Terms and conditions

1. Purpose of the service and professional customers

Snapflat is used to draw up move-in, move-out and interim inspection reports on a computer, tablet or phone: rooms and items, observations, photos, meters, keys, signatures drawn on screen and a PDF document. The functions and quotas available depend on the organisation’s plan and may change to improve the service or to meet technical and legal requirements. The service is reserved for professionals — in particular property management agencies, condominium administrators, owners of investment properties, businesses, public bodies and associations — who use it for their professional or commercial activity, including the management of rental properties; it is not intended for consumers. By signing up, the customer confirms that it acts for professional purposes. The operator may terminate with immediate effect the contract of a person who signed up for private purposes. Mandatory consumer protection provisions remain reserved. Tenants and other parties who sign an inspection report are not Snapflat customers and acquire no rights against the operator for that reason alone.

2. Account, organisation and members

The person who creates an account confirms that they are authorised to act for the organisation (agency, owner, company). They are responsible for the members they invite, the roles they assign them and the confidentiality of their credentials. Any act carried out with a member’s credentials is deemed to have been carried out by the customer. An account is personal and reserved for people of the customer’s organisation; it may not be shared with third parties. Any abusive or suspicious use must be reported without delay.

3. Plans and quotas

Snapflat is offered in Free, Pro and Business plans, whose quotas (in particular the number of reports created per calendar month and the number of members) and prices are shown on the Pricing page at the time of subscription. When a quota is reached, new reports cannot be created or new members invited until the following month or an upgrade; existing data remains accessible.

4. Complimentary subscription

The operator may, at its sole discretion, offer a customer a paid plan free of charge, for the period it specifies or until revoked. A complimentary subscription gives no right to extension or renewal and may be changed or withdrawn at any time. When it ends, the organisation returns to the Free plan unless a paid subscription is active.

5. Snapflat included in Nexikos

For Nexikos customer companies, Snapflat is included in the Nexikos subscription while the link between the two applications is active. Properties, units, leases, tenants and user rights remain managed in Nexikos, which confirms the rights each time Snapflat is opened. The end of the Nexikos subscription or of the link ends this inclusion; stored reports remain viewable and exportable under these terms.

6. Prices, payment and renewal

Prices are stated in Swiss francs; any applicable VAT is shown at subscription and on invoices. Payment is processed by the provider Stripe; Snapflat stores no card data. The subscription is payable in advance and renews automatically for the same period (month or year) until it is cancelled. Amounts paid are not refunded, not even pro rata, in case of cancellation, change of plan or non-use, subject to mandatory provisions and to section 19. The operator may change prices and quotas; any change unfavourable to the customer is announced at least 30 days in advance by e-mail to the account owner and in the application, and only applies from the following period. A customer who does not accept it may cancel before that date (section 7): it then never pays the new price. If a payment fails, a grace period of 7 days is granted, after which the organisation returns to the Free plan.

7. Cancellation and Free plan

The customer may cancel its subscription at any time from My account → Subscription (billing portal); cancellation takes effect at the end of the paid period. The operator may terminate the contract unilaterally, without giving reasons, with effect at the end of the current paid period, without notice; no compensation is owed. In case of abuse, in particular prohibited use (section 12), breach of these terms, unlawful or fraudulent use, security threats, circumvention of quotas, inappropriate behaviour towards the operator or non-payment, the operator may, depending on the seriousness, issue a warning, suspend access immediately, in whole or in part, or terminate the contract with immediate effect; in case of a security risk or a manifest breach of the law, it may act without prior warning. Amounts paid are not refunded and no compensation is owed. After cancellation, the organisation remains on the Free plan: inspection reports and their PDFs remain available for viewing and download.

8. Data, ownership, retention and export

The customer remains the owner of, and responsible for, its data and documents (inspection reports, photos, signatures, PDFs). It grants the operator, for the term of the contract and then the backup rotation, a non-exclusive, free licence limited to what is necessary to host, process, back up, secure and transmit this data in order to provide the service and comply with the law; the operator does not use it for any other purpose. Signed inspection reports and their PDFs can be downloaded at any time, including on the Free plan; the operator does not guarantee that they can be imported into other software. The customer alone is responsible for keeping its own copies for as long as its legal obligations require (in particular for the whole term of the lease and the limitation period of the resulting claims). The operator may delete the data of an account inactive for more than 24 months after notifying the customer by e-mail at least 60 days in advance.

