Terms of use

MyEpta terms of use for external users

Version No. 1
Effective Date 01-07-2026

Introduction
1. Epta S.p.A., with registered office at Via Mecenate No. 86, 20138 Milan, Italy, registered with the Companies’ Register of Milano-Monza-Brianza-Lodi, Company Register No., Tax Code and VAT No. 04160730368 (“Epta”), operates the MyEpta digital platform (“MyEpta” or the “Platform”).
2. MyEpta is a business-to-business digital portal made available to Epta customers and their authorised representatives for the purpose of accessing information, documentation, digital services and other functionalities relating to customer organisations, stores, installed assets, maintenance activities and related operational information.
3. These terms and conditions of use (“Terms of Use”) apply between Epta and each person accessing or using MyEpta (“User”). Once registration has been completed and these Terms of Use have been accepted, these Terms of Use will form the binding contractual basis for the User’s access to and use of MyEpta.
4. MyEpta is intended exclusively for business and professional use. It is not addressed to consumers.
Definitions
1. For the purposes of these Terms of Use:
  1. “Account Number” means the Customer Organization identification code assigned by Epta or by another company of the Epta group and used to identify a Customer Organization relationship within Epta systems.
  2. “Account Pairing” means the process through which a User’s Account is associated with a valid Account Number or other access perimeter maintained within Epta’s systems.
  3. “Account” means the personal user account created for accessing MyEpta and successfully associated with a valid Account Number other access perimeter maintained within Epta’s systems.
  4. “Asset” means any equipment, cabinet, refrigeration system, component, connected product or other product associated with Epta and identified within Epta’s systems.
  5. “Customer Data” means data, information, documents, records and other content relating to Customer Organisations, Stores, Assets, maintenance activities, service history, operational information, Digital Services and related records made available through MyEpta.
  6. “Customer Organisation” means the company, entity or organisation on whose behalf the User requests access to MyEpta.
  7. “Digital Services” means digital solutions, functionalities, applications, dashboards, portals, monitoring services or other services made available by Epta through MyEpta from time to time.
  8. “Paired Account” means an Account successfully associated with a valid customer account, Account Number, Store, Asset, Digital Service or other access perimeter maintained within Epta systems.
  9. “Pending Technical Account” means a technical account automatically created during the registration process, before successful Account Pairing, which does not grant access to Customer Data, Stores, Assets, Digital Services or restricted functionalities of MyEpta.
  10. “Services” means the functionalities and services made available through MyEpta, including Digital Services.
  11. “Store” means a customer site, point of sale, installation location or operational unit associated with a Customer Organisation.
  12. “Visibility Request” means the process through which a User requests access to Customer Data, Stores, Assets, Digital Services or other authorised areas of MyEpta.
Usage Requirements
1. To use MyEpta, the following conditions must be met:
  1. the User must be at least sixteen (16) years of age;
  2. the User must act in a business or professional capacity;
  3. the User must create an Account;
  4. the User must provide accurate, complete and up-to-date information;
  5. the User must be authorised to act on behalf of the relevant Customer Organisation;
  6. the User must comply with these Terms of Use and with all applicable laws and regulations.
2. The User shall not access or use MyEpta for personal, household or consumer purposes.
Registration Process
1. The use of MyEpta requires the creation of an Account. Registration is performed through the authentication solution designated by Epta from time to time. User Accounts are personal and non-transferable.
2. During registration, the User may be required to provide, among other information:
  1. first name;
  2. surname;
  3. email address;
  4. password or authentication credentials;
  5. company name;
  6. country;
  7. business role;
  8. other information required for onboarding, authentication, security or access-management purposes.
3. Due to the current technical architecture of MyEpta, completion of the registration form results in the creation of a Pending Technical Account. Access to the registration process is reserved to Users who are already in possession of a valid Account Number. As part of the registration process, the User is required to confirm such circumstance by selecting the relevant checkbox. Users who do not provide such confirmation may not proceed with the registration process. Following such confirmation a Pending Technical Account is created solely to technically manage the access request and does not allow the User to access Customer Data, Stores, Assets, Digital Services or any restricted functionality of MyEpta.
4. By confirming that it is in possession of a valid Account Number and proceeding with the registration process, the User acknowledges that the Visibility Request must be completed within 48 hours to process the User’s access request. Where the Account Pairing remains incomplete, Epta may contact the User using the contact details provided during registration solely to notify the User of the forthcoming deletion of the Pending Technical Account, verify information relevant to the completion of the Visibility Request and Account Pairing process and provide assistance in completing such process before the Pending Technical Account is automatically deleted. . Such communications are strictly limited to the management of the User’s access request and do not constitute marketing communications.
