Terms and Conditions

These terms and conditions (the “Terms”) govern access to and use of the Senzy service offered by Baptiste De Coker, trading under the business name Senzy, Rue Pierre Curie 32/1, 4630 Soumagne, Belgium, BCE 0788.581.789, VAT BE 0788.581.789, support@senzyapp.com (“Senzy”).

1. Definitions and scope

Service: the Senzy online software platform accessible at my.senzyapp.com, comprising the modules described in article 2, its updates and its support.

Customer: the company, self-employed person, association or public body that subscribes to the Service for its professional needs. The Service is reserved for professionals established in Belgium, France or Luxembourg holding a valid VAT number. It is not offered to consumers.

Administrator: the user designated by the Customer to manage its company in the Service, its users, their access rights and its subscription. The person who creates the account is the first Administrator and declares that they have the authority to bind the Customer.

User: any natural person to whom the Customer grants access to the Service.

Customer Data: all information, files and content that the Customer and its Users enter, import or generate in the Service.

Plan: the subscription formula chosen (Essentiel, Maîtrise or Envergure), whose content, limits and price appear on the page senzyapp.com/en/pricing on the day of subscription.

End of Access: the date on which the Customer ceases to have an active subscription or an ongoing trial (article 9).

The Terms are accepted by the Administrator when the account is created, by ticking the box provided for that purpose; the version accepted, the date and the time are recorded. They prevail over any document of the Customer, including its general purchasing conditions. They are supplemented by the Privacy Policy and by annex 1 (data processing agreement), which form an integral part of them.

2. Description of the Service

Senzy is SaaS software designed to centralise the management of an SME’s assets and obligations. Depending on the Plan, it includes the management of sites and locations, resources (vehicles, phones, devices, equipment, installations, stock items), contracts and vendors, employees and their access, skills and qualifications, training, expense reports, tickets and incidents, deadline notifications, reports and exports, and a change log.

The Service is a tracking tool. It does not replace the Customer’s legal, regulatory or contractual obligations (technical inspections, qualifications, renewals, declarations, retention of supporting documents). Senzy provides no legal, tax, accounting or occupational safety advice. Alerts and compliance indicators are calculated from the data entered by the Customer; their accuracy depends on that data.

The details of modules and limits per Plan appear on the pricing page. Features announced as “coming soon” or on the roadmap are not contractual.

3. Free trial

Every new company benefits from a free trial of 14 days, without a credit card, giving access to the full scope of the Envergure Plan. One trial company only per VAT number.

At the end of the trial, without a subscription, the company switches to read-only: data remains viewable and exportable, no addition or modification is possible. The company then enters the End of Access process described in article 9. Senzy may refuse or close a trial in the event of manifestly non-professional or abusive use.

4. Account, Administrators and Users

The Customer is responsible for the use of the Service by its Users, for the accuracy of its account information, and for the configuration of the access rights it grants them. Credentials are personal; an account may not be shared. The Customer informs Senzy without delay of any unauthorised use.

Users may log in with a password or via a Google or Microsoft account; in the latter case, the identity provider’s terms apply to authentication.

The Customer warrants that it has informed its Users and the persons whose data it enters of the processing carried out via the Service, in accordance with its own obligations as employer or controller.

5. Order, prices and billing

Prices are expressed in euros, excluding VAT, and appear on the pricing page. Subscription takes place online via the payment provider Stripe, at the Customer’s choice on a monthly or annual basis (annual corresponds to ten monthly payments). Payment is due in advance at the start of each period.

Invoices are issued electronically and, for customers who request it, transmitted via the Peppol network; they are also available in the billing portal accessible from the Service. Belgian VAT applies to customers established in Belgium; for VAT-registered customers established in France or Luxembourg, VAT is reverse-charged by the Customer (Art. 196 of Directive 2006/112/EC), subject to a valid EU VAT number.

Senzy may change its prices. Any increase is notified to the Administrators by email at least 60 days before it applies, and applies only to the following billing period. A Customer who refuses the increase may terminate before it takes effect; otherwise, it is deemed accepted. Promotional codes are personal, non-cumulative and valid under the conditions stated when they are issued.

