Last updated: May 2026
1. Provider Identity
Qoncise is a software product operated by Theodoros Liokos, trading under the name Qoncise ("we", "us", "our"). These Terms constitute a contract between you and Theodoros Liokos. Upon registration of a legal entity, these Terms will be updated accordingly.
Provider / responsible person: Theodoros Liokos
Address: Ringstr. 18A, 12203 Berlin, Germany
Contact: contact@qoncise.io
VAT ID: DE367561658
2. Agreement
By creating a Qoncise workspace, accessing the platform at app.qoncise.io, checking the acceptance box during signup, or by written confirmation (including email) in response to these Terms being provided to you, you agree to these Terms of Service and the Data Processing Agreement incorporated herein. If you are accepting on behalf of an organisation, you confirm that you have the authority to bind that organisation to these terms.
B2B only: The platform is intended exclusively for professional and commercial use by organisations and their authorised representatives. It is not intended for use by individual consumers. Consumer protection legislation that applies exclusively to natural persons acting outside of a trade, business, or profession does not apply to these Terms.
3. Service Description
Qoncise provides a web-based platform for managing funded research and innovation projects, including associated timesheets, personnel, and financial tracking. The service is provided on a per-workspace, subscription basis. The platform is made available "as a service" — you access it via the internet and no software is installed on your systems.
4. Accounts and Workspaces
Each workspace is a separate, isolated tenant. The workspace owner is responsible for managing users, ensuring data accuracy, and ensuring that their use of the platform complies with applicable law — including GDPR obligations as Data Controller for their employees' personal data. You are responsible for maintaining the security of your account credentials and for all activity that occurs under your account. You must notify us immediately at contact@qoncise.io of any suspected unauthorised access.
User accounts are personal to the individual to whom they are assigned and may not be shared between or used by more than one person. The workspace owner is responsible for creating individual accounts for each user who requires access and for revoking access promptly when a user no longer requires it.
5. Subscription and Billing
Access to Qoncise requires an active subscription. Subscriptions are billed monthly per workspace at the rate displayed at the time of purchase, plus applicable VAT where required by law. Payments are processed securely by Stripe.
Auto-renewal: Subscriptions automatically renew at the end of each monthly billing cycle at the then-current rate unless cancelled before the renewal date. You will not receive a separate renewal notice for each cycle; it is your responsibility to cancel before renewal if you do not wish to continue.
Price changes: We may change subscription pricing for future renewals. We will provide at least 30 days' prior notice by email to the address associated with your account before any price change takes effect. If you do not accept the new price, you may cancel your subscription before the new rate takes effect without penalty; if you do not cancel, the new rate applies at your next renewal.
You may cancel at any time through your account settings; access continues until the end of the current billing period. No refunds are issued for partial months or unused periods.
Fair use for unlimited records: Where a subscription includes unlimited companies, employees, or other records, this allowance is intended for genuine internal use in managing funded research and innovation projects within the subscribed workspace. It does not permit artificial record generation, bulk storage unrelated to project management, resale, benchmarking, scraping, load testing, automated abuse, or use that materially exceeds reasonable operational needs for the workspace.
If we reasonably determine that usage creates excessive storage, processing, security, support, or infrastructure burden, degrades platform performance, or affects other customers, we may contact the workspace owner to discuss mitigation. Mitigation may include data cleanup, technical adjustments, rate limiting, reasonable usage limits, migration to a suitable commercial arrangement, temporary suspension of abusive activity, or termination if the issue is not resolved within a reasonable period.
6. Suspension and Termination
Non-payment: If a payment fails, we will notify you by email and may restrict or suspend access if the outstanding balance is not resolved within 14 days. If the workspace is suspended for non-payment, the workspace owner may use the platform's built-in export tools during a 30-day export window before permanent deletion or anonymisation from live systems, subject to legal, audit, backup-lifecycle, security, and claims-retention exceptions.
