Terms of Service

Edition of 19 August 2026

Translation notice. This is an English translation provided for convenience. SmartOKS operates under the law of Ukraine, and the Ukrainian version of these Terms is the legally binding one. If the two versions differ, the Ukrainian text prevails.

These Terms of Service (the "Terms") set out how access to the SmartOKS web platform is granted and the rules for using it. The platform is administered by Mykhailo Vasylovych Piddubchenko, an individual entrepreneur (FOP), tax number (RNOKPP) 3758905818 (the "Operator", "we").

By registering with the Service or using it, you confirm that you have read these Terms, accept them in full and undertake to comply with them. If you do not agree with the Terms in whole or in part, you may not use the Service.

The Public Offer (for paid services), the Privacy Policy and the Cookie Policy are also integral parts of the arrangements between the parties. Where these Terms and the Public Offer differ in respect of paid services, the Public Offer prevails.

1. Definitions

• Service — the SmartOKS web platform for managing IT support in organizations (ticketing, equipment and consumables records, knowledge base, task management, reporting and other modules), available at smartoks.com.ua and on subdomains of the form name.smartoks.com.ua, together with accompanying software, in particular the SmartOKS Agent inventory application.
• Organization — a legal entity, an individual entrepreneur or another person for whose benefit an account space (tenant) has been created in the Service.
• Organization administrator — a User granted rights to manage the Organization's accounts and settings.
• User — a natural person who uses the Service under their own account within an Organization.
• Organization Content — any data Users enter into the Service: tickets, tasks, staff records, workstations, equipment, documentation, comments and so on.

2. Acceptance and capacity

These Terms are deemed accepted from the moment an account is registered, the Service is first accessed, or actual use of it begins — whichever occurs first.

By using the Service you represent that: (a) you are at least 18 years old, or you are acting within the authority granted to you by an Organization; and (b) if you accept these Terms on behalf of an Organization, you have the authority required to create legal obligations for it.

3. Accounts and access security

The User undertakes to:

• provide accurate and current information at registration and keep it up to date;
• keep their credentials confidential and not disclose them to third parties;
• not use accounts belonging to other people;
• notify the Operator immediately at mail@smartoks.com.ua of any unauthorised access to an account or other compromise of credentials.

The User is responsible for all actions taken under their account until the Operator is notified of a compromise.

4. Organizations, roles and division of responsibility

The Service operates on a model of organizational account spaces. Organization administrators create User accounts themselves, assign roles and determine the scope of access rights.

The Organization is responsible for the actions of all of its Users in the Service as if they were its own. The Operator is not a party to internal relationships between an Organization and its employees or contractors, and does not resolve disputes between them.

5. Acceptable use

The Service may be used only lawfully and for its intended purpose. It is prohibited to:

• use the Service for unlawful activity, or place in it material that breaks the law or infringes the rights of third parties;
• attempt to gain unauthorised access to the Service, to the data of other Organizations or to the Operator's infrastructure, including conducting penetration testing without the Operator's prior written consent;
• interfere with the operation of the Service, distribute malware, or attack the infrastructure;
• circumvent security mechanisms or plan and technical limits;
• create excessive automated load (mass scraping, request flooding and the like);
• resell, sublease or provide access to the Service to third parties outside your own Organization without the Operator's written consent.

If these rules are breached, the Operator may restrict, suspend or terminate access in the manner set out in section 10.

6. Organization Content

Organization Content belongs to the Organization. The Operator acquires only a non-exclusive right to process that content to the extent necessary to provide the Service (storage, backup, display to Users, generating reports and AI assistant responses).

By entering the personal data of third parties (in particular employees) into the Service, the Organization represents that it has lawful grounds to do so under data protection law. In respect of such content the Organization acts as the data controller and the Operator as the processor acting on its instructions.

The Operator does not pre-moderate Organization Content and is not responsible for its content or lawfulness.

7. SmartOKS Agent software

SmartOKS Agent is an optional software component for Windows that an Organization may voluntarily install on its own devices for automatic inventory.

