.3 Support - Colibit provides Customers with access to support services during normal business hours in Colombia, by email.

5.4 People decide - The Platform is designed so that approvals and signatures are given by people with the authority to give them. Agents do not approve or sign on the Customer’s behalf. The Customer decides who holds that authority and keeps it up to date in the Platform.

5.5 AI-assisted work - Agents work from the Customer’s templates, rules and documents and can make mistakes. The Customer’s legal team remains responsible for reviewing what matters before it is approved, sent or signed.

5.6 Exclusions - Colibit does not provide legal, tax or accounting advice, and nothing on the Platform or the website is legal advice. Customers are solely responsible for the contracts they conclude and for their legal compliance.

6. Fees and Payment

6.1 Subscription fees are set in the Customer’s order or proposal. Colibit does not publish a price list.

6.2 All fees are exclusive of applicable taxes, including IVA, unless stated otherwise.

6.3 Invoices are issued in the currency and at the intervals stated in the order and are paid by bank transfer or another method agreed in it.

6.4 Failure to pay fees may result in suspension or termination of access to the Platform after notice.

6.5 Colibit reserves the right to adjust subscription fees with 30 days’ notice prior to renewal.

7. Grant of Rights and Customer Content

7.1 Customers are granted a non-transferable, non-sublicensable right to access and use the Platform during the subscription term.

7.2 Customers may not:

• Copy, modify or reverse-engineer the software.

• Rent, sell or sublicense access to third parties.

• Upload malicious code, attempt to access another Customer’s data or bypass security controls.

• Use the Platform for unlawful purposes.

7.3 All intellectual property rights in the Platform remain with Colibit.

7.4 The Customer keeps all rights in Customer Content. The Customer grants Colibit a limited right to host, process and display Customer Content only to provide the Platform and Support Services under these Terms.

7.5 Colibit does not use Customer Content to train AI models unless the Customer has expressly agreed to it in writing.

8. Customer Obligations

8.1 Customers are responsible for ensuring that only authorized Users access the Platform.

8.2 Customers shall maintain accurate account information and safeguard login credentials.

8.3 Customers must comply with all applicable laws and may not use the Platform for fraudulent, illegal or harmful activities.

8.4 Customers must have the right to upload Customer Content, including any authorization from data subjects that Ley 1581 de 2012 requires.

8.5 Customers are responsible for keeping the list of approvers and signatories, and their authority, accurate in the Platform.

8.6 Customers are encouraged to maintain their own data backups.

9. Term and Termination

9.1 The subscription term begins on the effective date specified in the order confirmation.

9.2 Subscriptions renew automatically unless terminated at least 30 days before the end of the billing period.

9.3 Either party may terminate the agreement for good cause, including material breach or insolvency.

9.4 Upon termination, Customer access will be deactivated. The Customer may export its Customer Content for the period stated in the order, after which Colibit will delete or anonymize it, except where the law, or the Customer’s own retention rules, require it to be kept.

10. Data Protection and Confidentiality

10.1 Each party complies with Ley 1581 de 2012, Decreto 1377 de 2013 (now compiled in Decreto 1074 de 2015) and the other data protection laws that apply to it.

10.2 For the personal data contained in Customer Content, the Customer is the controller (responsable del tratamiento) and Colibit is the processor (encargado del tratamiento). Colibit processes it only on the Customer’s instructions and to provide the Platform. A data transmission agreement (contrato de transmisión de datos) governs this processing.

10.3 How Colibit handles personal data collected through its website and for account administration is described in the Privacy Policy.

10.4 Colibit keeps each Customer’s data separate from every other Customer’s and applies technical and organizational measures appropriate to the risk.

10.5 Both parties agree to treat confidential information disclosed during the contractual relationship as strictly confidential.

11. Liability

11.1 Colibit provides the Platform “as is” and disclaims all warranties to the maximum extent permitted by law.

11.2 Colibit shall not be liable for indirect or consequential damages such as lost profits or data loss.

11.3 Colibit’s aggregate liability in any 12-month period shall not exceed the total subscription fees paid by the Customer in that period.

11.4 Nothing in these Terms limits liability that cannot be limited under Colombian law, including liability for fraud (dolo) or gross negligence (culpa grave).

12. Amendments to Terms

12.1 Colibit may amend these Terms to reflect changes in law, technology or services.

12.2 Material changes will be communicated to Customers at least 30 days before taking effect.

12.3 Continued use of the Platform after changes take effect constitutes acceptance of the revised Terms.

13. Final Provisions

13.1 These Terms are governed by the laws of the Republic of Colombia.

13.2 Disputes will be submitted to the competent courts at Colibit’s registered office in Colombia, unless the parties agree otherwise in writing.

13.3 If any provision of these Terms is invalid, the remaining provisions remain in force.

13.4 Customers may not assign or transfer rights or obligations under these Terms without prior written consent from Colibit.