FilesPalTerms of Service
1. Scope, provider, definitions
These terms apply to all contracts for the software FilesPal and the related AI service. The provider is Umbolement UG (haftungsbeschränkt), Ulmenweg 10, 85221 Dachau, Germany, email info@filespal.com (“we”, “us”).
A consumer is a person who enters into a contract mainly for purposes outside their trade, business or profession. A business customer acts in the course of their trade, business or profession. Different terms of a customer apply only if we expressly agree to them in writing or by email.
2. The service
FilesPal is software for Windows; an older version with fewer features is available for macOS. It reads the folders the customer selects, makes their documents searchable – also by meaning –, answers questions with a reference to the source, recognizes text in scans, understands voice input, and names and files new documents. The features are those described on this website at the time of the order.
For AI features, the customer chooses how the AI works. In “Recommended” mode, the software uses our AI service over the internet. In “Private” mode, it works on the device only, without our service. With their own OpenAI key, the customer uses the AI under their own contract with OpenAI.
AI results – answers, names, folders – can be wrong. The customer checks important information against the source shown. The software only renames and moves files in the folders and to the extent the customer sets in the settings, and changes can be undone.
We aim for high availability of the AI service but do not guarantee uninterrupted access. Maintenance and outages at third parties, such as AI providers, can occur; if one AI provider fails, the service may switch to another. We keep improving the software and deliver updates automatically. We do not remove essential features of a paid plan during its term.
3. Plans
Free: The software is free for personal use. In “Recommended” mode, a monthly allowance applies (currently 100 new documents and 300 AI answers). Search and “Private” mode are unlimited. There is no entitlement to the free version or its scope.
Business trial: Businesses may use FilesPal for work free of charge for 30 days. After that, business use requires a Business subscription.
Premium: Premium is for personal use by one person on up to three of their devices. The free allowances are replaced by fair use (currently up to 5,000 documents and 10,000 answers per month).
Business: Business is for use by businesses. One seat is purchased per user; per seat, FilesPal may be activated on one device. Fair use as for Premium applies per seat. Business includes the Data Processing Agreement (DPA), invoices showing taxes, and tools for IT (silent installation, Group Policy).
Automated bulk requests and passing the AI service on to third parties are not fair use. If an allowance is used up in a month, AI features in “Recommended” mode pause until the next month; search, documents and “Private” mode remain available.
4. License key, devices and seats
After purchase, the customer receives a license key – on the confirmation page and by email – and enters it in FilesPal under “Settings → License”. A device can be removed there, which frees its seat immediately. A seat on which FilesPal has not been used for 30 days becomes free automatically.
The key is for the customer only – for Business, for their users. It may not be published, passed on or sold. In case of misuse, we may block the key after prior notice, and immediately in case of obvious misuse such as publication. On request, we then replace it with a new key.
5. How the contract is formed
The plans shown on this website are not a binding offer. The customer chooses Premium or Business on this website and is taken to the order page of our payment provider Stripe, where they can review and correct their details. By clicking the final button to pay, the customer makes a binding offer. The contract is formed when we confirm the order – on the confirmation page with the license key or by email.
Business contracts can also be concluded on the basis of an individual quote with payment by invoice; the contract is then formed when the quote is accepted. Whoever orders Business confirms that they act as a business.
The contract language is English. We do not store the contract text separately; the customer receives the order details by email, and these terms are always available on this page.
6. Prices and payment
The prices at the time of the order apply. Prices in US dollars do not include sales tax; applicable taxes are added at checkout. Premium prices in euros include VAT. Business prices in euros are plus VAT; for businesses in other EU countries with a valid VAT ID, the reverse-charge procedure applies.
The fee for each billing period is due in advance and is charged to the payment method chosen at Stripe. We provide invoices electronically, by email and in the customer portal. If a Business customer changes the number of seats, Stripe prorates the change.
If a payment fails, Stripe retries it and we inform the customer. If the fee remains unpaid despite a reminder, we may suspend the paid features until payment is received; meanwhile, the software keeps working like the free version.
7. Term, automatic renewal and cancellation
Your subscription renews automatically until you cancel.
Monthly: The subscription runs for one month and renews for another month unless cancelled before the end of the current month.
Premium yearly: The first term is one year. If not cancelled before its end, the subscription continues for an indefinite period and can then be cancelled at any time with one month’s notice. If the customer has paid in advance for time after the cancellation takes effect, we refund that part pro rata.
Business yearly: The term is one year and renews for another year unless cancelled before the end of the current term.
Before a yearly subscription renews, we send a reminder by email. The customer can cancel at any time without logging in via the Cancel page, in the customer portal, or by email to info@filespal.com. We confirm every cancellation by email right away. Periods already paid for remain usable until their end, unless refunded pro rata. After that, FilesPal continues as the free version for personal use; files and the search index on the customer’s devices are not affected. The right of both parties to terminate for cause remains unaffected.
8. Right of withdrawal
Consumers in the European Union, the European Economic Area and the United Kingdom have a statutory right of withdrawal. Details are on the Withdrawal page, where consumers can also withdraw from the contract directly. Business customers have no right of withdrawal.
9. License to use the software
For the term of the contract, we grant the customer the simple, non-transferable and non-sublicensable right to use the software to the agreed extent; for the free version, this applies to personal use. The customer may not modify, reverse engineer or decompile the software unless the law expressly permits it, and may not circumvent license checks, allowances or protective measures. Open-source components included in the software are subject to their own licenses.
10. Your responsibilities
The customer uses FilesPal only in accordance with the law and only processes documents they are entitled to process. They do not attempt to misuse or overload the AI service or to access its credentials. The customer is responsible for their files and their backups; we recommend regular backups. Business customers ensure that their users comply with these terms.
11. Liability
We are liable without limitation for intent and gross negligence, for injury to life, body or health, under product liability law and to the extent of any guarantee we have given. For slightly negligent breach of an essential contractual obligation – an obligation whose fulfilment makes the proper performance of the contract possible in the first place and on whose fulfilment the customer may regularly rely – our liability is limited to the typical, foreseeable damage. Otherwise, liability for slight negligence is excluded. For loss of data, we are only liable to the extent the loss would also have occurred if the customer had made regular backups. Nothing in these terms limits liability that cannot be limited under applicable law.
12. Privacy and data processing
How we handle data is described in the Privacy Policy. If a Business customer processes personal data with FilesPal, the Data Processing Agreement applies; it is part of every Business contract.
13. Changes to these terms
We offer changes to these terms or to the prices of existing contracts to the customer in writing or by email at least six weeks before they are planned to take effect. They only take effect if the customer agrees. If the customer does not agree, the contract continues on the previous terms; we may then terminate it with six weeks’ notice to the end of a billing period. We may change the scope of the free version at any time.
14. Disputes
We are neither willing nor obliged to take part in dispute resolution proceedings before a consumer arbitration board. If you have questions or complaints, please write to info@filespal.com – we will find a solution.
15. Final provisions
These terms are governed by the laws of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods. For consumers, this choice of law applies only insofar as it does not deprive them of the protection of mandatory provisions of the country in which they habitually reside. If the customer is a merchant, a legal entity under public law or a special fund under public law, the place of jurisdiction is our registered office. If any provision is invalid, the rest of the contract remains valid.
Last updated: October 8, 2026