Terms of service

1. Who provides the service

Kolektro is provided by MCODE, obrt za računalno programiranje, vl. Matko Setnik, a sole proprietorship registered in Croatia. The provider details — registered seat, OIB, register entry and contact address — are at the bottom of this page and on every invoice we issue.

These terms form the contract between the provider and the customer. The Privacy policy applies alongside them, and for the processing of the customer’s client data, so does the Data processing agreement, which forms part of these terms.

2. Who these terms apply to, and how the contract is formed

Kolektro is offered to business customers only: accounting firms and other sole traders, companies and professionals who take the service for the purposes of their business. We do not conclude contracts with consumers within the meaning of consumer protection law.

By opening an account you confirm that you are taking the service for the purposes of your trade or profession, and that you are authorised to accept these terms on behalf of the customer you represent.

The contract is formed when you open an account and accept these terms. It runs for an indefinite period, with a monthly subscription and the right to cancel at any time. If it turns out a customer took the service as a consumer, we may terminate the contract and refund the unused part of any fee paid.

3. What the service does and does not do

Kolektro sends document reminders on the customer’s behalf, receives the documents a client uploads through the link, and shows the status per client and period.

Kolektro does not check whether documents are correct or complete, does not do the bookkeeping, does not file anything and does not deal with the authorities. We do not guarantee that a client will send a document, that they will send it in time, or that they will open the message at all. Responsibility for deadlines towards the tax authority and any other body remains with the customer.

Kolektro is not an archive or a long-term records system. Download anything you are required to retain into your own system; the retention periods that apply inside Kolektro are in the Privacy policy.

4. Account and customer obligations

• The customer enters its own client data and is responsible for its accuracy and currency.
• The customer warrants that it may send reminders to the addresses and numbers it enters, that is, that it has a basis for doing so in its relationship with the client.
• Kolektro must not be used for unsolicited messages or for any communication unrelated to collecting documents.
• Credentials are personal and must not be shared with anyone outside the customer.
• The customer is the controller of its clients’ data and is responsible for informing those clients about the processing.

The WhatsApp channel is currently not active and sends no messages. When we switch it on, messages will go only to clients for whom the customer has recorded an explicit WhatsApp opt-in in Kolektro. The customer collects that consent, must be able to evidence it, and must remove it as soon as the client withdraws it.

If a customer breaches these obligations we may restrict sending or terminate the contract — and for a serious breach, without notice.

5. Subscription, trial and billing

The trial runs 14 days, includes every Pro feature, needs no card, and nothing is charged automatically when it ends.

After the trial the subscription is paid monthly in advance, at the prices published on the pricing page. Billing and invoicing are handled by Stripe; you enter your payment details directly on Stripe’s page and we never see them.

The Starter plan is intended for up to 50 clients. Passing that limit does not block the service and does not stop reminders — we will get in touch about moving to Pro.

If a payment fails we notify you and the service keeps running for a further 14 days. If it is still unpaid after that, reminders stop going out. We do not delete data and documents immediately; the periods in the Privacy policy apply, and we will provide an export on request even after the subscription has ended.

6. VAT and cross-border sales

The prices published on the pricing page exclude VAT. VAT is charged where we are liable for it on the supply, at the applicable rate, and is always shown on the invoice.

• Business customers in another EU member state who provide a valid VAT identification number are invoiced without Croatian VAT, with the reverse charge applying, because the place of supply for this service follows the customer’s establishment.
• Customers outside the European Union are invoiced without Croatian VAT; any tax arising in their own country is theirs to bear.

You enter your tax number and billing details at checkout on Stripe’s page. Their accuracy is your responsibility: if a tax liability arises because a tax number was wrong or invalid, that liability is yours.

7. Cancellation and refunds

The trial runs 14 days and needs no card, so you pay nothing before you deliberately choose a plan. Because of that:

• Cancellation takes effect at the end of the paid period, and a period already started is not refunded pro rata.
• An amount charged after cancellation, charged twice, or charged in error on our side is refunded in full.
• If the service was unavailable for a prolonged time in a paid month for reasons on our side, we refund a proportionate part of that month’s fee.

