Terms of Service

1. Scope, provider, and contract language

These terms govern the use of remoteroom.io (the “Service”), provided by Remoteroom GmbH, Theodorstraße 41P, 22761 Hamburg, Germany, registered with the commercial register of the Amtsgericht Hamburg under HRB 199300 (“we”, “us”, the “Provider”).

These terms are drafted in English for readability. Where they refer to concepts of German law, the German legal meaning prevails.

Conflicting or deviating terms of the customer do not apply, even if we do not expressly object to them, unless we have accepted them in writing.

2. Business customers only

The Service is offered exclusively to entrepreneurs (Unternehmer, § 14 BGB) — businesses, freelancers, and other persons acting in their commercial or independent professional capacity. The Service is not offered to consumers (Verbraucher, § 13 BGB).

By registering, the customer confirms that they are acting as an entrepreneur and not as a consumer.

3. Service description and beta status

remoteroom.io provides Remote Rooms: modular online collaboration rooms for film, TV, and post-production teams, combining media review, livestreams, video calls, whiteboards, notes, calendars, and file upload and delivery. Customers can invite viewers and reviewers into their rooms via signed access links; invitees do not need an account. The features available to a customer depend on the customer’s plan.

The Service is currently in private beta and under active development. During the beta, the following applies to the scope of the service we owe:

• Features may be changed, extended, or discontinued. When we change or discontinue a feature, we do so having reasonable regard to the customer’s legitimate interests.
• No specific availability level (uptime) is owed during the beta. We operate the Service with reasonable care, but interruptions can occur.
• Scheduled maintenance may cause temporary unavailability. Where reasonably possible, we perform maintenance outside typical working hours.

The Free plan and features marked as beta or experimental are provided free of charge as a voluntary service. We may modify, limit, or discontinue them at any time, having reasonable regard to the customer’s legitimate interests.

4. Contract formation and account

Access to the Service is granted on request. A registration request is an offer by the customer to conclude a contract under these terms; we review requests manually and are free to accept or decline them. The contract comes into existence when we activate the customer’s account.

The customer must keep their account credentials confidential and must not share them with third parties. The customer is responsible for activity that occurs under their account and must inform us without undue delay if they suspect unauthorized use.

5. Plans, prices, payment, term, and termination

The Service is available on a Free plan (€0) and on paid plans — such as Producer, Team, Studio, and Business — each with the storage quotas, seat limits, and features described on the pricing page at the time of purchase. Optional paid add-ons, such as a livestream day pass, may be booked separately. All prices are net prices in euros, plus applicable VAT.

Checkout, payment, invoices, subscription management, and cancellation are handled through the Stripe customer billing portal. Paid plans run for the billing period selected at checkout and renew for the same period unless the customer cancels via the billing portal before the current period ends. Cancellation takes effect at the end of the current billing period; amounts already paid for that period are not affected.

The right of both parties to terminate for cause (§ 314 BGB) remains unaffected.

When the contract ends, the account and the content stored in it are deleted in accordance with our Privacy Policy. Customers should export any content they need before the contract ends (see Sections 9 and 10).

6. Customer obligations and acceptable use

The customer must use the Service lawfully. In particular, the customer must:

• hold all rights necessary for the media and other content they upload, stream, or share through the Service — including the rights to film material, music, and other third-party works contained in it;
• not upload or distribute content that is infringing, unlawful, or harmful;
• not introduce malware, attempt to penetrate or probe our systems, disrupt streams or calls, or circumvent access controls, signed links, or usage limits;
• not abuse the Service to the detriment of other customers or third parties.

The customer is responsible for content that their invitees contribute to the customer’s rooms.

On justified suspicion of a material violation of these obligations, we may block or remove the affected content and, where necessary, suspend the account, having reasonable regard to the customer’s legitimate interests. We inform the affected customer of the decision and the reasons for it — unless we are legally prevented from doing so — and give them the opportunity to respond.

Anyone can report content they believe to be illegal; how to do so, and how we handle such notices, is described in the reporting section of our compliance page.

7. Content and rights

The customer retains all rights to the content they upload to or create in the Service. The customer grants Remoteroom GmbH the non-exclusive right to process this content solely to the extent needed to provide the Service — in particular to store, transcode, stream, display, and deliver it to the recipients the customer designates. We do not use customer content for any other purpose.

The software, platform, and all associated intellectual property of the Service remain the property of Remoteroom GmbH or its licensors. The customer receives the non-exclusive, non-transferable right to use the Service for the duration of the contract.

