Legal

Welcome to Conference Delegation Planner. These Terms and Conditions (“Terms”) govern your access to and use of the Conference Delegation Planner web application, website, and associated services (collectively, the “Service”) provided by RBS Responsible Business Solutions GmbH, Hegelgasse 13, 1010 Vienna, Austria.

By accessing or using the Service (including accepting an invitation and signing in to an Account), you agree to be bound by these Terms and acknowledge our Privacy Policy. If you do not agree to these Terms, do not use the Service.

• Service: The Conference Delegation Planner application, website, features, content, and related services.
• User (“you”): The individual or entity accessing or using the Service.
• We / Us / Company: RBS Responsible Business Solutions GmbH, a limited liability company registered in the Austrian commercial register under FN 439861f (Commercial Court Vienna), with its registered office at Hegelgasse 13, 1010 Vienna, Austria.
• Account: The account created for a User to access the Service.
• Firm Workspace: The tenant within the Service belonging to a law firm, in which that firm's conferences, delegations, and related data are managed.
• User Content: Any data, information, text, contacts, notes, meeting records, or other materials uploaded, entered, or generated by a User within the Service (including information about conferences, external contacts, meetings, and outcomes).

• You must be at least 18 years old and have the legal capacity to enter into this agreement.
• Accounts are invite-based and provided for use by law firms and their staff in the course of business. If you use the Service on behalf of an organization (e.g., a law firm), you represent and warrant that you have the authority to bind that organization to these Terms.
• You must provide accurate, current, and complete information during registration and keep your Account information updated.
• You are responsible for safeguarding your Account credentials and for all activities that occur under your Account. Notify us immediately of any unauthorized use.

• License: Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, non-sublicensable, revocable license to access and use the Service for your firm's internal business development purposes, specifically for planning and running conference delegations.
• Features: The Service includes features such as per-conference workspaces, contact management, templated outreach with a status pipeline, meeting scheduling with room booking and travel-time conflict checks, a conference-week day view (including offline support on your device), briefing packs, thank-you coordination, and per-conference statistics and exportable reports, as described on our website.
• Early access: The Service is currently provided in early access and free of charge, subject to reasonable technical usage limits. It is provided as-is during early access, without warranty of uninterrupted availability; we work to keep it reliable and will announce material changes in advance.
• Future fees: Should we decide to charge for the Service or any part of it in the future, we will notify registered Users well in advance by email and/or through the Service. You will never be charged automatically and no payment obligation will arise from your existing use of the Service: a payment obligation arises only if you expressly choose to subscribe to a paid plan at that time. If you choose not to subscribe, you will not owe us anything; we may, however, restrict or discontinue access to the Service or individual features for non-subscribing Users after the notice period.
• Changes: We reserve the right to modify, suspend, or discontinue the Service (or any part thereof). We will endeavor to provide reasonable advance notice of significant changes.
• Beta features: Certain automation, AI-assisted, or integration features may be released as beta functionality. Beta features may change, break, or be withdrawn at any time and should not be relied upon for mission-critical use.

• Ownership: You and your firm retain ownership of your User Content.
• License to us: You grant us a worldwide, non-exclusive, royalty-free license to host, store, use, reproduce, modify (e.g., formatting for display), and distribute your User Content solely for the purpose of operating, providing, improving, and securing the Service. We process it solely to provide the Service and never sell it.
• Responsibility: You are solely responsible for your User Content, including its accuracy, legality, and appropriateness. Specifically regarding contact information of third parties (lawyers, clients, referrers, and other conference attendees): you warrant that you have a lawful basis (e.g., legitimate interest for B2B communication, or consent where required by applicable law such as GDPR) to collect, store, and process this information using our Service, including using it for outreach, scheduling, and follow-up communications facilitated by the Service.
• You agree not to upload or generate User Content that is unlawful, harmful, threatening, abusive, defamatory, obscene, infringing, invasive of privacy, or otherwise objectionable.
• Backups: While we implement reasonable security measures, we do not guarantee that User Content will be immune from loss or corruption. You are encouraged to maintain your own exports of important User Content.
• AI-assisted output: AI-generated drafts, suggestions, or other automated outputs are provided for your convenience. You must review and adapt these materials before relying on them or sending them to third parties.

• The Service integrates with or relies on third-party infrastructure and processors (e.g., Supabase for database and authentication, Vercel for application hosting, and AI model providers for AI-assisted features).
• We do not control and are not responsible for the accuracy, availability, legality, or content of third-party data or services. Your use of third-party services may be subject to their respective terms and privacy policies.
• Travel-time estimates, scheduling suggestions, and AI-generated content are provided for planning purposes only and may not always be accurate or optimal. You are responsible for verifying schedules, travel times, contact details, and generated copy independently.

