Self-Hosted Licence Terms | Chat with Work

1. Contracting party and scope

These terms govern licences to run Chat with Work on servers a customer controls (a "self-hosted install"). The hosted service at chatwithwork.com is governed by the Terms of Service instead. The licensor is PlentyLabs UG (haftungsbeschränkt) & Co. KG, Brunnenstr. 169, 10119 Berlin, Germany ("we"). The customer is the organization named in the Order Form and in its licence file ("you").

We license self-hosted installs only to businesses (§ 14 BGB), not to consumers.
A licence starts with an Order Form: a quote, order, or agreement we both accept in writing or by email, naming the installs, seats, term, and fees. Where an Order Form or a separate agreement we both signed says something different from these terms, it prevails.
Your own purchasing terms don't apply, even if we don't object to them.

2. What you license

The Software: the Chat with Work container image we make available to you, its updates, the cww command and install scripts, and the documentation that comes with them.
An install: one running copy of the Software with its own install id, generated when it's installed and named in its licence file.
A licence file: a file we sign for one install, naming you, the install id, its seats, and when it ends, and, if you want, where its error reports go.
Seats: the owners, admins, and members on the install, each person counted once however many organizations they belong to. Guests and bots don't count.

3. Licence grant

Subject to these terms and the fees, we grant you a non-exclusive, non-transferable, non-sublicensable right, for the licence's term, to install and run the Software for your internal business and that of your affiliates named in the Order Form, by up to the licensed number of seats.

Each licence file covers one install. Every further install, including staging or test installs, needs a licence file of its own; the Order Form says what it costs.
You may run it on servers you control or that a hosting provider or contractor runs for you, under your responsibility. Backups and a standby copy for restoring an install are fine, as long as only one copy serves people at a time.
If more people use the install than its seats, it keeps working and shows owners and admins a warning. Tell us, and we add the seats, billed pro rata for the rest of the term.

4. Restrictions

You may not:

offer the Software, or access to an install, to third parties as a service, or resell it, unless the Order Form allows it;
change, forge, or work around a licence file or its checks;
decompile or reverse engineer the Software, except where § 69e of the German Copyright Act (UrhG) permits it, or remove our notices;
share the registry access we give you, which is for your installs only.

Setting the Software up through the settings and environment variables its documentation describes is not a change to it. Open-source components in the Software stay under their own licences, which take precedence for those components. Chat with Work Desktop is open source under its own licence and isn't covered by these terms.

5. Delivery and installation

We give you access to the Software's image in our private container registry, on GitHub, and a licence file for each install. Every image is signed with our release key, and our installer refuses one that isn't.
You install it yourself following the install guide, or we install it on your server if the Order Form says so.
You're responsible for your servers, network, operating system, domain, and their security; for the model providers and the services your people connect, and your contracts with them; and for your backups and their keys. Our installer sets up daily encrypted backups to a place you choose.

6. The licence check, and when a licence ends

The install checks its licence offline: when it starts, whenever the file changes, and once a day. Nothing is sent to us to check it.
After a licence ends, everything keeps working for 30 days, and owners and admins see when new questions will stop.
Without a valid licence (missing, changed, issued for another install, or ended 30 days ago or more), the install refuses new questions and scheduled chats don't run. Every chat stays readable, shareable, and exportable.
Your data stays on your servers whatever the licence's state. We can't reach it, and the Software never deletes it because a licence ended.
Once a licence has ended and isn't renewed, you may keep the install running only to read and export your data.

7. Your data, and what an install sends us

What people put into an install, and what it reads from the services they connect, stays on your servers and with the providers you configure. We have no access to an install unless you give it to us, for example for support.
An install sends us only: once a day, a request for our signed list of releases at chatwithwork.com, which carries its version and shows us its IP address, and which your administrator can turn off; and error reports, only if your administrator turns them on or sends one by hand. Error reports carry error classes, code locations, routes, and user IDs, never what people asked, read, or are called, and no request bodies, query strings, headers, cookies, or IP addresses. An install that uses its own error tracker never reports to us.
Pulling images reaches GitHub's container registry, the model sync fetches RubyLLM's public model registry, and models and integrations reach the providers you configure, under those providers' terms. Model providers bill you directly; credits on an install are a budget you set for those bills, not something you buy from us.
You're the controller of the personal data on your install. Where we process personal data for you, such as in error reports or with access you give us for support, we sign a data processing agreement under Art. 28 GDPR on request. Our Privacy Policy describes what we receive from installs.

