General Terms and Conditions (GTC) for Konvio

Last updated: 3 June 2026

1. Scope

1.1 Applicability

These General Terms and Conditions (hereinafter the "Terms") govern the use of the SaaS platform Konvio (hereinafter the "Platform" or "Service") and apply to all contracts between Konvio e.U., Sackstraße 26, 8010 Graz, Austria, Commercial Register No. (FN) 676930k, Regional Court of Graz (hereinafter the "Provider") and the customer (hereinafter the "Customer").

1.2 B2B Restriction

The Service is intended exclusively for use by businesses and organisations (B2B). Use by consumers within the meaning of the Austrian Consumer Protection Act (KSchG) is not permitted.

1.3 Precedence of these Terms

These Terms apply in their respective current version. The Customer's conflicting or supplementary terms and conditions are hereby expressly rejected; they become part of the contract only if the Provider expressly agrees to their application in writing. Performance of services without objection does not constitute acceptance.

1.4 Amendments to the Terms

The Provider reserves the right to amend these Terms at any time. Existing Customers will be notified of material changes by email at least 30 days in advance. If the Customer does not object within 30 days of receipt of the change notification, or continues to use the Service after the changes take effect, the amended Terms are deemed accepted. The Provider will specifically draw attention to this consequence in the change notification. Should the Customer insist on its previous version, it may terminate its subscription without penalty. Changes to essential primary obligations or to fees require a separate agreement (see §5.3).

2. Scope of Services and Features

2.1 Description of the Service

Konvio is a cloud-based SaaS platform for event management and lightweight customer relationship management (CRM), designed primarily for career fairs and similar B2B events. The Service comprises the following core features:

Event management: Creation and management of events with registration forms
Form builder: Creation of custom registration and product forms
Booth management: Management of booth bookings and allocation
Lightweight CRM: Management of contacts, companies, and activity histories
Invoicing: Creation and management of invoices
Messaging: Communication between users and organisations
Catalogue management: Creation of event catalogues and pages

2.2 Software Ownership

The Platform, including all code, designs, features, databases, graphics, and documentation, remains in all respects the property of the Provider. The Customer receives only a non-exclusive, non-transferable, non-sublicensable right to use the Platform in accordance with these Terms.

2.3 Customer Data

The Customer remains the owner of all data it enters or stores on the Platform (hereinafter "Customer Data"). The Provider processes this data solely for the provision of the Service and in accordance with the privacy policy at https://konvio.app/datenschutz.

2.4 Restrictions on Use

The Service may not be used for the following purposes:

Violation of laws or regulations
Harassment, threatening, or discrimination of persons
Distribution of malware or harmful software
Unauthorised access to systems or data
Spam or phishing
Infringement of third-party rights

3. Registration and Account Management

3.1 Registration Process

Registration to use the Platform takes place by invitation (invite-only model). The Provider determines at its own discretion which organisations are granted access.

3.2 Account and Login Credentials

The Customer is responsible for:

The accuracy and currency of all registration data
Keeping the password and all login credentials confidential
All activities under its account
Notifying the Provider in the event of unauthorised access

3.3 Team Structure and Roles

The Customer may create a team and invite users with the following roles:

Owner: Overall responsibility, authorisation to delete the account
Admin: Management of all features
Member: Access to assigned features
Designer: Access to collateral and design features

The Owner bears sole responsibility for managing the account and controlling team access.

3.4 Account Restrictions

Each registration entitles the Customer to a single organisation instance. Multiple registrations of the same organisation are not permitted.

4. Usage Rights and Restrictions

4.1 Right Granted

The Provider grants the Customer the right to use the Platform during the subscription period for internal business purposes consistent with the original objectives of the Service.

4.2 Prohibited Activities

The Customer may not:

Copy, modify, or create derivative works of the Platform
Perform reverse engineering, decompilation, or disassembly
Share access with third parties (other than authorised team members)
Use the Platform commercially outside its intended purpose
Perform automated access (scraping, bots) unless expressly authorised

4.3 API and Integrations

An API (where available) is subject to additional terms of use. The Provider reserves the right to restrict or block API access where misuse is identified.

5. Subscription and Plans

5.1 Available Plans

The Customer may choose between various subscription plans. Each plan has different limitations regarding:

Number of events that can be managed per year
Number of contacts in the CRM
Available features and integrations
Support level

A current overview of the plans is available at https://konvio.app/pricing.

