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Terms of Service

The contract terms for using Openbase.one — trial, plans per workspace and AI credit.

Last updated: November 2, 2026

1. Scope

These Terms of Service ("Terms") govern your use of Openbase.one, a product of The Nexus Collective GmbH ("we", "us"), Poststraße 14-16, 20354 Hamburg, Germany. By signing in to Openbase.one, you agree to these Terms on behalf of yourself and your organization.

2. Service Description

Openbase.one is a workspace for companies. It includes apps from the App Store, your own apps built from a description, a personal assistant for every person, files, mail, a knowledge base, automations with approval, connectors to third-party tools and access to multiple leading AI models. What each plan includes is set out in the plan overview at getopenbase.ai/pricing at the time of booking.

3. Account and Access

  • You sign in to Openbase.one with Single Sign-On (SSO) through Google Workspace or Microsoft Entra ID, with a code or link sent to your email address, or, unless your workspace has switched it off, with a workspace password. You can protect a workspace password with an authenticator app.
  • Workspace administrators can create accounts with a start password, which must be changed at the first sign-in.
  • Mail, calendar and contacts programs sign in with app passwords that you create for each device and can revoke at any time.
  • Your email domain determines your organization's workspace. The first user from a domain becomes the workspace administrator.
  • You are responsible for keeping your means of signing in secure: your SSO account, your email inbox, your password and your app passwords.

4. Acceptable Use

You agree not to:

  • Use Openbase.one for any unlawful purpose or to generate illegal content.
  • Attempt to circumvent usage limits, rate limits, or security measures.
  • Send unsolicited bulk email (spam) through Openbase.one.
  • Reverse-engineer, decompile, or extract source code from the service.
  • Share your account access or allow unauthorized third parties to use the service.
  • Use the service to harm, harass, or deceive others.

5. Your Data

  • Ownership: You retain all rights to the content you create or upload to Openbase.one.
  • AI outputs: AI-generated content is provided as-is. You are responsible for reviewing and verifying AI outputs before use.
  • Tenant isolation: Each organization's data is separated from other organizations at the database level. We do not share your data with other organizations.
  • Deletion: Workspace administrators can request full deletion of their organization's data at any time. After cancellation, full deletion takes place within 30 days.

6. Pricing and Billing

6.1 Trial

A new workspace starts as a trial with a one-time AI credit of €15 and no payment method. Once that credit is used up, the workspace is paused: data stays readable and exportable, nothing is deleted and nothing is charged. Booking a plan or topping up AI credit resumes it.

6.2 Plans

  • Openbase.one is billed per workspace, not per person. Members, mailboxes and apps are unlimited on every plan.
  • Plans: Starter €199, Growth €349 and Scale €549 per workspace per month. Enterprise on individual terms under a separate contract.
  • Each plan includes storage and outbound mail as stated in the plan overview. Exceeding it does not lock anything; the administrator is notified and can move to the next plan. To protect the service, technical ceilings apply at twice the plan's storage and three times its monthly mail volume, plus hourly sending limits.
  • AI usage is not included in any plan; it is paid only from AI credit (section 6.3).
  • Plans are billed monthly in advance through Stripe. You can change plans at any time in the customer portal.

6.3 AI credit

  • AI credit is a prepaid balance in EUR. Every AI call is deducted from it at the cost price of the model provider. Provider costs charged in USD are converted to EUR at a fixed rate and rounded up to the next cent.
  • Each top-up carries a service fee of 10% of the amount topped up, shown as a separate line on the invoice. The credit added equals the amount topped up, excluding the service fee.
  • A top-up is possible from €5 up to €10,000 per transaction.
  • Credit does not expire while the contract is in force. When the contract ends, we refund unused credit on request; the service fee is not refunded.
  • When the credit is used up, AI usage is blocked until the next top-up. Apps, mail, files and data remain available.
  • Administrators can set budgets per person and per project that limit how much of the credit they can use.

6.4 Auto top-up

  • Auto top-up is optional and is switched on by the workspace administrator. It requires a payment method saved during a top-up.
  • By switching it on, you authorize us to charge the saved payment method whenever the credit falls below the threshold you set. It tops up to the target you set and, within a calendar month, never beyond the monthly limit you set, each plus the service fee.
  • If a charge fails, auto top-up is switched off and the administrator is notified. You can switch it off at any time.

6.5 Support contracts and packages

  • In addition to the plan, the workspace administrator can book a support contract: Care at EUR 890 or Premium at EUR 2,790 per workspace per month. What each contract includes (named contacts, response time, included hours) is set out in the overview at getopenbase.ai/pricing at the time of booking.
  • A support contract requires a booked plan. It is billed separately, monthly in advance, via Stripe and can be cancelled at the end of the current billing period. Switching between Care and Premium is possible at any time and is prorated. When the plan ends, the support contract ends as well.
  • Included hours apply to the calendar month and expire at the end of the month; they are not carried over or refunded. Further hours are charged at EUR 170 per hour, billed per started quarter hour, after prior approval by a named contact.
  • Response times refer to service hours Monday to Friday, 9 am to 5 pm (CET/CEST), excluding nationwide public holidays in Germany and public holidays in Hamburg. They describe the first qualified response, not the resolution.
  • Support services are services. For apps that you or your organisation built, we owe help and review, not a particular result; responsibility for approving and running an app stays with you.
  • One-off packages (training, onboarding, migration, app built for you) are ordered individually. Fixed-price packages are billed once delivered. For packages with a starting price, we state a binding fixed price before work begins; work starts only after you agree. AI costs incurred in the workspace while delivering are deducted from the workspace's AI credit.

6.6 General

  • All prices are in EUR plus statutory VAT.
  • You can cancel your plan and a support contract at any time. Cancellation takes effect at the end of the current billing period.
  • We announce changes to plan prices at least 30 days in advance; they apply from the next billing period.

7. AI Model Providers

Openbase.one provides API-based access to AI models from third-party providers (including Anthropic, OpenAI, Google, Meta and others) over commercial routes (OpenRouter, in EU mode AWS Bedrock eu-central-1). These providers have their own terms and acceptable use policies. We are not responsible for the outputs generated by these models.

8. Availability and Support

  • We strive for high availability but do not guarantee uninterrupted service. Scheduled maintenance will be communicated in advance where possible.
  • Platform support is included in every plan. It covers platform outages and defects, billing and security questions, and is available to workspace administrators via email at [email protected]. We respond on a best-effort basis, without a committed response time.
  • Help with individual apps, committed response times and named contacts come with a support contract (section 6.5). Enterprise customers receive SLAs and support as per individual agreement.

9. Limitation of Liability

To the maximum extent permitted by law, The Nexus Collective GmbH shall not be liable for indirect, incidental, special, or consequential damages arising from your use of Openbase.one. Our total liability is limited to the amount you paid us in the 12 months preceding the claim.

10. Termination

We may suspend or terminate your access if you violate these Terms. You may stop using Openbase.one at any time. In the event of payment default, AI usage is blocked; when the plan ends, the workspace is paused. After an explicit cancellation, your data will be retained for 30 days before deletion, unless legal retention obligations apply.

11. Governing Law

These Terms are governed by the laws of the Federal Republic of Germany. The exclusive jurisdiction for disputes is Hamburg, unless compulsory consumer protection laws require otherwise.

12. Changes

We reserve the right to modify these Terms. Material changes will be communicated at least 30 days in advance via email or in-app notification. Continued use after changes take effect constitutes acceptance.