Terms and Conditions

5.1. The products offered

NeuroAI Advance S.R.L. sells on the website practical PDF guides in the field of applied artificial intelligence, as well as other downloadable digital products intended for professional or personal use.

Each product has a dedicated page including: the full description, the delivery format, the price expressed in Romanian lei (RON) and any additional specifications.

The prices displayed on the website may change at any time. The price applicable to an order is the one displayed at the moment the order is completed on the checkout page.

5.2. The technical steps of the order (Law 365/2002, art. 8)

The contract with the Consumer is concluded at a distance, by electronic means, through the following technical steps, which the website displays clearly and the User completes in a set order:

• Selecting the desired product from the /manuale list
• Opening the product detail page and reviewing the information
• Pressing the "Buy" button and being redirected to checkout
• Filling in the billing details (name, email, full address)
• Reviewing the order summary (product, total price, VAT if applicable)
• Ticking the box accepting these Terms and the Privacy Policy
• Ticking the express consent box for immediate delivery of the Digital Content and the loss of the statutory right of withdrawal (a box that is not pre-ticked — details at point 5.7)
• Pressing the "Place order" button and being redirected to the secure Stripe payment page (Stripe Checkout or embedded Stripe Elements)
• Entering the card details directly on the Stripe form (NeuroAI Advance S.R.L. neither receives nor stores card details)
• Payment confirmation through Stripe, automatic issuing of the tax invoice through Oblio and email delivery of the confirmation + invoice + download link

Once payment is completed and Stripe's confirmation is received, the contract is deemed concluded. You receive at the email address given in the order: the order confirmation, the electronic tax invoice issued through Oblio and the guide's download link (or the file as a direct attachment, as the case may be).

5.3. Storage of the contract and later access

The contract concluded by electronic means (the order confirmation, the tax invoice and these Terms in the version applicable at the time of the order) is sent to you in full by email once payment is completed.

NeuroAI Advance S.R.L. archives the invoice and the order confirmation for the period required by tax and accounting legislation. You can request a copy of the contract at any time at [email protected].

5.4. Identifying and correcting errors

Before you press the "Place order" button, the review page displays all the order details: the selected product, the total price, the billing address, the delivery email. You can return to the previous steps using the links on the page or your browser's navigation buttons to correct any error before placing the order.

After the order has been submitted, any change (e.g. correcting a typo in the billing address) can be requested by email at [email protected] and is handled in good faith.

5.5. Prices, VAT, invoicing

The prices displayed on the website are expressed in Romanian lei (RON). Depending on the operator's tax status at the time of purchase, the price does or does not include VAT — this is shown on the product page and on the invoice.

NeuroAI Advance S.R.L. issues an electronic tax invoice for every order, sent automatically to the email address given at checkout. B2B customers who want an invoice with their company details can use the dedicated fields in the checkout form.

The payment currency is RON. If you use a card issued in another currency, the conversion is performed automatically by the card's issuing bank at its own exchange rate — exchange rate differences are not attributable to NeuroAI Advance S.R.L..

5.6. Payment

Online payments are processed by Stripe Payments Europe Limited (Dublin, Ireland — the entity processing payments for European Union customers), certified PCI-DSS Level 1. Accepted methods are Visa, MasterCard and American Express bank cards, as well as the local payment methods progressively enabled through Stripe (Apple Pay, Google Pay, Link). Secondary anti-fraud processing may involve Stripe, Inc. (USA), certified under the EU-U.S. Data Privacy Framework.

NeuroAI Advance S.R.L. does not receive, store or have access to your card details. They are entered directly on Stripe's secure forms (Stripe Checkout or Stripe Elements), and Stripe sends NeuroAI Advance S.R.L. only the transaction confirmation (success/failure status, payment identifier, amount, date, card type — without the card number).

The electronic tax invoice is issued and transmitted to SPV/ANAF (the Romanian tax authority's system) automatically through Oblio Software S.R.L., a Romanian invoicing SaaS provider natively integrated with Stripe on the payment flow. B2C invoices are issued on the basis of the first name, last name and billing address, in line with the ANAF rules applicable to persons not registered for business purposes.

5.7. The right of withdrawal and the Digital Content exception

Under art. 9 of Emergency Ordinance (OUG) 34/2014 on consumer rights, the Consumer has the right to withdraw from a distance contract within 14 calendar days, without giving reasons and without incurring costs other than those provided by law.

