The following subscription terms and business conditions apply to the use of Evovia's digital leadership tools.

Definitions

To ensure clarity in these terms, the following concepts are defined:

• License: A paid access right to Evovia's platform for a leader or an employee with access to dialogues.

• Customer: A company or organisation that purchases license(s) for Evovia's platform.

• Leader: A person who holds a license and can initiate dialogue processes and use the platform’s tools for leadership.

• Employee with access to dialogue: An employee who participates in dialogue processes. E.g. a coordinator or deputy involved in employee development dialogues or one-on-one conversations, or a health and safety representative responsible for conducting workplace assessments in their area.

• HR license: An employee who has been granted access to manage system settings and initiate assessments. This could, for example, be an HR staff member responsible for creating questionnaires, assigning platform usage rights, conducting employee well-being surveys, or overseeing process statistics related to sickness absence dialogues, employee development dialogues, etc.

• Employee: A person who participates in a dialogue or assessment (e.g., a development dialogue, one-on-one conversations, workplace assessment process, or well-being survey). Employees do not require a license.

• Platform: Evovia's digital leadership tools with features like managing access settings, organisational overview, and reporting options.

• Tool: Evovia’s platform includes a variety of digital leadership tools, each with different purposes and functionalities. The tools are described at www.evovia.com

• Data controller: The customer, who is responsible for the data entered into the platform.

What is covered by a license
Evovia is a digital leadership platform offering a range of leadership tools. An annual license provides access to the platform’s core functionality and a set of tools. All leaders and employees with access to dialogues through a paid license have full access to the same tools. Additional access to other tools can be purchased at the organisational level.

A license covers a leader or an employee with access to dialogues (see definition above). Licenses are personal and may not be shared between multiple users.

A leader can divide their employees into as many teams as desired, but if the total number of the leader’s employees exceeds 30, an additional license is required for that leader.

Support
Evovia’s platform is designed so that users can manage and customise the tools themselves. Guidance for using the tools is included in the subscription price and is provided as online step-by-step instructions, as well as via phone, Teams, and email during Evovia’s support hours. 
In addition to this guidance, Evovia offers to perform tasks such as updating organisation structures, uploading questionnaires, generating special reports, providing technical introduction courses, and more. These tasks are carried out by agreement and invoiced separately.

Statistical data for research purposes
Evovia reserves the right, in collaboration with university researchers, to use statistical data from the tools in fully anonymised form for scientific purposes. In addition, Evovia reserves the right to use statistical data from the tools for analyses aimed at sharing general knowledge about leadership and organisational matters, also in fully anonymised form.

Customers who do not wish their data to be included in such analyses can be exempted by contacting Evovia.

Product information and newsletters about the Evovia system
All licensed users of the platform automatically receive information relevant to the use of the platform. In addition, Evovia regularly sends newsletters on leadership, invitations to webinars, pricing updates, and more to the organisation’s administrator and leaders on the platform. It is always possible to unsubscribe from Evovia’s newsletters; however, at least one user from the organisation must remain registered as a recipient.
 
Regulation of prices
The license fee is regulated once a year in January based on the general price indexes and improvements to the platform’s functionality.

Payment terms and termination
The annual license covers a 12-month period and is paid in advance. Termination during the subscription period does not entitle the customer to a refund of prepaid license fees.

By subscribing, the customer agrees that Evovia will send an annual invoice for the next 12 months of the license in the same month the customer originally subscribed.

If the customer wishes to terminate the subscription, this must be communicated in writing (e.g. by email) to Evovia no later than 30 days before the start of the new subscription period.

After the subscription expires, the customer has 14 days to extract relevant data from the system before the customer’s data is deleted from the production environment. Evovia can assist with data extraction upon request, which will be invoiced based on time spent.

Force majeure
Evovia is not liable for failure to perform services, delays, or data loss caused by circumstances beyond Evovia’s reasonable control (force majeure). Force majeure includes, but is not limited to, natural disasters, war, acts of terrorism, pandemics, government actions, strikes, widespread power outages, cyberattacks, hybrid warfare, as well as technical failures of third parties or sub-contractors necessary for the delivery of the services.

In the event of force majeure, the customer is not entitled to a refund of prepaid licenses or other prepaid services, regardless of whether Evovia’s tools are temporarily unavailable.

If force majeure continues for more than 90 days, either party may terminate the agreement with 30 days’ written notice. The termination will not affect payments already made in advance or obligations already fulfilled at the time of termination.

Customer’s responsibility as data controller
The customer, as data controller, is responsible for the data entered into the leadership tools and is therefore also responsible for ensuring compliance with data protection legislation. By using the platform, the customer accepts Evovia’s data processor terms (hereinafter the Data Processing Agreement), which comply with the EU General Data Protection Regulation and applicable Danish implementing legislation.

Evovia’s Data Processing Agreement can be read here.

Evovia provides a range of professional tools on the platform, including reports, process statistics, and various types of overviews. Evovia cannot be held responsible for how each customer uses or interprets these reports, process statistics, and overviews. This is solely the responsibility of the customer.

