These General Terms of the Service (“Terms”) apply to the Agreement on the provision of the Service by Elva Technologies Oy (“Elva”), (Business ID: 3566463-2) to its clients. These Terms form part of the Agreement.
1 · Definitions
For the purposes of these Terms, and the Agreement the following definitions apply:
- Assignee
- : the individual employee, consultant, or candidate whose relocation or immigration matter is managed through the Services.
- Client
- : the company or organisation that has engaged Elva for the provision of Services pursuant to an Order Form.
- Confidential Information
- : any non-public information disclosed by one party to the other, whether orally, in writing, or through the Platform, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.
- Deliverable
- : any output, report, document, filing, or tangible result produced by Elva in the course of providing the Services.
- Elva IP
- : all intellectual property rights in the Platform, its underlying technology, software, algorithms, content, designs, branding, workflows, and Deliverables created by Elva independently of the Client's specific instructions.
- Immigration Authority
- : any governmental, regulatory, or quasi-governmental body with jurisdiction over immigration, work permits, residence permits, or related matters.
- Order Form
- : the written or electronic document, accepted by both parties, specifying the Services to be provided, the applicable fees, and any special conditions.
- Platform
- : Elva's proprietary technology platform, including any web-based interface, mobile application, APIs, and associated tools made available to the Client and Assignees.
- Services
- : the relocation, immigration, destination, technology, and any additional or add-on services described in Clause 2 and in the applicable Order Form.
- Service Package
- : the specific service tier or combination of add-on services selected by the Client as set out in the Order Form.
- Third-Party Provider
- : any external supplier, partner, housing agency, tax adviser, public authority, logistics provider, or service provider engaged by Elva to deliver any component of the Services.
2 · Description of services
2.1 Core Service Packages
Elva provides relocation and immigration services to companies seeking to hire or transfer talent across borders. Subject to the Client's selected Service Package and the applicable Order Form, Elva offers the following core packages:
- Full Move: Designed for non-EU hires, this package covers end-to-end relocation management, including preparation and filing of residence and work permit applications, coordination of immigration appointments, housing search and support, local administrative registrations (e.g., municipality registration, tax identification number), banking guidance, and onboarding coordination upon the Assignee's arrival in the destination country.
- Local Setup: Designed for EU hires or employees already in transit, this package covers post-arrival services, including local administrative registrations, housing support, utility setup guidance, and integration assistance.
- Immigration: A focused package covering immigration paperwork, including residence and work permit applications, visa coordination, and appointment booking with the relevant Immigration Authorities.
- Additional Services and Add-Ons: In addition to the core Service Packages, Elva may offer supplementary services as add-ons to a Client's engagement. These may include, without limitation: spousal and family relocation support; school and childcare search assistance; tax orientation and coordination with the Client's designated tax advisers; cultural integration programmes; language support; and ongoing destination concierge services. The availability, scope, and pricing of add-on services are as specified in the applicable Order Form or as otherwise agreed in writing between the parties. Add-on services are subject to these Terms unless expressly agreed otherwise.
2.2 Platform access
As part of all Service Packages, the Client and designated Assignees receive access to the Platform, which provides a centralised digital workspace for document management, task tracking, progress monitoring, communication with Elva's team, and access to relevant resources, timelines, and cost visibility.
2.3 Service commencement
Services commence on the date specified in the Order Form or, if no date is specified, upon receipt by Elva of all necessary information and documentation from the Client and the relevant Assignee required to initiate the Services.
2.4 Service changes
The parties may agree to additional or bespoke services via a supplementary Order Form or written amendment. Such additional services are subject to these Terms unless expressly agreed otherwise.
3 · Client obligations
3.1 Accuracy of information
The Client warrants that all information and documentation provided to Elva, including information provided by or on behalf of Assignees, is accurate, complete, and not misleading. Elva shall not be liable for any delays, errors, refusals, or adverse outcomes arising from inaccurate, incomplete, or untimely information provided by the Client or an Assignee.
3.2 Cooperation
The Client shall, and shall procure that each Assignee shall, cooperate fully with Elva and any Third-Party Provider in connection with the Services, including by providing requested documents, attending scheduled appointments, and following procedural instructions in a timely manner. Delays caused by the Client's or an Assignee's failure to cooperate shall not constitute a breach by Elva of its service obligations.
