Terms & Conditions

Welcome to the Terms & Conditions of DIMA's Platform

By accessing and using our Platform you accept these Terms & Conditions. If you have any questions related to this document, please feel free to contact us at the contact details provided below.

1. Who Are We

We are GuidefAI OÜ ("DIMA AI", "Company", "us", "we"), and we are the owners of the website www.dima-ai.com and of the correspondent Platform. Below you can find our identification details:

• Registered address: Harju maakond, Tallinn, Kesklinna linnaosa, Tornimäe tn 5, Estonia
• Contact email address: support@dima-ai.com

2. Definition of Used Terms

Organization(s)

The entity that has signed up on the Platform as a customer of DIMA AI, who chooses to deploy AI agents, workflows, and document processing for their team members. Please consider that if you are an Organization these Terms & Conditions also apply.

Platform Content

All content made available or processed through the Platform such as: uploaded documents, images, chat prompts and responses, agent instructions, workflow configurations, workspace data, and any other material in connection with the Organization's business and operations.

DIMA AI's Services

The services offered by GuidefAI OÜ through the DIMA AI Licensable Software, for the purpose of allowing Organizations to deploy AI agents, automate workflows, manage document RAG (retrieval-augmented generation), and provide AI-powered chat, image generation, and other solutions to their team members.

Licensable Software

The website www.dima-ai.com together with all software made available by DIMA AI and any other sub-domain assigned to an Organization. The Platform is deployed per client on a private server with isolated infrastructure and database. The DIMA AI Platform is accessible from any device with internet connection (optimized for desktop, mobile, and tablets). Through it, Users access the AI services made available by their Organization—including AI chat, agents, workflows, document RAG, and image generation—using the account provided by their Organization.

Privacy Policy

The document that informs you about the way in which we process your personal data, available here, which forms an integral part of this Agreement.

T&C

The terms, conditions and legal information contained or referenced herein (the "Terms & Conditions", "T&C" or the "Agreement").

Users

The individuals who, having the minimum required age in order to access our information society services, register on the DIMA AI Platform through the user account made available to them by their Organization, in order to have direct access to AI chat, agents, workflows, document RAG, and other platform features.

User's Account

Comprises of the identification and authentication details that Users provide to register on our Platform.

3. What Services Do We Offer?

DIMA AI is an AI platform that enables organizations to deploy and operate AI agents inside a fully private environment. Each client's deployment runs on a dedicated private server with firewall protection, isolated instance, and separate database. The platform is designed for operational automation, providing teams with a centralized workspace to configure, run, and collaborate with AI tools.

3.1 MAIN PLATFORM – DIMA AI

The main platform provides the following:

Private AI Instance

Each organization operates in an isolated environment—private server, firewall, dedicated database—fully controlled and managed within the deployment.

AI Automation Agents

Agents are configured to handle internal tasks such as information retrieval, document generation, communication assistance, RAG-based search, and custom automation workflows tailored to operational needs.

Document RAG and Processing

The platform supports document upload, embedding, and retrieval-augmented generation (RAG). Documents are processed and stored within your deployment (or via configured cloud vector storage, when used).

Integrated Tools

Tools are embedded into the workspace and can be combined with agents for end-to-end task execution. Examples include knowledge retrieval, prompt chains, API-based flows, document templates, and image generation.

Workspace Interface

The main interface allows users to interact with agents, chat, test prompts, run tools, manage documents, and collaborate on automations. It supports internal teams in building repeatable, intelligent workflows.

3.2 DIMA ACCOUNT MANAGER

The DIMA Account Manager is a dedicated control dashboard, distinct from the main platform, and used to manage:

Main Platform Access

Entry point to access or deploy the private instance of DIMA AI.

Account Setup & Platform Configuration

Enables the user to configure essential settings related to the deployed instance (e.g., naming, initial setup, environment links).

App Activation

Provides access to links necessary to connect or activate the main platform.

Instance Visibility

Displays key details of the running platform instance — such as status, basic identifiers, and connected app references.

The DIMA Account Manager is intended for the owner of the main account — typically the person responsible for deploying and configuring the organization's DIMA AI environment.

4. Use of the Platform

Rules of DIMA AI

Using the DIMA AI Platform you represent and warrant that:

• You have the required legal age in your jurisdiction in order to access the services of the information society via web and/or to use the Platform. Where applicable, minors using DIMA AI will require parental permission.
• You understand that DIMA AI does not provide any legal advice or recommendations with respect to any laws or requirements related to any use of the Platform and/or Platform Content.
• You understand that Platform Content (documents, chat data, agent configurations, workflow definitions, etc.) is created, uploaded, or configured by your Organization and its Users. DIMA AI processes such content as a Data Processor on behalf of the Organization (as Data Controller) and cannot be held responsible for the accuracy, completeness, or suitability of such content.
• You agree not to use DIMA AI for illegal or unethical activities, including but not limited to spam, misinformation, harassment, or unauthorized scraping or misuse of personal data.
• You understand that AI-generated content may be inaccurate or incomplete; you are responsible for verifying outputs before reliance.

If choosing to create an Account, you agree that:

• Your Account information is strictly confidential, personal and non-transferable. You should not disclose the details of your Account and you should not allow access or use of your Account by any third parties.
• You are required to notify us immediately of any unauthorized access to or use of your Account or any other situation that may cause loss of control of your Account.
• We, together with your Organization, have the right to choose Users based on non-discriminatory criteria and to suspend or disable access to our Services.

