General terms and conditions of subscription.

1What we provide

Convivos is software accessible online, sold in modules. Depending on the module or modules subscribed to, it comprises:

1. a public booking module, embedded in your website, where your guests, your travellers or your clients book in a few moments, without creating an account;
2. a private booking book — day view, overnight-stay schedule, practitioners’ diary, manual entry, statuses, guest search, closures and exceptional capacity;
3. the automatic sending, by e-mail, of confirmations, of reminders and of the notification of each new booking — and, as a paid option for the Table and Appointment modules, the SMS reminder (§ 5.2);
4. for the owner of the book, the export of your bookings and your guest records in CSV format — the book export covers the last ninety days and everything still to come, the guest records are exported in full — and the complete copy of all the establishment’s data, in a structured file (JSON) described on the page the format of your data, at any time during the contract, except during a suspension (§ 6). For appointments, your establishment’s notes are in neither CSV export: they come out in each client’s file and in the complete copy.

The Table module works in covers and service slots; the Stay module works in units and overnight stays, and calculates the tourist tax from the amount per person and per night you enter; the Appointment module works in services and practitioners, for any service by appointment, at your premises or at your client’s — it is not intended for healthcare or paramedical care. The booking pages and the messages to your customers exist in French, Dutch, English and German.

What the service does not do, and what must not be expected of it:

• no drag-and-drop floor plan editor and no automatic table allocation: the floor plan exists, you seat your guests on it by hand, and it never decides availability — availability remains counted in covers;
• no waiting list, and no notice to people waiting when a place becomes free;
• no payment collection on your behalf: if you enable online payment (§ 4.1), your customers pay the deposit into your own Stripe account — we do not receive, hold or pass on any sum, and we take no commission. No card pre-authorisation is offered;
• for the table, no synchronisation with the platforms (TheFork and the like): there, Convivos manages your direct booking and knows nothing of bookings taken elsewhere. For the overnight stay, your calendars synchronise over iCal, in both directions, with the platforms that publish it (Booking, Airbnb, Vrbo) — with no booking interface and no rates pushed;
• no point-of-sale integration and no integration with third-party management software.

1.1The substantive undertaking

We undertake one thing, and we undertake it firmly: the service never confirms a booking that would exceed the capacity you have set. This holds for a booking taken online as for one added to the book by your team, and the capacity is that of your settings, including the exceptional capacity of a given day. This undertaking covers what Convivos knows: the note to § 1 says how matters stand for platform calendars.

2Formation of the contract

The contract is formed when you submit the registration form by ticking the box accepting these terms. That acceptance is time-stamped and retained, together with the version number of the terms accepted, for the organisation you represent: it holds for that organisation even if you later cease to administer it.

You declare that you are acting in the course of your professional activity and that you have the authority to bind the business you designate.

3Trial period

The subscription begins with a free trial of fourteen days of actual use. You first have seven days to set up your establishment — opening hours, capacity, the link placed on your site — without using up your trial: the fourteen days run from your first recorded booking. If nothing has been recorded within that window, the trial ends at the latest twenty-one days after the module concerned was opened — except where a subscription request is awaiting our answer, or where we grant you an extension in writing.

No means of payment is required to open the trial. No automatic roll-over into a paid subscription takes place at its end. To subscribe, you file a subscription request from your space; filed before the end of the trial, it extends the trial until our answer, which we give within five working days; the paid subscription begins on the day we accept it. If you do not subscribe, the book is closed at the end of the trial and your booking page stops taking bookings by the following day at the latest. Your data then follows the course provided for in § 12: a copy is provided to you on simple written request for thirty days, after which it is deleted. During the trial, you export it yourself from the book.

4Your obligations

You are responsible for:

• the accuracy of the settings of your establishment — opening hours, capacity, maximum party size, occupancy duration, units and rates. The service applies what you have set; it does not guess your closing days;
• the confidentiality of the access credentials of your team, and the withdrawal of the credentials of anyone who leaves the establishment;
• the performance of your obligations towards your guests, your travellers and your clients: information on the processing of their data, honouring accepted bookings, cancellation conditions, obligations as to allergens, price display and tourist tax;
• the lawfulness of the content you entrust to us — trade name, logo, link to your privacy policy.

You undertake not to attempt to circumvent the technical limits of the service, not to extract its data on a mass scale by automated means, and not to resell it under your own brand without written agreement. When you create or request an account for a member of your staff, you inform them that Convivos is responsible for it, and where to read about it (legal notice, § 4.1 and § 4.2).

