Quotien Application — Terms of Service

Effective: 30 July 2026 · Version 1.0

These terms govern use of the Quotien application — the signed-in product in which organizations run process interviews, build process maps, generate reports, upload documents, and optionally connect operational systems. They are entered into between Quotien Switzerland, 1950 Sion, Switzerland ("Quotien", "we") and the organization that registers a workspace ("Customer", "you").

By creating a workspace, or by using the application as a member of one, you agree to these terms. If you are agreeing on behalf of an organization, you confirm you are authorised to bind it.

1. The service

Quotien analyses how work actually happens in your organization and produces process maps, reports and supporting artefacts. Depending on configuration this may involve AI-assisted interviews, retrieval over documents you upload, voice input, and read-only connections to operational systems you authorise.

We may improve, change or discontinue features. Where a change materially reduces functionality you rely on, we will give reasonable notice.

2. Accounts, workspaces and administrators

A workspace belongs to the Customer, not to the individual who created it. Administrators may invite and remove members, connect and disconnect integrations, and access workspace content — including content authored by other members. You are responsible for who you make an administrator.

You are responsible for the accuracy of registration details, for keeping credentials confidential, and for activity under your accounts. Tell us promptly at hello@quotien.com if you believe an account has been compromised.

3. Acceptable use

You agree not to:

• use the service unlawfully, or in breach of the rights of others;
• upload content you have no right to disclose to us, or to process using AI;
• upload special-category personal data (health, biometric, political and similar) or payment card data, which the service is not designed to hold;
• attempt to access another organization's workspace or data;
• probe, scan or disrupt the service or its infrastructure, or circumvent access controls, rate limits or usage measurement;
• resell or provide the service to third parties except as expressly agreed.

We may suspend access where necessary to protect the service, other customers, or to comply with law. Where practical we will tell you first.

4. Your content

You retain all rights in the content you and your members provide — interview transcripts, captured process data, maps, reports, uploaded documents and data imported from systems you connect ("Customer Content").

You grant us the rights necessary to host, process and display Customer Content in order to provide the service to you, and to create the derived artefacts you ask for. This licence exists to operate the product and ends when the content is deleted, subject to the retention periods described in the privacy notice.

We do not use Customer Content to train AI models, and our AI subprocessors are contractually bound not to train on it. See the privacy notice for detail.

5. AI output is decision support, not a decision

This clause matters more than its length suggests.

Maps, reports, measurements and recommendations are derived from the evidence available — what interviewees said, what documents state, and what connected systems recorded. They are produced with automated assistance and may be incomplete or wrong. They are intended to support human judgement, not replace it.

Accordingly:

• you are responsible for reviewing and validating output before relying on it, and in particular before acting on it in a way that affects people, obligations or money;
• the service deliberately flags material it cannot evidence, and marks derived figures as requiring validation; treat those markers as meaningful;
• where output changes because the underlying data changed, the service reports the change rather than silently altering an artefact you already approved. It remains your decision whether to adopt it;
• we make no representation that output is complete, accurate, or suitable for regulatory, audit, employment, safety or financial purposes.

6. Connected systems

Where you connect an operational system (for example a service desk or issue tracker), you confirm you are authorised to do so and to have its data processed by the service.

Your records are read-only to us. The service reads records and their history in order to measure how work flows. It does not create, modify or close records — tickets, issues, incidents or their contents — in your systems. Some providers issue credentials that carry the permissions of the person who authorises them, so we recommend connecting with a dedicated read-only account.

One exception, and it is not a record. Where a provider supports it, the service registers a webhook subscription in your system at connection time, so that changes reach us promptly instead of being found on the next poll. That is a configuration object, it carries no content of yours, and it is the only thing the service creates. Registering it needs a permission beyond reading; if your credential does not grant one, the connection still works by polling.

You may disconnect at any time. Disconnecting stops further reading, removes the stored credential, and revokes the webhook's route into the service, so any delivery to it is refused from that moment. The subscription object itself may remain listed in your system and can be removed there; it can no longer deliver anything to us. Evidence already gathered remains in your workspace until you delete it, because it belongs to you rather than to the connection.

