Terms of use

1.About this document

This document states DeskGrade’s terms and commitments. It is not legal advice.

2.Switching and return of data

We will assist customers switching to another service and return exportable customer data and digital assets in commonly used, machine-readable formats. Scope, assistance and timing will be agreed with the customer without limiting mandatory rights. Bespoke components do not create a blanket exclusion for ordinary SaaS. Post-termination data handling follows the data processing agreement.

3.Who we are

DeskGrade is provided by Pilotify (sole trader / toiminimi), Business ID 1820342-0, Harluntie 5, 02600 Espoo, Finland. Contact: jan@pilotify.app.

4.Who may use DeskGrade

DeskGrade is sold to companies and other organisations ("customers"), not to consumers. A customer gives its people access to a workspace. People invited by a customer, such as employees or guests in a shared room, use DeskGrade under the customer’s account and the customer’s instructions.

If you accept these terms for a company, you confirm that you may bind it.

5.Your account

• Keep your sign-in details to yourself and tell us or your workspace administrator if you suspect misuse.
• Your workspace administrator decides who has access and with which role, and can remove access.
• Personal agents act with your permissions. You are responsible for what you ask your agent to do and for the actions you approve.

6.Acceptable use

You may not use DeskGrade to:

• break the law or infringe the rights of others, including privacy and intellectual property rights;
• send spam or unsolicited messages through DeskGrade or connected channels such as email or Slack;
• upload malware, probe, overload or circumvent the security of the service, or get around approval steps and access limits;
• make decisions that have legal or similarly significant effects on people (for example hiring, credit or access to essential services) based solely on agent output, or use the service for any purpose listed as high-risk in the EU AI Act, unless we have agreed to a lawful use in writing; prohibited AI uses are never permitted;
• present agent output to others as written by a person where the law requires you to disclose that it was generated by AI.

We may suspend access that breaks these rules or puts the service or other customers at risk. We tell the customer why, unless the law prevents us.

7.Customer data

Material that customers and their people put into DeskGrade, and what agents create from it, belongs to the customer. We process it only to provide the service and as the customer instructs. When it contains personal data, we act as the customer’s processor under our data processing agreement, and our sub-processor list applies.

Pilotify does not train AI models on customer data. Our model-routing preference is for zero retention and no training by providers; it is a preference, not a guarantee for every provider or request. Provider processing and retention follow the applicable terms and configured route. See our AI notice.

8.AI agents and their output

DeskGrade agents use AI models. Their output can be incomplete or wrong, so check it before relying on it. Actions follow delegated authority and policy; dangerous or irreversible actions require approval, while ordinary reversible actions may run directly. See our AI notice.

9.Employee data and workplace monitoring

The customer is responsible as employer and controller for its workplace deployment. Under the Finnish Act on the Protection of Privacy in Working Life (759/2004), employee data must be directly necessary for the employment relationship; consent cannot waive necessity. Data is collected primarily from the employee. Collection from other sources requires the applicable consent or statutory exception and information to the employee before use in decisions concerning them.

Connecting mail, calendars or files does not give an employer unrestricted access to employees’ communications or permission to monitor them. The employer must define purposes, sources, access and retention, assess necessity and lawful basis, inform employees and complete applicable co-operation or consultation before introducing technical monitoring or changing its purpose or methods. The Co-operation Act (1333/2021) applies according to the employer’s circumstances. Where co-operation legislation does not apply, the Working Life Privacy Act still requires an opportunity for employees or their representatives to be heard on technical monitoring.

DeskGrade’s intended use is productivity and customer support. Recruitment ranking, employee scoring or evaluation, employment decisions and behaviour- or personality-based work allocation are excluded. The customer must document its deployment before connecting employee sources. We commit to easy, versioned management of that record in DeskGrade; the record does not itself establish a lawful basis or replace employer duties. See the AI notice.

10.Backups and recovery

Uploaded files (Storage objects) are not backed up or recoverable as part of DeskGrade. Customers must keep their original files outside the service. Database backups contain file metadata, not the uploaded file contents; restoring a database does not restore a lost file. No future file-backup service is promised.

Our database-backup commitment is daily backups with seven-day retention, without point-in-time recovery. This is not an uninterrupted-availability or recovery-time guarantee. Authorised restoration must include downtime and post-restore checks and preserve or reapply deletions. Return and deletion of active customer data follow the data processing agreement; backup expiry and legally required retention are handled separately.

11.Connected services

You can connect DeskGrade to other services, such as Slack, Google or Microsoft calendars, GitHub, or AI assistants like Claude or ChatGPT. Those services are provided by third parties under their own terms. Data you send to them through a connection leaves DeskGrade and is handled under their terms.

Rooms can show videos embedded from third-party providers such as YouTube, Vimeo or Loom. Until someone presses play, the room shows its own preview picture and the provider is not contacted. When a video is played, the provider may set its own cookies under its own terms. We use each provider’s privacy-enhanced embed mode where one exists.

12.Fees, availability and support

Fees, service levels and support are set in the customer’s order or agreement. No fee or specific service level applies without express agreement.

13.Intellectual property

Pilotify owns the DeskGrade software, design and brand. Customers receive a right to use the service for their own business during their subscription. Feedback you give may be used to improve the service without obligation.

14.Liability

The service is provided with reasonable care and skill. To the extent the law allows, neither party is liable for indirect or consequential loss, such as lost profit or lost data that could have been restored from a backup, and our total liability for all claims is limited to the fees the customer paid for DeskGrade in the 12 months before the event that gave rise to the claim. These limits do not apply to damage caused intentionally or through gross negligence, which Finnish law does not allow to be excluded, nor to any other liability that cannot be limited by law.

15.Ending use

A customer may stop using DeskGrade as set out in its agreement. When an account ends, we delete or return customer data as the data processing agreement describes, within 30 days after termination. Active copies will be returned or exported as the customer chooses and deleted within that period; database backups expire after seven days. Legally required retention is limited to the necessary data and purpose.

16.Changes to these terms

We publish versioned documents with an effective date and a summary of changes. We notify tenant administrators in-app and by email at least 30 days before a material change to these terms or policies takes effect. Unless the customer objects within that notice period, the notified change is accepted and takes effect on the stated effective date without a new acceptance click. The customer may object through our legal contact; if a materially adverse change cannot be resolved, the customer may terminate the affected service without penalty before the change takes effect. A replacement needed urgently for security or availability may take effect immediately with prompt notice and the same objection and exit rights. This mechanism does not waive mandatory rights or replace consent where consent is required. Re-acceptance for a tenant-initiated change to governed settings, such as retention, is separate.

17.Law and disputes

Finnish law applies. Disputes are settled by the competent Finnish court unless the parties agree otherwise. Mandatory rights remain unaffected.