Terms of Use for the Beeward Platform and BeePT Services
Effective: September 1, 2026

1. Purpose and Scope of the General Terms and Conditions

1.1. These General Terms and Conditions (hereinafter referred to as “GTC”) govern the terms of use for the Beeward platform provided by Beeward Limited Liability Company, BeePT Admin, the separately activatable user version of BeePT, and related services.

1.2. The service is intended exclusively for legal entities, sole proprietors, and other organizations acting within the scope of their economic or professional activities. The Service Provider does not enter into contracts with consumers under these General Terms and Conditions.

1.3. The contract is entered into between the Customer and the Service Provider. A natural person acting with registration, ordering, or administrative privileges makes a declaration on behalf of the Customer.

1.4. Certain features of the service may depend on the package, order, pilot or beta status, or require separate activation.

2. Service Provider Information

3. Concepts

4. Contract Documents and Their Order of Precedence

4.1. The contract between the parties is comprised of the following documents. In the event of any conflict, the provisions of the document listed first in the following order shall prevail.

4.2. The Data Processing Agreement is an integral part of the General Terms and Conditions. Acceptance of the Data Processing Agreement upon registration or upon activation of the BeePT tenant constitutes the formation of a data processing agreement between the Customer and the Service Provider.

Related documents: Data Processing Agreement; Privacy Notice; Plans.

4.3. The Privacy Notice is not a contractual consent but rather a statement of information. The Customer or the Admin acknowledges having read and understood it. For data processing that requires separate consent, the Service Provider provides a separate option to consent.

5. Electronic Contract Formation and Acceptance

5.1. Steps in the Contract Formation Process

1. The Client's representative will provide the information required for registration and tenant creation.

2. Before submitting the data, you can correct any entry errors on the form.

3. By checking a separate checkbox, the user accepts the General Terms and Conditions and the Data Processing Agreement; furthermore, by submitting a separate statement, the user acknowledges the Privacy Notice.

4. By submitting your registration, you are making an offer to enter into a contract.

5. The Service Provider accepts the offer by confirming the registration or order, or by creating the tenant.

5.2. The language of the contract is Hungarian. The contract is concluded electronically and does not constitute a written contract unless the parties execute it with a qualified electronic signature or in a separate written document.

5.3. The Service Provider shall log, at a minimum, the tenant of the approver, the approver’s user or admin ID, the time of approval, the version of the approved documents, and the technical data necessary for verification. The accepted document version is available upon the Customer’s request.

5.4. Confirmation of registration is provided electronically. If the confirmation is not received without undue delay, but no later than within 48 hours, the Customer is released from the obligation to accept the offer.

5.2. Acceptance of BeePT by New and Existing Tenants

5.5. For new tenants, the current General Terms and Conditions and Data Processing Agreement accepted at the time of registration also include the contractual terms of the BeePT Admin agreement. A separate BeePT pop-up window is not required.

5.6. For an existing tenant, BeePT Admin will remain inactive until any active Admin at the tenant level accepts the current Terms and Conditions and Data Processing Agreement and acknowledges the Privacy Notice. OpenAI data processing related to BeePT Admin cannot begin until these documents are accepted. The basic functions of Beeward will remain available during this period.

5.7. The Customer acknowledges that every active Admin has full administrative privileges; therefore, the Admin’s acceptance at the tenant level constitutes a declaration by the Customer. The Customer is responsible for properly authorizing Admins, keeping their permissions up to date, and revoking access for departing Admins.

6. Content of the Service

6.1. Basic Beeward Functions

Beeward is a digital employee recognition and community platform. Depending on the plan, it can provide profiles, points, recognition, posts, comments, polls, rewards, redemptions, notifications, statistics, administrative tools, and other related features.

6.2. BeePT Services

BeePT services use generative artificial intelligence. BeePT Admin can provide administrators with tenant-level analysis, text-based responses, suggestions, summaries, and image generation based on text prompts. The user-facing BeePT is a separate AI agent limited to the specific user’s own data and the knowledge base documents authorized by the client.

6.3. Change in Function

The Service Provider may develop, modify, or upgrade the Service. The Service Provider will notify the Customer in advance of any significant reduction in paid basic features, unless such reduction is due to urgent legal or security reasons. Beta, pilot, or free features may be modified or discontinued with separate notice.

7. Probationary Period

7.1. Unless otherwise specified in the order or quote, the Customer is entitled to a 10-day trial period. The trial period begins on the day the first employee invited by the Customer first logs into the tenant.