8. Updates

We publish releases when we have something to ship, each marked in a list signed with our key as fixing a security problem or not. Owners and admins see when a newer release is out.
You decide when to upgrade. On installs set up with our installer, releases that fix a security problem install overnight, after a backup, unless you turn that off.
We support the latest release and fix problems by publishing new releases. Updates may change or remove features, as long as the Software keeps the essential functions its documentation describes.

9. Support

Support is by email at support@chatwithwork.com, on business days in Berlin, in English or German. It covers installing, upgrading, and running the Software as documented, not your infrastructure, model providers, or the services you connect.
We answer as soon as we reasonably can. There are no response times, availability targets, service credits, or service levels unless the Order Form sets them. Report security problems as our vulnerability disclosure page describes.

10. Fees, invoices, and VAT

Fees are in the Order Form, for each install and term, usually per seat. We invoice them in advance for each term, and for added seats when they're added. Invoices are due within 14 days.
We issue invoices electronically, as PDFs by email, and you agree to receive them that way.
Fees exclude VAT, which we add at the applicable rate, or which you account for under the reverse charge where the law says so.
If an invoice is still unpaid 30 days after it was due and we've reminded you, we may stop issuing licence files and updates for the install until it's paid, and terminate under section 11.

11. Term, renewal, and termination

A licence runs for the term in the Order Form, 12 months unless it says otherwise. It renews for another term of the same length unless either of us gives notice by email at least 30 days before it ends. For each renewal we issue a licence file with the new end date.
Renewals are at the fees in the Order Form, unless we tell you of a change at least 60 days before the term ends.
A licence the Order Form makes perpetual has no end date and ends only by termination for good cause.
Either of us may terminate for good cause (§ 314 BGB). Good cause for us includes unpaid fees as in section 10, and use beyond sections 3 and 4 that you don't stop within 14 days of our notice.
When a licence ends, section 6 applies: new questions stop after 30 days, and your data stays yours.

12. Warranty

The Software substantially performs as its documentation describes for the release you run. Report a defect with a description of how to reproduce it, and we remedy it within a reasonable time with a new release, a fix, or a workaround. If we can't, you may reduce the fees for the affected install or terminate its licence.
AI answers may be inaccurate or incomplete; check them before relying on them. What models and integrations can do depends on the providers you choose.
Liability without fault for defects that existed when the licence started (§ 536a(1) BGB) is excluded. The warranty doesn't cover installs changed against the documentation, or problems a newer release fixes.

13. Liability

We're liable without limit for intent and gross negligence, for injury to life, body, or health, under the Product Liability Act, and under any guarantee we gave.
For slight negligence we're liable only for breach of an essential obligation (one that makes the contract possible and on which you regularly rely), limited to the damage typical and foreseeable when the licence was agreed, and in total to the fees paid or due for the affected install in the 12 months before the event.
For lost data, we're liable only for the effort of restoring it from the backups you're expected to keep.
Otherwise our liability is excluded. These limits also protect our employees and agents.

14. Confidentiality

Each of us keeps the other's non-public information confidential, including licence files, registry access, Order Form prices, and non-public documentation, during the licence and for 3 years after it ends.

15. Changes to these terms

A licence follows the terms in force when its Order Form or latest renewal was agreed. We may update these terms for later renewals. We'll tell you before your next renewal; the new terms apply from that renewal, and you can avoid them by giving notice as in section 11.

16. Law and venue

German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. The exclusive venue is Berlin courts. If a clause is invalid, the rest stays in force.

17. Contact

New licences: hello@chatwithwork.com. Support: support@chatwithwork.com.