Termination for cause: We reserve the right to suspend or terminate your workspace immediately, without prior notice, if you: (a) materially breach these Terms; (b) use the platform in a manner that causes harm to us, other users, or third parties; (c) violate applicable law; or (d) provide false information during signup.
Termination by you: You may cancel your subscription at any time. Upon cancellation, your workspace remains accessible until the end of the paid billing period, after which it will be terminated and workspace data handled in accordance with Section 10.
7. Intellectual Property
Qoncise and all its components — including the platform, software, code, design, trademarks, and documentation — are the exclusive intellectual property of Theodoros Liokos, trading as Qoncise. Nothing in these Terms grants you any right, title, or interest in the platform beyond the limited right to use it as a subscriber during an active subscription. You may not copy, reproduce, reverse-engineer, decompile, modify, or create derivative works from any part of the platform.
8. Data Ownership and Controller/Processor Relationship
You retain full ownership of all data you enter into Qoncise. We do not claim any intellectual property rights over your content. You are the Data Controller for all employee and project data entered into the platform. Qoncise acts solely as a Data Processor, processing that data on your instructions to provide the service. All data is hosted on infrastructure operated by Amazon Web Services (AWS) located exclusively within the European Union (Frankfurt, Germany). This relationship is governed by the Data Processing Agreement (DPA), which forms a binding and inseparable part of these Terms. By accepting these Terms, you also accept the DPA. The DPA includes provisions for audit rights as required under Article 28 of the GDPR.
9. Your Obligations as Data Controller
As the Data Controller for your employees' personal data, you are solely responsible for: (a) ensuring you have a lawful basis under GDPR to enter your employees' data into the platform; (b) informing your employees that their personal data is processed using Qoncise as a processor; (c) handling all data subject rights requests from your employees directly; and (d) complying with all applicable data protection laws in your jurisdiction.
10. Data Deletion on Termination
Upon voluntary cancellation of your subscription, your workspace remains accessible until the end of the paid billing period. After termination, we provide a 30-day post-termination export window to export workspace data using the platform's built-in export tools. After that window, all workspace data will be permanently deleted or anonymised from live systems. You may request earlier deletion at any time by emailing privacy@qoncise.io. Encrypted backup copies are purged on the routine 7-day backup rotation following deletion from live systems. Retention may continue beyond that window where required by applicable law, pending legal claims, or audit obligations. We are not responsible for any data loss resulting from a failure to export data within the available export window. See Section 6 for data export and deletion arrangements during suspension or non-payment.
11. Confidentiality
Each party may receive confidential information of the other in connection with the use of the platform ("Confidential Information"), which may include business information, technical data, pricing, customer lists, and any other information designated as confidential or that a reasonable person would understand to be confidential given the nature of the disclosure. Neither party shall disclose the other's Confidential Information to third parties or use it for any purpose other than as necessary to perform its obligations under these Terms.
Each party shall protect the other's Confidential Information with at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care. This obligation does not apply to information that: (a) is or becomes publicly available through no fault of the receiving party; (b) the receiving party independently developed without reference to the disclosing party's information; (c) was lawfully received from a third party without restriction; or (d) the receiving party is required to disclose by law or court order, in which case it shall give the other party prompt written notice where legally permitted so that it may seek a protective order.
These confidentiality obligations survive the termination or expiry of these Terms.
12. Acceptable Use
You agree not to: (a) attempt to gain unauthorised access to the platform, other workspaces, or our infrastructure; (b) use the service to process personal data without a lawful basis or without the knowledge of the individuals concerned; (c) reverse-engineer, decompile, copy, or resell any part of the service; (d) transmit malicious code, conduct denial-of-service attacks, or interfere with the platform's operation; or (e) use the platform in violation of any applicable law or regulation.
13. Warranty Disclaimer
The platform is provided "as is" and "as available" without warranties of any kind, express or implied. To the maximum extent permitted by applicable law, we expressly disclaim all implied warranties, including warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the platform will be error-free, uninterrupted, or free from security vulnerabilities. You use the platform at your own risk.
