The deal, in plain words.

01 About these terms

These terms are the agreement between ACL Software BV, a private limited company (BV/SRL) under Belgian law, registered at Chaussée de Nivelles 315, 5020 Namur, Belgium, with company and VAT number BE 0798.373.841 ("we", "us"), and the business that opens a Hexvan account ("you").

By creating an account, you accept these terms, our privacy policy and the data processing terms below. If you accept them for a business, you confirm you are allowed to.

02 The service

Hexvan is a web app for tradespeople: an address book of customers, suppliers and subcontractors, reminders and the day's jobs on a map, quotes signed on screen, invoices, credit notes and receipts, an export for the accountant, e-invoices on Peppol, a one-page website and a listing in the public trades directory. It works in the browser of a phone, a tablet or a computer.

We improve Hexvan all the time: features may change, as long as the service as a whole stays what you subscribed to.

03 Your account

• Hexvan is for businesses. You use it for your trade or business, as a company, a partnership or a sole trader. It is not for consumers, so consumer cooling-off rights do not apply to the subscription.
• You must be at least 18, and the details you give us must be true and kept up to date.
• One account is one business. Its administrators add and remove teammates, who each sign in with their own account: do not share passwords.
• You are responsible for what is done under your business's accounts. Tell us at once at [email protected] if you think someone else got in.

04 Free trial and price

Every new business tries Hexvan free for 14 days, the day of sign-up included, with everything open. We ask for no card, so nothing is charged when the trial ends: you choose to subscribe, or not.

Then Hexvan is one flat monthly subscription for the whole business, with everything included, however many teammates, customers and documents you have:

VAT, or the taxes that apply where you are, is added where the law requires it, or accounted for by you under the reverse charge.

05 Payment, cancelling and refunds

• The subscription is billed monthly, in advance, by our payment provider Stripe, on the card you give it. Its invoices are in the app.
• Cancel any time, in the app, in a few taps. Cancelling takes effect at the end of the month already paid: until then, everything stays open.
• A month that has started is not refunded, in whole or in part, unless the law says otherwise.
• We may change the price. We tell you by e-mail at least 30 days before, and the new price applies from your next month after that. If you do not want it, cancel before.

06 If you stop paying

If a payment fails, Stripe tries again for a while, and Hexvan stays open meanwhile. If the subscription ends (unpaid, cancelled, or a trial not followed by a subscription), your account becomes read-only: you can still sign in, read your work, subscribe again and write to us, but not add or change anything. Your data is kept, and nothing is deleted unless you ask us to (see your data).

07 Your documents, your responsibility

• What you put in Hexvan is yours: your contacts, documents, photos and texts. You give us only the right to store, copy, show and send it as needed to run Hexvan for you. We do not look at it, except when you ask us to for support, or the law requires it.
• Your quotes, invoices, credit notes and receipts are your legal documents, issued in your name. Hexvan helps you meet the rules (numbers that follow on, the details tax authorities ask for, tax per rate, e-invoices), but you remain responsible for your own tax, invoicing and bookkeeping obligations, for what your documents say, and for keeping them as long as the law asks you to.
• Hexvan, its calculators and its blog are not tax, legal or accounting advice. When in doubt, ask your accountant.
• You must have the right to keep the data you put in Hexvan about other people, and tell them what you do with it (see the data processing terms).

08 Signatures on quotes

Your customers sign quotes with a finger, on your phone or through the quote's private link. Hexvan keeps the name they type, the signature drawn, the date and time and the IP address it was signed from, with the quote.

This is a simple electronic signature, within the meaning of the EU eIDAS Regulation (and its UK version). It cannot be refused as evidence only because it is electronic, and it suits everyday quotes, but it is not an advanced or qualified signature. If the law or your customer asks for a stronger form for a contract, use one.

09 E-invoices on Peppol

If you choose to send e-invoices on Peppol, we register your business on the network through our access point, Recommand, with the details you give. Your representative may be asked to prove who they are before you can send. We then send the invoices and credit notes you issue to your business customers who are on Peppol, and show you how far each one went. You stay responsible for the contents of your invoices, and for using Peppol where the law requires it.

10 Your website and directory listing

• Your website and your directory listing are public once you publish them. Only publish what you have the right to: your own photos, true descriptions of your work and your trades, and details you are happy to show.
• No unlawful, misleading, offensive or infringing content, and nothing that is not about your trade. You answer for what you publish.
• We may remove content, or take a website or listing offline, if it breaks the law or these terms, or if someone sends us a well-founded complaint about it. We tell you why, unless the law stops us.
• Your website lives at its own address on a Hexvan domain, unless you ask us to set up a domain of your own. The directory only shows where you are based to within about a kilometre: your exact address is never published.