Refunds are made through Stripe to the original payment method, as a rule within 14 days of the request being approved.

The consumer right of withdrawal within 14 days does not apply, because Kolektro does not conclude contracts with consumers. This does not affect any rights the customer has under mandatory law.

8. Availability

We do not agree a service level (SLA) and do not guarantee uninterrupted operation. We maintain the service with professional care and notify you by email to the account address about longer outages and planned maintenance.

The sending channels depend on outside providers and on the recipient’s network. We do not guarantee that a message will be delivered or that a client will open it. That is why the status board always shows what was sent and when, so a missed reminder is visible and can be re-sent by hand.

If you need a contractual service level, get in touch — we agree those separately and they are not part of these terms.

9. Limitation of liability

For damage caused intentionally or by gross negligence, and for damage arising from injury to personality rights, we are liable without limitation: such liability cannot be excluded or limited in advance under the applicable law.

In all other cases our total liability to the customer, across all claims combined, is limited to the amount the customer actually paid for Kolektro in the twelve months before the event giving rise to the damage.

We are not liable for:

• lost profit, lost business or loss of reputation;
• fines, default interest and other consequences of a missed deadline towards the tax authority or any other body;
• damage arising because a client did not send a document, or sent the wrong, illegible or incomplete one;
• outages of email, mobile networks or any other external channel and provider;
• loss of data to the extent the data can be restored from an export that was available to the customer.

Kolektro is a tool for reminders and collecting paperwork. It does not replace the customer’s own control of deadlines and does not take over the customer’s responsibility towards its clients or towards the authorities.

10. Data, confidentiality and data protection

How we process data is set out in the Privacy policy. For the customer’s client data, the customer is the controller and MCODE is the processor, processing it only on the customer’s instructions.

The Data processing agreement under Article 28 GDPR forms part of these terms and is concluded by accepting them when a firm is opened. Article 28(9) GDPR expressly permits electronic form, so no separate signature is required; we record which version you accepted and when. A customer that needs a separately signed copy for its own records gets one on request.

The data and documents a customer enters remain the customer’s. We do not use them for our own purposes, do not sell them, and do not use them to develop or train artificial-intelligence models. Each party keeps confidential the other’s business information that it learns under the contract.

11. Term, termination and data export

You may cancel the subscription at any time, at no cost and without giving a reason, through Stripe’s subscription management page or by writing to the contact address. Cancellation takes effect at the end of the paid period.

We may terminate the contract on 30 days’ notice, and without notice if the customer materially breaches these terms or fails to pay even after an additional period.

While the account is active you can download documents as a ZIP on every plan, and on the Pro plan also export client and request data as CSV. If you need an export when the contract ends, we will prepare one on request whatever your plan.

After the contract ends we keep data and documents for a further 30 days so an export is possible, and then delete them — no later than 60 days after termination. We delete them earlier on request.

12. Changes to these terms

We may change these terms. We will notify you of material changes by email to the account address at least 30 days before they take effect, and the change applies from the start of the first billing period after that notice period ends.

If you do not agree with a change you may cancel the subscription before it takes effect. Continuing to use the service after that means you accept it.

Changes required by law, and changes that do not reduce the customer’s rights (describing a new feature, a correction, a clarification), may take effect immediately. We do not change the subscription price within a period already paid for.

13. Governing law and disputes

These terms and the contract are governed by the law of the Republic of Croatia, excluding its conflict-of-law rules.

We try to settle disputes by agreement. Failing that, the competent court in the Republic of Croatia at the provider’s registered seat has jurisdiction.

These terms were drawn up in Croatian; the English translation is for understanding, and in case of any discrepancy the Croatian text prevails. If any provision is invalid, the rest remain in force and the invalid one is replaced by the provision closest to it in effect.

Provider details and contact

MCODE, obrt za računalno programiranje, vl. Matko Setnik

Registered seat

D. Cesarića 67, 31550 Valpovo, Hrvatska

OIB (tax number)

58358056658

Register

Obrtni registar, MBO 98583441

Email

hello@mcode.hr

Web

kolektro.com

Questions about this document, data requests and requests for a signed copy of the data processing agreement go to the address above.