License terms

Convenience translation — the German version (Lizenzbedingungen) is legally binding.

License terms for Smart Templates
Version 1.0, as of 25 October 2026

These terms govern the use, prices, maintenance and support of Smart Templates for business customers. They are the provider’s general terms and conditions and at the same time the license agreement.

Provider: Smart Functions, owner Lukas Richter
Albert-Schweitzer-Straße 5, 26169 Friesoythe, Germany
Email: lukas.richter@smart-templates.eu
VAT ID: DE464627216

§ 1 Scope and contracting party

(1) These license terms apply to all contracts for the software “Smart Templates” between Lukas Richter, Smart Functions, Albert-Schweitzer-Straße 5, 26169 Friesoythe (“Provider”), and the customer: for the trial period, the subscription, the purchase, the maintenance contract and support.

(2) The offer is aimed exclusively at businesses within the meaning of Section 14 of the German Civil Code (BGB), legal entities under public law and special funds under public law. The Provider does not conclude contracts with consumers; consumers therefore have no right of withdrawal. When ordering, the customer confirms that it belongs to this group.

(3) The customer’s general terms and conditions do not apply, even if the Provider does not expressly object to them.

(4) The presentation of the software on the website is not a binding offer. The customer orders in the app “Smart Templates” under “License & updates”; payment is made via the payment service provider Stripe, on whose payment page the customer sees the product, price and term and confirms these terms. On request, the Provider prepares a quote beforehand. A contract is concluded when the Provider confirms the customer’s order in text form or provides the license key.

§ 2 Definitions

§ 3 Right of use

(1) The customer receives the non-exclusive right to use the software in all environments of its tenant: production, test and development. For the subscription the right applies for the term, for a purchase without time limit, and in the trial period for its duration.

(2) The number of users, templates and documents created is not limited. A separate license is required for each additional tenant.

(3) The customer may use the software for its own business purposes and for the companies affiliated with it (Section 15 of the German Stock Corporation Act, AktG), insofar as they work in the same tenant. Service providers working for the customer in its tenant, for example during setup, may use the software for it. The customer may send created documents to any recipient.

(4) It is not permitted to rent out or sublicense the software, to make it available to third parties as a service, or to install it in another tenant without a further license. Nor may the customer circumvent license checks, alter license keys or use them in another tenant, or remove copyright and trademark notices. Decompiling is permitted only within the limits of Section 69e of the German Copyright Act (UrhG).

(5) The customer may transfer a purchase license to a third party if it transfers it completely, gives up its own use and names the new holder and its tenant to the Provider in text form. The Provider then binds the license to that tenant; these terms apply to the new holder. A subscription is not transferable.

(6) If the customer moves to a new tenant, the Provider transfers the license once, free of charge, on request. Use in the previous tenant then ends; its license key is no longer valid.

(7) Templates, images and fonts that the customer creates or uploads, and all documents created, belong to the customer; the Provider acquires no rights in them. For uploaded logos and fonts, the customer ensures that it holds the necessary rights.

(8) All other rights in the software remain with the Provider.

§ 4 License types, prices and payment

(1) The customer chooses between two license types, each per tenant:

(2) For the purchase license, the customer can conclude a maintenance contract with a fee per year, right at the time of purchase or later (§ 5(2)). Without maintenance it may continue to use the software, but receives no updates and no support (§ 8(5)).

(3) All prices are net prices plus statutory value-added tax. The price shown at the time of ordering on the “License & updates” page and on the payment page, or the price in the quote, applies; current prices are also shown on the website. For businesses in another EU member state with a valid VAT identification number, invoicing is done in accordance with the statutory provisions without German VAT (reverse charge: tax liability of the recipient).