14. Limitation of Liability
To the maximum extent permitted by applicable law, Qoncise shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of data, or business interruption, arising from your use of or inability to use the platform, even if we have been advised of the possibility of such damages.
For cases of ordinary negligence (einfache Fahrlässigkeit), our total aggregate liability for any and all claims arising under or in connection with these Terms shall not exceed the total subscription fees paid by you in the 12 months immediately preceding the event giving rise to the claim.
The above limitation does not apply to: (a) damages resulting from gross negligence (grobe Fahrlässigkeit) or wilful misconduct (Vorsatz); (b) damages arising from breach of cardinal obligations (Kardinalpflichten) — i.e. obligations whose fulfilment is essential to the proper performance of these Terms and on which you may reasonably rely — in which case liability is limited to foreseeable, contract-typical damages; (c) liability for death or personal injury caused by negligence; (d) liability under the German Product Liability Act (Produkthaftungsgesetz); or (e) any other liability that cannot be limited or excluded under applicable law.
15. Indemnification
You agree to indemnify and hold harmless Theodoros Liokos and Qoncise from any third-party claims arising out of: (a) your breach of these Terms; (b) your violation of any applicable law or regulation; (c) your processing of personal data without a lawful basis or in breach of your obligations as Data Controller; or (d) any data or content you enter into the platform that infringes the rights of a third party. This indemnity does not apply to the extent the claim arises from our breach of these Terms, our gross negligence, or our wilful misconduct.
We will notify you promptly of any such claim. You may assume control of the defence with counsel reasonably acceptable to us; we may participate in the defence with our own counsel at our own expense. Neither party may settle a claim that imposes any obligation or admission on the other without that party's prior written consent, which shall not be unreasonably withheld.
16. Force Majeure
We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: acts of God, natural disasters, pandemic, war, civil unrest, government action, power failures, internet or infrastructure outages (including outages by our hosting provider AWS), or cyberattacks. We will notify you as soon as reasonably practicable of any such event and its expected duration.
17. Service Availability and Support
We aim to provide a reliable service but do not guarantee uninterrupted access. We will provide reasonable advance notice of planned maintenance where practicable; emergency maintenance may be performed without prior notice where necessary to protect platform security or integrity. Unplanned outages will be communicated by email or other available channel as soon as reasonably practicable. Downtime does not entitle you to a refund except where required by applicable law.
For error reports and support requests, please contact support@qoncise.io. We will use commercially reasonable efforts to investigate and resolve material errors in the platform. Error notices should be submitted within a reasonable time of discovery. Support is provided by email on business days (Monday to Friday, excluding German public holidays). We do not guarantee specific response or resolution times.
18. Dispute Resolution
In the event of a dispute arising out of or in connection with these Terms, the parties agree to first attempt to resolve the matter in good faith through direct negotiation following written notification of the dispute to contact@qoncise.io. If the dispute cannot be resolved through negotiation, either party may refer the matter to the competent courts in accordance with Section 21.
19. Changes to These Terms
We may update these Terms from time to time to reflect changes to the service, applicable law, or our business practices. For material changes, we will provide at least 14 days' prior notice by email to the address associated with your account, unless a shorter period is required by law or to address an urgent security issue. The updated Terms will be published at app.qoncise.io. If you do not accept a material change, you may terminate your subscription without penalty before the change takes effect or within 30 days after we send notice of the change.
20. Severability
If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving the parties' original intent.
21. Governing Law and Jurisdiction
These Terms are governed by and construed in accordance with the laws of the Federal Republic of Germany, excluding its conflict of law provisions. The parties submit to the exclusive jurisdiction of the courts of Berlin, Germany for the resolution of any disputes arising out of or in connection with these Terms, without prejudice to any mandatory rights that cannot be excluded under applicable law.
22. Contact
For questions about these Terms: contact@qoncise.io
Theodoros Liokos, trading as Qoncise — Ringstr. 18A, 12203 Berlin, Germany — VAT ID DE367561658