Data is stored in accordance with the instructions in the Data Processing Agreement (section C.4 of the agreement), which is generally 5 years, after which the data is deleted.

The customer can configure which leaders and employees are granted access to different types of confidential data on the platform. It is always visible to employees who have access to their entered data. However, the customer, as data controller, has the right to obtain access to the data. Any costs associated with this shall be borne by the customer.

Evovia, as data processor, is entitled to separate remuneration for assistance provided in fulfilling the customer’s (the data controller’s) requests in relation to “Assistance to the data controller” as set out in the Data Processing Agreement. The remuneration is calculated based on the time spent by the data processor and the data processor’s applicable hourly rate for such work. However, regarding assistance in fulfilling the data controller’s obligations under Articles 33–34 of the General Data Protection Regulation, the data processor is not entitled to remuneration.

In accordance with the Data Processing Agreement, Evovia will notify the customer (the data controller) of any personal data breach without undue delay and, where possible, within 24 hours. Evovia’s (the data processor’s) notification of a personal data breach does not constitute an acknowledgement of fault or liability in relation to an actual personal data breach.

Procedure and reporting for audits or physical inspections

• The data controller contacts the data processor via email at gdpr@evovia.com to request the audit and/or inspection.

• The data processor acknowledges receipt and provides a final date for carrying out the audit and/or inspection.

• The audit and/or inspection is conducted.

• The data controller prepares a report, which is then sent to the data processor.

• The data processor reviews the draft report and may provide comments on any observations to the data controller (this may be repeated several times).

• The final report is concluded by the data controller.

• The audit is closed.
   

Changes to the data processing terms
The data processor may notify the data controller of changes to the Data Processing Agreement with 60 days’ notice effective at the end of a calendar month.
Information about planned changes will be sent to the data controller’s contact person by email.

If the data controller continues to use Evovia after the notified changes to the Data Processing Agreement take effect, the data controller is deemed to have accepted the changes to the Data Processing Agreement.

If the data controller does not wish to accept the notified changes to the Data Processing Agreement, the data controller may terminate their Subscription Agreement in accordance with the agreed termination terms and must ensure that all personal data is deleted from Evovia before the notified changes take effect.

Changes to sub-processors
In accordance with the Data Processing Agreement, Evovia may change sub-processors with prior notice to the customer (the data controller). In the event of force majeure (see the section on Force majeure), there may also be a specific need for a change regarding the addition or replacement of a sub-processor to occur immediately or with shorter notice than specified in the Data Processing Agreement. In such cases, the data processor will notify the data controller of the change as soon as possible.

If the customer has objections to planned (in accordance with the Data Processing Agreement) or urgent changes regarding the addition or replacement of a sub-processor, the data controller may terminate the Subscription Agreement in accordance with the terms set out in the Subscription Agreement and must ensure that the data controller’s personal data is deleted before the planned change regarding the addition or replacement of a sub-processor is implemented. Apart from terminating the Subscription Agreement, the data controller has no other rights against the data processor in this situation. Termination under this provision does not relieve the data controller of payment obligations due until the Subscription Agreement ends.

Rights
All intellectual property rights, including copyrights, patents, trademarks, and trade secrets, related to the software and services provided by Evovia, remain the property of Evovia.

The customer is granted a limited, non-exclusive, and non-transferable license to use the platform in accordance with Evovia’s subscription terms and business conditions. The license is solely for use within the customer’s internal business operations.

The customer does not acquire any rights to the software’s source code. Modifying, copying, reverse engineering, decompiling, or otherwise attempting to derive the software’s source code is not permitted.

Evovia reserves the right to continuously update, modify, or improve the platform as part of its support and maintenance obligations, without affecting the customer’s usage rights.

The customer is responsible for ensuring that the platform is used only in accordance with Evovia’s subscription terms and business conditions and Evovia’s Data Processing Agreement.

Data loss
Evovia is responsible for data loss resulting from technical errors or other unforeseen circumstances, provided that such loss is not caused by circumstances beyond Evovia’s reasonable control (force majeure) or by the customer’s own misuse of the system.

Evovia performs backups of the customer’s data in accordance with Evovia’s Data Processing Agreement and can restore lost data within the backup period upon agreement with the customer. However, Evovia does not guarantee full data recovery and cannot be held liable for indirect losses, including loss of revenue, profit, or other financial consequential losses, as set out in Evovia’s Data Processing Agreement.

In the event of data loss caused by misuse of the system, Evovia will, at the customer’s request, do everything technically possible to restore the data. Such data restoration tasks will be billed separately based on the time spent, in accordance with Evovia’s applicable hourly rates.

Dispute resolution
Any disputes are governed by and shall be interpreted in accordance with Danish law.

Disputes shall first be attempted to be resolved through negotiation between the parties. If no agreement is reached, the dispute shall be settled by arbitration under the Danish Institute of Arbitration, unless the parties agree to have the case heard by the Danish courts, with the District Court of Aarhus as the court of first instance.

June 2026 version