Zottle
Legal

Terms of Service

The agreement between you and Zottle for the use of the platform, and the rules that apply to the data you collect.

Last updated: 30 September 2026

Effective date: 10 September 2026

Before publication

Items shown like [[this]] must be confirmed by Zottle's legal entity before this document is published.

1. Who we are

Zottle is a field data collection platform operated by [[legal entity name]], a company registered at [[registered address]], [[country]] ("Zottle", "we", "us"). These Terms of Service ("Terms") govern your access to and use of the Zottle platform, its APIs, documentation and related services (together, the "Service").

By creating an account, accessing the Service or clicking to accept these Terms, you enter into a binding agreement with Zottle. If you accept on behalf of an organisation, you confirm that you are authorised to bind that organisation.

2. Definitions

  • "Customer" or "you" — the organisation or person that holds the Zottle workspace account.
  • "End user" or "respondent" — a person who submits data through a form published by the Customer.
  • "Customer Data" — forms, submissions, files and any other content the Customer or its end users upload to the Service.
  • "Personal Data" — any information relating to an identified or identifiable natural person.
  • "Workspace" — the top-level account environment containing projects, members and settings.

3. The service

Zottle lets you design forms (including by importing XLSForm workbooks), publish them for web or mobile collection, receive and validate submissions, build dashboards and export data. Some features are provided by third-party tools that the Customer may connect, such as KoboCollect for offline collection.

We may improve, change or discontinue individual features. We will not materially reduce the core functionality of a paid plan during its paid term without notice.

4. Accounts and workspaces

  • You must provide accurate account information and keep your credentials confidential.
  • You are responsible for all activity under your account and for the acts of members you invite.
  • Access to data is governed by workspace and project roles. You must assign roles with care: a guest may see dashboards, an analyst may export submissions, and a surveyor only sees their own.
  • You must notify us promptly at support@zottle.app if you suspect unauthorised access.

5. Plans, fees and billing

Paid plans are billed in advance on a recurring basis, according to the plan selected in the workspace. Storage allowances (for example 200 MB, 1 GB or 1 TB) are limits on stored files and media, not on the number of submissions, unless the plan states otherwise.

  • Fees are exclusive of taxes, which are added where applicable.
  • Late or failed payments may lead to suspension of the Service after reasonable notice.
  • If you cancel, the Service remains available until the end of the paid period; we do not provide refunds for partial periods unless required by law.
  • You may export your Customer Data at any time, within the limits of your plan.

6. Your responsibilities

You are the controller of the data you collect. This means you decide what to collect, why, from whom, and for how long — and you must have a lawful basis to do so.

  • Obtain any consent or authorisation required by applicable law before collecting data from respondents.
  • Do not collect special categories of data (health, biometrics, ethnicity, political or religious opinions, etc.) unless you are legally permitted to and have put appropriate safeguards in place.
  • Inform respondents of the purpose of the collection and of their rights, and never present a Zottle form as if it were issued by a public authority when it is not.
  • Keep your own backup of critical data, in addition to the exports the Service provides.

Important

These Terms do not replace your own obligations towards the people you survey. Data protection law applies to your collection, in every country where you operate.

7. Acceptable use

Your use of the Service must comply with the Fair Use Policy, which forms part of these Terms. In particular, you must not use the Service to send unsolicited bulk messages, to scrape data you are not authorised to collect, to attempt to bypass quotas or security controls, or to store unlawful content.

8. Intellectual property

  • Zottle and its licensors retain all rights in the Service, the software, the documentation and the Zottle brand. We grant you a non-exclusive, non-transferable right to use the Service during your subscription.
  • You retain all rights in your Customer Data, including your forms, your questions and the submissions you collect.
  • You grant us a limited licence to host, process, transmit and display Customer Data solely to provide and support the Service.
  • If you send us feedback, we may use it without restriction.

9. Confidentiality and data protection

Each party will protect the other’s confidential information with at least reasonable care, and will use it only to perform this agreement. Our processing of Personal Data is described in the Privacy Policy and, where you act as a controller, in the data processing terms referenced there.

  • We implement appropriate technical and organisational measures to protect Customer Data.
  • We will notify you without undue delay if we become aware of a personal data breach affecting your data.
  • We use sub-processors listed in the Privacy Policy and remain responsible for their performance.

10. Availability, support and changes

We aim to keep the Service available at all times, but we do not guarantee uninterrupted availability unless a service level agreement has been signed separately. Scheduled maintenance is announced in advance where practicable, and urgent security work may be performed immediately.

Support is provided by email at support@zottle.app. Enterprise customers may benefit from dedicated channels as set out in their order form.

11. Suspension and termination

  • You may stop using the Service at any time; deleting the workspace ends the agreement.
  • We may suspend or terminate access for material breach, unlawful use, non-payment, or a security risk to other customers. Except for urgent security risks, we will give notice and a reasonable opportunity to remedy.
  • On termination, you may export Customer Data for 30 days, after which it is deleted from production systems and from backups on the normal backup rotation.

12. Warranties and disclaimers

The Service is provided "as is" and "as available". To the maximum extent permitted by law, we disclaim implied warranties of merchantability, fitness for a particular purpose and non-infringement. We do not warrant that the Service will be error-free, or that survey results will be accurate — data quality depends on your form design, your field team and your validation process.

13. Limitation of liability

To the maximum extent permitted by law, neither party is liable for indirect or consequential losses, loss of profit, loss of data or reputational harm. Our total aggregate liability under this agreement is limited to the fees paid by you in the twelve (12) months preceding the event giving rise to the claim.

Nothing in this section limits liability that cannot be limited by law, including liability for fraud, wilful misconduct or death and personal injury caused by negligence.

14. Indemnification

You will defend and indemnify Zottle against third-party claims arising from the data you collect, the way you collect it, or your breach of these Terms — including claims brought by respondents concerning the lawfulness of a collection.

We will defend and indemnify you against third-party claims alleging that the Service itself infringes an intellectual property right, provided you notify us promptly and let us control the defence.

15. Governing law and disputes

These Terms are governed by the laws of [[governing law country]], and the courts of [[jurisdiction/city]] have exclusive jurisdiction, without prejudice to any mandatory consumer protection rules. Before starting proceedings, the parties will attempt in good faith to resolve the dispute through the contact address below.

16. Changes to these terms

We may update these Terms to reflect changes in the Service or in applicable law. For material changes, we will give notice by email or in the workspace at least 30 days before they take effect. Continuing to use the Service after that date means you accept the updated Terms.

The English version prevails over any translation, to the extent permitted by applicable law.

17. Contact

Questions about these Terms: [[legal@zottle.app]] — Zottle, [[registered address]], [[country]]. Privacy questions: [[privacy@zottle.app]].