However, under art. 16 letter m) of OUG 34/2014, contracts for the supply of Digital Content not delivered on a tangible medium are EXEMPT from the right of withdrawal if TWO strict conditions are met cumulatively:

• Performance began with the Consumer's prior express consent
• The Consumer acknowledged that they will lose the right of withdrawal once performance of the contract begins

5.8. Conformity of the Digital Content (OUG 141/2021)

Under Emergency Ordinance (OUG) 141/2021 on contracts for the supply of digital content and digital services, NeuroAI Advance S.R.L. ensures that the PDF guides delivered meet both the subjective requirements (matching the description, quantity, quality and functionality stated on the product page) and the objective requirements (fitness for the purposes for which a similar guide would normally be used, to the standards a reasonable Consumer would expect).

The guides are supplied in the most recent version available at the moment the contract is concluded. Subsequent updates of the content are not a contractual obligation for NeuroAI Advance S.R.L. unless expressly stated on the product page.

The minimum hardware and software requirements for viewing the guides are: a device with email access, a compatible PDF reader (Adobe Reader, Apple Preview, a modern browser or equivalent) and an Internet connection for downloading. NeuroAI Advance S.R.L. is not liable where viewing is impossible because the Consumer's computing environment does not meet these minimum requirements.

5.9. Remedies for lack of conformity

If the Digital Content is non-conforming (for example: a corrupted file, a file that cannot be opened, missing announced sections, illegible formatting, a download error attributable to NeuroAI Advance S.R.L.), the Consumer benefits from the remedies provided by OUG 141/2021, applied in sequence:

• Bringing into conformity — NeuroAI Advance S.R.L. remedies the issue free of charge and within a reasonable time (a maximum of 14 calendar days from the report) by resending the file, correcting the errors or supplying an updated version
• Proportionate price reduction — where the remedy is impossible for insurmountable technical reasons or would impose disproportionate costs on NeuroAI Advance S.R.L.
• Termination of the contract with a full refund of the amounts paid — within a maximum of 14 calendar days from the date NeuroAI Advance S.R.L. is informed of the Consumer's decision, using the same payment method as the purchase

Complaints about lack of conformity are sent to [email protected] with a clear description of the problem and, where possible, a screenshot or the error message received. We respond within a maximum of 15 calendar days.

The full refund procedure — the situations in which we return the money, what information to include in the request, the response and payment deadlines — is detailed in the Refund Policy, published at https://neuroai.ro/politica-rambursare.

5.10. The legal guarantee of conformity

The period for discovering a lack of conformity of the Digital Content varies with the mode of supply:

• Supply through a single act (e.g. a PDF guide downloaded once) — a minimum of 2 years from the date of delivery
• Continuous supply (e.g. a monthly subscription to a digital service) — throughout the contractual supply period

These periods are the minimums imposed by law and apply without prejudice to the Consumer's other statutory rights.

7.1. Description of the service

OutOfDesk is a web application dedicated to managing leave requests, planned absences and employee availability within an organisation. Its main features include:

• Registering the customer company and initial configuration (departments, managers, approvers)
• Adding employees to the application (name, email, role)
• Employees submitting leave requests
• Designated managers approving or rejecting the requests
• Viewing the centralised absence calendar at team and company level
• A complete history of requests, approvals and rejections
• Exporting reports in CSV / JSON format
• Email notifications through integration with the third-party service Resend

OutOfDesk is NOT a time-tracking system, does not issue payslips, does not calculate contributions and is no substitute for a full human resources system. It is a tool dedicated strictly to managing planned absences.

7.2. Prices and payments

• One-off activation fee: RON 199 (paid when the account is created)
• Monthly subscription: RON 5 for each active seat in the application (one seat = one employee with access)
• Prices are final, without VAT: NeuroAI Advance S.R.L. applies the special exemption scheme for small enterprises (art. 310 of the Romanian Fiscal Code)
• Billing: monthly, in advance. On activation, the activation fee is charged together with the subscription for the first month; thereafter the subscription is charged automatically at the start of each period, for the month ahead. The invoice is sent to the admin email address
• Payment method: bank cards through Stripe (automatic monthly charging after activation, via Stripe Billing) or bank transfer based on the Oblio invoice

The B2B Customer sets the number of seats on activation and can change it at any time from the administration panel. An employee cannot be added to the application beyond the number of contracted seats.

Changes to the number of seats mid-month are billed pro rata, starting from the day of the change: an increase generates an additional amount proportional to the days remaining in the current period, while a decrease generates a credit applied to the next invoice.

Prices may be changed with at least 60 calendar days' notice, sent by email to the admin address. If the B2B Customer disagrees with the new prices, it may terminate the contract without penalty before the change takes effect.