Account Pairing and Visibility Request
1. No access to MyEpta Services, Customer Data, Stores, Assets or Digital Services shall be granted unless and until Account Pairing has been successfully completed. To access the Services, the User must submit a Visibility Request and complete the Account Pairing process.
2. The Visibility Request may require the User to provide, among other information:
  1. business role;
  2. company information;
  3. country;
  4. VAT number or other business identifier;
  5. Account Number;
  6. Store, Store ID, Asset, Asset ID or other identification details;
  7. any additional information reasonably required by Epta to verify the User’s entitlement to access the requested information.
3. The User represents and warrants that:
  1. all information provided to Epta is accurate, complete and up to date;
  2. the User is authorised to request access on behalf of the relevant Customer Organisation;
  3. the User will use MyEpta only within the scope of such authorisation;
  4. the User will promptly inform Epta if such authorisation ceases or changes.
4. Access to the Services is conditional upon successful completion of the Visibility Request and Account Pairing process. The creation of a Pending Technical Account shall not be interpreted as approval of the User’s Visibility Request, confirmation of the User’s eligibility or acceptance by Epta of any obligation to grant access to MyEpta.
Incomplete Registration and Account Deletion
1. The User acknowledges that MyEpta is designed to provide access only to authorised representatives of eligible Customer Organisations. If registration is completed but Account Pairing is not completed, the Account shall remain a Pending Technical Account. A Pending Technical Account does not provide access to Customer Data, Stores, Assets, Digital Services, dashboards, documentation, maintenance history or Platform functionalities.
2. If the User does not submit the Visibility Request required to complete Account Pairing within 48 hours following the creation of the Pending Technical Account, the Pending Technical Account and the associated onboarding data shall be automatically deleted without further notice, unless further retention is required by applicable law or necessary for the establishment, exercise or defence of legal claims.
3. Notwithstanding the foregoing, where, in connection with the onboarding process, the User engages in communications with Epta, and Epta has verified that the User is entitled to act in relation to a valid Account Number, Epta may maintain the Pending Technical Account for the sole purpose of enabling the User to complete the onboarding and Account Pairing process. In such circumstances, the Pending Technical Account may be maintained for a period not exceeding fifteen (15) calendar days following such verification. Upon expiry of that period, if the Visibility Request has not been submitted, Epta shall automatically suspend and delete the Pending Technical Account and erase the associated onboarding data, unless further retention is required by applicable law or necessary for the establishment, exercise or defence of legal claims.
4. The User may subsequently perform a new registration process.
Verification and Approval
1. Visibility Requests may be reviewed through automatic and/or manual verification processes.
2. Epta may, at its reasonable discretion:
  1. approve the Visibility Request;
  2. reject the Visibility Request;
  3. request additional information;
  4. grant partial access;
  5. limit the access perimeter;
  6. suspend the review process where information is incomplete or inconsistent.
3. Approval of a Visibility Request is subject to verification of the User’s entitlement to access the requested information.
4. Epta may rely on the information available in its systems, including contractual, commercial, technical and customer master data, to determine the appropriate access perimeter.
Access Rights and Store Visibility
1. Access rights may be granted by reference to one or more of the following:
  1. Customer Organisations;
  2. Account Numbers;
  3. Stores;
  4. Store IDs;
  5. Assets;
  6. Asset IDs;
  7. Digital Services;
  8. user roles or permission profiles;
  9. contractual arrangements with the relevant Customer Organisation.
2. The User shall access and use only the information and functionalities made available within the User’s authorised access perimeter.
3. Multiple Users may be associated with the same Customer Organisation.
4. Epta may modify, restrict, expand, suspend or revoke access rights at any time, where reasonably necessary for operational, contractual, legal, compliance, security or data-protection reasons, or if requested by the relevant Customer Organisation.
Functions and Services Offered by MyEpta
1. Subject to authorisation, MyEpta may provide access to one or more of the following functionalities:
  1. Asset information;
  2. Store information;
  3. technical documentation;
  4. manuals and guides;
  5. maintenance records;
  6. service history;
  7. product information;
  8. operational dashboards;
  9. KPI dashboards;
  10. Digital Services;
  11. support or service-related information;
  12. other functionalities made available by Epta from time to time.
2. The Services available to each User may vary depending on the User profile, Customer Organisation, contractual arrangements, country, Asset type, Store, Digital Service and authorised permissions.
3. Certain Digital Services, including without limitation SwitchOn, may be subject to additional terms, service descriptions, contractual arrangements, subscription conditions or technical requirements. Access to such Digital Services may require the execution of specific agreements with Epta and may be limited to authorised Users of eligible Customer Organisations. In the event of conflict, such specific terms shall prevail only with respect to the relevant Digital Service.
