Terms and conditions of use

1. Who provides the service and who it is for

Rechnia is the trade name of the web application available at rechnia.com, not a company. The application is provided, and the contract with the customer is entered into, by Pol Munné Martínez, a natural person trading as a self-employed individual (autónomo), with tax ID 48244334V and registered address at Vilafranca del Penedès (Barcelona), 08720 (hereinafter, «the provider»). Their full identification details appear on the invoices they issue and are provided to anyone who requests them at rechnia@rechnia.com. Any communication regarding these terms may be sent to rechnia@rechnia.com.

These terms govern access to and use of the application by the company that contracts it (hereinafter, «the customer») and by the people the customer grants access to. The service is aimed at companies and professionals engaged in importing and selling vehicles; it is not aimed at consumers.

Use of the application is governed by these terms, by the privacy policy and by the data processing agreement, which form a whole and which the customer expressly accepts when requesting access and when completing registration. The cookie policy, linked alongside them, is informative and does not require acceptance: without asking for permission, only technical cookies and those the person requests when using the website (such as the language they choose) are set; the rest only if the person allows them in the cookie panel or, for each map, by pressing «Show map», and the choice can be changed at any time.

2. What the service is

The service consists of a web application for managing the import and sale of vehicles: tracking units and their import files, calculating costs, taxes and margins, supplier and buyer contacts, associated documentation, invoicing, and staff management (clocking in and out, absences, payslips and job applications).

The service is provided «as is» in the version in force at any given time. The provider may add, modify or withdraw features, and will give notice of changes that substantially affect the contracted use.

The service does not constitute tax, accounting, customs or legal advice. The tax, cost and price calculations offered by the application are a tool to support the customer's decisions, prepared with the tables and criteria the application itself indicates in each case, and the customer remains solely responsible for their tax and administrative obligations. Where the application lacks a reliable figure, it says so rather than inventing one.

The help built into the application, RechnIA, answers from a knowledge base about using the program by means of an artificial intelligence system from an external provider, and its own window says so. It is an aid for using the program, it can be wrong, and it is not advice of any kind. Each plan includes a monthly allowance for using the help, measured in tokens (the units of text that artificial intelligence providers count) and published on the pricing page, and each person may ask up to twelve (12) questions every five (5) minutes.

3. Registration and access

Registration is by invitation. Anyone interested sends a request from the public website; the provider assesses it and, where appropriate, issues an invitation link addressed to a specific e-mail address, valid for fourteen (14) days and for single use, with which the customer completes the registration of their company. When self-service registration is open (with payment through Stripe), the application issues and sends that link immediately to the address given, after checking that it is not a disposable address. The provider reserves the right to accept or reject a request, or to cancel an automatically issued invitation, without having to justify the decision.

When completing registration, the customer provides the identification, tax and contact details of their company and of their representative, chooses a plan and creates the first access account, which has the administrator role. The customer undertakes to provide truthful, complete and up-to-date information, and to keep it current for as long as the relationship lasts.

Registration is completed in a step-by-step wizard in which the details can be reviewed and corrected before confirming; acceptance of these texts is the last step, and a confirmation screen is shown at the end. The provider keeps the electronic record of the registration, with the version of the texts accepted and the date and time of acceptance, and provides it to the customer on request. The contract is concluded in Spanish; the Catalan and English translations of these texts published on the website are for information, and in the event of any discrepancy the Spanish version prevails.

The customer creates and manages their staff's access accounts from within the application, within the number of accounts allowed by their plan. The customer is responsible for those accounts, for the confidentiality of their credentials and for the actions carried out from them, and must report without delay any unauthorised use they become aware of. Each account may have only one session open at a time. A forgotten password is reset from the login screen by means of a single-use link that the application sends to the account's e-mail address, valid for one hour; a customer administrator may also assign a temporary password to any account of their company.

4. Plans, price and payment

Access to the service requires a subscription to one of the plans published on the rechnia.com pricing page. Each plan sets a monthly price, the maximum number of people with access and monthly allowances of queries to external services: market valuations and service histories of a vehicle from its vehicle identification number (VIN), transport calculations with a real route, and use of the RechnIA help. The price, seats and allowances published at the time of subscribing apply, and are also shown in «Your plan» and in the summary that appears before the payment is confirmed, unless the provider and the customer agree other conditions in writing. Choosing a plan in the access request commits you to nothing.

Prices are in euros and exclude VAT: each invoice adds the Spanish VAT in force (currently 21%). The service is offered to companies and professionals established in the Spanish VAT territory (mainland Spain and the Balearic Islands); anyone established in the Canary Islands, Ceuta, Melilla or outside Spain should consult the provider before subscribing.