Third-Party Services

Within the Platform, DIMA AI and/or your Organization may integrate third-party services such as LLM providers (e.g., OpenAI, Anthropic), embedding services, vector databases, image generation providers, and external links or APIs. AI-generated content is produced by these external services according to their respective terms and policies.

Accessing and/or using such third-party services is at your own risk. DIMA AI does not make any warranty, does not endorse, and is not responsible for third-party providers or the services they offer. Your Organization is responsible for configuring and managing such integrations.

5. Disclaimer of Guarantees and Limitation of Liability

Related to the use of the Platform

As explained under Section 4, DIMA AI processes Platform Content on behalf of your Organization as Data Controller. Such content is provided and managed by your Organization and its Users, who are responsible for ensuring it complies with applicable law.

Related to the use of our Platform

In case of any faults within the Platform we will attempt to correct them as soon as possible. Although we strive to ensure reliable operation, we cannot guarantee the reliability or accuracy of any content generated by third-party AI services (LLM providers, embedding services, image generators, etc.).

We provide the DIMA AI Services on an "as is" basis and expressly disclaim all warranties, conditions and guarantees of any kind, whether express or implied.

6. Intellectual Property Rights

The entire content of the Platform software, including but not limited to texts, images, graphics, computer software, and the DIMA AI brand, is the property of GuidefAI OÜ and/or its partners and/or licensors and is protected by copyright, trademark, trade secret and other applicable laws.

Our Limited License to You

Subject to your compliance with these T&C's, DIMA AI hereby grants you a limited, non-exclusive, revocable, non-sublicensable and non-transferable license to access the Platform and perform all allowed actions in relation to Platform Content and the features made available to you by your Organization.

Your License to Us

By accessing and/or registering on the Platform and agreeing to these T&C's, you grant us, in relation to the content that you upload or create (documents, chat data, agent configurations, workflows, etc.), a worldwide, non-exclusive, royalty-free licence to use, copy, process, store, and transmit such content as necessary to provide and operate the DIMA AI Services on behalf of your Organization, in accordance with our Privacy Policy and Data Processing Addendum.

7. Allowed Use of DIMA AI

DIMA AI may not be used in connection with any commercial purposes, except those that are specifically approved or endorsed by us in writing or directly through functionalities/features available in the Platform.

You are not allowed to:

• Do anything that places an unreasonably large load on our Platform, the networks and the services connected to the Platform
• Use any robots, spiders, scrapers, crawlers or other automated means to access and/or use our Platform
• Use any data gathering or extraction tools
• Try to interfere with the proper working of the Platform
• Copy or adapt, decipher, decompile, disassemble, or reverse engineer any of the Platform's software
• Attempt to bypass, circumvent, disable or interfere with any of our security measures
• Make any use of the Platform against the law
• Transmit or upload viruses or any other material and/or software that interferes with the normal functioning of the Platform
• Engage in unauthorised framing of or linking to the Platform
• Create false accounts or mislead and/or defraud DIMA AI, your Organization, or any other Users

Violation Consequences: Any violation of the allowed use may result in interruption of your use of the Platform, suspension of your account and access to the Platform, civil and/or criminal liability.

8. Changes

We may update, change, or discontinue any aspect of our Services at any time. Also, our services are constantly updated and therefore, sometimes, we will have to change the legal terms under which they're offered.

DIMA AI will modify these T&C's only by a signed written amendment or by posting a revised version. We will let you know about the changes either by:

• Posting them here and updating the "Last Updated" date
• Posting a notification banner within the Platform
• Emailing them to you before the changes become effective

Your continued use of our Services after the new terms take effect signifies your acceptance.

9. Termination

DIMA AI may terminate your access to all or part of the Services, at any time, with or without cause, with or without notice, effective immediately, in cases such as, but not limited to:

• If you breach these T&C's
• For any conduct which, at the sole discretion of DIMA AI, it considers to be unacceptable
• If termination is necessary for complying with applicable laws or to protect the rights, safety, privacy and security of DIMA AI, your Organization, and/or any other users and collaborators

You can stop using our Services at any time, or, if you use a Paid Service, you can cancel at any time, subject to the Fees, Payment, and Renewal section of these Terms.

10. Your Personal Information

In order to provide you access to the Platform and allow you to use AI chat, agents, workflows, document RAG, and other features, we process personal data such as your name, email, authentication credentials, and usage data. Each client's Platform is deployed on a private server with isolated database; your data is stored within your Organization's deployment.

We process personal data as a Data Processor on behalf of your Organization (the Data Controller). We collect and process the data necessary for the provision and management of the Platform and related features, in accordance with our Privacy Policy.

For more information about the types of personal data, the purposes for which we process it, and the third parties with whom we may share it (e.g., LLM providers when configured), please read our Privacy Policy.

11. Final Provisions

If a clause of these T&C is invalidated, declared invalid or cancelled, it does not affect the validity of the other clauses. Instead of the invalid clause, it will be considered accepted a provision that has a meaning as close as possible to the economic meaning of the invalid clause.

By accepting these T&C, you state that you are aware and that you are not misled regarding the services and Platform Content provided through the Platform.

Acceptance: You expressly accept these Terms & Conditions. Your acceptance is given by checking the appropriate box within the Platform and/or by using the Platform.