Terms of Service

DRAFT v0.1 (2026-10-23). Not legal advice. B2B only. To be reviewed by a lawyer before publication. Placeholders in [BRACKETS].

Version [1.0], effective 24 October 2026.

1. Parties and scope

1.1 These Terms apply to all use of TimeTracking (timetracking.tech, mobile apps, kiosk, desktop app, browser extension, API, CLI/MCP integrations) offered by TimeTracking, 31, 6165 BH Geleen, KvK 84956526 ("TimeTracking", "we"). 1.2 TimeTracking is offered only to businesses and organisations ("Customer"). Whoever accepts these Terms confirms they are authorised to bind the Customer. Consumer law does not apply. 1.3 The Data Processing Agreement is part of these Terms. The Customer's own general terms do not apply. 1.4 Employees, flex workers and client contacts who use the Service on behalf of a Customer ("End Users") do not become a party; the Customer is responsible for their use.

2. Accounts

2.1 The Customer keeps login details confidential and enables 2FA for owner/admin roles [if made mandatory — see DPA Annex 2]. 2.2 The Customer is responsible for all activity under its accounts and for the accuracy of data entered (people, placements, rates, export mappings).

3. Plans, users and fees

3.1 Plans: Free (up to 5 users), Core (€1 per user/month), Pro (€3 per user/month), excl. VAT. Current features per plan are on timetracking.tech/pricing. 3.2 Paid user: a person with at least one time entry or login in a calendar month. Client guests (approvers via link), accountants and kiosk-only profiles without login are free. Seat counts are synchronised monthly and billed via Stripe. 3.3 Fees are billed monthly [or yearly] in advance; usage above the seat count at the start of the month is billed in arrears. Payment term: automatic collection via Stripe; invoices payable within 14 days if paid by transfer. 3.4 We may change prices with 30 days' notice by email. The Customer may terminate before the change takes effect. 3.5 On late payment we may, after a reminder with 14 days' notice, suspend access (read-only export remains available for 30 days).

4. Fair use — AI features and messaging

4.1 AI features (email timesheet parsing, anomaly detection, natural-language questions, translation, month-end assistant) are subject to fair use:

• Free: quota of [X] AI-processed documents and [Y] AI questions per month.
• Core: [X] documents per paid user per month, pooled across the organisation.
• Pro: generous fair-use limit; we contact the Customer before limiting use above [Z]× the average per user. 4.2 SMS one-time codes are a fallback; magic link, WhatsApp or passkey are the default. Excessive SMS use may be charged at cost [€0.08/SMS] after notice. 4.3 Fair-use limits exist to keep variable costs predictable. We never cut off time registration itself because of AI or SMS limits.

5. AI output

5.1 AI output (extracted hours, anomaly flags, categories, translations, answers) is a suggestion. The Customer remains responsible for checking hours before approval, export and payroll. Extractions below the confidence threshold are shown for human review. 5.2 AI cannot approve, send, export or delete data. 5.3 Customer data is not used to train AI models. 5.4 The support assistant Mila is an AI and identifies itself as such; a human is available on request.

6. Customer obligations

6.1 The Customer ensures a lawful basis for processing End User data, informs End Users, and where required performs a DPIA and obtains works-council consent (in particular for GPS/geofencing: art. 27(1)(l) WOR). 6.2 Acceptable use: no unlawful content, no attempts to access other tenants' data, no load or security testing without written permission, no resale without agreement, no use to monitor persons outside working time. 6.3 The Customer is responsible for the correctness of rule-engine settings (surcharges, breaks, collective-agreement presets) and export mappings to payroll systems. Presets (e.g. ABU/NBBU, SD Worx) are aids, not legal or payroll advice.

7. Electronic approvals

Approvals by client contacts via magic link are a simple electronic signature under the eIDAS Regulation (EU 910/2014), recorded with name, role, typed signature, timestamp, IP address and user agent. The Customer decides whether this level of evidence suffices for its contracts with clients; we can enable an extra one-time email code per client.

8. Availability and support

8.1 Free and Core: we aim for 99.9% monthly availability of the web app and API. This is a target, not a guarantee; no service credits apply. 8.2 Pro: [99.9% target with service credits of [5]% of the monthly fee per 0.1% below target, max. [25]% — DECISION OPEN; otherwise same as 8.1]. 8.3 Excluded from availability: scheduled maintenance announced 48 hours ahead (max. [4] hours/month, preferably 22:00–06:00 CET), force majeure, outages of app stores, telecom providers and the Customer's own systems. Offline registration in the mobile app continues during outages and syncs afterwards. 8.4 Status page: status.timetracking.tech [planned]. Support via email and in-app (Mila, with handover to a human) on Dutch working days.

9. Changes to the Service

We continuously develop the Service and may change features. We will not materially reduce core functionality of a paid plan during a paid term without 30 days' notice. API /v1: breaking changes with at least 12 months' deprecation notice.

10. Intellectual property and data

10.1 All rights to the Service remain with TimeTracking. The Customer receives a non-exclusive, non-transferable right to use it during the term. 10.2 Customer data belongs to the Customer. The Customer can export it at any time (CSV/XLSX/API) and within 30 days after termination. 10.3 We may use aggregated, anonymised usage statistics to improve the Service. 10.4 Feedback may be used freely by TimeTracking.

11. Liability

11.1 Our total liability per calendar year is limited to the fees paid by the Customer in the 12 months before the event causing damage, with a maximum of [€ 25,000]. For Free accounts liability is limited to [€ 100]. 11.2 We are not liable for indirect or consequential damage, including lost profit, lost savings, damage from incorrect payroll or invoices based on data the Customer did not check, fines imposed on the Customer, and loss of data that the Customer could have exported. 11.3 The limitations do not apply to intent or deliberate recklessness of our management (opzet of bewuste roekeloosheid). 11.4 Claims lapse if not notified in writing within 12 months after the Customer became aware of the damage. 11.5 [Lawyer: decide whether data-protection claims under the DPA fall under this cap or a separate, higher cap.]

12. Force majeure

No liability for failures caused by circumstances beyond reasonable control, including outages of hosting, cloud or telecom providers, DDoS attacks and government measures. If force majeure lasts more than 60 days, either party may terminate.

13. Term and termination

13.1 Monthly plans: terminable at any time with effect from the end of the current month. Yearly plans: run for the year; no pro-rata refund except as stated in the DPA (sub-processor objection) or 3.4. 13.2 We may terminate or suspend with immediate effect for material breach (e.g. abuse, non-payment after reminder, security risks). 13.3 After termination: 30 days to export, then deletion as described in the DPA. Inactive Free accounts (no login for 12 months) may be deleted after 30 days' email notice.

14. Confidentiality

Both parties keep confidential information confidential during the term and 2 years after.

15. Changes to these Terms

Material changes are announced at least 30 days in advance. If the Customer objects, it may terminate before the change takes effect.

16. Governing law and disputes

Dutch law applies. The UN Convention on the International Sale of Goods (CISG) is excluded. Disputes are submitted exclusively to the competent court in [Amsterdam / Limburg (Maastricht)] — DECISION OPEN.

17. Language

These Terms are available in Dutch and English. In case of conflict, the [Dutch] version prevails.