You agree not to:

• Use the Service for any illegal purpose or in violation of any laws.
• Attempt to access another firm's workspace or data — misuse of this kind leads to account termination.
• Reverse engineer, decompile, disassemble, or attempt to discover the source code of the Service.
• Resell, rent, lease, or sublicense the Service.
• Use the Service to send spam or unsolicited communications.
• Interfere with or disrupt the integrity or performance of the Service or its servers.
• Attempt to gain unauthorized access to the Service or related systems.
• Use automated means (like bots or scrapers) to access the Service, except as explicitly permitted by us.
• Use the Service in a manner that violates third-party terms of service or applicable professional conduct rules.

All rights, title, and interest in and to the Service (excluding User Content), including its software, design, text, graphics, logos, and underlying technology, are and will remain the exclusive property of RBS Responsible Business Solutions GmbH and its licensors.

Our collection and use of personal information in connection with the Service are described in our Privacy Policy (see below). The Privacy Policy informs you about how we process personal data in accordance with the EU General Data Protection Regulation (GDPR) and the Austrian Data Protection Act (DSG); it is provided for your information and does not require your contractual agreement.

• By you: You can stop using the Service at any time. You may delete your Account by contacting support.
• By us: We may suspend or terminate your access to the Service at any time, with or without cause, and with or without notice, particularly if you breach these Terms. We will generally provide notice and an opportunity to cure a breach, unless the breach is severe or poses an immediate risk.
• Effect: Upon termination, your right to use the Service ceases immediately. We may delete your Account and User Content shortly after termination or account closure, subject to our data retention policies outlined in the Privacy Policy. Provisions that by their nature should survive termination (including Ownership, Disclaimers, Limitation of Liability, Indemnification, and Governing Law) shall survive.

THE SERVICE IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS, WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS. WE DO NOT WARRANT THE ACCURACY, COMPLETENESS, OR RELIABILITY OF ANY CONTENT OR DATA OBTAINED THROUGH THE SERVICE, INCLUDING TRAVEL-TIME ESTIMATES, AI-GENERATED TEXT, OR CONTACT INFORMATION.

THE SERVICE DOES NOT PROVIDE LEGAL, TAX, OR COMPLIANCE ADVICE. YOU ARE RESPONSIBLE FOR ENSURING THAT YOUR USE OF THE SERVICE AND ANY COMMUNICATIONS GENERATED THROUGH IT COMPLY WITH APPLICABLE LAWS, PROFESSIONAL CONDUCT RULES, AND THIRD-PARTY TERMS.

The above disclaimers apply only to the extent permitted by mandatory Austrian law. If you are a consumer within the meaning of § 1 of the Austrian Consumer Protection Act (KSchG), your mandatory statutory rights — in particular statutory warranty rights (Gewährleistung, §§ 922 et seq. ABGB) — remain unaffected.

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL RBS RESPONSIBLE BUSINESS SOLUTIONS GMBH, ITS AFFILIATES, DIRECTORS, EMPLOYEES, OR AGENTS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS OR REVENUES, WHETHER INCURRED DIRECTLY OR INDIRECTLY, OR ANY LOSS OF DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM: (A) YOUR ACCESS TO OR USE OF OR INABILITY TO ACCESS OR USE THE SERVICE; (B) ANY CONDUCT OR CONTENT OF ANY THIRD PARTY ON THE SERVICE; (C) ANY CONTENT OBTAINED FROM THE SERVICE; OR (D) UNAUTHORIZED ACCESS, USE, OR ALTERATION OF YOUR TRANSMISSIONS OR CONTENT.

IN NO EVENT SHALL OUR AGGREGATE LIABILITY FOR ALL CLAIMS RELATING TO THE SERVICE EXCEED ONE HUNDRED EUROS (€100).

Nothing in these Terms excludes or limits our liability for (i) damage caused by intent (Vorsatz) or gross negligence (grobe Fahrlässigkeit), (ii) personal injury (death, bodily injury, or damage to health), or (iii) any other liability that cannot be excluded or limited under mandatory Austrian law, including the Austrian Product Liability Act (Produkthaftungsgesetz – PHG). The exclusions and the liability cap above apply only to damage caused by slight negligence (leichte Fahrlässigkeit) and only to the extent permitted by §§ 879 and 1295 et seq. ABGB and, if you are a consumer, the Austrian Consumer Protection Act (KSchG).

You agree to defend, indemnify, and hold harmless RBS Responsible Business Solutions GmbH and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable attorney's fees, arising out of or in any way connected with: (a) your access to or use of the Service; (b) your User Content (including claims related to privacy or intellectual property rights of third parties contained therein); or (c) your violation of these Terms or any applicable laws or regulations.

