Español · The Spanish text governs; this English version is a translation.

engman Terms of Service

Version: 2026-10-27

This is an English translation of engman's Términos del Servicio. The Spanish text governs; if the two differ, the Spanish prevails (section 19).

These Terms of Service ("the Terms") govern the use of engman. Read them in full before you accept them. If you have questions, write to us at hello@engmanapp.com.

1. Parties

1.1. These Terms are a contract between:

a) Ruben Amauri Melo Carballo, a natural person domiciled in Cartagena de Indias, Colombia, who acts under the trade name engman ("engman"), with an address for notices at Carrera 15 # 39-20, Cartagena de Indias, Bolívar, Colombia and the email address hello@engmanapp.com; and

b) the company or person that holds the Workspace ("the Customer" or "you"), identified by the legal name (or, for a natural person, their name), the country and, if one is entered, the tax identification number entered when the Workspace is created.

1.2. In these Terms:

• "Workspace" is the Customer's space in engman.
• "Owner" is the User who created the Workspace or who now holds it.
• "User" is a manager with an engman account: the Owner or another manager the Customer invited.
• "the Customer's People" are the Customer's employees and, where the Customer has determined it is lawful, its contractors, about whom Users keep Records. They have no engman account and are not parties to this contract.

1.3. engman is for business use only. The Customer contracts it so that the managers in its organization can manage the people on their teams, not for personal, family or household use. A natural person may be the Customer only if they contract engman for their business or professional activity, not as a consumer.

2. Acceptance and authority

2.1. These Terms are accepted by ticking a checkbox that is shown unticked:

a) when creating a Workspace: whoever creates it accepts on behalf of the Customer and states that they have authority to bind it. Anyone without that authority must not create the Workspace;

b) when accepting an invitation: the invited manager accepts as a User authorized by the Customer.

2.2. The parties agree that the User's sign-in to their engman account, followed by ticking the checkbox, is the method for identifying whoever accepts and for signing their acceptance (Ley 527 de 1999, art. 17).

2.3. For each acceptance, engman records the User, the Workspace, the versions of the Terms and of the Privacy Policy accepted, the kind of acceptance, the date and time, the IP address, the identification of the browser or application used (user agent), the session identifier and the language in which the text was shown. For the Owner's acceptances it also records the Customer's legal name or name, its country and, if one was entered, its tax identification number, as they stood at that moment. That record is the evidence of the acceptance.

2.4. The same checkbox covers three things: acceptance of these Terms, acceptance of the Data Processing Agreement (DPA) that these Terms incorporate, and the User's authorization for engman to process their own personal data as the Privacy Policy describes.

3. Contract documents

3.1. The contract between engman and the Customer consists of these Terms and the Data Processing Agreement (DPA). These Terms incorporate the DPA by reference, with all its annexes, including the list of Subprocessors and the notice template for the Customer's People. A "Subprocessor" is a provider that processes the Customer's personal data for engman.

3.2. The Privacy Policy is a separate document. It explains how engman, as controller (Responsable), processes its own data, such as the data of Users' accounts. It is also the data-treatment policy that Ley 1581 de 2012 requires.

3.3. If these Terms and the DPA conflict on anything about personal data, the DPA prevails. For Customers that export personal data from the European Union, the DPA's standard contractual clauses annex prevails over both.

4. The service and licence

4.1. engman is a web application where Users keep the 1:1s, feedback and career plans of the people on their own team, and import the records they already keep elsewhere, such as documents, spreadsheets or transcripts.

4.2. "Records" are the 1:1s, the action items agreed in them, feedback, career plans, imported documents and private notes that Users keep.

4.3. A User may also connect an artificial-intelligence assistant to engman through MCP or A2A (a "Connected agent").

4.4. engman grants the Customer a non-exclusive licence for its Users to use engman while this contract is in force. engman keeps all its rights in the service.

4.5. The Customer is the controller (Responsable) of the Records. engman processes them as processor (Encargado), on the Customer's behalf, under the DPA.

4.6. The Customer's People have no engman account: Users enter their information.

5. Accounts and users

5.1. Every User signs in with a second factor, such as a passkey or an authenticator-app code, including when they sign in with their Google account.

5.2. Invited managers act on the Customer's behalf. The Customer answers for its Users and for whatever is done with their accounts.

5.3. Each User accepts these Terms for themselves, and the block in section 15.5 also works per User. The Owner's acceptance binds the Customer; an invited manager's acceptance binds only that manager, as a User.