4.1Online payment by your customers (optional)

You may ask your customers, when they book online, for a deposit (table, stay or appointment), paid by card or Bancontact on Stripe’s secure page. This feature requires a Stripe account in your name: we create it at your request from your settings, and you then complete and manage it yourself with Stripe, under Stripe’s terms. Payments are made directly into that account: Convivos never receives, holds or passes on any sum, takes no commission, and is neither a party to these payments nor a payment intermediary. You may disconnect this account at any time: the service then stops requesting payments, but refunds due are still made from that account for as long as you have not withdrawn Convivos’s access from your Stripe dashboard.

You set the amount and the refund deadline. You undertake that a table deposit does not exceed, per cover, the price of the cheapest meal you serve at that service (a set menu, or a starter and a main course); the service does not check this and only caps it at €200 per cover. A stay deposit is calculated on the price of the accommodation, excluding tourist tax. The service requires your customer’s e-mail address as soon as it asks them for a payment — including a deposit to be paid by bank transfer, when you have given your IBAN —, since that is what carries the confirmation and its rules. It tells your customer, in your name, that a table deposit is deducted from the bill and that, if the bill comes to less, you refund the difference — which commits you to deducting it and refunding the difference — and that the balance of a stay is paid on site; it shows them this deadline before they pay, then applies it: a cancellation your customer makes online before that deadline is refunded to them automatically; after it, or if your customer does not show up, the service does not refund it. If you yourself cancel a booking whose deposit has been paid through Stripe, the service always refunds it to your customer; a deposit received by bank transfer, you refund yourself. The length of the deadline shown at the time of payment remains the one that applies to that booking, even if you change your setting afterwards; if you move the booking at your customer’s request — you tick it in the booking book —, the deadline is counted from its new date. If you change a table (its day, time or covers) or a stay (its dates, unit or number of guests) of your own accord, your customer may refuse that change by cancelling online, and is then refunded in full up to the time of the table, or up to the day before their arrival; the service treats as such any change you have not marked as requested by your customer. Move a booking or appointment paid online only at your customer’s request or with their agreement; if they refuse the change, cancel it: the deposit is refunded to them in full. For an appointment, and by way of exception to the preceding rules on amount and deadline — the obligation to cancel and refund in full if your customer refuses a change remains —: the deposit is a fixed amount you choose for each service, paid on account of its price — the service tells your customer it is deducted from the price, and the deposit must not exceed that price (the service refuses a higher deposit when the price is displayed); the refund deadline is your establishment’s online cancellation cut-off, fixed at the time of booking; if you later shorten that period, the cut-off closest to the appointment applies to your customer. After the cut-off, your customer can no longer cancel or reschedule the appointment online; if they let you know afterwards and you cancel the appointment, the deposit is refunded to them. An online reschedule by your customer keeps the deposit, and the cut-off follows the new date. If your customer does not show up, the service does not refund the deposit; you may refund it to them from the appointment’s record. If it is paid after the time has been released, it is refunded to them automatically. Changing the service of an appointment does not change the deposit already paid.

The service announces these rules to your customer in your name, before they pay, and they bind you towards your customer. Convivos is not a party to the contract between you and your customer; it is for you to check that these rules are compatible with your own terms and with the law that applies to your business. Within the limits of § 9, we are answerable for the service applying and announcing them as this § 4.1 describes.

Refunds triggered by the service are made in your name, from your Stripe account. A refund that Stripe or the bank refuses is reported to you on the booking’s record; it is then up to you to settle it from your Stripe dashboard. Without prejudice to our liability under § 9, disputes and payment chargebacks, Stripe’s fees and the accounting or tax obligations relating to these payments are a matter for you and Stripe.

For these payments, the service sends Stripe your customer’s e-mail address if they gave one, the amount, a description of the booking — your business name, the date, the time and the number of covers, the dates of the stay, or the date and time of the appointment —, its reference and technical identifiers, and the language of the page. Your customer enters their payment details on Stripe’s page, never with us. When your account is created, we also send Stripe a contact e-mail address, the country and our internal identifier of your business. Stripe notifies us of the payments and refunds on your account; these notices also carry the holder’s name, country and the last digits of their card or account: the service keeps only the outcome, the amount and the payment identifiers, and ignores, without recording anything, notices about a payment it did not request. Stripe processes this data on your behalf, under your own Stripe agreement: § 10.8 sets out its position.