6. Change of Plan and limits

The Customer may change Plan at any time from the Service. An upgrade to a higher Plan takes effect immediately, with pro rata billing for the current period. A downgrade to a lower Plan takes effect at the end of the period already paid for.

In the event of a downgrade, existing data is kept and remains viewable and editable; modules not included in the new Plan no longer allow additions, and the limits of the new Plan (resources, sites, storage) apply to new additions. The Customer is warned when it reaches 80% of its resource limit and 90% of its storage space. No data is deleted as a result of a change of Plan.

7. Payment default

If a payment fails, Stripe attempts to collect it for two weeks and informs the billing contact. During this period, access to the Service is maintained at the level of the Essentiel Plan. If the payment has not succeeded at the end of the attempts, the subscription is terminated automatically and the company follows the End of Access process (article 9). Sums due remain payable; any unpaid amount bears interest at the rate provided for by the Belgian Act of 2 August 2002 on combating late payment in commercial transactions, plus a fixed indemnity of €40 for recovery costs.

8. Duration and termination

The subscription is without any minimum term. It is tacitly renewed for periods equal to the formula chosen (month or year).

The Customer may terminate at any time from the billing portal. Termination takes effect at the end of the period already paid for; the Customer retains full access until that date. No pro rata refund is due for the period already started.

Senzy may terminate the subscription in the event of a serious breach by the Customer (in particular unlawful use, breach of the security of the Service, deliberate entry of prohibited data, non-payment), after a formal notice by email that has remained without effect for 15 days. In the event of an immediate threat to the security or integrity of the Service, Senzy may suspend access without delay, with the formal notice following within 48 hours.

Senzy may discontinue the Service as a whole subject to 6 months’ notice given to the Administrators, with a pro rata refund of periods paid for and not used.

9. End of Access and Customer Data

70 days after the end of your subscription or your trial, without reactivation, your company and its data are deleted, after two email reminders.

From the End of Access, the company switches to read-only: Customer Data remains viewable and exportable by the Administrators. A first reminder is sent to the Administrators 30 days after the End of Access, a final warning at 37 days; the company is suspended on the 40th day, and Senzy carries out the permanent deletion when the 70-day period expires. Subscribing to a plan during this period ends the process and restores full access.

Deletion covers the company, all Customer Data, stored files and the login accounts of its Users. It is irreversible. Senzy keeps only the items referred to in annex 1, article 10 (record of the operation and accounting documents).

The Customer may request the early deletion of its company at support@senzyapp.com; Senzy carries it out within 30 days after verifying that the request comes from an Administrator.

Export of Customer Data in spreadsheet format is available module by module, on every Plan, at any time, including in read-only mode. It is the Customer’s responsibility to carry out its exports before deletion.

Senzy may manually suspend a company’s access, independently of this process, in the cases referred to in article 8; a company suspended on this basis is not deleted without an express decision notified to the Customer.

10. Customer obligations

The Customer undertakes to:

• enter only Customer Data over which it holds the rights and whose processing is lawful, and guarantee its accuracy;
• not enter data falling within the special categories of Article 9 GDPR (health, trade union membership, beliefs, biometric or genetic data, sexual orientation, racial or ethnic origin) or data relating to criminal convictions, except where a legal obligation requires it and in that case under its sole responsibility;
• use the Service in accordance with its purpose and with the law, without attempting to circumvent its limits, alter its operation, extract its code or carry out penetration tests without Senzy’s written agreement;
• not resell, sublet or make the Service available to third parties outside its organisation;
• keep its billing details and the email addresses of its Administrators up to date, these being the only channels for contractual notifications.

The Customer indemnifies Senzy against any third-party claim resulting from Customer Data or from a use of the Service contrary to the Terms.

11. Availability, maintenance and support

Senzy endeavours to provide access to the Service 24 hours a day, 7 days a week, but guarantees no contractual availability rate. Planned maintenance interruptions are, as far as possible, carried out outside Belgian business hours and announced in the Service. Senzy may interrupt the Service without notice in the event of a security emergency.