• The agent collects only technical specifications of the device; the exhaustive list is set out in the Privacy Policy. The agent does not collect file contents, correspondence, or data about a person's activity at the computer.
• The agent may update itself automatically to new versions from the Operator's official source.
• The Operator grants the Organization a non-exclusive licence to install and use the agent on the Organization's devices for the duration of its use of the Service.
• The Organization may unlink the agent in the Service interface at any time and remove it from a device using standard Windows tools.

8. Plans and limits

The scope of available features depends on the plan chosen. Current plans, their prices and limits (number of users, workstations, access to individual modules and so on) are published on the Pricing page.

The Operator may develop and change the functionality of the Service, provided this does not materially degrade the key characteristics of the plan paid for by the Customer during the period already paid for.

9. Availability and support

The Operator makes commercially reasonable efforts to keep the Service running reliably, but does not guarantee uninterrupted or error-free operation. Access may be temporarily limited during maintenance, updates, fault resolution, or because of circumstances beyond the Operator's reasonable control.

Data is backed up at least once every 24 hours. Technical support is provided by email at mail@smartoks.com.ua.

10. Suspension and termination of access

The Operator may restrict, suspend or terminate a User's or an Organization's access to the Service where:

• these Terms or the Public Offer are breached;
• the Service is used unlawfully;
• there is a threat to the security of the Service, its Users or third parties;
• required by law or by a decision of a competent authority.

Where the nature of the breach allows, the Operator gives the Organization prior notice and a reasonable period to remedy it.

Until data is deleted, the Organization may export its content using the Service (exports, reports) or ask the Operator for a copy of the data. Retention periods after use ends are set out in the Public Offer and the Privacy Policy.

11. Intellectual property

Exclusive intellectual property rights in the Service — the program code, design, interfaces, databases (as to their structure), logos and trade marks — belong to the Operator or are used by it on lawful grounds.

Users are granted a limited, non-exclusive, non-transferable and revocable licence to use the Service in accordance with these Terms. It is prohibited to:

• copy, reproduce or distribute the Service's software;
• decompile, disassemble or otherwise reverse engineer it, except where expressly permitted by law;
• create derivative products based on the Service;
• remove or alter copyright notices and trade marks.

If you send the Operator suggestions or ideas for improving the Service, the Operator may use them without restriction and without payment, unless the parties agree otherwise in writing.

12. Warranties and limitation of liability

The Service is provided on an "as is" and "as available" basis, without any express or implied warranties, including warranties of fitness for a particular purpose.

The Operator is not liable for:

• indirect damages, lost profit or loss of business reputation;
• loss or corruption of data caused by the actions of Users or third parties;
• the consequences of decisions taken by an Organization on the basis of information from the Service (including AI assistant responses, which may contain inaccuracies and require verification);
• interruptions caused by circumstances beyond the Operator's reasonable control.

The Operator's aggregate liability for any claims relating to the Service is limited to the amount actually paid by the Customer for the billing period in which the grounds for the claim arose. For free use, the Operator's liability is limited to cases where excluding it is not permitted by law.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under the law of Ukraine (in particular, for intentional breach of an obligation — Article 614(3) of the Civil Code of Ukraine).

13. Changes to these Terms

The Operator may change these Terms. A new edition is published on this page with its date. The Operator gives notice of material changes at least 10 calendar days before they take effect, by email or through the Service interface.

Continuing to use the Service after a new edition takes effect constitutes acceptance of it. If you do not agree with the changes, you must stop using the Service; for paid services the consequences are set out in the Public Offer.

14. Governing law and dispute resolution

These Terms are governed by the substantive law of Ukraine. The parties will make efforts to resolve disputes by negotiation: a claim is sent to the other party's email address and considered within 20 business days. If no agreement is reached, the dispute is referred to a court in accordance with the rules of jurisdiction established by the procedural law of Ukraine.

15. Miscellaneous

• If any provision of these Terms is held invalid, the remaining provisions stay in force.
• Legally significant notices are sent: to the Operator, at mail@smartoks.com.ua; to a User or Organization, at the email address of the account or of the organization administrator. A notice is deemed received on the business day following the day it was sent.
• The Operator may transfer its rights and obligations under these Terms to a successor in the event of reorganisation or disposal of the business, having notified Users of this.

16. Contact

FOP Mykhailo Vasylovych Piddubchenko, RNOKPP 3758905818
Email: mail@smartoks.com.ua
Full details are set out in the Public Offer.