5Prices

The prices in force are those displayed on the pricing page on the day the paid subscription begins (§ 3). They are stated excluding VAT, in euros.

5.1Price changes

We may change our prices. In that case:

1. you are notified in writing at least two months before the effective date;
2. the new price list applies only to periods after that date;
3. you may terminate free of charge and without notice up to the effective date; the subscription then ends on the date you specify, no later than that date, and the new price list is not applied to you.

5.2The SMS reminder option

The SMS reminder is an option of the Table and Appointment modules, off by default. An owner of the book turns it on or off in the book’s settings, where its price is shown alongside; each activation, each deactivation and each change of the cap is recorded with its date, the account that made it and the price shown, and kept for the term of the contract. It can only be turned on once the subscription has been taken out — during the free trial (§ 3), no SMS is sent — and never during an assistance operation on our side (an operation within the meaning of § 10.4).

• it is billed per SMS sent — that is, as soon as our delivery provider accepts it, whether or not it reaches the client’s phone, which the service does not track —, at the price shown on the pricing page; a reminder dropped before sending is not billed;
• you set a monthly SMS cap in the same settings: beyond it, no more SMS go out that month — lowered during the month, it also holds back those waiting for their time —, the e-mail reminder continues, and nothing is billed beyond the cap;
• the SMS goes to a client who left a Belgian or French mobile number: four hours before a table booking made before that time, the day before an appointment made more than twenty-four hours ahead. Others receive only the e-mail reminder, if they left an address;
• once turned off, the option sends no more SMS, not even those that were waiting for their time.

6Invoicing and payment

Invoices are issued monthly in arrears, in the form of a structured electronic invoice transmitted over the Peppol network, in accordance with the obligation applicable since 1 January 2026 to transactions between taxable persons established in Belgium. You provide us for that purpose with the data required to identify you on that network.

Payment is made within thirty days of the invoice date, by bank transfer to the account it states. Where the contract ends in the course of a month, whatever the cause, the last month is invoiced pro rata to the days elapsed.

The SMS of the option (§ 5.2) are billed with the subscription, in arrears, from the statement of the past calendar month, on Brussels time. The number of SMS for the month appears on the invoice, and is kept with it.

In the event of late payment, and after a formal notice to pay has remained without effect for fifteen days, interest is due as of right at the rate provided for by the Act of 2 August 2002 on combating late payment in commercial transactions, together with fixed recovery compensation of €40. The service may be suspended only after that formal notice, and never on a Friday, a Saturday, or the eve of a Belgian legal public holiday — we do not switch off a book just as a service is about to begin. During a suspension, your book is closed, and a complete copy of your data is provided to you on simple written request, free of charge, in the form described in § 12: it is the only period of the contract during which you do not export it yourself.

7Term and termination

The contract is entered into for an indefinite term. There is neither any minimum commitment, nor any tacit renewal for a fixed period.

• You may terminate at any time, without reason and without compensation, from your space or by simple e-mail. Termination takes effect at the end of the current calendar month — or at the end of your trial, if it ends earlier. Until that date, your book and its exports remain open, and your booking page keeps taking bookings, except those falling, even in part, after the end of the contract; the book is then closed and § 12 applies. Sums already due for elapsed periods remain payable; no exit charge is due.
• We may terminate on three months’ written notice, save for termination for breach under the conditions below.
• Termination for breach: in the event of a serious breach persisting more than fifteen days after a written formal notice, either party may terminate as of right.

8Availability, maintenance and backups

We aim for availability of 99.5% per month, excluding scheduled maintenance. The period during which your booking pages do not respond counts as unavailability; it is measured by our external probe, whose record is provided to you on request.

Scheduled maintenance is announced at least 48 hours in advance and carried out, save in the event of a security emergency, between 3 a.m. and 6 a.m.

The databases are backed up every fifteen minutes in normal operation; these backups are encrypted and replicated away from the server, within the European Union. The maximum data-loss window targeted is fifteen minutes. § 10.5 describes the local, unencrypted copy taken before each update.

If monthly availability falls below 99.5%, you may request, within thirty days, a credit note proportionate to the duration of the unavailability, capped at one month’s subscription.

9Liability

We are bound by a best-efforts obligation as regards the operation of the service.

Our contractual and extra-contractual liability, on all grounds combined and per twelve-month period, is capped at the amount excluding VAT actually invoiced during the twelve months preceding the triggering event.