5.2 Fees and Billing

The Customer accepts the fees displayed on the website
Fees are invoiced monthly or annually (at the Customer's choice)
Annual subscriptions receive a discount (2 months free)
All fees are exclusive of local taxes, where applicable
Billing is carried out by SEPA direct debit or other payment methods offered

5.3 Price Adjustments

The Provider reserves the right to announce price changes with 30 days' notice. Price changes take effect at the earliest from the start of the next renewal period; the price remains unchanged during a term already paid for. Adjustments are based in particular on changes in general cost developments (e.g. the consumer price index of Statistik Austria) and on changed procurement conditions of subservice providers. Should the Customer reject the new pricing, it may terminate its subscription without penalty.

5.4 Payment Terms

Invoices are issued at the beginning of each billing period
Payment terms: net 7 days
In the event of payment default, default interest accrues at the statutory rate under §456 of the Austrian Business Code (UGB) (base rate plus 9.2 percentage points p.a.). The Provider reserves the right to claim higher actual damages and the costs of reminders, debt collection, and pre-litigation legal enforcement pursuant to §1333(2) of the Austrian Civil Code (ABGB)
The Provider may suspend the Service in the event of payment arrears after a reminder has been issued

5.5 Cancellations and Refunds

Subscriptions renew automatically. Cancellations must be made with 14 days' notice to the end of a billing period (see §8.3). No pro-rata refunds are granted unless the Provider has failed to deliver the Service.

5.6 Set-off and Retention

The Customer may set off only against claims that are undisputed or have been finally adjudicated. The Customer may exercise a retention right only in respect of counterclaims arising from the same contractual relationship.

6. Data Storage and Data Security

6.1 Retention Period of Customer Data

The Provider stores Customer Data for the duration of the contract. After the end of the contract:

Accounting and contract-relevant records within the meaning of §132 BAO (e.g. invoices, contractual records) are retained for the statutory retention period of 7 years.
All other Customer Data (e.g. CRM contacts, registrations, uploaded content) is deleted after the 30-day grace period pursuant to §6.3 and §8.6.

6.2 Data Security

The Provider implements industry-standard security measures:

SSL/TLS encryption for data transmission
Regular backup and recovery procedures (Bunny)
Access control and authentication
Regular security audits

Nevertheless, no security can be guaranteed to be 100% effective. The Customer is responsible for the security of its login credentials.

6.3 Backups

The Provider creates regular backups of Customer Data. After termination of the subscription, data is deleted following a grace period of 30 days, provided no statutory retention obligation exists. The Customer may export its data before this period expires.

6.4 Privacy Policy

All data processing is subject to the privacy policy at https://konvio.app/datenschutz. This forms an integral part of these Terms.

7. Processing of Personal Data

7.1 Data Protection Responsibility

The Provider acts as a processor (Art. 28 GDPR) for all Customer Data that contains personal data. The Customer remains the controller within the meaning of the GDPR.

7.2 Data Processing Agreement (DPA)

A data processing agreement (DPA) pursuant to Art. 28 GDPR is available at https://konvio.app/avv. By using the Platform, the Customer accepts the DPA in its respective current version.

7.3 Data Transfer and Subprocessors

The Provider uses exclusively service providers established in the EU:

Hosting: Hetzner (Germany)
Email delivery: Lettermint (Netherlands)
Backup and file storage: Bunny (Slovenia)

The Provider will inform the Customer of any intended addition or replacement of subprocessors and grants the Customer the right to object on important data-protection grounds (Art. 28(2) GDPR); in that case the Customer has an extraordinary right of termination pursuant to §8.5. Further details are set out in the DPA (§7.2).

8. Contract Term and Termination

8.1 Commencement of Contract

The contract begins on the date the Customer account is first activated.

8.2 Contract Term

Monthly subscriptions: Automatic renewal for one month unless terminated
Annual subscriptions: Automatic renewal for one year unless terminated

8.3 Notice Period

The Customer may terminate its subscription at any time with 14 days' notice to the end of a billing period. Termination must be made in writing by email to hello@konvio.app. The Provider will confirm receipt of the cancellation in text form; the time of receipt by the Provider is decisive for meeting the deadline.

8.4 Extraordinary Termination by the Provider

The Provider may terminate the contract immediately without observing a notice period if:

The Customer registered in order to commit a criminal offence
The Customer repeatedly breaches these Terms
The Customer misses two or more payments and fails to pay within 14 days of a reminder
The Customer uses the Platform for illegal purposes

8.5 Extraordinary Termination by the Customer

The Customer may terminate the contract immediately and extraordinarily if:

The Provider fails to fulfil a material performance obligation and does not remedy this within 30 days of a written request
The Provider permanently discontinues the Platform

8.6 Consequences of Termination

Upon termination of the contract:

