Terms and Conditions

1. Who we are

FastOfi Corp S.A.S. (hereinafter, “FastOfi” or “the provider”), a commercial company identified with NIT 901.031.306-1 and domiciled in Medellín, Antioquia, Colombia, is the owner of the fastofi.com website and of the FastOfi cloud computing platform, offered under the software as a service (SaaS) model.

You can write to us at [email protected]. The channels for formal notices are listed in the section Contact and notices.

2. Scope of these terms and precedence of the contract

These terms apply to:

• Anyone who browses the FastOfi website or chats with Sophia on it.
• Companies and individuals who request or use the free trial.
• Customers and their users, in everything their contract does not regulate differently.

By browsing the website, creating an account, checking the acceptance box or using the platform, you represent that you have read and accept these terms. If you act on behalf of a company, you represent that you have authority to bind it. Electronic acceptance is fully valid under Ley 527 de 1999.

3. Definitions

• Platform: the FastOfi cloud service, its modules, interfaces, applications and features.
• Customer: the company that subscribes to the platform or uses the free trial.
• User: the person for whom the customer creates an account to access the platform.
• Space or instance: the customer’s own environment within the platform, logically separated from those of other customers.
• Technical Note: the document detailing each customer’s contracted modules, fees, implementation scope and commercial terms.
• Concurrent user: a seat for simultaneous connection to the platform, regardless of the module in use.
• Go-Live: the release into production of the contracted module, evidenced in the record signed by the parties.

4. Use of the website

The website content (texts, blog articles, videos, illustrations and calculators) is for informational and commercial purposes. We review it carefully, but it does not constitute legal, health, technical or accounting advice, and the regulations we cite may change. Before making regulatory decisions, verify the regulation in force with your team or advisor.

By using the website you agree not to:

• Attempt to access restricted areas, accounts or systems of FastOfi without authorization.
• Extract content in bulk or by automated means, except for search engine crawlers that respect our robots.txt file.
• Submit forms with false information or third-party data without their authorization.
• Introduce malicious code or affect the availability of the website.

The website may link to third-party pages. We do not control their content or policies, and you access them at your own risk. The use of cookies is explained in the Cookie Policy.

5. Accounts, users and credentials

• Each user must have their own account. Credentials are personal and non-transferable, because the traceability and electronic signature of records depend on knowing who did each thing.
• The customer manages its users, their profiles and permissions, and is responsible for the actions carried out with the credentials it issues.
• You must notify us without delay if you suspect unauthorized use of your account.
• The platform may limit the number of simultaneous sessions to the number of concurrent users contracted. When the limit is reached, new sessions are blocked until one is released or more users are contracted; that block is not a service failure.
• We may suspend an account when there is a risk to the security of the platform, other customers or third parties, and we will inform the customer.

6. Free trial

Interested companies may request a trial space at no cost. By confirming the request you accept these conditions:

• Duration: fifteen (15) calendar days of SIG · Quality in its Lite version, counted from the creation of the space, and fifteen (15) calendar days for Logistics and for Production, counted from when you activate each of those modules.
• No charge or automatic conversion: the trial does not generate payments. To keep using the platform when it ends, you must expressly accept a Technical Note or a contract.
• Your data when it ends: we keep the space’s information for one (1) month after the trial ends, so you can become a customer without losing what you uploaded or export it. Once that period expires, the information is permanently deleted.
• Good-faith use: the trial is for evaluating FastOfi. It is not intended for production operations or for uploading real patient information or sensitive data, and we may refuse or terminate it in the event of abusive or fraudulent use.
• No service levels: during the trial we provide support through the platform’s channels, without the response times committed to customers.

Customers who already have a contract may try additional modules or the Pro version under the conditions of their own contract.

7. The FastOfi service

FastOfi provides a cloud computing service, managed entirely by us. To enable you to access it, we grant you a non-exclusive, non-transferable, revocable license of use limited to the term of the service. We do not deliver any copy, object code or source code of the platform.

Platform evolution

FastOfi improves continuously: we may change the interface, adjust or add features, retire functionality and apply security and performance updates. We will notify you through the platform or by email when the change reaches production. Changes that functionally or structurally affect the Production Module, as it is a computerized system subject to validation, are announced at least fifteen (15) calendar days in advance, except for critical security updates.