5.4. If ownership of the Workspace passes to another User, the new Owner does not have to accept these Terms again: the Customer remains bound by the acceptance in force. By accepting the transfer, the new Owner declares that they have authority to act for the Customer; engman records the transfer and tells the previous and the new Owner by email.

6. Customer obligations

For the Records, the Customer is the controller (Responsable) and engman is its processor (Encargado), as the DPA sets out. The Customer therefore takes on the obligations in this section.

6.1. Informing

The Customer informs each person about whom its Users keep Records that it uses engman, for what purposes, what rights the person has and how to exercise them. It may use the notice template published on the DPA page for this. It must give the notice before recording the first 1:1 with that person and, in any case, no later than one month after recording the first piece of data about them in engman.

6.2. Lawful basis

The Customer warrants that it holds the prior authorization that Ley 1581 de 2012 requires, or another valid lawful basis, to process in engman the data of each person about whom Records are kept. engman does not check that authorization or that lawful basis.

6.3. Special-category data

"Special-category data" includes, among others, data about anyone's health, religion, political opinions, sex life, trade-union membership, ethnic origin and biometric data. It includes what Colombian law calls "datos sensibles" (sensitive data).

The Customer records this data only when it is needed and its processing is lawful, under its own responsibility. It must hold the person's explicit authorization, which can never be inferred from unequivocal conduct (conductas inequívocas), and it may not make any activity conditional on the person providing this data.

engman does not tell this data apart from the rest of the text Users write and gives it no special handling, apart from the additional encryption the DPA describes for certain fields, such as private notes. When engman's artificial intelligence extracts information from imported documents, it leaves this data out and shows only the reason.

We recommend that you do not record health data unless it is essential.

6.4. Minors

engman is not designed for keeping Records about minors, and the Customer must not use it for that purpose.

6.5. Data-subject requests

The Customer handles the queries and complaints of data subjects, that is, of the people about whom Records are kept. If engman receives one of those requests, it forwards it to the Customer within the next 2 business days, tells the requester that it has forwarded it, and helps the Customer answer it as the DPA says.

6.6. Contractors

Users may keep Records about the Customer's contractors or its vendors' engineers only where the Customer has determined that doing so is lawful.

7. Artificial intelligence

7.1. Intended purpose

engman's artificial intelligence extracts, groups and summarizes the Customer's own Records, with links to their sources, and drafts agendas.

That is the intended purpose of engman's artificial intelligence.

7.2. What it never does

engman's artificial intelligence never rates, ranks, scores or compares people, never infers emotion, and never recommends hiring, promoting, disciplining or dismissing anyone.

7.3. Proposals

Every artificial-intelligence output and every write by a Connected agent is a Proposal that a person reviews and confirms in the web app before it is saved.

This is a contractual commitment by engman. Artificial-intelligence output may contain errors or omissions; that is why the User must review each Proposal before confirming it. The User may edit it before confirming it, and what is saved is what the User confirms.

7.4. No training

engman does not use the Customer's data to train artificial-intelligence models, and works only with model providers whose terms prevent them from training on that data. engman does not promise that those providers keep no data at all: their terms may allow them to keep it for a limited time, for example to detect abuse.

7.5. Providers

The artificial-intelligence providers engman uses are named only in the DPA's list of Subprocessors.

7.6. Connected agents

When a User connects a Connected agent, the data engman sends to that agent leaves engman and becomes subject to its provider's terms. That provider is not an engman Subprocessor.

A Connected agent acts under its User's acceptance and cannot accept these Terms or a new version of them.

While this version of the Terms is in force, Connected agents see only identifiers, such as names, work emails, teams, dates and statuses, and never what Records say.

The Owner can turn agents off in the Workspace, and the User or the Owner can disconnect each Connected agent.

7.7. Prohibited uses

The Customer may not use any output of engman's artificial intelligence as a basis, whether sole or partial, for evaluating a person's performance or behaviour, or for deciding on their hiring, promotion, pay, discipline or dismissal.

Records written by people and confirmed by a User are the Customer's records as an employer. The Customer may use them in its people-management processes, under its own responsibility.

The Customer must not use engman in a way that turns it into a high-risk artificial-intelligence system, for example by using its artificial intelligence to make decisions about employment relationships or to monitor and evaluate people's performance or behaviour. engman expressly specifies that its artificial-intelligence system is not to be changed into a high-risk system (Regulation (EU) 2024/1689, the Artificial Intelligence Act, art. 25(2)).

