Terms of Use for Smarter O2S

These terms govern the use of Smarter O2S, the Outlook web add-in provided by Smarter Business Solutions GmbH, Hochfeldgasse 5, 2822 Bad Erlach, Austria. The product supports filing emails, attachments and files and working with documents in SharePoint Online and OneDrive for Business within Microsoft 365. It is intended for businesses, public authorities and other organisations for their professional use.

The customer is the person or organisation acquiring Smarter O2S in its own name. Anyone accepting these terms for an organisation must have authority to do so. Technical Microsoft 365 administrator consent does not replace acceptance of the license agreement by an authorised contracting party. Assigning the add-in to employees does not by itself make them personally liable for payment.

This EULA applies to the new Smarter O2S Outlook web add-in. It does not replace agreements for the classic Office 2 SharePoint product or terms for other Smarter Business products. Individually agreed terms take precedence; the order and order confirmation determine, in particular, the scope of service, license quantity, price and term. Microsoft services and any Marketplace order are also subject to the applicable Microsoft terms.

The customer needs a suitable Microsoft 365 business or organisational account, the required Microsoft licenses, a supported Outlook client, internet access and access to the selected SharePoint or OneDrive destinations. Supported features and limitations are described in the Smarter O2S help. Microsoft licenses and Microsoft storage are not included under this EULA.

Installation and use may require approval by the Microsoft 365 administrator. Smarter O2S uses delegated permissions in the context of the signed-in account. Approving the app does not give a user additional access to other sites or documents. Individual actions depend on file type, client, tenant policies and the existing user permissions.

For the duration of a valid trial or paid license, the customer receives a non-exclusive right to use the product for its own business purposes within the authorised scope. Authorised users of the organisation may use the add-in within that scope. The tenant, user or other license scope agreed at purchase applies; a shared trial does not imply an unlimited paid tenant license.

Deployment and installation of the add-in, including its manifest, for authorised users are permitted. Circumventing license checks, unauthorised distribution or sublicensing, resale as a separate service, and modification or reverse engineering of the software are prohibited unless expressly agreed or permitted by law. Customers may, of course, process and share their own files and emails using the intended product features.

Rights to the software, its source code, design and our trademarks remain with Smarter Business Solutions and the respective rights holders. Separate open-source and third-party licenses remain unaffected. The customer retains its rights to the content it processes.

The free product trial lasts 14 days from its first successful activation for the Microsoft 365 tenant. It is associated with the tenant ID, not an email domain. Other users of the same tenant may sign in and use the remaining trial time; everyone shares the same end date. Reinstallation, another user account or a different contact address does not start a new trial.

The initiator confirms a business contact email address for setting up and evaluating the trial and accepts the terms of use. Other users do not need to register their own contact address for the same trial. Optional consent to additional product communications is separate and is not required for the trial.

There is no automatic conversion to a paid subscription and no automatic payment obligation when the trial is activated. After expiry, continued use of licensed features requires a suitable active license. O2S does not delete content already filed in SharePoint or OneDrive merely because the license expires. Access through Microsoft 365 remains subject to its permissions and retention rules.

A paid license requires a separate order. Price, currency, taxes, license scope, term, payment method and any renewal are disclosed before purchase in the specific offer or ordering process. This EULA sets no fixed prices, packages or minimum purchase quantities. Submitting a contact request on our website is not a paid order.

Where a purchase is made through Microsoft Marketplace or a reseller, billing, subscription management and purchase-related refunds follow that ordering channel and its applicable terms. Direct orders with Smarter Business Solutions follow the agreed payment terms. Making the add-in available in the Microsoft Store does not itself mean that a paid license is included or that a particular purchase channel is available.

Price changes do not retrospectively change agreed fees. Subsequent orders or renewals follow terms communicated in advance and validly agreed. Microsoft 365 costs are borne by the customer separately from the O2S license.

The customer may process only content for which it has the necessary rights and a lawful basis. It determines filing destinations, access rights, metadata, retention and backups in its Microsoft 365 environment. Filing suggestions assist with selection; they are not a binding business or legal classification.

Before filing, applying metadata or sharing, the user checks the destination, selected content, recipients and permissions. Settings for actions after successful email filing may categorise, move, archive or delete the original in Outlook. These settings must be checked before use. Our responsibility to perform the contract and our mandatory legal obligations remain unaffected.

