Terms of service

Last updated: 9 October 2026 · Version 1.3

These terms are a contract between Capital AI Srl (P.IVA 13856590966; "we", "us") and the organisation that creates or uses a KaizenProof workspace (the "Customer", "you"). Contact: vincent@capital-ai.eu.

1. Business use only, and who accepts

1.1 KaizenProof is for businesses and other organisations. It is not offered to consumers.

1.2 By creating or using a workspace, the person doing so accepts these terms on behalf of the Customer and confirms that they have authority to do so.

1.3 The Data Processing Agreement is part of these terms and governs the personal data we process for you. The Privacy Policy explains what we do as controller.

2. Definitions

• Workspace: the space where the Customer's members use KaizenProof.
• Workspace owner and member: the two roles in a workspace.
• Friction: a work problem reported by a member.
• Customer Content: everything you and your members put into the workspace (frictions, answers, edits, check-in answers, "me too" entries, thanks, the workspace name and goal, invitations, and the workspace's brand on templates: the name, colours and logo a workspace owner sets, section 9.5), and the Output.
• Output: what the model produces from Customer Content: a waste category and its rationale, why questions, a root-cause statement, a countermeasure and what to measure, duplicate suggestions, and the sentence of the weekly summary.
• Active user: defined in section 6.

3. The service, as it is

3.1 What it does. A member describes a friction in plain text. The service suggests one of eight waste categories, asks up to seven "why" questions one at a time, proposes a root cause, and writes a countermeasure as a ticket, a procedure (SOP) or an automation specification. It first answers "should this step exist at all?". A member can copy or download the countermeasure as Markdown, mark it as in place, and answer check-ins by email or in the app at days 7, 14 and 30. A countermeasure confirmed at day 30 becomes a workspace standard. The workspace shows hours identified (figures members typed) and hours confirmed (figures from check-in answers) separately. Members can also download blank template files (Word, Excel, or a print view to save as PDF) carrying the workspace's brand (section 9.5). These files are made when they are asked for and are not stored by us.

3.2 What it does not do.

• No integrations. It does not connect to Jira, Linear, Slack, Microsoft Teams, Zapier or any other tool. Countermeasures are text you copy or download.
• No single sign-on (SSO) and no audit log. Sign-in is with a Google account or an email link.
• No voice input. Text only.
• No guarantee of outcomes. We do not promise that any countermeasure will save time or money, or that any figure shown will be achieved.
• The model never produces or changes a time figure. Every hour shown comes from what a member typed or confirmed.

3.3 Daily limits. To control cost and abuse the service applies automatic limits, including: a daily analysis allowance per workspace; a daily ceiling for the whole product, which, when reached, pauses analysis for all workspaces until 00:00 UTC; up to 500 new frictions per workspace per day; request-rate limits per user; and the invitation limits in section 8. When a limit is reached, what you typed is saved and analysis resumes after the limit resets.

3.4 Availability. We provide the service "as available", with no service-level commitment.

3.5 Changes to the service. We may change the service. We will not remove a core function (reporting, analysis, export, check-ins) from a paid workspace during its paid period without 30 days' notice.

3.6 Support is by email to vincent@capital-ai.eu. There is no telephone support and no guaranteed response time.

4. Accounts, workspaces and roles

4.1 Each person signs in with their own Google account or email address. The email address must be verified. Accounts are personal; do not share them.

4.2 A person belongs to at most one workspace at a time. Joining another workspace means leaving the current one; if the person was its only member, that workspace is deleted, and the screen says so with the number of frictions before they confirm.

4.3 Roles. A workspace has owners and members. Every member can read everything in the workspace, report frictions and copy or download countermeasures. The owner of a friction and any workspace owner can work on it. Only workspace owners can invite, remove members, change roles, rename, set the brand on templates, export or delete the workspace. A workspace with members always has at least one owner.

4.4 You control who is in your workspace. You decide whom to invite and whom to remove. When a member leaves or is removed, what they wrote stays in the workspace, shown as "Former member", and frictions they owned are handed to a workspace owner.

4.5 You are responsible for what happens under your members' accounts, and for telling us promptly at vincent@capital-ai.eu if you believe an account has been misused.

5. Free trial

5.1 A new workspace starts a 14-day free trial, with no payment card, and with the limits of the Department plan (up to 250 active users).