7.8. Transparency

Artificial-intelligence output is identified in the app as generated by artificial intelligence and carries a machine-readable mark that makes it detectable as such (Regulation (EU) 2024/1689, art. 50(2)). engman publishes a guide to the responsible use of its artificial intelligence, linked from these Terms.

7.9. Changes of purpose

Any change that widens the purpose described in section 7.1, or that narrows what section 7.2 promises, is a material change: it requires a new acceptance (section 15).

8. Acceptable use

The Customer and its Users may not use engman to:

a) make automated employment decisions about people, or categorize people in an automated way;

b) watch or monitor people unlawfully;

c) infer or label people's emotions;

d) enter or share unlawful content;

e) try to access data in other Workspaces, or harm engman's security or operation.

A breach of this section is a material breach for the purposes of section 13.

9. Pricing and billing

9.1. While this version of the Terms is in force, engman is offered free of charge, in free pilots. engman charges no fees and asks for no payment details.

9.2. Before charging any fee, engman will publish a new version of these Terms with the prices and payment conditions. That version will be a material change (section 15), so nothing is charged unless the Owner accepts it.

10. Warranties; pilots "as is"

10.1. During free pilots, engman is offered "as is" and as available. engman does not warrant that the service will work without interruptions or errors, or that it will suit any particular purpose of the Customer.

10.2. During a free pilot, engman is liable only for damage it causes with wilful misconduct (dolo) or gross negligence (culpa grave) (Código Civil, art. 1604).

10.3. Artificial-intelligence output may be inaccurate or incomplete. That is why a person must review each Proposal before confirming it (section 7.3).

11. Limitation of liability

11.1. engman's total liability to the Customer, for all events related to these Terms, is capped at the greater of (a) what the Customer paid engman in the 12 months before the claim and (b) USD 100 (one hundred United States dollars).

11.2. engman is not liable for indirect damages or for unforeseeable damages, that is, damages that were not foreseen and could not have been foreseen when the contract was made. This exclusion does not cover actual loss (daño emergente) or lost profit (lucro cesante) that is a direct and foreseeable consequence of a breach; those damages are subject to the cap in section 11.1.

11.3. Nothing in these Terms limits or excludes engman's liability for wilful misconduct (dolo) or gross negligence (culpa grave) (Código Civil, arts. 63 and 1522), or any liability the law does not allow to be limited, including liability arising from legal personal-data-protection duties.

12. Indemnity

The Customer will hold engman harmless against third-party claims, including those of the Customer's People and of authorities, that arise from any of these breaches by the Customer or its Users:

a) not informing the people about whom Records are kept (section 6.1);

b) not holding the authorization or another lawful basis to process their data (section 6.2);

c) using engman's artificial intelligence in a prohibited way (section 7.7).

The indemnity covers the damages engman must pay and the reasonable costs of its defence.

13. Term and termination

13.1. This contract is in force while the Workspace exists.

13.2. The Customer may end it at any time by deleting the Workspace. Only the Owner can do this, in the web app, after verifying their identity again and typing the Workspace's name.

13.3. engman may end it:

a) if the Customer materially breaches these Terms, including a prohibited use of the artificial intelligence (section 7.7) or a breach of section 8, and does not cure the breach within 15 days after engman's notice;

b) immediately, with notice to the Customer, if engman is used unlawfully or its use threatens the security of the service;

c) without cause, on 60 days' notice.

13.4. engman uses these powers in good faith and without abusing them (Código de Comercio, arts. 830 and 871).

13.5. If the Customer ends the contract because it objects to a new Subprocessor, under the DPA, or because it does not accept a material change (section 15), or if engman ends it without cause (section 13.3 c), engman refunds the proportional share of any fees it prepaid for the period it will not use.

13.6. When the contract ends, the obligations that by their nature must survive remain in force: the DPA's confidentiality and data protection for as long as engman keeps Customer Data, the indemnity (section 12), the warranties and limitation of liability (sections 10 and 11), data on termination (section 14), keeping the acceptance records, governing law and dispute resolution (sections 17 and 18), and amounts accrued and unpaid.

14. Data on termination

14.1. When the contract ends, engman deletes the Workspace's data. If the Owner deletes the Workspace, live data is deleted at once, and backups that still contain it expire within 7 days at most. If the contract ends another way, engman deletes it within the DPA's periods. The DPA describes these deletions in detail.

14.2. Before the contract ends, the Customer may get a copy of its data with the export features engman offers at that time. engman does not make manual exports. If engman ends the contract immediately (section 13.3 b), the Customer may export its data during the following 30 days, unless doing so creates a risk to the security of the service or is unlawful.

