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Terms and Conditions of Use — “Smart Teams” Solution

Smart Team Solutions LTD · www.smartteamsolutions.co.uk · This email address is being protected from spambots. You need JavaScript enabled to view it.

⚠️ Please read carefully before using the “Smart Teams” solution

I. Introduction

This legal agreement between you and Smart Team Solutions LTD governs the use of the “Smart Teams” solution. You may use the solution only in accordance with these Terms and Conditions.

The services may change over time. The Provider reserves the right to discontinue, suspend or modify the services at any time, without any obligation to provide prior notice. ⚠️

Legal basis: Pursuant to the Romanian Electronic Commerce Law (Law no. 365/2002, Article 7), contracts concluded by electronic means produce all legal effects recognised by law. The parties’ prior consent to the use of electronic means is not required.

By accessing and using the “Smart Teams” solution, you agree to these terms. If you do not agree, you may not use the solution, the website www.smartteamsolutions.co.uk, or the associated applications.

⚠️ Important — individuals acting in their own name: The solution is intended exclusively for legal entities. Individuals purchasing it in their own name expressly waive the protections granted by consumer-protection legislation (Romanian Government Ordinance no. 21/1992), including the right to a refund.

The “Smart Teams” solution is intended for persons over 18 years of age.

II. Definitions

Term Definition
User Account / “Smart Teams” Account The registration account created by the User within the “Smart Teams” solution.
Personal data Information relating to an individual User: first name, surname, personal identification number, identity-card series and number, telephone number, address and email address.
Registration information Company identification data: company name, registered office, Trade Register number, tax identification number, billing details (bank, IBAN, address, telephone number and email address).
Company A private-law or public-law legal entity that creates a “Smart Teams” account through its legal representative or authorised agent.
Provider Smart Team Solutions LTD, a limited company incorporated under the laws of the United Kingdom, with its registered office at 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ.
“Smart Teams” Solution / Platform The website, the authenticated web portal and the associated mobile applications owned and managed by the Provider.
e-Invoice The XML file that complies with the structure approved by the tax authorities.
XML upload The procedure by which the User submits invoices issued through the platform to the e-Invoice system.
Invoice summary A daily email sent by the platform when issued and/or received invoices exist.
Invoice errors An email sent when the User uploads XML files that do not comply with the approved e-Invoice structure.
Archiving of e-Invoice files Electronic archiving for the legally required period in XML, validated XML and PDF formats.
My files The electronic storage location for e-Invoice documents, accessible through the platform account.
Dashboard The section containing reports and analyses based on documents submitted by the User or third parties.
e-Invoice Reports Reports for invoices issued and received through the e-Invoice system over a selected period.
VAT Forecast ⚠️ A VAT simulation for the selected period. It does not include: cash-accounting VAT, sales recorded exclusively through a cash register, limited deductibility items (fuel, vehicles, protocol expenses), or VAT paid at customs.
Profit & Loss A simulated profit-and-loss statement based on e-Invoice documents for the selected period and cumulatively from the beginning of the financial year.
Balance Sheet The balance sheet for the period selected by the User.
Cash Flow A simulation of receipts and payments based on e-Invoice data and statements submitted by authorised third parties.
Graphics & Analytics Charts, analytical statements and financial indicators based on e-Invoice documents and submitted statements.

III. Changes to the Agreement

The Provider reserves the right to amend these Terms and Conditions at any time. The version in force is the version published on www.smartteamsolutions.co.uk. Any amendments take effect immediately upon publication.

The Provider may modify or discontinue the solution, temporarily or permanently, with or without notice, without being liable to the User.

IV. Account Creation and Subscription Payment

An account is created on www.smartteamsolutions.co.uk by providing an email address, telephone number and company details. The services are available through several subscription plans.

📋 The applicable prices are those displayed on the website and may be changed at any time without prior notice.

Online card payment

Payment is made exclusively through the secure platform of the payment processor. ✅ Smart Team Solutions LTD does not access or retain card details. The payment processor is solely responsible for data security.

Payment by bank transfer

Payment is made to the bank account specified on the pro-forma invoice, stating the invoice number and/or the company tax identification number.

⚠️ Bank charges are borne by the User. Failure to pay such charges may result in an adjustment of the subscription period or in the suspension of the subscription, with reimbursement of the amount actually received.

Subscription activation is automatic and may take up to several days. If the subscription has not been activated after three business days, please contact: This email address is being protected from spambots. You need JavaScript enabled to view it.

Subscription renewal

Expiry notifications are sent through the account and by email to the addresses associated with the administrator role. The renewal process is similar to the initial payment process. When a subscription expires without renewal, access to paid services is discontinued.

Refunds / returns

⚠️ Right of withdrawal: For subscriptions of at least one year, you have 14 calendar days from activation to request a refund, provided that none of the paid services has been used. Requests must be sent to This email address is being protected from spambots. You need JavaScript enabled to view it..

Monthly subscriptions and additional options are non-refundable.

Additional services

For features used beyond the subscription limit, “Smart Teams” issues a usage invoice. Access to those features depends on payment of the invoice.

Recurring payments

The recurring-payment module is based on Netopia Payments / Revolut Bank. The mechanism involves:

  • The existence of a recurring invoice defined within the solution.
  • A request for the customer’s consent to automatic debiting.
  • Transmission of the invoice by email together with the request for consent.
  • Registration of the consent by Netopia Payments as an authorisation token, valid until revoked.

