Terms KI-Pass

1. Provider and scope

The provider is headon, owner Onur Cirakoglu, Am Vogelsberg 8, 97922 Lauda-Königshofen, Germany (email: hallo@headon.pro, phone: +49 176 63040241, VAT ID DE266866658).

These terms apply to the use of the KI-Pass team version (/ki-pass/team) in all tiers, including the free tier. Conflicting terms of the customer do not apply.

Business customers only: the offer is exclusively for entrepreneurs within the meaning of § 14 BGB (German Civil Code), public-law entities and special funds. Consumers are excluded. By creating a company account, the customer confirms acting in a commercial or self-employed professional capacity.

2. Services and prices

The KI-Pass is a web application that lets a company train its staff on AI, record the AI tools it uses and an AI policy, and generate a record of evidence. All features are included in every tier; tiers differ only in the number of people per company:

• Free: up to 5 people, no payment, no term.
• Team: up to 25 people, €29 per month or €290 per year.
• Business: up to 100 people, €79 per month or €790 per year.

All prices are net, plus VAT. From 101 people we make an individual offer.

We continue to develop the KI-Pass and may change features as long as the agreed core – training, documentation and evidence for the booked number of people – is preserved.

3. Contract and payment via Paddle

The contract for the free tier is concluded when a company account is created.

Our order process is conducted by our online reseller Paddle.com. Paddle.com is the Merchant of Record for all our orders: Paddle sells the subscription, issues the invoice, collects payment and handles enquiries about payment, invoices and refunds. The Paddle Buyer Terms also apply to the purchase, which is concluded when the Paddle checkout is completed. We provide the service (higher number of people) once Paddle confirms the payment.

4. Term and cancellation

Paid subscriptions run for one month or one year, as chosen, and renew automatically for the same period until cancelled. They can be cancelled at any time via Paddle (buyer portal or Paddle support), effective at the end of the current billing period. The booked tier remains usable until then.

After the end, or if a payment fails, the free tier with up to 5 people applies again. Existing members and data are kept; further people can only join once the number drops below the limit or a paid tier is booked again.

The customer can end the free tier at any time by deleting the company (section 9). We may end use for good cause, for example in case of misuse.

5. Refunds

As we sell to businesses only, no statutory consumer right of withdrawal applies. Refunds are handled by Paddle under its refund policy, under which Paddle may refund at its discretion if the request is made within 14 days of the transaction. Please send requests to Paddle (buyer portal or support) or to us (hallo@headon.pro); we support justified requests. Statutory claims of the customer remain unaffected.

6. Availability

We operate the KI-Pass with customary care but do not promise any specific availability. Maintenance, security updates and outages at service providers (hosting, database, email) may temporarily restrict use. Planned maintenance is scheduled for low-usage times where possible.

7. Customer obligations

• Grant access only to own staff and contractors and protect sign-in emails.
• Provide accurate information about the company, people and AI tools used.
• Do not upload unlawful content and do not misuse or overload the service by automated means.
• The customer is the controller under the GDPR for personal data of its staff and informs them accordingly.

8. No certificate, no legal advice

The KI-Pass helps document AI training and rules. It is not a certificate, not an official recognition and not legal advice. Whether the documented measures suffice in a given case, for example for Art. 4 of the EU AI Act, is for the customer to assess.

9. Data processing, privacy and deletion

Where we process personal data on behalf of the customer, the data processing agreement (German) applies. Details are in the privacy policy.

Admins can delete the company in the settings at any time. This deletes the company and all associated data. An active subscription must be cancelled first; statutory retention of payment records is handled by Paddle.

10. Liability

We are liable without limitation for intent and gross negligence, for injury to life, body or health, under the German Product Liability Act and where we have given a guarantee.

For slight negligence we are liable only for breach of an essential contractual obligation (cardinal obligation), i.e. an obligation whose fulfilment makes proper performance of the contract possible in the first place and on whose fulfilment the customer may regularly rely. In that case, liability is limited to the typical, foreseeable damage. Otherwise, liability for slight negligence is excluded.

For loss of data we are liable only for the effort that would be required to restore it had the customer made regular backups.

11. Governing law and jurisdiction

German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. Place of jurisdiction for all disputes arising from this contract is, to the extent permitted by law, the registered place of business of headon. The purchase contract with Paddle is governed by the choice of law and jurisdiction in the Paddle Buyer Terms.