Terms of Service

CourtSync is online software for legal professionals for managing, monitoring, and supporting judicial and case-related information, processes, digital interactions, and workflows (the "Service").

The features, usage limits, monitoring frequency, storage limits, and other characteristics available to Customer depend on the plan shown in CourtSync or on our website. Some features may be identified as beta, preview, experimental, or early access.

Subject to these Terms, Hartwell grants Customer a limited, non-exclusive, non-transferable, non-sublicensable right to access and use the Service for Customer's internal professional activities during the term of the account.

Customer must provide accurate account and organisation information and keep it current. Hartwell may require email verification or other reasonable account-verification steps before activating the Service.

Customer is responsible for maintaining the confidentiality of its CourtSync account credentials and for activity performed through its account, except to the extent caused by Hartwell's breach of these Terms.

Customer must promptly notify us at support@courtsync.gr if it suspects unauthorised access, credential compromise, or misuse of the account.

Customer is responsible for ensuring that each person using the account or workspace is authorised to do so and complies with these Terms.

Where Customer enables a feature that connects to a third-party judicial, governmental, professional, or information system, Customer instructs and authorises CourtSync to access, retrieve, transmit, submit, or otherwise interact with that system on Customer's behalf to the extent necessary to provide the enabled feature.

For the current portal-monitoring feature, credentials provided by Customer are used only to authenticate to the supported portal and perform the checks or actions selected by Customer. CourtSync retrieves information for the cases or identifiers selected by Customer, records relevant results, compares them with earlier results, detects changes, displays available history, and sends service notifications where enabled. Hartwell does not use those credentials to access unrelated cases or for any independent purpose.

A future feature that supports transmitting, submitting, or filing information through a connected system will act only after Customer explicitly enables or instructs the relevant action. Monitoring a case does not by itself authorise CourtSync to make a filing or procedural submission.

Customer confirms that it has the legal authority and all necessary permissions to provide the relevant credentials, identifiers, instructions, and data, and to authorise CourtSync to perform those actions.

Customer is responsible for maintaining valid access rights and credentials for connected systems. Hartwell may suspend or limit an integration where continued use is unsafe, technically incompatible, prohibited, or reasonably likely to harm the Service, Customer, or a third party.

"Customer Data" means data, content, credentials, identifiers, instructions, files, and other information submitted to, stored in, or processed through the Service by or for Customer.

Customer retains its rights in Customer Data. Customer grants Hartwell the limited rights necessary to host, copy, transmit, process, and otherwise use Customer Data solely to provide, secure, maintain, support, and troubleshoot the Service, comply with Customer's instructions, and meet legal obligations.

Hartwell may use technical service telemetry that does not reveal portal credentials, case content, files, or other sensitive Customer Data, and information that has been irreversibly anonymised or aggregated, to secure and improve the Service. Hartwell will not use personal data processed under the Data Processing Agreement for advertising, independent profiling, or training general-purpose artificial intelligence models.

Customer is responsible for the accuracy, quality, legality, and appropriateness of Customer Data and for providing any notices or obtaining any permissions required for its processing.

When Hartwell processes personal data on Customer's behalf, the Data Processing Agreement forms part of these Terms and governs that processing.

With the user's consent, Hartwell may use optional product-analytics, heatmap, and session-replay technologies on public pages, during signup, and within the authenticated Service to understand interface use, diagnose usability problems, and improve CourtSync. Hartwell may separately use advertising-measurement technologies to evaluate whether campaigns result in registrations or account activations.

These technologies are configured to mask or exclude portal credentials, case identifiers, party or client names, judicial content, documents, uploaded files, free-text entries, support content, and other sensitive Customer Data before transmission. Hartwell may use pseudonymous account, user, workspace, or session identifiers where reasonably necessary for product analysis, but does not intentionally send names, email addresses, portal credentials, or case content as analytics properties or custom event values.

Optional analytics are not required to use the core Service. Users may reject or withdraw consent through Cookie Settings. The current providers and further details are disclosed in the Privacy Policy and Cookie Settings. Hartwell may replace a provider without changing these Terms where the purposes, data categories, and safeguards remain materially the same. If a material change affects the scope or purpose of consent, Hartwell will update the relevant notice and request renewed consent where required.