7.3. Licence to use

NeuroAI Advance S.R.L. grants the B2B Customer a limited, non-exclusive, non-transferable, non-sublicensable and revocable licence to use the OutOfDesk Application for the duration of the active subscription, exclusively for managing the absences of its own employees.

This licence:

• Does NOT transfer any ownership right over the source code, algorithms, architecture, database schema, graphical interfaces or other components of the Application
• Does NOT allow access to the source code or to the internal infrastructure
• Does NOT allow the creation of derivative works based on the Application
• Does NOT allow reselling, relicensing or redistributing access to unauthorised third parties

All intellectual property rights in the OutOfDesk Application remain exclusively and incontestably with NeuroAI Advance S.R.L., including (but not limited to): the source code, the processing algorithms, the database architecture, the Firestore schema, the graphical interfaces (UI/UX), the know-how, the methodologies, the trade secrets and any improvements developed during the contractual relationship.

7.4. Restrictions on use

The B2B Customer undertakes NOT to:

• Decompile, disassemble or reverse engineer any component of the Application
• Copy, redistribute, sell, license, rent or allow access to the Application to unauthorised third parties
• Use the Application to develop, directly or indirectly, a competing service
• Attempt to access areas of the Application for which it holds no permission (another customer's account, the backend, the admin panel, etc.)
• Upload to or store in the Application illegal content, malware, spam or unlawfully obtained data
• Use the Application to process employee data without a valid legal basis
• Circumvent the technical measures for security or for limiting the number of users

Breach of any of these restrictions constitutes grounds for immediate termination of the contract, by operation of law, without prior notice or formal demand, and may trigger the Customer's civil and / or criminal liability.

7.5. Service Levels

As at the publication of these Terms, the OutOfDesk Application runs on Google Cloud / Firebase infrastructure without a formal, contractually guaranteed Service Level Agreement (SLA). NeuroAI Advance S.R.L. makes commercially reasonable efforts to ensure:

• Availability on a "best effort" basis, with an internal target of at least 99% uptime calculated monthly
• Maximum response time for critical support tickets: 24 hours on working days (Monday-Friday)
• Maximum response time for standard support tickets: 72 hours on working days
• Maximum resolution time for critical issues: as fast as possible, depending on the nature of the problem, with transparent communication to the Customer

Service credits — in the event of prolonged unplanned unavailability exceeding 8 consecutive hours in a calendar month and attributable to NeuroAI Advance S.R.L. (excluding: force majeure, massive DDoS attacks, outages of third-party infrastructure providers, scheduled maintenance), NeuroAI Advance S.R.L. may, at its discretion, grant a service credit in the form of a discount on the next monthly subscription, capped at 30% of the value of the affected month. Granting service credits is the exclusive remedy for such situations.

Scheduled maintenance: announced by email at least 48 hours in advance and normally performed outside working hours (22:00-06:00), except for critical security patches, which may be applied without notice in order to protect customers.

For B2B Customers who need formal SLA guarantees (99.9% uptime, predefined contractual penalties, shorter response times), NeuroAI Advance S.R.L. can negotiate a separate contract at differentiated pricing.

7.6. Limitation of liability in the OutOfDesk B2B relationship

To the extent permitted by law, the liability of NeuroAI Advance S.R.L. for any damage arising from the use of the OutOfDesk Application is capped as follows:

• Maximum aggregate contractual liability: the total subscription amount actually paid by the B2B Customer in the 6 calendar months preceding the event giving rise to the damage
• Exclusions: NeuroAI Advance S.R.L.'s liability EXCLUDES loss of profit, indirect losses, punitive damages, reputational losses, opportunity cost, fines imposed on the B2B Customer by public authorities (including the Labour Inspectorate, ANAF, ANSPDCP) and the consequences of management decisions taken on the basis of information from the Application
• Management decisions: NeuroAI Advance S.R.L. is NOT liable for the decisions to approve or reject leave requests taken by the B2B Customer's users through the Application

7.7. Data reversibility and avoiding vendor lock-in

Upon termination of the contract, for any reason (expiry, termination by the Customer, termination by NeuroAI Advance S.R.L.), the B2B Customer has 30 calendar days from the termination date to export its data from the Application in an open standard format (CSV or JSON).

After the 30-day export window expires, the Customer's data is irreversibly deleted from NeuroAI Advance S.R.L. systems, except for data kept to meet legal obligations (invoices and accounting documents — for the period required by tax and accounting legislation).