Support is provided in French by email and from the Service, on Belgian business days. Senzy commits to a first response time of 3 business days (Essentiel Plan), 2 business days (Maîtrise) or 1 business day (Envergure), without any commitment on resolution time. A resolved request is closed automatically after 7 days without a reply from the Customer; it may be reopened within 5 days of its closure.

To handle a request, Senzy may open a support session on the Customer’s account, under the conditions of annex 1, article 7.

12. Evolution of the Service

Senzy develops the Service: addition, improvement or modification of features, security updates. These developments are included in the subscription and do not require any prior agreement.

The removal of a substantial feature from a Plan is notified to the Administrators at least 60 days in advance; a Customer who considers that this removal significantly affects its use may terminate before it takes effect, with a pro rata refund of any annual period paid for. The roadmap published by Senzy is indicative and does not bind Senzy.

13. Intellectual property

The Service, its code, its interface, its documentation, its trademarks and logos are and remain the exclusive property of Senzy. The Customer receives, for the duration of the subscription, a non-exclusive, non-assignable and non-transferable right to use the Service, limited to its internal needs.

Customer Data remains the property of the Customer. The Customer grants Senzy the right to host, process and reproduce it solely to the extent necessary to provide the Service. Senzy may use aggregated and anonymised usage data, which identifies neither the Customer nor its Users, to improve the Service.

Suggestions and feedback communicated by the Customer may be used freely by Senzy, without consideration.

14. Personal data

The processing of personal data carried out by Senzy on behalf of the Customer is governed by the data processing agreement in annex 1, which prevails over these Terms in the event of a contradiction on this subject. The processing for which Senzy is the controller (account, billing, support, website) is described in the Privacy Policy published at senzyapp.com/en/privacy-policy.

15. Confidentiality

Each party undertakes not to disclose the other party’s confidential information (Customer Data, specific commercial terms, non-public technical information) and to use it only for the performance of the contract. This obligation survives for 3 years after the end of the contract. It does not apply to information that is public, already known to the receiving party, or whose disclosure is required by law or by an authority.

16. Warranties and liability

The Service is provided as described in article 2. Senzy does not warrant that it meets the Customer’s particular needs or that it is free of any error; Senzy corrects reported anomalies diligently.

Senzy cannot be held liable for indirect damage, in particular loss of turnover, loss of customers, loss of data resulting from a fault of the Customer or a failure to export, damage to reputation, or fines or penalties incurred by the Customer as a result of a breach of its own obligations that the Service was intended to help it track.

Senzy’s total liability, on any grounds whatsoever, is limited to the amount of the fees paid by the Customer during the 12 months preceding the event giving rise to the claim. This limitation does not apply in the event of wilful misconduct or gross negligence by Senzy, to personal injury, or where the law prohibits it.

The Customer alone is responsible for safeguarding its exports, for configuring its Users’ access rights and for the use it makes of the information produced by the Service.

17. Force majeure

Neither party is liable for a breach caused by an event beyond its reasonable control: prolonged failure of a host or a network, large-scale cyberattack, power or telecommunications outage, decision of an authority, natural disaster, pandemic. The affected party informs the other and endeavours to limit its effects. If the event lasts more than 60 days, either party may terminate without compensation, with a pro rata refund of periods paid for and not used.

18. Commercial references

The Customer authorises Senzy to cite its name and reproduce its logo as a commercial reference on the senzyapp.com website and in its presentation materials. The Customer may withdraw this authorisation at any time by simple email to support@senzyapp.com; Senzy removes the reference within 15 days. Any more detailed named citation (testimonial, case study) is subject to prior written agreement.

19. Changes to the Terms

Senzy may amend these Terms. Any substantial change is notified to the Administrators by email at least 30 days before it takes effect, with the text of the new Terms. A Customer who refuses it may terminate before that date, free of charge, with a pro rata refund of any annual period not used. Continued use of the Service after the change takes effect constitutes acceptance. Minor corrections (clarifications, contact details, updates to annex 2 under the procedure it provides for) take effect on publication.