CourtSync is a supporting software tool. Hartwell does not provide legal advice, legal representation, or professional legal services through the Service.

Customer remains solely responsible for professional decisions, case management, filings, procedural actions, deadlines, and compliance with applicable professional and legal obligations.

Information and notifications provided through CourtSync may depend on third-party systems and may be delayed, incomplete, unavailable, or inaccurate. Customer must verify material information through the appropriate official source and must not rely exclusively on CourtSync or on an email, in-app, or other notification to meet a deadline or take a procedural action.

Use of CourtSync does not transfer Customer's professional responsibilities to Hartwell.

Customer must not, and must not allow others to:

• use the Service unlawfully or in violation of professional duties or third-party rights;
• access or attempt to access accounts, data, systems, or functionality without authorisation;
• provide credentials or data that Customer is not authorised to use or disclose;
• interfere with, overload, disrupt, or circumvent security or usage controls of the Service;
• introduce malware, harmful code, or automated activity that creates an unreasonable load;
• reverse engineer, decompile, or attempt to derive source code, except where mandatory law expressly permits this;
• resell, sublicense, rent, or provide the Service to third parties as a standalone service without our written permission; or
• use the Service to build or benchmark a competing product, except with our written permission.

Hartwell may investigate suspected misuse and take proportionate steps to protect the Service and affected parties.

We may update, improve, modify, expand, or replace the Service from time to time, including by adding, changing, or discontinuing features, integrations, plans, and related services.

We do not commit to delivering any announced, planned, or future functionality unless we expressly agree otherwise in writing.

Where a change materially reduces the core functionality of a paid plan, we will use reasonable efforts to provide advance notice. If Customer does not wish to continue after such a change, Customer may cancel the paid plan before the change takes effect.

Features identified as beta, preview, experimental, or early access may be changed or discontinued at any time and are provided without a service-level commitment.

Hartwell uses commercially reasonable efforts to keep the Service available and functioning. The Service is provided without a standard service-level agreement, uptime guarantee, or guaranteed response or resolution time unless Hartwell and Customer expressly agree otherwise in writing.

The Service may be unavailable because of planned maintenance, emergency maintenance, security work, defects, internet or infrastructure failures, changes or outages in third-party systems, or circumstances outside Hartwell's reasonable control.

We may carry out maintenance or deploy updates when reasonably necessary, including without advance notice where required to address a security issue, prevent harm, or restore service.

Support is available through support@courtsync.gr. We use commercially reasonable efforts to respond and resolve reported issues, but response and resolution times are not guarantees.

The Service may depend on or interoperate with third-party platforms, judicial portals, infrastructure, communications services, analytics services, payment providers, and other external systems that Hartwell does not control.

Hartwell does not guarantee the continued availability, compatibility, performance, accuracy, completeness, or timeliness of third-party services or data. Changes made by a third party may require us to modify, suspend, or discontinue an integration or feature.

Customer's use of third-party services may also be subject to the third party's terms and policies.

CourtSync may offer free plans, paid subscriptions, trials, or promotional access. The applicable features, limits, billing period, and price are those displayed when Customer selects or uses a plan.

Paid subscriptions are billed in advance on a monthly or annual basis and renew automatically for the same billing period unless cancelled before renewal. Customer authorises us and our payment provider to charge the applicable fees using the selected payment method.

Prices exclude applicable taxes unless expressly stated otherwise. Customer is responsible for applicable taxes, except taxes based on Hartwell's income.

Customer may cancel a paid subscription at any time. Cancellation takes effect at the end of the current paid billing period. Except where required by law or expressly stated otherwise, fees already paid are non-refundable.

We may change prices or paid-plan terms by giving reasonable advance notice. A price change applies from the next renewal after the notice period.

We may modify the limits or availability of a free plan with reasonable notice, or immediately where necessary for security, legal, or operational reasons.

Our Privacy Policy explains how Hartwell processes personal data for its own purposes, including account administration, security, support, optional product analytics and session replay, and advertising measurement.