(4) The customer pays via Stripe using the payment methods offered on the payment page, such as card or SEPA direct debit, and on request by invoice. The purchase is charged with the order. Subscription and maintenance contract are charged annually in advance and collected or invoiced at the start of each contract year; a maintenance contract chosen at purchase only from the second year. Invoices are payable within 14 days without deduction, unless the invoice states a different payment term. The customer agrees to receive invoices as PDF files by email. The Provider sends them to the customer’s invoice email.

(5) The price for the subscription and maintenance contract remains unchanged as long as the respective contract runs without interruption. If the customer concludes the maintenance contract at purchase or by the end of the first twelve months, the maintenance price from the day of purchase applies; if it concludes it later, the price valid at that time applies. If a subscription or a maintenance contract ends and the customer later concludes a new one, the price valid at that time likewise applies. New prices apply only to new contracts.

(6) If payment on conclusion of a subscription or a purchase is confirmed only later, for example with SEPA direct debit or payment by invoice, the customer can use the software until the payment is received with a provisional license key. When the payment is received, it receives the regular license key; if it is not received, the provisional license key ends by itself.

(7) If the fee for a new contract year of the subscription is unpaid at the start of the contract year, for example because the collection failed or the payment is still being processed, the software continues to create documents with a transitional key, and the Provider reminds the customer by email at its invoice email. If the fee has still not been received 21 days after it falls due, that is, for collection by card or direct debit, 21 days after the start of the new contract year, the software no longer creates documents until the payment is received; after that it works again without further action. Templates and data are preserved. The Provider may extend this period in individual cases. The claim to the fee remains unaffected. If the fee for the maintenance contract has not been received, the customer receives no new versions until payment; the purchase license remains unaffected.

(8) The customer may set off only undisputed claims or claims established by a final court decision. It has a right of retention only for claims arising from the same contract.

§ 5 Term and termination

(1) The subscription initially runs for twelve months from conclusion of the contract. After that it renews each time for a further twelve months. The customer may terminate at any time effective at the end of the current term; the Provider with three months’ notice effective at the end of the term.

(2) In a purchase, maintenance is included for the first twelve months. After that it continues only with a maintenance contract. The customer can conclude it right at the time of purchase or later. The maintenance contract starts at the end of the first twelve months, or, if concluded later, on conclusion. It runs for twelve months and renews each time for a further twelve months; the notice periods from paragraph 1 apply to termination. If the customer terminates a maintenance contract chosen at purchase before the end of the first twelve months, nothing is charged. The purchase license itself remains unaffected.

(3) If the customer concludes the maintenance contract only after the end of the first twelve months or resumes maintenance after a termination, the Provider may charge for the period without maintenance, for at most two years and at most at the maintenance contract price valid at that time. The Provider states any such charge before conclusion; if it does not, the charge lapses.

(4) Termination is possible in text form, for example by email, or in Stripe’s customer portal, which the “License & updates” page opens.

(5) The right to terminate for good cause remains unaffected. For the Provider, good cause exists in particular if the customer, despite a reminder, is more than 30 days in default with a payment or uses the software contrary to § 3. If the customer uses the software contrary to § 3, the Provider may also stop issuing new license keys.

(6) When the subscription ends, the right of use ends, and the software no longer creates documents. For technical reasons the license key remains valid for up to seven days beyond the end of the term; no claim to longer use arises from this. Templates and settings are preserved in the customer’s environments; if it takes out a subscription again or buys, the software continues to work with them. If the customer removes the software, Dynamics also removes the templates; the customer can back them up beforehand via “Export”. Documents already created are not affected.

(7) The customer may switch from the subscription to a purchase at any time. The subscription then ends immediately, and the fee for the unused term is credited proportionally toward the purchase price. The Provider shows the amount before payment.

(8) Annual fees paid for the subscription and maintenance contract are not refunded proportionally. If such a contract ends before the end of a paid contract year for a reason the customer is not responsible for, the Provider refunds the fee for the remaining term proportionally; for the switch to a purchase, paragraph 7 applies.

