Terms of service

These terms apply to the use of the Aelius service (app.aelius.gr) and the website aelius.gr, provided by iOLABS | DERVOS ALEXANDROS AND SIA EE ("iOLABS", "we", "us"). By creating a workspace or using the service, your business ("the Customer", "you") agrees to them. If you do not agree, please do not use the service.

Contents

What Aelius is
Who may use it
Account and workspace
Free trial
Subscription, prices and payments
Changing plans and cancellation
Non-payment and suspension
Your data and your members' data
Data processing agreement (DPA)
myDATA receipts
Acceptable use
Intellectual property
Availability, backups and changes
Liability
Termination
Governing law
Contact

1. What Aelius is

Aelius is an online service (SaaS) for managing dance schools, gyms, tutoring centres and similar activity businesses: students or members, guardians, classes and schedule, enrolments, charges, payments and balances, attendance, expenses, reports and, optionally, issuing service receipts (ΑΠΥ) to the Greek myDATA platform, directly or through a provider (section 10).

Aelius is not accounting software and does not provide accounting, tax or legal advice. It does not move money between you and your customers: it records the payments you receive.

2. Who may use it

Aelius is for businesses and professionals (B2B). You confirm that you use it in the course of your professional activity and that the person creating the workspace is authorised to bind the business.
The workspace owner must be an adult. Your students or members (and their guardians) do not become our customers: you record their details, as data controller (see sections 8–9).

3. Account and workspace

Each business has its own workspace (tenant). The person who creates it is the owner and can invite users (front desk, teachers, trainers) with different permissions.
Each user has a personal account (email and password). Accounts are not shared. You are responsible for keeping passwords safe and for everything done through your users' accounts. If you suspect unauthorised access, change the password and let us know.
The contact and billing details you provide must be accurate and kept up to date.

4. Free trial

Every new workspace starts with a 7-day free trial with all features unlocked. No card is required and there is no automatic charge when the trial ends.
At the end of the trial you choose a plan inside the app. If you don't, the workspace is paused: you can sign in, view and export your data, but not add new records. Nothing is deleted for 90 days after the trial ends; the workspace is then permanently deleted (section 8).
If online purchase of a plan is not yet available for your workspace when the trial ends, the trial continues free of charge and the workspace is not paused. Once purchase opens, we notify you by email and you have at least 7 days to choose a plan.
One trial per business. We may refuse or end trials that are repeated or abused.

5. Subscription, prices and payments

The service is provided by subscription, monthly or yearly, in the Basic, Standard and Unlimited plans, with or without "+ myData". Plans differ in the number of active students/members (50 / 100 / unlimited) and in the level of support. The number of users is not limited on any plan. Current prices are listed at aelius.gr/#pricing.
Prices are in euro, excluding VAT. Applicable VAT (currently 24 %) is added to every charge and shown separately on the invoice.
The subscription renews automatically at the end of each period (month or year) until you cancel (section 6). With an automatic payment (card or SEPA Direct Debit) we email you the amount and date at least 5 days before every charge. With a bank transfer or IRIS we send you the amount and payment reference before the period ends.
Seller and invoices: iOLABS (section 17) sells you the service directly, collects the payment and issues a service invoice (Τιμολόγιο Παροχής Υπηρεσιών) with VAT for every payment, transmitted to myDATA, and a credit note for every refund. You receive invoices by email and find them on the Subscription page of the app.
Payment methods: (a) automatic payment by card (including Apple Pay / Google Pay) or by SEPA Direct Debit from your account, through the payment provider Stripe; (b) bank transfer or IRIS to the iOLABS account, with the payment reference we give you. With a SEPA Direct Debit mandate you authorise iOLABS to debit your account for the subscription, under the mandate text shown before you confirm. Card details and the mandate's bank account are entered directly with Stripe; we never see or store them (we keep only the type and last digits, so you know which method is charged).
Bank transfers and IRIS payments are recognised automatically: iOLABS reads the transactions of its own bank account only, through an account-information provider (PSD2). We never get access to your account.
Price changes: we may change prices for future periods, notifying you by email at least 30 days before the change applies to your subscription. If you do not agree, cancel before the renewal.
Refunds: see the Refund policy, which forms part of these terms.

