Acceptable Use Policy

Overview

This Acceptable Use Policy describes how you may use the Thepia App and what behaviors are prohibited. By using the Thepia App, you agree to follow these guidelines.

This policy applies to: Individual users of the Thepia App who have been invited by organizations to complete workflows.

For organizational terms: Organizations that use Thepia services operate under separate commercial agreements and Data Processing Agreements.

Permitted Use

You may use the Thepia App to:

✅ Accept workflow invitations from organizations you have business/work relationships with
✅ Capture and submit evidence (photos, videos, recordings, documents) as requested by workflows
✅ Complete workflow steps accurately and honestly
✅ Manage your account and authentication settings
✅ Exercise your privacy rights as described in our Privacy Policy

Prohibited Activities

You may NOT use the Thepia App to:

Content Violations

❌ Submit false, misleading, or fraudulent evidence
❌ Submit content containing your biometric data (face, fingerprints, voice patterns, hand geometry)
❌ Submit content depicting other people without their consent
❌ Submit content containing illegal material
❌ Submit content containing malware, viruses, or malicious code
❌ Submit content that violates intellectual property rights

Service Abuse

❌ Attempt to access accounts, workflows, or data that don’t belong to you
❌ Interfere with or disrupt the service or servers
❌ Use automated tools (bots, scripts) to access the service
❌ Reverse engineer, decompile, or attempt to extract source code
❌ Bypass security measures or authentication mechanisms
❌ Create multiple accounts to circumvent restrictions

Misrepresentation

❌ Impersonate another person or organization
❌ Accept workflow invitations for relationships that don’t exist
❌ Provide false information during account registration
❌ Misrepresent your authority or relationship with an organization

Account Responsibilities

You Are Responsible For:

Account Security - Keeping your authentication credentials secure
Accurate Information - Providing truthful evidence and account information
Authorized Access - Only accepting invitations from organizations you have legitimate relationships with
Device Security - Protecting your device where evidence is collected
Compliance - Following the requesting organization’s instructions for workflows

We Are NOT Responsible For:

❌ How organizations use the evidence you submit
❌ Decisions organizations make based on submitted evidence
❌ Disputes between you and the requesting organization
❌ Loss of data due to device failure or local storage issues
❌ Workflow outcomes or completion requirements

Enforcement

Investigation

We reserve the right to:

Investigate suspected violations of this policy
Access account metadata (not evidence content) to verify compliance
Request additional information from you or the requesting organization
Cooperate with law enforcement when legally required

Consequences of Violations

Depending on the severity and nature of the violation, we may:

Warning - Issue a formal warning for minor first-time violations
Workflow Restriction - Prevent you from accepting new workflow invitations
Account Suspension - Temporarily disable your account (pending investigation)
Account Termination - Permanently delete your account and ban future access
Legal Action - Pursue legal remedies for serious violations

Note: If we terminate your account, we will notify the requesting organization(s) with active workflows.

Service Limitations

”As Is” Service

The Thepia App is provided “as is” and “as available” without warranties of any kind, including:

No guarantee of uninterrupted service or error-free operation
No warranty that the service will meet your specific requirements
No warranty regarding the accuracy or reliability of workflow results

Limitation of Liability

To the maximum extent permitted by law:

We are not liable for any indirect, incidental, special, or consequential damages
We are not liable for decisions made by organizations based on submitted evidence
We are not liable for loss of data, profits, or business opportunities
Our total liability is limited to the fees paid by the requesting organization (not applicable to individual users who don’t pay fees)

Service Availability

We may:

Modify, suspend, or discontinue the service at any time
Perform maintenance that temporarily interrupts service
Update features or change functionality with reasonable notice

Data and Privacy

Your use of the Thepia App is also governed by our Privacy Policy, which describes:

What data we collect from you
How we process and store data
Your privacy rights under GDPR
How long we retain data (maximum 90 days for workflow data)

Important: Once you submit evidence to a requesting organization, they become the data controller for that evidence. Privacy requests about submitted evidence must be directed to the requesting organization.

Dispute Resolution

Informal Resolution

If you have concerns about the service or believe we’ve made an error:

Contact us at people+support@thepia.com
Describe the issue clearly with relevant details
We will respond within 5 business days
We will work with you to resolve the issue informally

Formal Disputes

If informal resolution fails:

Governing Law: These terms are governed by Swiss law.

Jurisdiction: Any disputes will be resolved in the courts of Zug, Switzerland.

Limitation Period: You must bring any claims within 1 year of the issue arising.

Individual Disputes Only: No class action lawsuits or consolidated claims.

Note: Disputes with the requesting organization about workflow requirements, decisions, or evidence use are between you and that organization - not with Thepia.

Changes to This Policy

How We Update This Policy

We may update this Acceptable Use Policy to:

Reflect changes in our service or features
Address new types of abuse or violations
Comply with legal or regulatory requirements
Improve clarity and user understanding

Notification of Changes

Material changes: We will notify you by email at least 30 days before changes take effect.

Minor changes: We will update the “Last Updated” date and post a notice in the app.

Continued use: Your continued use of the service after changes take effect means you accept the updated policy.

Contact Us

Questions About This Policy

Email: people+support@thepia.com

Response Time: Within 5 business days

Languages: English, German, Danish

Report Violations

If you see or suspect violations of this policy:

Email: people+abuse@thepia.com

Include:

Description of the violation
When and where it occurred (if applicable)
Any relevant evidence or screenshots
Your relationship to the issue (if any)

We take all reports seriously and will investigate promptly.

Summary

This Acceptable Use Policy ensures the Thepia App is used honestly and appropriately:

✅ Use the service to complete legitimate workflow invitations accurately

✅ Protect yourself and others by not submitting prohibited content

✅ Maintain your account securely and honestly

✅ Understand limitations - We facilitate evidence collection; organizations control outcomes

✅ Follow the rules - Violations may result in account termination

✅ Get help - Contact us with questions or concerns

By using the Thepia App, you confirm that you understand and agree to follow this Acceptable Use Policy.

This Acceptable Use Policy works together with our Privacy Policy to govern your use of the Thepia App.

Acceptable Use Policy - Thepia App