9. Backups and data loss

The entire website and its data (database, photos, signatures and PDFs) are backed up automatically on two cycles: an hourly backup, made every hour when data has changed since the previous one, and a daily backup. Hourly copies are kept on a rolling basis: at least the latest twenty-four are kept, each new copy replacing the oldest. Daily backups are kept for at least fifteen days. In the event of an incident (outage, error, attack, hosting failure), data is restored from the latest available backup: data entered, changed, photographed or signed since that backup, i.e. up to one hour of activity, may be permanently lost. To the fullest extent permitted by applicable law, the operator is not liable for the loss of such data or its consequences, in particular the need to redo a report, retake photos or collect signatures again; liability for intent or gross negligence (art. 100 para. 1 CO) is reserved. The customer downloads the PDF of each signed report without delay and keeps its own copies. Backups serve to restore the service as a whole; they are not an archive available to the customer, who cannot request items from them one by one, and the operator is not obliged to restore a single customer’s data or an earlier version of a document separately; it guarantees neither the time of a backup nor the possibility of restoring a given backup. Backups are a security measure of the operator, not a service level commitment; no commercial presentation of the service (in particular “reliable”, “secure” or “hosted in Switzerland”) guarantees that no data will be lost.

10. Signatures and evidential value

Signatures drawn on screen are simple electronic signatures; they are not qualified electronic signatures within the meaning of the Swiss Federal Act on Electronic Signatures and art. 14 para. 2bis Swiss Code of Obligations. The SHA-256 fingerprint, timestamp and log provided by Snapflat help prove the integrity of the document, but the operator guarantees neither the evidential value of a report nor its acceptance by a conciliation authority, a court or another party. Before signing, the customer checks the identity and presence of the signatories and the accuracy and completeness of the report, and gives a copy to the parties. It remains solely responsible for notices of defects and deadlines under tenancy law, in particular the notice of defects to the tenant under art. 267a Swiss Code of Obligations.

11. Photos and content

The customer warrants that it holds the necessary rights to the photos and content it records, avoids photographing people, documents or personal belongings unnecessarily, and informs tenants and other parties about the processing of their data (name, contact details, signature, photos of the dwelling).

12. Acceptable use and prohibited uses

The service must be used lawfully. In particular, it must not be used to draw up false, backdated or misleading inspection reports, findings or documents, have a party sign without their presence or consent, impersonate others (agency, landlord, tenant), send unsolicited messages (spam), commit or facilitate fraud, process data without a legal basis or unlawful content, bypass quotas or security measures, copy, mass-extract or decompile the software, share an account outside the customer’s organisation, or deliberately overload the service. In case of breach, the operator proceeds under section 7.

13. Availability and maintenance

The operator handles bugs, malfunctions, interruptions and downtime, planned or not, on a best effort basis, with no obligation of result. It guarantees neither the availability of the service nor any response or resolution time, and makes no uptime commitment. Fixes are made as quickly as reasonably possible, without a guaranteed deadline. Planned maintenance is announced when possible. Maintenance, technical incidents, provider outages (hosting, e-mail, payment) or security measures may make the service temporarily unavailable. Interruptions and bugs give no right to any compensation, credit or refund, except where the law requires it. Liability for intent or gross negligence remains reserved (art. 100 para. 1 CO). The hourly and daily backups described in section 9 limit data loss in the event of an incident. In particular, the service may be unavailable during an inspection appointment or in the event of a mobile network failure; the customer keeps a fallback (paper report). Support: support requests and bug reports are handled according to their nature and the resources available. Unless otherwise agreed separately in writing, no time for acknowledgement, response, correction or resolution is guaranteed, and no obligation of result is assumed for resolving a ticket. No service level is guaranteed unless separately agreed in writing.

