Terms of Service

Version 2026-08 · Last updated: August 11, 2026

These Terms of Service govern the use of the FAYOL platform (“FAYOL”, “we”), offered on a subscription model (SaaS) for project management. By creating an account, accepting the acceptance notice shown on first access or using any feature of the platform, you (“User”) declare that you have read, understood and fully agree to these conditions.

1. Purpose and scope of the service

1.1. FAYOL provides a collaborative environment for planning and executing projects, including, among others: executive dashboard, project and portfolio management, Kanban with automatic urgency-based prioritization, schedule and timeline (Gantt), OKRs, timesheets, capacity management, budget and earned value (EVM), risk matrix, RACI, lessons learned, documents, automations, reports, WebRTC meeting rooms and real-time notifications.

1.2. The Artificial Intelligence features (meeting transcription, minutes, project charter, status report and AI agents) are not included in any plan: they depend on the AI Module, a paid add-on described in clause 6.

2. Registration, account and module access

2.1. Registration is done with email and password and, when that option is available on the sign-in screen, also with a third-party account. Full access to the system screens depends on the platform administrator approving the subscription, according to the plan purchased.

2.2. The User is fully responsible for the confidentiality of their credentials and for all actions taken with their account.

2.3. A work area is the separate space (a company or a client) with its own projects, members and permissions; on the platform and on the plans page it also appears under the name Workspace: they are the same thing. Each work area has a Proprietor (Owner) and may designate Presidents/Directors, Coordinators, Finance, Members and Guests, with different permissions.

3. Plans, limits and custom modules

3.1. The plans, prices, included modules and limits of each plan (including the number of people per work area) are those shown on the plans page at the time of purchase, and apply to the plan purchased.

3.2. FAYOL also develops custom modules on demand, based on a scope and budget agreed in writing with the customer.

3.3. Amounts are charged on a recurring basis according to the chosen billing cycle. Payments more than 15 days late may result in suspension of access.

3.4. The AI Module is an add-on and is not part of any plan: it is purchased and billed separately, as set out in clause 6.

4. Acceptable use

4.1. It is forbidden to use FAYOL for: (i) illegal activities; (ii) sending spam; (iii) attempted intrusion, scanning or reverse engineering; (iv) violation of third-party rights; (v) sending malicious content; or (vi) any use that compromises the integrity, security or availability of the platform. A violation may lead to immediate suspension or termination of the account.

4.2. In the Artificial Intelligence features, the User is responsible for the content they enter. Do not enter in a transcribed meeting, in a document processed by AI or in a conversation with an agent: passwords, access keys, payment card data, or sensitive personal data of third parties (art. 5, II, of the LGPD) without a proper legal basis. This content is sent to an external model provider, as explained in the Privacy Policy.

5. Meeting rooms and transcription

5.1. Meeting rooms support up to 15 simultaneous participants per video call (WebRTC mesh). The call's audio and video travel between participants and are not recorded or stored by FAYOL.

5.2. When the AI Module is active in the work area, speech transcription is turned on during the meeting: audio snippets are sent to an external provider for conversion to text, and the text is stored with the name of the speaker to build the minutes. The room shows when transcription is in progress. Without the AI Module active, there is no transcription or automatic minutes.

5.3. By joining a meeting with active transcription, the participant consents to the recording of their speech as text and to AI processing to generate the minutes, which can be reviewed and edited before saving.

5.4. Minutes, topics and next steps produced by AI are a draft: they are valid once checked by a person. FAYOL is not responsible for decisions made based on AI-generated content without human review.

6. AI Module: paid add-on

6.1. The AI Module costs R$ 249.90 per month, as its own monthly subscription, billed separately from the plan through the payment methods offered on the purchase screen.

6.2. Purchasing requires an active plan: the module is an add-on, not a standalone product. The purchaser is the subscription holder, and the right of use applies to all members of the work areas where the subscriber is Owner, including guests, while they take part in those work areas.

6.3. The price in effect on the purchase date applies. Price changes are announced in advance and apply to new subscriptions; existing subscribers keep the recurring amount they signed up for until the subscription is changed.

6.4. What the module delivers today: meeting transcription with speaker identification, automatic minutes for review, project charter, status report and AI agents.

6.5. AI agents. Each person can create up to 3 (three) agents, across all the work areas they belong to. The agent is given a name, photo, instructions, scope (the entire work area or a single project) and the list of what it can propose. The agent sees only what the person talking to it could already see on screen, and talks with each person separately.

6.6. The agent proposes, a person approves. No agent performs actions in the system: when its response implies an action, a pending proposal is created, and nothing goes into the project, the task or the team's communication unless someone with permission accepts it. Who decided and when is recorded.

6.7. Automatic agent runs. The agent can perform automatic runs when the work area administrator enables them on the agent's profile, at a set time or when a task is assigned to it, limited to 1 (one) run per agent per day. Execution is not guaranteed at the scheduled minute: it is triggered the first time someone in the work area opens the system after the set time or, when the Customer sets up an external trigger (cron), by that trigger. The result of a run is always a proposal subject to human approval, under clause 6.6, and nothing is sent to third parties because of it. The agents feature is being rolled out: if it does not yet appear in your account, it is not available to you, and this clause does not create a right of use before then.

