Terms of Service

Last updated: December 31, 2025

Please read these Terms of Service carefully before using EquipPanel. By using our service, you agree to be bound by these terms.

Please read these terms carefully. They contain important information about your rights and obligations, including liability limitations and dispute resolution procedures. For information about how we collect, use, and protect your personal information, please see our Privacy Policy.

Acceptance of Terms

By creating an account, accessing, or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you are using the Service on behalf of a company or organization, you represent and warrant that you have the authority to bind that entity to these Terms.

You must be at least 16 years old to use the Service. If you are under 16, you may not use the Service. By using the Service, you represent and warrant that you are at least 16 years old.

Description of Service

EquipPanel is a cloud-based equipment management platform that enables businesses and organizations to:

  • Create and manage digital profiles for equipment and machinery
  • Track maintenance schedules, logs, and history
  • Store and organize equipment documents, manuals, and certificates
  • Generate QR codes for quick equipment access
  • Create reports and export data in various formats
  • Manage team members and access permissions
  • Receive notifications and reminders for maintenance tasks

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with or without notice. We may also impose limits on certain features or restrict access to parts or all of the Service without notice or liability.

User Accounts and Registration

Account Creation

To use the Service, you must create an account by providing accurate, current, and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

Account Security

You are responsible for:

  • Maintaining the security of your account password and credentials
  • All activities and actions taken under your account
  • Notifying us immediately of any unauthorized access or use of your account
  • Ensuring that all information provided to us is accurate and up to date

Company Accounts

If you create a company account, you become the administrator ("Admin") of that account. As an Admin, you are responsible for managing team members, setting permissions, and ensuring compliance with these Terms by all users in your company account.

Account Termination

You may delete your account at any time through your account settings. Upon account deletion, we will delete your personal data and account information in accordance with our Privacy Policy. Some information may be retained as required by law or for legitimate business purposes.

Subscription Plans and Billing

Subscription Plans

EquipPanel offers various subscription plans with different features, quotas, and pricing. Plan details, including features, limits, and pricing, are available on our pricing page and may be updated from time to time.

Billing and Payment

Subscription fees are billed in advance on a monthly or annual basis, as selected during signup. By subscribing, you agree to pay all fees associated with your selected plan. Payment is processed securely through our third-party payment processor.

  • All fees are non-refundable except as required by law or as explicitly stated in these Terms
  • Fees are charged in the currency displayed at the time of purchase
  • You are responsible for any taxes, duties, or fees applicable to your subscription
  • If payment fails, we may suspend or terminate your access to the Service

Plan Changes

You may upgrade, downgrade, or cancel your subscription at any time through your account settings:

  • Upgrades: Take effect immediately. You will be charged a prorated amount for the remainder of your billing period
  • Downgrades: Take effect at the end of your current billing period. You retain access to current plan features until the period ends. Scheduled downgrades can be canceled before they take effect
  • Cancellations: Take effect at the end of your current billing period. You retain access until the period ends, with no refunds for unused time. Note: If your subscription has a failed payment (past due status), cancellation is immediate with no grace period

For detailed information about your right of withdrawal and cancellation policy, please see our Right of Withdrawal (Cancellation Policy) section below.

Add-Ons

Add-ons are available for Business and Pro plans only. Add-ons include additional users, equipment, storage, and exports. Add-ons are billed separately and may be added or removed at any time. Add-on changes take effect immediately with prorated billing.

Free Plan

We offer a free plan with limited features. Free plan users are subject to the same Terms as paid subscribers. We reserve the right to modify or discontinue the free plan at any time.

Price Changes

We reserve the right to change our pricing at any time. Price changes will not affect your current billing period but will apply to subsequent billing periods. We will notify you of any price changes at least 30 days in advance.

Right of Withdrawal (Cancellation Policy)

Information on Your Right of Withdrawal

As a consumer, you have the right to withdraw from this contract within 14 days without giving any reason. The withdrawal period will expire after 14 days from the day of the conclusion of the contract.

Withdrawal Period

You have the right to withdraw from this contract within 14 days without giving any reason.

The withdrawal period will expire 14 days after the day on which you (or a third party other than the carrier and indicated by you) acquire(s) physical possession of the goods, or in the case of a service contract, 14 days after the day of the conclusion of the contract.

