Terms of Use

Last updated: July 27, 2026

These Terms of Use govern your access to and use of Kollek, an open source collection management application for cataloguing, organizing, and managing personal or shared collections.

By using Kollek, you agree to these Terms. If you do not agree, do not use the service.

1. The Service

Kollek helps users record information about collections, items, copies, photos, documents, loans, valuations, maintenance records, locations, tags, categories, and related activity.

Kollek may be used in two ways:

• as a self-hosted application that you run on infrastructure you control; or
• as a hosted service operated by us, if we make hosted plans available.

These Terms apply to the hosted service. If you self-host Kollek, you are responsible for your own installation, configuration, security, backups, users, and legal compliance.

2. Accounts

You are responsible for keeping your account credentials secure and for all activity under your account.

You agree to provide accurate information when creating or maintaining an account. You must not impersonate another person, create accounts for abusive purposes, or attempt to access another user’s account without permission.

If you invite other users to an account or collection, you are responsible for managing their access and permissions.

3. Your Content

You retain ownership of the information, files, photos, documents, and other content you add to Kollek.

By using the hosted service, you give us permission to store, process, transmit, back up, and display your content only as needed to provide, maintain, secure, and improve the service.

You are responsible for ensuring that you have the right to upload and store your content. Do not upload content that is unlawful, infringing, abusive, or harmful.

4. Acceptable Use

You agree not to misuse Kollek. You must not:

• break the law or encourage others to do so;
• upload malicious code or attempt to disrupt the service;
• probe, scan, or test the vulnerability of the service without permission;
• access data that does not belong to you;
• bypass security or access controls;
• use the service to harass, threaten, or harm others;
• upload content that infringes intellectual property rights;
• overload the service or interfere with other users’ use of it.

We may suspend or terminate access if we believe an account is being used in a harmful, abusive, unlawful, or security-risking way.

5. Collection Records Are Your Responsibility

Kollek is a recordkeeping tool. It does not verify the authenticity, ownership, provenance, value, condition, insurance coverage, legal status, or tax treatment of any item.

Information you store in Kollek should not be treated as legal, financial, insurance, appraisal, conservation, or professional advice.

You are responsible for checking important information with qualified professionals where appropriate.

6. Payments and Hosted Plans

On the hosted service, an account may hold a limited number of items free of charge. The current allowance is ten items, with five further items accepted as a grace. Once that allowance is used up, the account keeps everything already in it, and everything stays readable, searchable and exportable, but no new item can be added until the account is unlocked. Self-hosted instances are not subject to any such limit.

Unlocking an account is a single payment. Pricing and plan details are shown before purchase. Unless stated otherwise at checkout, fees are charged in advance and are non-recurring for one-time plans. Taxes may apply depending on your location.

Payments are final and non-refundable. This is stated on the confirmation screen before payment, and you are asked to confirm that you understand it. If something does not work as described, contact us and we will try to put it right. Self-hosting the software is free, and remains available as an alternative at no cost.

We may change pricing for future purchases, but changes will not retroactively alter a completed one-time purchase unless required by law or clearly stated in the purchase terms. We may change the free allowance for new accounts, but an account already unlocked stays unlocked.

7. Availability and Backups

We aim to keep the hosted service available and reliable, but we do not guarantee uninterrupted access.

The service may be unavailable because of maintenance, updates, outages, security incidents, infrastructure issues, or events outside our control.

For hosted accounts, we may maintain backups for operational recovery. Backups are not a substitute for your own exports or records. You are responsible for keeping copies of important information.

For self-hosted installations, backups are entirely your responsibility.

8. Security

We take reasonable steps to protect the service, but no system is perfectly secure.

You are responsible for using strong credentials, enabling available security features, managing member access, and promptly notifying us if you believe your account has been compromised.

9. Open Source Software

Kollek may be released under an open source license. Your use, copying, modification, and distribution of the software code is governed by that license.

These Terms govern use of the hosted service and do not limit rights granted to you under the applicable open source license.

10. Third-Party Services

Kollek may rely on third-party infrastructure, email providers, storage providers, payment processors, analytics-free operational tools, or other service providers.

We are not responsible for third-party services we do not control. Your use of those services may be subject to their own terms and policies.

11. Termination

You may stop using Kollek at any time.

We may suspend or terminate your access if you violate these Terms, create risk for the service or other users, fail to pay applicable fees, or use the service unlawfully or abusively.

Where practical, we will try to provide notice before termination, but we may act immediately if needed to protect the service, users, data, or legal compliance.

12. Disclaimers

Kollek is provided “as is” and “as available.”

To the maximum extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, non-infringement, availability, accuracy, and security.

We do not promise that Kollek will meet your needs, operate without interruption, preserve every record indefinitely, or be error-free.

13. Limitation of Liability

To the maximum extent permitted by law, we will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost data, lost goodwill, business interruption, or replacement costs.

Our total liability for any claim related to the hosted service will not exceed the amount you paid us for the service in the twelve months before the claim.

14. Changes to These Terms

We may update these Terms from time to time.

If changes are material, we will take reasonable steps to notify users, such as posting a notice in the service or updating the date above.

Your continued use of Kollek after changes take effect means you accept the updated Terms.