Terms & Conditions

Terms and Conditions — Last updated: 29 October 2026 · German version

1. Scope & Parties

These Terms and Conditions ("Terms") govern the services provided by Aurora AI Solutions Studio UG (haftungsbeschränkt), Friedhofstr. 10, 70191 Stuttgart, Germany, registered at the Local Court Stuttgart under HRB 805284, VAT ID DE463430205 ("Aurora," "we," "us").

Aurora provides process consulting, AI process assessments with implementation roadmaps, client-side ERP project leadership, and the design and implementation of bespoke process automation and integrations. Maintenance, support and ongoing operation may be agreed separately. The individual proposal defines the commissioned services and their scope. An engagement may involve services without AI or services using AI as expressly agreed. Use of Aurora CapacityOS, a particular technical engine, a dashboard, a particular hosting environment or a model provider is not automatically included. CapacityOS-specific provisions apply only to expressly commissioned CapacityOS services.

By entering an engagement with Aurora (see Section 3) or using any surface Aurora provides to you, you ("Customer," "you") agree to these Terms. Aurora's Services are directed at businesses (Unternehmer within the meaning of § 14 BGB). Where a consumer (§ 13 BGB) exceptionally uses the Services, the mandatory consumer provisions referenced in Section 12 apply in addition.

Self-service software products offered by Aurora under their own terms, such as ChaseList (chaselist.helloaurora.ai), are governed exclusively by those terms; these Terms do not apply to them.

2. The Service

2.1 CapacityOS services

The following descriptions of functionality apply only to expressly commissioned CapacityOS process modules and to the agreed extent. They do not describe all other bespoke automation or integration services.

Implemented workflow modules operated through Aurora CapacityOS include:

• Agent workflows, built and operated by Aurora for the Customer, that carry out an agreed routine operation end to end — reading incoming messages and documents, checking them against the Customer's own reference material with named, cited checks, requesting missing items, and preparing reply drafts.
• The approval surface (cockpit), where the Customer's designated reviewers see each prepared action, its step-by-step run log with sources, and approve, edit, or reject it. No client-facing message is sent without explicit human approval. Each approval names the recipient before sending. The sole automatic message is a confirmation of receipt sent when a monitored mailbox receives a message — fixed text, containing no case content, not AI-drafted, and marked as machine-generated.
• A learning loop: corrections and rejection reasons given by the Customer's reviewers are distilled into standing rules the workflow follows from then on. These rules are visible to and editable by the Customer.
• Run records: every workflow run is traced step by step (what was read, what was checked, what was drafted, who approved) and retained as part of the service record.

The specific workflows in scope, the mailboxes or channels they watch, the reference material they use, and the reviewers who approve are defined per engagement (Section 3). Aurora may improve the underlying engine, models, and infrastructure at any time, provided the contracted service scope is maintained.

2.2 ERP project leadership and process consulting

Depending on the engagement, Aurora supports the client in clarifying requirements and responsibilities, managing the project and coordinating with implementation partners. The agreed scope may also include preparation for data migration, for example inventory, financial data or fixed assets; organising, supporting and documenting user acceptance testing (UAT); training and change activities; and preparing decisions on going live. These examples do not constitute a blanket commitment to provide all such services.

The proposal describes the agreed activities and deliverables. Where a specific result subject to acceptance is owed, the engagement must define that result and the corresponding acceptance criteria. The agreed substance of the services and applicable law govern, rather than the engagement's label alone.

An implementation partner remains responsible for its own technical services. Business approvals and go-live decisions remain with the client's designated decision-makers. Aurora remains responsible for properly performing its own agreed services. Business approval of UAT does not, by itself, constitute contractual acceptance of a service supplied by Aurora or an implementation partner.

2.3 Bespoke automation and integration

The proposal or an accompanying specification defines the scope, target systems, interfaces, data flows, agreed functionality and deliverables. This may include a bespoke user interface; a dashboard is not a prerequisite. Responsibilities for deployment, hosting, operation, maintenance, support and required licences are also agreed. Depending on the engagement, these responsibilities may lie with Aurora, the client or commissioned third parties. Ongoing operation by Aurora is not automatically included in implementation.

Where a specific result subject to acceptance is owed, the engagement specifies the scope, acceptance criteria, testing prerequisites and handover. The legal classification depends on the agreed substance of the services and applicable law. Acceptance of Aurora's deliverables does not replace the client's separate business or security approval for going live.

Where intended, the use of AI, external model APIs or CapacityOS and the necessary human review and approval steps are expressly specified. Descriptions of existing CapacityOS functionality do not promise equivalent functionality in a bespoke solution.

3. Engagements, Offers & Conclusion of Contract

Aurora's Services are contracted through an individual written offer or engagement confirmation (including offers issued via our invoicing platform or by email — each an "Offer"). Content on helloaurora.ai is an invitation to enquire, not a binding offer. A contract is formed when the Customer accepts an Offer in text form or when both parties sign an engagement document.