5.2 One trial per account. An account that has been a member of any workspace has used its trial. A new workspace created by that account starts with its trial already ended.

5.3 We may limit the number of new trials started each day across the whole product. On such a day, sign-up asks you to come back the next day.

5.4 When the trial ends without a paid plan, the workspace becomes read-only: members can still sign in, read every friction, countermeasure and check-in, and copy or download countermeasures; workspace owners can download all workspace data; the people allowed to delete a friction or the workspace can still do so. Nothing can be added or changed, analysis stops, invitations cannot be sent, and check-in emails stop. Nothing is deleted automatically. If we introduce a period after which read-only workspaces are deleted, we will publish it in these terms before it applies.

6. Plans and active users

6.1 Plans, per workspace per month, excluding VAT:

The price is charged in the currency shown at checkout. A workspace keeps the currency of its first payment.

6.2 The price is per workspace, not per user.

6.3 An active user is a member whose membership exists now and who used the workspace during the current billing period (during a trial, since the trial began). Invited people who have not joined, and removed members, are not active users.

6.4 The limit is applied when someone joins. A workspace at its limit cannot accept new members until it changes plan or someone is removed. A member who returns after a quiet period is never locked out, so a workspace can end a period above its limit.

7. Fees and payment

7.1 Business customers only. Paid plans are sold only to businesses and other organisations acting for purposes related to their trade, business or profession (section 1.1). The consumer rules of the Italian Consumer Code (D.Lgs. 206/2005), including the right of withdrawal from distance contracts, do not apply to these purchases. By buying a plan you confirm that you buy as a business.

7.2 Who pays, and how. A workspace owner buys a plan for the workspace through Stripe Checkout, a payment page run by our payment provider Stripe. Payments are taken by Stripe with the payment methods Stripe Checkout offers; we never see or store a full card or account number. Where Stripe offers SEPA Direct Debit, you authorise the debits by accepting a mandate on Stripe's page. Stripe records and keeps the mandate, and sends the notices of each debit that the SEPA rules require to the billing email address. These terms do not limit the rights you have against your own bank under the SEPA Direct Debit scheme. Checkout asks for the Customer's legal name and billing address and, for buyers in countries where Stripe supports one, a business tax ID (for example an EU VAT number).

7.3 Price and currency. The price is the monthly price of the plan in section 6.1, per workspace, in the currency of the workspace (section 6.1). Prices exclude VAT and other taxes.

7.4 Billing in advance, and renewal. The first month is charged when you buy, and each following month at the start of that month. The subscription renews automatically every month until it is cancelled. Paid access begins when the payment is confirmed; with a payment method that confirms later, such as a SEPA Direct Debit, this can take a few business days, and until then the workspace stays on its trial, or read-only if the trial has ended. Buying during the free trial starts the paid period at once; the days left of the trial are not added to it.

7.5 Changing plan. A workspace owner can switch between Team and Department in the Stripe Customer Portal (reached from "Plans and billing" in the app). The change applies at once. Stripe calculates the difference for the rest of the current month, and it is charged or credited on the next monthly invoice; it is not paid out as a refund. Moving to Team with more than 50 active users is possible, but the workspace then cannot accept new members until it is within the limit (section 6.4).

7.6 Cancelling. A workspace owner can cancel at any time in the Customer Portal. Cancellation takes effect at the end of the month already paid for; the workspace keeps full access until then, and afterwards becomes read-only as described in section 5.4. Nothing is deleted. No refund is given for part of a month, unless the law requires one. Deleting the workspace (section 13.2) cancels the subscription immediately, also without a refund for the rest of the month. If we charge you by mistake, for example twice for the same workspace, we refund the charge made in error.

7.7 Failed payments. If a monthly payment fails, the subscription is marked past due and the payment may be retried by Stripe. A workspace owner can update the payment method in the Customer Portal at any time. The workspace keeps full access for up to 21 days from the first failed payment. It becomes read-only, as described in section 5.4, when 21 days have passed without a successful payment, or earlier if the subscription is cancelled or stops for non-payment. Nothing is deleted. Buying a plan again restores full access. If a payment already made is reversed or returned (for example a SEPA Direct Debit that your bank returns or refunds), the amount remains due, and we may treat it as a failed payment from the day of the reversal.

7.8 Invoices. Stripe issues an invoice for each payment, which the workspace owners can see and download in the Customer Portal. We also issue the fiscal documents Italian law requires of us.

