Terms of Operation of the BEIAElektro 4.0 HUB Platform

1) General Terms of Use of the BEIAElektro 4.0 HUB Platform

1.1 Introduction
These General Terms govern the use of the BEIAElektro 4.0 HUB platform (hereinafter referred to as the “Platform”), which is used to manage projects, budgets, implementation, supplies, inspections, and related processes.
The Platform is intended for both internal and external users with an assigned role.
By using the platform, the user confirms that they have read these terms and agree to comply with them.

1.2 Purpose of the Platform
The Platform is used primarily for:
• recording projects,
• managing budgets and offers,
• uploading and managing documents,
• managing implementation and inspection steps,
• approving outputs and supporting documents,
• transparent recording of work, changes, and performance,
• simplifying and accelerating project processes,
• communication between project participants,
• supporting payments and process auditability,
• recording and supporting payment for completed work, services, and supplied materials in accordance with contractual terms.

1.3 Basic Rules
Each user is required to:
• use the Platform only within the scope of their permissions,
• enter truthful and up-to-date information,
• refrain from interfering with other users’ data without authorization,
• protect their access credentials,
• respect approval, work, and workflow processes,
• report security incidents or errors without delay.

1.4 Status of the Platform
The Platform is a software tool for recording, managing, and facilitating communication between project participants.
The operator does not itself provide design, budgeting, implementation, inspection, legal, or other professional services unless expressly agreed otherwise in writing.
The operator is neither a party to contracts concluded between users in relation to projects nor a representative of any party.

1.5 Intellectual Property and License
Project documentation, drawings, bills of quantities, budgets, inspection reports, photographs, technical data sheets, and other outputs uploaded to the Platform may be protected by copyright or other intellectual property rights under Act No. 185/2015 Coll. (the Copyright Act) and related legislation.
The user declares that they have the right to upload the relevant content to the Platform and make it available to other authorized users of the project.
By uploading content to the Platform, the user grants the operator a non-exclusive, royalty-free license to the extent necessary to operate, store, back up, display to authorized persons, and audit the content for the retention period specified in Section 2.7.
The license or contractual authorization of the customer to use outputs between project participants is governed not by access to the Platform itself but by the contract concluded for the relevant project.
The operator reserves all rights to the Platform as a whole, its source code, graphical interface, and the database of projects, offers, ratings, and documentation as a sui generis database work pursuant to Section 130 of the Copyright Act.
The user acknowledges that the license to use specific content between project participants is governed by the contract concluded for the relevant project, not by access to the Platform itself.

1.6 Third-Party Content
Uploading content that infringes copyright, know-how, trade secrets, or the personal rights of third parties is prohibited.
The user is responsible for the legality of uploaded content and for ensuring that they hold all necessary licenses or consents.
The operator has the right to block or remove content that clearly infringes third-party rights or these terms without prior notice.

1.7 Confidentiality and Trade Secrets
Offers, prices, technical solutions, project materials, schedules, internal notes, ratings, and other information obtained in connection with a project are confidential and may constitute trade secrets within the meaning of Section 17 of the Commercial Code.
The user is required to:
• maintain the confidentiality of confidential information,
• refrain from using it outside the purpose of the relevant project,
• refrain from disclosing it to third parties without the consent of the affected party.
This obligation continues after access to the Platform has ended or the project has been completed.

1.8 Professional and Regulatory Responsibility
Professional roles on the Platform (designer, inspection technician, installer, supplier, and others) perform regulated or professional activities for which legislation may require authorization, certification, or insurance:
• designer – Act No. 138/1992 Coll. on Authorized Architects and Authorized Civil Engineers,
• inspection technician – Decree No. 508/2009 Coll. (electrical competence),
• installer – Act No. 50/1976 Coll. (Building Act) and related legislation.
Each user with a professional role declares that they hold the required authorization, qualifications, and liability insurance to the extent required by legislation or contract.
The relevant role (natural person or legal entity), and not the operator of the Platform, is solely responsible for the professional correctness of a design, budget, inspection report, implementation, or other professional output.
The operator reserves the right to request proof of professional authorization and to suspend access if such authorization is absent.

1.9 AI Features
The Platform may use artificial intelligence tools (hereinafter referred to as “AI”) for supporting functions such as drafting text, evaluating offers, analyzing materials, or assisting with document preparation.
AI outputs are solely a supporting tool. They do not constitute a binding professional, technical, legal, or other opinion.
Before using any AI output in a practical, legal, or technical context, each user is required to verify it through their own professional judgment or consultation with an appropriate expert.
The operator is not responsible for the accuracy, completeness, or suitability of AI outputs.
Third-party services (AI providers) may be used to process inputs for AI features. The user acknowledges that submitted inputs may be sent to these providers in accordance with their terms and security safeguards. Personal data beyond the minimum necessary must not be entered into AI features.

1.10 Payments and Financial Mechanisms
If agreed in a contract, payment for completed work may be secured by:
• advance payment,
• blocked funds,
• a bank guarantee,
• or another agreed security mechanism.
The Platform is used solely to record supporting documents, approval statuses, and the auditability of processes related to payments. The Platform itself does not provide regulated payment services and does not act as a payment institution, bank, or escrow agent within the meaning of Act No. 492/2009 Coll. on Payment Services or other legislation unless expressly stated otherwise and the relevant regulatory authorization has been demonstrated.