NeuroAI Advance S.R.L. provides a complete export of the database free of charge on request, including during the active contract. The standard export format (CSV / JSON) is documented in the user manual and allows import into any third-party system supporting these formats, thereby avoiding any technological dependence (vendor lock-in).

7.8. Relationship with the Labour Code (Law 53/2003) and electronic signatures

The OutOfDesk Application is EXCLUSIVELY a technical tool for managing the information flow around employee leave requests and absences. It is NOT an advanced or qualified electronic signature system within the meaning of Regulation (EU) 910/2014 (eIDAS) or of Law (Legea) 208/2021.

Approvals and sign-offs performed in the Application through button clicks, checkboxes or electronic forms qualify, at best, as "simple electronic signatures". The evidentiary force of such actions before the courts or the Labour Inspectorate (ITM) is NOT automatically equivalent to that of a handwritten signature or of a qualified electronic signature, as provided by Emergency Ordinance (OUG) 36/2021, approved by Law 208/2021, on the use of electronic signatures in employment relations.

The obligation to validate the legality of internal procedures — including regulating the approval flow in the internal rules (Regulament de Ordine Interioară, ROI), obtaining the employees' agreement to the use of simple electronic signatures, and purchasing any qualified certificates for key personnel — rests EXCLUSIVELY with the B2B Customer (the employer). NeuroAI Advance S.R.L. accepts no responsibility for the decisions of supervisory authorities (ITM, ANAF, ANSPDCP, courts) regarding the formal validity of documents stored in or generated through the Application.

7.9. Electronic archiving (Law 135/2007)

The OutOfDesk Application operates as an OPERATIONAL DATABASE, not as an accredited electronic archive administrator under Law (Legea) 135/2007 on the archiving of documents in electronic form. NeuroAI Advance S.R.L. does NOT hold an electronic archiving centre licence and does not ensure the cryptographic integrity this law requires for the long-term archiving of documents with evidentiary value.

The B2B Customer is fully responsible for:

• Long-term archiving of HR documents in line with its legal obligations (the Labour Code, financial-accounting archiving, sector-specific regimes)
• Periodically downloading the data from the Application and securing it in its own systems
• Complying with the statutory retention periods (indicative example: a minimum of 5 years for approved leave requests, as part of the working time records, verifiable in the Labour Code)
• Contracting, where necessary, an accredited provider of electronic archiving services

The data export feature in OutOfDesk facilitates external archiving, but responsibility for choosing and operating a legally compliant archiving system rests entirely with the Customer.

7.10. Processing employee data — the Data Processing Agreement

For the personal data of employees processed in the OutOfDesk Application, the legal relationship between the parties under the General Data Protection Regulation (GDPR) is as follows:

• Data Controller — the B2B Customer (the employer): the one who decides WHAT data is processed and WHY. It establishes the legal bases, the purposes and the essential means of the processing.
• Data Processor — NeuroAI Advance S.R.L.: processes the data STRICTLY on behalf of and according to the instructions of the employer customer, by making the OutOfDesk Application available as a technical tool.

What the Data Processing Agreement is. In international practice it is also known as a "Data Processing Addendum", abbreviated "DPA". It is an annex required by law (art. 28 GDPR) whenever one company (the Controller) engages another company (the Processor) to process personal data on its behalf. The agreement lays down clear rules: what data is processed, how it is protected, who has access, what happens in the event of a breach, and what happens at the end of the contractual relationship.

Why it is mandatory. Without such a signed Agreement, the processing would not comply with the GDPR, and both the Controller (the employer) and the Processor (NeuroAI Advance S.R.L.) would be exposed to sanctions. Signing the Agreement protects both parties and satisfies an explicit legal requirement; it is not a bureaucratic formality but an indispensable contractual element.

NeuroAI Advance S.R.L. provides every active B2B Customer with a standard template of the Data Processing Agreement, detailing the elements listed below.

Our AI transparency commitments

• We inform users when they interact with an AI system, including in the context of any chatbot or conversational assistant we may introduce in the future
• We label synthetically generated content where technically possible and direct readers towards independent validation of critical information
• We ensure human oversight mechanisms for any process that could be reclassified as "high-risk" under the EU AI Act
• We do NOT use personal data collected through the website, forms, the AI Readiness Calculator or email correspondence as training data for our own or third-party AI models
• We do NOT send personal data to external language models (ChatGPT, Claude, Gemini, Copilot, etc.) without a separate written agreement with the User or the B2B Customer
• We update these Terms and the Privacy Policy as new applicable obligations emerge

Limitation of liability for AI-generated content

AI technology is prone to "hallucination" errors (plausible but incorrect information). NeuroAI Advance S.R.L. does not guarantee 100% accuracy of content generated with AI assistance, even after human validation. We recommend independent verification of critical information (legal, tax, accounting, financial, medical, safety-related technical information) by specialised professionals before taking any decision that could have significant consequences.

