Terms Of Service | IT Simulator

1. Service Description

IT Cost Simulator is a web-based application that provides IT cost simulation, forecasting, and planning tools. The service enables users to model different IT transformation scenarios, analyze costs, and plan changes based on industry benchmarks and AI-powered insights.

2. Service Availability

We strive to provide reliable service availability, but cannot guarantee uninterrupted access. The service is provided "as is" with the following considerations:

We aim for 99% uptime during business hours (CET timezone)
Scheduled maintenance will be announced in advance when possible
Emergency maintenance may be performed without prior notice
Service availability may vary based on your subscription tier

3. Service Performance

We continuously work to optimize service performance, including:

Response times for calculations and simulations
AI-powered features and recommendations
Data storage and retrieval operations
Report generation and export functionality

Performance may vary based on system load, network conditions, and the complexity of your configurations.

4. Simulation Accuracy Limitations

Important Disclaimer

All cost simulations, forecasts, and recommendations provided by this service are estimates based on mathematical models and industry data. Actual results may vary significantly.

The simulation results are subject to the following limitations:

Model-Based Estimates: Calculations are based on simplified models and may not capture all real-world complexities
Data Quality: Accuracy depends on the quality and completeness of your input data
Industry Benchmarks: Benchmark data is derived from aggregated sources and may not reflect your specific situation
Market Volatility: External factors like market changes, vendor pricing, and economic conditions can affect actual costs
No Financial Advice: Simulations are for planning purposes only and do not constitute financial or business advice

5. AI Services: Models Used and Purposes

The IT Simulator application integrates AI language models provided through the Base44 platform to power various intelligent features. The following models are currently in use:

OpenAI GPT-4o mini (Default model)

Used as the general-purpose model for the majority of AI features, including cost optimization suggestions, roadmap generation, change management recommendations, budget assistance, and in-app chatbot interactions. This model handles standard analytical tasks and structured data generation.

Anthropic Claude Sonnet (High-complexity tasks)

Used selectively for more complex analytical tasks requiring deeper reasoning, such as architecture analysis, vendor transformation assessments, portfolio scenario planning, and comprehensive IT transformation strategy reports. This model is invoked when higher output quality is required.

Google Gemini Flash (Web-augmented tasks)

Used for tasks that require real-time information retrieval from the internet, such as market benchmarking, current industry data enrichment, and queries where up-to-date external context improves response quality.

All AI model calls are routed through the Base44 platform's integration layer. No direct API keys for these model providers are stored within the IT Simulator application itself. The applicable data processing terms of each provider (OpenAI, Anthropic, Google) apply to queries processed by their respective models.

Data Not Used for AI Model Training

All three AI providers used in this application — OpenAI, Anthropic, and Google — explicitly guarantee by default that data submitted via their APIs is not used to train their models. This applies to any data you submit through AI features in the IT Simulator, including contract data, cost data, and any other content processed by these models.

OpenAI: "By default, we do not use your business data for training our models." API data is never used for training unless the customer explicitly opts in. (Source: openai.com/enterprise-privacy, updated January 2026)
Anthropic: API inputs and outputs are not used for model training. API data is retained for a maximum of 7 days for safety/abuse monitoring only, then permanently deleted. (Source: Anthropic API Terms & Privacy Policy)
Google (Gemini API): Data submitted via the Google Cloud / Vertex AI API is not used to train Google's models, as governed by Google Cloud's Data Processing Addendum.

Additionally, Base44's own Data Processing Agreement (DPA) contractually restricts all AI sub-processors from using your data for any purpose other than fulfilling the specific service request. This provides an additional contractual layer of protection beyond each provider's individual policy.

Model Selection Notice

The specific model used for a given AI feature may change over time as new models become available or as performance and cost considerations evolve. TIMETOACT GROUP reserves the right to substitute, add, or remove AI model providers without prior notice, provided that the functional purpose of the affected AI feature remains materially unchanged.

6. AI Assistant Limitations

Our AI-powered features use advanced language models to provide insights and recommendations. Please note the following important limitations:

Limitation of AI-Generated Content

AI language models are probabilistic systems. They can produce plausible-sounding but factually incorrect, outdated, or contextually inappropriate outputs. No AI-generated content within this application should be treated as authoritative, final, or free from error. All outputs must be independently verified before being used as a basis for business decisions, financial planning, or strategic commitments.