20. Miscellaneous provisions

Notifications. Contractual notifications are validly made by email: to support@senzyapp.com for Senzy, to the Administrators’ addresses for the Customer.

Assignment. The Customer may not assign the contract without Senzy’s written agreement. Senzy may assign the contract, with all the rights and obligations attached to it, to any entity that takes over the operation of the Service, by informing the Administrators; Customer Data follows the contract under the conditions of annex 1.

Entire agreement. The Terms, their annexes and the Privacy Policy constitute the entire agreement. In the event of a contradiction: annex 1, then the Terms, then the pricing page.

Partial invalidity. If a clause is declared void, the others remain applicable; the void clause is replaced by a valid clause of equivalent economic effect.

No waiver. Failure to rely on a breach does not constitute a waiver of the right to rely on it later.

Language. The Terms are drawn up in French; any translation is provided for information purposes, the French version prevails.

Applicable law and jurisdiction. The Terms are governed by Belgian law. Any dispute falls under the exclusive jurisdiction of the courts of the judicial district of Liège, after a 30-day attempt at amicable settlement.

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Annex 1 — Data processing agreement (DPA)

This agreement is entered into pursuant to Article 28 GDPR between the Customer, as controller, and Senzy, as processor, for the processing of personal data that Senzy carries out on behalf of the Customer in the context of the Service. It forms part of the Terms and applies for their entire duration.

1. Subject matter, nature and duration of the processing

Senzy hosts, stores, makes available, and allows the modification, viewing, export and deletion of Customer Data, sends the notifications configured by the Customer and generates the documents and reports requested. The processing lasts as long as the contract, then until the deletion provided for in article 10.

Categories of data subjects: employees, colleagues and contractors of the Customer; contacts of its vendors and training providers; third parties involved in reported incidents.

Categories of data: identity and professional contact details, job title and reporting line, resource assignments and associated data (registration number, line number, device identifiers, history), qualifications and training (dates, results, certificates, evaluations), expense reports (expenses, receipts, mileage, approval decisions), tickets and incidents (descriptions, exchanges, information about third parties), access rights and preferences, change logs, attachments and free-text content entered by the Customer.

The processing of special categories of data (Art. 9 and 10 GDPR) is excluded from the subject matter of the contract; if the Customer enters such data, it alone assumes responsibility for it and Senzy protects it in the same way as other Customer Data.

2. Customer instructions

Senzy processes Customer Data only on the Customer’s documented instructions. The Terms, the Customer’s configuration of the Service and its written requests to support constitute these instructions. If Senzy considers that an instruction infringes the GDPR, it informs the Customer without delay. Senzy processes Customer Data for no purpose of its own, with the exception of the aggregated and anonymised usage data referred to in article 13 of the Terms, and of what the law requires, in which case Senzy informs the Customer before processing unless legally prohibited.

3. Confidentiality of authorised persons

Senzy is operated by a single person, Baptiste De Coker, bound to confidentiality by this agreement. Any person subsequently authorised to access Customer Data (colleague, maintenance provider) will first be subject to a written confidentiality obligation and to named two-factor authentication.

4. Security measures

Senzy implements the following technical and organisational measures, appropriate to the risk:

• segregation of Customer Data by company, enforced at the database level (row-level security rules), and not only in the interface;
• access control configured by the Customer: rights per module (no access, own data, view, modify) and per site; prohibition on deleting the last Administrator;
• encryption of data in transit (TLS) and at rest, provided by the hosts;
• authentication by hashed password or identity provider; two-factor authentication mandatory for Senzy staff;
• change log available to the Administrators, kept for 12, 24 or 36 months depending on the Plan; log of all Senzy accesses to Customer Data (article 7);
• hosting of data in the European Union; regular encrypted backups by the host, intended solely for disaster recovery;
• effective deletion of files removed by the Customer and of the data of deleted companies (article 10);
• security monitoring and application of patches to the components used.

The up-to-date details of the measures are communicated to the Customer on request. Senzy may change these measures provided that it does not reduce their overall level.