14.3. engman confirms the deletion to the Customer at the Owner's email address.

14.4. engman keeps the acceptance records in section 2.3 as evidence of the contract, even after the Workspace or the User's account is deleted, for the period the Privacy Policy states.

15. Changes and versions

15.1. Version. Each version of these Terms is identified by its effective date, shown at the top of the page. One version of the Terms also covers the DPA. Each earlier version stays published at a web address that includes its date. The Privacy Policy has its own version and changes as it itself says.

15.2. Non-material changes. Only the changes on this list are non-material, and only if they change no right or obligation of either party:

a) fixing typing, grammar or formatting errors, renumbering sections or fixing a link;

b) aligning the English translation with the Spanish text, which is the one that governs;

c) updating contact details: address, email or telephone;

d) adding or replacing a Subprocessor, which follows its own procedure in the DPA.

A version with only non-material changes applies from its effective date, without a new acceptance. This list does not apply to the DPA: every DPA change is material, except adding or replacing a Subprocessor.

15.3. Material changes. Every other change is material, in particular changes that touch prices, liability, the use of data, the purpose of the artificial intelligence and what it never does (sections 7.1 and 7.2), governing law, dispute resolution, termination, any term of the DPA and any change of the Customer's counterparty (section 16). When in doubt, the change is material.

15.4. Notice of every version. engman emails the Owners about every new version, material or not, at least 30 days before it takes effect, and explains what changed. engman keeps those emails as evidence.

15.5. Accepting a material version. From the effective date of a material version, each User must accept it to keep using engman: after sign-in, an acceptance page blocks the web app until they accept it, and their Connected agents receive the TERMS_NOT_ACCEPTED error until then. The Owner's acceptance binds the Customer and is also its approval, as controller (Responsable), of the DPA changes. The first version of these Terms is a material version.

15.6. If you do not accept it. If the Owner does not want to accept a material version, the Customer may end the contract by deleting the Workspace (section 13.2), with the refund in section 13.5.

16. Assignment

16.1. Ruben Amauri Melo Carballo may assign this contract, together with the DPA, to any company that Ruben Amauri Melo Carballo controls or to that company's successor, in any country, provided the assignee company takes on and is able to meet every obligation of these Terms, the DPA and the applicable personal-data-protection law. The Customer consents to that assignment now, without reservation (Código de Comercio, arts. 887, 893 and 894). When the assignment takes effect, the assignee company replaces Ruben Amauri Melo Carballo as a party to this contract.

16.2. engman gives the Customer notice of the assignment before it takes effect, in a way that leaves evidence of the notice. Every change of the Customer's counterparty is a material change (section 15): it is made through a new version of these Terms, which Users must accept to keep using engman.

16.3. The Customer may assign this contract only with engman's prior written consent, except to the company that succeeds it in a merger, a spin-off or the sale of its business, with prior notice to engman.

17. Governing law

These Terms and the DPA are governed by Colombian law while engman is a Colombian natural person or company. The exception is the DPA's standard contractual clauses annex for Customers that export personal data from the European Union: that annex is governed by the law of the European Union Member State that it names.

18. Dispute resolution

18.1. Direct negotiation. If a dispute arises, each party will try in good faith for 30 days to settle it by writing to the other: to engman, at hello@engmanapp.com; to the Customer, at the Owner's email address. This step is not mandatory: it is not a condition for going to conciliation or to a judge, or for asking for interim measures (Código General del Proceso, art. 13).

18.2. Colombian judges. If the dispute is not settled, it is decided by the competent Colombian judges under the general rules, after out-of-court conciliation where Ley 2220 de 2022 requires it.

18.3. The same rules apply to Customers domiciled outside Colombia. These Terms contain no arbitration agreement.

18.4. Disputes about the DPA's standard contractual clauses annex follow what that annex provides.

19. Language

These Terms are written in Spanish, and the Spanish text is the one that governs. The English version is a translation and is labelled as such; if it differs from the Spanish text, the Spanish prevails. The acceptance checkbox links the version in the language of the User's interface, and engman records the language that was shown.

20. Notices and contact

20.1. engman sends its notices to the Customer to the Owner's email address.

20.2. The Customer sends its notices to engman at hello@engmanapp.com. engman also answers at the telephone number +57 318 659 4497 and receives mail at Carrera 15 # 39-20, Cartagena de Indias, Bolívar, Colombia.

20.3. An email counts as written notice.