11 Acceptable use

You agree not to:

• break the law, or anyone's rights, through Hexvan;
• send spam, or use the directory to collect other businesses' details for mailing lists;
• probe, scan or try to break into Hexvan, or get around the limits between businesses or on public pages;
• use automated access in a way that slows Hexvan down for others;
• resell or rebrand Hexvan without our written agreement.

12 Availability and support

We make reasonable efforts to keep Hexvan available and working, and to announce planned work in advance where we can. But we do not promise uninterrupted service, and there is no service level agreement: the internet, our providers and our own work can sometimes take it offline for a while.

Support is by e-mail at [email protected], or from the app. Real people answer.

13 Your data and export

• You can download your quotes, invoices, credit notes and receipts as PDFs at any time, and the accountant's export: your sales and expenses as CSV files, your invoices as e-invoices (UBL) and your paper receipts' photos, for any period.
• Read-only access stays open after your subscription ends, so you can always get your documents.
• Ask us to delete your account and we delete it, with all its data, within 30 days; backups follow within another 30 days. Download what you must keep first.

14 Liability

• Hexvan is provided as it is. We do our best for it to be right, but we do not promise that it is free of errors or fits every need of your business.
• We are not liable for indirect losses, such as lost profits, lost business or lost opportunities, nor for what follows from your own documents, data or tax returns.
• Our total liability to you, for everything in a 12-month period, is limited to the fees you paid us in the 12 months before the event that caused it.
• Nothing in these terms limits or excludes liability that cannot be limited or excluded by law, such as for fraud, or for death or personal injury caused by negligence.

15 Suspension and termination

• You can stop at any time: cancel the subscription, and ask us to delete the account if you wish.
• We may suspend or close an account that seriously or repeatedly breaks these terms, after a warning where we can, and at once where it is needed to protect Hexvan, its users or other people. We may also stop offering Hexvan altogether, with reasonable notice by e-mail, leaving you time to take your data.
• When the agreement ends, what must outlive it does: your documents' export, the limits on liability and the data processing terms until your data is deleted.

16 Changes to Hexvan and to these terms

When we change these terms, we update the date at the top. We e-mail the administrators of every business at least 30 days before a change that matters to you takes effect. If you do not accept it, cancel before; using Hexvan after that date means you accept the new terms.

17 Governing law and disputes

Belgian law governs these terms, and the courts of Namur, Belgium, have jurisdiction over any dispute. This takes nothing away from the mandatory rules of the country where your business is based, which still protect you. Before going to court, write to us: most things are settled with a conversation.

18 Data processing terms

When you keep personal data about other people in Hexvan, you are the controller and we are your processor. These terms are our data processing agreement, under Article 28 of the GDPR and of the UK GDPR. They are part of the terms you accept.

Subject and duration

We process the personal data you put in Hexvan, on your documented instructions (the way you use Hexvan, and what you ask of us in writing), for as long as your business has an account, and until it is deleted.

Nature and purpose

Storing, organising, showing and sending your data so that Hexvan works as described: placing addresses on the map, producing documents and their PDFs, collecting signatures on quotes, sending e-invoices on Peppol, sending the e-mails the app sends for you, and publishing what you choose to publish.

Categories of people and data

• People: your customers, suppliers, subcontractors and their contact people, the people who sign your quotes, and anyone else you record in Hexvan.
• Data: names, e-mail addresses, phone numbers, postal addresses and their place on the map, business names, company, VAT and Peppol numbers, your notes, the contents of your quotes, invoices and receipts, signatures (with the name typed, the time and the IP address), and your photos.
• Hexvan is not made for special categories of data (such as health): do not keep them in your notes.

Our obligations

• We process the data only on your instructions, and tell you if an instruction seems to break the data protection rules.
• Everyone who can reach it is bound to confidentiality.
• We keep it safe with the measures described in our privacy policy.
• We help you answer the requests of the people concerned (access, correction, erasure, export), and with security and impact assessments, as far as Hexvan's part goes.
• We tell you without undue delay when we become aware of a personal data breach affecting it.

Subprocessors

You allow us to use the subprocessors listed in our privacy policy. Each is bound by obligations at least as protective as these. We tell you before we add or replace one; you may object on reasonable data protection grounds, and if we cannot settle it, you may cancel without penalty.

Where the data goes

Your data is hosted in the European Union. When a subprocessor handles it outside the European Economic Area, it does so under the safeguards the GDPR requires.

At the end

When you ask us to delete your account, we delete your data within 30 days, and our backups follow within another 30, unless the law requires us to keep part of it. Download what you need before: the export gives you your documents and data.

Audits

On reasonable notice, and no more than once a year, we give you the information needed to show that we meet these obligations.

Your obligations

You must have a lawful basis to keep the data you put in Hexvan, and tell the people concerned about it (in your own privacy notice, for example).

19 Contact us

ACL Software BV, Chaussée de Nivelles 315, 5020 Namur, Belgium.
Questions about these terms: [email protected]
Personal data: [email protected]