8. Data protection

How we process personal data is described in our Privacy Policy. The service providers we use, our infrastructure, and our security practices are listed on our compliance page. Where we process personal data on the customer’s behalf as a processor — for example, footage, review comments, or invitee data in the customer’s rooms — we conclude a data processing agreement (DPA) with the customer pursuant to Art. 28 GDPR. The customer can request the DPA at any time.

9. Data, backups, and export

We run regular backups of platform data as part of operating the Service. These backups are intended to help us restore our own systems; they are not a substitute for the customer’s own archiving.

The customer remains responsible for keeping their own copies of essential source material — particularly during the beta. Before the contract ends, the customer should export any content they need; after deletion, we cannot restore it.

10. Switching and data export (EU Data Act)

As a provider of a data processing service, we support customers who want to switch to another provider or move their content back to their own infrastructure, in line with Regulation (EU) 2023/2854 (Data Act):

• The customer can export their content at any time during the contract: media files in their original uploaded format, review comments and annotations as CSV or PDF exports, notes as PDF, calendars as ICS files, and subtitles as SRT files. Data not covered by a self-service export is provided on request in a structured, commonly used, machine-readable format. The export procedures and formats are described on our compliance page.
• On request, we support a switch in good faith and complete the transition within at most 30 calendar days. If that is technically unfeasible in an individual case, we notify the customer without undue delay and complete the transition as soon as technically possible; the customer’s statutory rights under the Data Act remain unaffected.
• After the contract ends, the customer’s content remains retrievable for at least 30 calendar days before it is deleted (Section 5).
• We do not charge fees for switching or for data export.
• Information on the jurisdiction our infrastructure is subject to, and on the measures protecting customer data against unlawful third-country access, is published on our compliance page.

11. Warranty for defects

The statutory warranty rules apply, with the following modifications:

• The no-fault (strict) liability for defects that already existed at the time of contract conclusion (§ 536a(1) BGB, first alternative) is excluded.
• The customer must report defects to us without undue delay.
• For services provided free of charge, we are liable for defects only where we have maliciously concealed them.

12. Liability

We are liable without limitation for damage caused by intent or gross negligence, for injury to life, body, or health, under the German Product Liability Act (Produkthaftungsgesetz), and where we have expressly assumed a guarantee.

In cases of slight negligence, we are liable only for the breach of essential contractual obligations — obligations whose fulfilment makes the proper performance of the contract possible in the first place and on whose observance the customer regularly relies and may legitimately rely (cardinal obligations). In these cases, our liability is limited to the foreseeable damage typical for this type of contract. This limitation does not apply in the cases of unlimited liability described in the first paragraph of this section.

For loss of data, our liability is limited to the effort that would typically have been required to recover the data if the customer had made regular, risk-appropriate backups. This limitation does not apply in the cases of unlimited liability described in the first paragraph of this section.

In all other respects, our liability is excluded. These limitations also apply in favour of our employees, representatives, and vicarious agents (Erfüllungsgehilfen).

For services provided free of charge — including the Free plan and free beta features — we are liable only for intent and gross negligence. Our unlimited liability for injury to life, body, or health and under the German Product Liability Act (Produkthaftungsgesetz) remains unaffected.

13. Changes to these terms

We may propose changes to these terms only where this is required by changes in the law or case law, by new or changed features, or by security or operational requirements, and only where the change does not upset the contractual balance to the customer’s disadvantage. Proposed changes are announced in text form (for example, by email) at least four weeks before they take effect.

A proposed change takes effect if the customer does not object within the notice period, provided we have expressly informed the customer in the announcement of their right to object and of the consequences of not objecting. If the customer objects, the change does not take effect against them, and either party may terminate the contract with effect from the date on which the change would have taken effect.

Changes to the core obligations of the contract — the Service itself or the prices — require the customer’s consent, for example, by acceptance at the next login or checkout.

14. Final provisions

These terms and the contract are governed by German law, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).

Where the customer is a merchant (Kaufmann), a legal entity under public law, or a special fund under public law, the exclusive place of jurisdiction for all disputes arising from or in connection with the contract is Hamburg, Germany.

Should individual provisions of these terms be or become invalid, the validity of the remaining provisions is not affected.

We are neither willing nor obliged to participate in dispute resolution proceedings before a consumer arbitration board (§ 36 VSBG).

15. Contact

If you have questions about these terms, contact us: