Version: 1.0 · Effective date: 12 October 2026
These Terms of Service ("Terms") govern the use of LadderKit, a web application for career frameworks, check-ins, feedback and promotions (the "Service"), provided by LadderKit OÜ, registry code 17619531, J. Poska 14a-2, Tallinn, 10126, Estonia ("LadderKit", "we"). Questions: info@ladderkit.com.
1. Agreement
1.1 The Service is for businesses. Whoever registers an organisation accepts these Terms on behalf of that organisation (the "Customer") and confirms they are authorised to do so. The Service is not offered to consumers.
1.2 These Terms, our Data Processing Agreement and any order or plan the Customer selects form the agreement between the Customer and LadderKit (the "Agreement"). Our Privacy Policy explains how we handle personal data as a controller.
2. Accounts and users
2.1 The Customer's administrators decide who is invited, which roles people have and who can see what. The Customer is responsible for its users' use of the Service and for keeping sign-in credentials confidential.
2.2 The information given at registration — including the organisation's country of incorporation — must be accurate and kept up to date.
3. Plans and billing
3.1 The Service is offered on a free plan and on paid plans with the features, user limits and prices shown on our pricing page. Paid plans are billed monthly in advance, by card, through our payment provider Stripe. Prices exclude VAT, which is added according to the billing address.
3.2 A plan change takes effect immediately; the difference is charged or credited pro rata. A downgrade is not possible while the organisation has more active users than the new plan allows.
3.3 The Customer can cancel a paid plan at any time. It stays active until the end of the current billing period and then moves to the free plan. Fees already paid are not refunded, except where these Terms, the DPA or the law say otherwise. If the organisation then exceeds the free plan's limits, it becomes read-only until it removes users or chooses a paid plan again.
3.4 If a payment fails, we may move the organisation to the free plan after our payment provider's retry period.
3.5 We may change prices with at least 30 days' notice to the Customer's administrators. A new price applies from the next billing period after the notice period.
4. Acceptable use
The Customer and its users must not: use the Service unlawfully or to harass or discriminate against anyone; upload malware or attempt to break, overload or bypass the security of the Service; access another organisation's data; resell or make the Service available to third parties outside the Customer's organisation; or copy or reverse-engineer the Service, except where the law allows it.
5. Customer data
5.1 Data the Customer and its users put into the Service ("Customer Data") belongs to the Customer. The Customer grants LadderKit the right to process Customer Data only to provide, secure and support the Service, as set out in the DPA.
5.2 The Customer is responsible for the lawfulness of the Customer Data, including having a legal basis for processing its people's data and informing them about it.
5.3 The Customer can download role cards and completed check-ins as PDFs at any time. Any other export of Customer Data, and its deletion, is carried out by LadderKit on request to privacy@ladderkit.com, free of charge — under clause 9 when the Customer is switching to another provider, and otherwise within the periods set out in the DPA.
6. Sanctions and restricted countries
6.1 We do not offer the Service in countries and regions subject to EU sanctions or that we otherwise do not serve — currently Russia, Belarus, Iran, North Korea and Syria, and Crimea and the other regions of Ukraine occupied by Russia.
6.2 The Customer confirms that it is not located, organised or ordinarily resident in such a country or region; that neither it nor anyone who owns or controls it is listed under EU or UN sanctions; and that it will not let such persons use the Service.
6.3 If any of this is or becomes untrue, LadderKit may refuse, suspend or terminate the Service immediately and without liability.
7. Availability and support
We work to keep the Service available and secure, but provide it without a guaranteed uptime or service level unless agreed in writing. We may carry out maintenance and change or improve the Service, provided we do not materially reduce the core features of a paid plan during a period the Customer has paid for. Support is provided by email at info@ladderkit.com.
8. Suspension and termination
8.1 The Customer can stop using the Service at any time, ask us to delete its organisation, or switch to another provider under clause 9.
8.2 We may suspend access, with notice where reasonable, for a breach of these Terms, a security threat, or as required by law. We may terminate the Agreement for a material breach that is not remedied within 14 days of notice, or immediately under clause 6.3. We may also end the Service for convenience with 60 days' notice, refunding fees prepaid for the period after termination.
8.3 Inactive free organisations. If no user of an organisation on the free plan has signed in for 12 months, we may close it. We will write to its administrators at least 30 days beforehand; signing in during that time keeps the organisation open.
8.4 When the Agreement ends, Customer Data is returned or deleted as set out in the DPA.
9. Switching to another provider
9.1 The Customer may at any time ask LadderKit, by writing to privacy@ladderkit.com, to help it switch to another provider of data processing services or to its own systems, or to erase its exportable data (a "switching request"). No notice period applies: the switching process starts when LadderKit receives the request. LadderKit prepares the export by hand; there is no self-service export in the Service. LadderKit gives the same help to a third party the Customer authorises in writing, such as the new provider.