The subscription is monthly or annual, as the customer chooses when subscribing, and renews automatically at the end of each period —the month or the year— unless cancelled in accordance with section 5. The fee is paid in advance, at the start of each period, with the payment method the customer chooses and registers with Stripe, the payment provider —a card or another method Stripe offers for a subscription when subscribing—, in the Stripe form embedded in the application or, where applicable, on Stripe's payment page; the provider does not store the customer's card, bank account or other payment method details in the application, only the type of method chosen and, when the first month is paid by card, its fingerprint, as the privacy policy explains. Only by express agreement with the provider may payment be made in another way, or for several months in advance, against the invoice the provider issues.

First month for one (1) euro. On the plans that say so on the pricing page (at the date of these terms, Basic and Professional), the first month costs one (1) euro plus VAT, charged when the payment method is registered; after thirty (30) days the full plan fee is charged automatically, and then every month, unless the customer cancels beforehand, in which case nothing more is charged. During that first month a single vehicle check is included. On the Business plan the full fee is charged from the first payment. The one-euro first month is granted only once per company and per person, and does not apply: a) if the company's or its representative's tax ID, the company's e-mail or telephone, or the administrator account's e-mail already appear in another company registered in the application, in which case the full fee is charged from the first payment; b) if payment is made with a card —including through Apple Pay or Google Pay— that is a prepaid card or has already paid a one-euro first month for another company; c) if there are objective indications that the registration details are false. In cases b) and c), whether detected when the payment method is registered or during that month, the promotional price ends that day and the full plan fee is charged from then on; the provider will inform the customer, who may cancel the subscription or ask for a person to review the decision by writing to rechnia@rechnia.com.

Annual payment. When «Your plan» offers it, the customer may pay for the year in advance: the annual fee is the one published for each plan on the pricing page and in «Your plan», lower than twelve monthly fees of the same plan, is charged in full when subscribing, in a single invoice, and does not include the one (1) euro first month, which is exclusive to monthly payment. Query allowances remain monthly. Upgrading during the year applies immediately and the fee difference for the rest of the year is charged at that moment; if that charge is not completed, the plan does not change. Downgrading applies at the next renewal: until then the seats and allowances of the paid plan apply, and the renewal is already charged at the new plan's price. The annual subscription renews automatically at the end of the paid year, at the annual price then in force; the provider will notify the administrator account by e-mail at least thirty (30) calendar days before each renewal, stating the date, the plan and the amount, and a price change will only apply at the renewal following that notice. If the renewal charge is not completed, the grace period of this section applies. If the provider ceased to provide the service before the end of the paid year for reasons not attributable to the customer, it will refund the proportional part of the fee for the full months not enjoyed.

Included queries. Each plan includes a monthly allowance of vehicle checks —each one brings together, for the same VIN, its market value, the manufacturer's service history and the factory equipment, to the extent the manufacturer provides them— and of transport calculations, published on the pricing page and in «Your plan». No individual or additional queries are sold: once an allowance is used up, no further queries of that kind are made until the following month or until the customer upgrades, and the transport of a vehicle whose route has not already been calculated is left unestimated; the application says so. What the plan does not include cannot be requested separately. Transport calculations are made when the screens that need them are opened; a check already made for the same VIN in the previous one hundred and eighty days, if the mileage does not change, does not count again, even if it has to be requested from the provider again because the provider does not allow it to be kept; nor does a route already calculated. A customer administrator may set per-person caps on vehicle checks; once a cap is reached, the query is not made. The RechnIA help allowance does not allow additional use either: once used up, the help stops answering until the following month. Allowances are counted per calendar month and renew on the 1st.

Change of plan. An administrator may change plan at any time from «Your plan». The change applies immediately: from that moment the seats and allowances of the new plan apply, and the fee difference for the rest of the current period is charged, if the new plan is more expensive, or credited, if it is cheaper, on the next invoice. If the new plan allows fewer people with access than currently have it, the administrator first chooses who keeps it; the others have their access paused, without their data being deleted. With annual payment, a change of plan is governed by the «Annual payment» paragraph.

The provider may change the published prices. For anyone with an ongoing subscription, the new price will only apply after they have been notified at least thirty (30) calendar days in advance, and they may cancel before it takes effect.

If a fee is not collected when due, access is maintained during a grace period of ten (10) calendar days; once that period has elapsed without payment being received, access is suspended in accordance with section 6.

Invoices. The provider issues an invoice for each payment, with VAT shown separately. Those for the subscription paid through Stripe are issued in Stripe in the provider's name and can be downloaded from «Manage payment and invoices», in «Your plan»; where, by agreement, payment is made in another way, the provider issues the invoice and sends it to the company's e-mail. The customer agrees to receive invoices in electronic form.