4. Users with a Pending Technical Account are not entitled to use the Services. The Services become available only after successful Account Pairing and only within the authorised access perimeter.
Informational Nature of Platform Content
1. Unless expressly stated otherwise in a separate written agreement, the information made available through MyEpta is provided for business information, operational support and service-management purposes only.
2. Customer Data and operational information may depend on data sources, technical systems, connectivity, manual entries, maintenance records, third-party systems or other factors outside Epta’s direct control. Such information may therefore be incomplete, delayed, unavailable, inaccurate or not updated in real time.
3. The User remains responsible for verifying information that is material to operational, safety, maintenance, legal, accounting, commercial or technical decisions.
4. MyEpta is not intended to replace on-site inspections, mandatory maintenance activities, technical manuals, contractual service obligations, safety procedures or professional technical assessment.
Customer Data, Asset Data and Data Act
1. Customer Data made available through MyEpta may originate from Epta systems, customer master data, technical databases, Digital Services, connected products, maintenance systems, service records or other sources.
2. Subject to these Terms of Use and to the applicable access rights, the User receives a limited right to access and use Customer Data solely for the legitimate internal business purposes of the relevant Customer Organisation.
3. Unless expressly authorised by Epta or required by applicable law, the User shall not:
  1. perform unauthorised large-scale extraction of data;
  2. create independent databases from Customer Data;
  3. resell, license or commercially exploit Customer Data;
  4. redistribute Customer Data to unauthorised third parties;
  5. use Customer Data to develop, train, improve or benchmark competing products, services or systems;
  6. circumvent technical limitations, access controls or usage restrictions;
  7. access or use data outside the authorised access perimeter.
4. Access to Customer Data does not transfer to the User any ownership rights, intellectual property rights, database rights or other proprietary rights of Epta, its licensors, other Epta group companies, customers or third parties.
5. Where Regulation (EU) 2023/2854 or any other mandatory data-access legislation applies, nothing in these Terms of Use shall limit or exclude any mandatory rights or obligations arising under such legislation. In the event of conflict between these Terms of Use and mandatory provisions of applicable law, the mandatory provisions shall prevail.
6. Where access to data is requested or provided under mandatory data-access legislation, Epta may require the execution or acceptance of specific data-access terms, technical conditions, security measures or procedures consistent with applicable law.
Accessing the User Account
1. The User must keep its credentials confidential and must not disclose them to third parties.
2. The User shall:
  1. use strong and secure authentication credentials;
  2. prevent unauthorised use of the Account;
  3. immediately notify Epta of any suspected compromise, unauthorised access or misuse;
  4. promptly update inaccurate or outdated information;
  5. log out of the Account when using shared or non-secure devices.
3. If the User loses the password or suspects that a third party has accessed the Account, the User must change the password using the available account recovery functions and inform Epta without undue delay where there is a risk of unauthorised access to Customer Data.
4. The User is responsible for activities carried out through the Account where such activities result from the User’s breach of these Terms of Use or failure to protect the Account credentials.
Information Security
1. The User shall not:
  1. attempt to gain unauthorised access to MyEpta, Epta systems or any third-party system;
  2. access Customer Data outside the authorised access perimeter;
  3. interfere with the operation, security, integrity or availability of MyEpta;
  4. introduce malware, malicious code or harmful content;
  5. conduct vulnerability scans, penetration tests, load tests or similar activities without Epta’s prior written authorisation;
  6. bypass or attempt to bypass authentication, authorisation or security mechanisms;
  7. use bots, scrapers, automated tools or similar technologies, except where expressly authorised by Epta;
  8. interfere with logging, monitoring, access-control or security measures.
2. Epta may implement technical and organisational measures necessary to protect the security, integrity and availability of MyEpta, including access controls, logging, monitoring, rate limits, session management, multi-factor authentication, account suspension and other security measures.
Acceptable Use
1. The User shall use MyEpta only for lawful and authorised business purposes.
2. The User shall not:
  1. use MyEpta for unlawful, fraudulent, misleading or unauthorised purposes;
  2. impersonate third parties or misrepresent its identity, role or authority;
  3. misuse Customer Data or Platform functionalities;
  4. reverse engineer, decompile, disassemble, copy, modify or create derivative works of MyEpta or any part thereof, except if permitted by the applicable law;
  5. sublicense, sell, resell, rent, lease, distribute, assign or otherwise transfer rights to MyEpta;
  6. use MyEpta to infringe intellectual property rights, confidentiality obligations, data-protection laws, cybersecurity laws, export-control laws, sanctions regulations or other applicable rules;
  7. use MyEpta in a way that may damage Epta, other Epta group companies, customers, Users, suppliers or third parties.
