Terms of Use for the communication apps
These terms apply to Q4 Cockpit (Windows program and browser interface at
cockpit.q4m.de), Q4pilot (app for iPhone, iPad and Android)
and Q4 Assist (app.q4m.de) — referred to below as “the apps”.
All three are access points to the same communication system, which is why the
same terms apply to them.
Our industry-specific applications — such as Q4 Gastro, Q4 Taxi, Q4 Cowork or Q4 Service — are governed by their own terms. The overview of terms shows which set applies to which product.
1. Who has a contract with whom
The apps are not offered to consumers. The contracting party is always the company for which we operate the telephone system and related services (the “customer”). Anyone using the apps does so as an employee or contractor of that company (the “user”); no separate contract is formed between you personally and us.
These terms govern how the apps may be used. Commercial matters — scope of services, prices, terms, availability commitments — are set out in the contract with the customer. In the event of a conflict, the contract with the customer prevails over these terms.
2. What the apps do
The apps provide access to a communication system operated by us: telephony, call history, extension and availability display, messages, calendar and task features, door intercoms with video and — depending on the booking — further modules. The customer decides which modules are enabled.
3. Right of use
For the term of the contract we grant the customer a simple, non-exclusive, non-sublicensable and non-transferable right to use the apps within its own business operations. The software is not sold; it remains our intellectual property or that of our licensors.
In particular, the following are not permitted: passing on, renting or sublicensing to third parties, removing manufacturer information, and reverse engineering, decompiling or modifying the software. Statutory rights under sections 69d and 69e of the German Copyright Act (error correction, backup copy, achieving interoperability) remain unaffected.
4. Access, credentials, sign-in by QR code
Accounts are created by the customer’s administration; you cannot register within the apps themselves. Credentials are personal and must not be shared — this expressly includes the sign-in QR code used to pair a mobile device: anyone who photographs or forwards that code signs another person in under your name. That is why the code is valid for two minutes only and can be redeemed exactly once.
Loss of an account, or any suspicion of misuse, must be reported without delay to the customer’s administration or to us so that we can block it.
5. Emergency calls — please read carefully
The apps are not a substitute for a telephone capable of placing emergency calls. They work over internet connections. If power, internet, mobile network or the device itself fails, no call is possible — including no emergency call. In addition, when an emergency call is placed over internet telephony, your actual location cannot be transmitted reliably; the control centre may see the company’s registered address instead of where you are.
Always keep a mobile phone on a cellular network or a fixed-line connection available for emergency calls. The customer is obliged to inform its users of this point.
6. Updates and availability
The apps are continuously developed further. The interface is loaded from our server each time you start, and the Windows program updates itself through a built-in update function. By using the apps you agree that updates are obtained and installed automatically; we provide support only for the current release.
We announce maintenance work where possible. These terms do not promise any particular level of availability; the contract with the customer governs this.
7. Call recording
Recording only takes place if the customer has expressly ordered and enabled it. The customer is responsible for ensuring that the legal requirements are met — in particular the consent of all participants. Secretly recording the spoken word not intended to be public is a criminal offence under section 201 of the German Criminal Code. Q4 Cockpit shows the setting that applies to your extension under “Settings → Version & account”.
8. Features using artificial intelligence
Where booked, the apps automatically produce summaries, notes or draft text. Such results are suggestions, not verified statements: they may be incomplete or wrong. They must not serve as the sole basis for decisions of legal or commercial significance. The service providers involved are listed in the privacy notice of the respective app — Q4 Cockpit or Q4pilot.
9. Customer data
All content processed through the apps remains the customer’s data. We process it solely on documented instructions in order to provide the service — the data processing agreement sets out the details. We do not use this data for our own purposes, for advertising, or to train AI models.
10. User obligations
Our acceptable use policy applies in addition. In the event of serious or repeated breaches we may temporarily block individual accounts; we inform the customer without delay.
11. Third-party components
The apps contain open-source components of third parties, which are subject to their respective licences. We provide a list on request at info@q4m.de.
12. Liability
We are liable without limitation in cases of intent and gross negligence, for injury to life, body or health, for fraudulently concealed defects, within the scope of a guarantee given, and under the German Product Liability Act.
In cases of ordinary negligence we are liable only for breaches of material contractual obligations — obligations whose fulfilment makes proper performance possible in the first place and on whose observance a party may regularly rely — and limited in amount to the foreseeable damage typical for this type of contract at the time the contract was concluded. Any further liability is excluded.
13. Changes to these terms
We may amend these terms where necessary to reflect new features or a changed legal situation, provided this does not unreasonably disadvantage the customer. We notify the customer of changes in text form at least six weeks before they take effect. If the customer does not object within that period, the changes are deemed accepted; we point out this consequence separately in the notification.
14. Final provisions
German law applies, excluding the UN Convention on Contracts for the International Sale of Goods. If the customer is a merchant, a legal entity under public law or a special fund under public law, the exclusive place of jurisdiction is Saarbrücken. Should any provision be invalid, the validity of the remaining provisions remains unaffected.
15. Provider
Q4 media AG
Röntgenstr. 9
66763 Dillingen/Saar, Germany
Phone: +49 6831 76885-0 · Email:
info@q4m.de
Executive Board: Michael Petto · Saarbrücken Local Court, HRB 13741