Livingroom Analytics – Terms of Service
Last updated: September 18, 2025
1) Who we are and what these Terms cover
1.1 Company. Livingroom Analytics ApS (“Livingroom,” “we,” “us,” “our”), established in Denmark.
1.2 Service. Livingroom provides a single, browser-based employee experience management platform (the “Service”). Users access the same platform on desktop and mobile browsers with one login. Role-based access controls allow employees, managers, and admins to use one place and switch roles where permitted.
1.3 Agreement. By creating an account, starting a pilot, or using the Service, the organization you represent (“Customer”) agrees to these Terms of Service (the “Terms”). If you do not agree, do not use the Service.
1.4 Privacy & DPA. Processing of personal data is governed by our Software Privacy Policy (where Livingroom is controller for account, billing, support, website and product analytics data) and by our Data Processing Addendum (the “DPA”) for Customer’s Service Data where Livingroom acts as processor. If there is a conflict between these Terms and the DPA for processor activities, the DPA controls.
2) Accounts, roles, and access
2.1 Customer & Users. Customer designates one or more admins who create and manage user accounts and assign roles (employee, manager, admin).
2.2 Login. The Service runs in modern desktop and mobile browsers under a single login. Optional integrations such as SSO/HRIS may be enabled when available.
2.3 Security. Customer is responsible for safeguarding credentials, promptly disabling compromised accounts, and maintaining reasonable security on devices and networks used to access the Service.
2.4 Eligibility. The Service is for organizational use. Users must be of legal working age in their jurisdiction.
3) Permitted use and acceptable use
3.1 License. Subject to these Terms and timely payment, Livingroom grants Customer a non-exclusive, non-transferable right to access and use the Service for internal business purposes during the Term.
3.2 Restrictions. Customer and Users shall not: (a) reverse engineer or circumvent technical limits; (b) rent, lease, sublicense, or provide the Service to third parties except as allowed by these Terms; (c) use the Service to build a competing product; (d) attempt to re-identify anonymized data; (e) submit unlawful, defamatory, or infringing content; or (f) attempt unauthorized access to non-public areas.
3.3 Fair use. Do not overload or abuse the Service or interfere with others’ use.
4) Plans, pilots, pricing, and billing
4.1 30-Day Pilot. Customer may start a free 30-day pilot (typically up to approximately 75 employees and 3 teams) using a minimal data path (e.g., CSV roster; SSO optional). By Day 30, Customer confirms in writing whether to convert, extend, or stop.
4.2 Subscription. After the pilot, the standard plan is $6.50 per employee per month billed annually (minimum $7,500), or $8.00 per employee per month on a month-to-month basis (cancel anytime). Seat counts are based on employees in the roster for the active cycle. Payments under certain thresholds may be via card; otherwise by invoice.
4.3 Taxes & changes. Prices are in USD, exclusive of applicable taxes and duties. We may modify pricing or plan features prospectively; changes apply on renewal or a new cycle.
4.4 No refunds. Unless required by law or expressly stated otherwise in an order form, fees are non-refundable once a paid cycle begins.
5) Data categories, roles, and regions
5.1 Controller vs. Processor.
(a) Service Data (Processor). For the data Customer uploads or generates to operate the Service (e.g., employee roster and structure, conversation inputs, team actions), Customer is the controller and Livingroom is the processor under the DPA.
(b) Account/Website/Analytics (Controller). For account, billing, support, website and product analytics data, Livingroom is controller as described in the Software Privacy Policy.
5.2 Sub-processors (including Microsoft Azure). We use vetted sub-processors for hosting, analytics, and payments, including Microsoft Azure infrastructure and Azure OpenAI services for AI features. Where configuration allows, we select EU/EEA or region-appropriate deployments and disable model training by third parties. We configure Azure OpenAI so that prompts and outputs are not used to train or improve third-party foundation models and are processed only to provide the Service to Customer.
5.3 Data location. We aim to process and store Customer’s Service Data in EU/EEA regions where feasible and supported by our sub-processors. Some telemetry or support workflows may involve processing outside the EU/EEA; see Section 6 for transfer safeguards.
