Welcome to Kokousvahti (kokousvahti.fi)! Kokousvahti is an AI-powered service that monitors, finds and analyzes public documents and procurement notices from public-sector bodies. We help identify opportunities, relevant needs and upcoming projects so organisations can act before a matter becomes a competitive tender.
By registering a user account or by using Kokousvahti, you accept these terms of service (“Terms”) and agree to comply with them.
Users must be at least 18 years old. Kokousvahti is intended primarily for business and organisational use (B2B). By signing in with your organisation’s email credentials, you confirm that you are authorised to act on behalf of your organisation.
1. About Kokousvahti and these terms
Kokousvahti is provided by Kokousvahti, business ID 3343221-3, registered office in Helsinki, Finland. Email: contact@kokousvahti.fi.
These terms govern the use of Kokousvahti. If you have entered into a separate written subscription or service agreement with us, the documents apply in this order: 1) the separate written agreement, 2) the order confirmation or the terms presented during the ordering process, 3) these terms.
Changes to these terms
We may update these terms from time to time. We will notify you of material changes at least 30 days in advance by email or in the service. By continuing to use the service after the changes take effect, you accept the updated terms. If you do not accept the changes, you may terminate your subscription before they take effect. Minor changes that do not weaken your position take effect when they are published.
2. Important before you begin
Not legal advice
The information produced by Kokousvahti, including summaries, analyses, recommendations and other output, is intended only as informative support. It does not constitute legal advice and must not be interpreted as such. We are not liable for damage resulting from decisions made solely on the basis of information produced by Kokousvahti without appropriate professional judgment.
AI-generated content
Kokousvahti uses generative AI in several stages of the service. AI models can make mistakes, hallucinate (that is, fabricate information) and provide outdated or incomplete information. Human review of the content is always mandatory. Kokousvahti is a decision-support tool, not a replacement for human expertise.
Third-party technology and data sources
Kokousvahti uses third-party technology in the background. We do not use the data you submit to train our own models in an identifiable way. Limitations in the availability and accuracy of third-party services may also affect Kokousvahti.
The meeting and procurement information in Kokousvahti is based on public sources maintained by third parties (such as municipal and wellbeing-services-county portals, parish unions, Hilma and other procurement portals). We are not responsible for the correctness, completeness or timeliness of those sources, for their availability, or for individual documents missing from the service.
3. Permitted use
If you meet the age and eligibility requirements, you may:
- use Kokousvahti in your organisation’s business operations
- monitor public-sector meeting documents, decisions and procurement information
- use the analyses and reports produced by the service in your internal operations
- create user accounts for your organisation’s employees within the scope of your subscription
4. Prohibited use
Security and technical use
You may not:
- use bots, scripts or other automation to access or use Kokousvahti without our written permission
- attempt to breach, circumvent or otherwise interfere with Kokousvahti’s security or usage restrictions
- upload viruses, malware or other harmful code
- place an unreasonable load on the service
- disassemble, reverse engineer or decompile the service’s software
Fraudulent or harmful activity
- use false information, impersonate another person or falsify contact details
- use Kokousvahti for illegal purposes or to circumvent the law
- disturb, threaten or harass other users
Intellectual property and data collection
- copy, reproduce or distribute Kokousvahti’s content as the basis of your own product without our permission
- scrape or systematically download data from the service
- remove copyright or proprietary notices
Building a competing business
- use Kokousvahti to build a competing public-sector monitoring platform, product or service
- develop a competing AI model based on Kokousvahti’s data or functionality
- resell the analyses produced by the service as a separate product without our permission
5. User account
When you create a user account, you confirm that you are at least 18 years old, that the information you provide is accurate and up to date, that you are authorised to act on behalf of your organisation (if you register in the name of an organisation), and that you use Kokousvahti in accordance with these terms and applicable law.
Account security
You are responsible for your credentials and for all activity on your account. The user account is personal and may not be shared with others. Notify us without delay of any unauthorised use: contact@kokousvahti.fi.
Organisation accounts
If your organisation uses Kokousvahti, the organisation is responsible for all of its users’ use of the service. Administrator rights must be limited to those who need them.
6. Content, rights and user content
Kokousvahti’s appearance, software, databases, brand, logos, domain names and other content are our property or the property of our licensors and are protected by copyright and other intellectual property laws.