1.11 Supplier Selection and Tenders
Submitting an offer through the Platform does not create an entitlement to selection or to the conclusion of a contract.
By submitting an order, the customer (client) acknowledges and accepts that a specific company may be selected to carry out the project through the platform in accordance with the configured workflow, internal rules, and contractual terms.
An unsuccessful bidder is not entitled to reimbursement of the costs of preparing an offer unless otherwise agreed in writing.
The Platform is not a public procurement platform within the meaning of Act No. 343/2015 Coll. If the customer is a contracting authority, it is the customer’s responsibility to ensure compliance with the relevant public procurement legislation outside the Platform.

1.12 Database Protection
The database of projects, offers, budgets, ratings, documents, and other records maintained on the Platform is protected as a sui generis database work pursuant to Section 130 of the Copyright Act.
It is prohibited to:
• systematically extract, copy, or download database content,
• use automated tools (scraping or crawling) to obtain data from the Platform,
• publish or further distribute database content without the operator’s consent.

1.13 Modules Under Development
The Platform may contain modules marked as under development. Such modules may display only an informational notice, for example: “This module is under development.”

1.14 Prohibited Use
The following activities are prohibited in particular:
• sharing an account with an unauthorized person,
• modifying or deleting data without authorization,
• bypassing security mechanisms,
• misusing the system for unauthorized purposes,
• interfering with the operation of the Platform,
• uploading content that infringes third-party rights,
• systematically extracting data from the Platform,
• entering personal data into AI features beyond the minimum necessary,
• impersonating another person or providing false information about professional authorization.

1.15 Suspension and Termination of Access
The operator may suspend or terminate a user’s access if:
• the user breaches these terms,
• the user makes unauthorized changes to the Platform or data,
• the user breaches the duty of confidentiality,
• the user uploads content that infringes third-party rights,
• the user loses the professional authorization required for their assigned role,
• criminal or administrative proceedings related to the user’s activities on the Platform have been initiated against the user.
Access may also be suspended as a preventive measure if the operator identifies a security incident.

1.16 Liability
The operator is not liable for damage caused by:
• improper use of the Platform,
• false or incomplete information entered by a user,
• sharing access with an unauthorized person,
• a user’s breach of these terms,
• an error or inaccuracy in an AI output,
• outages or unavailability beyond the operator’s reasonable control,
• loss of data resulting from a user’s actions.
The relevant professional role bears sole responsibility for the professional correctness of outputs.

1.17 Amendments to the Terms
The operator reserves the right to amend these terms. Users will be informed of any amendment through the Platform or by email. A new version takes effect on the date of publication or on another expressly specified date. By continuing to use the Platform after an amendment takes effect, the user expresses agreement with the new version of the terms.

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2) GDPR / Personal Data Protection

2.1 Purpose of the Document
This document explains how users’ personal data is processed on the Platform in accordance with Regulation (EU) 2016/679 (GDPR) and Act No. 18/2018 Coll. on Personal Data Protection.

2.2 Controller
The operator of the Platform determines the purposes and means of processing personal data. The operator’s exact identification details will be added according to the legal entity operating the Platform.
If an organization uses the Platform for its employees or external collaborators, it may also act as a controller in the context of employment or contractual relationships; in such a case, the operator of the Platform may act as a processor.

2.3 Scope of Data Processed
The following data may be processed in particular:
• first name and surname,
• email address,
• telephone number,
• job position and role on the Platform,
• company or organization, Company ID, Tax ID, and registered office,
• project assignments and project history,
• records of activities in the system (audit logs of sign-ins, changes, approvals, document uploads, and workflow actions),
• documents, attachments, and photographic documentation uploaded to the Platform,
• technical data concerning sign-in and system use (IP address, device type, and access time).
Photographic documentation from implementation work may capture persons present at the workplace. Users are required to ensure that uploading such photographic documentation complies with the GDPR and applicable legislation.

2.4 Purposes of Processing
Personal data is processed for the following purposes:
• authentication and authorization,
• project and workflow management,
• communication between project participants,
• recording approvals, changes, and audit logs,
• ensuring system security and data integrity,
• fulfilling contractual and legal obligations,
• audit and control purposes,
• providing supporting AI features (to the minimum extent necessary).

2.5 Legal Basis
Processing may be based on:
• performance of a contract or pre-contractual measures (Article 6(1)(b) GDPR),
• the operator’s legitimate interest, particularly system security and audit (Article 6(1)(f) GDPR),
• compliance with a legal obligation (Article 6(1)(c) GDPR),
• consent, where required, particularly for AI features or marketing communications (Article 6(1)(a) GDPR).

