Terms of Service

Service: LeavePilot Provider: MAXYMIZE BUSINESS DI GIURASTANTE ROMANO MAXIMILIAN, Via Delle Valli 57, 66010 Canosa Sannita (CH), Italy, tax code and VAT no. IT02747200695 Contact: support@leavepilot.app

These terms govern the use of LeavePilot, a platform for managing holidays, leave, remote working and absences. By registering or using the service you accept these terms.

The Italian version prevails / La versione italiana fa fede.

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1. Service provider

The data controller and provider of the service is MAXYMIZE BUSINESS di Romano Maximilian Giurastante, VAT no. 02747200695. Contact: support@leavepilot.app.

2. The service

LeavePilot provides tools for requesting and approving absences, team calendars, reports and artificial intelligence processing. The Starter plan is free up to 5 employees; paid plans are described on the pricing page. A 14-day free trial is available on paid plans, with no credit card required.

3. Accounts and customer responsibilities

The customer company is responsible for the accuracy of the data it enters, for managing its employees' access, and for lawful use of the service, including compliance with applicable employment law. Credentials are personal and may not be transferred.

Use of the service for unlawful purposes, to infringe the rights of third parties, or to attempt to compromise the security of the platform, is prohibited.

4. Billing and cancellation

Billing is monthly or annual in advance, based on active employees. Upgrades and downgrades are possible at any time; cancellation carries no penalty and takes effect at the end of the billing period. Data remains exportable for 30 days after termination.

5. Service levels and limitations

The service is provided "as is", with a commercially reasonable commitment to keeping it available and secure. To the extent permitted by law, the provider's aggregate liability is limited to the amounts paid by the customer in the 12 months preceding the event. Nothing excludes liability for wilful misconduct or gross negligence.

Content generated by artificial intelligence is informational and does not replace the customer's own legal or managerial assessments.

6. Artificial intelligence and limits on the use of reports

1. How the platform works. Balance calculations, the application of approval workflows, exports, and all tables and charts in reports are produced by deterministic processing. Only one part of the service uses an artificial intelligence model: the descriptive commentary that appears at the end of reports. That commentary is generated automatically, is not reviewed by a person before it appears in the report, and is identified as such by a visible label and by technical marking in the document metadata.

2. What the model does not do. The artificial intelligence model receives no names, identifiers, email addresses or data relating to individual employees: it receives aggregate figures only. It does not approve or reject requests, does not calculate balances, does not assess or rank people, and does not make recommendations.

3. Limits on use. The Customer undertakes not to use the reports, and in particular the data relating to individual employees contained in them, to assess, rank, compare or monitor the performance or conduct of its workers, nor as a basis for decisions concerning recruitment, promotion, allocation of tasks, financial terms, disciplinary measures or termination of employment.

4. Consequences of non-conforming use. The Customer acknowledges that the platform is designed and made available for the administrative management of absences and that, by reason of that purpose, it does not fall among the high-risk systems listed in Annex III to Regulation (EU) 2024/1689. Should the Customer use it for the purposes excluded under point 3, under article 25(1)(c) of that regulation the Customer becomes the provider of the high-risk system, with the obligations that follow, and any liability of the Provider for that different use is excluded.

5. Obligations of the Customer as employer. The Customer is the controller of its employees' data and is bound by the obligations that follow, including the privacy notice to data subjects and, where the conditions are met, the obligations laid down by article 4 of Italian law 300/1970 and article 1-bis of Italian legislative decree 152/1997 concerning instruments from which the possibility of remote monitoring of workers' activity arises, and automated decision-making or monitoring systems. The Provider makes available the technical documentation needed for those assessments.

6. Changes to the function. The instructions used by the model are versioned. Any change that alters its behaviour is notified to the Customer through an update to the instructions for use.

7. Processing of the Customer's employee data

1. Roles. The Customer is the controller of the personal data of its employees and collaborators entered into the platform. The Provider processes that data on behalf of the Customer as a processor under article 28 of Regulation (EU) 2016/679.

2. Data processing agreement. The processing is governed by the data processing agreement, available at leavepilot.app/legal/dpa, which forms an integral and essential part of these Terms. By accepting these Terms the Customer simultaneously accepts the data processing agreement in the version in force at the time of acceptance, indicated on that page and recorded by the Provider.

3. Form. The parties acknowledge that acceptance given in this way satisfies the written form requirement of article 28(9) of the Regulation, which expressly allows electronic form, and that no further signature is therefore required. The Customer may at any time download from the administration area a copy of the agreement showing the details of its own acceptance.

4. Authority. Anyone accepting these Terms on behalf of an organisation declares that they have the power to bind it and accepts in its name and on its behalf.

5. Changes. The Provider notifies the Customer of any change to the data processing agreement at least thirty days in advance, at the email address of the organisation's administrator and by notice in the administration area. Changes concerning sub-processors are subject to the right of objection provided for in the agreement itself. Absent an objection, the new version applies from the expiry of the notice period; previous versions remain available at the addresses indicated on the agreement page.

6. Signed version. A Customer that, for its own internal procedures, requires a signed copy of the agreement may request one by writing to info@maxymizebusiness.com. Signature is not a condition of effectiveness of the agreement, which is already concluded under point 3.

8. Intellectual property

The platform, the LeavePilot trademark and the related content remain the property of the provider. Data entered by the customer remains the customer's, who grants the provider the licence needed to deliver the service.

9. Governing law and jurisdiction

These terms are governed by Italian law. For consumers, mandatory protections remain unaffected; for business customers, the courts of the provider's place of business have jurisdiction. Changes to the terms will be notified with reasonable advance notice.

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Questions about the terms? Write to support@leavepilot.app.