§ 6 Trial period

(1) On request, the Provider makes the software available free of charge for testing. It contains all features. The trial period begins when the designer is opened for the first time in the customer’s tenant. It lasts 30 days, applies to all environments of the tenant and is available to each tenant once. After that the software no longer creates documents; the designer, templates and settings are preserved. The customer does not have to cancel anything, and no costs arise.

(2) The trial period is intended for evaluating the software. It is not intended for production use.

(3) For the trial period, the Provider is liable only for intent and gross negligence and in the cases of § 12 (1). There are no claims for defects unless the Provider has fraudulently concealed a defect. There is no entitlement to support, to the availability of the license service or to an extension of the trial period; the Provider is glad to receive reports of bugs.

(4) If the customer takes out a subscription or buys during or after the trial period, the software continues to work with the templates from the trial period. Conclusion during the trial period ends it; the term of the subscription or the twelve months of maintenance in a purchase begin on conclusion.

§ 7 Provision, license check and operation

(1) The Provider provides the software as a solution package for Dynamics 365, for download or by email. The customer imports it into its environments itself; the manual describes the steps.

(2) The software creates all documents in the customer’s Dynamics environments. Before every document it checks the stored license key; this check needs no outbound connection. Without a valid license key, the software creates no documents: no PDF, no e-invoice, no email sending and no full preview, not even via buttons or Power Automate. The designer remains usable; templates and settings are preserved.

(3) For licenses and updates, the Provider operates a license service. The software connects to it when someone opens the designer or the “License & updates” page, when the customer orders, when a new license key is due and when no document could be created without a new license key. In doing so it transmits only these details: the identifiers of tenant and environment, the installed version, the user’s language, the reason, the number of the stored license key, whether the signed-in user may install solutions (just yes or no), a random value that binds the response to the request, and, when ordering, the product chosen. Documents, templates and business data are not transmitted; the Provider counts neither documents nor users and has no access to the customer’s environments or data. Details are in the privacy policy.

(4) As long as a valid license key is stored, the software creates documents even if the license service cannot be reached. The Provider does not owe any particular availability of the license service; if it is down, the Provider issues a needed license key by email on request. The customer can switch off the automatic synchronization on the “License & updates” page. It then inserts the license key there by hand; it receives it from the Provider by email.

(5) A license key is valid

(6) The license service answers requests about a tenant ID without sign-in so that each environment receives its license key without action on its part. Anyone who knows a tenant ID can therefore query the license type and term or maintenance end, but no names, prices or payment data.

(7) The prerequisite is an environment with Dynamics 365 Customer Engagement or Dataverse in the cloud, including the necessary Microsoft licenses and the right to import solutions; installation on one’s own servers (on-premises) is not supported. The customer procures the Microsoft licenses itself; they are not part of this contract. The exact prerequisites are given in the manual.

(8) Individual features work together with Microsoft services, such as Microsoft 365 Copilot or Power Automate, or with an AI service of the customer’s choice. The terms of the respective provider apply to these services; the provider of Smart Templates does not owe them.

(9) If the Provider permanently discontinues the license service without a successor continuing it, customers with a purchase license or a running, paid subscription receive beforehand an unlimited license key for the latest version they are entitled to use; this license key no longer needs the license service. The Provider announces the discontinuation in good time by email to the invoice email.

§ 8 Updates and maintenance

(1) During maintenance, that is during the subscription, in a purchase for the first twelve months and during a maintenance contract, the customer receives all updates that the Provider releases generally, and support under § 9.

(2) Updates fix bugs, keep the software compatible with the Microsoft platform and bring new features. The Provider decides what an update contains. The customer has no claim to particular new features.

(3) If Microsoft changes the platform so that the software no longer works as described, the Provider adapts it during maintenance (paragraph 1) within a reasonable period, insofar as that is technically possible.

(4) The customer installs updates itself. The “License & updates” page shows when a new version is available. The Provider recommends testing every update in a test environment first.