This cap does not apply in the event of wilful misconduct, of gross negligence, of harm to physical integrity, nor in the cases where the law prohibits it.

The limitations and exemptions provided for in this article also benefit our auxiliaries, managers and subcontractors, within the same limits — a clause stipulated having regard to Book 6 of the Civil Code, which entered into force on 1 January 2025.

We are not liable for:

• the consequences of an incorrect setting of your opening hours, your capacity, your units or your rates;
• bookings taken on a third-party platform and not carried over into your schedule;
• the unavailability of your own website or of your Internet access;
• failures of networks and operators that neither we nor our providers control — the recipient’s mailbox, filters, the mobile network;
• the use you make of your guests’, your travellers’ and your clients’ data;
• the bookings you choose to accept or to refuse.

10Data protection — data processing agreement

This article constitutes a data processing agreement within the meaning of Article 28 of the GDPR. There is no separate appendix to sign: you accept it, together with the pages it expressly refers to (§ 14, ‘Entire agreement’), at the same time as the remainder of these terms.

For the data of your guests, of your travellers and of your clients, you are the controller and we are the processor. For the data of your own account — sign-in, billing, technical logs — it is we who are the controller; the detail is set out in the legal notice.

If you submit your own data processing agreement to us and we sign it, that agreement applies and prevails over this article.

10.1What we process for you

Your obligations and your rights. You determine the purposes and the means of the processing. You inform the data subjects at the time you collect their data, you hold a legal basis, and you answer their requests — we assist you in doing so (§ 10.6). You may at any time give us written instructions and verify that they are carried out (§ 10.9).

10.2We act only on your instructions

We process that data only on your documented instructions, and never for our own purposes. These terms and the configuration you choose within the service constitute documented instructions.

Neither we nor our sub-processors transfer any data processed for you outside the European Economic Area, with two exceptions, described below: optional online payment and the SMS reminder option. A third exception, which concerns only our own billing data and no data of your guests, your travellers or your clients, is described in the legal notice (§ 2). Should that change, we would inform you in advance and would proceed only under a valid transfer framework. Optional online payment is an exception for the data sent to Stripe alone, your own provider, which may process it outside the Union on the terms of § 10.8.

The SMS reminder option (§ 5.2) is an exception for the data of an SMS alone — the client’s number and the text of the reminder — and only if you turn it on: our provider Brevo has them delivered by one of the routing operators it lists as its sub-processors, chosen according to the number’s country. For a Belgian or French mobile number, these are iBasis (established in Liechtenstein, servers in Austria and Germany), Vonage (established in the United States, servers in the Union) and Telnyx (established in Ireland, servers in the Union and in the United States). Brevo frames the transfers this routing may involve with the European Commission’s standard contractual clauses and supplementary measures (Brevo’s list of sub-processors, version of 1 October 2025). An SMS only goes to a Belgian or French mobile number.

If a legal obligation required of us a processing operation that you have not requested, we would inform you before carrying it out, unless that same law prohibits it on important grounds of public interest.

If one of your instructions appears to us to infringe the GDPR or another data protection rule, we inform you of it without delay, and at the latest within two working days.

10.3The retention period, which is your instruction

You set, from your Settings, the retention period for inactive records; it is applied automatically: once that period has elapsed, the record is anonymised — its identifying data is erased, the record itself subsists (§ 10.6). You may set it between one and one hundred and twenty months. It is for you to set it in accordance with the storage limitation principle.

Failing any choice on your part, it is thirty-six months of inactivity. If you clear that field, automatic anonymisation is disabled and the records are retained until manual anonymisation or the end of the contract: that is then your instruction, and you assume responsibility for its compliance.

For the Appointment module, the period is twenty-four months failing any choice, and automatic anonymisation cannot be disabled: every night, a record with no appointment for that period, neither recent nor upcoming, is anonymised. The shared walk-in record, which carries no name, no contact detail and no note, is not affected. The appointment of an anonymised record stays in the book, without name or contact detail; if it carried a deposit paid online, its line keeps the amount, status and dates of the payment, but its Stripe identifiers and the reason for a refused refund are erased with the record’s data, except while a refund remains to be made. The payment itself remains in your Stripe account, under your responsibility (§ 4.1).

10.4Confidentiality, and who on our side has access to your data

Only those persons on our side who need it in order to operate the service and to provide you with assistance have access to your data. They are bound to confidentiality in writing, and that undertaking survives the end of their duties.