12.1. Amicable resolution

For any dispute concerning the use of the website or of NeuroAI Advance S.R.L. services, please contact us FIRST directly at [email protected]. We make reasonable efforts to resolve disputes amicably, responding within a maximum of 15 calendar days of receiving the written complaint.

12.2. Alternative Dispute Resolution (SAL) — applicable to Consumers

Consumers (natural persons) have the right to use Alternative Dispute Resolution procedures (in Romanian: Soluționarea Alternativă a Litigiilor, SAL), managed at national level by:

• The National Authority for Consumer Protection (ANPC), Alternative Dispute Resolution Directorate — forms and complaint submission at https://reclamatiisal.anpc.ro/
• The Regional Consumer Protection Commissariats — general complaints at https://anpc.ro

SAL procedures are free of charge for the Consumer and are designed to provide an amicable solution without going directly to court. The SAL decision is not binding unless the parties agree otherwise.

12.3. Note on the European SOL / ODR platform

The European Online Dispute Resolution (ODR) platform, operated by the European Commission under Regulation (EU) 524/2013, WAS PERMANENTLY CLOSED on 20 July 2025, as a result of Regulation (EU) 2024/3228, which repealed Regulation (EU) 524/2013. The platform no longer accepts new complaints, and the procedures in progress were completed by that date.

Consequently, ANPC Order (Ordinul) No. 449/2022 was amended by ANPC Order No. 270/2026 (published in the Official Gazette of Romania (Monitorul Oficial) No. 420 of 19 May 2026): the obligation to display the SOL pictogram was removed, and online traders display a single SAL pictogram, sized 250x50 pixels, linking to the electronic SAL platform available at https://reclamatiisal.anpc.ro/. NeuroAI Advance S.R.L. complies with this obligation through the SAL pictogram displayed in the website footer, on every page.

12.4. Competent courts

Where the dispute cannot be resolved through the amicable methods or through SAL, jurisdiction lies with the courts of Romania, as follows:

• For Consumers (natural persons): jurisdiction lies with the court of the Consumer's domicile, under art. 113 para. (1) point 8 of the Romanian Code of Civil Procedure
• For B2B Customers (legal persons): jurisdiction lies with the court of NeuroAI Advance S.R.L.'s registered office, on the basis of contractual freedom and of this forum selection clause

14.1. Severability

If any clause of these Terms is declared null, unlawful or unenforceable by a competent authority or by a court, the remaining clauses remain valid and fully applicable. The parties undertake to replace any annulled clause with a valid clause reflecting as closely as possible the original intention and the economic purpose of the parties.

14.2. Assignment

The User (Consumer or B2B Customer) may not assign the rights and obligations arising from these Terms to third parties without the prior written consent of NeuroAI Advance S.R.L.. NeuroAI Advance S.R.L. may assign its rights and obligations (for example, in the event of a corporate reorganisation, a sale of assets or a merger) with prior notification of active Users by email, at least 30 days before the assignment takes effect.

14.3. Communication between the parties

Official communications between the parties are made by:

• Email — to [email protected] (from the User to NeuroAI Advance S.R.L.) and to the address provided by the User in the form or in the OutOfDesk account (from NeuroAI Advance S.R.L. to the User)
• Post — to the registered office of NeuroAI Advance S.R.L., and to the address indicated by the User, respectively

Email communications are deemed received on the day they are sent, except for emails that bounce or are marked as spam by the recipient's server. For communications of a legal nature (e.g. withdrawal notices, formal complaints, termination notices), we recommend sending them by post with acknowledgement of receipt or by email with a read receipt request.

14.4. Entire agreement

These Terms, together with the Privacy Policy (including the Cookie section within it), the Data Processing Agreement (DPA, for OutOfDesk B2B Customers) and any specific contracts signed bilaterally between the parties, constitute the entire agreement between NeuroAI Advance S.R.L. and the User regarding the subject matter of these documents, superseding any previous oral or written agreements on the same subject.

In the event of a conflict between the provisions of these Terms and those of a specific bilaterally signed contract, the provisions of the specific contract prevail, except for clauses that contravene the mandatory legislation applicable to Consumers.