(5) Without maintenance, in a purchase the customer may use all versions without time limit that were released up to the end of its maintenance. Versions released after that create no documents without a maintenance contract. Whether a version belongs to its license is shown on the “License & updates” page; the customer checks this before installing, because an installed newer version usually cannot be replaced by an older one in Dynamics. The Provider does not have to adapt versions without maintenance to changes of the Microsoft platform any more.

§ 9 Support

(1) Support means: the Provider accepts reports of bugs in the software, examines them and fixes confirmed bugs, as a rule with an update or a workaround. There is a claim to support during maintenance (§ 8(1)).

(2) The customer reports bugs via the form “Report a bug” on the website or by email to lukas.richter@smart-templates.eu. The report states what happened and what was expected, how the bug can be reproduced and which version is installed.

(3) Not included are questions about operation, designing or adapting templates, advice on data model and processes, and bugs whose cause lies outside the software. Questions about operation are answered by the manual and the manual file for AI assistants. The Provider may offer such services separately for a fee.

(4) The Provider replies within a reasonable time. No fixed response or resolution times are agreed.

(5) Support is available in German and English, in English in writing only.

§ 10 Defects

(1) What the software is to achieve is described by the manual in the version at the time of conclusion of the contract. Statements on the website and in the manual are descriptions, not guarantees; the Provider gives a guarantee only if it expressly designates it as a guarantee in text form.

(2) The customer reports defects without delay in text form, with the details under § 9(2).

(3) The Provider remedies defects at its option by a bug fix, an update or a reasonable workaround. If this does not succeed, in a purchase the customer may reduce the price or withdraw from the contract, in a subscription reduce the fee or terminate extraordinarily. Damages are available only under § 12.

(4) Deviations that impair use only insignificantly are not defects, nor are bugs resulting from changes made by the customer to the software, from operation contrary to the manual, from third-party software or from malfunctions of the Microsoft platform. Later changes to the Microsoft platform also do not make a version supplied defective; the Provider provides the adaptation to them during maintenance under § 8(3).

(5) In a purchase, claims for defects become time-barred after twelve months from delivery. This does not apply to damages in the cases of § 12(1) or to fraudulently concealed defects.

(6) In a subscription, strict liability for defects that already existed at the time of conclusion of the contract (Section 536a(1) BGB) is excluded.

§ 11 Customer’s responsibility

(1) The customer is responsible for the content of its templates and documents: mandatory information on invoices and business letters, tax rates, amounts and the correctness of its data in Dynamics.

(2) For e-invoices, the software checks mandatory information and totals. This check helps, but replaces neither tax advice nor the customer’s own control. Whether an e-invoice meets the requirements of the recipient and of tax law is the customer’s responsibility.

(3) The customer reviews suggestions from an AI assistant before adopting them. Which data it gives to an AI service is its own decision.

(4) The customer backs up its data regularly; Dynamics offers environment backups for this. It tests new templates and updates in a test environment first.

(5) The customer procures and pays for the Microsoft licenses and services it needs for Dynamics, Copilot or Power Automate itself.

(6) The customer keeps its invoice email up to date; the Provider sends invoices, reminders and messages about license and payment to it.

§ 12 Liability

(1) The Provider is liable without limitation for intent and gross negligence, for injury to life, body or health, under the Product Liability Act, for fraudulently concealed defects and insofar as it has given a guarantee.

(2) In cases of slight negligence, the Provider is liable only if it breaches an essential contractual obligation. That is an obligation whose fulfillment makes the contract possible in the first place and on whose observance the customer may regularly rely. Liability is then limited to the damage typical for this kind of contract and foreseeable at the time of conclusion of the contract.

(3) For loss of data, the Provider is liable only in the amount of the effort that would have been necessary for restoration if the customer had backed up its data under § 11(4).

(4) Otherwise, liability is excluded. Claims arising from slight negligence become time-barred after one year from the point at which the customer learns of the damage and of the Provider as the cause.

