This English text is a convenience translation. The legally binding version is the German original.
General Terms and Conditions for the use of ZepDesk. As of: 2026-07-14
§ 1 Scope, Provider
(1) These General Terms and Conditions (GTC) apply to all contracts between ZeptronIT UG (haftungsbeschränkt), Managing Director Leon Marzoll, Möhlbarg 12, 23911 Harmsdorf (hereinafter "Provider") and the respective contractual partner (hereinafter "Customer") regarding the use of the Software-as-a-Service platform ZepDesk, accessible at zepdesk.de.
(2) Deviating or conflicting terms of the Customer are not recognized unless the Provider has expressly agreed to their application in writing.
§ 2 Subject Matter of the Contract
(1) The Provider provides the Customer with ZepDesk as a multi-tenant SaaS solution for ERP and accounting functions over the internet. The specific service description results from the selected plan (see prices at /pricing) and any add-ons.
(2) The Provider operates ZepDesk on servers within the European Union. The hosting partner is Hetzner Online GmbH.
§ 3 Conclusion of Contract
(1) By submitting the signup form, the Customer makes a binding offer to conclude a usage contract. The contract comes into effect upon confirmation by the Provider (at the latest upon provision of the instance).
(2) Use is subject to a charge from the conclusion of the contract. A free trial period is currently not offered. The contract can be terminated monthly; there is no minimum term.
(3) Contracts are concluded exclusively in the German language. The contract text is stored by the Provider and is available to the Customer at any time in the customer portal ("My Account").
§ 4 Fees, Payment Terms
(1) The fees are based on the selected plan and are invoiced, depending on the Customer's choice, monthly or annually in advance. Unless otherwise stated, all prices are exclusive of statutory value-added tax of currently 19%. The Provider is subject to VAT (VAT ID: DE463716484).
(2) Payment is made automatically by SEPA direct debit, credit card or other methods provided via Mollie. Upon conclusion of the contract, the Customer grants a corresponding mandate for recurring debits.
(3) In the event of default in payment, the Provider is entitled to block use ("suspension") and, after expiry of a grace period of 30 days, to terminate the contract extraordinarily (see § 8).
§ 5 Scope of Services, Availability (SLA)
(1) The Provider guarantees an average annual availability of the platform of 99.5%, based on the calendar year. The following are not counted towards availability: planned maintenance, force majeure, outages at the hosting provider, disruptions at third parties (e.g. Mollie) and outages for which the Customer or its users are responsible.
(2) Where possible, the Provider carries out maintenance work outside normal business hours (weekdays 09:00 to 18:00) and announces it in good time in the customer portal.
(3) If the guaranteed availability is not met, the Provider grants, upon request, a pro-rata credit ("SLA credit") in accordance with the service-level details at /features.
§ 5a AI Assistant
(1) ZepDesk contains an AI-supported assistant ("AI Assistant") that supports the Customer in using the software (e.g. answering questions, creating drafts, suggesting bookings, performing operating steps). The AI Assistant is a technical aid; it does not replace expert review by the Customer.
(2) No tax or legal advice. Outputs of the AI Assistant do not constitute tax advice within the meaning of the Steuerberatungsgesetz (StBerG, German Tax Advisory Act) and do not constitute legal advice within the meaning of the Rechtsdienstleistungsgesetz (RDG, German Legal Services Act). They are automatically generated, non-binding information and suggestions without review of the individual case. The Customer remains responsible for the tax and legal assessment of their individual case and must, where necessary, consult a member of the tax-advisory or legal professions.
(3) Duty to check. AI-generated content may be incorrect, incomplete or outdated. The Customer is obliged to check AI outputs before using them, in particular before triggering bookings, sending documents and before transmissions to authorities, for accuracy and completeness. § 9 (Liability) remains unaffected; the Provider is not liable for damages resulting from the Customer adopting AI outputs without checking them, to the extent permitted by law.
(4) Autonomous mode. The Customer can optionally put the AI Assistant into a mode in which it performs actions without individual confirmation ("autonomous mode"). Activation is carried out by the Customer following a separate warning notice in the application. Actions performed in autonomous mode are deemed to be acts of the Customer. Transmissions to authorities (e.g. ELSTER) are excluded from autonomous mode and always require express approval.
(5) Availability / third-party providers. The AI Assistant uses language models and services of third parties. No particular availability, response quality or uninterrupted usability of the AI Assistant is owed; the core functions of the software remain usable even without the AI Assistant. The Customer integrates the language-model provider via their own registration / their own access key (BYOK); the contractual partner for this third-party service is the Customer, whose terms apply additionally in this respect.
(6) Labelling. Interactions with the AI Assistant are labelled as such (transparency pursuant to Art. 50 of Regulation (EU) 2024/1689, KI-VO / EU AI Act).
