Terms of Service

These terms are an agreement between VIA SOCIUM FZE ("we", "us"), incorporated in SRTIP, Sharjah, UAE, registration number 7100, registered address Block B, Office B36-040, Sharjah Research Technology Innovation Park, Sharjah, United Arab Emirates, and the customer accepting them.

Costimate is for business use. The customer is a company, or an individual using it for their own trade, business or profession (a freelancer, consultant or sole trader); both may buy paid plans. It is not offered for private, non-business use, and the person accepting confirms they use it for their work. A person accepting for a company confirms authority to bind it. Individual users must be authorised by the customer. Nothing excludes mandatory rights that apply despite this business-use restriction.

The service

Costimate is software for companies that answer tenders: finding and qualifying tenders, managing opportunities, costing and pricing bids, producing proposals, delivering projects, and invoicing, with the records and people around them. We provide it as a service over the internet; we do not sell copies of it.

We may improve or change the service. We will give at least 30 days' notice of a material reduction in core paid functionality, unless an urgent legal or security need prevents this. If such a reduction materially adversely affects you, you may terminate the affected subscription before it takes effect and receive a pro rata refund for the unused prepaid period.

Accounts

• Company accounts. A person who signs up creates a company (their own business, if they work on their own account) and is its owner. The owner invites the company's members and decides what each may do.
• Expert accounts. An expert account is free and personal. It is used to work on what a company assigns, under these terms and that company's instructions: it sees only the bids a company assigns it to, and the files that company shares. Experts never pay and never hold a workspace.
• Keep credentials secure, manage user access and notify us promptly of suspected misuse. The customer is responsible for its authorised users and instructions, except to the extent loss is caused by our breach, negligence or failure to meet our security obligations.
• The details you give us are true and kept up to date.

Plans and payment

Our plans and prices are on the Pricing page.

• Free is one seat and a limited number of opportunities, with every module except the expert portal. It costs nothing, and has no time limit.
• Paid plans are priced by the number of seats and billed monthly or yearly in advance, in US dollars, by card through our payment provider, Stripe. A member of the company is a seat, and so is an invitation that has not yet been accepted.
• A subscription renews automatically at the end of each period until it is cancelled.
• Adding seats is charged at once, pro rata for the rest of the period. Removing seats takes effect at once and leaves a credit on the next invoice. Changing between monthly and yearly is pro rata too.
• Cancellation takes effect at the end of the paid period. Fees are otherwise non-refundable except where required by law or expressly provided in these terms, including our termination for convenience, an unremedied material breach by us, or a qualifying adverse change.
• Prices do not include taxes such as VAT, which are added where the law requires.
• If a payment fails, Stripe retries it for a time. If it is still not paid, the subscription ends and the company returns to Free.
• A company with more members than its plan's seats can read and export its data but cannot change it until seats are added or members removed.
• We may change our prices. A change applies to an existing subscription from its next period, and we tell the owner at least 30 days before.

For more than thirty seats, or a partnership, terms are agreed with us separately.

Your data

• You and your licensors retain rights in customer content. You grant us and authorised sub-processors a limited right to host, copy, transmit and process that content only to provide and secure the service and comply with lawful instructions and obligations. No ownership of personal data or third-party content is transferred by these terms.
• What we may do with it. We store, process and show it only to provide the service to you, to keep it secure and to support you when you ask, as our Privacy Policy describes. We do not sell it, and we do not use it to train AI models. Our staff may view an account to give support or to keep the service secure, and each access is recorded.
• Your responsibility. You must have authority and a lawful basis for the content you provide, including personal data. Where you act for another controller, you must have authority to appoint us and give instructions, as the Data Processing Terms explain.
• Getting it out. Lists can be exported to Excel and documents downloaded at any time.
• Ending. Cancelling the paid plan moves the workspace to Free. Ending the entire service triggers the return or deletion provisions in the Data Processing Terms. We will provide a reasonable export opportunity before deletion unless you request immediate deletion or law prevents access. Separate controller records may be retained for lawful accounting or claims purposes.
• Processing for you. Where we process personal data on a company's behalf, our Data Processing Terms apply and are part of these terms.

Acceptable use

You will not:

• break the law, or infringe anyone's rights, with Costimate;
• upload malware, or anything you have no right to share;
• try to reach data of another company, or test, probe or attack the service's security, except as we agree in writing;
• overload the service, or reach it by automated means other than the ones we provide;
• resell or sublicense the service, or copy it to build a competing one.

