Beebole Terms of Service

Effective as of June 8, 2026

These Terms of Service (the “Terms” or “Agreement”) govern your access to and use of the Beebole time-tracking and planning services provided by Beebole s.r.l., a company registered in Brussels, Belgium (“Beebole”, “we”, “us”). By placing an Order Form, creating an account, or otherwise using the Services, the customer (“Customer”, “you”) agrees to these Terms.

#1. Definitions

1.1 Affiliate — any entity that controls, is controlled by, or is under common control with a party, where “control” means ownership of more than 50% of the voting interests.

1.2 AUP — the Acceptable Use Policy published at beebole.com/aup, as updated from time to time.

1.3 Contractor — a third party (other than a competitor of Beebole) engaged by the Customer to use the Services on the Customer’s behalf.

1.4 Customer Data — any data of any type submitted to the Services by or on behalf of the Customer, including timesheets, absence and leave records, and project records.

1.5 Dashboard — the administrative interface through which the Customer manages its account and Users.

1.6 Documentation — the then-current user guides and technical documentation made available for the Services (including at beebole.com/help).

1.7 Feedback — suggestions, enhancement requests, or other feedback relating to the Services.

1.8 Beebole App — the client applications made available by Beebole for use with the Services.

1.9 Laws — all applicable local, national, and supranational laws and regulations, including the GDPR (Regulation 2016/679).

1.10 Users — the Customer’s employees, Contractors, and Affiliates authorised to use the Services under the Customer’s account.

1.11 Administrator — a User designated by the Customer with rights to manage the account.

1.12 Special Category Data — personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade-union membership, and genetic data, biometric data, data concerning health, or data concerning a natural person’s sex life or sexual orientation, as defined in Article 9 of the GDPR (Regulation 2016/679). Absence and leave records processed through the Services may reveal data concerning health and are treated as Special Category Data (see §3.3(b) and the DPA).

1.13 Services — the Beebole time-tracking and planning software-as-a-service offerings, including the Beebole App, the APIs, and related Documentation. The Services are delivered on two coexisting platforms during a transitional coexistence period (the “V1” legacy platform and the “V2” platform); see §3.6 and the Material Service Change addendum.

1.14 Taxes — all sales, use, value-added (VAT), and similar taxes, duties, and charges, excluding taxes based on Beebole’s net income.

1.15 Third-Party Platform — any third-party product, service, or platform that the Customer elects to integrate with the Services.

#2. Beebole Services

2.1 Overview. Beebole provides the Services on a subscription basis as described in the Documentation and the applicable Order Form.

2.2 Provision. Subject to these Terms, Beebole will make the Services available to the Customer for the subscription term set out in the Order Form.

2.3 Access. Access is granted to Administrators, who manage Users. The Customer is responsible for keeping account credentials confidential and for all activity under its account.

2.4 Beebole App Licence. Beebole grants the Customer a limited, non-exclusive, non-transferable licence to use the Beebole App solely in connection with the Services.

2.5 Contractors & Affiliates. The Customer may permit its Contractors and Affiliates to use the Services, provided the Customer remains responsible for their compliance with these Terms.

2.6 General Restrictions. The Customer will not, and will not permit any User to: (a) rent, lease, or sublicense the Services; (b) reverse engineer or attempt to derive source code, except as permitted by Law; © create derivative works of the Services; (d) remove proprietary notices; or (e) publish benchmark or performance information about the Services without Beebole’s prior written consent.

2.7 Beebole APIs. Use of the APIs is subject to the rate limits and technical requirements set out in the Documentation.

2.8 Trial Subscriptions. Trial subscriptions are provided for up to 30 days. TRIAL SUBSCRIPTIONS ARE PROVIDED WITHOUT WARRANTY, INDEMNITY, OR SUPPORT.

#3. Customer Data

3.1 Rights in Customer Data. As between the parties, the Customer retains all right, title, and interest in and to the Customer Data. The Customer grants Beebole a non-exclusive, worldwide, royalty-free right to use, copy, store, transmit, modify and display the Customer Data solely as necessary to provide the Services to the Customer. Any right to create derivative works is confined to anonymized and/or aggregated data that does not identify the Customer, any User, or any data subject, as further described in §3.5. This grant is subject to, and will be exercised consistently with, the DPA incorporated under §3.6.

3.2 Storage. Beebole does not provide an archiving service. Beebole will not intentionally delete Customer Data before the end of the subscription term, except as set out in §8.3 (post-termination) or the DPA.

