Terms of service

1. Who you are contracting with

ProjectoFolio is operated by Invest At Will CommV, registered at Treurenborg 9, 2030 Antwerp, Belgium, company number 0843.200.313, VAT BE 0843.200.313 (“we”, “us”).

2. Your account

You need an account. You may create one with an email address and a password, or with a Google account.

• Give us an email address you control. Accounts created with a password must be verified by opening the link we email you.
• Keep your password to yourself. You are responsible for what happens under your account.
• One account is for one person. Do not share a login with your team — invite them to the project instead, which is what the roles are for.
• On the Business plan you can give another person who has their own Business account full access to your account (account sharing). While they are switched into it they work on your behalf and on your instructions: they can see and change every project you own and the pay rates and costs in Workforce & hours, and they can use the AI assistant in your projects. Before they can switch in for the first time they must confirm that they will handle your data, including workforce pay data, only on your behalf and on your instructions; if you remove them and add them again, they must confirm again. What they do there is recorded under their own name. They cannot delete your account, change its issuing identity, manage who it is shared with, change or cancel your plan or payment details, or replace, remove or test your AI key or change your AI consent. Who you give this access to is your decision, and what they do in your account counts as happening under your account, which you are responsible for. For the personal data in your account, including the pay and hours of the people you record, you decide who may see it and you are responsible for that choice. The only charge they can cause is AI use: their questions in your projects are charged to your Anthropic key, and you pay for them, because you chose to share and can remove them at any time. Access also ends on its own if either account leaves the Business plan.
• Tell us promptly at privacy@projectofolio.com if you think someone else has got into your account.
• We may suspend an account that is being used to break these terms, or that presents a security risk.

You must be 18 or over to use ProjectoFolio.

3. Projects, and who owns what

• The person who creates a project is its owner. Ownership cannot be transferred.
• The owner decides who is invited and with which role, and can remove members and delete the project.
• You keep ownership of everything you upload. We claim no rights in your files, photos, drawings or text.
• You grant us only the permission we need to run the service: to store your content, to display it to the people you have given access, and to transmit it between them. Nothing else. We do not use your content for advertising, publicity, or to train machine-learning models. The one time your content leaves our systems is when you use the AI assistant (section 6), which you switch on yourself.
• You are responsible for having the right to upload what you upload.

4. Acceptable use

Do not use ProjectoFolio to:

• store or share anything unlawful, or anything you do not have the right to share;
• infringe anyone’s intellectual property or privacy;
• store malware, or attempt to break, overload or circumvent the service’s security;
• attempt to reach projects or accounts you have not been given access to; or
• resell or sublicense the service.

5. The credentials vault

ProjectoFolio can store logins for third-party systems. Two conditions:

• Only store credentials you are authorised to store and share with the people on that project.
• Understand who can see them: anyone who can see a project’s content can reveal any credential in that project. Every reveal is logged. Set roles accordingly, and change third-party passwords when someone leaves the project.

We encrypt these entries at rest and log every access, but the decision about what to put in and who to let in is yours.

6. The AI assistant

The AI assistant is optional, off until you switch it on, and runs on your own Anthropic (Claude) API key. Anthropic is the only provider supported.

• You need your own Anthropic account. Your use of Anthropic’s service is governed by your agreement with Anthropic, not by these terms, and keeping to it is your responsibility.
• You pay Anthropic directly for what you use. We add no charge, take no margin and never see your Anthropic invoice. That is why the assistant is available on every plan, including Free.
• Using it sends data to Anthropic. The contents of the document you ask about, and the question you type, are sent to Anthropic to produce an answer. Do not use the assistant on material you are not permitted to disclose to a third party outside the EEA. That judgement is yours, and it covers your clients’ drawings and documents as much as your own.
• A project’s assistant runs on the project owner’s key. An owner who switches the assistant on for a project, and an owner who grants an individual member permission to use it, accepts the Anthropic charges that use generates — including charges run up by other members. We apply no spending cap on an owner’s behalf and cannot see the balance. To stop it, withdraw the member’s permission, switch the assistant off for the project, or remove the key.
• Keep your key confidential. We encrypt it at rest and never display it back after it is saved, but only you can revoke it, in the Anthropic console. Revoke it there if you think it has been exposed, and remove it here.
• Answers can be wrong. They are generated by a language model. Check anything you act on. Nothing the assistant produces is professional, engineering, legal or safety advice, and it does not replace your own review or sign-off.
• We may limit request rates to keep the service stable, and may withdraw or suspend the feature — for everyone, or for an account that misuses it.

