KOLO HQ / LEGAL

Terms of Service

Effective date: October 12, 2026   |   Last updated: October 12, 2026

These Terms of Service (“Terms”) govern access to and use of the KOLO HQ website, web and mobile applications, and related services (the “Services”) offered under the KOLO HQ brand by its operating business (“KOLO HQ,” “we,” “us” or “our”). By registering, accepting these Terms or using the Services, you agree to them. If you act for a business, you confirm that you have authority to bind it to these Terms.

Please read these Terms carefully. If you do not agree, do not use the Services. Mandatory statutory consumer rights, where applicable, remain unaffected.

1. What KOLO HQ provides

KOLO HQ is a configurable, multi-industry SaaS workspace intended to help businesses manage operational workflows. Depending on your industry, plan, configuration and feature availability, modules may include leads, customers, pricebooks, estimates, proposals, contracts, electronic approvals, jobs, projects, tasks, calendars, job sites, inspections, materials, suppliers, files, photographs, team access, analytics, dispatch, orders, invoices and payment-related records.

Some functions may be experimental, limited by plan or unavailable in particular regions or on particular devices. Product screenshots and sample data are illustrative, not promises that every function is available on every plan.

2. Eligibility, registration and account security

You must be legally able to enter into these Terms and be at least 18 years old (or the legal age of majority in your location, if higher) to create or own a workspace. You agree to provide accurate registration details, protect your credentials and promptly notify us of suspected unauthorized access. You are responsible for activity under your credentials unless applicable law provides otherwise.

3. Workspaces, owners and team members

Each workspace is managed by its designated owner and authorized administrators. The owner controls invitations, user permissions, subscription administration and the content it authorizes users to process. Team members may access or modify records according to assigned permissions. An administrator’s actions can affect other users and shared business records. The Workspace Owner is responsible for obtaining appropriate authorization from its personnel and customers.

If ownership of a workspace is disputed, we may request reasonable evidence and restrict administrative changes while a dispute is investigated. We do not undertake to resolve ownership disputes between independent parties.

4. Customer content and intellectual property

You retain any rights you hold in business content you submit to KOLO HQ, including customer records, photographs, documents, designs, estimates, job details and other uploaded material (“Customer Content”). You grant KOLO HQ and its authorized service providers a limited license to host, process, reproduce, transmit and display Customer Content solely as reasonably necessary to provide, secure and support the Services and as otherwise permitted by these Terms and applicable law. You represent that you have the rights and permissions needed to upload and process Customer Content.

KOLO HQ retains rights in its software, service design, names, branding and proprietary technology. These Terms grant a limited, non-exclusive, non-transferable right to use the Services during an authorized subscription or trial, subject to plan limits and these Terms.

5. Your responsibilities and regulated work

KOLO HQ is an operational and recordkeeping tool, not a licensed contractor, engineer, architect, lawyer, accountant, inspector, employer, tax adviser or payment institution. You remain responsible for your services, professional licenses, permits, building and safety codes, employment practices, taxes, insurance, customer agreements, estimates, invoices and regulatory obligations. Any templates, checklists, computations, reminders or analytics are tools that you must review before relying on them.

KOLO HQ does not guarantee that an estimate, contract, invoice, inspection record or other generated document satisfies the legal requirements of a particular jurisdiction or industry.

6. Acceptable use

You must not use the Services to violate law, infringe rights, defraud third parties, transmit malicious code, access another account without permission, bypass security controls, disrupt the platform, collect sensitive data without authorization, abuse API limits or operate prohibited business activities. We may investigate suspected abuse and take proportionate protective action, including restricting access, where necessary and legally permitted. Additional rules appear in our Acceptable Use Policy.

7. Subscriptions, trials and plan limits

Some features require a paid subscription. Available plans, included modules, seats, usage limits, storage limits, billing intervals, prices and any trial terms are described on our website or at checkout at the time of purchase. Unless clearly stated otherwise at checkout, subscription fees are recurring and subscriptions renew automatically until canceled. If a trial converts to a paid subscription, its duration, price and conversion terms will be disclosed before enrollment.

We may apply reasonable usage limits and plan restrictions. We will disclose material changes to paid plan terms and provide notice and consent when required by law.

8. Paddle and subscription payments

When KOLO HQ subscriptions are sold using Paddle, the applicable Paddle entity acts as Merchant of Record and authorized reseller for the checkout transaction. Your purchase and applicable payment obligations are also subject to Paddle’s buyer terms and checkout disclosures. Paddle manages supported payment methods, tax handling, transaction receipts, subscription payments, refunds and billing self-service to the extent provided by its services. KOLO HQ remains responsible for delivery of the underlying software service in accordance with these Terms.

Payment methods, including cards and Apple Pay where supported, may vary by customer location, device, browser, domain approval and payment-provider eligibility. Offering Apple Pay on the website does not mean that it is permitted as a substitute for required in-app purchase mechanisms on every mobile platform.