2.6 Recipients and Transfers of Data
Data may be made available only to authorized persons according to their roles and scope of permissions.
It may also be made available to:
• administrators of the Platform,
• contractual partners to the extent necessary to perform a project,
• providers of technical infrastructure (cloud hosting, authentication, storage, and email/SMS notifications),
• providers of AI services where AI features are used (inputs are minimized in accordance with the data minimization principle),
• public authorities where required by law.
Some infrastructure or AI providers may be established outside the European Economic Area. In such cases, the transfer is carried out on the basis of standard contractual clauses or another appropriate safeguard under Article 46 GDPR. Details are available from the operator upon request.

2.7 Retention Period
Personal data is retained only for as long as necessary for the relevant purpose:
• account identification and contact details – for the duration of access and for 3 years after its termination,
• audit logs and activity records – for 5 years or for the period prescribed by law,
• project documentation and project outputs – for the duration of the project and for 10 years after its completion, or for the period required by applicable legislation,
• technical logs (access and IP address) – for 12 months unless they relate to a security incident.
After the retention period expires, the data is securely deleted or anonymized.

2.8 Rights of the Data Subject
The data subject has the right:
• to access their data,
• to rectify inaccurate data,
• to erasure (“the right to be forgotten”) where processing is not necessary,
• to restriction of processing,
• to object to processing based on a legitimate interest,
• to data portability where applicable,
• to withdraw consent without affecting the lawfulness of processing carried out before its withdrawal,
• to lodge a complaint with the Office for Personal Data Protection of the Slovak Republic.

2.9 Security
The operator adopts appropriate technical and organizational measures to protect data against unauthorized access, loss, misuse, or damage, including encryption of data in transit, role-based access control, and regular backups.

2.10 Contact Details
Contact details for personal data protection inquiries, including the exercise of data subject rights, will be added according to the specific operator. If a data protection officer (DPO) has been appointed, their contact details will be provided in the same place.

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3) Roles and Permissions on the Platform

3.1 General
Access to the Platform is role-based. Each user sees only the data and functions necessary for their work. Assigning a role does not create any obligation on the part of the operator toward third parties in relation to professional activities performed within that role.

3.2 ADMIN
Rights
• manage users and roles
• create and edit projects
• approve and reject processes
• assign tasks
• manage documents and workflows
• perform audits and manage system settings
• activate or hide modules
Obligations
• oversee the accuracy and integrity of data
• control access rights according to the need-to-know principle
• ensure the transparency of approvals
• protect the system against misuse
• maintain the confidentiality of all information accessible within the role
• refrain from sharing or misusing other users’ access credentials or data

3.3 Customer
Rights
• view their own projects
• access documents, budgets, and approvals
• monitor implementation progress
• approve selected steps
• view the status of a project
Obligations
• provide truthful and complete supporting materials
• respond to approvals and requests within a reasonable time
• respect the scope of their permissions
• pay for services in accordance with the contract
• be responsible for the legality of materials uploaded to the Platform and for having authorization to make them available to other project participants
Payment Note
If contractually agreed, payment for completed work may be secured by advance payment, blocked funds, or a bank guarantee. The Platform is used for record-keeping, not for directly executing payments.

3.4 Designer
Rights
• access assigned projects
• create and submit supporting materials
• upload documentation
• monitor project status
Obligations
• prepare supporting materials professionally and on time
• use current assignments
• submit outputs in the agreed format
• respect technical and legislative requirements
• declare that they hold valid authorization to perform design activities within the scope of the project
• be responsible for ensuring that uploaded documentation does not infringe copyright or other third-party rights

3.5 Cost Estimator
Rights
• access assigned projects and supporting materials
• create and modify budgets
• work with bills of quantities and budget items
• prepare supporting materials for approval
Obligations
• prepare an accurate and complete budget
• record changes transparently and provide reasons for them
• work exclusively from approved supporting materials
• respect the approval workflow
• be responsible for the transparency of all changes to prevent unauthorized budget modifications

3.6 Supplier
Rights
• access tenders and invitations
• create and submit offers
• monitor offer status
• access supporting materials required to prepare an offer
Obligations
• provide truthful prices, deadlines, and technical parameters
• submit offers on time
• comply with the conditions of the selection procedure
• duly perform agreed obligations following approval
• ensure that an offer does not infringe third-party rights (copyright, manufacturers’ know-how, and similar rights)
• acknowledge that submitting an offer does not create an entitlement to selection or to the conclusion of a contract

3.7 Installer
Rights
• access implementation projects
• record work progress
• upload photographic documentation and notes
• monitor tasks and implementation progress
Obligations
• perform work professionally and on time in accordance with applicable legislation
• record work truthfully and without distortion
• supplement documentation according to the customer’s requirements and the contract
• cooperate during project handover
• be responsible for the truthfulness of performance records
• ensure compliance with the GDPR when uploading photographic documentation, particularly where photographs capture persons

3.8 Inspection Technician
Rights
• access inspection projects
• record measurements and findings
• create an inspection report
• mark the inspection status
Obligations
• carry out inspections professionally and objectively in accordance with Decree No. 508/2009 Coll. and related legislation
• record results completely and truthfully
• state all deficiencies and recommendations without omission
• submit the output within the agreed deadline and in the agreed form
• declare that they hold valid electrical competence or other authorization required to perform inspection activities
• be responsible for the professional correctness and completeness of the inspection report; the operator of the Platform is not responsible for its content