Where Hartwell processes personal data on Customer's behalf, the Data Processing Agreement applies and is incorporated into these Terms. If there is a conflict concerning processing of Customer Personal Data, the Data Processing Agreement prevails.

We use appropriate technical and organisational measures designed to protect the Service and Customer Data. No method of transmission, storage, or security is completely risk-free, and Hartwell does not guarantee that unauthorised access or data loss can never occur.

Customer must use reasonable security practices, protect credentials, restrict access to authorised users, and promptly report suspected security incidents.

The public Security Architecture and Judicial-Portal Integration page is provided for transparency and may be updated as the Service evolves. It does not create an uptime guarantee, recovery commitment, certification, or other warranty beyond these Terms and the Data Processing Agreement.

Hartwell may suspend or restrict access to all or part of the Service where reasonably necessary to:

• address a security risk or suspected compromise;
• prevent unlawful, abusive, or harmful use;
• protect the Service, Customer, or third parties;
• comply with law or a binding request from a competent authority;
• respond to Customer's material breach of these Terms; or
• address overdue payment for a paid plan.

Where practicable, we will notify Customer and provide a reasonable opportunity to remedy the issue. We may act without prior notice where delay would create a material risk.

These Terms begin when Customer accepts them, activates the Service, or first uses the Service, whichever occurs first, and continue until the account is terminated.

Customer may stop using CourtSync and terminate a free account at any time. A paid subscription may be cancelled as described in Section 11.

Hartwell may terminate the Service or a Customer account by giving at least 30 days' notice. We may terminate or suspend immediately where Customer materially breaches these Terms, uses the Service unlawfully, creates a security risk, fails to pay amounts due, or where continued provision is prohibited or no longer reasonably possible.

Before termination, Customer should retrieve any Customer Data it wishes to retain using available export or download functionality or through a reasonable request. After termination, Customer Data will be handled and deleted in accordance with the Data Processing Agreement, applicable retention requirements, and our then-current deletion procedures.

Sections that by their nature should survive termination remain effective, including provisions concerning intellectual property, confidentiality, disclaimers, liability, payment obligations, and governing law.

Customer may, through available functionality or a reasonable written request, request export of its Exportable Data, switching to another provider of data processing services or to its own ICT infrastructure, or deletion of its data.

Exportable Data includes, to the extent it exists and is technically available: data and files input by Customer; case identifiers and case information retrieved on Customer's behalf; monitoring and change history; monitoring and notification configuration; and related workspace configuration required to use the data. Hartwell will provide such data in a structured, commonly used, machine-readable format where technically feasible.

For security and intellectual-property reasons, exports do not include stored portal passwords, tokens, encryption keys or secrets, internal risk signals, security logs, internal telemetry, source code, algorithms, or data constituting Hartwell's or a third party's trade secrets or protected intellectual property. These exclusions will not be used to create an unjustified switching obstacle.

The standard notice period for a switching request will not exceed one month. After that period, Hartwell will complete the standard transition without undue delay and ordinarily within 30 calendar days, while reasonably maintaining continuity and security. If that period is technically unfeasible, Hartwell will notify Customer within 14 working days, explain the technical reason, and indicate an alternative period in accordance with applicable law.

Customer may request a one-time extension of the transitional period for a period it considers more appropriate for its needs, in accordance with applicable law.

After successful switching or termination, Exportable Data will remain available for retrieval for at least 30 days unless a longer period is agreed. Hartwell will then fully erase it from active systems, subject to legal retention requirements and limited residual copies that expire through the normal recovery cycle and are not actively processed.

Hartwell does not impose a switching charge for the standard export and switching actions required by law. Bespoke assistance beyond those actions may be charged only where Customer agrees to the price in advance.

Information on the jurisdiction of the principal ICT infrastructure and the general measures used to prevent unlawful international governmental access is available on the Security Architecture and Judicial-Portal Integration page.

Hartwell and its licensors retain all intellectual property rights in the Service, software, documentation, design, trademarks, and related materials, including updates, improvements, and derivative works.

Except for the limited right to use the Service under these Terms, no rights are transferred to Customer.

Customer must not remove proprietary notices or circumvent technical protections.