If you are a consumer, this indemnity applies only to the extent that you are responsible for the relevant violation under statutory law (in particular fault-based liability), and your statutory rights remain unaffected.

These Terms shall be governed by and construed in accordance with the laws of Austria, excluding its conflict of law rules and the United Nations Convention on Contracts for the International Sale of Goods (CISG).

For disputes with Users who are entrepreneurs (Unternehmer), the exclusive place of jurisdiction is the competent court in Vienna, Austria (Inner City).

If you are a consumer habitually resident in the European Union, you additionally enjoy the protection of the mandatory provisions of the law of your country of residence (Art. 6 Rome I Regulation), and the jurisdiction clause above does not apply to you — the statutory venues remain available (in particular § 14 KSchG and Articles 17–19 of Regulation (EU) No 1215/2012).

We reserve the right to modify these Terms. If we make material changes, we will notify you at least 30 days before the changes take effect (e.g., by email or through the Service), indicating what has changed.

If you do not agree with the revised Terms, you may object and terminate your Account free of charge at any time before the effective date. If you continue to use the Service after the effective date, having received notice of the changes and of the consequences of not objecting, the revised Terms apply to you.

• Entire agreement: These Terms and our Privacy Policy constitute the entire agreement between you and us regarding the Service and supersede all prior agreements or understandings.
• Severability: If any provision of these Terms is found to be invalid or unenforceable, that provision will be enforced to the maximum extent permissible, and the remaining provisions will remain in full force and effect.
• Waiver: Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights.
• Assignment: You may not assign or transfer these Terms without our prior written consent. We may assign or transfer these Terms without restriction.
• Notices: Notices to us should be sent to the contact information below. Notices to you may be sent to the email address associated with your Account or through the Service.

If you have any questions about these Terms, please contact us at:

RBS Responsible Business Solutions GmbH
Hegelgasse 13, 1010 Vienna, Austria
Email: support@ai-solutions-for-lawyers.com

RBS Responsible Business Solutions GmbH is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the Conference Delegation Planner web application, website, and associated services (collectively, the “Service”), in accordance with the EU General Data Protection Regulation (GDPR) and the Austrian Data Protection Act (DSG).

The data controller responsible for your personal data is:

RBS Responsible Business Solutions GmbH
Hegelgasse 13, 1010 Vienna, Austria
Commercial register: FN 439861f, Commercial Court Vienna (Handelsgericht Wien)
Email: support@ai-solutions-for-lawyers.com

• Account data: When an Account is created for you, we collect information such as your name, email address, and your firm's name.
• Workspace data: Information your firm enters to plan and run conference delegations, including conferences, delegation members, external contact information (names, emails, firms, roles), outreach status, meetings, room bookings, notes, and outcomes.
• Imported data: Information contained in files or lists that you instruct the Service to import. You are responsible for ensuring you have the right to provide this third-party contact information to us for processing.
• Communications: Information you provide when you contact us for support or give feedback.
• Usage data: Information about how you interact with the Service, such as features used, pages viewed, IP address, browser type, device type, and operating system. Optional analytics run only with your consent (see Section 8).
• Offline storage: During conference week, the day view stores your own schedule and any notes you record on your device until they can sync. This data stays on your device and contains only what you can already see in the app.

• Provide the Service: Operate the application, manage accounts, and enable features like outreach, scheduling, briefing packs, statistics, and report exports.
• Support: Respond to inquiries, provide support, and send service-related announcements (e.g., updates, maintenance) and administrative messages.
• Improve: Analyze usage patterns, understand user needs, develop new features, and troubleshoot issues.
• Security: Protect the security and integrity of the Service, detect and prevent fraud and abuse, and enforce our Terms and Conditions.
• Legal compliance: Fulfill legal requirements, respond to lawful requests from public authorities, and protect our rights.

• Performance of a contract (Art. 6(1)(b) GDPR): Processing necessary to provide the Service you requested and manage your Account according to our Terms and Conditions.
• Legitimate interests (Art. 6(1)(f) GDPR): Processing for purposes like improving the Service, security, and fraud prevention, provided these interests are not overridden by your data protection rights.
• Consent (Art. 6(1)(a) GDPR): Where we rely on consent (e.g., for optional analytics), you have the right to withdraw it at any time.
• Legal obligation (Art. 6(1)(c) GDPR): Processing necessary to comply with our legal obligations (e.g., tax laws, responding to legal process).

Third-party contact data: When your firm uploads or inputs contact information of third parties (lawyers, clients, referrers, etc.), your firm acts as the data controller for that information, and we act as a data processor on your firm's behalf, processing it based on your instructions to provide the Service features. Your firm is responsible for ensuring a valid legal basis for this processing under applicable laws.