Under these terms, you receive a limited, non-exclusive and non-transferable right to use Kokousvahti for your organisation’s internal business purposes within the scope of your subscription.
Content produced by Kokousvahti
When Kokousvahti produces content for you (for example a summary, analysis or report), you receive the right to use that content in your organisation’s operations without a separate licence fee within the scope of your subscription. The service may produce similar content for other users as well, so your right of use is not exclusive.
Your content
You may enter data such as notes, custom tables and search queries. You retain ownership of your own content. You grant us a limited right to process the data in order to provide the service and to ensure the security and performance of the service.
Feedback
If you give us feedback, ideas or development suggestions, we may use them freely to develop the service without separate compensation.
7. Data, privacy and use of AI
We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and our privacy policy.
What we do not do
We do not use the data you submit through Kokousvahti to train our own AI models in a way that would make an individual organisation identifiable.
How we use your data
We use your data to provide and maintain the service, to ensure security and performance, and to compile anonymised statistics for developing the service. Third-party AI may process inputs in order to provide the service.
Please do not enter more personal data into Kokousvahti than is necessary for using the service.
8. Support
We provide customer support by email (contact@kokousvahti.fi) on business days. We aim to respond without delay. Any service level agreements (SLA) are agreed separately in writing.
9. Changes to the service and availability
We develop Kokousvahti continuously. We may change, add and remove features, carry out maintenance and interruptions, and discontinue the service in whole or in part. We aim to give advance notice of material changes and planned maintenance breaks. We do not guarantee that Kokousvahti will be available without interruption or error.
10. Service administration
We may (but are not obligated to) monitor use of the service to prevent misuse, remove or block content that violates these terms or the law, restrict the use of an individual user or organisation where necessary, and report serious misuse to the authorities.
11. Termination of account and right of use
We may restrict or terminate your right to use Kokousvahti if you violate these terms or the law, if your use causes a security risk or harm to the service or other users, or if you fail to pay agreed fees by the due date despite a payment reminder. In cases of serious violations, access may be terminated immediately. If your account is terminated due to a violation, you may not create a new account without our permission.
12. Disclaimers
Kokousvahti is provided “as is” and “as available” without express or implied warranties, unless otherwise required by mandatory law. We do not guarantee that the information produced by Kokousvahti is in all respects accurate, complete or up to date, that the service will operate without interruption or error, or that you will win public tenders by using Kokousvahti. Kokousvahti does not replace professional legal or business judgment. We always recommend verifying critical information from original sources.
13. Limitation of liability
To the extent permitted by applicable law, we are not liable for indirect or consequential damages, such as loss of profit, damage to reputation, loss of data or business interruption.
Our total liability to you for all claims related to Kokousvahti is limited to the amount you have paid for the use of Kokousvahti during the 12 months preceding the claim or, if you use Kokousvahti free of charge, to a maximum of EUR 100. Nothing in these terms limits liability that cannot be limited under the law (such as damage caused intentionally or through gross negligence).
14. Your indemnification obligation
If a third party brings a claim against us arising from your breach of these terms, from content you have provided infringing third-party rights, or from your use of the service contrary to law, you agree to defend us and to compensate us for the reasonable costs incurred as a result.
15. Backups
For the technical security of the service, we keep backups of the data in Kokousvahti’s systems. You are ultimately responsible for ensuring that your organisation has the necessary backups of important data.
16. Electronic communications
You agree that we may provide information concerning the agreement and the service to you electronically, such as by email, through notifications within the service, and through notices published on the website.
17. Governing law and dispute resolution
These terms are governed by the laws of Finland, unless otherwise required by mandatory law. We aim primarily to resolve disagreements through negotiation. If a disagreement is not resolved through negotiation within 30 days, the dispute will be settled in the District Court of Länsi-Uusimaa.
18. Other terms
These terms and the privacy policy, together with any separate agreement you may have, constitute the entire agreement governing the use of Kokousvahti. If any provision of these terms is found invalid, the remaining provisions remain in force. We are not liable for delays caused by impediments beyond our control (force majeure).
19. Contact information
If you have questions about these terms or the use of Kokousvahti, contact Kokousvahti, contact@kokousvahti.fi. You can also use the contact page.
By using Kokousvahti, you accept these terms of service.
