Special terms and conditions for Kivra+ Business

Valid from 7 June 2021 and onwards.

In case of any inconsistencies between the Swedish and the English version of these "Special terms and conditions for Kivra+ Business", the Swedish version shall take precedence.

1. General

These special terms and conditions (the “Terms”) apply when Kivra Sverige AB, reg. no. 556917-3544, or another company within the same group as Kivra Sverige AB (“Kivra”/”We”/”Us”) provides a service for you as a business user at Kivra (the “User”/”You”) to receive and handle mail and other documents digitally, from senders via various channels (“Plus Senders), (“Kivra+ Business”)

To access Kivra+ Business, You must accept these Terms. The Terms apply as special terms in addition to General Terms and Conditions for the Service ("General Terms''). The Terms apply when You use Kivra+ Business.

All definitions that can be found in the General Terms and Conditions for the Service shall, unless otherwise stated in these Terms, have the same meaning in these Terms. In the event of any inconsistency between these Terms and the General Terms, the provisions of these Terms shall take precedence.

By entering into the Terms, the User authorizes Kivra to handle Kivra+ Business in the way that Kivra deems appropriate and effective, without Kivra having to obtain prior approval from the User in each individual case.

2. Access to the service

Users order Kivra+ Business by applying to Kivra via one of the registration options that Kivra offers from time to time.

Kivra+ Business is available to Users who are limited companies, trading companies, limited partnerships, economic associations (including tenant-owner associations) and non-profit associations that are affiliated with an organization approved by Kivra.

To be able to register for Kivra+ Business, the User must have registered for the Service and have a digital company mailbox with Kivra.

The application for registration can be made by the User's Company Signer or by someone to whom the User has given handling rights in the User's digital company mailbox.

3. Service description

3.1 The scanning service

Within Kivra+ Business, Kivra offers a service for scanning physical mail for delivery to the User's digital company mailbox (the “Scanning Service”).

3.1.1 Kivra address

In the Scanning Service, the User is assigned a unique physical postal address ("Kivra Address"). The User can then provide the Kivra Address to the Plus Senders who send physical mail to the User. It is the User's responsibility to inform Plus Senders that the User wishes to have mail sent to its Kivra Address.

3.1.2 Delivery address

To be able to use the Scanning Service, the User needs to provide a physical postal address in Sweden ("Delivery Address"). The Delivery Address must not be a box address and it must not be the same as the Kivra Address.

The User is responsible for ensuring that the Delivery Address is always correct and up to date.

3.1.3 Scanning and delivery of e-letters

Physical mail sent by Plus Senders to the Kivra Address will, under the conditions stated below, be opened, scanned and then delivered digitally to the User's digital company mailbox in the form of E-letters. The E-mail is also provided with a Document ID.

The E-letter is delivered to the User within two (2) working days from the time the physical mail is delivered to the Kivra Address.

3.1.4 Handling of original items

Physical mail that has been digitally delivered to the User ("Original Items") is archived by Kivra for seven (7) years from the time the mail is delivered to the Kivra Address. The User has the opportunity, as long as the Original Item is archived, to request that it be sent to the User's specified Delivery Address for the fee stated in the Price List. Delivery of Original Items takes place through the ordinary postal service.

3.1.5 Unscannable items

Physical mail that is not, in Kivra's assessment, possible to scan, including but not limited to packages, debit cards and other items in odd formats ("Unscannable Items") will not be scanned and archived in connection with delivery to the Kivra Address.

Kivra shall instead, for the fee specified in the Price List, within two (2) working days from the time the Unscannable Item was delivered to the Kivra Address, send the Unscanable item to the User's Delivery Address. The delivery of Unscannable Items takes place through the ordinary postal service or, if Kivra so decides, by courier.

The User is responsible for informing Plus Senders that Unscannable Items should not be sent to the Kivra Address.

Unscannable Items that cannot be delivered to the User due to the User not having provided a correct or updated Delivery Address will need to be destroyed.

