Legal Terms of use

1. Parties and acceptance

These Terms of use are an agreement between Ravi Systems LTDA, CNPJ 43.711.039/0001-20, which develops and offers CarOffice, and the subscribing dealership, the company or business owner that creates the account to use the system in its vehicle dealership.

By creating the account, checking the acceptance box at sign up or using the dashboard, the dealership declares that it has read and accepts these Terms and the Privacy policy. Whoever accepts on behalf of the dealership declares to have authority to do so. If you do not agree with any condition, do not use CarOffice.

2. The service

CarOffice is vehicle dealership management software offered as a service: the dealership installs nothing, accesses it over the internet, in the browser of a computer or phone, and Ravi Systems takes care of servers, updates and backups.

• The available features are those described on the website and in the dashboard at the time of use, such as inventory, vehicle record, contacts, consignment, document cockpit and the artificial intelligence copilot.
• New features may be added and existing ones may change to improve the product, without taking away the dealership's access to the data it has already recorded.
• Some features depend on third party services, such as the authorized RENAVE integrator, the Detran, Ravisign and ChatISP. Those services follow the rules and timelines of whoever provides them.
• The license to use is personal to the dealership, non exclusive and non transferable, and is valid while the account is active.

3. Sign up and account

To create the account, the dealership provides true, complete and up to date information, and keeps it correct throughout its use.

• Whoever creates the account is the dealership's administrator: they invite users, set roles and permissions and remove access for anyone who leaves the team.
• Each access is personal. The dealership is responsible for everything done with its users' passwords and must keep them secret, preferably with two-step verification turned on.
• The dealership is responsible for the actions of the users it registered, including those who access its branches.
• Any suspicion of unauthorized use must be reported to Ravi Systems as soon as it is noticed, by email at contato@ravisystems.com.br.

4. Free trial

Every new account has a 14 day free trial, counted from the email confirmation at sign up, with features unlocked for evaluation and no credit card.

The trial generates no charge and no obligation to subscribe. At the end of the 14 days, access is restricted until the dealership chooses a plan; the data recorded during the trial remains stored for the period set in the termination section.

5. Plans and payment

• Each plan has limits on vehicles in inventory, users and branches. When the dealership gets close to a limit, the dashboard warns, and moving to a larger plan can be done at any time.
• The current price is the one published on the plans page at the time of subscription or renewal.
• Billing is handled by the Ravi Systems financial center, through a monthly payment booklet or an annual bank slip, as chosen by the dealership.
• Prices may be adjusted with at least 30 days prior notice. The adjustment applies from the first charge after the notice.
• There is no lock-in. The dealership can cancel whenever it wants; on the monthly plan, access continues until the end of the month already paid, and on the annual plan until the end of the paid period, with no proportional refund, unless otherwise agreed in writing.
• The ENTERPRISE plan has no list price: limits, prices and conditions come from direct negotiation with Ravi Systems and are valid as agreed in writing.

6. Late payment

If a charge becomes due without payment, the dealership is always warned before any restriction:

• Notice: the dealership is notified in the dashboard and by email right after the due date.
• Grace period: use continues normally during the grace period shown in the dashboard.
• Block: once the grace period ends without payment, access to the dashboard is blocked until the payment is settled. Data is not deleted at that point.
• Cancellation: if the debt continues after the block, the subscription may be canceled, with prior notice by email, and the rules of the termination section apply.

Once the outstanding amount is paid, access is unlocked again as soon as the financial center confirms the payment.

7. Official fees and integrator

Some operations involve costs that do not belong to Ravi Systems, such as RENAVE and Detran fees and the price of the authorized integrator that carries out the operation with the government.

• These costs are passed on with no markup and are shown itemized, separate from the subscription, in each operation.
• CarOffice is not the integrator nor the Detran. It organizes the documents, sends the operation through the contracted integrator and shows what the integrator returned.
• Ravi Systems does not guarantee timelines, decisions or availability of public agencies or of the integrator, which follow their own rules.

Public fees may change by decision of whoever charges them. The dashboard shows the current amount before the dealership confirms the operation.

8. Dealership responsibilities

By using CarOffice, the dealership agrees to:

• handle the data of its customers, consignors and employees in accordance with Brazil's General Data Protection Law (LGPD, Law 13.709/2018), as the controller of that data, obtaining the necessary authorizations and consents;
• keep the data it records correct, such as vehicle, owner and operation data, because contracts and submissions are built from it;
• be responsible for the content it publishes on the dealership website and in listings, such as photos, descriptions, prices and conditions;
• review the contracts generated by the system before using them: they are templates, and legal review and fitness for each specific case are the dealership's responsibility;
• make its own decisions based on what the copilot shows: the artificial intelligence answers and proposals are suggestions, may contain inaccuracies, and no action is executed without confirmation by a dealership user;
• use CarOffice only for lawful purposes, without trying to access other dealerships' data, bypass limits or copy, resell or reverse engineer the software.

9. Ravi Systems commitments

Ravi Systems commits to:

• keep CarOffice available over the internet, with scheduled maintenance announced in advance whenever it may affect use;
• make regular backups of the dealership's data, kept on its own servers in Brazil;
• protect information with the measures described on the security page, such as isolation between dealerships, role-based permissions, audit log and encrypted documents;
• provide support through the channels listed on the website, during business hours.

Failures of the dealership's internet, power or equipment, and of third party services, are outside Ravi Systems' control; Ravi Systems works to restore whatever depends on it as soon as possible.

10. Intellectual property and data

CarOffice, its brand, code, design and documentation belong to Ravi Systems. The subscription gives the dealership the right of use described in these Terms, and nothing beyond that.

The dealership's data belongs to the dealership. Ravi Systems only processes it to provide the service, as explained in the Privacy policy.

The dealership can export its data from the dashboard while the account exists, in common formats such as spreadsheets.

11. Suspension and termination

• Ravi Systems may suspend or close the account for non payment, under the late payment section, for misuse, for breach of these Terms, for risk to the security of other dealerships or by legal order.
• The dealership may close the account at any time through the support channels.
• Once the account is closed, the data remains available for export for 30 days. After that period, it is deleted from the servers and, in the following cycle, from the backups.
• Records that the law requires to be kept, such as access and billing records, remain for the legal period and only for that purpose.

In case of suspension for suspected misuse, the dealership is notified and may present clarifications before termination, unless urgency requires acting first.

12. Limitation of liability

Ravi Systems is not liable for:

• lost profits, lost business or other indirect damages;
• unavailability, failures, timelines or decisions of third parties, such as the integrator, Detran, public agencies, internet providers and billing services;
• consequences of incorrect data recorded by the dealership or of decisions made based on copilot suggestions;
• use of the system in breach of these Terms or of the law.

In any case, Ravi Systems' total liability is limited to the amount paid by the dealership in the twelve months before the event.

13. Changes to these terms

These Terms may be updated. Relevant changes are announced in the dashboard and by email 30 days in advance, and the effective date appears at the top of this page.

If the dealership does not agree with the new version, it may cancel before it takes effect, at no additional cost. Continuing to use CarOffice after the effective date means accepting the new version.

14. General provisions and jurisdiction

• If any clause is found invalid, the others remain in force.
• Not enforcing a condition at some point does not mean waiving it.
• These Terms are governed by the laws of Brazil, including the Brazilian Internet Civil Framework (Marco Civil da Internet) and the LGPD.

The courts of the district where Ravi Systems LTDA has its head office are chosen to settle any matter regarding these Terms.