3.3 Compliance with laws
The Client is responsible for ensuring that its use of the Services and its employment or engagement of Assignees complies with all applicable laws, including employment law, immigration law, and tax law in all relevant jurisdictions. Nothing in these Terms constitutes legal, tax, or employment advice, and the Client shall not construe it as such.
3.4 Platform use
The Client shall ensure that access credentials to the Platform are kept secure and are not shared with unauthorised parties. The Client is responsible for all activity conducted through its Platform account. The Client must not use the Platform: (i) for any unlawful purpose; (ii) to transmit harmful, fraudulent, or misleading content; (iii) to interfere with the Platform's integrity, security, or performance; or (iv) in any manner that violates these Terms or applicable law.
3.5 Authorisation of data sharing
The Client warrants that it has obtained all necessary consents and authorisations from Assignees to share their personal data with Elva and, where applicable, with Third-Party Providers and Immigration Authorities, for the purposes of providing the Services, in accordance with applicable data protection law.
4 · Fees and payment
4.1 Fees
The fees payable for the Services are set out in the applicable Order Form. Fees are quoted in euros (EUR) unless otherwise agreed in writing.
4.2 Invoicing and payment terms
Unless otherwise agreed in the Order Form, Elva shall issue invoices in advance upon commencement of each Service Package per Assignee. Payment is due within fourteen (14) days of the invoice date. All invoices shall be submitted electronically. Fees for Core Service Packages are non-cancellable and non-refundable.
4.3 Late payment
Elva reserves the right to charge interest on overdue amounts at a rate of eight percent (8%) per annum above the European Central Bank's reference rate, accruing daily from the due date until the date of actual payment. Elva may also, without prejudice to its other rights, suspend access to the Platform and delivery of Services in the event of non-payment that remains unremedied for more than fourteen (14) days following written notice.
4.4 Taxes
All fees are exclusive of value-added tax (VAT) or any other applicable taxes, levies, or duties, which shall be added at the prevailing rate where applicable and are the responsibility of the Client.
4.5 Out-of-pocket expenses
Unless expressly included in the Order Form, third-party costs are not included in Elva's fees. Such costs may include, without limitation: government application and permit fees, official translation and notarisation fees, courier and apostille fees, housing-related deposits and agency fees, and travel costs incurred on behalf of the Assignee. Such costs shall be invoiced by Elva to the Client in arrears as and when incurred, accompanied by supporting documentation.
4.6 Fee changes
Elva may revise its standard fees by giving the Client at least sixty (60) days' written notice. Fee changes shall not affect Services already confirmed under a valid Order Form in force at the time of notice.
5 · Immigration matters: disclaimer and limitations
5.1 No guarantee of outcomes
Elva provides immigration assistance and case management services. All decisions regarding work permits, residence permits, visas, and other immigration matters are made exclusively and at the sole discretion of the relevant Immigration Authorities. Elva does not guarantee, represent, or warrant any particular outcome in relation to any application or proceeding before an Immigration Authority.
5.2 No legal advice
Unless explicitly stated in the Order Form, Elva does not provide legal advice. Information and guidance provided by Elva in connection with immigration matters is informational and procedural in nature and does not constitute legal advice, nor does it create an attorney-client or solicitor-client relationship. Where formal legal advice is required, the Client is encouraged to engage qualified legal counsel.
5.3 Delays and regulatory changes
Immigration processing times, requirements, and outcomes are subject to change by governmental authorities at any time and without notice. Elva shall not be liable for delays, refusals, complications, or additional costs arising from regulatory changes, authority processing backlogs, procedural changes, or any other factor beyond Elva's reasonable control.
5.4 Client responsibility
The Client acknowledges that the accuracy and completeness of information and documents submitted to Immigration Authorities is critical. The Client accepts full responsibility for any consequences arising from the submission of inaccurate or incomplete information, whether or not such information was provided to Elva by the Client or an Assignee.
6 · Data protection and privacy
6.1 Independent controllers
To initiate the Services for an Assignee, the Client shall transfer certain limited personal data to Elva, including the Assignee's name, contact information, nationality, and location. In respect of such a transfer the Client and Elva each act as independent data controllers with respect to the personal data they process in connection with the Services. The Client arranges the Services for the benefit of its Assignees, but does not instruct or direct Elva's processing of personal data; accordingly, Elva does not act as a data processor on behalf of the Client. Beyond the limited personal data provided by the Client to initiate the Services, Elva collects all personal data required for the provision of the Services directly from the Assignee. Elva determines the purposes and means of its processing of personal data in connection with the operation of the Platform and the provision of the Services, including account and profile information, usage data, financial data, and any other personal data provided to or collected by Elva through the Platform or support channels. Elva processes such data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR). Further details on how Elva collects, uses, and protects personal data are available in the Privacy Policy, accessible at https://withelva.com/privacy-policy.
