Terms of Use

1. Parties and document

These terms govern the use of the website odoma.app and the web dashboard dashboard.odoma.app (the “dashboard”, the “service”). The provider is ODOMA SERVICES OSAÜHING, registry code 17589729, VAT number EE103025241, Tallinn, Harju maakond, Estonia (“we”). The customer is a legal person or a sole proprietor who opens an account for their business activity (the “company”, “you”). The service is intended for business use; consumer protection rules do not apply to it.

The mobile apps Odoma Tracker and Odoma Checkit are published by the non-profit association Odoma Digipädevuse Selts, which has its own terms and its own privacy policy. These terms begin where data from a phone, by the person's own decision, reaches their employer's dashboard.

2. Acceptance of the terms

By creating an account, choosing a plan or paying an invoice, you accept these terms and the privacy policy. The person who creates the company's account confirms that they are entitled to act on its behalf. The account owner is responsible for the actions of all members to whom they have given access.

3. What the service includes

The dashboard receives work trips and receipts from connected phones, calculates kilometres, time on site and compensation under the country's rules, and keeps sites, customers, invoices, quotes, work reports and incoming invoices and, on the respective plans, reimbursements, bank reconciliation and accounting records. The contents of the “Solo”, “Team” and “Company” plans and the limits on people, devices, seats and inbound documents are described in the “Plan” section of the dashboard and on the pricing page; the current version of the catalogue is in the dashboard.

Trial period. A new company gets 14 days with the features of the “Company” plan free of charge. When it ends, the dashboard switches to view-only mode: everything accumulated remains visible, sending documents and making changes are closed, and trips and receipts from phones continue to arrive.

Data intake does not stop. Neither the end of the trial nor an unpaid invoice stops the intake of earned kilometres and receipts from connected phones. Intake stops only when an account is suspended for a violation (section 11) and when the company is deleted.

4. Account, members, phones

• An account is created via Google, Apple or with an email address and password. Sending documents to customers opens after the email address is confirmed.
• The account owner invites members and assigns them roles. The company is responsible for keeping credentials safe and for the actions of its members.
• An employee's phone is connected to the company with an invitation code that the employee enters themselves. Only trips marked as work trips reach the dashboard from the phone; personal trips are not transferred. The employee can break the link in the app at any time.
• Plan limits apply to connecting new units: inviting a person, adding a device, opening a second company. They do not apply to phones already connected or to the intake of their data.

5. Plans and payment

• Prices are stated without VAT; Estonian VAT is added to the invoice at the applicable rate. The billing period is a month or a year; a year is paid as ten months.
• Invoice. Choosing a plan in the dashboard creates an invoice with a payment term of 14 days. The invoice is visible in the “Plan” section and a copy is sent by email. Payment is by bank transfer to the details on the invoice, quoting the reference number. The reference number is permanent for the account and can be used in a standing order.
• Plan activation. The plan takes effect once payment arrives; the paid period counts from that day or extends the period already paid.
• Renewal. 14 days before the end of the paid period we issue an invoice for the next period on the same terms. If you do not want to renew, simply leave the invoice unpaid: after the period ends the dashboard switches to view-only mode. Reminders are sent before the due date and after it.
• Above the limit. Inbound documents above the plan's limit are charged at €0.15 per document; they are counted for the previous paid period and added as a separate line to the renewal invoice.
• Changing plans. A switch to another plan is made with a new invoice; the plan changes once it is paid.
• Refunds. A paid period is not refunded. If the service was unavailable through our fault for more than three consecutive days, we extend the paid period by the time of unavailability.
• Price changes. We announce new prices by email at least 30 days in advance; they do not apply to a period already paid. If the price does not suit you, it is enough not to pay the next invoice.
• Payment of your invoices by your customers via Montonio is governed by the agreement between you and Montonio; we only show the button and record the receipt of payment. Your customers' money does not pass through us.

6. Company data and its processing

The data that you and your employees enter into the dashboard or transfer from phones is yours. Within the meaning of the General Data Protection Regulation you are the controller and we are the processor acting on your instructions. This section is the data processing agreement under Article 28 of the Regulation.