The Customer's access is deactivated immediately
Customer Data is deleted after 30 days, provided no statutory retention obligation exists
The Customer may export its data during the 30-day grace period
Personal data is, at the Customer's (controller's) choice, returned or deleted; existing copies are deleted unless mandatory statutory retention requires otherwise (Art. 28(3)(g) GDPR; see DPA §7.2)
No refund of current fees is made

9. Availability and Support

9.1 Availability and SLA

The Provider aims for an availability of 99% of monthly uptime. The following are excluded from this SLA:

Scheduled maintenance windows (usually at night outside Austrian business hours)
Events of force majeure
Problems caused by third parties (e.g. ISP outages, DDoS attacks)
Problems caused by the Customer

The stated availability is a target (best-efforts undertaking), not a guaranteed characteristic. In the event of a sustained shortfall over three consecutive calendar months, the Customer has an extraordinary right of termination pursuant to §8.5.

9.2 Scheduled Maintenance

The Provider regularly carries out scheduled maintenance work. The Customer will be notified at least 7 days in advance, where possible.

9.3 Support

The Provider offers support by email at hello@konvio.app or via the support form on the Platform. Support requests are generally answered within 48 business hours.

9.4 Operational Status Notifications

Current information on system availability and scheduled maintenance work is displayed on the Platform.

10. Warranty and Liability

10.1 Warranty

The Provider warrants that:

The Platform substantially conforms to the applicable service description and documentation
The Platform is fit for the documented features
The Platform contains no known malware or harmful code

10.2 Exclusion of Warranties

A defect does not exist, in particular, in the case of:

Problems arising from misuse, modification, or improper use
Incompatibility with the Customer's systems or software
Third-party integrations or external APIs
Less-than-optimal performance under extreme load or misuse

10.3 Defect Reporting and Remediation Period

Should the Customer identify a defect, this must be reported to the Provider in writing at hello@konvio.app. The Provider will endeavour to remedy the defect. For critical defects that completely block the Service, the remediation period is 5 business days. For other defects, reasonable care will be applied. The primary warranty remedy is rectification (cure) within the aforementioned periods. If the cure fails, the Customer is entitled to its statutory warranty rights; the right of rescission is replaced by the extraordinary right of termination pursuant to §8.5.

10.4 General Limitation of Liability

The Provider is not liable for:

Indirect damages: Lost profits, lost revenue, data loss, business interruption, reputational harm
Direct damages: Limited to the fees the Customer actually paid in the twelve (12) months preceding the event giving rise to the claim
Damages due to data loss: Where regular backups are available and the Customer does not use them
Damages due to interruptions: Where outside the Provider's sphere of control (e.g. ISP outages, DDoS attacks)

10.5 Exceptions to the Limitation of Liability

The limitation of liability does not apply to:

Gross negligence or intent on the part of the Provider
Breach of protective laws (e.g. data protection law)
Personal injury
Mandatory liability under the Austrian Product Liability Act (PHG)
Culpable breach of essential contractual obligations (cardinal duties); in such cases, liability for slight negligence is limited to the foreseeable damage typical for this type of contract

In the foregoing cases, the exclusion of indirect damages under §10.4 does not apply.

10.6 Customer's Cooperation

The Customer must take reasonable measures to minimise damages, including:

Regular backups of its data
Use of strong passwords
Notifying the Provider in the event of a suspected security breach

10.7 Duty to Notify Defects and Limitation Period

The Customer must report identifiable defects without undue delay, at the latest within 14 days, in writing (§377 UGB); if timely notice is not given, the service is deemed approved. The Customer's claims under this contract become time-barred — to the extent legally permissible — within twelve (12) months of becoming aware of the damage and of the party causing it. Excepted are claims based on intent or gross negligence, personal injury, the PHG, or the breach of protective laws.

11. Intellectual Property and Rights

11.1 Ownership of the Service

The Provider retains all rights to:

Source code and object code of the Platform
Logos, trademarks, and design elements
Documentation and materials
Ideas, concepts, and know-how arising in the course of providing the Service

11.2 Customer Data and Rights

The Customer remains the owner of all Customer Data and grants the Provider the licence to process this data for the provision of the Service.

11.3 Use of Anonymised Data

The Provider may use anonymised and aggregated data to improve and analyse the Service and to compile statistics, provided no conclusions can be drawn about the Customer.

11.4 Feedback and Improvements

Any feedback the Customer provides to the Provider may be used without compensation or attribution.

11.5 Confidentiality

The parties undertake to treat as confidential all non-public information of the other party received in the course of the contractual relationship (in particular trade and business secrets within the meaning of §§26a et seq. of the Austrian Unfair Competition Act (UWG), technical details, pricing, and customer information) and to protect it with at least the care they apply to their own confidential information. Excepted is information that is publicly known, independently developed, or required to be disclosed by law or official order. This obligation continues for three (3) years after the end of the contract. The Provider's customer-reference right under §15.6 remains unaffected.