If Customer provides feedback, suggestions, or ideas, Customer grants Hartwell a perpetual, worldwide, royalty-free right to use them without restriction or compensation, provided we do not identify Customer publicly without permission.

Each party must protect confidential information received from the other party and use it only for the purposes of the relationship under these Terms.

Confidential information does not include information that is public through no breach, was lawfully known without restriction, is received lawfully from another source, or is independently developed without use of the other party's confidential information.

A party may disclose confidential information where required by law, provided it gives notice where legally permitted and limits the disclosure to what is required.

Hartwell will not publicly identify Customer as a user or use Customer's name or logo in marketing without permission.

To the maximum extent permitted by law, the Service is provided "as is" and "as available".

Hartwell does not warrant that the Service will be uninterrupted, error-free, or suitable for every purpose, or that third-party information will be complete, accurate, or timely.

Hartwell does not warrant that notifications will always be delivered or received. Email delivery may be affected by spam filtering, provider outages, account settings, and other external factors.

Customer should retain official records and independent copies of information that it is professionally or legally required to preserve. CourtSync is not the authoritative repository of judicial records.

To the maximum extent permitted by law, neither party is liable to the other for indirect, incidental, special, punitive, or consequential loss, or for loss of profit, revenue, business opportunity, goodwill, or anticipated savings.

Hartwell is not liable for loss or damage caused by:

• inaccurate, incomplete, delayed, or unavailable information from a third-party system;
• a third-party system, portal, infrastructure provider, or communication service being unavailable or changing;
• Customer's failure to verify official information, manage deadlines, or take required professional action;
• Customer's unlawful or unauthorised use of the Service, credentials, or Customer Data; or
• circumstances outside Hartwell's reasonable control.

Hartwell's aggregate liability arising out of or relating to the Service during any 12-month period will not exceed the fees paid or payable by Customer for the Service during that period. For use of a free plan, Hartwell's aggregate liability will not exceed EUR 100.

Nothing in these Terms limits liability that cannot legally be limited, including liability resulting from intentional misconduct or deliberate recklessness by Hartwell's management.

Customer will indemnify Hartwell against third-party claims, damages, and reasonable costs arising from Customer's unlawful use of the Service, Customer Data or credentials provided without sufficient authority, or Customer's infringement of a third party's rights, except to the extent the claim results from Hartwell's breach of these Terms.

We may update these Terms to reflect changes to the Service, law, security requirements, or our business operations.

For material changes, we will provide reasonable advance notice by email, within the Service, or through another appropriate channel. If Customer does not agree to a material change, Customer may stop using the Service and cancel a paid subscription before the change takes effect.

Continued use after the effective date of updated Terms constitutes acceptance of the updated Terms. The date at the top indicates the current version.

These Terms, the Data Processing Agreement, and any plan-specific or order-specific terms form the agreement between Hartwell and Customer regarding the Service. The Privacy Policy is a transparency notice and does not form part of the commercial agreement, except to the extent required by applicable law. Plan-specific commercial terms prevail over these Terms only to the extent of a direct conflict. The Data Processing Agreement prevails for matters concerning processing of personal data on Customer's behalf.

Customer may not assign these Terms without Hartwell's written consent. Hartwell may assign them as part of a merger, reorganisation, sale of business or assets, or transfer of the CourtSync service, provided the assignee assumes the applicable obligations.

Neither party is liable for delay or failure caused by circumstances beyond its reasonable control. Payment obligations that arose before such an event remain due.

If a provision is invalid or unenforceable, the remaining provisions remain effective and the invalid provision will be interpreted or replaced to reflect its purpose as closely as legally possible.

A failure to enforce a provision is not a waiver. These Terms do not create a partnership, employment relationship, fiduciary relationship, or general agency between the parties.

Electronic acceptance of these Terms is intended to be legally binding. Customer may save or print the current Terms from the CourtSync website.

These Terms are governed by Dutch law, without regard to conflict-of-law rules.

The competent courts in the Netherlands have exclusive jurisdiction over disputes arising from or relating to these Terms, unless mandatory law requires otherwise.

Before starting formal proceedings, the parties will make reasonable efforts to resolve the dispute through good-faith communication.

Questions about these Terms or the Service may be sent to support@courtsync.gr.