Terms and Conditions

These Terms and Conditions apply to the use of the Llumi software and app by the organisation (the “club”) and the persons it authorises. Diverging terms of the club apply only if we expressly agree to them in writing.

Llumi provides an app and software with which clubs can run their administration: members, fees, minutes, communication and an AI-assisted helper. We continuously develop the product further and may adjust the range of features. The software is provided “as available”; a specific feature set or uninterrupted availability is not guaranteed while the product is still being built.

When using Llumi there are two separate roles, clearly assigned under data protection law.

The club as controller: For all data that the club records and processes in Llumi, the club is the controller within the meaning of Art. 5 lit. j of the Swiss Data Protection Act (FADP) and, where EU members are affected, within the meaning of Art. 4 GDPR. This concerns in particular member data, contact details, fees, payments and minutes. The club alone decides which data it collects and for what purpose.

Llumi as processor: For this data, Llumi acts solely as a processor within the meaning of Art. 9 FADP (or Art. 28 GDPR). We process the data only on the club’s instructions, protect it with appropriate technical and organisational measures, and do not pass it on to third parties without authorisation.

Llumi as its own controller: For the data we need to operate the platform itself, such as board members’ account data, log files, website visits and support requests, we are the controller ourselves. Our privacy policy sets out the details.

The club is responsible for ensuring that the collection and processing of the data it enters is lawful. This includes in particular:

ensuring the lawfulness of the data collection and obtaining the necessary consents where required;

informing its members transparently about which data is processed and for what purpose;

answering and implementing its members’ requests for access, correction and deletion itself;

keeping access credentials safe and granting access only to authorised persons.

On request, Llumi provides the club with a template privacy notice that it can give to its members. Responsibility for its use remains with the club.

The details of processing on the club’s behalf, in particular the subject matter, duration, nature and purpose of the processing and the technical and organisational measures, supplement these terms as a data processing agreement. On request, we provide a separate data processing agreement (DPA) to clubs that need one for their documentation. Until a separate agreement is concluded, the provisions of these terms apply.

The AI assistant only processes content that the club or its authorised persons actively submit. Processing takes place in Switzerland and serves solely to answer the respective request. The assistant’s results may contain errors; the club reviews legally or financially relevant outputs on its own responsibility before relying on them.

The prices currently in force are shown on the website. Pilot communities can use Llumi free of charge in the first year. After that, the price depends on the size of the organisation. We announce price changes in good time.

The club can end its use at any time. It can export its data before termination. After termination, the club’s data is deleted within a reasonable period, unless a statutory retention obligation applies. Receipts subject to accounting obligations are subject to the statutory retention period of ten years.

Llumi is liable only for damage caused by gross negligence or intent, to the extent permitted by law. The club is liable for the lawfulness of the data it collects and processes. As the product is still being built, we give no warranty of uninterrupted or error-free availability.

We may amend these terms where this is necessary due to the further development of the product or changed legal requirements. We announce material changes. Swiss law applies. The place of jurisdiction is, to the extent permitted by law, the registered seat of Llumi in Switzerland.

Please direct questions about these terms to info@llumi.ch.