For subscription services, the withdrawal period begins on the day you subscribe to the service.

Exercising Your Right of Withdrawal

To exercise the right of withdrawal, you must inform us of your decision to withdraw from this contract by an unequivocal statement (e.g., a letter sent by post, fax, or email). You may use the model withdrawal form below, but it is not obligatory.

To meet the withdrawal deadline, it is sufficient for you to send your communication concerning your exercise of the right of withdrawal before the withdrawal period has expired.

Effects of Withdrawal

If you withdraw from this contract, we shall reimburse to you all payments received from you, including the costs of delivery (with the exception of the supplementary costs resulting from your choice of a type of delivery other than the least expensive type of standard delivery offered by us), without undue delay and in any event not later than 14 days from the day on which we are informed about your decision to withdraw from this contract.

We will carry out such reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise; in any event, you will not incur any fees as a result of such reimbursement.

Exceptions to the Right of Withdrawal

You do not have a right of withdrawal in the following cases:

  • If the service has been fully performed and you have expressly agreed that we can begin the performance of the service before the end of the withdrawal period, and you have acknowledged that you will lose your right of withdrawal once the contract has been fully performed by us
  • If the service is provided immediately and you have expressly agreed to begin the service before the end of the withdrawal period, and you have acknowledged that you will lose your right of withdrawal once the service has been fully performed
  • For digital content not supplied on a tangible medium if you have expressly agreed that we can begin the performance of the contract before the end of the withdrawal period, and you have acknowledged that you will lose your right of withdrawal once we have begun to perform the contract

Model Withdrawal Form

(Complete and return this form only if you wish to withdraw from the contract)

To: EquipPanel, Stuttgart, Germany

Email: legal@equippanel.com

I/We (*) hereby give notice that I/We (*) withdraw from my/our (*) contract of sale of the following goods (*)/for the provision of the following service (*)

Ordered on (*)/received on (*): _________________________

Name of consumer(s): _________________________

Address of consumer(s): _________________________

Signature of consumer(s) (only if this form is notified on paper): _________________________

Date: _________________________

(*) Delete as appropriate

Contact for Withdrawal

To exercise your right of withdrawal, please contact us:

Email: legal@equippanel.com

Postal Address: EquipPanel, Bernsteinstr. 26, 70619 Stuttgart, Germany

You can also cancel your subscription directly through your account settings in the dashboard, which will automatically process your withdrawal request.

Important Notes

  • If you withdraw from the contract, you will lose access to all premium features immediately upon processing
  • Your account will be downgraded to the Free plan upon withdrawal
  • All your data will be preserved and accessible according to Free plan limits
  • Refunds will be processed within 14 days of receiving your withdrawal notice
  • If you have used the service during the withdrawal period, we may charge you for the proportion of the service already provided

User Responsibilities

You are responsible for:

  • Providing accurate, current, and complete information when creating your account
  • Maintaining the security and confidentiality of your account credentials
  • All activities and actions taken under your account
  • Ensuring that your use of the Service complies with all applicable laws and regulations
  • Respecting the intellectual property rights of EquipPanel and third parties
  • Not using the Service for any illegal, harmful, or unauthorized purpose
  • Backing up your data regularly (we recommend maintaining your own backups)
  • Ensuring that all users in your company account comply with these Terms

Prohibited Uses

You agree not to use the Service to:

  • Violate any applicable law, regulation, or third-party right
  • Infringe upon the intellectual property rights of EquipPanel or any third party
  • Transmit, upload, or store any content that is illegal, harmful, threatening, abusive, harassing, defamatory, obscene, or otherwise objectionable
  • Transmit, upload, or store any viruses, malware, or other malicious code
  • Attempt to gain unauthorized access to the Service, other accounts, or computer systems
  • Interfere with or disrupt the Service, servers, or networks connected to the Service
  • Use automated systems (bots, scrapers) to access the Service without our express written permission
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Resell, sublicense, or otherwise commercialize the Service without our express written permission
  • Use the Service to compete with EquipPanel or to build a competing product or service
  • Impersonate any person or entity or misrepresent your affiliation with any person or entity
  • Collect or harvest information about other users without their consent

Violation of these prohibitions may result in immediate termination of your account and legal action.