9.2 Transitional period. Within 30 calendar days of the switching request, LadderKit will provide the exportable data described in clause 9.3, give the Customer reasonable assistance in the switching process, and keep providing the Service under the Agreement. During that period LadderKit acts with due care to keep the Service running and tells the Customer of any known risk to its continuity. If the 30-day period is technically unfeasible, LadderKit will tell the Customer so, with reasons, within 14 working days of the request, and indicate an alternative transitional period of no more than 7 months, during which the Service continues. The Customer may extend the transitional period once, for a period it considers more appropriate.
9.3 Exportable data. All data the Customer and its users have entered into or uploaded to the Service, and the data the Service has generated from it, whether or not the Service shows it to a particular user. This includes records hidden from some users, such as promotion requests and feedback; the history the Service keeps, such as role history and decisions on requests; the links between records; and their metadata, such as identifiers, dates, authors and statuses. In particular: the organisation's details and its settings in the Service; departments, tracks, roles, skills and their descriptions; users, their roles and reporting lines; check-ins with their ratings and comments; feedback requests and answers; growth actions; promotion requests and decisions; notifications; and uploaded profile pictures.
9.4 Not exportable. Secrets that would let someone sign in or act as a user — password hashes, and session, refresh, invitation and password-reset tokens — and LadderKit's own software, deployment configuration and credentials, which are not the Customer's settings. Also excluded are the server and security logs LadderKit keeps to run and protect the Service as a whole; this does not exclude the records of the Customer's own activity listed in clause 9.3.
9.5 Format and transfer. The exportable data is provided in a structured, commonly used and machine-readable format — JSON files, one per kind of record, with a description of their structure, and uploaded images as the original files — packed in a single archive. LadderKit sends the Customer, or a destination provider it authorises, a link to download the archive over an encrypted connection; the link is personal to the recipient and expires at the end of the retrieval period.
9.6 Jurisdiction and access by authorities. LadderKit is an Estonian company, and the Service runs in data centres in the European Union operated by OVH SAS, a French company; the providers listed in Annex 3 of the DPA may also be subject to the law of the United States. LadderKit discloses Customer Data to a public authority only where EU or Member State law requires it, checks that such a request is lawful and limited to what is necessary, and tells the Customer about it unless the law forbids that.
9.7 Retrieval period. The Customer can retrieve its exportable data for at least 30 calendar days after the end of the transitional period. Confirming that the switch is complete does not shorten this period, unless the Customer asks in writing for earlier erasure.
9.8 Erasure. When the retrieval period has ended, LadderKit erases all exportable data as set out in the DPA and confirms the erasure in writing. If the switch has not succeeded, LadderKit does not erase the data before it has agreed with the Customer how to proceed, unless the law requires otherwise.
9.9 End of the Agreement. If the Customer asked to switch, the Agreement ends when the switching process has been successfully completed, and LadderKit confirms this in writing. If the Customer asked only for its data to be erased, the Agreement and the fees end when LadderKit receives the request; LadderKit then erases the data as set out in the DPA, without waiting for a retrieval period.
9.10 No charges. LadderKit charges nothing for switching, data export or erasure.
10. Intellectual property
LadderKit and its software, design and content belong to us. The Customer receives a non-exclusive, non-transferable right to use the Service during the Agreement. If the Customer sends us feedback, we may use it freely.
11. Liability
11.1 Apart from what these Terms expressly state, the Service is provided "as is", without warranties of any kind.
11.2 Neither party is liable for indirect or consequential losses, such as lost profits, revenue or goodwill. On a paid plan, each party's total liability under the Agreement is limited to the fees the Customer actually paid in the 6 months before the event giving rise to the claim — or, if the Customer had been paying for less than 6 months, the fees it paid up to that event.
11.3 Free plan. The free plan is provided free of charge, without any commitment as to its availability, features or support, and LadderKit accepts no liability to a Customer on the free plan. If this exclusion is held unenforceable, LadderKit's total liability to that Customer is limited to €100. This does not affect LadderKit's obligations under the DPA and data protection law.
11.4 These limits do not apply to liability that cannot be limited by law, including for intentional breach or gross negligence. Nor do they limit the Customer's obligation to pay the fees due under the Agreement.
12. Changes to these Terms
We may update these Terms. We will write to the Customer's administrators at least 30 days before a material change takes effect. If the Customer does not agree, it can cancel before then; continuing to use the Service after that date means accepting the new Terms.
13. Governing law
These Terms are governed by the laws of the Republic of Estonia. Disputes are settled by Harju County Court (Harju Maakohus) in Tallinn, unless mandatory law requires otherwise.