Terms of Service

These terms of service (“Terms”) are the agreement between you (“Customer”) and Saifion ApS, CVR 46208145, Porcelænshaven 26, 2000 Frederiksberg, Denmark (“Saifion”, “we”, “us”) about the use of the Saifion platform and the services described below.

By creating an account or otherwise using the Platform, you accept these Terms, the Privacy Policy and the Data Processing Agreement. If you accept on behalf of a company, you confirm that you are authorised to bind it.

1. Definitions

Platform: Saifion's web application and related services for managing imports, including purchase orders to suppliers, supplier and forwarder coordination, freight quotes and bookings, shipment tracking, document collection and reading, cost overviews, and integrations with the Customer's other systems.

User: A person the Customer gives access to the Platform, such as an employee.

Integrations: Connections between the Platform and systems the Customer uses, such as Shopify, WooCommerce, Gmail, Outlook, accounting and warehouse systems.

Customer Data: All data the Customer or its Users enter into the Platform or make available through Integrations, including documents, emails, product, order and shipment data.

Supplier: A company the Customer buys goods from.

Forwarder: An independent freight forwarder that quotes for and performs freight services.

Carrier: The shipping line, airline, trucking company or other party that physically moves the goods, engaged by the Forwarder.

Automated Output: Any output the Platform produces automatically, with or without artificial intelligence, such as data read from documents, suggested customs (HS) codes, estimated duties, cost calculations, draft messages and matches between documents and products.

2. What Saifion does

Saifion gives the Customer one workspace for its imports: purchase orders, suppliers, forwarders, freight, shipments, documents and costs. The Platform works on the data the Customer enters or connects.

At the Customer's request, Saifion also arranges freight with independent Forwarders (Section 7). Saifion does not itself transport, store or handle goods, does not issue transport documents in its own name, and does not file customs declarations or act as customs representative.

Saifion does not give legal, customs or tax advice.

3. Accounts

The Platform is for businesses only. By creating an account you confirm that you act in a commercial capacity and not as a consumer. You must give correct company information, including your CVR or VAT number, and keep it up to date.

The Customer is responsible for its Users, for keeping login details secret, and for everything done through its accounts, including purchase orders sent, quotes accepted and documents approved. Tell us at once at contact@saifion.com if you suspect unauthorised use.

We may suspend access immediately if there is a security risk, if continued access would break the law, if a provider we depend on suspends its service to us, or if we reasonably suspect misuse, fraud or non-payment. We will tell you why and, except in cases of suspected fraud or illegal activity, give you a chance to fix the issue before closing an account.

4. Customer obligations

4.1 General

The Customer shall:

• use the Platform in line with applicable law, including customs, trade, sanctions and export control rules
• give accurate and complete information about goods, including description, weight, dimensions, value and origin
• hold the registrations its imports require, such as an EORI number
• check Automated Output before relying on it or passing it on (Section 6)
• have the right to share the data it puts into the Platform, including contact details of its Suppliers and other contacts
• tell Saifion about errors it finds in data or calculations

4.2 Prohibited use

The Customer shall not:

• break any law or third-party right through the Platform
• upload malicious code or try to disrupt, overload or get around the security of the Platform
• reverse engineer the Platform or access it by automated means other than our published integrations
• use the Platform for illegal or sanctioned goods, or for goods under export control without the required licences
• misstate the nature, value, origin or classification of goods to avoid duties, taxes or rules
• resell or make the Platform available to third parties without our written consent
• use the Platform or its output to build or train a competing product

5. Integrations and third-party services

When the Customer connects an Integration, it authorises Saifion to read and, where the Integration allows it, write data in that system on the Customer's behalf, within the permissions the Customer grants. The Customer can disconnect an Integration at any time.

The Customer authorises Saifion to retrieve tracking information for the Customer's shipments directly from Carriers and tracking services, such as DHL and ShipsGo, using the shipment, container and waybill numbers provided by the Customer, its Suppliers or Forwarders. The information is used only to show the shipment's status in the Platform. The Customer ensures that the sender and the recipient of the shipment have been informed and, where required, have consented to the tracking information being retrieved in this way.

Third-party systems are governed by their own terms. Saifion does not control them and is not responsible for their availability, content or changes to them.

6. Automated Output

Parts of the Platform use artificial intelligence, currently models from Anthropic, to read documents and emails, extract data, draft text and make suggestions. How we handle data in this processing is described in the Privacy Policy.

Automated Output is a draft or estimate. It can be wrong or incomplete. Duties, import VAT and customs codes in particular are estimates and not authoritative customs or tax advice. The Customer must check Automated Output before relying on it, and must not present it to customs authorities, Forwarders or others as verified unless the Customer has verified it.

Saifion is not liable for loss arising from reliance on Automated Output that the Customer has not checked. Descriptions of the Platform in marketing material are illustrative. If they conflict with these Terms, these Terms prevail.