Not Always Accurate: AI-generated content may contain errors, inaccuracies, hallucinations, or outdated information, even when presented with confidence
Context Limitations: The AI has no persistent memory between sessions and limited context about your specific business environment, contracts, or organizational constraints
No Guarantees: We do not guarantee the accuracy, completeness, timeliness, or suitability of any AI-generated recommendation or analysis
Human Review Required: All AI-generated suggestions, roadmaps, cost estimates, and reports must be reviewed and validated by qualified personnel before acting upon them
Data Processing by Third Parties: Prompts and contextual data submitted to AI features may be processed by third-party AI providers (OpenAI, Anthropic, Google) subject to their respective terms of service and privacy policies
No Professional Services: AI assistance does not constitute or replace professional IT consulting, financial advisory, legal, or accounting services
Regulatory Compliance: AI outputs do not account for all applicable laws, regulations, or industry standards in your jurisdiction and must not be relied upon for compliance purposes
Bias and Variability: AI models may reflect biases present in their training data and may produce different outputs for identical inputs across sessions

7. User Responsibilities

As a user of the service, you are responsible for:

Maintaining the confidentiality of your account credentials
Ensuring the accuracy of data you input into the system
Validating simulation results before making business decisions
Complying with applicable laws and regulations
Not using the service for unlawful purposes

8. Limitation of Liability

To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities arising from your use of the service. Our total liability shall not exceed the amount paid by you for the service in the 12 months preceding the claim.

9. Data Residency

EU Data Residency Confirmed

Pursuant to the service agreement between TIMETOACT GROUP and Base44, all application data for the IT Simulator is stored and processed exclusively within the European Union. This applies to all user data, simulation data, entity records, and uploaded files managed within the application.

The IT Simulator application data is hosted on Base44's EU data cluster. Base44 provides EU data residency under its Elite/Enterprise tier service agreement, which TIMETOACT GROUP has contracted for this application. The underlying infrastructure for Base44's EU cluster relies on the following cloud service providers:

MongoDB: Primary data storage and database hosting for application entity records and user data
Render: Server-side backend function execution and API services
Google Cloud Platform (GCP): Analytics and supporting platform services
Langfuse (Germany): AI/LLM interaction logging, hosted within the EU

All subprocessors engaged by Base44 are bound by data processing agreements (DPAs) and, where applicable, Standard Contractual Clauses (SCCs) or other approved transfer mechanisms in accordance with GDPR requirements.

Note on AI Model Processing: While application data resides in the EU, prompts submitted to AI features (as described in Section 5) are processed by third-party AI providers (OpenAI, Anthropic, Google) whose primary infrastructure is located in the United States. These transfers are governed by the respective providers' data processing terms and Base44's subprocessor agreements, including the use of Standard Contractual Clauses where required. Users should avoid including personal or sensitive personal data in free-text AI prompts.

10. Infrastructure & Hosting

Hosting Notice

The IT Simulator application and all associated user data are hosted on Base44 Infrastructure, a cloud-based application platform. By using this service, you acknowledge that your data is stored and processed within the Base44 platform environment.

Base44 Infrastructure provides the underlying technology stack for this application, including:

Secure cloud-based data storage and database management
Authentication and user session management
Backend function execution and API services
File storage and asset delivery

TIMETOACT GROUP reserves the right to relocate the IT Simulator application to a different hosting service provider at any point in time. Users will be informed of any such migration in advance where reasonably practicable.

For more information about Base44's infrastructure, security practices, and data handling, please refer to the Base44 Security Documentation.

11. Data Access by TIMETOACT GROUP

Strictly Limited Data Access

TIMETOACT GROUP does not routinely access customer data. Access to your data by our team is strictly limited to the following two scenarios:

Maintenance and Support: TIMETOACT GROUP personnel may access application data solely for the purpose of diagnosing technical issues, performing system maintenance, or resolving support incidents reported by the customer. Such access is limited to what is strictly necessary to resolve the issue and is logged for audit purposes.
Customer-Invited Collaboration: If a customer explicitly invites a TIMETOACT GROUP team member into their organization workspace (via the Organization management feature), that team member may access the data within the scope of that organization. This access is granted entirely at the customer's discretion and can be revoked at any time by removing the team member from the organization.

In no other circumstances will TIMETOACT GROUP access, view, or process customer data. We do not use customer data for any commercial, analytical, or benchmarking purposes without explicit written consent.

12. Data Retention and Deletion

We retain your data for as long as your account is active. Upon account deletion, your data will be permanently removed from our systems within 30 days, except where retention is required by law.

13. Changes to Terms

We reserve the right to modify these Terms of Service at any time. Material changes will be communicated via email or in-app notification. Continued use of the service after changes constitutes acceptance of the modified terms.

14. Contact and Support

For questions about these Terms of Service or to report issues with the service, please contact us at contact@itsimulate.io