7. Plans, prices and payment

• There are five plans: Free, Starter, Pro, Pro Extended and Business. Free costs nothing and needs no card.
• Starter at €3.99 per month, Pro at €9.99 per month and Pro Extended at €29.99 per month are quoted including VAT: the price shown is the total you are charged, and no VAT is added on top of it. Business at €49 per month is quoted excluding VAT: VAT is added at the applicable rate, so the amount charged is higher than the price shown. The current list is always on the Plans page.
• Paid plans are billed monthly in advance, automatically, until you cancel.
• Payment is handled by Stripe. We never see or store your card details. Your use of Stripe’s checkout is also subject to Stripe’s own terms.
• Plan limits — projects, storage, collaborators, tasks, checkpoints, categories and templates — are published on the Plans page and may change. Three things are features rather than numeric limits and are simply on or off for a plan: video upload; handovers and full exports; and account sharing. A project’s limits are set by its owner’s plan, not by yours.
• The AI assistant (section 6) is on every plan, Free included, and is not a plan limit — you pay Anthropic for it directly.
• Limits are enforced with a small grace band: you can go slightly over and everything keeps working, with a warning, until a hard cap where further additions are refused.

8. Changing or cancelling a plan

• Change or cancel at any time through Manage subscription on the Plans page, which opens Stripe’s customer portal.
• Cancelling stops the next renewal. Your access continues to the end of the period you have paid for, and then the account returns to the Free plan.
• Returning to Free does not delete anything. You keep every project, file, task and checkpoint, and everyone can still open them — but you cannot add more until you are back within Free limits.
• Subscription fees are non-refundable for the period already paid. You can cancel at any time and keep access until the end of the paid period. If you are a consumer in the EU, statutory withdrawal rights may apply and cannot be excluded.
• We may change prices. We will give account holders at least 30 days notice by email before a change affects a live subscription.

9. Data retention, deletion and end dates

• Every project has an end date. After it, the project becomes read-only for everyone until its owner moves the date forward. Nothing is deleted.
• A deleted file or project goes to a trash it can be restored from, and is then permanently erased. That window is 14 days on Free, 30 days on Starter and 180 days on Pro, Pro Extended and Business, set by the project owner’s plan. After permanent erasure, recovery is impossible — for us as well as for you.
• Deleted credentials-vault entries are erased immediately, with no trash.
• Removing your Anthropic API key deletes the stored key immediately. Anything already sent to Anthropic is held under your own Anthropic account’s settings, which we neither control nor can clear for you.
• We keep security records of sign-ins, failed sign-ins, sign-outs and credentials-vault reveals. Each one is erased from the database 90 days after the event, having first been copied to encrypted archive storage, and that archived copy expires 365 days after the event — after which nothing about it remains. The privacy policy sets this out in full.
• You can delete your account yourself at any time from Your account → Delete my account, or request deletion without signing in at projectofolio.com/delete-account.php. Deleting an account destroys every project you own — its files, tasks, quality-control records and every other member’s access to it — not just your own view of it. The account is deactivated at once and everything is permanently erased 30 days later; nothing is irreversible before that. Projects owned by other people are unaffected, and what you wrote in them stays with those members, attributed to a deleted user.
• Keep your own copies of anything you cannot afford to lose. ProjectoFolio is a working record, not a backup service.

10. Availability

We work to keep ProjectoFolio available, but we do not promise it will be uninterrupted or error-free, and we offer no service-level guarantee on any plan. We may take the service down for maintenance, and may change or withdraw features.

Priority support is included with the Business plan. Business plan customers receive a first response within two business days, and we usually reply sooner.

11. Our liability

To the fullest extent the law allows:

• ProjectoFolio is provided “as is”, without warranties beyond those that cannot be excluded by law.
• We are not liable for indirect or consequential loss, for lost profits, or for lost or corrupted data beyond our control.
• Our total liability in any twelve-month period is limited to what you paid us in that period.

Nothing here excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded. If you are a consumer, your statutory rights are unaffected.

12. Ending the agreement

You may stop using ProjectoFolio and cancel at any time. We may suspend or end your access if you materially breach these terms, and where it is reasonable to do so we will warn you first and give you a chance to put it right.

13. Changes to these terms

We may update these terms. We will post the new version here with a new date, and tell account holders by email before a material change takes effect. Continuing to use ProjectoFolio after that means you accept the change.

14. Governing law

These terms are governed by the law of Belgium, and the courts of Antwerp, Belgium have exclusive jurisdiction, except that a consumer may bring proceedings in the courts of their own country of residence where the law gives them that right.