Any assistance operation on your book is reserved to explicitly authorised operators, requires a written reason recorded before it is opened, is limited to twenty minutes, is traced in a log — including where an action is refused — and allows neither your password nor your sign-in address to be known or changed, nor all your data to be downloaded at once — only the handover under § 12, on your written request, extracts the whole.

The actions of § 12 — handing over a complete copy of your data, at the end of the contract or during a suspension (§ 6), postponing its deletion, deleting it before the deadline — are carried out on our side only on your written request, by an authorised operator, with a written reason, and each one is traced in that same log; so is the destruction of the copy we prepared in order to hand it over. During the contract, your exports are yours (§ 11).

10.5Security

We implement the technical and organisational measures required by Article 32 of the GDPR. We may develop them, provided that the level of protection remains at least equivalent; as at this version, they comprise at least:

1. traffic between the persons using the service and our servers is encrypted (TLS); internal exchanges between our components and the databases do not leave the private network of the server, which is not exposed to the Internet;
2. partitioning by establishment: every read and every write is filtered by establishment within the application, the identifier coming from the session and never from the requested address; integrity constraints in the database further prevent a record from being attached to the wrong establishment;
3. passwords are never stored in the clear: only a scrypt hash is recorded, together with a random salt drawn on each recording, and therefore distinct for each user; verification is carried out by constant-time comparison;
4. sessions expire automatically — at the latest thirty days after they are opened, and after eight hours without activity; anyone may end their session at any time, and all the sessions of an account are destroyed upon a password reset or the deletion of the account;
5. the backups are encrypted to a key whose private part is not kept permanently on the server, and deposited every fifteen minutes, in normal operation, with a provider distinct from the host, within the European Union; before each update of the service, an unencrypted copy of the database is also kept on the server itself, readable only by the administrator accounts of this server, so that the state before the update can be restored immediately, and erased no later than thirty days afterwards;
6. hardened server: firewall, key-based access, unprivileged containers, rotated and capped logs, which contain neither request bodies, nor headers, nor cancellation links.

A documented restore procedure is in place, and we test it at least once per quarter, on each of the databases, from a decrypted off-site archive. § 8 describes the availability of the service; it does not replace this point, which concerns data protection.

10.6Assistance with the rights of data subjects

We assist you, by appropriate technical and organisational measures, in responding to requests for access, rectification, erasure, restriction, objection and portability.

In practice: throughout the term of the contract, except during a suspension (§ 6), you export your data from your book, and you anonymise a person directly from your book. Anonymisation erases the identifying data — surname, first name, telephone, e-mail address, address where a service is performed, vehicle, free-text notes — without deleting the record, including in the message sending queue; the booking, the stay or the appointment subsists in anonymous form, which preserves the consistency of your book and of your statistics. It therefore satisfies an erasure request as soon as it is carried out — except for as long as a current or upcoming booking of that person carries a deposit paid online, or a payment remains to be settled (§ 12): cancel or close it, then run the anonymisation again; the backups and copies described in § 10.5, made before the anonymisation, keep that data until the end of their rotation, which does not exceed thirty days — longer only if the sending of backups away from the server is interrupted, until it resumes (§ 12).

For what the service does not do on its own, we reply to you within five working days (§ 14). A request that reaches us in error is forwarded to you without our answering it ourselves: the point of contact for the data subject is you.

10.7Data breaches, impact assessments

We assist you in complying with Articles 32 to 36 of the GDPR:

1. we notify you of any breach of data concerning your processing without undue delay after becoming aware of it, and as a rule within forty-eight hours, with the information available to us: the nature of the breach, the categories and approximate number of data subjects and of records concerned, the likely consequences, the measures taken. It is you who notify the Data Protection Authority and, where applicable, the data subjects;
2. we provide you, on request, with the elements necessary for a data protection impact assessment (Article 35) and for a prior consultation of the authority (Article 36), within the limits of the information available to us;
3. we keep the record of categories of processing carried out on your behalf (Article 30(2)) and provide it to you on request.

10.8Sub-processors

You give us general authorisation to engage sub-processors. The up-to-date list, with their role and their location, is set out in the legal notice; they are all established in the European Union and declare to us that they process your data only within the Union — except the routing operators to which Brevo entrusts the SMS of the reminder option (§ 10.2) —, and we inform you of any change as stated below.