3.1.6 Recommended mail etc.

The User is responsible for retrieving mail that is sent by registered mail to the User's Kivra Address. The same applies to mail that for some other reason must be picked up personally by the User.

The User is responsible for informing Plus Senders that mail that must be picked up personally by the recipient should not be sent to the Kivra Address.

3.1.7 Marketing materials

Physical mail which, in Kivra's assessment, constitutes marketing material or other material of a similar nature, including but not exclusively brochures, flyers and newspapers ("Marketing"), will not be scanned or archived in connection with delivery to the Kivra Address. Kivra shall instead, without first obtaining approval from the User, destroy such Marketing. Kivra cannot be held responsible for any direct or indirect damage that the User suffers as a result of the destruction of mail that Kivra has deemed to constitute Marketing.

3.1.8 Receiver unknown

Physical mail delivered to Kivra where the recipient, after an ocular examination by Kivra, cannot be read will be sent back to the Plus Sender. If such physical mail does not have a sender or the Plus Sender cannot be read, Kivra shall return the mail to the postal operator who delivered it to Kivra. Such a postal operator is responsible for handling the mail in accordance with the Postal Act's rules on unsolicited letters.

3.1.9 Content of physical mail

Kivra is not responsible for the content or for errors and omissions in the physical mail sent to the User as E-letters, Unscannable Items or Original Items. Kivra shall not be liable in any way for any damage that occurs to the User as a result of the content of the physical mail or for errors and deficiencies in the content that arose before the physical mail was delivered to the Kivra Address.

3.2.0 The e-mail service

Within Kivra+ Business, Kivra offers a service for receiving e-mail for delivery to the User's digital company mailbox (the “E-mail Service”).

3.2.1 Kivra e-mail address

In the E-mail service, the User is assigned a unique e-mail address ("Kivra e-mail address"). The User can then provide the Kivra e-mail address to the Plus Senders who send e-mail to the User. It is the User's responsibility to inform Plus Senders that the User wishes to receive e-mail sent to his Kivra e-mail address.

3.2.2 Receipt of e-mails and delivery of e-letters

E-mails sent to the Kivra e-mail address are received by Kivra and delivered to the User's digital mailbox in the form of E-letters under the conditions set out below.

3.2.3 Spam

E-mails that Kivra deems to be spam will not be delivered as E-letters to the User's digital mailbox. Kivra shall instead, without first obtaining approval from the User, delete such e-mails. Kivra cannot be held responsible for any direct or indirect damage that the User suffers as a result of deletion of e-mails that Kivra has deemed to be spam.

3.2.4 Unknown recipient

If e-mail delivered to Kivra has no recipient, the Plus Sender will be informed that the message could not be delivered.

3.2.5 E-mail content

Kivra will only deliver content in the form of text and attachments in the formats JPEG, PDF and PNG to the User in the form of E-letters. Content in HTML format will not be delivered to the User. Emails that contain attachments in other formats, or that contain more than one (1) attachment, will not be delivered to the User. The Plus Sender will then be informed that the message could not be delivered.

Kivra is not responsible for the content or for errors and omissions in e-mails sent to the User as E-letters. Kivra shall not be liable in any way for any damage that occurs to the User as a result of the content of the e-mails or for errors and omissions in the content that arose before the e-mail was delivered to the Kivra e-mail address.

3.3 The interpreting service

Within Kivra+ Business, Kivra offers a service for interpreting incoming E-letters (the “Interpreting Service”). In the Interpreting Service, Kivra identifies information in E-letters in order to streamline the accounting process for the User in the accounting services that are connected to Kivra.

3.3.1 Identification of accounting items

In the Interpreting Service, Kivra classifies all incoming E-letters as either "accounting items" or "other". E-letters that Kivra deems to be accounting items will be interpreted by Kivra. E-letters that Kivra classifies as "other" will not be interpreted.

The user is responsible for checking that the classification of incoming E-letters is correct.

3.3.2 Interpretation of accounting information

The E-letters that are classified as accounting items will be interpreted by Kivra by trying to identify and validate such information that is needed for accounting and link these to the E-letter.