5.4 Retention & deletion. During the Term, Customer may export or request deletion of Service Data as permitted by the Service and the DPA. Upon termination or upon written request (as applicable), we will delete or anonymize Service Data within a commercially reasonable period, unless a longer retention is required by law.
5.5 Assistance. For processor activities, we will assist Customer in fulfilling data subject requests and regulatory inquiries as set out in the DPA.
6) International data transfers
6.1 Global sales from Denmark. While Livingroom is established in Denmark, we sell and support the Service globally. Where processing involves transfers outside Customer’s originating jurisdiction (including transfers from the EU/EEA to third countries), Livingroom implements appropriate safeguards such as standard contractual clauses and additional technical and organizational measures.
6.2 Customer responsibilities. Customer is responsible for ensuring a lawful basis for the collection and international transfer of Service Data and for providing required notices to Users.
7) AI features, transparency, and compliance
7.1 What AI features do. The Service may use AI models (including Azure OpenAI) to analyze inputs, summarize themes, generate insights, and propose actions. Outputs are probabilistic and may contain errors; they should be reviewed by qualified humans before action.
7.2 Customer is the deployer. For laws that distinguish between AI “providers” and “deployers,” Customer is typically the deployer of the AI system in its workplace context. Livingroom is the service provider and (where applicable) the provider of the model-enabled application under those laws.
7.3 EU AI Act alignment. The Service is designed with risk-management and transparency in mind. Employment-related use cases may be classified as high-risk under the EU AI Act depending on Customer’s configuration and use (for example, if used to inform or support decisions with legal or similarly significant effects on employees).
(a) Customer obligations (deployer). Where the use case is high-risk, Customer remains responsible for deployer obligations such as ensuring human oversight, conducting impact/risk assessments where required, maintaining logs, ensuring data governance, and providing end-user information and instructions.
(b) Livingroom obligations (provider). Where the Service (or specific AI system within it) falls within the scope of provider obligations, Livingroom will support compliance by providing up-to-date instructions for use, system capabilities and limitations, human oversight guidance, logs or log-access mechanisms, and technical documentation reasonably necessary for Customer’s compliance.
(c) Transparency. The Service provides notices that AI is used, indicates when content is AI-generated, and offers guidance on appropriate interpretation.
(d) Accuracy and monitoring. We employ quality controls, testing, and monitoring to improve accuracy and mitigate risks; however, AI outputs are not guaranteed.
(e) Record-keeping. The Service maintains operational logs; export or retention settings may be available to support Customer’s legal requirements.
7.4 Sensitive uses and prohibited inputs. Customer must not use the Service to make automated decisions that produce legal or similarly significant effects on individuals without appropriate safeguards and legal basis. The Service does not make such decisions solely by automated means; Customer must ensure meaningful human review before relying on AI outputs for consequential decisions. Do not upload special-category or highly sensitive data unless strictly necessary, lawful, and covered by the DPA and Customer’s internal policies.
7.5 Third-party models and content filters. AI features may rely on third-party model APIs and safety filters. Where configuration allows, we prefer EU/EEA processing and no-training modes. Filters may block or transform content to reduce harmful or non-compliant outputs.
7.6 Explainability. The Service aims to provide summaries and rationales understandable to human reviewers. Deeper explanations may depend on model constraints; we will provide available technical documentation upon reasonable request to support audits and assessments.
7.7 Regulatory changes. AI regulations continue to evolve globally. Livingroom may update product controls, documentation, and terms to reflect new or changing requirements.
8) Security
8.1 Measures. We maintain technical and organizational measures appropriate to the risks presented, including access controls, encryption in transit and at rest (where supported), vulnerability management, and sub-processor due diligence.
8.2 Incident response. We maintain incident detection and response processes. Where a personal data breach occurs in the context of processor activities, we will notify Customer without undue delay consistent with the DPA.
8.3 Customer configuration. Customer is responsible for configuring roles, permissions, data retention settings, integrations, and allowed fields consistent with law and policy.
9) Customer responsibilities
9.1 Data accuracy and minimization. Customer is responsible for the accuracy of uploaded data and for applying data minimization principles.
9.2 Lawful basis and notices. Customer must ensure a lawful basis for processing and provide any required notices to employees and other data subjects. The Service is not designed for HIPAA-regulated Protected Health Information or similar highly sensitive categories; do not upload such data unless expressly agreed in writing.
