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General Terms and Conditions

Last updated: September 26, 2026

Convenience translation. This English version is provided for information only. Only the German version is legally binding. In case of any discrepancy, the German version prevails.

§ 1 Subject matter, scope

These General Terms and Conditions (“Terms”) govern the provision of the transport management software “flicono AI” including all related services, in particular the web application (app.flicono.ai), the mobile app, the AI-powered analysis of emails and orders, the storage of customer and order data, and support.

The provider is Flicono LLC, PO Box 66124, Mobile, AL 36660-1124, United States (hereinafter “flicono AI”, “Flicono LLC” or “we”). We do not accept terms of the customer that conflict with or deviate from these Terms unless we have expressly agreed to their validity in writing. In ongoing business relationships, these Terms also apply to all future contracts.

Business customers only (B2B): The offers of Flicono LLC are directed exclusively at entrepreneurs within the meaning of Section 14 of the German Civil Code (BGB), legal entities under public law and special funds under public law. Consumers within the meaning of Section 13 BGB are not entitled to enter into contracts. By placing an order, the customer confirms that they are acting in the course of their commercial or independent professional activity.

For customers based in the European Union, invoices are issued without VAT under the reverse charge procedure pursuant to Art. 196 of the VAT Directive. The customer must provide a valid VAT identification number during registration. If we cannot verify the VAT ID via the EU VIES portal, we reserve the right to decline the order.

§ 2 Offers, conclusion of contract

Our offers are non-binding unless expressly designated as binding. The customer is bound by their declaration aimed at concluding a contract for 14 days. A contract is concluded by our written confirmation of the order or by provision of the agreed services. When booking the self-service plans via app.flicono.ai/register, the electronic confirmation of registration constitutes conclusion of the contract.

§ 3 Services and provision

Scope of services

flicono AI provides the software-as-a-service platform in its own data centers or data centers operated by partners within the European Economic Area (EEA) for a contractually defined period and in the booked scope (licenses, modules and integrations). The platform includes:

  • Order management and dispatch
  • AI-powered parsing of incoming emails (email → order)
  • Live map with vehicle tracking and route optimization
  • Messenger with sender threading and AI summaries
  • Invoicing via a connected accounting integration (e.g. sevDesk)
  • Payment processing via Stripe (including Stripe Connect for reseller setups)
  • API access, if individually agreed

Availability

We aim for service availability of 99.5% on a monthly average, measured at the data center exit. Maintenance windows and outages for which we are not responsible do not count toward availability. If a separate SLA with extended guarantees has been individually agreed, it applies.

Data storage

We store customer data on servers within the EEA (primary location: Amsterdam, Netherlands). For the AI-powered features, content required for processing is also transferred to our sub-processor Anthropic PBC (USA), solely to perform the contractual functions and not for model training. For details, see the privacy policy.

Access credentials

After conclusion of the contract or self-service registration, the customer receives the credentials required for access. For paid services, full access is granted only after receipt of the first payment. flicono AI may change access credentials with reasonable advance notice.

Term, renewal, termination

The contract term begins with the provision of the services. Self-service contracts can be canceled monthly; with annual prepayment the minimum term is twelve months. Contracts renew automatically for the previously agreed term unless canceled in text form at least one month before expiry. Individually negotiated contracts are subject to the respective separate agreement.

Customer obligations

  • The customer backs up their customer data regularly and in line with the importance of the data. We recommend a weekly export of essential data.
  • The customer complies with applicable data protection laws (in particular the GDPR) and obtains the consents required for processing personal data of third parties. In particular, when connecting a mailbox, the customer is responsible for having the right to transfer the data it contains to flicono AI.
  • The customer respects all third-party rights in material they use (texts, images, logos, trademarks).
  • The customer checks data before upload with state-of-the-art antivirus software.
  • The customer does not use the services for unlawful or immoral content, in particular not for incitement to hatred, instructions for criminal acts or glorification of violence.
  • The customer takes appropriate precautions against unauthorized access and keeps their passwords secret.

Right to suspend

After notifying the customer, flicono AI may block access to the services and the customer data if the customer breaches material obligations under these Terms.

Third-party users

If the customer grants third parties (e.g. employees, subcontractors) access to the services, the customer obliges them in the same way to comply with these Terms. ASP or service bureau use outside the customer's own business is prohibited.

§ 4 Provision of software and rights of use

For the contract term, flicono AI grants the customer a non-exclusive, non-transferable right to use the software in the booked scope (number of “Flic user” licenses as named users, number of driver app licenses, booked modules and integrations). Use takes place exclusively via the interfaces provided by flicono AI (web app, mobile app, documented API).

In particular, the customer may not:

  • modify, adapt, translate, decompile, disassemble or reverse engineer the software, unless this is necessary for its intended use or to achieve interoperability with an independently created program and is permitted by law;
  • copy the software or make it accessible to third parties beyond the contractually agreed number of named users;
  • remove trademark, copyright or other proprietary notices;
  • rent out, lend or otherwise temporarily make the software available to third parties.