Kivra is not responsible for the interpreted information being correct.

3.3.3 Modification and supplementation of interpreted information

The user can not change or supplement the information that Kivra has interpreted in the Interpreting Service. This can instead be done in the accounting service to which the User has connected its digital company mailbox.

Kivra is not responsible for the corrected and supplementary information being correct.

4. Prices and payment

Kivra+ Business is provided for a fee. The fees are stated in the current price list provided by Kivra or a reseller. Kivra's price list is available here.

If the User pays for Kivra+ Business directly to Kivra, the payment option registered by the User will be charged monthly. Fixed fees are charged in advance. Other fees are charged in arrears. The User is responsible for ensuring that there is always an active payment option registered.

If the User pays for Kivra+ Business via a reseller, the terms of payment are regulated between the User and the reseller.

5. Processing of personal data

The User is the controller for personal data and Kivra is the User's data processor for the processing of personal data in Kivra+ Business. The relationship is regulated in the Data Processing Agreement, including the Specification of these Terms. In order to provide Kivra+ Business to the User, Kivra needs to collect and process certain personal data about the User's representatives in accordance with the information about Kivra's processing of personal data that you find here.

6. Change in service

The functions that can be used from time to time via Kivra+ Business may vary in scope and design over time. Kivra reserves the right to continuously develop, expand, restrict or otherwise change the design of the service, technical functions, systems and other components and the conditions for these. The content and conditions that apply to the service at any given time are always communicated to the User for him to decide on when using the service.

Kivra informs the User via the Service when new functions are introduced. Users automatically gain access to new features that are provided at no cost to the User and that do not require the User's consent. If new functions are offered for a fee or require the User's consent, the User chooses whether these are to be added to Kivra+ Business or not.

7. Suspension and termination of service

7.1 User rights

A User has the right to terminate Kivra+ Business at any time by notifying Kivra that the User wishes to terminate this service. The User's notice period for Kivra+ Business is 45 days. The notice period is calculated from the day when the notice comes to Kivra.

Termination by the User due to the User not accepting changes to the Terms shall be made in accordance with this section 7 and not in accordance with the writings in the General Terms and Conditions of the Service.

7.2 Kivra's rights

If the User does not pay for Kivra+ Business, the service is automatically terminated 45 days from the day when the fee fell due for payment.

During the notice period and after the termination of the service, Kivra has the right to invoice the User for the fees and costs that the User causes Kivra in accordance with the current price list.

7.3 Obligations of the User

Upon termination of Kivra+ Business, the User is responsible for notifying all Plus Senders that physical mail shall no longer be sent to the Kivra Address and/or that e-mail shall no longer be sent to the Kivra e-mail address. The User is responsible for any costs that arise for Kivra as a result of Plus Senders continuing to send physical mail to the Kivra Address and/or e-mail to the Kivra e-mail address after the end of the notice period, see price list.

7.4 Kivra's obligations

During the notice period, Kivra shall deliver Kivra+ Business to the User in accordance with the Terms.

7.3 Reactivation

The User has the opportunity to reactivate Kivra+ Business during the notice period.

If the service is terminated due to non-payment, Kivra+ Business is automatically reactivated if the User registers an active payment option in the Service during the notice period.

After reactivation, the notice periods set out in this paragraph 7 shall apply.

8. After termination of the Service

When the notice period is over, no physical mail or E-letters will be sent to the User via Kivra+ Business.

Kivra reserves the right to notify relevant postal operators that the User has terminated the Kivra Address and that any letters to the User addressed to the Kivra Address are undeliverable. Kivra also reserves the right not to receive physical mail addressed to the Kivra Address.

Any mail delivered to the Kivra Address after the notice period will need to be destroyed. As stated above, it is therefore important that the User notifies the Plus Senders that physical mail shall no longer be sent to the Kivra Address and/or that e-mail shall no longer be sent to the Kivra e-mail address well in advance of the notice period. Kivra cannot be held responsible for any direct or indirect damage that this procedure may cause to the User.

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