7.2. The Customer may cancel the Service free of charge by the end of the trial period. If the Customer does not cancel, a paid subscription and billing in accordance with the selected plan will automatically begin after the trial period ends.

7.3. The features and AI frameworks available during the trial period may differ from those included in the paid plan. A Customer may only be granted a repeat trial period with the Service Provider’s specific approval.

8. Fees, Billing, and AI Credits

8.1. Subscription Fee

8.1. The fees and the contents of the package are specified in the Individual Order or, in the absence thereof, on the package page in effect at the time the contract is concluded. The value-added tax in effect at the time shall be added to the net fees listed.

8.2. For user-based plans, billing is based on the number of Active Users during the given period. The Customer is required to terminate access for individuals who are no longer eligible without delay.

8.3. A monthly subscription may be canceled at any time, and the Service Provider may charge a pro-rata fee up to the date of termination. Annual subscriptions cannot be terminated by ordinary notice before the end of the prepaid annual period, and no refund will be issued for the unused portion of the period. The annual period may only be extended as specified in the Individual Order.

8.2. Payment and Delays

8.4. The payment deadline for an invoice is 8 days from the date of issuance, unless otherwise specified in the Individual Order. The Customer shall notify the Company of any substantive objections to the invoice immediately upon receipt. The objection does not affect the undisputed amount.

8.5. In the event of a late payment, the Service Provider is entitled to late payment interest in accordance with the Civil Code, as well as to a flat-rate collection fee in accordance with the legislation applicable to claims between businesses. The Service Provider may suspend access following a proper notice.

8.3. AI Credits

• A tenant or subscription plan may include monthly AI Credits. BeePT Admin may also include a small, fee-free monthly allowance.

• Any unused monthly AI Credit expires at the end of the billing period; it cannot be carried over, transferred, or redeemed for cash.

• Exhausting your AI Credit merely restricts your continued use of the affected BeePT feature. Beeward's basic features will remain available.

• Additional AI Credits can be purchased according to the current offer. Usage is billed based on the Service Provider’s technical measurement data.

• The Service Provider may change the amount of the free, pilot, or promotional allowance with prior notice.

9. Obligations of the Client and the Admins

9.1. The Customer may use the Service solely for lawful purposes, with appropriate internal authorization, and in compliance with the rules governing employees, contractors, and data processing in the workplace.

• The Customer shall provide accurate and up-to-date contractual, billing, and contact information.

• The Customer defines the permissions for Users and Admins and revokes access that is no longer justified.

• The Customer is responsible for ensuring strong, unique passwords and for keeping access credentials confidential.

• The Client shall inform employees about the operation of Beeward and BeePT Admin, the purposes of data processing, the legal basis for such processing, the available legal remedies, and any potential surveillance risks.

• The Client shall conduct the necessary balancing of interests and, if the risk warrants it, a data protection impact assessment.

• The Client shall only provide data, documents, and instructions for which it has the appropriate legal basis and authorization to handle.

• The Customer shall report any unauthorized access, security incident, or suspected misuse without delay.

9.2. The Service Provider does not generally review whether the Client’s internal decisions regarding labor law, data protection, or representation are appropriate. However, the Service Provider may refuse to carry out an instruction that is manifestly unlawful and shall notify the Client thereof.

10. Permitted Use and Customer Content

10.1. The Customer is responsible for the legality and accuracy of the Customer Content and for ensuring that its use does not infringe upon the rights, trade secrets, personal data, or intellectual property of any other person.

10.2. In particular, the following are prohibited:

• Posting content that is unlawful, misleading, harassing, hateful, or otherwise infringes upon the rights of others.

• Malicious code, unauthorized automated requests, security testing, or circumvention of service restrictions.

• Unauthorized access to, or an attempt to access, the data of another tenant, user, or system.

• Reverse engineering, copying, or using the Service to build a competing model, database, or service beyond what is permitted by applicable law.

• Unjustified disclosure of sensitive personal information or confidential information in free-form text, an AI prompt, or a knowledge base document.

10.3. The Service Provider does not conduct general prior content review. It may remove content that is unlawful or poses a security risk, restrict access to such content, and, if necessary, retain it for the duration of any legal proceedings.