3.3 Customer Obligations. The Customer represents and undertakes that:

(a) the Customer Data is accurate and lawful, and the Customer has all rights, consents, and lawful bases necessary to submit the Customer Data to the Services and to authorise Beebole’s processing of it;

(b) Special Category Data. Where the Customer Data includes Special Category Data — including absence and leave records that may reveal data concerning health — such data may be processed through the Services and is governed by the DPA. The Customer acts as controller and is solely responsible for establishing and maintaining a valid Article 9 GDPR lawful basis (and any further condition under applicable Law) for that processing, and for conducting any required data protection impact assessment;

3.4 Indemnification by Customer. The Customer will defend and indemnify Beebole against third-party claims arising from the Customer Data or the Customer’s breach of §3.3, subject to the limitations in §13.

3.5 Aggregated Anonymous Data. Beebole may generate and use anonymized and aggregated data derived from use of the Services for the purpose of operating, securing, and improving the Services, provided such data does not identify the Customer, any User, or any data subject. This is consistent with the treatment of Service Data under the DPA.

3.6 Data Processing Addendum (incorporation by reference). The Beebole Data Processing Addendum (“DPA”), available at ./dpa.md, is incorporated into and forms part of this Agreement and applies automatically to all Customers, with no separate signature required. The DPA governs Beebole’s processing of personal data (including Special Category Data) as processor on the Customer’s behalf, including security measures, the 24-hour security-incident notification, sub-processing and objection rights, international transfers, and deletion/return on termination. In the event of a conflict between this Agreement and the DPA with respect to the processing of personal data, the DPA controls.

#4. Security

Beebole will implement and maintain appropriate technical and organisational measures designed to protect Customer Data, as further described in the DPA. Beebole is not responsible for transmission errors, unauthorised third-party access not resulting from Beebole’s breach of its obligations, or causes beyond its reasonable control. This §4 does not limit Beebole’s obligations under the DPA.

#5. Third-Party Platforms

The Customer may integrate the Services with Third-Party Platforms. Beebole may disable any integration at any time, with or without notice, and is not responsible for Third-Party Platforms or their availability.

#6. Ownership

6.1 Beebole Technology. Beebole retains all right, title, and interest in and to the Services and all related technology and intellectual property.

6.2 Feedback. Beebole may freely use and exploit Feedback without restriction or obligation.

#7. Subscription Term, Fees & Payment

7.1 Term and Renewal. Subscriptions renew automatically for successive terms equal to the initial term, unless either party gives written notice of non-renewal (which may be given by email) before the end of the then-current term.

7.2 Fees.

(a) Fees are payable within 30 days of the invoice date, unless paid by an automatic payment method under §7.3.

(b) Non-refundable; EU Data Act exception. Except as set out in §9 (Limited Warranty) and §14 (Indemnification), and subject to this paragraph, all fees are non-refundable. For Customers established in the EU, this non-refundable rule does not override the switching and termination rights set out in §7.5 and the EU Data Act; where those rights entitle a Customer to terminate or switch, any pre-paid fees for the unused portion of the terminated period will be refunded on a pro-rata basis.

(d) Taxes. The Customer is responsible for all Taxes, excluding taxes on Beebole’s net income. Beebole may use Stripe Tax to calculate applicable VAT and sales tax; VAT reverse-charge rules apply where relevant. Belgian mandatory B2B e-invoicing is handled via Factures.com and PEPPOL (EN 16931).

(e) Late payment. Overdue amounts accrue a late charge of 1.5% per month or the maximum permitted by Law, whichever is lower.

7.3 Payment Methods. The Customer may pay using any payment method then supported by Beebole’s payment processor, which for V2 customers is Stripe and includes cards, SEPA Direct Debit, ACH, bank transfer, and digital wallets. During platform coexistence, Adyen continues to process payments for V1 (legacy) customers. Where the Customer enrols in automatic recurring billing, the Customer authorises Beebole (or its designated payment processor) to charge the selected payment method for recurring fees, any applicable foreign-transaction fees, and outstanding amounts. The Customer may update its payment method, or cancel recurring billing, through the account Settings, subject to payment of any outstanding fees.

7.4 Change of Payment Processor. Beebole will give the Customer at least 30 days’ prior notice before changing its payment processor for the Customer’s plan.

7.5 EU Data Act Switching and Termination Rights. For Customers established in the EU, and to the extent required by the EU Data Act (Regulation 2023/2854): (a) the Customer may terminate the Services subject to a maximum notice (cancellation) period of two months; and (b) Beebole will support switching to another provider or to the Customer’s own infrastructure within a switching period not exceeding 30 days, including by providing the export described in §8.3. Switching charges, if any, will be limited as required by, and progressively reduced and withdrawn in accordance with, the EU Data Act.