We may suspend an account that breaks these rules or puts the service or other customers at risk. Where we can, we warn the owner first and give them time to put it right.

AI features

Some features use AI to read documents and suggest what to fill in or what to price. The suggestions can be wrong. They are a starting point for a person to check: Costimate never saves them, sets a price or submits anything until someone decides to. You remain responsible for your bids, prices and documents.

Tender information

Notices imported from public portals (such as TED, SAM.gov and UK Find a Tender) are those portals' information, subject to their own terms. We do not guarantee that they are complete, current or correct; always check the official notice before you bid.

Availability and support

We work to keep Costimate available and fast, and to fix faults quickly, but we do not promise it will never be interrupted. We may take it down briefly for maintenance, at quiet hours where we can. Support is given by email at support@costimate.net, Monday to Friday, 9:00 to 17:00 UK time.

Confidentiality

Each party must protect the other's confidential business, technical and customer information with reasonable care, use it only for this agreement, and share it only with persons who need it and are bound by confidentiality. Exceptions apply to information lawfully public, already known, independently developed or lawfully received from another source. Legally required disclosure is limited to what is necessary, with advance notice where lawful. These duties survive termination; trade secrets remain protected while secret.

Our intellectual property

Costimate itself, its software, design and brand, belongs to VIA SOCIUM FZE or its licensors. These terms give you the right to use it while your account is active, and no other right.

COSTIMATE™ is a trade mark of VIA SOCIUM FZE: an application to register it in the United Kingdom (UK00004350889, filed on 8 March 2026) is pending.

Liability

• We will provide the service with reasonable care and skill. Except as expressly stated and to the extent permitted by law, we exclude implied terms and do not guarantee uninterrupted service, error-free AI output, successful bids or any particular commercial result.
• Subject to the non-excludable liabilities below, we are not liable for indirect or consequential loss, or for lost profits, revenue, business opportunities or anticipated savings. This does not exclude reasonable direct costs of restoring customer data or responding to a confidentiality or personal-data breach caused by our breach; those costs remain subject to the applicable cap.
• For all claims arising from events in any contract year, our aggregate liability is capped at fees paid or payable for the service during the 12 months before the first event giving rise to the claims. Claims for breach of confidentiality or our data-protection obligations instead have a separate aggregate cap of twice those fees. Related events form one claim allocated to the first event. A contract year is each successive 12-month period from acceptance. These limits apply across the Terms and Data Processing Terms, in contract, tort including negligence, or otherwise, without double recovery.
• Nothing limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot lawfully be limited. These commercial caps do not restrict individuals' statutory data-protection rights or a regulator's powers.

Ending the agreement

• You can stop using Costimate at any time, and an owner can cancel the company's subscription or ask us to delete the company.
• Either party may terminate for a material breach not remedied within 14 days after written notice, or immediately if it cannot be remedied. We may terminate for convenience on 30 days' notice and refund the unused prepaid period. If you terminate for our unremedied material breach, we will refund that unused period. Necessary security suspension may be immediate, proportionate and reviewed promptly. Termination does not remove accrued payment obligations or return or deletion duties.
• When an account ends, the parts of these terms that are meant to last (your data, confidentiality, liability, governing law) continue.

Changes to these terms

We notify account owners at least 30 days before material changes. If a change materially disadvantages the customer, it may terminate before the change applies and receive a pro rata refund of the unused prepaid period. Urgent legal or security changes may take effect sooner, with prompt notice and an equivalent termination right where lawful. Continued use after the effective date constitutes acceptance to the extent permitted by law; it is not consent to a new personal-data purpose. When these terms change, the company's owner is also asked to accept them again the next time they open Costimate, and we record when and which version.

Law and disputes

These terms and non-contractual obligations arising from them are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction. The parties will first try in good faith to resolve a dispute for 30 days after written notice, without preventing urgent interim relief. Mandatory laws and rights that cannot be displaced by agreement remain applicable.

Contact

VIA SOCIUM FZE, Block B, Office B36-040, Sharjah Research Technology Innovation Park, Sharjah, United Arab Emirates. Support: support@costimate.net. Anything else: the contact page. Your personal data: privacy@costimate.net.