As far as Saifion holds any rights in Automated Output made for the Customer, it assigns them to the Customer. This does not include the Platform, its software or models, or aggregated data as described in Section 15.3. Similar output may be produced for other customers.

7. Freight arranged through Saifion

7.1 How it works

When the Customer requests freight for an order, Saifion asks independent Forwarders for quotes and shows the Customer the quotes received. When the Customer chooses a quote and confirms it, Saifion books the freight with that Forwarder in Saifion's own name, for the Customer's account. The Forwarder invoices Saifion, and Saifion invoices the Customer.

The Forwarder performs the freight services under its own terms, which will usually be the General Conditions of the Nordic Association of Freight Forwarders (NSAB 2015). The Forwarder engages the Carriers. Saifion does not carry, store or handle the goods.

7.2 Price and payment

The price is the amount shown in the quote the Customer confirms. If Saifion charges a fee for arranging freight, it is shown before the Customer confirms. Freight is paid up front: Saifion places the booking with the Forwarder when the Customer's payment has been registered. Invoices are issued in the currency stated on them.

A quote may be withdrawn or changed by the Forwarder until it is confirmed, and it can only be confirmed while it is valid. After confirmation, charges outside the quote may arise, for example carrier surcharges, changes in exchange rates, waiting time, demurrage, storage, inspections, duties and import VAT. Saifion invoices such charges on to the Customer as they are invoiced to Saifion, with the underlying documentation available on request.

7.3 Customs

Where customs clearance is part of the freight service, it is carried out by the Forwarder or its agent, not by Saifion. Duties, import VAT and other charges on the goods are the Customer's responsibility.

7.4 Goods, packing and dangerous goods

The Customer is responsible for the goods being correctly described, packed, labelled and marked, and for declaring dangerous goods fully and correctly before a quote is requested. Saifion may refuse to arrange freight for any shipment.

7.5 Loss, damage and delay

Saifion's liability for loss of, damage to or delay of goods is limited to what Saifion can recover from the Forwarder under the Forwarder's terms, which under NSAB 2015 is generally limited to 8.33 SDR per kilogram of gross weight of the goods lost or damaged. Saifion will pursue such claims against the Forwarder on the Customer's behalf or, at the Customer's request, assign its claim to the Customer.

The Customer must report visible damage when the goods are received, and other damage or loss as soon as it is discovered and in any event within the deadlines of the Forwarder's terms, so that the claim can be made in time.

7.6 Insurance

Cargo insurance is not included unless it is stated in the confirmed quote. We recommend that the Customer insures its goods in transit.

8. Fees and invoicing

The Platform is currently free of charge. If we introduce fees, we will give at least 30 days' notice, and fees only apply to a Customer who accepts them.

Freight is invoiced and paid as described in Section 7.2. Other invoices are due 14 days from the invoice date unless otherwise stated on the invoice. Late payment accrues interest under the Danish Interest Act (renteloven). Prices are exclusive of VAT unless stated otherwise.

9. Availability

We work to keep the Platform available but do not guarantee uninterrupted or error-free operation. The Platform may be unavailable during maintenance, updates, failures at our providers, or events beyond our control.

Tracking data, transit times, quotes and other information from Forwarders, Carriers and data providers are shown as received. We do not guarantee that they are accurate or up to date.

10. Liability

10.1 The Platform

Saifion is liable only for direct loss caused by Saifion's gross negligence or wilful misconduct in providing the Platform. Saifion's total liability for the Platform in any twelve-month period is limited to the fees the Customer paid Saifion for the Platform in the twelve months before the first event giving rise to a claim.

10.2 Freight

Saifion's liability for goods is set out in Section 7.5. Saifion's other liability in connection with freight is limited to direct loss caused by Saifion's own negligence in arranging the freight, and in any twelve-month period to the amount the Customer paid Saifion for the freight booking the claim concerns.

10.3 Indirect loss

Saifion is not liable for indirect or consequential loss, including loss of profit, revenue, goodwill, data or business opportunity, or the cost of replacement services, whatever the legal basis of the claim.

10.4 Mandatory law

Nothing in these Terms limits liability that cannot be limited under mandatory law.

10.5 Customer indemnity

The Customer shall indemnify Saifion against claims, fines, charges and costs, including reasonable legal costs, arising from: incorrect or incomplete information about goods; breach of customs, sanctions or other law; the Customer's breach of these Terms; duties, taxes, demurrage, storage and other charges relating to the Customer's goods or instructions; and data the Customer provides that infringes third-party rights.

10.6 Saifion's IP indemnity

Saifion shall defend the Customer against third-party claims that the Platform, used in line with these Terms, infringes their intellectual property rights, provided the Customer notifies Saifion promptly, lets Saifion control the defence and assists reasonably at Saifion's expense. This does not apply to claims arising from Customer Data, from changes the Customer made, or from combining the Platform with other products.

11. No other warranties

To the extent permitted by law, the Platform is provided “as is” and “as available”. Saifion gives no warranties beyond those in these Terms, including warranties that the Platform meets the Customer's specific needs, that Automated Output is correct, or that a Forwarder or Carrier will perform as expected.