For the SMS reminder option, Brevo uses its own routing sub-processors — iBasis, Vonage and Telnyx for a Belgian or French mobile number (§ 10.2); they are also listed in the legal notice.

We inform you of any addition or replacement at least thirty days in advance — for the routing operators to which Brevo entrusts the SMS of the option (§ 10.2), which it chooses and changes itself, as soon as Brevo informs us. You may object to it on legitimate and reasonable grounds within that period. Failing agreement, you may terminate without compensation with effect from the date of the change, and § 12 applies.

We impose on each sub-processor, by contract, obligations equivalent to those of this article, and we remain fully liable to you for their performance.

Stripe is not one of our sub-processors. If you enable online payment (§ 4.1), Stripe processes your customers’ payments on your behalf, under the agreement you enter into directly with it, and also acts as a controller for its own purposes, such as fraud prevention. On your instructions, we send it only what § 4.1 describes. The Stripe group may process this data outside the European Union, in particular in the United States, under the EU–US Data Privacy Framework and the European Commission’s standard contractual clauses.

10.9Proof of compliance with this article, and audits

We make available to you, on written request, the information necessary to demonstrate compliance with the obligations of this article.

You may have an audit carried out, by yourself or by an auditor you appoint who is not one of our competitors: once a year at most, with written notice of thirty days, on documents first — questionnaire, register, log of the restores tested — and by on-site inspection only if the documents do not suffice. The audit takes place on working days, during office hours, without disrupting the service, and subject to confidentiality. The costs are borne by you, unless it reveals a failure on our part. An additional audit is possible following a data breach or at the request of a supervisory authority.

10.10End of the contract

The fate of your data at the end of the contract is governed by § 12. This article remains applicable for as long as we hold data on your behalf.

11Portability and change of provider

In accordance with Regulation (EU) 2023/2854 (the ‘Data Act’), applicable to data processing services since 12 September 2025:

• you may change provider or retrieve your data at any time, without contractual or technical obstacle;
• your bookings and your guest records are exportable at any time for the duration of the contract, in CSV format, from the book, without any intervention on our part and without prior request, to the extent described in § 1 — except during a suspension (§ 6), when the complete copy is provided to you on written request; the owner of the book also downloads there the complete copy of all the establishment’s data, a JSON file whose sections, formats and exclusions are described on the page the format of your data. Each download of the complete copy or of one of those CSV exports is recorded — when, what, from which account — and remains visible for twelve months to the administrators of your space and to our team (legal notice, § 4.2). Once the contract or the trial has ended, the book is closed and retrieval is made on written request, under the conditions of § 12;
• we assist you during a transition period of up to thirty days, extendable at your request within the limits of the Regulation;
• no exit, migration or retrieval charge is invoiced.

12The fate of the data at the end of the contract

Export your data before terminating: exports and the complete copy are available from your book, self-service, for as long as your subscription or your trial is running.

At the end of the contract — a termination, a trial ended without a subscription, the closing of your space —, your book is closed, and you tell us what you want: that we hand over to you a complete copy of your data, or that we delete it. Failing any indication on your part within thirty days, we delete it, automatically. During that period, a copy is provided to you on simple written request, free of charge: the complete copy your book offered you, a structured file (JSON) holding all the data of your establishment, your logo included, except the secrets and means of access, the technical message sending queue and your team’s sign-in accounts, which live in your space — the page the format of your data gives the exhaustive list of these exclusions, and says what the copy keeps of former book accounts (section ‘personnel’, without password). We then destroy the copy we prepared in order to hand it over — no later than seven days after it is sent, and never after your data has been deleted; if you tell us within that period that you have not received it, and as long as your data has not been deleted, we send it again and the period starts afresh —, and record that we did (§ 10.4). On your written request, the deletion may also be carried out earlier, or postponed by thirty days, as many times as you ask before it falls due. Bookings already taken for a date after the end of the contract are no longer reminded to your customers after that end and disappear with your data: before the end date, honour them by your own means or cancel them — a deposit paid online is then refunded to your customer (§ 4.1).

Deletion waits until any online payment in progress has been settled — a payment page still open, a refund requested and not yet made —: deleting its trace would cause a sum owed to one of your clients to be forgotten. And if you reopen a module after the deletion, it is a new book, at the same address: the deleted history does not come back.