7.9 VAT. Capital AI is established in Italy. Prices exclude VAT, and the Customer pays any VAT due on top of them. For a business established in another EU member state that gives a valid VAT number, the supply is subject to the reverse-charge mechanism and no Italian VAT is charged; the Customer accounts for the VAT in its own country. For a Customer established in Italy, Italian VAT at the applicable rate is added. For Customers established outside the EU, VAT and other taxes are applied according to the rules that apply to the sale. You are responsible for giving us correct tax details, and for any tax that results if they are not correct.

7.10 Price changes. We may change the price of a plan. We will tell the workspace owners by email at least 30 days before a new price applies to an existing subscription. If you do not accept it, you can cancel before it applies (section 7.6). A price change never applies to a month already paid for.

7.11 These payment terms apply to purchases made from 7 October 2026, the date they were first published. The sentences on SEPA Direct Debit in section 7.2 and on reversed payments in section 7.7 were added on 9 October 2026.

8. Acceptable use

You and your members must not:

8.1 use the service for anything unlawful, or to harass, discriminate against or threaten anyone;

8.2 use KaizenProof to report on, evaluate or monitor the performance or behaviour of named individuals. It is a tool for improving processes, not for judging people. Describe the process, not the person;

8.3 enter special categories of personal data (health, religion, union membership, sexual orientation and the like), data about criminal offences, payment card numbers, passwords or other credentials;

8.4 enter information you are not allowed to share with us or with the providers listed on the sub-processors page, including content you are bound to keep confidential and may not disclose to service providers;

8.5 invitations: invite only people you know and who have a reason to join your workspace. Do not use invitations, the workspace name or any other field to send advertising or messages to strangers. The service enforces limits, and you must not try to get around them: at most 3 invitation emails from one workspace to one address, ever; at most 5 invitation emails per day from a workspace on trial (20 on a paid plan); at most 3 invitation emails to one address in any 7 days from all workspaces combined; and a product-wide daily limit. Workspace names may not contain links, web or email addresses;

8.6 create several accounts or workspaces to obtain further free trials or higher limits;

8.7 try to access another workspace's data, test or bypass security controls, or try to make the model reveal its instructions or act on another workspace;

8.8 overload the service, scrape it, or reverse engineer it except where the law allows;

8.9 use the Output in breach of the model provider's Usage Policy (Anthropic).

9. Customer Content

9.1 You own your Customer Content. We claim no ownership of it.

9.2 Licence to us. You give us a non-exclusive, worldwide, royalty-free licence, for the term of this contract and as long as we hold the content under section 13, to host, copy, process, transmit and display Customer Content only as needed to provide, secure and support the service for you, including sending it to the sub-processors on our list. We do not use Customer Content to train models, and we do not sell it. We may use counts derived from the service's usage records (for example how many frictions reached a countermeasure) that do not contain your content and do not identify you or your members.

9.3 Your responsibilities for personal data. You are the controller of the personal data in Customer Content (see the DPA). You are responsible for having a legal basis for it, for informing your members and anyone named in frictions, and for complying with employment law that applies to you, including any rules on tools that could be used to monitor workers and any consultation of employee representatives.

9.4 Model provider. Customer Content needed for analysis is sent to Anthropic, in the United States. Under Anthropic's Commercial Terms, Anthropic may not train models on that content.

9.5 Your brand on templates. A workspace owner can give the workspace a name, two colours and a logo (a PNG image) to be placed on the template files its members download.

(a) By uploading a logo or entering a name, you confirm that it is yours or that you have the right to use it in this way, including any trade mark, copyright or other right in it, and that our storing and reproducing it for you does not infringe anyone else's rights.

(b) You give us the limited right, as part of the licence in section 9.2, to store the logo and the name and to reproduce them on the documents the service generates for your workspace. We use them for nothing else: these terms do not allow us to show your brand to other customers, to name you as a customer or to use your logo in our own marketing.

(c) We may remove a logo or a name, or stop it being used on generated documents, if we reasonably believe that it infringes someone's rights or breaches section 8, including after a notice from someone who claims those rights. We will tell the workspace owners and give the reason, before removing it where we reasonably can and otherwise promptly afterwards. Notices about a logo or a name: vincent@capital-ai.eu.