5. Cancellation by the customer and data recovery

The customer may cancel the subscription at any time from within the application, in the «Your plan» section of Company management. Cancellation may only be carried out by a person with the administrator role, and may be undone from the same section while contracted time remains.

Cancellation takes effect at the end of the period already paid for —the month or, with annual payment, the year—: the service remains available until that date and is not renewed afterwards. No refund is due for amounts corresponding to the current period, nor with annual payment, except in the case of the provider ceasing the service provided for in section 4.

While the service is in force, the application allows the main lists to be exported —fleet, projects, contacts, employees, clocking records, invoices, transaction history, balance and sale prices—; an administrator may download at any time, from Settings › Account, their company's data in a spreadsheet with one sheet per section; and uploaded documents (invoices, contracts, ID documents) are downloaded from the record of the vehicle or person they belong to.

«Termination» is the date on which the service ends: a) if the customer has cancelled, the last day of the paid period; b) if the provider withdraws access in accordance with section 6, the day on which it notifies the customer; c) if access is suspended for non-payment, the day on which thirty (30) calendar days of suspension have elapsed without payment being regularised. From termination, the provider keeps the company's data for thirty (30) calendar days, during which the customer's administrators can still sign in to download it from Settings › Account and request, from Support or at soporte@rechnia.com, a complete copy including uploaded documents, which the provider will deliver within that period. After that period, the data is deleted in accordance with the privacy policy, except for data that must be kept by legal obligation.

Right of withdrawal. The service is contracted between companies or professionals in the course of their business, so the fourteen (14) day right of withdrawal that consumer law grants to consumers (articles 102 et seq. of the consolidated Spanish General Consumer and User Protection Act) does not apply. If, exceptionally, the subscriber proves consumer status, they may withdraw from the contract within fourteen (14) calendar days of subscribing by writing to rechnia@rechnia.com, with a refund of what was paid for the unused period; in any event, any customer may cancel at any time under this section, and on the plans with a one-euro first month they may cancel during that month without ever being charged the full fee.

6. Suspension and withdrawal of access

The provider may suspend or withdraw access to the service, with no right to a refund of amounts already paid, in the following cases:

a) Non-payment of the subscription, once the grace period in section 4 has elapsed.

b) Use of the service for unlawful or fraudulent purposes, or purposes contrary to these terms.

c) Provision of false registration details or impersonation of a third party.

d) Actions that compromise the security, availability or integrity of the service or of other customers' data.

e) Assignment, resale or making the contracted access available to third parties without express authorisation, including the use of the same account by several people.

Suspension is temporary and reversible until termination: the data is kept and access is restored once the cause ceases; in the case of non-payment, when payment is received. While it lasts, only «Your plan», Support, these texts, Settings and the help remain open, and the customer's administrators can download their company's data from Settings › Account or ask support for a complete copy. Withdrawal is final and constitutes the termination referred to in section 5.

Except where the seriousness or urgency of the matter requires immediate action, the provider will notify the customer before withdrawing access and give them the opportunity to remedy the situation. In any event, the customer will be allowed to recover their data in accordance with section 5, unless a legal obligation prevents it.

7. Acceptable use

The customer undertakes not to use the service to store or process unlawful content, not to attempt to access other customers' data, not to carry out penetration testing without written authorisation, and not to use automated means that degrade the operation of the service.

The customer is responsible for ensuring that the processing of personal data they carry out through the application —in particular that of their own staff and their contacts— complies with applicable law and has an appropriate legal basis, under the terms of the data processing agreement.

The external services the application queries when certain features are used (a vehicle check, routes, maps, help) have the allowances in section 4 and may be temporarily unavailable; when one does not respond, the application says so and continues to work without it. The market value is the provider's estimate based on published listings of similar vehicles, and the history contains only the services recorded by the manufacturer's official network that the provider holds, and the equipment is what the manufacturer declares for that VIN; none of them is an accident report or guarantees the condition, mileage or price of a vehicle.

Unlawful content and point of contact. Anyone may notify the provider, at rechnia@rechnia.com, of unlawful content stored in the service, stating where it is and why it is unlawful. The provider will examine the notice diligently and, if it removes or restricts content or access, will inform the affected customer of the reasons and how to challenge the decision. That same address is the point of contact for authorities and users for the purposes of Regulation (EU) 2022/2065 on digital services, in Spanish, Catalan or English.

8. Availability, support and backups

The provider will take reasonable steps to keep the service available, but does not guarantee uninterrupted or error-free operation. Maintenance downtime may occur, and will be announced in advance when scheduled.

Support: the customer may write to the provider from the support section of the application or at soporte@rechnia.com, and receives the reply through the same channel. Support is provided with reasonable diligence, without a guaranteed response time. Data about employees, customers or contacts and company documents should not be sent by e-mail: they belong inside the application. The reply given in the support section shows the name and e-mail of the provider's account that wrote it.