7. Data protection

Our handling of personal data is described in the privacy notice. For Customer Content we act as processor on your documented instructions, and a Data Processing Agreement incorporating the GDPR Art. 28 terms, our subprocessor list, and the EU Standard Contractual Clauses with the Swiss addendum is available on request at hello@quotien.com. Where the DPA and these terms conflict on the processing of personal data, the DPA governs.

Stored data and application compute are EU-domiciled. Some AI inference subprocessors are outside the EU; the privacy notice lists them and the safeguards that apply, and configuration options exist to keep inference within the EU.

8. Confidentiality

Each party will protect the other's non-public information with at least reasonable care and use it only for the purposes of this agreement. This does not apply to information that is public, independently developed, or lawfully obtained from a third party, nor where disclosure is legally required.

9. Fees

Where the service is provided under a paid plan, pilot agreement or order form, the commercial terms of that document apply — including fees, term and payment terms — and prevail over these terms where they conflict. Where no such document exists, the service is provided without charge and without any service-level commitment.

10. Availability and support

We aim to keep the service available and to respond to support requests promptly, but unless a separate agreement says otherwise the service is provided without a service-level guarantee. Planned maintenance, provider outages and emergency changes may interrupt access.

11. Our intellectual property

We retain all rights in the application, its models, prompts, methods, interfaces and documentation, and in anything we develop generally. Nothing here transfers those rights to you. Feedback you choose to send us may be used to improve the service without obligation to you; feedback is not Customer Content.

12. Term, termination and what happens to your data

Either party may stop using or providing the service at any time, subject to any separate paid agreement. We may terminate for material breach of these terms.

On termination you may export your Customer Content for a reasonable period; on request, or after that period, it is deleted subject to short backup-rotation and legal-retention windows described in the privacy notice.

13. Warranties and disclaimers

Each party warrants that it has the authority to enter into this agreement.

Otherwise, and to the extent permitted by law, the service is provided "as is" without warranties of any kind, whether express or implied, including merchantability, fitness for a particular purpose, non-infringement, or that the service will be uninterrupted, error-free or produce particular results.

14. Limitation of liability

To the extent permitted by law, neither party is liable for indirect, incidental, special or consequential loss, nor for lost profits, revenue, goodwill or data, however caused.

Each party's total aggregate liability arising out of or relating to this agreement is limited to the amounts paid or payable by you for the service in the twelve months preceding the event giving rise to the claim; where no fees have been paid, to CHF 1,000.

Nothing in this section limits liability that cannot lawfully be limited — including liability for intentional misconduct or gross negligence, for death or personal injury, or under applicable data protection law.

15. Indemnity

You will defend and indemnify us against third-party claims arising from Customer Content, or from your use of the service in breach of these terms or of applicable law. We will defend and indemnify you against third-party claims that the service, used as permitted, infringes that party's intellectual property rights. In each case the indemnified party must give prompt notice and reasonable cooperation.

16. Changes to these terms

We may update these terms. We will post the change here with a new version and date, and where the change is material we will give reasonable advance notice. Continuing to use the service after a change takes effect constitutes acceptance; if you do not accept, stop using the service and contact us about your data.

17. General

These terms, together with the privacy notice, any DPA and any order form, are the entire agreement between us on this subject. If a provision is unenforceable, the rest continues to apply. Neither party may assign this agreement without the other's consent, except as part of a merger or sale of substantially all assets. Failure to enforce a provision is not a waiver of it.

18. Governing law and venue

These terms are governed by the substantive law of Switzerland, excluding its conflict-of-law rules and the United Nations Convention on Contracts for the International Sale of Goods. The courts of Sion, Valais, Switzerland have exclusive jurisdiction, subject to any mandatory consumer or data protection forum that applies to you.

Quotien Switzerland, 1950 Sion, Switzerland Contact: hello@quotien.com