Current engagement forms include:

• Process consulting and assessment: consulting or assessment with the scope and documents or recommendations specified in the proposal. A commissioned AI process assessment ends with delivery of the agreed roadmap and accompanying documents. There is no obligation to commission subsequent implementation; assessment fees are credited only where expressly agreed.
• ERP project leadership and process consulting: project-specific support with agreed scope, deliverables, capacity, timing and fee model. No prior AI process assessment or automation engagement is required.
• Bespoke automation and integration: design or implementation of a client-specific solution with agreed scope, technical responsibilities and, where applicable, milestones and acceptance criteria.
• CapacityOS services: setup and, where agreed, operation of expressly commissioned CapacityOS process modules under the applicable specifications.
• Maintenance, support and operation: only to the extent, for the term and at the fees expressly agreed. Implementation alone does not establish an ongoing operating-services contract.

Where an Offer contains terms that deviate from these Terms, the Offer prevails for that engagement. Apart from prices expressly stated on helloaurora.ai, fees are quoted individually.

4. Fees, Billing & Taxes

• Payment methods. Recurring managed-operations fees may be collected via our payment provider Stripe. One-off fees for analyses, implementation modules, and milestones are payable by invoice, by the due date stated on the invoice. Aurora does not store your credit-card or bank-account details; payment data is processed by Stripe (see the Privacy Policy).
• Taxes. All fees are net of statutory VAT (Umsatzsteuer), which is added at the applicable rate. Aurora's VAT ID is DE463430205 and appears on every invoice.
• Late payment. Statutory default rules apply (§§ 286, 288 BGB). Aurora may suspend the Services for accounts with overdue undisputed invoices after reasonable notice.
• Fee changes. For managed operations, Aurora may adjust the monthly fee with at least six weeks' notice to the end of a monthly period; the Customer may terminate as of the date the change takes effect.
• Refunds. See the Refund Policy, which forms part of these Terms.

For consulting, ERP project leadership and bespoke automation or integration, the proposal specifies the fees, billing basis, payment schedule and any travel, licensing, hosting or other incidental expenses. Prices for other service categories do not establish rates or minimum purchase requirements for these services.

5. Customer Obligations & Cooperation

• Access and materials for CapacityOS services. The Customer provides, in the agreed form, the mailbox or channel access, reference documents, and business rules the workflow needs (Section 6). The Customer is responsible for the accuracy of the material it provides; the workflows check incoming cases against this material.
• Reviewers for CapacityOS services. The Customer designates the persons authorised to approve, edit, or reject prepared actions and keeps their access credentials confidential. Actions of designated reviewers are attributed to the Customer.
• Timely review for CapacityOS services. Prepared actions wait at the approval gate until decided. Service outcomes that depend on the Customer's review (e.g. same-day replies) require the Customer to decide pending items in reasonable time.
• Lawful use. The Customer uses the Services only for lawful purposes and in compliance with obligations that apply to the Customer's own business (professional rules, sector regulation, marketing/consent law for any outbound content the Customer approves).

Client cooperation in consulting and implementation projects. The client designates business contacts and decision-makers and provides the information, documents and lawfully granted access required for the agreed engagement. The parties agree the necessary test data, test environments, permissions, approval routes and documentation arrangements. Access must be limited to what is necessary; applicable segregation-of-duties requirements must also be observed during testing. Aurora will notify the client of material gaps or inconsistencies it identifies in these prerequisites. Effects on scope, timing or effort will be discussed; additional services require agreement. Aurora remains responsible for its own services.

6. Mailboxes, Delegated Access & Authority

The following provisions on process mailboxes, prepared actions and their approval apply to expressly commissioned CapacityOS process modules. Access, instructions and approval authority in other consulting and implementation projects are defined in the engagement and, where applicable, its data processing agreement.

Depending on the engagement, workflows either (a) operate on Aurora-provided workflow mailboxes to which the Customer directs the relevant traffic, or (b) operate under access the Customer grants to its own systems (e.g. a mailbox, folder, or label). For any access the Customer grants:

• the Customer warrants that it is entitled to grant that access and to have the contracted operations performed on the data reachable through it;
• where data of the Customer's own clients ("end-clients") flows through a workflow, the Customer warrants that its relationship with those end-clients permits this processing, and remains the responsible party toward them;
• the Customer can revoke granted access at any time; revocation may suspend the affected workflow until access is restored.

Every approval given by a designated reviewer constitutes the Customer's binding instruction to Aurora to carry out the approved action (e.g. send the approved reply to the named recipient). Aurora is not responsible for the business content of an action the Customer approved, provided Aurora executed it as approved.

