Terms of service

About this version

This is version 2.0. It applies to agreements concluded from 20 October 2026. For customers with an existing agreement the transition follows article 11 of version 1.0: this version takes effect thirty days after Solven has announced it, or earlier when the account owner confirms it in the app. Article 20 of this version applies to changes made after it. What changed compared with version 1.0 is listed at the bottom of this page; earlier versions are available on request. This is a translation; if it differs from the Dutch text, the Dutch text prevails.

1. Definitions

• Solven: Solven Systems, a sole proprietorship established in Almere, the Netherlands, registered with the Dutch Chamber of Commerce under number 66754755.
• Customer: the business or organisation that enters into an Agreement with Solven.
• Agreement: the arrangements between Solven and the Customer about the Service, including all parts listed in article 2.3.
• Service: the Solven platform — the web application, the mobile app, the customer portal and the API — together with related services such as support.
• Plan: the chosen subscription (Solo, Starter, Growth, Core, Intelligence or Enterprise) with its features, included Users and limits.
• User: a natural person who has access to the Service on behalf of the Customer.
• Customer Data: all data that the Customer or its Users enter into the Service or have the Service process, including personal data.
• Billing Period: the period invoiced in advance: one month or one year.
• In Writing: on paper or by email, and any digital signature or confirmation in the Service.
• Business Day: Monday to Friday from 9:00 to 17:00 Dutch time, excluding generally recognised Dutch public holidays.

2. Applicability and order of precedence

2.1 These terms apply to every offer from Solven, every Agreement and every use of the Service.

2.2 Purchasing or other terms of the Customer do not apply. Deviations from these terms apply only if agreed In Writing.

2.3 The Agreement consists of (a) the signed subscription agreement or the confirmation of sign-up, (b) the data processing agreement and (c) these terms. In case of conflict, the part mentioned first prevails. For the processing of personal data, the data processing agreement always prevails.

2.4 If a provision is void or annulled, the remaining provisions continue to apply. The parties then replace it with a valid provision that comes as close as possible to its purpose.

3. Formation of the Agreement

3.1 An offer from Solven is without obligation unless it states a term. A subscription agreement that Solven offers for signature is valid until the date stated on it, or otherwise for thirty days.

3.2 The Agreement is formed when the Customer signs up via the website or the app, or when it signs a subscription agreement. Whoever signs up or signs declares that they are authorised to represent the Customer.

3.3 The Service is intended for businesses acting in the course of their trade or profession. Rules that protect only consumers do not apply.

4. The Service

4.1 Solven provides the Service as an online service (software-as-a-service). For the duration of the Agreement, the Customer receives a non-exclusive, non-transferable right to use the Service for its own business, within the features and limits of its Plan. It may not sublicense that right.

4.2 What a Plan includes — features, included Users, AI credits and available add-ons — is shown on the pricing page and in the app.

4.3 Solven continuously develops the Service and may add, change or replace features. If a feature that is essential to the Customer disappears without an equivalent alternative, Solven announces this at least thirty days in advance and the Customer may terminate the Agreement as of the date the change takes effect.

4.4 Integrations with third-party services — such as accounting packages, payment services and email — run through those third parties, whose own terms apply to their services. Solven makes reasonable efforts to keep an integration working, but does not guarantee the availability of those services or changes they make.

4.5 Features that calculate, flag or make suggestions — such as estimates, scheduling, AI features, flags on the use of subcontractors and the registration of refrigerants and F-gases — support the Customer but are not legal, tax or technical advice. The Customer remains responsible for its decisions and for complying with the rules that apply to it.

4.6 Which AI features are available depends on the Plan and on what Solven has enabled; the data processing agreement lists the providers used for them. The output of an AI feature may be inaccurate or incomplete; the Customer checks it before relying on it or sending it to anyone else. Solven does not allow Customer Data to be used to train AI models.

5. Trial

5.1 The Customer can start with a free trial of fourteen days, or thirty days for the Enterprise plan, unless agreed otherwise. No payment details are required.

5.2 The trial does not automatically convert into a paid subscription. At its end the account is suspended unless the Customer activates the subscription. The subscription fee is only owed from that activation.

5.3 After suspension, Customer Data is retained as described in article 14, so the Customer can continue later or export its data.

5.4 Solven may refuse or end a trial in case of misuse.

6. Users and accounts

6.1 Every account is personal. The Customer ensures that Users keep their login details secret and do not share them, and that their role and rights fit their task. Solven recommends enabling two-factor authentication.

6.2 The Customer is responsible for what happens through its Users’ accounts. It reports misuse, or a suspicion of it, to Solven immediately.

6.3 A Plan includes a number of Users. Beyond that, the Customer can add Users at the rate on the pricing page, except on the Solo plan.

7. Acceptable use

7.1 The Service may not be used:

• in breach of the law, or to process (personal) data without a valid legal basis;
• to gain unauthorised access to systems or data, or to circumvent security, the separation between customers or role permissions;
• in a way that disrupts or overloads the Service, such as exceeding the API limits or automatically scraping the Service outside the API;
• to store or distribute malware or unlawful or infringing content, or to send unsolicited messages (spam);
• to copy, decompile or resell the Service, except to the extent mandatory law permits.

