Terms of Service — MVO Doc Check & Hosting
1. Who we are
The service "MVO Doc Check & Hosting" (the "Service") at https://doccheck.gibses.com is provided by GiBSeS OÜ, Juhkentali 8, 10132 Tallinn, Estonia, Estonian register no. [REG. NR. — to be inserted] ("we", "us"). Contact: info@gibses.com. Service support: doccheck@gibses.com.
2. Who may use the Service
The Service is offered exclusively to businesses and professionals (B2B) acting in the course of their trade, in particular manufacturers, importers and authorised representatives of machinery. By ordering, you confirm that you act as a business and not as a consumer. Consumer protection rules for distance contracts do not apply.
3. What the Service is — and what it is not
3.1 What it is. The Service performs a formal analysis of the documentation you upload for a machine or related product. It checks:
- the presence or absence of elements required by Regulation (EU) 2023/1230 (the Machinery Regulation) in instructions, declarations and related documents;
- the consistency between language versions of the same document (multilingual check);
- the formal completeness of the document set (completeness check).
3.2 What it is not. The Service is not:
- a conformity assessment of the machine or of the product;
- a risk assessment or a substitute for one (e.g. under EN ISO 12100);
- a verification that the technical content of your documentation is correct;
- legal advice, certification, or an opinion by a notified body.
3.3 Your responsibility. The manufacturer (or other economic operator) remains the sole party responsible for the conformity of the machine and of its documentation. Our findings are an aid to your own review; they do not shift, share or reduce that responsibility.
3.4 How findings are produced. Findings are generated by automated systems based on large language models, with automated sample-based review. They may contain errors and omissions, including false positives (issues flagged that are not issues) and false negatives (issues missed). We give no guarantee of completeness or correctness of the findings. You must review every finding with your own judgement before acting on it.
4. Products and prices
Prices are in euro, exclusive of VAT (see section 6).
| Product | Price |
|---|---|
| Multilingual Check | 290 € per document set |
| Formal Completeness Check | 190 € when ordered together with a Multilingual Check; 290 € alone |
| Compliant Hosting | 29 € per month per machine model; 19 € per month per model above 10 models |
| Free Check | 0 € — 3 main findings, 1 per company every 30 days |
We may change prices for future orders at any time. A price change for an active Hosting subscription takes effect only from the next renewal after we have notified you by email at least 30 days in advance.
5. Ordering, delivery and refusal of files
5.1 Order. An order is placed when you upload your files, choose a product and complete payment via Stripe. We confirm the order by email.
5.2 Readable files. You must upload PDF files with a text layer (selectable text). Scanned images, image-only PDFs, password-protected files and corrupted files are excluded. We may refuse unreadable files; in that case we refund the price paid for that check in full.
5.3 Delivery time. We deliver the findings report within 24 working hours from receipt of readable files and confirmed payment. Working hours are Monday to Friday, 09:00–17:00 Estonian time, excluding Estonian public holidays. Delivery times are indicative; a delay does not entitle you to damages, but you may cancel and obtain a refund if we have not delivered within 5 working days.
5.4 Free Check. The Free Check is limited to 3 main findings per document set and to 1 request per company every 30 days. We may refuse or limit Free Checks at our discretion.
6. Payment and VAT
Payments are processed by Stripe Payments Europe Ltd (Ireland). We do not store your card data.
GiBSeS OÜ is established in Estonia. For business customers in another EU member state that provide a valid VAT identification number, we invoice without VAT under the reverse-charge mechanism. In all other cases we apply Estonian VAT at 24 %. Customers outside the EU are invoiced without Estonian VAT; local taxes are your responsibility.
7. Compliant Hosting
7.1 Scope. Hosting gives each published document set a stable URL that you may print on the machine, in the instructions or on the declaration. We keep every published version available for 10 years from its publication, for as long as your subscription is active.
7.2 Subscription and termination. Hosting is a monthly subscription billed in advance per machine model. You may cancel at any time; cancellation takes effect at the end of the current billing period. No further charges follow.
7.3 After termination. After the subscription ends, your files remain available for download for 90 days. After that period we delete them, and the stable URLs stop resolving. We send at least two reminder emails during those 90 days.
7.4 Your retention duty. Regulation (EU) 2023/1230 requires the manufacturer to keep the technical documentation and related documents for at least 10 years. That obligation is and remains yours. Hosting is a tool to help you meet it; it does not transfer the obligation to us. Keep your own copies.
7.5 Availability. We aim for high availability but give no uptime guarantee. Planned maintenance is announced in advance where possible.
8. Your content
You keep all rights in the files you upload. You grant us a non-exclusive licence to store, process, transmit and display them only as needed to provide the Service, including transmission to the sub-processors listed in our Privacy Policy. You warrant that you have the right to upload the files and that they contain no unlawful content.
Files uploaded for a check are deleted 90 days after delivery of the report, unless they are part of an active Hosting subscription.
9. Liability
To the extent permitted by law:
- our total liability for any claim arising from the Service is limited to the price you paid for the specific product that gave rise to the claim;
- we are not liable for indirect or consequential loss, lost profit, regulatory fines, product recalls, or any decision you take on the basis of our findings;
- nothing limits liability for wilful misconduct or gross negligence, or where the law does not allow limitation.
10. Term and changes
These Terms apply to each order. We may update them for future orders; the version in force at the time of your order applies to that order. For Hosting subscriptions, we notify changes by email at least 30 days before they take effect; you may cancel before that date.
11. Law, jurisdiction and language
These Terms are governed by the laws of Estonia. The courts of Tallinn, Estonia have exclusive jurisdiction. These Terms are provided in English, Italian and German; in case of conflict, the English version prevails.
12. Contact
Questions about these Terms: doccheck@gibses.com.