7. AI Transparency & Responsible Use (EU AI Act, GDPR Art. 22)

This section concerns agreed AI functionality. Where the following statements describe approval interfaces, labelling or other CapacityOS features, they apply only to the corresponding commissioned CapacityOS services. For bespoke solutions, the intended use of AI, human oversight, permitted uses and necessary transparency measures are specified according to the actual functionality and use. A consulting or implementation engagement does not automatically include using AI to process client data. Statutory duties applicable to the actual use remain unaffected.

• Human in the loop. The commissioned CapacityOS services prepare drafts and recommendations; they do not take client-facing actions autonomously. The human approval gate is the operative safeguard under Art. 22(3) GDPR: no solely automated decision with legal or similarly significant effect is made about any person.
• Machine-readable marking. Messages sent through the CapacityOS services carry machine-readable markers identifying them as AI-assisted and human-reviewed, in line with Article 50 of the EU AI Act (Regulation (EU) 2024/1689).
• Risk classification. Aurora's good-faith assessment is that the CapacityOS services in the described configuration are limited-risk AI systems under the EU AI Act. Documentation supporting this assessment is available on request from info@helloaurora.ai.
• Prohibited uses. The Customer must not use the CapacityOS services for purposes that would place them in a high-risk category under Annex III of the EU AI Act — in particular, the Customer must not use CapacityOS workflow outputs to make automated decisions on creditworthiness, insurance eligibility or pricing, employment, or access to essential services. The commissioned CapacityOS services perform document intake and preparation, not scoring or automated approval/denial. If the Customer wishes to operate near such a boundary, it must agree the setup with Aurora in writing first.
• Onward disclosure. Where the Customer distributes AI-assisted output to its own audiences, any additional disclosure duties that apply to the Customer remain the Customer's responsibility.

8. Data Protection

Aurora processes personal data as described in its Privacy Notice. Data protection roles depend on the actual arrangements for each engagement. Where Aurora processes personal data on the client's behalf, the parties will enter into a data processing agreement under Article 28 GDPR before that processing begins. Aurora's corresponding standard DPA is available for expressly commissioned CapacityOS process modules. Other consulting, automation and integration services will, where necessary, be covered by an engagement-specific DPA and accompanying details of processing, safeguards and subprocessors. Commissioning a consulting or implementation service does not, by itself, authorise the use of Aurora CapacityOS, external AI services or other unagreed processing services for client data.

9. Intellectual Property

• Pre-existing technology and bespoke solutions. Rights in Aurora's pre-existing technology, methods, templates and tools remain with Aurora. Rights to use expressly commissioned CapacityOS interfaces apply to the agreed extent. For bespoke software, interfaces, dashboards or other client-specific technical deliverables, the proposal defines usage rights, handover of source code and documentation, and any third-party rights. Commissioning a bespoke solution neither makes it CapacityOS nor automatically transfers all rights in pre-existing components.
• Customer material. The Customer's data, documents, and reference material remain the Customer's. Aurora uses them only to deliver the contracted Services.
• Outputs. Approved outputs produced by the CapacityOS workflows for the Customer (e.g. sent replies, prepared records) may be used freely by the Customer in its business. Learned rules distilled from the Customer's corrections are part of the Customer's workflow configuration; Aurora does not use one customer's rules, documents, or data to serve another customer.
• Feedback. General suggestions about the Services may be used by Aurora to improve them, without obligation.

Project documents. Once the fees due for them have been paid in full, the client receives a non-exclusive, perpetual right to use the project documents created and delivered for the client under a consulting or implementation engagement for its own business purposes. This includes adapting them and sharing them with the client's service providers involved in the project for those purposes. Rights in pre-existing methods, templates and tools, and third-party rights, remain unaffected. Where such elements are incorporated into project documents, the licence includes their use as part of those documents. The proposal may grant additional rights.

10. Term & Termination

• Analysis and implementation-module engagements end when their agreed scope is delivered, or as stated in the Offer.
• Managed operations continue for the term stated in the Offer. Where the Offer provides for monthly renewal, either party may terminate in text form with effect from the end of the current monthly period, unless the Offer specifies a different notice period or minimum term.
• Termination for cause (fristlose Kündigung aus wichtigem Grund) remains unaffected for both parties.

For consulting and bespoke implementation services, the proposal defines the term, agreed capacity and termination arrangements. Statutory rules apply unless validly varied by agreement. On termination, the parties will coordinate handover of the current work, outstanding items and agreed project documents, together with data return or deletion and removal of access. Payment consequences are governed by the engagement and applicable law. The following provisions on deactivating CapacityOS process modules apply only to their expressly commissioned operation. They do not automatically deactivate a client-owned or separately handed-over solution.

• Consequences. On termination, Aurora deactivates the workflows, and data handling follows Section 8 and the DPA (return or deletion of Customer personal data, subject to statutory retention duties). Fees for periods already started are handled per the Refund Policy.

