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Terms and conditions

This English version is a convenience translation. Only the German version is legally binding.

§ 1 Scope

  1. These terms apply to all contracts between Koordinauten GmbH, Kieselbronner Str. 42 / 3, 75177 Pforzheim, Germany ("Karena", "we") and organizations that use the Karena platform ("Customer"). Customers are exclusively businesses (§ 14 BGB), clubs, associations and legal entities, not consumers.
  2. Deviating terms of the Customer apply only if we expressly agree to them in text form.
  3. The data processing agreement ("DPA") in its current version forms part of the contract.

§ 2 Service

  1. Karena is web-based software (software as a service) for managing members, contracts, fee billing, training operations, gradings, learning content, marketing templates and competition events. The scope of functions follows from the service description of the booked plan at karena.app/preise.
  2. We provide the software at the point of delivery (the exit of our data centre) with an availability of 99 % on annual average. Excluded are announced maintenance windows outside core hours (Mon–Fri 8:00–20:00) and outages for which we are not responsible.
  3. We develop the software continuously. Functions may change as long as the contractual core of the service is preserved. We give 90 days' notice before removing essential functions.
  4. Functions marked as "in development" or "beta" are provided without an availability commitment.
  5. Support is provided by email to karenasupport@koordinauten.de on working days, 9:00–17:00; response time one working day.

§ 3 Conclusion of contract and registration

  1. The contract is concluded when an organization completes registration and accepts these terms and the DPA.
  2. The Customer names at least one administrator. The email address stored in that administrator's account is the delivery address for contractual and data protection notices.
  3. The Customer ensures that the person registering is authorized to represent it.

§ 4 Prices and payment

  1. The prices of the booked plan at the time of booking apply. Prices are net, plus VAT.
  2. Billing is monthly in advance by invoice, payable within 14 days of the invoice date.
  3. We announce price changes 60 days in advance in text form. The Customer may terminate with effect from the date of the change until the change takes effect.
  4. If payment is more than 30 days overdue, we may block access after giving 7 days' notice. The Customer's data is retained during the block.

§ 5 Term and termination

  1. The contract runs for one month and renews by one further month at a time unless terminated with one month's notice to the end of the term. Notice may be given in text form or in the account settings.
  2. The right to terminate for good cause remains unaffected. Good cause for us exists in particular in case of repeated breach of § 6 or payment more than 60 days overdue.
  3. After the contract ends, we make an export of the Customer's data available for 30 days; afterwards the data is deleted in accordance with the DPA.

§ 6 Customer obligations

  1. The Customer is the controller within the meaning of the GDPR for the data of its members, athletes, guardians and staff. It ensures that processing through Karena rests on a legal basis, that data subjects are informed and, in particular for minors and for publications, that the necessary consents are in place. We provide templates for this; adapting and using them is the Customer's responsibility.
  2. The Customer does not enter data into Karena that it is not permitted to process, and does not use free-text fields for health data or other special categories under Art. 9 GDPR unless a field intended for that purpose exists.
  3. The Customer keeps credentials secret, grants permissions on the principle of least privilege and revokes access for departing persons without delay. It is liable for the actions of the users it creates.
  4. The Customer does not use Karena for unlawful content and refrains from attacks on the platform and from automated mass queries outside the interfaces provided.
  5. The Customer is responsible for the accuracy of billing data, rates, SEPA mandates and for submitting direct debit files to its bank. Karena provides no payment services and no tax or legal advice.

§ 7 Interfaces and third-party clients

  1. The Customer can connect Karena to its own tools through programming interfaces (API) and interfaces for third-party clients, including AI assistants (e.g. via the Model Context Protocol). Access is enabled by an administrator of the Customer.
  2. By connecting, the Customer transfers data to the provider it has chosen. The Customer alone is responsible for choosing the provider, for the legal basis of the transfer and for concluding a data processing agreement with that provider. The provider is not a subcontractor of Karena.
  3. Interface access is subject to the permissions of the respective user and is logged. Access tokens must be kept confidential and revoked if compromise is suspected.
  4. We may temporarily restrict interfaces in case of abusive use or use that endangers the platform, and will inform the Customer.

§ 8 Liability

  1. We are liable without limitation for intent and gross negligence, for injury to life, body or health, for fraudulently concealed defects and under the Product Liability Act.
  2. For slightly negligent breach of essential contractual obligations (obligations whose fulfilment makes proper performance of the contract possible in the first place and on whose observance the Customer may rely), our liability is limited to the foreseeable damage typical for the contract, but no more than the fees paid in the twelve months before the damaging event.
  3. Otherwise, liability for slight negligence is excluded.
  4. Strict liability for initial defects under § 536a (1) BGB is excluded.
  5. For loss of data we are liable only up to the amount that would have been required for recovery had we backed up the data properly in accordance with the DPA.

§ 9 Data protection and confidentiality

  1. Processing of personal data on behalf of the Customer is governed by the DPA. For data for which we are the controller ourselves (customer account, billing, support), our privacy policy at karena.app/datenschutz applies.
  2. Both parties treat non-public information of the other party as confidential, also after the contract ends.

§ 10 Changes to these terms

We may change these terms with effect for the future if there is an objective reason (e.g. changes in the law, new functions). Changes are announced in text form 30 days before they take effect. If the Customer does not object within this period, the changes are deemed accepted; we point out this consequence in the notice. If the Customer objects, either party may terminate with effect from the date of the change.

§ 11 Final provisions

  1. The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods.
  2. The place of jurisdiction is Pforzheim, provided the Customer is a merchant, a legal entity under public law or a special fund under public law.
  3. Should individual provisions be invalid, the remainder of the contract remains valid.

Last updated: 30 September 2026

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