§ 6 Obligations of the Customer
(1) The Customer undertakes to use the platform only in accordance with the contract. In particular, the Customer may not:
- store or distribute any unlawful, copyright-infringing, defamatory or immoral content;
- cause any malware, spam or automated requests that could impair the platform or other customers;
- circumvent or attempt to circumvent any technical security measures;
- generate any excessive load that impairs the resources of other tenants.
(2) The Customer is responsible for choosing secure passwords and keeping them confidential. The Customer must report without undue delay if they detect unauthorized access to their account.
(3) The Customer remains the owner of the data they enter into the platform.
§ 7 Data Protection, Order Processing
(1) Upon conclusion of the contract, the parties enter into a data processing agreement pursuant to Art. 28 DSGVO (GDPR). This is available at /avv and forms part of these GTC.
(2) The Provider processes personal data in accordance with its privacy policy (/datenschutz).
§ 8 Term, Termination
(1) The contract runs for an indefinite period with the agreed billing period (monthly or annually). It can be terminated by the Customer at any time to the end of the current billing period. Termination can be triggered with a single click in the customer portal ("My Account → Subscription").
(2) The right to extraordinary termination for good cause remains unaffected for both parties. For the Provider, good cause exists in particular in the case of significant default in payment (> 30 days) or a serious breach of § 6.
(3) After the end of the contract, the Provider provides the Customer with a data export in a machine-readable format for 30 days ("grace period"). Thereafter, all customer data is permanently deleted, unless statutory retention obligations conflict with this.
§ 9 Liability
(1) The Provider is liable without limitation for intent and gross negligence, for injury to life, body or health, and under the Produkthaftungsgesetz (German Product Liability Act).
(2) In the case of slight negligence, the Provider is liable only for breach of essential contractual obligations (cardinal obligations) and limited in amount to the foreseeable damage typical for the contract, but at most to the amount of the usage fees paid by the Customer within the last 12 months before the event causing the damage.
(3) Liability for data loss is limited to the typical recovery effort that would have occurred with regular and reasonable data backups by the Customer. The Provider strongly recommends regular own backups; the Provider's automatic backups do not replace the Customer's own data backups.
§ 10 Amendments to these GTC
(1) The Provider may amend these GTC with reasonable advance notice (at least 30 days). The amendments are announced to the Customer by email and in the portal. If the Customer does not object within 30 days, the new GTC are deemed accepted; otherwise the contract ends at the earliest possible date with reimbursement of proportionate advance payments.
§ 11 Trademark and Usage Rights
(1) "ZepDesk" is a registered word mark of the Provider. The ZepDesk logo, the brand identity and all product designations that begin with "ZepDesk" or contain this trademark are the property of the Provider and enjoy trademark and copyright protection.
(2) For the term of the contract, the Customer receives a simple, non-transferable right of use to the platform and its distinctive signs for contractual use. No further rights are granted; in particular, the Customer is prohibited from using the ZepDesk trademark or signs derived from it in the formation of its own company or product names, in domains, in meta tags, in SEO keywords or in an advertising manner without the express written consent of the Provider.
(3) The customization artifacts created for the Customer within the scope of platform service work (§ 12) (configurations, print templates, add-on modules) remain, with respect to the customer-specific content, within the Customer's right of use. The Provider may incorporate generic code components or platform improvements into the general platform.
(4) For breaches of paragraph (2), the Provider reserves the right to assert all claims to which it is legally entitled (injunctive relief, information, damages).
§ 12 Platform-as-a-Service (PaaS) and Customization
(1) ZepDesk is not only a SaaS application but a Platform-as-a-Service: the Customer receives a multi-tenant platform operated for them that can, on request, be individually customized (own data models, reports, integrations, extension modules, white-labeling).
(2) Standard SaaS services (operation, updates, backup, standard support) are included in the plans. Individual customizations, deployments, code work and prioritized custom support require the conclusion of a separate Platform Service Agreement (PSV), available at /platform-service. This governs the scope of services, hourly rates, response times and liability of the customization services.
(3) For technical reasons and to ensure operation, the Provider has SSH and database access to the respective customer instance (details: privacy policy, section 7a). This access is used exclusively for maintenance, fault remediation or on the Customer's instruction and is fully logged in the audit log. The Customer can request access to it at any time.
§ 13 Final Provisions
(1) German law applies to the exclusion of the UN Convention on Contracts for the International Sale of Goods. For contracts with consumers, the mandatory consumer protection provisions of the country in which the consumer has their habitual residence apply.
(2) The exclusive place of jurisdiction for merchants, legal entities under public law and special funds under public law is, to the extent permitted by law, Lübeck.
(3) Should individual provisions of these GTC be invalid, this does not affect the validity of the remaining provisions.
From conclusion of contract to termination.
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