7.2 Reasonable limits per Plan apply to AI credits, the AI Inbox and the API, as shown in the app. Solven may restrict usage beyond them.

7.3 In case of a breach, Solven may restrict or suspend access, after a warning, or without a warning when immediate action is needed to prevent harm.

8. Prices

8.1 Prices are shown on the pricing page or in the subscription agreement. All prices are in euros and exclude VAT.

8.2 A price in a signed subscription agreement applies to the Plan and number of Users stated in it.

8.3 Solven may change its prices. Solven announces an increase In Writing at least thirty days before it takes effect; it applies from the first Billing Period that starts after that date. If the Customer does not agree, it may terminate as of that date. A price guarantee agreed In Writing prevails.

8.4 A higher Plan or additional Users take effect immediately; the difference for the rest of the current Billing Period is invoiced pro rata. A lower Plan also takes effect immediately, without a credit for the current period. Fewer Users or stopping an add-on takes effect from the next Billing Period.

9. Invoicing and payment

9.1 Solven invoices in advance per Billing Period, the first time when the subscription is activated. An annual subscription costs ten monthly fees.

9.2 The Customer pays within fourteen days of the invoice date, via the payment link with the invoice or, if agreed, by direct debit. Invoices are sent electronically.

9.3 If an invoice is not paid on time, Solven sends reminders. If it is still unpaid thirty days after the due date, Solven may suspend access to the Service until payment is made. Customer Data is retained during that period.

9.4 From the due date the Customer owes the statutory commercial interest without further notice of default. If Solven has to hand over the claim for collection, the reasonable extrajudicial collection costs according to the statutory scale are for the Customer’s account.

9.5 The Customer raises any objection to an invoice In Writing within thirty days of the invoice date. It pays the undisputed part on time.

10. Term and cancellation

10.1 The Agreement is entered into for an indefinite period. The subscription runs per Billing Period from activation.

10.2 The Customer may cancel at any time, in the app (Subscription → Cancel subscription) or In Writing via support@solvensystems.nl. There is no notice period: the subscription ends at the end of the current Billing Period, and the Service remains available until then. Cancelling during the trial ends access immediately.

10.3 An invoiced Billing Period is not refunded, not even in part and not for an annual subscription, unless Solven terminates the Agreement without the Customer being in default; Solven then refunds the prepaid amount for the remaining period pro rata.

10.4 Solven may terminate the Agreement with at least three months’ notice, as of the end of a Billing Period.

11. Suspension and dissolution

11.1 Solven may suspend the Service in whole or in part if the Customer fails to meet its obligations, if this is necessary to avert a serious security risk, or if the law requires it. Solven limits the suspension to what is necessary and lifts it as soon as the reason has ceased.

11.2 Either party may dissolve the Agreement In Writing with immediate effect if the other party fails to perform a material obligation and does not remedy this within thirty days of a written notice of default, or if the other party is declared bankrupt, is granted a suspension of payments or ends its business.

12. Availability, maintenance and support

12.1 Solven aims for availability of the Service of 99.5% per calendar month, measured as the reachability of the web application and the API, excluding announced maintenance and force majeure. This is a best-efforts obligation: falling short does not entitle the Customer to compensation unless agreed In Writing. The current status is shown at solvensystems.nl/status.

12.2 Solven carries out planned maintenance that noticeably interrupts the Service outside Business Days where possible, and announces it by email at least two Business Days in advance. Urgent maintenance, such as a security update, may take place without notice.

12.3 Support is available via support@solvensystems.nl and the support centre in the app, on Business Days. Solven responds to an outage that makes the Service unusable within four business hours and to other requests within one Business Day, and then works on a solution without undue delay. Different arrangements can be agreed In Writing for the Enterprise plan.

12.4 Solven makes a daily backup of Customer Data and keeps it for thirty days. A backup serves to recover from an outage or incident, not to restore individual data that the Customer deleted itself.

12.5 Updates and new versions of the Service and the mobile app are included. The Customer uses a current, supported browser.

13. Security

13.1 Solven takes appropriate technical and organisational measures to secure the Service and Customer Data. They are described in the data processing agreement.

13.2 The Customer secures its own devices, network and accounts, and keeps the administration of its Users in order.

14. Customer Data, export and the end of the Agreement

14.1 Customer Data remains the Customer’s. Solven uses it only to provide, secure and support the Service, and as described in the data processing agreement. Solven may use data about the use of the Service — such as which features are used — in anonymised form to improve the Service.

14.2 The account owner can export Customer Data at any time via the settings in the app, as a zip file with the data and a zip file with the files, such as photos and documents.

14.3 After the Agreement ends, and after the suspension at the end of a trial, Solven keeps the Customer Data so that the Customer can export it or resume the subscription. At the Customer’s request Solven deletes or anonymises it within thirty days; without a request, no later than six months after the end. Data that Solven is legally required to keep, such as its own invoices to the Customer, is kept for as long as the law requires. The daily backups expire after thirty days; a backup Solven makes manually, for example before a restore, is deleted as soon as it is no longer needed.