9.3 Compliance in your jurisdiction. Customer is responsible for complying with employment, privacy, and AI-related laws in the jurisdictions where it operates, including obtaining required works council or union consultations before deployment where applicable.
9.4 Feedback and misuse. Customer agrees to promptly notify Livingroom of any suspected misuse or material errors in AI outputs and to cooperate to remediate issues.
10) Intellectual property
10.1 Ownership. Livingroom owns the Service and related intellectual property. Customer owns its Service Data. No rights are granted except as expressly stated.
10.2 Feedback. Livingroom may use feedback to improve the Service without restriction.
10.3 US state privacy signal. For avoidance of doubt, we do not “sell” or “share” personal information as those terms are defined under US state privacy laws, and we do not use personal information for cross-context behavioral advertising.
11) Warranties and disclaimers
11.1 Service warranty. Livingroom will provide the Service in a professional manner consistent with industry standards.
11.2 AI outputs. AI-generated insights and recommendations are provided for informational purposes only and are not professional advice. Customer remains solely responsible for decisions made using the Service.
11.3 General disclaimers. Except as expressly provided, the Service is provided “as is” and “as available,” and Livingroom disclaims all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement.
12) Indemnity
12.1 By Customer. Customer will defend and indemnify Livingroom from third-party claims arising from Customer’s unlawful data inputs, misuse of the Service (including misuse of AI features), or violation of law or these Terms.
12.2 By Livingroom. Livingroom will defend and indemnify Customer against third-party claims that the Service, as provided by Livingroom and used in accordance with these Terms, infringes intellectual property rights, subject to customary exclusions (including combinations not supplied by Livingroom, modifications by Customer, or use after notice of alleged infringement).
13) Limitation of liability
13.1 Exclusions. Neither party is liable for indirect, incidental, special, consequential, or punitive damages, or loss of profits, revenue, goodwill, or data.
13.2 Cap. Each party’s total liability under these Terms is capped at the fees paid or payable by Customer to Livingroom in the six (6) months preceding the event giving rise to liability. The foregoing does not limit liability that cannot be limited by law.
14) Term, suspension, and termination
14.1 Term. These Terms apply while Customer uses the Service or has an active subscription.
14.2 Suspension. Livingroom may suspend access for non-payment, security risks, or material breaches.
14.3 Termination. Either party may terminate for uncured material breach. Customer may terminate per plan terms (annual or month-to-month) or at the end of a pilot.
14.4 Effect of termination. Access ends upon termination. Data handling, including deletion or anonymization, proceeds per Section 5 and the DPA.
15) Export controls, sanctions, and government use
15.1 Compliance. The Service may be subject to export control and sanctions laws. Customer represents it is not on any restricted list and will not permit access or use in violation of such laws.
15.2 Government users. If Customer is a government entity, the Service is provided as commercial computer software and related documentation; rights are granted only as set forth in these Terms.
16) Changes to the Service or Terms
16.1 Service changes. Livingroom may update or modify features to improve performance, security, or compliance.
16.2 Terms changes. Livingroom may update these Terms from time to time. Material changes will be communicated to the Customer admin and will apply prospectively (for example, on renewal or a new cycle).
17) Governing law and venue
17.1 Law. These Terms are governed by the laws of Denmark, without regard to conflict-of-laws rules.
17.2 Venue. The courts of Copenhagen, Denmark have exclusive jurisdiction, and the parties consent to personal jurisdiction there.
18) Notices and contact
18.1 Notices. Legal notices must be sent to the email addresses designated by each party for notices. Operational communications may be provided in-product or by email to the admin on file.
18.2 Support. Customer may contact Livingroom support through the channels indicated in the Service.
19) Definitions
“AI features” means features of the Service that use machine learning or large language models (including Azure OpenAI) to analyze inputs, generate content, or propose actions.
“Service Data” means data that Customer or Users upload to or generate in the Service for the purpose of using the Service (e.g., rosters, org structures, conversation inputs, team actions, configuration).
“Sub-processor” means any third party engaged by Livingroom to process Service Data on Customer’s behalf.
“User” means any individual authorized by Customer to access the Service under Customer’s account.