General Terms and Conditions

§ 1 Scope

These General Terms and Conditions ("Terms") apply to all contracts between Wendland-IT, owner M. Osman Kabbashi, Nemitzer Straße 15, 29494 Trebel, Germany ("Provider") and the customer or user ("User") regarding the use of the SaaS platform offered at conceptnote.eu.

Deviating terms of the User are not recognised unless the Provider expressly agrees to their validity in writing.

§ 2 Subject of the contract

With ConceptNote, the Provider offers an online platform that enables Users to maintain a master profile, generate CVs in standardised formats (including Europass, GIZ, World Bank STAR, UN P11), analyse terms of reference (ToR) and create AI-assisted methodology, work-plan and logframe drafts for bid proposals. The platform also offers a tender radar with a daily match digest from public sources.

The content is generated on the User's request and is to be understood as a drafting aid; the User checks and finalises the results themselves before they are submitted to funders or contracting authorities.

§ 3 Registration and account

Use of ConceptNote requires the creation of a personal account. The User is obliged to provide truthful and complete information when registering and to keep it up to date.

The User is responsible for keeping their access data (password, email account) confidential and is liable for all activities carried out via their account. If unauthorised use is suspected, the Provider must be informed immediately.

§ 4 Plans, remuneration and payment

ConceptNote is offered in the Solo Consultant and Consultancy Team plans. The respective valid prices and scope of services can be viewed at conceptnote.eu/#pricing. All prices are subject to statutory VAT.

Billing takes place monthly in advance via our payment service provider Stripe Payments Europe Ltd. The contract is automatically renewed for the selected billing period unless it is cancelled beforehand.

In the event of default in payment, the Provider is entitled to block access to the platform until the outstanding amounts have been settled.

§ 5 Services and availability

The Provider endeavours to achieve an average annual availability of the platform of 99%. Excluded from this are periods of scheduled maintenance, force majeure and disruptions that are beyond the Provider's control.

Scheduled maintenance work will be announced at least 48 hours in advance where possible. There is no claim to a specific availability unless expressly agreed in writing.

§ 6 User obligations / prohibited content

The User undertakes not to use the platform improperly — in particular not to post any unlawful, offensive, discriminatory or misleading content, not to infringe the rights of third parties (e.g. by uploading third-party ToR documents in breach of confidentiality clauses) and not to take any actions that impair the functionality of the platform (e.g. automated scraping, spam, circumvention of security mechanisms).

In the event of violations, the Provider is entitled to remove content, temporarily block the account or close it permanently.

§ 7 Rights to content

The User retains all rights to the content they enter (profile data, CVs, ToR documents, past performance, proposal drafts). The Provider only receives the usage rights required to provide the service (storage, processing, display in the User's account, transfer to AI processors to generate the requested suggestions).

AI-generated suggestions are available to the User for free use in their bid proposals.

§ 8 Liability

The Provider is liable without limitation for damages resulting from injury to life, body or health as well as for intent and gross negligence.

In the case of slight negligence, the Provider is only liable for the breach of essential contractual obligations (cardinal obligations), and then limited to the foreseeable damage typical of the contract.

ConceptNote provides drafting aids. The Provider assumes no warranty for the factual accuracy, completeness or suitability of AI-generated suggestions for a specific tender. The final responsibility for every submitted bid proposal lies with the User.

§ 9 Data protection

The Provider processes Users' personal data exclusively within the framework of the applicable data protection laws, in particular the GDPR. Details can be found in the privacy policy.

Insofar as the Provider processes personal data on behalf of the User, the parties will conclude a data processing agreement (DPA) pursuant to Art. 28 GDPR on request.

§ 10 Term and cancellation

Subscriptions are billed monthly and can be cancelled at any time to the end of the current billing period via the Stripe customer portal or by email to hello@conceptnote.eu.

The account can be deleted by the User at any time by means of a corresponding request. After cancellation, data is deleted or anonymised in accordance with the provisions of the privacy policy.

The right to extraordinary termination for good cause remains unaffected.

§ 11 Changes to the Terms

The Provider reserves the right to change these Terms with a notice period of at least 30 days. The changes will be communicated to registered Users by email. If the User does not object to the changes within 30 days of receipt of the notification, the amended terms are deemed to have been accepted.

§ 12 Final provisions

The law of the Federal Republic of Germany applies. For consumers, this only applies insofar as it does not restrict any mandatory statutory provisions of the state in which the consumer has their habitual residence.

The place of jurisdiction for all disputes arising from or in connection with this contract is, where legally permissible, the Provider's registered office.

Should individual provisions of these Terms be or become invalid, the validity of the remaining provisions remains unaffected.