12. Changes to the Service

12.1 Right to Make Changes

The Provider reserves the right to change the Service at any time, including:

Adding new features
Removing features
Changing the user interface
Updating security measures

12.2 Notification of Changes

The Provider will notify the Customer if changes materially affect its Service. The Customer may, if necessary, terminate its subscription without penalty.

12.3 Discontinuation of the Service

Should the Provider discontinue the Service, the Customer will be notified at least 90 days in advance. The Customer will be given the opportunity to export its data.

13. Compliance and Legality

13.1 Compliance with Laws

The Customer agrees to comply with all applicable laws and regulations when using the Platform, including:

Data protection and data security laws (GDPR)
Anti-discrimination and anti-harassment laws
Labour laws (where the Platform is used for personnel management)
Consumer protection laws (where events are opened to consumers)

13.2 GDPR Compliance

The Provider complies with the EU General Data Protection Regulation (GDPR). The Customer is responsible for GDPR compliance in its own data processing activities.

13.3 Exchange of Information with Authorities

The Provider may be obliged to disclose Customer Data to authorities where legally required. The Provider will notify the Customer where legally permitted.

13.4 Indemnification

The Customer indemnifies and holds the Provider harmless against all third-party claims, fines, and reasonable legal defense costs arising from the Customer's content or its use of the Service in breach of §2.4, §4.2, or §13.1 (including infringement of data protection or intellectual property law). The limitations of liability under §10 remain unaffected with respect to the Provider's own liability.

14. Dispute Resolution and Choice of Law

14.1 Applicable Law

These Terms and all contracts arising from them are governed exclusively by Austrian law, without regard to conflict-of-law rules.

14.2 Jurisdiction

Exclusive jurisdiction lies with the ordinary courts in Graz, Austria. Should the Provider bring an action against the Customer, this may also take place at the Customer's place of business.

14.3 Out-of-Court Settlement

The Provider and the Customer agree to first attempt to settle disputes out of court. Should an agreement not be possible, formal steps will be initiated.

14.4 Severability Clause

Should any provision of these Terms be invalid or unenforceable, the remainder of these Terms shall remain valid. The invalid provision shall be replaced by a valid provision that comes as close as possible to the economic purpose.

15. Miscellaneous Provisions

15.1 Entire Agreement

These Terms, together with the privacy policy (https://konvio.app/datenschutz), constitute the entire agreement between the Provider and the Customer regarding the Service. All prior arrangements, offers, and agreements are superseded.

15.2 Assignment

The Provider may assign its rights and obligations under this contract to a third party, unless the Customer objects in writing within 30 days of notification. The Customer may not assign its rights without the Provider's written consent.

15.3 Written Form Requirement

Amendments or additions to these Terms must be made in writing (email being sufficient) and signed by the Provider.

15.4 Waiver

A waiver of the enforcement of a right shall not be deemed a waiver of the future enforcement of the same or any other right.

15.5 Notices

All legally relevant notices may be sent by email to the email address registered in the account or to the Provider at hello@konvio.app.

15.6 Customer References

The Provider may use the Customer's name and logo as a reference on its website and in marketing materials, unless the Customer expressly objects.

15.7 Contract Language and Governing Version

The contract and communication language is German. The Provider may make these Terms available in translations (e.g. English or Polish) for ease of understanding. In the event of any conflict, discrepancy, or question of interpretation between the German version and a translation, the German version shall be solely legally authoritative.

15.8 Force Majeure

Neither party is liable for the non-performance or delayed performance of its obligations to the extent this results from events of force majeure, i.e. circumstances beyond its reasonable control (e.g. natural disasters, war, terrorism, governmental measures, strikes, large-scale power or internet outages). The affected party will inform the other party without undue delay and will make reasonable efforts to limit the effects. Performance obligations are suspended for the duration of the event; payment obligations for services already rendered remain unaffected.

16. Contact Information

For questions regarding these Terms or the Platform, please contact:

Konvio e.U.
Sackstraße 26
8010 Graz, Austria
FN 676930k, Regional Court of Graz
Email: hello@konvio.app
Website: https://konvio.app

Data Protection Officer:
For questions regarding data processing, see: https://konvio.app/datenschutz

17. Effective Date and Version History

Effective from: 3 June 2026

These Terms may be updated at any time with effect for new contracts. Existing Customers will be notified of material changes.

ACCEPTANCE OF THE TERMS

By activating an account, the Customer agrees to these General Terms and Conditions.

Terms & Conditions