(5) These rules also apply to the personal liability of the Provider’s employees, representatives and vicarious agents.

§ 13 Third-party components and intellectual property rights

(1) The software contains third-party components under free licenses or with the permission of their publishers, including the PDF library PDFsharp and the QR code library by Project Nayuki (both MIT license), the font Arimo (SIL Open Font License 1.1) as well as schemas and code lists for e-invoicing. The complete list with the license texts accompanies the software as the file THIRD-PARTY-NOTICES.txt, in the solution as web resource “st_third_party_notices.txt”. For these components, their license terms take precedence.

(2) If a third party asserts that use of the software in accordance with the contract infringes its rights, the customer informs the Provider without delay in text form and, as far as possible, leaves the defense to it. The Provider then, at its option, changes the software so that it no longer infringes the right, or procures the necessary right.

(3) If neither is possible on reasonable terms, either side can end the contract. For a subscription the Provider refunds the fee for the remaining term; for a purchase, the purchase price less one fifth for each year of use begun; if the customer proves that the value of its use was lower, only that value is deducted. Further claims exist only under § 12.

(4) Microsoft, Dynamics 365, Dataverse, Copilot and Power Automate are trademarks of Microsoft Corporation. Smart Templates is an independent product and is not affiliated with Microsoft.

§ 14 Data protection and confidentiality

(1) The software processes the customer’s data exclusively in its environments. The Provider does not receive records, templates and created documents.

(2) The license service receives only the details under § 7(3). They concern the customer’s organization and its installation, not individual persons. The Provider processes them as an independent controller in order to provide licenses and to inform about updates. The license service does not store names, email addresses and IP addresses.

(3) For ordering and payment, the Provider and Stripe process the details the customer provides on the payment page, such as company, address and invoice email address. The Provider does this as an independent controller in order to perform the contract. It sends messages about license and payment to the invoice email address.

(4) The Provider therefore does not process any personal data on behalf of the customer. A data processing agreement under Art. 28 GDPR is therefore not necessary for operation.

(5) With a bug report, the customer sends only what is necessary for the examination, if possible without personal data, such as the exported template with test data instead of real records. What it attaches is its own choice; the software sends nothing along by itself. If personal data cannot be avoided or the Provider is to be given access to a system of the customer, both sides first conclude a data processing agreement.

(6) Both sides treat confidential information of the other side as confidential, also after the end of the contract.

(7) For details from the website’s forms, for example when requesting a trial, a demonstration or a quote, the privacy policy on the website applies. It also names the service providers the Provider uses.

(8) The Provider names the customer as a reference only with the customer’s prior consent.

§ 15 Final provisions

(1) The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).

(2) If the customer is a merchant, a legal entity under public law or a special fund under public law, the place of jurisdiction, as far as legally permissible, is the Provider’s registered seat in Friesoythe; the local court (Amtsgericht) of Cloppenburg or the regional court (Landgericht) of Oldenburg is then competent. The Provider may also sue the customer at the customer’s seat.

(3) If the Provider wants to change these terms for running subscriptions or maintenance contracts, it communicates the new version in text form at least three months before the next renewal date. It applies from the renewal. The customer can terminate at the renewal date; the notice points this out. The price guarantee under § 4(5) remains unaffected. For a purchase, the version of these terms at the time of conclusion of the contract applies.

(4) What is agreed individually in the quote or the order confirmation takes precedence over these terms. These terms take precedence over the manual.

(5) Declarations concerning this contract, such as terminations and notices of defects, are sufficient in text form, for example by email.

(6) The contract language is German. Translations of these terms are for information only; the German version is authoritative. These terms are available at smart-templates.eu/lizenzbedingungen for retrieval, printing and saving.

(7) If a provision is invalid, the contract remains valid in all other respects; the statutory rule takes the place of the invalid provision.

Version 1.0, as of 25 October 2026

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