Terms of Service

Last updated: 21 September 2026

Who we are

PILLAR is provided by:

PILLAR Relocation ApS
CVR 46773705
Lavetten 47, 4100 Ringsted, Denmark
support@pillarrelocation.com

In these terms, “we” and “us” mean PILLAR Relocation ApS. “You” and “the customer” mean the organisation that has signed up for the service — normally a relocation management company.

The service

PILLAR is a software platform, delivered over the internet, that relocation management companies use to run international employee relocations. It holds cases, tasks, documents, appointments and communications, and gives the people involved in a relocation a shared place to work. It includes an AI assistant and automatic reading of uploaded documents, described below.

Each customer gets their own workspace. One customer’s data is kept separate from every other customer’s.

The service is provided as it stands at the time you use it. We add to it and improve it over time. We will not remove a material part of what you rely on without telling you first.

Accounts and access

A customer administrator creates and manages the accounts for their own organisation.
Accounts are personal. They are not to be shared between people.
You are responsible for keeping sign-in details secure, and for what happens under your organisation’s accounts.
Tell us promptly if you believe an account has been compromised.
We may suspend an account where we reasonably believe it is being misused or is putting other customers at risk. We will tell you why.

What the customer is responsible for

You decide what goes into your workspace, so you are responsible for:

Having a lawful basis for the personal data you put into PILLAR, and telling the people concerned what you are doing with it. This includes a lawful basis under Article 9 or Article 10 of the GDPR if you record health information or criminal-record certificates.
The accuracy of the case data, documents and contact details you enter.
Who you invite into a case, and what they can see.
Any third-party service you connect to PILLAR — Microsoft 365, OneDrive, SharePoint, Google Drive or Dropbox. Those are your own accounts, under your own agreement with that provider, and the permissions you grant PILLAR there are your choice.
Switching inbound email capture on or off, choosing which shared mailbox it reads, and keeping that mailbox permission limited to the one mailbox on your side.
Deciding how long finished cases are kept, and deleting them, or asking us to erase a person, when your own retention policy says so.

Acceptable use

Do not use PILLAR to:

Break the law, or help someone else break it.
Store or send material you have no right to store or send.
Attempt to reach another customer’s workspace or data.
Probe, scan or attack the service, or work around its access controls. Security testing of the service needs our written permission first.
Upload malware, or anything designed to damage the service or its users.
Resell or repackage the service as your own without our written agreement.

AI features

PILLAR includes an AI assistant that can answer questions about a case, draft work, and propose changes, and it reads uploaded documents to suggest the details they contain.

A person decides. Any change the assistant proposes is shown to the user and waits for their approval before anything is written. Details read out of a document are suggestions until a person reviews and saves them.
No training on your data. We do not use your data to train AI models, and we will not use it to train any general-purpose or shared AI model without your prior written authorisation. Our AI provider states that prompts and responses are not used to train its models.
Where it runs. AI processing stays within Microsoft’s EU Data Boundary. The Privacy Policy describes exactly what is sent, where, and for how long it is kept.
Check the output. AI suggestions can be wrong or incomplete. You remain responsible for reviewing them before you rely on them.

PILLAR is software, not advice

PILLAR helps you organise and carry out relocations. It does not give immigration, legal, tax or financial advice, and nothing it produces is a substitute for the judgment of a qualified adviser or for the decisions of the authorities involved. Decisions about a relocation, and about any application or filing made as part of it, remain yours and theirs.

Data protection

For the personal data in your workspace, you are the data controller and we are the data processor. We handle that data on your instructions.

The details — what we may do with the data, the sub-processors we use, how we help you answer requests from the people whose data it is, and what happens to the data when our agreement ends — belong in a data processing agreement between us. Before your workspace holds real case data, we sign one with you based on the standard processor clauses published by the Danish Data Protection Agency (Datatilsynet) and approved by the European Data Protection Board under Article 28(8) of the GDPR. Where the data processing agreement and these terms disagree about personal data, the data processing agreement wins.

Our Privacy Policy explains what data passes through the platform, where it is hosted, who we use to deliver the service, and how long each kind of data is kept. Our Security page describes how it is protected.

Service availability

We aim to keep PILLAR available and working. We monitor it, we back it up, and we fix problems as quickly as we reasonably can.

The service will sometimes be unavailable — for planned maintenance, for an urgent fix, or because something outside our control has failed. We will give notice of planned maintenance where we can, and we will aim for times that cause the least disruption.

Intellectual property

The PILLAR platform — the software, the design, the documentation and the PILLAR name — belongs to us, and stays ours. Using the service does not transfer any of that to you.

The data you put into PILLAR stays yours. We do not claim ownership of your cases, documents or records. We use them only to provide the service to you, as the data processing agreement will set out.

If you send us feedback or a suggestion, we may act on it without owing you anything for it.

Warranties and liability

We will provide the service with reasonable skill and care.

Beyond that, the warranties we give and the limits on each side’s liability are set out in the written agreement between us and the customer. Nothing in these terms limits liability where the law does not allow it to be limited.

Term and termination

These terms apply for as long as you use the service.

Either side may end the agreement in line with the notice terms in the written agreement between us.
We may suspend or end access if these terms are seriously or repeatedly broken, or if fees go unpaid. We will tell you first and, where it is reasonable to do so, give you a chance to put it right.
Getting your data out. From inside the product you can export the documents on a case, the email threads on a case, and a complete personal-data file for any individual, at any time. When you leave, we provide a full copy of your workspace on request.
What happens to your data. When the agreement ends, you have 30 days to take a copy of your data, or to ask us to return it to you. After those 30 days we delete your whole workspace — every case, person, document and file, and your sign-in configuration — permanently; it then remains only in database backups, which expire within 7 days. Deletion is a deliberate operation that we carry out; it does not run on a timer, and we do not carry it out before the 30 days have passed.

Governing law

These terms are governed by Danish law. Any dispute that cannot be settled between us goes to the Danish courts.

Changes to these terms

We may update these terms. The date at the top shows when they last changed. If a change materially affects your rights or obligations, we will tell you directly rather than relying on this page alone. Continuing to use the service after a change means you accept the updated terms.

Contact

Questions about these terms or about personal data: support@pillarrelocation.com