5. Sub-processors

The Customer gives Senzy general authorisation to use the sub-processors listed in annex 2. Senzy informs the Administrators by email of any addition or replacement at least 30 days before its implementation; the Customer may object in writing, for a legitimate reason relating to data protection, within that period. If no solution is found, the Customer may terminate the contract free of charge, with a pro rata refund of any annual period not used.

Senzy imposes on each sub-processor, by written contract, data protection obligations equivalent to those of this agreement, and remains fully liable to the Customer for their performance.

6. Transfers outside the European Union

Customer Data is hosted in the European Union. Where a sub-processor is established in a third country or may access the data from such a country, the transfer is governed by the European Commission’s standard contractual clauses (Decision 2021/914) or by the provider’s certification under the EU–US Data Privacy Framework, as indicated in annex 2. Senzy transfers no Customer Data outside the EU other than in these cases.

7. Support sessions

To handle a support request or an incident, Senzy may access Customer Data through a support session: opened by name from a Senzy staff account authenticated with two factors, reason and intent (viewing or intervention) recorded, duration limited to 60 minutes renewable, log kept for 3 years and communicated to the Customer on simple request. Actions carried out during a session are traced in the change log under the identity of the Senzy account. The Customer accepts that these sessions may be opened without prior notification where handling its request so requires; it may request at any time the list of sessions opened on its account.

8. Assistance to the Customer

Senzy assists the Customer, within reason and taking into account the nature of the processing:

• in responding to requests from data subjects (access, rectification, erasure, restriction, portability, objection): the Service allows the Customer to view, correct, export and delete a person’s data itself; Senzy intervenes on request for what the Service does not allow, within 10 business days;
• in its impact assessments and prior consultations of the supervisory authority, by providing the information about the Service at its disposal;
• in its security and breach notification obligations (article 9).

If a data subject contacts Senzy directly, Senzy refers them to the Customer and informs the Customer, without handling the request on its merits unless instructed by the Customer.

9. Data breach

Senzy notifies the Customer of any personal data breach affecting Customer Data within 72 hours of becoming aware of it, by email to the Administrators, describing the nature of the breach, the categories and approximate number of data subjects and records concerned, the likely consequences, the measures taken or proposed, and a point of contact. Information not available within that period is communicated afterwards without undue delay. Senzy cooperates with the Customer to enable it to fulfil its own notification obligations (Art. 33 and 34 GDPR) and documents each incident.

10. Fate of the data at the end of the contract

At the End of Access, Customer Data remains viewable and exportable in accordance with article 9 of the Terms. The Customer carries out the return of data itself through the Service’s exports; it may ask Senzy for assistance with an additional export within 30 days of the End of Access. Deletion takes place at the end of the 70-day period or, at the Customer’s request, within 30 days of the request. It covers all Customer Data, including files and backups at the expiry of their rotation cycle.

Beyond deletion, Senzy keeps: a record of the operation (name and VAT number of the company, dates of End of Access, suspension and deletion, author of the operation), for 3 years; invoices and accounting data for the statutory period; support requests for 1 year after the End of Access. These items are kept by Senzy in its capacity as controller.

11. Audit

Senzy makes available to the Customer the information necessary to demonstrate compliance with this agreement: description of security measures, list of sub-processors and their safeguards, log of support sessions concerning it. The Customer may, at most once a year, send a written audit questionnaire to which Senzy replies within 30 days. An on-site audit or technical inspection is possible only in the event of a proven breach or at the request of a supervisory authority, subject to 30 days’ notice, at the Customer’s expense, during business hours, without access to other customers’ data.

12. Final provisions

The parties’ liability under this agreement is governed by article 16 of the Terms. This agreement prevails over the Terms in all matters concerning the processing of Customer Data. It is governed by Belgian law and subject to the jurisdiction of the courts of Liège. It ends with the complete deletion of Customer Data.

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Annex 2 — Sub-processors

Version of 8 September 2026. Updated in accordance with article 5 of annex 1.

Stripe and Horus do not access Customer Data within the meaning of annex 1; they are listed here for transparency, as recipients of the Customer’s billing data.