14. Security and data breaches

The operator implements reasonable technical and organisational security measures (encrypted connections, access control, encryption of secrets, backups, logging). The customer nevertheless understands and accepts that no IT system is fully protected against attacks, errors or failures, and that a data breach, data loss or unauthorised access to data can never be ruled out. To the fullest extent permitted by applicable law, the operator cannot be held liable for damage resulting from a data breach, in particular from unauthorised access by third parties, except in case of wilful misconduct or gross negligence. The customer remains responsible for keeping its users’ credentials confidential, for its own exports and backups, and for its obligations towards the data subjects. In the event of a data security breach, the operator informs the customer as soon as possible. For support, security and legal compliance, the operator may access customer data (organisations, users, reports, photos and signatures) through a dedicated administration account (“superpower”), read-only by default; every access is logged (date, organisation, screen viewed) and the log cannot be deleted from the application; this account can be deactivated at any time.

15. Limitation of liability

The liability of the operator, its bodies and its auxiliaries is excluded to the fullest extent permitted by applicable law, whatever its basis (contract, tort or other); only liability for intent or gross negligence remains (art. 100 para. 1 CO). Liability for slight or medium negligence and liability for auxiliaries (art. 101 para. 2 CO) are thus excluded. In particular, any liability is excluded for indirect or consequential damage, loss of profit, loss of rent, deposits, claims against a tenant, savings or customers, loss or alteration of data or photos, errors or omissions in inspection reports, the move-out agreement or documents produced, the challenge of a signature, the content of findings drawn up by the customer and the parties (section 26), service interruptions and acts of third parties (hosting provider, payment provider, e-mail provider, Nexikos, cyberattacks). Should the operator nevertheless be liable, its liability is limited, for all damage in a calendar year, to the fees actually paid by the customer in the twelve months before the damaging event, and to zero for an organisation on the Free plan, with a complimentary subscription or included in Nexikos. Mandatory statutory provisions, in particular for intent or gross negligence (art. 100 CO), for death or personal injury and under the Federal Product Liability Act (PrHG), remain reserved. Any claim must be notified to the operator in writing within 60 days of becoming aware of the damage. Force majeure is governed by section 25.

16. Customer obligations and indemnity

The customer is solely responsible for the content it enters, photographs, signs or sends with Snapflat, for compliance with tenancy law and data-protection law (it acts as controller for its tenants’ and principals’ data, the operator as processor), and for the accuracy of reports, readings, amounts and agreements before use. The customer indemnifies and holds the operator harmless from any claim, fine, cost and expense, including reasonable legal fees, brought by tenants, principals, authorities or other third parties in connection with the use of the service by the customer or its users, or with a breach of these terms. Customer content: the customer is solely responsible for the data, texts, documents and files it enters, imports or transmits using the application, and for their accuracy, lawfulness and the necessary rights (in particular the data protection of its tenants, customers and principals). The operator does not check their content and assumes no responsibility for it, within the limits of mandatory law; it may delete or block any content that is manifestly unlawful or reported as such. The customer holds the operator harmless from any third-party claim relating to such content.

17. Service provided as is

The service is provided “as is” and “as available”. The operator does not guarantee that the service is free of errors, fit for a particular purpose or suited to the customer’s legal situation; Snapflat provides no legal advice. Room and item templates and the move-out agreement (share of costs based on useful life) are indicative aids that the customer checks and adapts. Commercial pages, documentation and advertising describe the service; they are neither a guarantee nor a commitment to a result, only these terms being authoritative. The operator may at any time develop, restrict or withdraw functions; it may suspend access without notice in case of a security risk, abusive use or non-payment. These terms are only changed under section 20. The operator may use the subcontractors of its choice (hosting, payment, e-mail), under section 24.

18. Commercial communications

The customer authorises the operator, to the extent permitted by applicable law, to use account and business contact details to present services, news and offers relating to Snapflat and Nexikos. Tenant or other third-party data is excluded. The customer may object to such communications at any time.