6.2 Applicable law
Elva processes personal data in accordance with Regulation (EU) 2016/679 (the General Data Protection Regulation, “GDPR”) and applicable Finnish data protection legislation, including the Finnish Data Protection Act (1050/2018). The Client is responsible for ensuring it has a lawful basis for sharing Assignee personal data with Elva and for providing appropriate privacy notices to Assignees.
6.5 Data security
Elva implements appropriate technical and organisational measures, commensurate with the nature and sensitivity of the data processed, to protect personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage.
6.6 Usage data and platform data
As the data controller in respect of the Services, Elva collects, processes, and uses data generated through the operation and use of the Platform, including platform usage and interaction data, system performance data, and all personal and non-personal data collected from or relating to Assignees and other Platform users of the Client through the Platform and support channels (“Usage Data”). Elva may use Usage Data to operate, maintain, improve, and develop the Platform and the Services, including for analytics and product development purposes, for the duration of the Agreement and thereafter. Following termination or expiry of the Agreement, Elva retains the right to use anonymised and aggregated Usage Data that cannot reasonably be used to identify the Client, any Assignee, or any other individual, without restriction as to time or purpose.
7 · Intellectual property
7.1 Elva's intellectual property
All intellectual property rights in the Platform, its underlying technology, software, algorithms, content, designs, branding, workflows, and Deliverables created by Elva independently of the Client's specific instructions (“Elva IP”) remain the exclusive property of Elva or its licensors. No licence or assignment of Elva IP is granted except as expressly set out in these Terms.
7.2 Platform licence
Subject to the Client's compliance with these Terms and timely payment of fees, Elva grants the Client and its authorised Assignees a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform solely for the purposes of receiving the Services during the term of the applicable Order Form. This licence does not include the right to sublicense, copy, modify, reverse-engineer, or create derivative works of the Platform.
7.3 Client-submitted documents
To the extent the Client submits documents or information to Elva or uploads them to the Platform for the purpose of initiating or administering the Services (such as corporate authorisation documents), the Client warrants that it has the right to share such documents with Elva for that purpose. Elva shall use such documents solely for the purpose of providing the Services and shall not use them for any other purpose without the Client's prior written consent. Elva's collection and use of all other data generated through the Platform or the Services, including Assignee personal data, is governed by Section 6 and Elva's Privacy Policy.
7.4 Feedback
If the Client or any Assignee provides feedback, suggestions, or ideas regarding the Platform or Services, Elva may incorporate and use such feedback freely without any obligation or compensation to the Client.
8 · Confidentiality
8.1 Mutual obligation
Each party agrees to keep the other party's Confidential Information strictly confidential and not to disclose it to any third party without the prior written consent of the disclosing party, except as required by law or as necessary to perform obligations under these Terms.
8.2 Permitted disclosures
Each party may disclose Confidential Information to its employees, officers, contractors, and professional advisers who have a legitimate need to know such information and who are bound by confidentiality obligations at least as protective as those set out herein.
8.3 Exclusions
Confidentiality obligations do not apply to information that: (a) is or becomes publicly known through no act or omission of the receiving party; (b) was rightfully known to the receiving party before disclosure without restriction; (c) is rightfully received from a third party without restriction on disclosure; or (d) is required to be disclosed by law, court order, or regulatory authority, provided that the receiving party gives the disclosing party prompt prior written notice where legally permissible.
8.4 Survival
Confidentiality obligations under this Clause survive the termination or expiry of the Agreement for a period of three (3) years.
9 · Limitation of liability
9.1 Exclusion of indirect loss
Neither party shall be liable to the other for any indirect, incidental, consequential, special, punitive, or exemplary damages, including but not limited to loss of profits, loss of revenue, loss of data, loss of goodwill, or loss of business opportunity, arising out of or in connection with the Agreement or the Services, whether based on contract, tort (including negligence), statute, or any other legal theory, even if the party has been advised of the possibility of such damages.