11. Availability, Support & Changes

The following commitments on automated monitoring, availability and maintenance concern only expressly commissioned CapacityOS operation. For other solutions, operation, monitoring, maintenance, personnel availability, working arrangements and support are agreed in the proposal; implementation alone does not create those commitments.

• Aurora operates the Services with continuous automated monitoring and alerting and restores service disruptions without undue delay. Unless a service level is expressly agreed in the Offer, Aurora does not guarantee a specific uptime percentage.
• Planned maintenance is announced in advance where it affects the Customer's workflows.
• Support is provided by email at info@helloaurora.ai on German business days.
• Aurora may modify these Terms for the future with at least six weeks' notice in text form; if the Customer does not object before the change takes effect, and Aurora pointed out this consequence in the notice, the change is deemed accepted for ongoing managed operations. Material changes to an agreed engagement scope always require the Customer's consent.

12. Consumer Right of Withdrawal (Widerrufsrecht)

If, exceptionally, a Customer is a consumer in the EU/EEA (§ 13 BGB), the statutory 14-day right of withdrawal applies (§ 355 BGB). For paid services, an existing right of withdrawal does not expire merely because performance begins. Early expiry on full performance requires the prior consent and acknowledgments required by law. The applicable statutory conditions and the withdrawal information supplied before the contract is concluded govern. Details and the withdrawal procedure are described in the Refund Policy.

13. Warranty & Liability

• Characteristics of AI-generated outputs. Where the agreed solution uses AI, its outputs may contain errors. Validation procedures, source display and human review or approval steps depend on the agreed use and specification. Expressly commissioned CapacityOS process modules additionally include the review and approval functionality agreed for them. These descriptions do not promise equivalent functionality in other solutions. Aurora's responsibility for proper performance of its own services and mandatory statutory duties remain unaffected.
• Unlimited liability applies for intent (Vorsatz) and gross negligence (grobe Fahrlässigkeit), for injury to life, body, or health, under the Produkthaftungsgesetz, and where a guarantee was expressly given.
• Simple negligence. For slight negligence, Aurora is liable only for breach of essential contractual obligations (Kardinalpflichten — obligations whose fulfilment makes the proper execution of the contract possible in the first place and on whose fulfilment the Customer regularly relies), and in that case limited to the foreseeable damage typical for this type of contract, capped at the total fees paid by the Customer for the Services in the twelve (12) months preceding the event giving rise to the claim.
• Exclusions. Subject to the above, liability for indirect damage, lost profits, and loss of data that would have been avoided by reasonable data backup on the Customer's side is excluded. Aurora is not liable for the business content of actions the Customer approved (Section 6), or for the consequences of inaccurate or incomplete material provided by the Customer.
• The above limitations also apply in favour of Aurora's legal representatives and vicarious agents (Erfüllungsgehilfen).

14. Indemnity

The Customer indemnifies Aurora against third-party claims, including reasonable legal defence costs, arising from (a) the Customer's breach of these Terms; (b) access grants the Customer (or an end-client authorised by the Customer) was not entitled to give; (c) claims by an end-client or other third party arising out of an action the Services performed pursuant to an approval given by the Customer or by a reviewer the Customer authorised (each such approval constituting the Customer's instruction); or (d) the Customer's use of outputs in violation of applicable law, including the prohibited uses in Section 7. The indemnity does not apply to the extent the claim is caused by Aurora's own breach of these Terms or of applicable data protection law.

15. Confidentiality & Force Majeure

Each party protects the other party's confidential information (including the Customer's business data and Aurora's technical and commercial information) at least with reasonable care, uses it only for the engagement, and discloses it only to persons who need it and are bound to confidentiality. Statutory disclosure duties remain unaffected. This obligation survives the end of the engagement.

Neither party is liable for failure or delay caused by circumstances beyond its reasonable control (force majeure), including natural disasters, war, government actions, pandemic, telecommunications or power failures, and outages of third-party AI or cloud infrastructure providers, provided the affected party informs the other and mitigates where reasonably possible.

16. Final Provisions

• Governing law: the law of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods (CISG). For consumers, mandatory protections of their state of habitual residence remain unaffected.
• Jurisdiction: where the Customer is a merchant (Kaufmann), a legal entity under public law, or has no general place of jurisdiction in Germany, the exclusive place of jurisdiction is Stuttgart, Germany.
• Text form (e.g. email) satisfies any writing requirement in these Terms unless statute requires stricter form.
• Severability: if a provision of these Terms is or becomes invalid, the remainder stays in force; the invalid provision is replaced by the statutory rules.
• Entire agreement: these Terms, the applicable Offer, the Refund Policy, the Privacy Policy, and — where concluded — the DPA/AVV constitute the entire agreement for the engagement.

17. Contact