7.6 Suspension of Service. Beebole may suspend the Services if fees are more than 30 days overdue, or for a violation of the AUP.

#8. Term & Termination

8.1 Term. This Agreement is effective for the subscription term set out in the Order Form and any renewals.

8.2 Termination for Cause. Either party may terminate for the other’s material breach not cured within 30 days of written notice, or immediately on the other party’s insolvency or bankruptcy (subject to any 60-day stay required by Law).

8.3 Effect of Termination. On termination or expiry, the Customer will cease using the Services. Beebole does not automatically delete Customer Data on termination: the account and its Customer Data are retained so that the Customer may reactivate and regain access. The Customer may, at any time, (i) export its Customer Data in a structured, commonly used, machine-readable format, (ii) delete its Customer Data, or (iii) request that Beebole delete or return it in accordance with the DPA (Exhibit A.9). Beebole will retain billing and accounting records for the period required by Law (see the DPA).

8.4 Survival. Sections 1, 3.1, 3.4, 3.5, 6, 7 (for amounts accrued), 8.3, 8.4, 9.2, 13, 14, 15, and 17 survive termination.

#9. Limited Warranty

9.1 Warranty. Beebole warrants that the Services will perform in substantial conformity with the applicable Documentation. The Customer’s sole and exclusive remedy for breach of this warranty is, at Beebole’s option, correction of the non-conformity or refund of pre-paid fees for the non-conforming portion, provided the Customer notifies Beebole within 30 days of the relevant event.

9.2 Disclaimer. Except as expressly set out in §9.1, and without limiting Beebole’s obligations under the DPA and §10, the Services are provided “AS IS”. Beebole does not warrant that the Services will be uninterrupted or error-free.

#10. Availability and Service Credits

The Services are subject to the Service Level Agreement published at beebole.com/sla, which commits to 99.9% uptime per calendar month and provides service credits and other remedies.

#11. Support

Support is provided in accordance with the Support Policy published at beebole.com/support-policy.

#12. Professional Services

Any professional services are provided under a separate statement of work (SOW). Unless otherwise agreed in the SOW, Beebole retains intellectual property in deliverables.

#13. Limitation of Remedies and Damages

13.1 Consequential Damages. Except for the Excluded Claims in §13.3, neither party will be liable for indirect, incidental, special, consequential, or punitive damages.

13.2 General Liability Cap. Except as set out in §13.3 and §13.4, each party’s total aggregate liability under this Agreement will not exceed the amount actually paid by the Customer to Beebole during the prior twelve (12) months.

13.3 Excluded Claims (mutual). The cap in §13.2 does not apply to: (a) the Customer’s breach of §2.6 (General Restrictions), §3.3, or §3.4; (b) either party’s breach of §15 (Confidential Information); © a party’s indemnification obligations; or (d) Beebole’s breach of its security and data-protection obligations under §4 and the DPA. The Excluded Claims apply mutually to both parties as relevant.

13.4 Data/Security-Incident Super-Cap. For claims arising from Beebole’s breach of its security and data-protection obligations under §4 and the DPA, Beebole’s aggregate liability will not exceed two times (2x) the fees paid by the Customer to Beebole in the trailing twelve (12) months, in place of the cap in §13.2. Regulatory fines and penalties imposed on the Customer under the GDPR are excluded from all caps in this §13 to the extent they arise from Beebole’s breach and are not otherwise unenforceable.

13.5 Failure of Essential Purpose. The limitations in this §13 apply notwithstanding any failure of essential purpose of any limited remedy.

#14. Indemnification

Beebole will defend the Customer against third-party claims that the Services infringe a third party’s intellectual property rights, and will pay damages finally awarded, subject to standard carve-outs (including claims arising from Customer Data, modifications, or combinations not provided by Beebole). This is the Customer’s sole and exclusive remedy for IP infringement.

#15. Confidential Information

Each party will protect the other’s Confidential Information using at least reasonable care. Beebole’s technology and the terms of this Agreement are Beebole’s Confidential Information. Standard exceptions apply (information that is public, independently developed, or lawfully received from a third party). Either party may seek equitable relief for a breach of this §15.

#16. Co-Marketing

Beebole may identify the Customer as a customer and reference the Customer’s name and logo for that purpose, including on Beebole’s website and in customer lists. Any press release, case study, or the Customer’s active participation in marketing activities requires the Customer’s prior written consent. The Customer may withdraw consent to a specific use on reasonable notice, except where the use has already been published.