Implementation

Onboarding, configuration, training, integrations and additional development are services separate from the subscription. Their scope, price and schedule are set out in the Technical Note or in a quote accepted in writing.

Open innovation program

You may propose improvements to us. We are not obliged to implement them, and the ideas, suggestions and functional specifications you send us may be incorporated into the platform without consideration, under the terms of your contract. Your data, your confidential information, your trademarks and your own documentation remain yours.

8. Price, invoicing and late payment

• The price of the subscription and of professional services is the one set out in the Technical Note or the accepted quote.
• The monthly subscription is invoiced in advance and payable within the first ten (10) calendar days of each month, unless the contract provides otherwise.
• The subscription is adjusted once a year, on the Go-Live anniversary, according to the CPI (IPC) certified by DANE for the preceding twelve months.
• The tax treatment (VAT, withholdings) is as provided in the contract and in the regulations in force.
• Late payment accrues interest at the maximum legal rate and may lead to the progressive suspension of ancillary services (personalized support, integrations, third-party portal, artificial intelligence, file uploads) and, ultimately, to termination of the contract. Under no circumstances will late payment prevent you from consulting your records or receiving your information upon termination.

9. Support and service levels

For customers with a contract, we provide usage support through a help desk (tickets) and WhatsApp, escalable to a video call, Monday through Friday from 8:00 a.m. to 6:00 p.m. (Colombia time), except public holidays. Response times by severity are:

These are response times, not resolution times. Target availability is 99.5% per month, with daily backups; it is a service goal and not an absolute guarantee. Scheduled and announced maintenance, suspensions for late payment, force majeure, failures of the customer’s connectivity or equipment and unavailability of external providers do not count toward its measurement.

10. Acceptable use

The customer and its users undertake to:

• Not commercially exploit the platform or make it available to third parties (sublicense, lease or assign access) without written authorization.
• Not reverse engineer, disassemble or decompile the platform, or create derivative works from it.
• Not use the platform for unlawful purposes or upload content that infringes third-party rights or the law.
• Not attempt to breach security, access other customers’ data or subject the platform to abnormal loads or penetration testing without written authorization.
• Have the minimum connectivity and devices required to use the service.

11. Intellectual property

FastOfi owns the copyright and other intellectual property rights in the platform, the website, its content, trademarks, logos and designs. Nothing stated herein transfers those rights: you only receive the license of use described in section 7.

The data and information that the customer and its users upload to the platform are and will remain the exclusive property of the customer. Third-party trademarks mentioned on the website belong to their respective owners.

12. Your data and personal data

When the customer uploads personal data to the platform (of its employees, suppliers, customers or patients), the customer is the controller of the processing and FastOfi acts as processor, on its behalf and following its instructions, in accordance with Ley 1581 de 2012 and Decreto 1074 de 2015. The customer warrants that it has the data subjects’ authorization, especially for sensitive and health data.

We apply technical, human and administrative security measures: encryption in transit, role-based access control, tamper-proof audit trail, logical separation of each customer’s information, daily backups and confidentiality commitments from our team. We rely on cloud infrastructure providers that may be located outside Colombia, with protection obligations no less stringent than ours.

When we process data as controller (for example, data of people who write to us or request a demonstration), we do so in accordance with our Personal Data Processing Policy. To exercise your rights, write to [email protected].

13. Sophia and artificial intelligence features

Sophia, our artificial intelligence assistant, is available on the website and within the platform. When using it, keep in mind that:

• Its answers are generated automatically and may contain errors or omissions. They do not replace the professional judgment of your quality, regulatory, technical or legal team.
• Within the platform, Sophia proposes and you decide: actions that create or modify records require your confirmation and are traced (who requested it, what data it used, who confirmed it and what record it created).
• On the website, do not share sensitive data, health data or confidential information in the conversation.
• Your data is not used to train third-party models.