3. In case of misuse or unauthorised use, Epta may take appropriate measures provided by contract or law, including restricting, suspending or terminating access to MyEpta.
Software Updates and Platform Evolution
1. Epta may update, modify, enhance, replace or discontinue MyEpta, the Services or individual functionalities if reasonably necessary, including for:
  1. security purposes;
  2. legal or regulatory compliance;
  3. technological developments;
  4. operational improvements;
  5. product or service evolution;
  6. prevention of misuse or damage;
  7. integration with other systems;
  8. business requirements;
  9. discontinuation of obsolete functionalities.
2. If reasonably practicable, Epta will inform Users of material changes that negatively affect the use of MyEpta within a reasonable period in advance.
3. Advance notice may not be provided where changes are urgent or necessary to prevent misuse, security incidents, service disruption, legal non-compliance or damage to Epta, Users, customers or third parties.
Intellectual Property Rights
1. Epta, other Epta group companies or their licensors retain all intellectual property rights and other proprietary rights relating to MyEpta, the Services and all related elements. This includes, without limitation, trademarks, logos, software, source code and object code, databases, documentation, graphics, interfaces, layouts, text and content, know-how, technical information, methods, processes and algorithms.
2. No intellectual property right is transferred to the User under these Terms of Use.
3. The User shall not use Epta’s trademarks, logos, trade names or distinctive signs without Epta’s prior written authorisation.
4. Subject to compliance with these Terms of Use, Epta grants the User a limited, non-exclusive, non-transferable, non-sublicensable and revocable right to access and use MyEpta solely for the authorised internal business purposes of the relevant Customer Organisation.
5. No licence or right is granted beyond what is expressly stated in these Terms of Use.
Third-Party Services and Links
1. MyEpta may integrate with, rely on or contain links to third-party systems, authentication services, hosting services, analytics tools, documentation repositories, applications or websites. Such third-party services may be subject to their own terms, policies and technical requirements.
2. Epta is not responsible for third-party services, content, systems or websites that are not under Epta’s control, except to the extent required by mandatory applicable law.
Availability and Support
1. Epta shall use commercially reasonable efforts to make MyEpta available. Unless otherwise agreed in writing, MyEpta is provided without guaranteed service levels, uptime commitments, response times or support obligations.
2. Temporary interruptions, maintenance windows, updates, failures, restrictions, cyber incidents, connectivity issues or unavailability may occur.
3. Epta may provide support or assistance through the channels made available from time to time. Support requests may be subject to verification of the User’s identity and access rights.
Liability
1. Epta undertakes to provide MyEpta in accordance with these Terms of Use and to use commercially reasonable efforts to support its correct use.
2. To the maximum extent permitted by applicable law, the Epta shall be liable only for direct damages actually suffered by the User as an immediate and direct consequence of the Epta’s breach of these Terms of Use.
3. The Epta shall not be liable for indirect damages, consequential damages, loss of profits, loss of revenues, loss of business opportunities, loss of goodwill, loss of anticipated savings, loss of production, business interruption, loss, corruption or unavailability of data or damages resulting from inaccurate, incomplete, delayed or unavailable Customer Data, except where caused by the Epta’s wilful misconduct or gross negligence. Epta shall further not be liable for any damages resulting from the User’s misuse of MyEpta or breach of these Terms of Use.
4. Nothing in these Terms of Use shall exclude or limit liability for wilful misconduct, gross negligence or any liability that cannot be excluded or limited under applicable law.
5. The User shall be liable to the Epta for any damage suffered by the Epta as a consequence of the User’s breach of these Terms of Use, misuse of MyEpta or unauthorised use of Customer Data.
Legal Warranty and Disclaimer
1. MyEpta is provided “as is” and “as available”.
2. To the maximum extent permitted by applicable law, the Epta does not warrant that:
  1. MyEpta will always be secure, uninterrupted, timely or error-free;
  2. MyEpta will always function without delays, defects or imperfections;
  3. all Customer Data or information made available through MyEpta will be complete, accurate, updated or suitable for the User’s specific purposes;
  4. defects will be corrected within a specific timeframe;
  5. MyEpta will meet all requirements or expectations of the User or the Customer Organisation.
3. To the maximum extent permitted by applicable law, the Epta disclaims all warranties, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, title and non-infringement.
Suspension and Termination
1. These Terms of Use have an indefinite duration and remain in force until the User Account is deleted or access to MyEpta is otherwise terminated.