#17. General Terms

17.1 Assignment. Neither party may assign this Agreement without the other’s consent, except to a successor in connection with a merger, acquisition, or sale of substantially all assets.

17.2 Severability. If any provision is held unenforceable, the remaining provisions remain in effect.

17.3 Governing Law; Dispute Resolution.

(a) Initial Notice of Dispute. Before commencing proceedings, a party must send an Initial Notice of Dispute by email to legal@beebole.com and by post to “Attn: Legal Department, Beebole s.r.l., Brussels, Belgium”. The parties will negotiate in good faith for 30 days to resolve the dispute.

(b) Governing Law and Jurisdiction. This Agreement is governed by the laws of Belgium, without regard to conflict-of-laws principles. If the dispute is not resolved within the 30-day period, the parties submit to the exclusive jurisdiction of the Brussels Enterprise Court (Tribunal de l’entreprise francophone de Bruxelles / Ondernemingsrechtbank Brussel).

© Injunctive Relief. Nothing in this §17.3 prevents either party from seeking injunctive or other equitable relief from a competent court to protect its intellectual property or Confidential Information.

17.4 Notice. Notices must be in writing and are effective when delivered to the addresses or email addresses on record.

17.5 Amendments; Waivers. Amendments must be in writing. A waiver is effective only if in writing and is not a continuing waiver.

17.6 Entire Agreement. This Agreement, including the DPA (§3.6), the AUP, the SLA, the Support Policy, and any Order Form and the Material Service Change addendum (§17.12), constitutes the entire agreement and supersedes prior agreements on its subject matter. Beebole may update operational terms (such as support and service-level terms) on reasonable notice, provided such updates do not materially decrease Beebole’s obligations; material service changes are governed by §17.12.

17.7 Force Majeure. Neither party is liable for failure or delay caused by an event beyond its reasonable control, including acts of God, natural disaster, fire, flood, strike or labour dispute, war, terrorism, riot, pandemic or epidemic, cyberattack (including ransomware or denial-of-service attack), government order, sanctions, or embargo, and outage or failure of a cloud-infrastructure or telecommunications provider. The affected party will (a) use reasonable efforts to mitigate the effects of the event, and (b) give notice to the other party without undue delay describing the event and its expected impact. If a force majeure event continues for more than ninety (90) days, either party may terminate the affected Services on written notice, and Beebole will refund any pre-paid fees for the unused portion.

17.8 Subcontractors. Beebole may use subcontractors and sub-processors to provide the Services, subject to the DPA. Sub-processors handling Customer Data during coexistence include Google Cloud, Intercom, Stripe (V2 payments), PostHog, Factures.com, and n8n Cloud, and — for V1 (legacy) customers — Linode (hosting) and Adyen (payments). See the DPA and sub-processor list for details.

17.9 Subpoenas. Beebole may comply with lawful legal process and will, where permitted, notify the Customer.

17.10 Independent Contractors. The parties are independent contractors; this Agreement creates no partnership, agency, or employment relationship.

17.11 Counterparts. This Agreement may be accepted electronically or in counterparts, each of which is an original.

17.12 Material Service Change and Platform Migration. Material changes to the platform, and the coexistence of the V1 (legacy) and V2 platforms, are governed by the Material Service Change addendum, available at ./material-service-change.md, which is incorporated into this Agreement by reference. Migration from V1 to V2 is voluntary and on an opt-in basis. Beebole may offer existing customers the option to migrate to V2, but no migration will occur without the Customer’s active acceptance; silence is not acceptance. A Customer that declines simply remains on V1, with no penalty, no forced cutover, and no current deadline to migrate. During coexistence (approximately 1–2 years), both platforms operate in parallel; EU customers’ Customer Data remains hosted in the EU, and data is segregated by region (EU server for EU companies, US server for US companies) on the V2 platform. The notice, continuity, rollback, pro-rata-refund, and legacy-data-retention commitments in the addendum apply only if Beebole later decides to retire the V1 platform, at which point a declining Customer may migrate or terminate with a pro-rata refund of pre-paid, unused fees.

#18. Website Use

Use of Beebole’s website (beebole.com, including the help documentation at beebole.com/help) and applications (the legacy application at beebole-apps.com and the new application at app.beebole.com) is subject to these Terms and the AUP. The Customer and website visitors will not misuse the websites, attempt to gain unauthorised access, or interfere with their operation. Beebole’s privacy practices for website visitors are described in the Privacy Policy and Cookie Policy.