The deletion is irreversible, and it is completed with the rotation of the backups: it covers our active systems, and then the backups — encrypted away from the server, or copies kept on the server before an update — at the end of their rotation cycle, which does not exceed thirty days. If the sending of backups away from the server is interrupted, those already there are kept until it resumes, then erased at the same pace. So that restoring a backup never brings deleted data back, we keep, outside the databases, a deletion log: it holds only the technical identifier of the deleted establishment or account, the module and the date, for ninety days — and at most ninety days more in the encrypted copies of our operating files, which rotate at the same pace —, and it is replayed after any restoration.

Beyond that, we retain only the data of your account and our assistance and download logs, for the periods stated in the legal notice (§ 4.2), the deletion log described above, and our own accounting and contractual documents — subscription invoices, proof of the acceptance of these terms and of the notices of their amendments. This data and these documents concern you as a client and contain no data naming your guests, your travellers or your appointment clients; our technical logs (legal notice, § 4.2) keep for at most twelve months the IP address of every request, with no direct link to a booking. Invoices are kept for as long as Belgian accounting and tax law requires; the proof of your acceptance and of the notices of amendment (§ 13), for the term of the contract and ten years thereafter.

13Amendment of these terms

Any amendment of these terms carries a new version number. A substantial amendment — one that adds an obligation on your part, reduces one of our undertakings or changes a price (§ 5.1) — is notified to you in writing at least two months before it enters into force. You may then terminate free of charge and without notice up to that date; the subscription ends on the date you specify, no later than that date, and the new terms are not applied to you. Failing termination, they apply to subsequent periods. An amendment that is not substantial is signalled to you in your space when it is published and applies to subsequent periods; in case of doubt, we treat it as substantial.

Successive versions are retained and provided on request.

14Miscellaneous

Force majeure

Neither party is liable for a failure caused by an event beyond its reasonable control. If the impediment lasts more than thirty days, either party may terminate without compensation.

Use of service providers, and assignment

We may entrust the hosting and the delivery of messages to service providers; we remain responsible for them towards you, within the limits of § 9. The engagement of sub-processors within the meaning of Article 28 of the GDPR is governed by § 10.8. The contract may not be assigned without the written agreement of the other party, save in the event of a universal transfer of assets and liabilities.

Commercial reference

We cite your name as a reference only with your prior written agreement, which is revocable at any time.

Partial invalidity

If a clause is held void, in particular pursuant to Articles VI.91/4 or VI.91/5 of the Code of Economic Law, it is deemed unwritten and the remaining clauses continue to apply.

Entire agreement

These terms and the price list in force constitute the entire agreement between the parties, together with, for what they expressly refer to, § 4.4 of the legal notice — the list of sub-processors — and the page the format of your data, in their version in force on the day of your acceptance; the list changes under § 10.8; the page, under its own § 7: an added section or field does not amend the agreement, a removal or a change of meaning follows § 13. If the parties have signed a separate data processing agreement, it forms part of that agreement and prevails over § 10.

Vocabulary

Your organisation is the business that accepted these terms; your space is the account it holds with us, and its administrators are the members of your team who manage it — modules, team, billing. An establishment is a restaurant, an accommodation provider or a business of your organisation that provides services by appointment; it opens one or more modules (Table, Stay, Appointment), of which the book is the private tool; one or more owners answer for it, and the other members access it only if they are given staff access. The closing of your space ends all your contracts: you request it from us in writing; with no subscription in progress, an administrator who is alone in their organisation may also do it from the space, and it then erases their account. A subscription in progress is terminated first (§ 7).

Hours, days and periods

Unless otherwise stated, hours, days and months are understood on Brussels time — that of your establishment, in Belgium as in France —; ‘the day before’ runs until 11.59 p.m.; a working day is a day from Monday to Friday that is not a Belgian legal public holiday.

Written requests

A written request — a termination (§ 7), an instruction (§ 10.2), the handover of a copy, the postponement or bringing forward of a deletion (§ 12) — reaches us from your space, or by e-mail from an administrator of your organisation, sent from the address of their account. We acknowledge receipt of it; before an early deletion, we verify its origin with you.

15Governing law and jurisdiction

The contract is governed by Belgian law.

The parties shall endeavour to settle any dispute amicably. Failing agreement within thirty days of a written complaint, the courts and tribunals of the judicial district in which the publisher’s registered office or establishment unit — as stated at the head of these terms and in the legal notice on the day of your acceptance — is situated shall have exclusive jurisdiction.