• Subject matter and purpose: keeping the company's trips, receipts, sites, customers, documents and calculations in the dashboard. The categories of data and data subjects are described in the privacy policy.
• Instructions. We process the data only to provide the service and on your documented instructions, which are the use of the dashboard for its intended purpose and your support requests.
• Confidentiality. Only persons bound by a duty of confidentiality have access to company data; the service operator enters a company's data only for support at your request or to fix a fault, and such actions are logged.
• Sub-processors: Google Cloud and Firebase (servers, database, files, sign-in), Brevo (email), Google Cloud Translation and Telegram (support requests), Montonio (if you have enabled online payment). We announce the replacement or addition of a sub-processor by email at least 30 days in advance; if you object, you may terminate the agreement before the change takes effect.
• Security: encryption in transit, authentication, roles and permissions, a log of operator actions, backups and point-in-time recovery, limits on sending email.
• Assistance. We help you respond to data subject requests and fulfil your obligations regarding security and impact assessments, to the extent of what we know about the data.
• Incidents. We notify you of a security breach affecting your data without undue delay and no later than 72 hours after becoming aware of it.
• Return and deletion. At any time you can export all company data as an archive and delete the company in the settings. After deletion there is a 30-day cancellation window, then the data is deleted irreversibly, and from backups as they expire.
• Audit. On request we provide the information necessary to demonstrate compliance with these obligations, including a description of security measures and the list of sub-processors.
• Place of processing: the European Union and the United Kingdom (database; transfer on the basis of the European Commission's adequacy decision).

7. Customer obligations

• You inform your employees that their work trips and receipts go into the company's dashboard and ensure a legal basis for such processing under your employment and internal rules. The app itself asks for the person's consent when connecting to a company, but this does not replace the employer's obligation.
• You enter into the dashboard only such data of customers, suppliers and employees as you are entitled to.
• You do not attempt to access other people's data, do not load the service with automated requests outside documented use and do not interfere with its operation.
• The company details in the dashboard must be correct: they go into the invoices to your customers and into tax documents.

8. Accuracy of calculations and decisions

Kilometres, time on site, compensation, hourly revenue and margin are measurements and calculations based on phone data and the rates you enter. Phones and satellite navigation make mistakes; the reference for distance is the car's odometer, and the dashboard provides tools for checking and correcting. Decisions on payments to employees, on taxes and on prices for customers are yours, and you bear responsibility for them. Recognised receipts and incoming invoices must be checked before you pay or record them. We do not provide accounting or tax advice; the country compensation rules in the dashboard are for reference.

9. Rights to the service and to the data

The service, its code, design, texts and the Odoma trademark belong to us and our licensors; you receive a non-exclusive right to use the dashboard for as long as the account exists. Your data remains yours; you grant us the right to process it exactly to the extent needed to provide the service. We may use anonymised service usage metrics, from which neither a company nor a person can be identified, for product development.

10. Availability and support

We aim to keep the service available around the clock but do not guarantee the absence of interruptions. We announce planned maintenance affecting availability in advance in the dashboard or by email. Support is available through the “Support” section of the dashboard and by email; on the “Company” plan requests are handled first. We may change and develop the features of the service; a material reduction of the features of a paid plan during the paid period is not permitted.

11. Suspension, termination, deletion

• Non-payment does not suspend the account: the dashboard switches to view-only mode, data intake continues and the data is kept. Payment restores full mode the same day.
• A violation of these terms, abuse of the service or its use for unlawful purposes entitles us to suspend the account after a warning, and in the case of a material violation, immediately. A suspended account can still view and export its data.
• Termination by you is the deletion of the company in the settings: for 30 days the data is frozen and the deletion can be cancelled, after which everything is deleted. Before deletion you can export all data as an archive.
• Retention after the paid period ends. For at least 90 days after the end of the paid period the data is kept unchanged. After that we may archive or delete it, having given at least 30 days' notice by email to the account address.

12. Warranties and liability

The service is provided “as is”. We do not warrant that it will suit a particular purpose, operate without errors or that its calculations will match the assessment of the tax authority or an accountant. To the extent permitted by law, we are not liable for lost profit or for indirect and consequential losses. Our aggregate liability for all claims in a year is limited to the amount the company paid us in the 12 months before the event; where nothing was paid, to 100 euros. The limitations do not apply in cases of intent and gross negligence, or where the law does not allow them.

13. Changes to the terms

We may change these terms. We announce material changes by email to the account address at least 30 days in advance and update the date at the top of the page. If the changes do not suit you, you may terminate the agreement before they take effect; this does not cancel unpaid invoices for services already provided. Continued use after the effective date constitutes acceptance.

14. Governing law and disputes

These terms are governed by the law of the Republic of Estonia. The parties first try to resolve a dispute by negotiation by email; if this fails within 30 days, the dispute is heard by Harju County Court (Harju Maakohus).

These terms are drawn up in Estonian, Russian and English; in the event of a discrepancy between the versions, the Estonian version prevails.

Questions about the terms: privacy@odoma.ee.

Change log

• 2026-09-04 — first version for ODOMA SERVICES OSAÜHING (dashboard and website odoma.app).
• 2026-09-14 — English translation of the Russian version of 2026-09-04; added to section 14: in the event of a discrepancy, the Estonian version prevails.