Terms of Service

Effective 27 October 2026

These Terms of Service (the “Terms”) govern access to and use of the Procumi platform. By creating an account or by accessing or using the Platform, the Customer agrees to be bound by these Terms, including the provisions on limitation of liability (Section 15), suspension and termination (Section 7), changes to the Terms (Section 18) and jurisdiction (Section 20). If you do not agree to these Terms, you must not use the Platform.

This English version is provided for convenience. In the event of any inconsistency, the Romanian version prevails.

1. About us

1.1. The Procumi platform is operated by the company that owns it (“Procumi”, “we”, “us”).

The company is currently being incorporated in Romania. Its registered name, registered office, tax identification number and trade register number will be added to this section upon incorporation.

1.2. Notices to Procumi should be sent to support@procumi.com.

2. Definitions

• “Platform” means the Procumi software application available at app.procumi.com, including its features, updates and documentation.
• “Services” means the provision of the Platform on a subscription (software-as-a-service) basis for managing material requisitions, requests for quotation, quotes, purchase orders and deliveries.
• “Customer” means the business entity that subscribes to the Services.
• “User” means any individual to whom the Customer grants access to its account, including employees, contractors and approvers.
• “Invited Supplier” means any third party to whom the Customer sends a request for quotation through the Platform.
• “Customer Data” means all information, documents and data submitted to the Platform by the Customer, its Users or Invited Suppliers in connection with the Customer’s account.
• “Plan” means the subscription plan selected by the Customer, with the features and limits published on the Pricing page.

3. Scope of the agreement

3.1. These Terms, together with the selected Plan and the Privacy Policy, form the entire agreement between Procumi and the Customer (the “Agreement”).

3.2. The Services are intended solely for businesses acting in the course of their trade or profession. Consumer protection legislation does not apply to the Agreement.

3.3. The individual accepting these Terms on behalf of the Customer represents and warrants that they have authority to bind the Customer.

4. Formation of the agreement; accounts

4.1. The Agreement is formed when the Customer creates its account on the Platform and accepts these Terms or, where applicable, when Procumi activates the Customer’s account on the agreed Plan.

4.1a. A new account includes a free 14-day trial with no payment details. During the trial, automatic document reading is limited to the number of documents shown in the account. When the trial ends, the account remains available for viewing only until a Plan is chosen. Procumi may extend or refuse a trial at its discretion and may refuse more than one trial account for the same company.

4.2. The Customer shall appoint one or more account administrators to manage Users and their roles. The Customer is responsible for all activity under its account and for its Users’ compliance with these Terms.

4.3. The Customer shall keep login credentials confidential and notify Procumi without undue delay of any actual or suspected unauthorised access.

4.4. The Customer warrants that its identification and billing details are accurate and complete, and shall keep them up to date.

5. Fees and payment

5.1. The fees are those of the selected Plan as published on the Pricing page when the Agreement is formed, or as otherwise agreed in writing. Fees are stated exclusive of VAT, which is charged in accordance with applicable law.

5.2. Fees are invoiced in advance, monthly or annually at the Customer’s option, and are payable by bank transfer by the due date stated on the invoice, or by card through Procumi’s payment processor where that option is available on the Platform.

5.3. If an invoice remains unpaid when due, Procumi will notify the Customer. If payment is not received within 15 days of that notice, Procumi may suspend access to the Platform until all overdue amounts are paid. Customer Data is retained during any suspension.

5.4. Procumi may change its fees on at least 30 days’ prior notice by email. New fees take effect from the start of the next billing period. A Customer that does not accept the new fees may terminate under Section 7.2 with effect from the end of the current billing period.

6. Term

6.1. The Agreement runs for the selected billing period (one month or one year) and renews automatically for successive periods of the same length unless terminated in accordance with Section 7.

6.2. The Customer may change Plans at any time. Any price difference will be reflected on the next invoice.

7. Suspension and termination

7.1. The Agreement may be terminated by mutual agreement, by notice or for breach, as set out in this Section.

7.2. The Customer may terminate the Agreement at any time by notice to support@procumi.com. Termination takes effect at the end of the current billing period, and the Customer retains access until then. Fees paid for the current billing period are non-refundable.

7.3. Procumi may terminate the Agreement if the Customer commits a material or repeated breach of these Terms and fails to remedy it within 15 days of written notice.

7.4. Procumi may suspend access with immediate effect where reasonably necessary to prevent serious harm, including in the event of a security attack, fraudulent use or the storage of unlawful content, and will inform the Customer as soon as practicable.

8. Customer Data

8.1. As between the parties, the Customer owns all Customer Data. Procumi uses Customer Data solely to provide the Services, to secure the Platform and to comply with legal obligations.

8.2. Customer Data is logically segregated from that of other customers. Procumi does not disclose a Customer’s prices, quotes or suppliers to any other customer.

8.3. On request made before termination or within 30 days after it, Procumi will provide the Customer with a copy of its Customer Data in a commonly used electronic format.

8.4. Procumi deletes Customer Data 30 days after termination of the Agreement. Backups are deleted within a further 30 days. This does not apply to data that Procumi is required by law to retain, in particular accounting records.

9. Data processing

9.1. With respect to personal data contained in Customer Data, the Customer is the controller and Procumi is the processor within the meaning of Regulation (EU) 2016/679 (the “GDPR”). This Section constitutes the contract required by Article 28(3) GDPR.

9.2. The subject matter of the processing is the provision of the Services for the term of the Agreement. Data subjects are Users and contact persons of Invited Suppliers. Personal data processed comprises identification and contact details, job titles, and data contained in requests, quotes, orders and documents.