11. Special Rules for Using BeePT Admin

11.1. Access and Scope of Data

BeePT Admin is available exclusively to active admins. It allows you to analyze the structured and text-based data in the tenant’s database, the data already visible in the admin interface, and the entire available historical time range. This may include scores, points awarded, justifications, acknowledgments, activity data, posts, comments, reward redemptions, and other related data.

BeePT Admin can identify a specific employee by name within the Beeward interface and draw conclusions about that individual based on their activity patterns. Before forwarding data to OpenAI, known direct identifiers must be redacted or tokenized at the tenant level, provided that this does not hinder the purpose of this feature. This is pseudonymization, not anonymization.

The Customer may request to deactivate BeePT Admin by sending an email to hello@beeward.buzz. After deactivation, no new OpenAI API calls or automatic monthly summaries will be initiated; however, the 30-day deletion process for previously created administrator conversations will continue.

11.2. Discussions and Summaries

• The Admin can only review BeePT Admin chats that they initiated themselves.

• The content of the conversation will be available on Beeward for 30 days, after which it will be permanently deleted.

• The deletion process must continue even after BeePT Admin has been shut down.

• Once BeePT Admin is activated, a monthly team-level summary can be generated without any admin intervention.

• All Admins who are active at the time the monthly summary is generated will receive it via email. The content cannot be viewed in Beeward.

11.3. Limited Operation

BeePT Admin only provides text-based responses or images generated from text prompts. It does not award points, redeem rewards, modify data, send messages on behalf of the User, or carry out employer or administrative decisions. The User cannot upload images. An image generation prompt may include personal data, such as a name, if specified by the Admin or if justified by the function’s operation.

12. Special Rules Governing the Use of BeePT by Users

12.1. The user’s BeePT is a separate agent that has access only to that User’s own Beeward data and to the knowledge base documents authorized by the Client. It does not view company-wide statistics, other people’s data, other Users’ conversations, or BeePT Admin conversations.

12.2. The user version of BeePT becomes available only after the Customer has specifically requested it, obtained the appropriate subscription, and the Service Provider has activated it. Activating BeePT Admin does not, by itself, activate the user version of BeePT or initiate the uploading of content to the knowledge base.

12.3. Admins, other Users, and other tenants do not have access to a User’s raw BeePT conversations. The content of raw messages is deleted after 30 days. After direct identifiers have been redacted from the conversations, a summary may be created, which may be retained until the tenant is deleted at the latest. The BeePT Admin may only receive an anonymized, topic-based overview of these conversations.

12.4. Documents from the BeePT user knowledge base may be uploaded in their entirety to the AI provider’s Files and Vector Stores services. There is no guaranteed automatic filtering of personal data prior to upload. The Customer is responsible for ensuring that the document can be uploaded lawfully and that only authorized individuals have access to it.

13. AI Outputs, Human Review, and Prohibited Purposes

13.1. BeePT is intended solely as a decision-support and informational tool. Its output does not constitute legal, labor law, medical, psychological, financial, or other professional advice.

13.2. The following actions are prohibited with respect to the BeePT output:

• To use as the sole or decisive basis for dismissal, promotion, disciplinary action, compensation, assignment of duties, performance evaluation, or any other significant decision under labor law.

• To use biometric data to recognize emotions or determine emotional states in the workplace, unless expressly permitted by applicable law.

• To make a medical or psychological diagnosis, or to infer political opinions, religious or philosophical beliefs, union membership, sexual orientation, or other special categories of personal data.

• To be used for discriminatory purposes, covert surveillance, or monitoring that is inconsistent with what employees can reasonably expect.

13.3. The Customer shall ensure that the data subject has the opportunity to present their point of view, to correct inaccurate personal data, and to request a substantive human review of the AI’s conclusion if that conclusion is taken into account in a decision affecting the data subject.

14. AI Service Provider and Data Processing

14.1. BeePT currently uses OpenAI’s API services, including the Responses API and text-prompt-based image generation. The OpenAI Files and Vector Stores services may also be used for the user’s BeePT knowledge base. The Service Provider may change the AI service provider in accordance with the sub-processor provisions of the Data Processing Agreement.

14.2. Responses API requests are sent with the `store:false` setting. Regardless of this, the AI provider may, by default, log data for up to 30 days in accordance with its own anti-abuse obligations. The Provider does not enable optional model development data sharing regarding the Customer’s data.

14.3. The detailed rules regarding the data transferred to the AI service provider, retention periods, safeguards for international data transfers, and subprocessors are set forth in the Data Processing Agreement and the Privacy Notice.