2. The User may request termination of the Account at any time by accessing the Account, navigating to the User menu and select the ‘Delete Account’ option, confirm deletion of the Account.
3. Epta may suspend, restrict or terminate the User’s access to MyEpta with immediate effect in the following cases:
  1. the User breaches these Terms of Use;
  2. the User provides inaccurate, incomplete or misleading information;
  3. the User is no longer authorised by the relevant Customer Organisation;
  4. the relevant contractual relationship with the Customer Organisation is terminated or no longer supports the requested access;
  5. the User misuses MyEpta or Customer Data;
  6. there is a security risk, suspected compromise or unauthorised access;
  7. suspension or termination is required for legal, regulatory, compliance, contractual or operational reasons;
  8. Epta is requested to do so by the relevant Customer Organisation.
4. Where reasonably practicable and compatible with security, legal and operational requirements, Epta will inform the User of the suspension or termination.
5. Upon termination, access to MyEpta will be blocked and the Account may be deleted, subject to retention required by applicable law or necessary for the establishment, exercise or defence of legal claims.
Privacy and Cookies
1. The processing of personal data in connection with MyEpta, including the processing of data relating to Pending Technical Accounts, Onboarding Assistance Requests, Account Pairing, service communications, security logs and account deletion, is governed by the Privacy Notice available at: https://www.myepta.com/privacy-policy
2. The use of cookies and similar technologies is governed by the applicable Cookie Policy, available at: https://www.myepta.com/cookie-policy
3. The Privacy Notice and Cookie Policy do not form part of these Terms of Use, unless expressly stated otherwise, but provide information on how personal data and cookies are processed in connection with MyEpta.
The Privacy Notice explains, among other things, the applicable purposes, legal bases, retention periods and rights of the User.
Amendments to these Terms of Use
1. Epta may reasonably amend these Terms of Use, including for legal, regulatory, technical, security, operational or business reasons.
2. Users will be informed of material amendments through MyEpta, email or other appropriate means.
3. If required by Epta, continued access to MyEpta may be conditional upon acceptance of the amended Terms of Use.
4. If the User does not accept the amended Terms of Use, Epta may block access to MyEpta and delete the Account associated with the User.
Relationship with Other Agreements
1. These Terms of Use govern only access to and use of MyEpta by the User.
2. Unless expressly stated otherwise, these Terms of Use do not amend, replace or supersede any sales agreement, maintenance agreement, service agreement, data-access agreement, licence agreement or other contractual arrangement between Epta, another Epta group company and the relevant Customer Organisation.
3. In the event of conflict between these Terms of Use and a written agreement governing a specific Digital Service or contractual relationship, the specific written agreement shall prevail only with respect to the subject matter expressly governed therein.
Applicable Law and Jurisdiction
1. These Terms of Use shall be governed by and construed in accordance with the laws of Italy.
2. Any dispute arising out of or in connection with these Terms of Use shall be submitted to the exclusive jurisdiction of the Courts of Milan, Italy, subject to any mandatory provisions of applicable law.
Severability
1. If any provision of these Terms of Use is held to be invalid, unlawful or unenforceable, the remaining provisions shall remain valid and enforceable.
2. The invalid, unlawful or unenforceable provision shall be replaced, to the extent permitted by applicable law, by a valid and enforceable provision that most closely reflects the original economic and legal purpose of the provision.
No Waiver
1. Failure by Epta to enforce any provision of these Terms of Use shall not constitute a waiver of that provision or of any right or remedy available to Epta.
Language
1. These Terms of Use are drafted in English. Any translation may be provided for convenience only. In the event of discrepancies between the English version and any translated version, the English version shall prevail, unless otherwise required by mandatory applicable law.
Assistance and Contact Information

If the User requires assistance, encounters technical issues or wishes to obtain clarification regarding registration, onboarding, Account Pairing, access rights or the use of MyEpta, the User may contact Epta at myepta@eptarefrigeration.com
1. Epta may provide assistance through the above contact channel or through any other support channels made available from time to time.
Specific Approval
1. Pursuant to and for the purposes of Articles 1341 and 1342 of the Italian Civil Code, the User specifically approves the following provisions: Sections 6 (Incomplete Registration and Account Deletion), 7 (Verification and Approval), 8 (Access Rights and Store Visibility), 14 (Acceptable Use), 15 (Software Updates and Platform Evolution), 18 (Availability and Support), 19 (Liability), 20 (Legal Warranty and Disclaimer), 21 (Suspension and Termination), 23 (Amendments to these Terms of Use) and 25 (Applicable Law and Jurisdiction).