14. Regulatory compliance and validation

FastOfi is a management tool: it supports the documentation, traceability and evidence required by standards such as good manufacturing practices (GMP), Resolución 0444 de 2008 or ISO 9001, but it does not grant or replace certifications, sanitary registrations or proceedings before INVIMA, the FDA or other authorities.

Each customer is responsible for:

• Verifying that its use of the platform complies with the regulations applicable to its activity.
• Obtaining and maintaining its permits, licenses and authorizations, including sanitary ones.
• Carrying out the validation of computerized systems required by regulation, with the third-party validator it designates, and its change control processes. FastOfi provides the validation instance and the technical evidence (traceability, audit trail and system controls), without being responsible for the outcome of the validation or for the authority’s decisions.
• Complying with the document retention periods required by its health and quality regulations.

15. Confidentiality

FastOfi and the customer keep confidential the other party’s information that they learn in the course of commercial discussions and the performance of the service, and use it only to perform the contract. This obligation remains in force for five (5) years after termination. Information is not confidential if it is in the public domain through no fault of the recipient, was already lawfully held by the recipient, or must be disclosed by order of a competent authority.

16. Termination and return of information

• The standard contract has a term of one (1) year, automatically renewable for equal periods, unless notice of non-renewal is given thirty (30) calendar days in advance.
• Either party may terminate it with thirty (30) calendar days’ prior written notice, subject to the agreed minimum term. In the event of a material breach, termination may be immediate.
• Upon termination, we make your information available in PDF files (for records and documents) and structured JSON (for transactional and master data), within thirty (30) business days following the notice of termination. Delivery is not conditional on payment of outstanding balances.
• We keep the information for sixty (60) calendar days after termination. It is then permanently and irreversibly deleted and, if you request it, we issue a certificate of deletion.

17. Limitation of liability

FastOfi’s total liability, for any cause, is limited to the amount actually paid by the customer during the three (3) months of service prior to the event giving rise to it. FastOfi is not liable for indirect damages, lost profits, loss of business opportunities, or for the loss or corruption of data caused by the customer or its users, misuse of the platform, failure to follow our technical recommendations or the outcome of validations performed by third parties.

These limits do not apply in the event of willful misconduct or gross negligence by FastOfi, in accordance with articles 63, 1522 and 1616 of the Colombian Civil Code, or where the law prohibits them. With respect to the website and the free trial, which are offered at no cost, the service is provided “as is”, without warranties beyond those imposed by law.

18. Force majeure

Neither party is liable for non-performance caused by force majeure or fortuitous events under article 64 of the Colombian Civil Code: acts of authority, natural disasters, epidemics, civil unrest, widespread power or telecommunications outages, large-scale cyberattacks not attributable to the party’s own security failures, or the unavailability of essential infrastructure providers. The affected party will notify the other within the following five (5) business days. If the event lasts more than sixty (60) calendar days, either party may terminate the contract without penalty.

19. Governing law and dispute resolution

These terms are governed by the laws of the Republic of Colombia. If a dispute arises, the parties will first seek a direct settlement for eight (8) business days; if they do not reach one, they will submit to conciliation at the Centro de Conciliación, Arbitraje y Amigable Composición of the Cámara de Comercio de Medellín para Antioquia and, should that fail, to the competent courts of Medellín. If any provision is found null or unenforceable, the remaining provisions retain their effect.

Where the person using the website qualifies as a consumer, they retain the rights granted by the Estatuto del Consumidor (Ley 1480 de 2011) and may turn to the Superintendencia de Industria y Comercio.

20. Changes to these terms

We may update these terms, particularly when our contract model or the regulations change. The current version and its date always appear at the beginning of this page. If the change is substantial, we will notify you through the platform or by email before it takes effect. Changes do not modify what your company has already signed: for customers with a contract, any modification of the agreed conditions requires a written agreement, except for what the contract itself allows to be updated unilaterally.

21. Contact and notices

• General and sales inquiries: [email protected] or WhatsApp +57 333 4340279.
• Contractual notices: [email protected], to the attention of the legal representative. Domicile: Medellín, Antioquia, Colombia.
• Personal data protection: [email protected].
• Customer support: the help desk within the platform.

Version 2026-10-14 · FastOfi Corp S.A.S. · NIT 901.031.306-1