(d) The brand is stored with the rest of the workspace, is visible only to the workspace's members, is included in the workspace data download (section 13.4) and is deleted with the workspace (section 13.3). A workspace owner can replace or remove the logo while the workspace is not read-only. The logo is stored without the metadata the uploaded file carried, such as text comments and camera or location data. Documents generated with your brand are yours; we keep no copy of them.

(e) This section applies from 9 October 2026 to a workspace created on or after that date. For a workspace created earlier, paragraphs (a) and (c) apply from 8 November 2026 (section 17).

10. Output

10.1 Output is a suggestion. It is generated by a language model. It may be incomplete, wrong or unsuitable for your situation, and two runs can give different answers. You are responsible for reviewing Output, including with a person where appropriate, before you use it, share it or act on it.

10.2 Output is not legal, financial, safety, HR or other professional advice.

10.3 Ownership. As between you and us, and to the extent we have rights in it, you own the Output, and we assign to you any rights we have in it. Output may be similar to output produced for others, and we give no assurance that it is protected by copyright or that it does not resemble third-party material.

11. Our rights

The service, its software, prompts, design and the KaizenProof name belong to Capital AI or its licensors. These terms give you only the right to use the service during your subscription or trial. If you send us feedback, we may use it without obligation to you.

12. Suspension

12.1 The automatic limits in sections 3.3 and 8.5 apply without notice.

12.2 We may suspend a workspace or an account, in whole or in part, if we reasonably believe that it breaches section 8, puts the security or availability of the service at risk, or that we must do so by law. We will tell the workspace owners and give the reason, before suspending where we reasonably can and otherwise promptly afterwards, and lift the suspension when the cause is resolved.

13. Term, termination and deletion

13.1 These terms start when you accept them and continue while a workspace exists.

13.2 You can end the contract at any time by deleting the workspace (any workspace owner, on the Workspace screen, after a recent sign-in and typing the workspace name).

13.3 Deletion is permanent. Deleting a workspace removes all its content at once: frictions and their history, countermeasures, check-ins, standards, thanks and credits, members, invitations, the brand on templates with its logo, and usage records. We keep no backups and cannot restore it. Copies held by our providers are deleted on their own schedules, set out in the Privacy Policy and the DPA.

13.4 Before deleting, export what you want to keep. A workspace owner can download all workspace data as a JSON file from the Workspace screen, and any member can copy or download each countermeasure as Markdown.

13.5 We may end the contract for material breach that is not remedied within 14 days of notice, or at once for a serious breach of section 8. We may end it for convenience with 60 days' notice.

13.6 Sections 9.1, 10, 11, 13.3, 15, 16 and 18 survive termination.

14. Confidentiality

Each party will keep confidential the other's non-public information that it receives under these terms and use it only to perform them. Customer Content is your confidential information. This does not prevent disclosures required by law, with notice where lawful.

15. Warranties and disclaimers

15.1 We will provide the service with reasonable care and as described in section 3.

15.2 Apart from that, and to the extent the law allows, the service is provided "as is" and "as available". We do not warrant that it will be uninterrupted or error-free, or that Output is accurate, complete or fit for a particular purpose.

15.3 Nothing in these terms excludes or limits a warranty or liability that Italian law does not allow to be excluded or limited.

16. Liability

16.1 Neither party is liable for indirect or consequential loss, loss of profit or revenue, or loss of data that a backup or the export in section 13.4 would have prevented.

16.2 Each party's total liability under these terms and the DPA, for all claims together, is limited to the fees the Customer paid us in the 12 months before the event that gave rise to the claim, or USD 100 if no fees were paid.

16.3 The limits in 16.1 and 16.2 do not apply to wilful misconduct or gross negligence (Art. 1229 of the Italian Civil Code), or to any liability that cannot be limited by law.

17. Changes to these terms

We may change these terms. We will publish the new version here with its date and version number at least 30 days before a change that reduces your rights takes effect. If you do not agree, you may end the contract before the change applies.

18. Governing law and courts

These terms are governed by Italian law, excluding the UN Convention on Contracts for the International Sale of Goods. The courts of the place where Capital AI Srl has its registered office have exclusive jurisdiction, except where the law gives a different court mandatory jurisdiction.

19. General

Notices to us: vincent@capital-ai.eu. Notices to you: by email to the workspace owners or in the app. You may not assign these terms without our consent; we may assign them to a successor of our business. If a clause is invalid, the rest remains. These terms, the DPA and the documents they refer to are the whole agreement on their subject.