6.8. AI output is a suggestion; the decision is human. Text, numbers, tasks, deadlines, assignees and messages produced by AI must be checked before use. The User is responsible for the decisions they approve and for what they do with the approved content.

6.9. AI can make mistakes. It may provide incorrect information, attribute a statement to the wrong person, miscalculate or fail to mention something relevant. The AI Module is a support tool and does not replace professional judgment (legal, accounting, tax, technical, engineering or health) nor does it constitute an opinion, report or recommendation from FAYOL.

6.10. Third-party dependency. Language processing is performed by an external model provider. Usage limits, instability or unavailability of that provider temporarily suspend the AI features, without this constituting a breach of these Terms. In case of a prolonged interruption, contact the support channel: a proportional discount is assessed case by case.

6.11. FAYOL does not use the content of your work area to train its own models. What the external provider does with the content sent is described, to the extent we can state it, in the Privacy Policy.

6.12. Module cancellation. It can be requested at any time through the support channel. Once the recurring billing ends, the AI features stop working (the termination may be immediate) and there is no proportional refund of the month already paid. Canceling the main plan also ends the AI Module. Without prejudice to the right of withdrawal in clause 11.2.

7. Support and attachments in support chats

7.1. Support is provided through the official channels listed on the platform, including the support chat. Attachments sent in that chat are limited to 10 MB per file, are kept in private storage and are opened through a temporary address; the period we apply for attachments from closed chats is 12 months, currently carried out on request: the automatic deletion routine is being implemented.

7.2. Do not send passwords, access keys, authentication codes or card data through the support chat. We never ask for passwords.

8. Intellectual property and User data

8.1. The User retains ownership of the data and content they upload. FAYOL receives a non-exclusive, limited and revocable license to process such data solely to provide the service, in accordance with the Privacy Policy.

8.2. The text that AI produces from the User's content is delivered to them for their own use. FAYOL does not guarantee the originality or exclusivity of this output, and is not liable for infringement of third-party rights arising from the use of AI-generated content without review.

8.3. All software, trademarks, layout, icons and other elements of the platform belong to FAYOL and are protected by intellectual property law.

9. Availability and no service level agreement

9.1. We make reasonable efforts to keep the platform online, but we do not offer a service level agreement (SLA): there is no numerical commitment on availability, response time or recovery window, because there is no published measurement to support such a number. If there ever is one, the commitment will be published here.

9.2. Scheduled maintenance may occur, with prior notice when possible.

10. Security and no certification

10.1. We apply encryption in transit, access control through Row Level Security in the database, isolation by work area, segregation of administrative functions, with a second factor for administrative access when the factor is registered on the account, and an audit trail of security events that the application cannot change or delete.

10.2. FAYOL is not ISO/IEC 27001 or SOC 2 certified. There is internally documented preparation for these frameworks, and preparation is not certification. Any material that states or implies certification is incorrect. If you received something like that, let support know so it can be corrected.

10.3. There is still no data processing agreement (DPA) signed with all the vendors that support the operation. Customers who need a specific processor instrument, their own clauses or subprocessor restrictions must arrange this in writing with FAYOL before entering sensitive data or third-party data on the platform.

11. Cancellation, refunds and end of contract

11.1. The User may cancel the subscription at any time. Access to the plan remains active until the end of the cycle already paid, with no proportional refund of that cycle's amount.

11.2. If the purchase is made by a consumer, the right of withdrawal applies within 7 (seven) days of the purchase, with a refund of the amount paid, under art. 49 of the Consumer Protection Code. The request is made through the support channel.

11.3. After cancellation, the User may request an export of their data in an open format for up to 30 days.

11.4. What happens to the data. Once the contract ends, we keep the data for up to 12 months to resolve contractual, accounting and audit matters, and then delete or anonymize it, except for records that the law or the defense of rights requires us to keep longer (tax documents, for 5 years; documents signed on the platform and their signature trail, for 10 years, because they prove a legal act; and the security event trail). Early deletion can be requested at privacidade@gestaofayol.com.br. Deleting an AI agent also deletes the conversation with it and its proposals. The retention periods and how to exercise your rights are in the Privacy Policy.

12. Limitation of liability

12.1. To the maximum extent permitted by law, FAYOL is not liable for indirect damages, lost profits or data loss resulting from force majeure, misuse, third-party integrations or infrastructure failures beyond its control.

12.2. Where FAYOL is liable, its liability is limited to the amount actually paid by the User in the 12 (twelve) months prior to the event.

13. Changes to these Terms

These Terms may be updated. Relevant changes are announced within the platform and, when possible, also by email. When the published version changes, a new acceptance is requested on the next access: the notice appears once and records the date, version and document accepted.

14. Jurisdiction and governing law

These Terms are governed by the laws of the Federative Republic of Brazil. The courts of the district where FAYOL is headquartered are chosen to settle disputes; if the User is a consumer, the courts of their place of residence prevail, as provided in the Consumer Protection Code.

15. Contact

Questions, requests or notices: FAYOL's official support channel, within the platform. Personal data matters and exercise of rights: privacidade@gestaofayol.com.br.