9. Cancellation and refunds

You can cancel an eligible subscription through the cancellation link in Paddle’s subscription confirmation messages or its customer portal when provided. Cancellation ordinarily prevents future renewals and normally takes effect at the end of the current paid billing period, subject to the applicable checkout terms and mandatory law. Refunds, statutory withdrawal rights, billing adjustments and exceptions are governed by our Refund & Cancellation Policy, applicable Paddle buyer terms and applicable law. We do not promise refunds or deny legally required refunds beyond those rules.

Deleting a KOLO HQ account does not itself guarantee cancellation of an active subscription. You should cancel the subscription using the available Paddle flow or contact support regarding unresolved billing before completing deletion.

10. Your customers’ payments and documents

Invoices, payment status, receivables, expenses, wages or other financial records that you create within a KOLO HQ workspace are managed by you for your own business. KOLO HQ is not automatically the seller, lender or recipient of payments made by your customers. If you connect a third-party payment provider to accept customer payments, that provider’s separate terms apply; you are responsible for your sales, chargebacks, accounting, customer disclosures and compliance. KOLO HQ does not hold customer funds merely because payment records appear in the Services.

11. Electronic documents and signatures

Where supported, KOLO HQ may help prepare, send, store or approve digital documents and electronic signatures. You are responsible for checking document accuracy, identity verification, authority to sign, required disclosures and whether electronic execution is legally valid for your transaction. KOLO HQ does not warrant legal enforceability of every document or signature.

12. Availability, maintenance and changes

We aim to provide reliable access but do not promise that the Services will be continuously available or error free. Maintenance, security events, internet connectivity, hosting providers and third-party integrations may affect availability. We may update, add, improve or retire features. Where a change materially reduces paid functionality, we will provide notice and remedies to the extent required by law and any applicable written agreement.

13. Integrations and third-party services

The Services may use or connect to third-party products, including hosting, authentication, email, payment processors and optional integrations. Third-party terms may govern your direct use of those products. We are not responsible for independent services outside our control, except where applicable law provides otherwise.

14. Privacy and data protection

Our Privacy Policy explains how we handle personal information. Workspace Owners generally control the customer and workforce data they enter into the Services and are responsible for notices, legal bases and instructions associated with that data. Where a separate Data Processing Agreement is legally required for a customer, it should be executed with the appropriate parties before the relevant processing begins.

15. Data export, deletion and workspace closure

Where available under your plan, you may export records using supported features while your workspace remains accessible. We cannot guarantee every format or historical version will be available indefinitely. Account deletion can be initiated inside KOLO HQ, and our Account & Data Deletion page explains an alternative request path. Authorized workspace deletion may remove shared data and affect teammates. Certain records may be retained where required by law, to resolve disputes or during established backup cycles. Customers should maintain their own copies of business-critical information.

16. Suspension and termination

You may stop using the Services at any time, subject to active subscription terms. We may suspend or terminate access for material breaches of these Terms, security risks, unlawful use or nonpayment, using advance notice where reasonable and required by law. We may also discontinue the Services subject to applicable notice and refund obligations. Termination does not extinguish obligations that by nature survive, including accrued payment obligations and intellectual-property rights.

17. Disclaimers and limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SERVICES ARE PROVIDED ON AN “AS AVAILABLE” BASIS WITHOUT WARRANTIES THAT CANNOT LAWFULLY BE DISCLAIMED. KOLO HQ DOES NOT GUARANTEE BUSINESS REVENUE, LEAD CONVERSION, PROJECT OUTCOMES, CODE COMPLIANCE, THE ACCURACY OF USER-SUPPLIED INFORMATION OR UNINTERRUPTED SERVICE.

TO THE EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY OR CONSEQUENTIAL DAMAGES ARISING FROM THESE TERMS, EXCEPT WHERE SUCH EXCLUSION IS PROHIBITED. Nothing in these Terms limits rights or liabilities that cannot legally be limited.

18. Indemnification

To the extent permitted by applicable law, business customers agree to indemnify KOLO HQ against third-party claims arising from unlawful Customer Content, infringement of third-party rights or a material breach of these Terms, excluding claims caused by KOLO HQ’s own wrongdoing. Any indemnity is subject to applicable limitations and defenses.

19. Governing law and disputes

Disputes are subject to the applicable laws and courts determined under relevant conflict-of-laws rules and any mandatory protections that apply to you; these Terms do not waive non-excludable consumer or data-protection rights. Any provision here is subject to non-waivable rights and protective rules applicable to qualifying consumers. We encourage customers to contact support@kolohq.com before filing a formal dispute.

20. Changes and communications

We may revise these Terms to reflect security, legal or product changes. We will post the revised version and give advance notice of material changes when required. Continuing to use the Services after changes become effective may indicate acceptance where legally permissible; otherwise any required consent will be obtained.

21. Contact and complete agreement

For questions about these Terms, write to support@kolohq.com. These Terms, applicable order/checkout terms, incorporated policies and any separately signed agreement constitute the applicable agreement for your use of KOLO HQ. In case of conflict regarding a Paddle purchase, applicable Paddle buyer terms govern the checkout transaction and these Terms govern the underlying service, to the extent consistent with law.

Related: Privacy Policy · Refund & Cancellation · Account Deletion