Terms of Service

Effective date: March 22, 2026

These product-specific terms govern your use of the ProposalForge software-as-a-service application. They supplement the general contractual terms listed in Section 13. In the event of a conflict, these product-specific terms take precedence.

1. Provider

Mitja Martini
Helmkrautstr. 32
13503 Berlin, Germany
Contact: hello@proposalforge.de
VAT ID: DE362081733

2. Product description

ProposalForge is a web-based software-as-a-service (SaaS) application for creating professional client proposals. The service includes AI-powered proposal generation, client and proposal management, VAT calculation, PDF export, and document management. The software is accessed via a web browser; no installation is required.

3. Scope of use

The provider grants the customer access to the ProposalForge application via the Internet for the duration of the contract. The customer may use the service for their own business purposes to create, manage, and export proposals.

The customer does not receive any rights to the underlying software, only the right to use the service as provided (SaaS Bitkom, Section 2.1).
The customer must not sublicense, resell, or make the service available to third parties without the provider's prior written consent (SaaS Bitkom, Section 2.2).
The provider may take appropriate technical measures to prevent non-contractual use (SaaS Bitkom, Section 2.3).

4. Availability

The provider aims for a service availability of 99% on a monthly average, excluding scheduled maintenance windows. Scheduled maintenance will be announced at least 24 hours in advance where possible. Minor reductions in suitability for use do not constitute defects (SaaS Bitkom, Section 3.2).

5. AI-generated content

ProposalForge uses AI (large language models) to generate proposal content. The customer acknowledges that:

AI-generated content is a draft that should be reviewed and edited before use.
The provider does not guarantee the accuracy, completeness, or legal sufficiency of AI-generated proposals.
The customer is solely responsible for the content of proposals sent to their clients.
AI credits are consumed upon generation. Credits are non-refundable once used.

ProposalForge is not a substitute for professional legal, tax, or business advice. The AI may generate content that contains factual errors, incorrect calculations, inappropriate terms, or provisions that do not comply with applicable laws. The provider does not verify the accuracy, legal compliance, or fitness for purpose of any AI-generated content. The customer must independently verify all proposal content — including but not limited to pricing, scope descriptions, timelines, VAT calculations, and contractual terms — before presenting it to their clients or relying on it for any business purpose.

The provider shall not be liable for any damages, losses, or obligations arising from the customer's use of AI-generated content without adequate review and verification. This includes, without limitation, incorrect pricing, unintended contractual obligations, tax calculation errors, and any consequential business damages.

6. Pricing and payment

ProposalForge uses a credit-based pricing model. The customer purchases AI credits as a one-time payment. Purchased credits are valid for 12 months from the date of purchase. Unused credits expire after this period.

All prices are listed on the product website and include VAT where applicable. Payments are processed by Polar.sh (Polar Software Inc.), acting as merchant of record. Polar's Terms of Service and Privacy Policy apply to the payment transaction.

New accounts receive 2 free AI credits. The free tier is provided without guarantee and may be changed or discontinued at any time.

7. Refund policy

The customer may request a full refund within 30 calendar days of a credit purchase, for any reason and without needing to provide justification.

Refund requests should be sent to hello@proposalforge.de.
If AI credits from the purchase have already been used, the refund will be reduced proportionally (e.g., if 5 of 20 credits were used, 75% is refunded).
Refunds are processed via the original payment method through Polar.sh.
The 2 free starter credits are not eligible for refund.

8. Customer data and responsibilities

The customer enters and manages their own data within ProposalForge, including client information, proposal content, standard terms, and business profile details. The customer is responsible for:

The accuracy and legality of all data entered into the system.
Ensuring they have the right to store and process any personal data of their clients entered into the system.
Maintaining backups of their data. The provider offers data export functionality, but the customer should regularly download copies of important data.
Protecting their access credentials (email and password) against unauthorized access (SaaS Bitkom, Section 5.1).

9. Data processing

To the extent that the customer enters personal data of their clients into ProposalForge, the provider acts as a data processor on behalf of the customer (SaaS Bitkom, Section 4). The provider shall:

Process customer data exclusively for the purpose of providing the service.
Store all data within the European Union (Hetzner Online GmbH, Germany).
Not share customer data with third parties, except as required to provide the service (e.g., AI processing for proposal generation).

When using AI proposal generation, the project brief, client name, and optionally standard terms content are sent to the AI provider (currently OpenRouter as API gateway and NVIDIA as model inference provider) to generate the proposal content. No full client records (addresses, email, VAT IDs, financial data) are sent to the AI provider. See the Privacy Policy for a detailed breakdown of what data is and is not sent.

A separate data processing agreement (DPA) according to GDPR Art. 28 is available on request. Contact hello@proposalforge.de.

10. Contract duration and termination

The credit-based service has no minimum term. The customer may stop using the service at any time.
The customer may request account deletion at any time by contacting the provider.
Before account deletion, the customer should download their data (proposals, PDFs, etc.).
The provider reserves the right to terminate accounts that violate these terms, with reasonable notice (SaaS Bitkom, Section 9).

11. Warranty and liability

The provider warrants that the service functions in accordance with the product description.
Minor reductions in suitability for use do not constitute defects.
Liability for slight negligence is limited to damages typical and foreseeable for the contract, except for harm to life, body, or health.
The provider is not liable for the content of AI-generated proposals or the customer's use of such content.
The provider is not liable for any damages arising from the customer's use of unreviewed AI-generated content, including incorrect pricing, unintended obligations, or tax calculation errors.

12. Malfunction management

Malfunctions should be reported to hello@proposalforge.de. The provider classifies and handles malfunctions according to SaaS Bitkom, Section 7.

13. General contractual terms

The following industry-standard terms published by Bitkom e.V. apply as a supplement:

General Contractual Terms (AV Bitkom, Version 3.0) — covers payment, confidentiality, defects, liability.
SaaS Terms (SaaS Bitkom, Version 3.0) — covers scope of use, availability, data protection, malfunction management.

These documents are courtesy translations. The German-language versions are legally binding.

14. Governing law and jurisdiction

German law applies. The UN Convention on Contracts for the International Sale of Goods (CISG) is excluded. Place of jurisdiction for merchants is the provider's domicile.