New consent is requested if the currency, amount or frequency of the recurring invoice changes.

Beta / newly released features

Smart Team Solutions LTD may make new features available free of charge and for limited testing periods. After the testing period expires, purchasing those features is optional. Pricing information is communicated before purchase.

V. User Representations

By using the “Smart Teams” solution, you represent and warrant that:

  • All registration information provided is accurate and not misleading.
  • The information provided is true at the time the request is completed.
  • You are the legal representative of the registered company or have been authorised by its legal representative. Otherwise, the Provider may block access and request supporting evidence. ⚠️
  • You are at least 18 years old.

VI. Prohibited Activities

The “Smart Teams” solution may not be used for any purpose other than those presented by the Provider. Prohibited activities include, without limitation:

  • Criminal activity or activity causing harm, including fraud, spam, harassment and copyright infringement.
  • Systematic extraction of data without the Provider’s written consent.
  • Collection of Users’ email addresses for unauthorised purposes.
  • Automated use of the system, including scripts, bots and data-mining tools.
  • Interference with or overloading of the platform.
  • Impersonation of another User or use of another person’s account.
  • Decompilation, disassembly or reverse engineering of the software.
  • Use of the platform to compete with the Provider.
  • Creation of an account on behalf of a company without a valid legal mandate.

⚠️ Consequences: The Provider may notify the investigating authorities, suspend the account, or take both measures. The User is solely responsible for fully covering any damage caused, including legal costs.

Scope of our services

Technical support covers only issues caused by the implementation of the “Smart Teams” solution. The Provider reserves the right to suspend the accounts of Users who use insults, disseminate false information or threaten the team.

VII. Intellectual Property Rights

The Provider owns all intellectual-property rights relating to the “Smart Teams” solution, including the logo, images, structure, design, source code, databases, software, audio/video files, text, photographs and graphics, all of which are protected under Romanian and European legislation.

The solution content is provided “AS IS” and may not be copied, reproduced, distributed or exploited for any purpose without the Provider’s prior written consent.

Redistribution, decompilation, reverse engineering or disassembly of the solution is prohibited. No provision of this Agreement grants any licence or right relating to Smart Team Solutions LTD patents or trademarks.

VIII. Warranties

The User confirms that:

  • The data and information entered into the platform are accurate.
  • The User is the legal representative or an expressly authorised agent of the legal entity for which the account is created.
  • The invoices submitted to the e-Invoice system are genuine and accurate.

⚠️ The User assumes full responsibility for the information provided. The Provider shall not be liable for damage resulting from the submission of inaccurate information. If the User registers a company for which the User is not the legal administrator, the Provider may remove that company from the User’s account.

IX. Limitation of Liability

⚠️ The User uses the “Smart Teams” solution at the User’s own risk. The Provider shall not be liable for direct or indirect damage caused by the use of or access to the platform.

Unauthorised operations, including abusive or fraudulent use, unauthorised access and copying for commercial purposes, will be sanctioned in accordance with the law.

Under no circumstances shall the Provider, its directors, employees or agents be liable for indirect, future, special, punitive or incidental damage, including loss of profit, even if they have been informed that such damage may occur.

X. Processing of Personal Data (GDPR)

By using the platform, you authorise the Provider (Smart Team Solutions LTD) to process the personal data submitted for the purpose of providing the “Smart Teams” services.

Data collected

  • When creating an account: email address and company details, the latter not constituting personal data.
  • When using the services: the User’s name and the personal data of individual customers entered into invoices, including name, personal identification number, identity-card details, address, email address, telephone number and bank account.

ℹ️ You cannot send emails directly from the platform to your customers.

Storage and security

Data are stored in the cloud on Amazon Web Services (AWS) or Microsoft Azure servers located in Europe, compliant with GDPR and certified under the EU–US Privacy Shield programme. Passwords and access credentials are encrypted. Internal access is restricted and conditional upon the User’s explicit written request.

The Provider undertakes to notify the supervisory authority in the event of a security incident, in accordance with Article 33 GDPR.

Your rights

Right Description
Access Request information regarding the processing of personal data.
Rectification Correct or complete inaccurate data.
Erasure Obtain the deletion of data under the conditions laid down by law (“right to be forgotten”).
Restriction Request restriction of processing in the cases provided by law.
Objection Object to processing based on the Provider’s legitimate interest.
Portability Receive the data in a structured, machine-readable format.
Complaint Lodge a complaint with the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP).
Withdrawal of consent Withdrawal takes effect only for the future.

✉️ GDPR contact: contact form or This email address is being protected from spambots. You need JavaScript enabled to view it.

XI. Applicable Law

All legal matters relating to the “Smart Teams” solution are governed by the laws in force in Romania, with the exception of the provisions of Romanian Government Ordinance no. 21/1992 on consumer protection, which are expressly excluded for individuals acting in their own name.

XII. Dispute Resolution

The Provider has no obligation to intervene in disputes between Users and third parties.

Disputes between the User and the Provider that cannot be resolved amicably within 30 business days of the registration of a complaint shall be settled exclusively by the territorially competent courts in Romania.

Smart Team Solutions LTD · 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ · www.smartteamsolutions.co.uk · This email address is being protected from spambots. You need JavaScript enabled to view it.