Smarter O2S does not replace backups and, without a separate agreement, does not promise legally compliant archiving or fulfilment of particular retention requirements. The customer must not misuse the service, attempt unauthorised access or circumvent security and licensing mechanisms.

For the hosted version, we provide the web application through Microsoft Azure. The add-in transfers selected email and file contents to the chosen Microsoft 365 destinations; those contents are not stored as a content archive in the O2S web hosting or licensing service. Personal settings, favourites, filing history and metadata templates may be stored locally and in the user’s personal OneDrive. Self-hosted deployment requires a separate agreement.

For trial and license management, our licensing service processes the tenant association and license status. Explicit trial registration also processes the initiator’s confirmed contact address, acceptance of the terms and separate optional marketing consent. The license record includes activation and expiry times and registration evidence. The contact address is not a license identifier and does not replace the tenant ID.

The separate privacy notice explains purposes, legal bases, recipients, retention and data-subject rights. This EULA is not blanket consent to advertising or arbitrary data processing and does not replace a data processing agreement where one is required. Entra permission approval is not marketing consent either.

Support is available at support@smarterbusiness.at, through our contact form and through the linked Smarter O2S help. When reporting an error, provide the short support reference, the time and the affected Outlook client, but no passwords, tokens or confidential email or document contents.

We may provide security, compatibility and feature updates. Hosted updates may take effect without reinstalling the manifest; installation or permission changes may require an administrator action. Agreed essential services and statutory update obligations remain unaffected. Binding availability levels, response times or round-the-clock support apply only where separately agreed.

The agreed product description and documentation applicable to the ordered version determine the service owed. Announced enhancements or non-binding plans do not become part of the contract without agreement. Mandatory statutory warranty and update rights and expressly agreed guarantees remain unaffected.

The free trial allows the customer to assess whether Smarter O2S meets its requirements and fits its Microsoft 365 environment. Suitability for every particular purpose or uninterrupted operation at all times is not promised. Restrictions caused by Microsoft services, networks or tenant policies must be considered when assessing an error; they do not automatically exclude our responsibility.

We are liable under the applicable statutory rules for wilful misconduct, gross negligence and personal injury. Liability under mandatory product liability law, expressly assumed guarantees and other cases that cannot legally be limited remains unaffected. The following limitations do not apply to these cases.

For slight negligence, our liability is limited, to the extent permitted by law, to damage foreseeable and typical of the contract when it was entered into. Within that scope, lost profits and indirect consequential damages are excluded to the extent permitted by law and provided this does not unreasonably restrict compensation for breach of an essential contractual obligation. This provision sets no fixed monetary liability cap.

Data loss is not categorically excluded from liability. Statutory duties to mitigate damage and any contributory fault must be considered when assessing recoverable loss. Mandatory consumer rights remain unaffected even though the product is intended for organisations.

The trial license ends on the displayed end date without requiring cancellation. For paid licenses, the order and its applicable terms determine duration, renewal and notice periods. Uninstalling the add-in does not automatically cancel a paid subscription; cancellation must follow the agreed ordering or management channel.

In the event of a material breach, we may suspend affected access or terminate for cause after notice and a reasonable opportunity to remedy the breach. Immediate suspension limited to what is necessary may be appropriate to address a concrete security threat or comply with mandatory legal duties. We inform the customer where legally and practically possible. Statutory termination and refund rights remain unaffected.

When usage rights end, use of licensed features must stop. Previously filed content remains subject to the customer’s Microsoft 365 permissions and retention rules; expiry of the O2S license is not a deletion instruction. Separate privacy and retention rules apply to data in the licensing and contact management systems.

We may publish new versions of this EULA for future contracts. Publishing a revised version does not automatically amend existing agreements. Material changes to a current contract require a valid agreement or another applicable legal basis.

We inform the customer in advance of proposed changes and their intended effective date. This EULA does not treat silence or continued use alone as acceptance of amended contract terms. Technical product updates do not by themselves change agreed prices or usage rights.

Austrian law applies, excluding the UN Convention on Contracts for the International Sale of Goods. Mandatory protective rules, including applicable consumer protection, remain unaffected. This EULA does not impose exclusive jurisdiction to the detriment of a consumer.

If a provision is invalid, the applicable statutory rules take its place; the remaining terms continue to apply to the extent permitted by law. The German and English versions are intended to have the same meaning. The governing contract language follows the agreement made when entering into the contract; this EULA does not automatically give one language version precedence.