9.2 Aggregate cap
Subject to Clause 9.3, each party's total aggregate liability to the other under or in connection with the Agreement and all Order Forms, whether arising in contract, tort (including negligence), or otherwise, shall not exceed the total fees actually paid by the Client to Elva in the twelve (12) calendar months immediately preceding the event or series of events giving rise to the claim.
9.3 Exceptions
Nothing in these Terms limits or excludes either party's liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; (c) any liability that cannot lawfully be excluded or limited under applicable Finnish law or EU law.
9.4 Duty to mitigate
Each party shall take all reasonable steps to mitigate any loss it suffers or incurs as a result of any event or circumstances that may give rise to a claim against the other party under these Terms.
10 · Indemnification
The Client shall indemnify, defend, and hold harmless Elva and its officers, directors, employees, and agents from and against any and all third-party claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with: (a) the inaccuracy or incompleteness of information provided by the Client or any Assignee to Elva or to any Immigration Authority; (b) the Client's violation of any applicable law or regulation; or (c) any claim brought by an Assignee against Elva arising directly from acts or omissions of the Client in its capacity as employer or engager.
11 · Third-party providers
11.1 Engagement
Elva may engage Third-Party Providers to fulfil elements of the Services. Elva will exercise reasonable care and diligence in selecting and overseeing Third-Party Providers and shall remain responsible for coordinating their engagement in line with Elva's service obligations.
11.2 Limitation of liability for third parties
Elva shall not be liable for the acts, omissions, delays, errors, or insolvency of Third-Party Providers to the extent that such acts or omissions are beyond Elva's reasonable control, provided that Elva exercised reasonable care in engaging and supervising the relevant provider.
11.3 Third-party terms
Certain components of the Services may be subject to the terms and conditions of Third-Party Providers. Where such terms are material to the Client's or Assignee's use of the Services, Elva will notify the Client accordingly, and the Client agrees to comply with such third-party terms to the extent applicable.
12 · Force majeure
Neither party shall be in breach of the Agreement or otherwise liable for any delay in performing, or failure to perform, any of its obligations under the Agreement to the extent that such delay or failure results from a Force Majeure Event. A “Force Majeure Event” means any circumstance beyond a party's reasonable control, including acts of God, war, armed conflict, terrorism, epidemic, pandemic, natural disaster, governmental or regulatory action (including changes in immigration law or policy), civil unrest, strikes or industrial action (other than by the affected party's own workforce), or failure of telecommunications networks or internet infrastructure.
The affected party shall notify the other party promptly upon becoming aware of a Force Majeure Event and shall use reasonable endeavours to resume performance as soon as practicable. If a Force Majeure Event continues for more than sixty (60) consecutive days, either party may terminate the affected Order Form on written notice, without liability, save that the Client shall remain liable for fees in respect of Services already performed prior to termination.
13 · Term and termination
13.1 Term
These Terms take effect upon execution of the Agreement and remain in force until further notice. Each individual Order Form submitted via the Platform shall remain in force for a period of four (4) months commencing on the date of receipt by Elva of all necessary information and documentation from the Client and the relevant Assignee required to initiate the Services. The term of an Order Form may be extended by mutual agreement of the parties through the Platform, in which case the fees applicable to such extension period shall be agreed separately between the parties.
13.2 Termination for convenience
Either party may terminate the Agreement, or any individual Order Form for convenience by providing thirty (30) days' prior written notice to the other party. Fees for Services rendered, and non-cancellable third-party costs committed, prior to the effective date of termination remain due and payable in full.
13.3 Termination for cause
Either party may terminate the Agreement or any Order Form immediately upon written notice if the other party: (a) commits a material breach that is incapable of remedy; (b) commits a material breach that is capable of remedy but fails to remedy it within fourteen (14) days of receiving written notice specifying the breach; or (c) becomes insolvent, enters into administration, receivership, or liquidation, or makes a general assignment for the benefit of creditors.
13.4 Effect of termination
Upon termination or expiry of the Agreement or any Order Form: (a) all licences granted thereunder shall immediately cease; (b) each party shall promptly return or securely destroy the other party's Confidential Information upon request; (c) all accrued payment obligations and accrued rights of action shall survive; and (d) Clauses 6 (Data Protection), 7 (Intellectual Property), 8 (Confidentiality), 9 (Limitation of Liability), 10 (Indemnification), and 15 (Governing Law) shall survive termination or expiry indefinitely or as otherwise specified.