Intellectual Property

EquipPanel's Intellectual Property

The Service, including all software, code, designs, graphics, logos, trademarks, and content, is owned by EquipPanel or its licensors and is protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, sell, or lease any part of the Service without our express written permission.

Your Content

You retain all ownership rights to the content, data, and information you upload, store, or create using the Service ("Your Content"). By using the Service, you grant EquipPanel a worldwide, non-exclusive, royalty-free license to use, store, process, and display Your Content solely for the purpose of providing and improving the Service.

Feedback

If you provide us with feedback, suggestions, or ideas about the Service, you grant us a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate such feedback into the Service without any obligation to compensate you.

Data and Privacy

Your use of the Service is also governed by our Privacy Policy, which explains how we collect, use, and protect your personal information. By using the Service, you consent to the collection and use of your information as described in our Privacy Policy.

You are responsible for ensuring that any personal data you upload or store in the Service complies with applicable data protection laws, including GDPR. You represent and warrant that you have the necessary rights and consents to upload and process any personal data through the Service.

Termination

Termination by You

You may terminate your account at any time by deleting your account through your account settings. Upon termination, your access to the Service will cease, and we will delete your data in accordance with our Privacy Policy.

Termination by Us

We may suspend or terminate your account immediately, without prior notice, if:

  • You violate these Terms or our Privacy Policy
  • You engage in fraudulent, illegal, or harmful activities
  • You fail to pay subscription fees when due
  • We are required to do so by law or court order
  • We discontinue the Service or your plan

Effect of Termination

Upon termination, your right to use the Service will immediately cease. We may delete your account and data in accordance with our Privacy Policy. Provisions of these Terms that by their nature should survive termination (including intellectual property, disclaimers, and limitations of liability) will survive termination.

Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR ACCURACY. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, SECURE, OR FREE FROM VIRUSES OR OTHER HARMFUL COMPONENTS.

We do not guarantee that the Service will meet your requirements or that any errors will be corrected. We are not responsible for any loss or damage resulting from your use of the Service, including but not limited to loss of data, revenue, or business opportunities.

Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, EQUIPPANEL AND ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AND LICENSORS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES, RESULTING FROM YOUR USE OF OR INABILITY TO USE THE SERVICE.

OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE USE OF OR INABILITY TO USE THE SERVICE SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS PRIOR TO THE EVENT GIVING RISE TO THE LIABILITY, OR ONE HUNDRED EUROS (€100), WHICHEVER IS GREATER.

Some jurisdictions do not allow the exclusion or limitation of certain damages, so the above limitations may not apply to you. In such cases, our liability will be limited to the maximum extent permitted by law.

Indemnification

You agree to indemnify, defend, and hold harmless EquipPanel and its affiliates, officers, directors, employees, agents, and licensors from and against any claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys' fees) arising out of or relating to:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any third-party right, including intellectual property or privacy rights
  • Your Content or any content you upload, store, or transmit through the Service
  • Any fraudulent, illegal, or harmful activity conducted through your account

Dispute Resolution

Governing Law

These Terms shall be governed by and construed in accordance with the laws of Germany, without regard to its conflict of law provisions.

Jurisdiction

Any disputes arising out of or relating to these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of Stuttgart, Germany.

Informal Resolution

Before filing a claim, you agree to contact us at support@equippanel.com to attempt to resolve the dispute informally. We will try to resolve the dispute within 60 days of receiving your notice.

Changes to These Terms

We may update these Terms from time to time to reflect changes in our practices, technology, legal requirements, or for other reasons. We will notify you of any material changes by:

  • Posting the updated Terms on this page with a new "Last updated" date
  • Sending you an email notification (if you have an account)
  • Displaying a notice in the Service

Your continued use of the Service after any changes to these Terms constitutes your acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Service and delete your account. We encourage you to review this page periodically to stay informed about our terms.

Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will remain in full force and effect.

Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and EquipPanel regarding the Service and supersede all prior agreements, understandings, or communications, whether written or oral.

Contact Us

Have questions? Check our FAQ or contact us:

If you have any questions, concerns, or requests regarding these Terms of Service, please contact us:

support@equippanel.com
legal@equippanel.com

EquipPanel
Stuttgart, Germany

We will respond to your inquiry within 30 days. For urgent legal matters, please mark your email as "URGENT" in the subject line.