15. Intellectual Property and AI Output

15.1. All rights to the Beeward software, brand name, branding, documentation, source code, data model, and content created by the Service Provider belong to the Service Provider or its licensors. For the term of this Agreement, the Customer is granted non-exclusive, non-transferable access for internal business use.

15.2. The Customer and the authorized User retain their rights to the Customer Content. The Customer grants the Service Provider a license to use the Customer Content to the extent, for the duration, and within the geographic scope necessary for the performance of the contract, which may include the necessary involvement of subcontractors.

15.3. To the extent permitted by the AI provider’s terms and conditions and applicable law, the Service Provider shall assign or transfer to the Customer any rights related to the AI output that vest in the Service Provider. The Customer acknowledges that the AI output is not necessarily unique; other users may receive similar output, and the Service Provider does not guarantee that the output is protected by copyright, registrable, or free from the rights of third parties.

16. Availability, Maintenance, and Support

16.1. The Service Provider shall use commercially reasonable efforts to ensure the continuous and secure operation of the Service, but does not guarantee uninterrupted or error-free availability, unless the Service Level is specified in the Individual Order.

16.2. The Service Provider shall provide advance notice of scheduled maintenance whenever possible. Urgent security, troubleshooting, or regulatory interventions may be performed without prior notice.

16.3. Customer support is available at hello@beeward.buzz. The response time does not constitute a guaranteed troubleshooting deadline, unless otherwise specified in the Individual Order.

17. Data Protection, Security, and Confidentiality

17.1. With respect to employee, community, and BeePT data processed in the tenant, the Customer is generally the data controller, and the Service Provider is the data processor acting in accordance with the Customer’s instructions. The detailed terms and conditions are set forth in the Data Processing Agreement, which takes precedence in the event of any conflict regarding personal data.

17.2. The Service Provider shall implement appropriate technical and organizational measures, including HTTPS or TLS-secured connections, logical isolation of tenants, role-based access, non-reversible storage of passwords, loggable support access, and backups.

17.3. The parties shall treat as confidential any non-public business, technical, and organizational information that comes to their knowledge during the performance of this Agreement. This obligation does not apply to information that is lawfully public, was previously lawfully known, was lawfully obtained from a third party, or is required to be disclosed by law.

17.4. The Customer agrees that the Service Provider’s designated employees and contracted developers may access Customer Data for legitimate purposes related to bug fixes, support, security, or operations, subject to a confidentiality obligation.

18. Suspension

18.1. The Service Provider may suspend the Service or any part thereof if:

• The Customer is in arrears and has failed to pay despite receiving a demand for payment.

• The use is unlawful, poses a security risk, or infringes on the rights of another tenant, individual, or system.

• The Customer materially or repeatedly breaches the contract.

• The suspension is necessary due to the expiration of a law, an official order, or a subcontractor’s service.

18.2. Prior to suspension, the Service Provider shall, where possible, issue a notice and grant a reasonable period for rectification. Immediate suspension may be applied if the delay could cause serious damage, data loss, a security incident, or a legal violation.

18.3. Exhaustion of AI Credit does not constitute a suspension. In such cases, only the continued use of the affected BeePT feature is suspended until the credit limit is replenished or additional credit is purchased.

19. Term, Termination, and Information Upon Termination

19.1. The contract is entered into for the selected monthly or annual subscription period. Clause 8.3 applies to ordinary termination. Either party may terminate the contract with immediate effect if the other party fails to remedy a material breach of contract despite a written notice and a grace period of at least 8 days, or if the continuation of the contractual relationship cannot reasonably be expected.

19.2. Upon termination, the Customer’s access shall be terminated. The Customer may request a data export in the standard electronic format provided by the Service Provider no later than the date of termination. Exports requiring custom development or manual data processing may be subject to an additional fee.

19.3. The Service Provider shall delete or irreversibly anonymize the tenant’s active database within 30 days of the termination of the contract, unless a law, legal claim, or the Customer’s documented instruction justifies a longer retention period. Backups will expire within a maximum of an additional 30 days.

19.4. Terminating a User’s access is not the same as deleting the tenant. While the tenant remains active, point transactions, acknowledgments, posts, comments, purchases, and other historical records may be retained in accordance with the Customer’s legitimate data processing purposes. Upon receipt of a valid deletion request, the Service Provider will perform manual deletion or anonymization based on the Client’s documented instructions.

