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Terms of Service & Data Processing Agreement

Version 1.0  ·  Effective date: 1 June 2026  ·  Applies to all DepoFact services

1. Parties

Customer: any legal entity or natural person acting in the course of its professional activities (B2B) who creates an account on the DepoFact platform.

By registering, the Customer fully accepts these Terms of Service. The Customer confirms that they are authorised to act on behalf of their business.

2. Description of the service

DepoFact is a cloud-based SaaS platform that uses artificial intelligence to integrate accounting, financial and logistics processes with external systems (including but not limited to Billit, banks, ERP systems and other platforms).

The service includes:

• Access to the online customer portal (my.depofact.be)
• Access to the DepoFact mobile application (iOS and Android)
• Stock management, order management and invoicing features
• AI-powered assistant for accounting and logistics queries
• Integrations with external accounting packages and platforms
• Technical support via the support portal

DepoFact reserves the right to modify, expand or adapt the features of the platform at any time, with 30 days' prior notice for material changes.

3. 14-day free trial

New customers receive a free trial period of 14 calendar days from the date of registration, with no payment obligation and no automatic conversion to a paid subscription.

After the trial period expires:

• Access to the platform is temporarily suspended unless the Customer has subscribed to a paid plan;
• Customer data is retained for 60 days after suspension;
• A reminder email is sent no later than 3 days before the end of the trial period.

During the trial period, all features of the selected subscription plan are available unless otherwise stated.

4. Subscriptions and payment

After the trial period, the Customer selects a subscription plan from the available packages on the platform. The following terms apply:

• Billing: monthly or annual prepayment, depending on the chosen plan;
• Prices: are exclusive of VAT and are displayed on the subscription management page;
• Cancellation: monthly subscriptions may be cancelled at any time effective from the next billing period; annual subscriptions require 30 days' notice before the renewal date;
• Auto-renewal: subscriptions are automatically renewed unless cancelled in time;
• Price changes: communicated 30 days in advance by email; the Customer has the right to terminate before the new price takes effect.

Late payment automatically triggers interest at the statutory rate plus 8 percentage points, in accordance with the Belgian Late Payment Act of 2 August 2002.

5. Customer obligations

The Customer undertakes to:

• Use the platform only for lawful purposes and in compliance with applicable law;
• Keep login credentials confidential and immediately notify Una Group BV of any suspected unauthorised access;
• Provide accurate and complete information at registration and keep it up to date;
• Not use the platform for sending spam, distributing malware or other harmful activities;
• Respect the intellectual property rights of Una Group BV;
• Not attempt to gain unauthorised access to systems or data of other users.

6. Intellectual property

All intellectual property rights relating to the DepoFact platform, including but not limited to the software, algorithms, logos, trademarks, documentation and design, vest exclusively in Una Group BV or its licensors.

The Customer receives a non-exclusive, non-transferable and revocable right to use the platform during the term of their subscription, solely for internal business purposes.

Data entered by the Customer into the platform (company data, customer data, transaction data) remains the property of the Customer. Una Group BV acquires no ownership rights over it.

7. Liability and warranties

Una Group BV aims for a platform availability of at least 99.5% on an annual basis, excluding planned maintenance periods.

Una Group BV is not liable for:

• Indirect damage, consequential loss, lost profits or loss of data;
• Outages or delays caused by third parties, internet/network problems or force majeure;
• Errors in data or calculations resulting from incorrect input by the Customer;
• Decisions made based on AI assistant output — this is informational only and does not replace professional accounting or legal advice.

Una Group BV's total liability to the Customer is in any event limited to the amount paid by the Customer in the 3 months preceding the event giving rise to the claim.

8. Data processing (Data Processing Agreement)

In the context of providing the service, Una Group BV processes personal data on behalf of the Customer as a processor within the meaning of the GDPR (Regulation (EU) 2016/679). The Customer acts as the controller.

8.1 Categories of processed data

• Identification data of the Customer's employees and clients (name, email address, phone number);
• Financial transaction data (invoices, payments, stock movements);
• Business data (VAT numbers, bank account numbers, addresses);
• Platform usage data (log files, session data).

8.2 Purposes of processing

Data is processed solely for the purpose of delivering the agreed services, including providing access to the platform, processing transactions and generating reports.

8.3 Obligations of Una Group BV as processor

• Process personal data only on documented instructions from the Customer;
• Implement appropriate technical and organisational measures (encryption, access controls, regular security testing);
• Bind personnel with access to personal data to confidentiality;
• Notify the Customer without undue delay of any security breach (data breach), at the latest within 72 hours of discovery;
• Only engage sub-processors (e.g. Google Cloud/Firebase) with the Customer's consent and under equivalent obligations;
• Delete or return data to the Customer within 30 days of contract termination, unless a legal retention obligation applies.

8.4 Sub-processors

Una Group BV uses the following categories of sub-processors: cloud infrastructure (Google Cloud Platform/Firebase), email delivery (Amazon SES), and accounting integrations (Billit NV). An up-to-date list is available on request at privacy@depofact.be.

8.5 International data transfers

Data is stored within the European Economic Area (EEA) as a rule. For transfers outside the EEA, appropriate safeguards are implemented (EU Standard Contractual Clauses).

9. Confidentiality

Both parties undertake to keep all confidential information received in the context of this agreement secret and to use it only for the purposes of the agreement. This obligation survives termination.

10. Duration and termination

The agreement commences on the date of registration and runs indefinitely, subject to the chosen subscription period.

Una Group BV has the right to terminate the agreement with immediate effect and without court intervention if:

• The Customer fails to meet its payment obligation after a notice of default of 15 days;
• The Customer uses the platform for illegal activities or activities that damage the reputation or operation of DepoFact;
• The Customer becomes bankrupt or applies for suspension of payments.

Upon lawful termination by the Customer, any prepaid subscription fees are refunded on a pro-rata basis.

11. Amendments to the terms

Una Group BV reserves the right to amend these terms. Material changes are communicated to the Customer at least 30 days in advance by email. If the Customer does not agree with the changes, they may cancel their subscription before the new terms take effect. Continued use after the effective date constitutes acceptance.

12. Governing law and jurisdiction

This agreement is governed by Belgian law. In the event of disputes, the courts of the judicial district of Antwerp, division Mechelen have exclusive jurisdiction.

The parties undertake to first consult in good faith to reach an amicable settlement in case of a dispute.

13. Miscellaneous

• Severability: If any provision of these terms is void or unenforceable, this does not affect the validity of the remaining provisions.
• Entire agreement: These terms constitute the entire agreement between the parties and supersede all prior arrangements on the subject matter.
• No waiver: Failure by Una Group BV to exercise any right shall not be deemed a waiver of that right.
• Language: In case of inconsistency between language versions, the Dutch version prevails.

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