13.5 Data retention post-termination
Following termination or expiry of the Agreement, Elva will retain personal data of Assignees and any other personal data collected through the Platform in connection with the Services for no longer than ninety (90) days, after which it will be securely deleted or anonymised in accordance with Elva's Privacy Policy, unless a longer retention period is required by applicable law or regulatory obligation. Elva's right to retain and use anonymised and aggregated Usage Data following termination is governed by Clause 6.3.
14 · Amendments
No amendment, modification, or supplement to the Agreement or these Terms shall be valid or binding unless made in writing and duly signed by authorised representatives of both parties.
15 · Governing law and dispute resolution
15.1 Governing law
The Agreement and any non-contractual obligations arising out of or in connection with it shall be governed by and construed in accordance with the laws of Finland, excluding its conflict of laws rules.
15.2 Amicable resolution
In the event of any dispute, controversy, or claim arising out of or in connection with the Agreement, the parties shall use their reasonable endeavours to resolve the matter through good-faith negotiations. Either party may initiate this process by giving written notice to the other, and the parties shall attempt to reach a resolution within thirty (30) days of such notice (or such longer period as agreed in writing).
15.3 Arbitration
Any dispute, controversy or claim arising out of or relating to the Agreement, or the breach, termination, or validity thereof, shall be finally settled by arbitration in accordance with the Arbitration Rules of the Finland Chamber of Commerce. The number of arbitrators shall be one. The seat of arbitration shall be Helsinki, Finland. The language of the arbitration shall be English.
16 · General provisions
16.1 Entire agreement
The Agreement, including these Terms and any applicable Order Form and Schedule, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior agreements, understandings, negotiations, representations, and discussions, whether oral or written, relating to the same subject matter.
16.2 Severability
If any provision of these Terms is held by a court of competent jurisdiction to be invalid, illegal, or unenforceable in any respect, that provision shall be limited or eliminated to the minimum extent necessary so that these Terms shall otherwise remain in full force and effect and be enforceable.
16.3 Waiver
No failure or delay by either party in exercising any right, power, or remedy under these Terms shall operate as a waiver thereof. No single or partial exercise of any right, power, or remedy shall preclude any other or further exercise thereof. Any waiver must be in writing to be effective and shall not constitute a waiver of any subsequent breach of the same or any other provision.
16.4 Assignment
The Client may not assign, transfer, novate, or otherwise deal with any of its rights or obligations under the Agreement without Elva's prior written consent, which shall not be unreasonably withheld. Elva may assign its rights and obligations under the Agreement to an affiliate or group company, or in the context of a merger, acquisition, restructuring, or sale of all or substantially all of its assets, upon written notice to the Client.
16.5 Notices
All notices, consents, approvals, and other communications under the Agreement shall be in writing and shall be deemed duly given when: (a) delivered by email with delivery confirmation, or (b) sent by registered post or courier to the addresses specified in the Order Form. Notices to Elva shall be addressed to: [email protected].
16.6 Relationship of the parties
Nothing in these Terms creates, implies, or evidences any partnership, joint venture, agency, franchise, or employment relationship between the parties. Each party acts as an independent contractor. Neither party has authority to bind the other in any respect except as expressly provided in these Terms.
16.7 Rights of third parties
Save as expressly provided in these Terms, a person who is not a party to these Terms has no right to enforce any term of these Terms. The rights of the parties to rescind or vary these Terms are not subject to the consent of any other person.
16.8 Language
These Terms are drafted in the English language. In the event of any conflict or inconsistency between the English version and any translation of these Terms, the English version shall prevail.
16.9 Counterparts and electronic execution
Order Forms and amendments to the Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which, taken together, shall constitute one and the same instrument. Electronic signatures shall be deemed valid and binding to the same extent as original signatures.
Version history
Clause and section numbering follows the signed Agreement, so a clause cited from this page matches the same clause in your contract. Anchor links such as /terms#liability are stable across versions.
| Version | Effective | Status |
|---|---|---|
| 0.2 | 27 March 2026 | In force |
| 0.1 | Superseded | Available on request from [email protected] |
Clients on a signed Agreement are notified in writing before a new version takes effect; changes never apply retroactively to Order Forms already confirmed.
Elva Technologies Oy · Business ID 3566463-2 · Notices: [email protected]