We do not sell your personal data. We may share your information in the following circumstances:

• Service providers: With third-party processors who perform services on our behalf and who are bound by Data Processing Agreements pursuant to Art. 28 GDPR, in particular: Supabase (cloud database, authentication, and backend hosting in the European Union, Frankfurt), Vercel (application hosting), AI model providers (for AI-assisted features, where the data you submit for a given feature is shared only as necessary to deliver that feature), and transactional email delivery. These providers are authorized to use your personal data only as necessary to provide their services to us.
• Legal requirements: If required by law, regulation, legal process, or governmental request (e.g., subpoena, court order).
• Protection of rights: To enforce our Terms and Conditions, protect the security or integrity of our Service, and protect our rights, property, or safety, or that of our users or the public.
• Business transfers: In connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or a portion of our assets, your personal data may be transferred as part of that transaction, subject to standard confidentiality arrangements.
• With consent: We may share your information with third parties when we have your explicit consent to do so.

The application and its database are hosted in the European Union (Frankfurt). Where a service provider processes personal data outside the European Economic Area (EEA), we take appropriate safeguards, such as using Standard Contractual Clauses (SCCs) approved by the European Commission, relying on adequacy decisions, or other legally permitted mechanisms.

If you are located in the EEA or where similar rights apply, you have the following rights regarding your personal data:

• Access: Request access to the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete personal data.
• Erasure: Request deletion of your personal data under certain conditions.
• Restriction: Request restriction of processing under certain conditions.
• Portability: Request to receive your personal data in a structured, commonly used, machine-readable format, where technically feasible.
• Objection: Object to processing based on legitimate interests or for direct marketing purposes.
• Withdraw consent: Withdraw your consent at any time where processing is based on consent.
• Complaint: Lodge a complaint with a supervisory authority (in Austria, this is the Datenschutzbehörde: www.dsb.gv.at).

To exercise these rights, please contact us at support@ai-solutions-for-lawyers.com. We may need to verify your identity before responding to your request.

We use only strictly necessary cookies to sign you in and let the app work, plus optional, self-hosted, cookie-less analytics that load only with your consent via the cookie banner. Declining optional analytics does not restrict your use of the Service in any way. You can change or withdraw your choice at any time via “Cookies” in the footer, which reopens the consent banner. Your choice is stored locally in your browser, not on our servers.

We implement reasonable technical and organizational measures designed to protect your personal data from unauthorized access, use, alteration, or disclosure. These include encryption, access controls, and secure server environments. Each firm's workspace is strictly isolated from every other firm's, enforced by row-level security in the database. However, no internet transmission or electronic storage is 100% secure, so we cannot guarantee absolute security.

We retain your personal data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. This typically means retaining data as long as your Account is active and for a reasonable period afterward for backup, archival, audit, legal compliance (e.g., financial records), or dispute resolution purposes. You can request account deletion by contacting support, which will initiate the process of deleting your personal data according to our policies.

The Service is not intended for or directed at individuals under the age of 18. We do not knowingly collect personal data from children under 18. If we become aware that we have inadvertently collected such information, we will take steps to delete it.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on our website with an updated effective date, or by other means such as email or through the Service. We encourage you to review this Privacy Policy periodically.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

RBS Responsible Business Solutions GmbH
Hegelgasse 13, 1010 Vienna, Austria
Email: support@ai-solutions-for-lawyers.com

RBS Responsible Business Solutions GmbH
Hegelgasse 13, 1010 Vienna, Austria

Phone: +43 (0) 1 51 21 820-0
Email: support@ai-solutions-for-lawyers.com

Company register number (Firmenbuchnummer): FN 439861f
Commercial Court (Firmenbuchgericht): Commercial Court Vienna (Handelsgericht Wien)
Registered office: 1010 Vienna, Austria

UID-Nr. pursuant to § 28 Austrian VAT Act (UStG): ATU69938945

Trade supervisory authority (Gewerbebehörde): Magistrat der Stadt Wien
Membership: Austrian Federal Economic Chamber (Wirtschaftskammer Österreich)
Applicable trade regulations: Gewerbeordnung 1994, available at www.ris.bka.gv.at

Media owner and publisher: RBS Responsible Business Solutions GmbH, Hegelgasse 13, 1010 Vienna, Austria.
Business purpose: Development and provision of software solutions and related business services.
Editorial policy (Blattlinie): Information about the Conference Delegation Planner service.

We are neither obliged nor willing to participate in dispute resolution proceedings before a consumer arbitration board (§ 19 AStG).