15. Personal data

15.1 For the personal data in Customer Data, the Customer is the controller and Solven the processor. The data processing agreement applies to this and forms part of the Agreement.

15.2 For the data Solven processes about the Customer itself — account, contacts, invoicing — Solven is the controller. How Solven handles that data is set out in the privacy statement.

15.3 The Customer ensures that it has a legal basis for the processing it has the Service carry out, and that it informs the data subjects — for example its employees when it uses location tracking in the app.

16. Intellectual property

16.1 All intellectual property rights in the Service, the software, the documentation and the design are held by Solven or its licensors. These terms do not transfer any of those rights.

16.2 The Customer retains all rights in Customer Data and grants Solven the right of use needed to provide the Service.

16.3 Solven may use the Customer’s suggestions and feedback about the Service freely and without compensation.

16.4 If a third party claims that the Service infringes its rights, Solven may modify the Service or replace the relevant part. If that is not reasonably possible, Solven may discontinue that part and refund the prepaid amount for it pro rata.

17. Confidentiality

The parties keep each other’s confidential information secret, during the Agreement and for two years afterwards, and use it only to perform the Agreement. This does not apply to information that was already public, that a party lawfully had itself, or that it must disclose under the law or a court decision.

18. Liability

18.1 Solven is only liable for direct damage caused by an attributable failure to perform the Agreement, up to at most the amount the Customer paid to Solven in the twelve months before the event causing the damage, excluding VAT. A series of related events counts as one event.

18.2 Direct damage means only: the reasonable costs of making Solven’s performance conform to the Agreement, and the reasonable costs of establishing and limiting the damage.

18.3 Solven is not liable for indirect damage, including consequential damage, lost profits, missed savings, business interruption, fines and damage caused by loss or corruption of data to the extent that it cannot be restored from Solven’s backups.

18.4 The limitations in this article do not apply in case of intent or deliberate recklessness on Solven’s part.

18.5 Liability only arises if the Customer gives Solven prompt written notice of default with a reasonable period to remedy the failure, and Solven still fails attributably after that, unless performance is permanently impossible. A claim lapses twelve months after it arose.

18.6 The Customer holds Solven harmless against third-party claims, including from data subjects and regulators, arising from Customer Data or from use of the Service in breach of the Agreement or the law.

19. Force majeure

Neither party is required to perform an obligation it cannot perform due to force majeure. Force majeure includes failures of the internet, electricity or telecommunications, failures at hosting and other service providers on which Solven may reasonably rely, cyber attacks despite appropriate measures, and government measures. If force majeure lasts longer than sixty days, either party may dissolve the Agreement In Writing, without compensation.

20. Changes to these terms

20.1 Solven may change these terms. It announces a change at least thirty days before it takes effect, by email or in the app.

20.2 If a change is materially to the Customer’s disadvantage, the Customer may terminate the Agreement as of the date the change takes effect.

20.3 Solven presents a change to the liability, to the allocation of responsibility for personal data, or to what happens with Customer Data to the account owner for explicit confirmation in the app. Every version of these terms is numbered, and Solven records who confirmed which version and when.

20.4 A change required by law may take effect earlier.

21. Miscellaneous

21.1 The Customer may only transfer its rights and obligations under the Agreement with Solven’s written consent. Solven may transfer the Agreement in the event of a transfer or conversion of its business, for example into a private limited company; it notifies the Customer in advance.

21.2 Solven communicates with the Customer via the account owner’s email address and via the app.

21.3 The data in Solven’s systems and logs serves as evidence, subject to proof to the contrary by the Customer.

21.4 Provisions that by their nature continue after the end of the Agreement — such as those on confidentiality, liability, intellectual property and Customer Data — remain in force afterwards.

21.5 These terms are available in Dutch and English. In case of differences, the Dutch text prevails.

22. Applicable law and disputes

Dutch law applies to the Agreement; the Vienna Sales Convention (CISG) is excluded. The parties first try to resolve a dispute together. If that fails, it is submitted to the competent court of the District Court of Midden-Nederland.

What changed in version 2.0

• Trial (art. 5): does not automatically convert into a paid subscription; the fee is only owed after activation.
• Invoicing and payment (art. 9): in advance per month or year, payment within fourteen days, suspension after thirty days of arrears, commercial interest and collection costs.
• Cancellation (art. 10): without notice period as of the end of the current Billing Period, without refund; also for annual subscriptions.
• Price changes (art. 8): announced at least thirty days in advance, with the right to terminate.
• Service levels (art. 12): the 99.5% target, maintenance, support response times and backups are now part of the terms themselves.
• Customer Data (art. 14): export at any time; deletion within thirty days of a request and no later than six months after the end.
• Liability (art. 18): the same twelve-month cap, now worked out with what direct damage is, notice of default, a limitation period and third-party claims.
• New: formation, acceptable use, AI features, no advice, confidentiality, force majeure, transfer and the order of precedence of the documents.