9.3. Procumi shall:

• process personal data only on the Customer’s documented instructions, which are given through the Customer’s use of the Platform and by this Agreement;
• ensure that persons authorised to process the personal data are bound by confidentiality obligations;
• implement the technical and organisational measures required by Article 32 GDPR;
• engage sub-processors only in accordance with Section 9.4;
• assist the Customer in responding to data subject requests and in meeting its obligations under Articles 32 to 36 GDPR;
• notify the Customer without undue delay after becoming aware of a personal data breach;
• delete or return personal data on termination in accordance with Section 8; and
• make available to the Customer all information necessary to demonstrate compliance with the obligations in this Section, and allow for and contribute to audits, including inspections, conducted by the Customer or another auditor mandated by the Customer, as required by Article 28(3)(h) GDPR. Audits require at least 30 days’ prior notice, take place during business hours no more than once a year (unless required by a supervisory authority or following a personal data breach), and are at the Customer’s expense.

9.4. The Customer grants Procumi general authorisation to engage sub-processors. The current list is published on our Sub-processors page. Procumi will inform the Customer of any intended change. Within 15 days, the Customer may raise a reasonable objection on data protection grounds. The parties shall discuss the objection in good faith; if it cannot reasonably be resolved, either party may terminate the Agreement without penalty.

9.5. The Customer warrants that it has a lawful basis for the personal data it submits to the Platform, including for sending requests for quotation to Invited Suppliers, and that it has provided all notices to data subjects required by law.

10. Invited Suppliers

10.1. Invited Suppliers access requests through personal links. Submitting a quote does not create a contract between an Invited Supplier and Procumi.

10.2. Procumi is not a party to any transaction between the Customer and an Invited Supplier and has no responsibility for the content of quotes, prices, the quality of goods, delivery times or the performance of orders.

11. Automated features

11.1. The Platform may automatically extract information from documents, images and messages, including by means of artificial intelligence, and may suggest data such as prices, quantities or units. Such output is a suggestion only and must be reviewed by the Customer before it is relied on.

11.2. Information obtained from public sources, such as tax data from the Romanian National Agency for Fiscal Administration (ANAF) or exchange rates published by the National Bank of Romania (BNR), is provided for information only.

11.3. All purchasing decisions remain the sole responsibility of the Customer.

12. Acceptable use

The Customer shall not, and shall ensure that its Users do not:

• access or attempt to access any account, system or data without authorisation;
• upload malicious code, or content that is unlawful or infringes third-party rights;
• use the Platform to send unsolicited commercial communications;
• copy, modify, decompile or create derivative works of the Platform, except as expressly permitted by law;
• resell, rent or otherwise make the Platform available to third parties without Procumi’s written consent; or
• circumvent Plan limits or the Platform’s security measures.

13. Availability and support

13.1. Procumi will use reasonable efforts to keep the Platform available on a continuous basis.

13.2. Planned maintenance will be announced in advance where practicable. Procumi is not responsible for interruptions caused by infrastructure providers, communications networks or other events beyond its reasonable control.

13.3. Support is provided by email at support@procumi.com on business days, to the extent included in the Customer’s Plan.

14. Intellectual property

14.1. The Platform, its source code, the Procumi name and marks, graphics and documentation are protected by intellectual property laws and are owned by Procumi or its licensors.

14.2. For the term of the Agreement, Procumi grants the Customer a non-exclusive, non-transferable, non-sublicensable right to use the Platform for its internal business purposes, within the limits of its Plan. No other rights are granted.

14.3. Procumi may use any feedback or suggestions provided by the Customer to improve the Services, without any obligation to the Customer.

15. Limitation of liability

15.1. The Services are provided “as available”. Procumi does not warrant that the Platform will meet any specific requirements of the Customer that have not been agreed in writing.

15.2. Procumi shall not be liable for any indirect or consequential loss, including loss of profit, loss of business or contracts, project delays, or the consequences of the Customer’s choice of supplier.

15.3. Procumi’s aggregate liability under or in connection with the Agreement shall not exceed the fees actually paid by the Customer in the 12 months preceding the event giving rise to the claim.

15.4. Nothing in these Terms limits or excludes liability for damage caused intentionally or through gross negligence, or any other liability that cannot be limited or excluded under applicable law.

16. Confidentiality

Each party shall keep confidential any non-public information received from the other party in connection with the Agreement and shall use it only to perform the Agreement. This obligation continues for three years after termination and does not apply to information that becomes public through no fault of the receiving party or that must be disclosed by law.

17. Force majeure

Neither party shall be liable for any failure to perform its obligations caused by force majeure, as defined under Romanian law, for as long as it continues. The affected party shall notify the other party promptly.

18. Changes to these Terms

18.1. Procumi may amend these Terms. Material changes will be notified by email at least 30 days before they take effect.

18.2. A Customer that does not accept the changes may terminate the Agreement without penalty before they take effect. Continued use of the Platform after that date constitutes acceptance of the amended Terms.

19. General

19.1. The Customer may not assign or transfer its rights or obligations under the Agreement without Procumi’s prior written consent. Procumi may assign the Agreement in connection with a reorganisation or transfer of its business, with notice to the Customer.

19.2. If any provision of these Terms is held invalid, the remaining provisions remain in full force, and the invalid provision shall be replaced by a valid provision that most closely reflects the parties’ intention.

19.3. Notices shall be given by email to the address provided by the Customer at registration or to support@procumi.com, as applicable, and are deemed received on the next business day after sending.

20. Governing law and jurisdiction

20.1. The Agreement is governed by the laws of Romania.

20.2. The parties shall seek to resolve any dispute amicably. If a dispute is not resolved within 30 days of notice, it shall be submitted to the competent courts at Procumi’s registered office.