19.5. When a user’s BeePT or knowledge base is deactivated, the process of deleting the associated OpenAI Files and Vector Stores begins. OpenAI’s abuse monitoring logs may be retained until the end of the provider’s retention period.

20. Warranty and Liability

20.1. The Service Provider provides the Service in accordance with these General Terms and Conditions, the Individual Order, and applicable law. The Service Provider does not guarantee that the Service is suitable for all of the Customer’s specific business purposes, compatible with all external systems, or available without interruption at all times.

20.2. The accuracy, completeness, and suitability of the AI output are not guaranteed. The Service Provider shall not be liable for any damages resulting from the use of AI output without human oversight, from erroneous or unlawful Customer Content, from the Customer’s instructions, from the improper handling of access credentials, or from the Customer’s decisions regarding labor law or data protection.

20.3. The Service Provider shall not be liable for any service interruption or data loss resulting from issues beyond its control related to the Internet, telecommunications, cloud services, hosting, AI, email, push notifications, power supply, or other third parties, provided that the Service Provider has taken reasonable preventive and mitigating measures.

20.4. To the fullest extent permitted by law, the Service Provider shall be liable only for proven damages that arise as a direct and foreseeable consequence of a breach of contract. The Service Provider shall not be liable for lost profits, indirect damages, consequential damages, or reputational damages.

20.5. The Service Provider’s total liability for damages shall be limited, per incident and in total for a contractual year, to the net service fee actually paid by the Customer during the three months preceding the incident. This limitation does not apply to intentional breaches of contract, breaches of contract resulting in injury to life, physical integrity, or health, or in cases where the exclusion or limitation of liability is prohibited by law.

20.6. The Customer is required to cooperate in preventing and mitigating damage, and to report any error, security incident, or claim for damages without undue delay.

21. Amendments to the General Terms and Conditions, Fees, and the Service

21.1. The Service Provider may amend the General Terms and Conditions due to service improvements, new features, changes in technology or subcontractors, changes in legislation, regulatory requirements, security reasons, or changes in business conditions.

21.2. As a general rule, the Client shall be notified of any material, adverse changes via email or through the Service at least 30 days before such changes take effect. The Customer may terminate the contract prior to the effective date, unless the change is required by law, an official decision, or an immediate security risk.

21.3. The fee for an annual subscription period that has already been paid may not be increased during that period, unless the Individual Order provides otherwise or there is a change in statutory taxes, fees, or mandatory charges. The Service Provider will provide advance notice of any fee changes for the next period.

21.4. If the modification introduces new data processing or a new BeePT feature, the Service Provider may keep the new feature inactive until the required document version is approved.

22. Force Majeure

Neither party shall be liable for any obstacle to the performance of its obligations that is beyond its control, could not have been reasonably foreseen at the time the contract was entered into, and could not have been avoided or remedied by reasonable measures. The affected party shall immediately notify the other party and take all reasonable steps to mitigate the consequences.

23. Notifications

23.1. The parties shall send their contractual notices via email, through messages within the Service, or using the contact method specified in the Individual Order. The Customer is responsible for keeping its contractual and billing contact information up to date.

23.2. An email notification is deemed to have been delivered on the business day following its successful transmission, unless the sender receives notification of a delivery error. In the event of termination, a material breach of contract, or a data breach, a party may request confirmation of receipt.

24. Miscellaneous Provisions

24.1. The Customer may not assign the contract without the Service Provider’s prior written consent. The Service Provider may assign the contract to its legal successor or to a person belonging to its corporate group, provided that this does not diminish the Customer’s rights.

24.2. If any provision of this Agreement is invalid or unenforceable, such invalidity or unenforceability shall not affect the validity of the remaining provisions. The parties shall replace the affected provision with a valid provision that most closely reflects its economic purpose.

24.3. A delay in exercising a right or a single failure to exercise it shall not be deemed a waiver of that right. The headings and section titles are provided solely for clarity.

24.4. Any matters not governed by these General Terms and Conditions shall be governed by the Individual Order, the Data Processing Agreement, and Hungarian law.

25. Governing Law and Disputes

25.1. This Agreement shall be governed by the laws of Hungary. The parties shall first attempt to resolve any dispute through amicable negotiation.

 

25.2. If the negotiations do not lead to a resolution within 30 days, the parties shall, subject to the general rules of jurisdiction, agree that the Pécs District Court or the Pécs Regional Court shall have exclusive jurisdiction, to the extent permitted by law.