12. Claims and time limits

Claims about goods follow Section 7.5 and the deadlines of the Forwarder's terms. Other claims must be notified to Saifion in writing within 45 days of the event giving rise to them. Legal proceedings against Saifion must be started within nine months of that event, to the extent permitted by law.

13. Sanctions and trade compliance

The Customer shall comply with applicable sanctions, export control, anti-money laundering and anti-corruption rules, including EU, UN and, where applicable, US sanctions. The Customer shall not use the Platform for trade with sanctioned countries, entities or persons.

Saifion may ask for information needed to confirm the Customer's identity and ownership, may check parties and shipments against sanctions lists, and may refuse or cancel a booking it reasonably believes would breach such rules. The Customer shall indemnify Saifion against losses arising from the Customer's breach of this Section.

14. Force majeure

Neither party is liable for failure or delay caused by events beyond its reasonable control that it could not reasonably have avoided or overcome, such as war, terrorism, civil unrest, natural disasters, epidemics, fire, strikes and lockouts, cyberattacks, failures of telecommunications, power, cloud or other third-party providers, port closures, government action, sanctions and embargoes. The affected party shall notify the other without undue delay. If the event lasts more than 90 days, either party may terminate the affected services by written notice.

15. Data

15.1 Personal data

Saifion processes personal data as described in the Privacy Policy. Where Saifion processes personal data on the Customer's behalf, the Data Processing Agreement applies and forms part of these Terms. It is accepted together with these Terms without a separate signature. Customers that need a separately signed data processing agreement can contact contact@saifion.com.

15.2 Customer Data

The Customer owns its Customer Data. The Customer grants Saifion the right to process Customer Data to provide, secure and improve the Platform and to perform these Terms.

15.3 Aggregated data

Saifion may combine data from its customers' use of the Platform, such as freight prices per route, transit times against promised times and supplier delivery performance, into aggregated statistics and benchmarks. Such data does not identify the Customer, its Users or any other person, and is never built from the content of email conversations. Saifion owns the aggregated data and may use it to improve the Platform and to give all customers better estimates.

16. Confidentiality

Each party shall keep the other party's non-public information confidential, including business data, prices and Customer Data, and use it only for the purposes of these Terms. Information may be shared with employees, advisers and subcontractors who need it and are bound by confidentiality, or where required by law. Information that is public, already known, independently developed or lawfully received from others is not confidential. This obligation continues for three years after the Terms end.

17. Intellectual property

Saifion owns the Platform, including its software, design and documentation. The Customer receives a non-exclusive, non-transferable right to use the Platform for its own business while these Terms apply.

Saifion may use feedback and suggestions from the Customer freely and without payment.

18. Term and termination

These Terms apply until terminated. Either party may terminate with 30 days' written notice. Saifion may terminate immediately on material breach, non-payment, suspected fraud or illegal activity, or the Customer's insolvency.

Bookings already confirmed are completed and invoiced under Section 7, and invoices already issued remain payable.

On request made within 30 days after termination, Saifion provides an export of the Customer Data. Saifion then deletes Customer Data within 90 days of termination, except data it must keep by law, such as invoices.

Sections 7.5, 10, 11, 12, 15.3, 16, 17 and 21 survive termination.

19. Complaints

Send complaints to contact@saifion.com. We acknowledge them within 5 business days and give a substantive answer within 30 days. Complaints about a Forwarder's performance are handled with the Forwarder under Section 7.

20. Changes

We may change these Terms. We give at least 30 days' notice of material changes by email or in the Platform. Changes to prices, liability, data processing or the scope of the service are always material. If the Customer does not accept a change, it may terminate before the change takes effect. Continued use after that date means acceptance. Corrections that do not change the substance may be made without notice.

21. Governing law and disputes

These Terms are governed by Danish law, excluding its conflict of law rules. The parties shall first try to resolve a dispute by negotiation for 30 days. Disputes that are not resolved are settled by the Maritime and Commercial High Court (Sø- og Handelsretten) in Copenhagen as first instance. Either party may seek urgent interim relief from any competent court.

22. Other provisions

Notices: Notices to Saifion are sent to contact@saifion.com. Notices to the Customer are sent to the email address of its account.

Assignment: The Customer may not transfer these Terms without Saifion's written consent. Saifion may transfer them to an affiliate or in connection with a merger, acquisition or sale of its business, and will notify the Customer.

Waiver and severability: A failure to enforce a right is not a waiver of it. If a provision is invalid, the rest remain in force and the invalid provision is replaced by a valid one as close to its purpose as possible.

Entire agreement: These Terms, the Privacy Policy, the Data Processing Agreement and any written agreement signed by both parties are the entire agreement on their subject.

Language: These Terms are available in English and Danish. If the versions differ, the English version prevails.

23. Contact

Saifion ApS
CVR: 46208145
Porcelænshaven 26, 2000 Frederiksberg, Denmark
contact@saifion.com