19. Transfer of the application to another company

Within the limits of mandatory law, the operator may, at any time and without asking the customer’s prior consent, transfer the Snapflat application in whole or in part to one or more other companies, in particular its operation, the invoicing and collection of subscriptions, support, maintenance and development, as well as current contracts and the data needed to continue the service, including in the event of a sale, merger, takeover or reorganisation. By accepting these terms, the customer consents in advance to such a transfer or assignment; the transfer is announced by email to the address of its account, if possible at least 30 days in advance. Production data and backups remain hosted in Switzerland and the acquiring company takes over the operator’s data protection commitments. If the acquiring company moves the hosting of the data outside Switzerland or materially reduces its security level, the customer may terminate the contract with immediate effect and download its data; by way of derogation from section 6, the unused part of the period already paid is then refunded.

20. Changes to the terms

The operator may change these terms. Any material change is announced at least 30 days before it takes effect, by e-mail to the owners of customer accounts and by a notice in the application; the new version, its effective date and the previous versions are published on this page. A purely editorial change, or one required by law or by an authority, may take effect earlier. A customer who refuses a change may cancel its subscription before the effective date; cancellation takes effect at the end of the period already paid and the previous terms continue to apply until then. The new version is accepted by the account owner in the application (section 23); failing that, continued use after the effective date constitutes acceptance.

21. Governing law and jurisdiction

Swiss law applies, excluding its conflict-of-law rules. Subject to mandatory statutory venues, exclusive jurisdiction is at the operator’s registered office.

22. Severability

If a provision of these terms, in particular a limitation of liability, is declared void or unenforceable, it is replaced by the valid provision closest to the parties’ intention, in particular by the broadest limitation of liability permitted by applicable law; the other provisions remain in force.

23. Acceptance and proof

These terms are accepted on sign-up by ticking a mandatory box, with each subscription and then, for each new version, by the account owner in the application, by ticking a box and confirming. Each acceptance is recorded with the account, the organisation, the version, a digital fingerprint (SHA-256) of the accepted text in the four languages, the date and time and the masked IP address. This record is authoritative between the parties unless proven otherwise. Published versions are never changed and remain available on this page.

24. Processing of data on behalf of the customer

For the data of tenants, landlords, principals and other people that the customer enters in Snapflat (names, contact details, photos of the dwelling, signatures), the customer is the controller and the operator acts as a processor within the meaning of art. 9 FADP (and, where applicable, art. 28 GDPR). The operator processes this data only to provide the service, in accordance with these terms and the instructions the customer gives by using the application; it binds authorised persons to confidentiality, applies the security measures of section 14, informs the customer as soon as possible of a data security breach, reasonably assists it in answering requests from data subjects and deletes the data at the end of the contract under section 8. The customer authorises the use of the sub-processors listed in the privacy policy (in particular hosting in Switzerland, payment and e-mail delivery); any new sub-processor is announced under the procedure of section 20, and a customer who refuses it may cancel. The data remains hosted in Switzerland.

25. Force majeure

Neither party is liable for failure to perform its obligations caused by an event beyond its reasonable control, in particular natural disasters, war, terrorism, epidemics, decisions of an authority, general power or telecommunications outages, major failures of the hosting provider or cyberattacks of exceptional scale. The obligations concerned are suspended for the duration of the event, without compensation. If the interruption lasts more than thirty days, either party may terminate the contract with immediate effect.

26. Snapflat’s role in the inspection report

Snapflat is a tool for entering and formatting data: the inspection report is drawn up by the customer and the parties, who alone determine its content. The operator is a party neither to the lease nor to the findings, does not attend the inspection and acts neither as an expert nor as a public officer; it checks neither the identity of the signatories, nor the actual condition of the dwelling, nor the accuracy of the readings. Sending the PDF to the parties by e-mail guarantees neither its receipt nor its reading: the customer hands a copy to each party by a means whose delivery it can prove and itself complies with the deadlines of tenancy law (in particular the notice of defects under art. 267a CO). If the service is unavailable during an appointment, the customer records the findings by other means (section 13).

27. Language

These terms are written in French, German, Italian and English. In the event of any discrepancy between these versions, the French version prevails.

28. Intellectual property

The Snapflat software, its brand, interface, texts and graphic elements are the property of Leologic Sàrl, holder of all intellectual property rights, which also operates the service. The customer receives a non-exclusive, non-transferable right of use, limited to the term of its subscription and to normal use of the service; no other right is assigned. The data, photos and documents entered by the customer remain its property.

Operator