6. Changing plans and cancellation

You can upgrade at any time (for example when you exceed the student limit or to add myData). The difference for the rest of the current period is prorated and charged at once (amounts under €0.50 are not charged).
You can downgrade or change period (monthly ↔ yearly); the change applies from the next renewal, provided your workspace is within the new plan's limits.
You can cancel at any time on the Subscription page of the app. The service stays active until the end of the period you have paid for and does not renew again. You can undo the cancellation until then.
After expiry, the workspace is paused as in the trial (section 4) and deleted after 90 days unless you reactivate the subscription.

7. Non-payment and suspension

If an automatic payment fails (for example an expired card or a returned direct debit), we retry it after 2 and 5 days and notify you by email; you can change the payment method on the Subscription page. If you pay by transfer or IRIS, we send reminders before and after the due date. For 7 days after the period ends the service continues normally, with a notice inside the app. If payment is not completed, the workspace is suspended (read-only and export). Once paid, it is restored automatically. If 30 days pass after the period ends without payment, the subscription is cancelled and the workspace is deleted 90 days after the cancellation (section 8).

8. Your data and your members' data

Everything you enter in Aelius ("Customer Data") belongs to you. You only grant us permission to store and process it to provide the service.
You can export your data (students/members, enrolments, payments, balances, attendance, expenses) to CSV/Excel at any time from Settings, and files (receipt PDFs, documents) from the relevant records.
Deletion: you can request deletion of the workspace at any time. After cancellation (including for non-payment, section 7) or a non-converted trial, data is deleted from active systems within 30 days after the 90-day retention period and from backups within a further 90 days. We send a reminder to export before deletion.
GDPR roles: for the personal data of your students, members, guardians and staff, you are the data controller and iOLABS is the processor. You decide what you record, inform the data subjects and ensure a lawful basis (for example contract, or guardian consent for minors). We process the data only on your instructions and under section 9.
For your own account and billing details, iOLABS is the controller. Details in the Privacy policy, which forms part of these terms.

9. Data processing agreement (DPA)

This section is the agreement under Article 28 GDPR (Regulation (EU) 2016/679) between the Customer (controller) and iOLABS (processor).

Subject matter and duration: hosting, storage, display, calculations, backups, sending email and, when enabled, transmitting receipt details to myDATA or to the provider you chose (Elorus Fuse or Elorus), for as long as you use the service plus the retention period in section 8.
Nature and purpose: providing the Aelius service to the Customer, nothing else.
Types of data: identification and contact details (name, phone, email, address), date of birth, guardian details, enrolments and classes, attendance, charges and payments, receipt details, profile photo and documents the Customer uploads (for example a medical certificate in gyms, if the Customer chooses to), notes.
Data subjects: students/members (including minors), guardians, the Customer's staff and collaborators.
iOLABS's obligations: (a) process only on the Customer's documented instructions (using the app constitutes an instruction); (b) confidentiality of persons with access; (c) appropriate technical and organisational measures (see "Security" in the Privacy policy); (d) assist the Customer in responding to data subject requests (the app allows per-person export, correction and deletion); (e) notify the Customer without undue delay and at the latest within 48 hours of becoming aware of a personal data breach affecting them; (f) delete or return the data at the end of the service (section 8); (g) make available the information needed to demonstrate compliance and cooperate with audits, with reasonable notice and at cost.
Support access: iOLABS may access the Customer's workspace only for support or maintenance, only through authorised staff, and every access and action is recorded in an audit trail.
Sub-processors: the Customer gives general authorisation for: Hostinger (hosting, database, backups and email delivery through the hosting mailbox; data centre in France, EU), Elorus (Elorus S.A., Greece, for the Elorus Fuse and Elorus services; only when the Customer chooses to issue through them, for the data a receipt requires). We notify additions or changes by email at least 30 days in advance; if the Customer objects on reasonable data-protection grounds, they may terminate without cost.
Paying the subscription: to collect and invoice the subscription, iOLABS processes the Customer's billing details as a controller, not as a processor, with Stripe (card, SEPA Direct Debit), its bank (transfers, IRIS), the account-information provider that reads only the iOLABS account, and Elorus for its invoices. None of them receives Customer Data or members' data. Details in the Privacy policy.
Transfers outside the EEA: Customer Data is stored in the EU and is not transferred outside the EEA.
Customer's obligations: lawful collection of the data, informing data subjects (the Privacy policy contains text you may reuse), guardian consent where required, secure management of user accounts, recording only data necessary to run the business (no special categories of data beyond what the app explicitly provides for, such as medical certificate expiry).