The application makes a daily backup of the database and of the uploaded files (documents and photos) and keeps the seven most recent ones, on the same server that hosts the service. It is a service continuity measure and does not replace the copies of their own information that the customer chooses to keep by means of the application's exports.

9. Customer data and content

The data and documents the customer enters in the application remain theirs. The provider processes them solely to provide the service, in accordance with the privacy policy and the data processing agreement, and keeps them separate from those of other customers, with two exceptions described in the privacy policy: the table of distances between addresses, which carries no reference to the company or the vehicle, and the checks that prevent the one-euro first month from being used twice.

The provider does not assign, sell or use the customer's data for its own or third parties' commercial purposes, nor use it to train artificial intelligence systems. What the built-in help sends to the artificial intelligence provider is the question the person types, together with the knowledge-base entries about using the program that deal with it and the previous turns of that same conversation; never the data stored in the application.

10. Switching provider and data portability

In accordance with Regulation (EU) 2023/2854 (the Data Act), the customer may request at any time, from Support or by writing to soporte@rechnia.com, that their data be delivered so that they can take it to another provider or to their own systems, or that it be deleted. No notice beyond that of cancellation under section 5 is needed, and the provider charges nothing for switching, exporting or delivering the data.

All the data that the customer and their staff enter or generate when using the service is exportable —including that of the company and its configuration, projects, fleet, costs, contacts, carriers, employees, clocking records and their corrections, absences, payslips, job applications, invoices, expenses, calendar, support messages and the company's activity log— together with uploaded documents and photos. It is delivered in structured, commonly used and machine-readable formats: spreadsheets for records and the original files for documents. Not exportable, because they belong to the internal operation of the service and not to the customer: the program's code and configuration, the built-in calculation, municipality and reference-price tables, the help's knowledge base, the shared table of distances described in the privacy policy, and the server's technical and security logs. Nor are passwords or other access credentials delivered, not even encrypted, nor the provider's internal records of its own actions on the account; and each person's personal calendars, which not even the administrator sees inside the application, are not included in the company's copy: each person can take theirs by subscribing to it from another calendar.

From the request, the provider has a transition period of no more than thirty (30) calendar days to deliver the complete copy; during that period the service continues under the terms of the contract, and the provider gives the customer, and anyone the customer authorises, reasonable assistance with the switch, maintains the continuity and security of the service and reports known risks to that continuity. After the transition period, the customer has at least thirty (30) further calendar days to retrieve their data. If the customer has also asked to end the contract, it ends, and the customer is notified, when delivery is complete; once the retrieval period has elapsed, the provider completely deletes the customer's exportable data, except for data it must keep by legal obligation, and confirms this to the customer on request.

The infrastructure on which the data is processed belongs to Render Services, Inc., a United States company, with its servers in Frankfurt (Germany, European Union): because of their location they are subject to European Union and German law and, because of the nationality of their operator, may also be subject to United States law. To prevent access by third-country authorities that would conflict with European Union or Spanish law —including to data that is not personal—, the data is hosted in the Union, communications are encrypted and processing is governed by the processing agreement with that provider; if an authority of a third country requested access to customer data, the provider would only comply on the terms of article 32 of the Data Act and, unless the law prevents it, would first inform the customer.

11. Liability

The provider is liable for direct damages resulting from an attributable breach, up to the greater of these two amounts: the amount paid by the customer in the twelve months preceding the event giving rise to the claim, or twelve monthly fees of the plan contracted at that time.

Liability is excluded for loss of profit (the earnings the customer fails to obtain), loss of business opportunity or indirect damages, as well as for decisions the customer takes based on the application's calculations, which are supporting tools in accordance with section 2.

None of these limitations applies to wilful misconduct (damage caused on purpose), gross negligence (manifest carelessness), or cases in which the law does not allow liability to be limited.

12. Changes to these terms and record of acceptance

The provider may modify these terms. Substantial changes will be communicated by e-mail to the customer's administrator account at least thirty (30) calendar days before the date from which they apply to the customer, which the notice will state; until then the previous terms continue to apply. If the customer does not accept the changes, they may cancel the subscription before that date, and until the end of the period already paid the previous terms will continue to apply to them.

Each version of these texts bears its date of last revision, shown in the header of each document. When an access request is sent and when registration is completed, the accepted version is recorded together with the date and time of acceptance.

13. Governing law and jurisdiction

These terms are governed by Spanish law. Any disputes arising from them will be heard by the courts that have jurisdiction under the Spanish Civil Procedure Act.

Prevailing version

This document is an English translation of the original Spanish text, which is the one accepted and the one with contractual effect. In the event of any discrepancy between the two versions, the Spanish version prevails.