§ 5 Support, training

flicono AI provides support via the help and support function in the application. More extensive support, in particular personal assistance or prioritized support under an SLA, applies only if individually agreed.

Individual training can be booked for a separate fee.

§ 6 AI components and limitations

flicono AI uses AI models (Anthropic Claude) for email parsing, summaries, route optimization and similar functions. The customer acknowledges that AI-generated results are stochastic and not error-free in every individual case. In particular, the customer must observe the following:

  • AI-generated orders must be checked by the customer before final order confirmation.
  • AI summaries do not replace the original documents.
  • flicono AI is not liable for consequences of adopting AI-generated content into the customer's operational workflow without checking it.

§ 7 Subcontractors / sub-processors

flicono AI may engage subcontractors to provide the services (e.g. cloud hosting, AI processing, payment service providers). A current list of sub-processors can be found in our privacy policy.

§ 8 Fees

Fees are based on the services selected in the contract or during online booking and the prices on the pricing page at the time of booking. They are due monthly or annually in advance and are owed even if the customer does not use the services or does not use them in full. All prices are plus statutory VAT.

Every person using the web application needs a “Flic user” license, charged per user per month. Drivers use only the driver app; a separate license is charged per driver. Modules and integrations can be booked in addition. AI credit is purchased once in packs and consumed according to actual use; the monthly or annual due date does not apply to it. Payment is monthly or annually at the customer's choice. New customers can try flicono AI free for 14 days. Prices and scope of services are as shown on the pricing page at the time of booking.

Invoices are sent electronically (PDF). Paper invoices are available for a fee of €3.50 plus VAT per invoice.

Payment is made via the payment method selected at Stripe checkout (direct debit, credit card, SEPA). Alternative payment methods are possible by prior agreement for a surcharge of €7.50 plus VAT per transaction.

In case of late payment, statutory default interest and a flat-rate default fee of €40.00 apply. Returned direct debits are charged at €25.00 per incident. If payment is more than 30 days overdue, flicono AI may block the customer's access.

flicono AI may adjust the fees appropriately once a year, in particular if cost factors such as wages, cloud hosting or license costs change. An adjustment takes effect no earlier than one month after receipt of the notice. If the increase exceeds 5%, the customer has an extraordinary right of termination.

§ 9 Reduction, set-off, retention

A reduction in fees is excluded insofar as flicono AI remedies disruptions within a reasonable period. Set-off against claims of the customer is only permitted if these are undisputed or have been finally established by a court. The customer is only entitled to rights of retention for claims arising from this contractual relationship.

§ 10 Liability

flicono AI is liable without limitation for damage caused intentionally or by gross negligence, for damage arising from injury to life, body or health, and where a guarantee of quality has been assumed.

In case of simple negligence, flicono AI is only liable for breach of material contractual obligations (cardinal obligations), limited to the typical, foreseeable damage. Any further liability is excluded, in particular for lost profits, indirect damage and consequential damage.

Strict liability for defects already existing at the time the contract was concluded pursuant to Section 536a BGB is excluded.

Claims under the Product Liability Act and statutory minimum liability remain unaffected. These liability provisions also apply to the personal liability of employees, representatives and vicarious agents.

Claims for damages against flicono AI become time-barred 12 months from the statutory start of the limitation period, unless a longer limitation period is mandatory by law.

§ 11 Termination, end of contract

The right to ordinary termination under § 3 of these Terms remains unaffected. Both parties have the right to extraordinary termination for good cause, in particular in case of a persistent breach of contract by the other party despite a warning.

After the end of the contract, flicono AI makes the customer's data available for 30 days in an exportable format (CSV/JSON). The data is then irrevocably deleted, unless statutory retention periods prevent this.

§ 12 Data protection

flicono AI processes personal data exclusively in accordance with the GDPR and the German Federal Data Protection Act (BDSG). Insofar as the customer has personal data of third parties (e.g. their customers) processed on the platform, we conclude a data processing agreement (DPA) with the customer pursuant to Art. 28 GDPR. The DPA can be requested separately at mail@flicono.com.

Test accounts may only be used for testing purposes. If personal data of third parties is also processed in a test account, the obligation to conclude a DPA also applies to test access.

§ 13 Public relations

Both parties may name the other party as a reference customer or contractual partner (name, logo, industry) after prior consent, in particular on the website, in pitch decks and marketing materials.

§ 14 Final provisions

Text form

Amendments, additions and side agreements must be in text form to be effective (email is sufficient). This also applies to the waiver of this clause.

Severability clause

Should individual provisions of these Terms be or become invalid, the validity of the remaining provisions remains unaffected. The invalid provision shall be replaced by a valid provision that comes closest to the economic purpose of the invalid provision.

Applicable law and place of jurisdiction

The law of the State of Alabama (USA), the seat of Flicono LLC, applies, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).

Since contracts are concluded exclusively with entrepreneurs, legal entities under public law and special funds under public law (§ 1 of these Terms), the exclusive place of jurisdiction for all disputes arising from this contract, to the extent permitted by law, is Mobile, Alabama (USA), the seat of Flicono LLC. Flicono LLC may also sue the customer at their general place of jurisdiction.