10. myDATA receipts

Receipt issuing is available on "+ myData" plans. You choose, in Settings, one of these routes:
(a) Direct transmission to myDATA: your business transmits its receipts to myDATA itself, through the Aelius software and with your own myDATA credentials, where it is exempt from the obligation to use a fiscal electronic device (cash register). The assessment of whether your business is exempt, and responsibility for the transmission, are yours alone.
(b) Through the certified provider Elorus Fuse: under a separate contract between your business and Elorus, with no Elorus account. You buy and pay for the document package directly to Elorus; it is not included in the Aelius subscription. You connect Aelius with an API key of your own Elorus Fuse account.
(c) Through your own Elorus account: in your business's name, connected to Aelius with an API key.
Aelius is software. It is not an e-invoicing provider and does not replace a fiscal electronic device (cash register). In routes (b) and (c) the provider service is supplied by Elorus under its own terms; your relationship with Elorus (terms, pricing, obligations) is independent of us, and liability for the provider service lies with the provider, under your contract with it.
Aelius transmits the receipt details you confirm (amount, payment method, customer details) to myDATA or to the provider you chose. Every issue is real and is transmitted to myDATA; there is no test environment. Cancellation is done with a credit document, as the law provides.
You remain solely responsible for the accuracy of the details, the choice of issuing route, document type and series, VAT rates and, generally, your tax obligations. Consult your accountant.
On plans without myData, the app issues a local payment receipt for your records, without myDATA transmission.

11. Acceptable use

You agree not to:

use the service for any unlawful purpose or in violation of third-party rights, in particular data-protection rights,
attempt to access other workspaces, accounts or data,
decompile, copy, resell or provide the service to third parties as your own,
deliberately overload or interfere with the service (for example automated requests outside the API we provide),
upload malware or content you do not own.

12. Intellectual property

The service, its code, the logo, the name "Aelius" and the design assets belong to iOLABS. We grant you a non-exclusive, non-transferable licence to use the service for your business's internal needs for as long as your trial or subscription lasts. Customer Data remains yours. Third-party names (Elorus, Stripe, Apple, Google) belong to their owners and are mentioned for compatibility purposes. The "Powered by iOLABS" notice remains visible inside the service.

13. Availability, backups and changes

We aim to keep the service available at all times but do not guarantee uninterrupted operation. Planned maintenance takes place, as far as possible, outside schools' operating hours and with notice inside the app.
We take daily backups. We nevertheless recommend exporting your data regularly.
We may add, change or remove features. We will not remove a core feature of a plan without a comparable alternative or 30 days' notice.
If we ever have to shut down the service, we will notify you at least 90 days in advance so you can export your data, and refund prepaid amounts pro rata for the period not provided.

14. Liability

The service is provided "as is". To the extent permitted by law, we are not liable for indirect or consequential damages, lost profits, loss of data that could have been exported, nor for fines or penalties arising from incorrect data you entered or from your tax treatment. Our total liability to you for all claims is limited to the amount you paid for the service in the 12 months before the event giving rise to the claim. Nothing here limits liability for wilful misconduct or gross negligence, or anything that cannot be limited by law.

15. Termination

You can stop using the service and delete your workspace whenever you want. We may suspend or close a workspace that violates these terms, after notifying you and giving you a reasonable period to comply, unless there is serious abuse or a legal obligation. In every case you will be able to export your data, unless prohibited by law.

16. Governing law

These terms are governed by Greek law and the law of the European Union. The courts of Athens have jurisdiction. We may update these terms; for material changes we will notify you in the app or by email at least 30 days before they take effect. Continued use after the effective date means acceptance.

17. Contact

iOLABS | DERVOS ALEXANDROS AND SIA EE · iolabs.gr Kleisthenous 53, 153 43 Agia Paraskevi (Stavros), Attica, Greece Tel.: +30 211 4029 329 VAT: EL998415411 Email: info@aelius.gr