Terms of Service

StartBook — operated by XaniaCode SRL Version 1.0 · Last updated 31 July 2026

1. Who we are

XaniaCode SRL (SRL / BV), trading as StartBook, with registered office at TO BE COMPLETED, TO BE COMPLETED TO BE COMPLETED, Belgium.

• Company number (KBO/BCE): TO BE COMPLETED
• VAT number: TO BE COMPLETED
• Contact: info@startbook.be
• Website: startbook.be

In these Terms, "we", "us" and "our" mean XaniaCode SRL. "You", "your" and "the Business" mean the business that opens an account and uses the Service. "Service" means the StartBook online booking platform and everything we make available through it. "Client" means a person who books an appointment with you through the Service.

2. What these Terms cover, and your agreement to them

These Terms form a binding agreement between you and us. They apply from the moment you create an account, start a free trial, or use the Service in any way, whichever happens first.

Three documents work together and all form part of our agreement:

1. These Terms of Service — the commercial and operational relationship between us.
2. The Privacy Policy — how we handle personal data for which we decide the purposes.
3. The Data Processing Agreement (DPA) — how we handle the personal data of your Clients, which remains yours. The DPA satisfies Article 28 of the GDPR and applies automatically; you do not need to sign a separate document, although you may request a signed copy.

If any of these documents conflict, the DPA prevails on data protection matters, and these Terms prevail on everything else.

3. Who may use the Service

The Service is offered to businesses and professionals, not to consumers. By accepting these Terms you confirm that:

• you are acting for purposes relating to your trade, business, craft or profession;
• you are at least 18 years old;
• you have the authority to bind the business you represent;
• the information you give us is accurate and kept up to date.

If you are a natural person acting outside your professional activity, mandatory consumer protection rules may still apply to you and nothing in these Terms limits those rights.

4. The Service

The Service lets you publish a booking page, define services, staff and other resources, set opening hours and exceptions, and receive and manage appointments. Your booking page is published on a subdomain of startbook.be (for example yourbusiness.startbook.be).

We provide the Service on a software-as-a-service basis. You receive a right to use it; you do not receive a copy of the software and no ownership passes to you.

We may add, change or remove features. If a change materially reduces the core functionality you are paying for, we will tell you at least 30 days in advance and you may terminate without penalty before it takes effect.

5. Free trial

New accounts may receive a free trial. During the trial you have access to the Service without payment. When the trial ends, your booking page stops accepting new appointments until you subscribe. Your data is not deleted at that moment; it stays available under the retention rules in clause 15.

We may change or withdraw trials at any time for new accounts. A trial does not automatically convert into a paid subscription: you choose a plan and pay deliberately.

6. Prices, payment and renewal

Plans and prices are shown on startbook.be and in your account. All prices are excluding VAT unless stated otherwise. VAT is applied according to Belgian and EU rules; if you are a VAT-registered business in another EU member state and provide a valid VAT number, the reverse charge mechanism may apply.

Payment is handled by our payment provider, Mollie B.V. We do not receive or store your card details. By subscribing you authorise recurring collection of the subscription amount.

Renewal. Subscriptions renew automatically each month until cancelled. The first payment starts the subscription; each following month is collected automatically on the same cycle.

Failed payments. If a payment fails, we may retry. If payment is still not received, your access may be suspended after the grace period shown in your account. Your data is not deleted because of a failed payment; see clause 15.

No refunds for partial periods. Amounts already paid for a running month are not refunded when you cancel, except where mandatory law requires otherwise. You keep access until the end of the period you paid for.

7. SMS credits

Text messages are an optional paid add-on, sold as prepaid credit packs.

• Credits are purchased separately from the subscription and are not included in any plan.
• Credits do not expire and remain available while your account exists.
• One credit is consumed per message part. A message longer than the standard length, or containing special characters, is transmitted as several parts and consumes a credit for each part. The number of parts is recorded for every message we send.
• When credits run out, messages stop. Bookings continue to work normally — the add-on never blocks the core Service.
• Credits are not refundable in cash and cannot be transferred between accounts, except where mandatory law requires otherwise.
• Delivery of a message depends on mobile operators and on the recipient's device and network. We are responsible for correctly submitting the message to our provider; we cannot guarantee that a message arrives or arrives within a specific time.
• You are responsible for the lawfulness of the messages sent from your account, including having a valid legal basis to contact the recipient, and for respecting rules on unsolicited communication. Messages sent through the Service must relate to appointments; do not use them for marketing without a separate valid legal basis.

8. Changes to prices

We may change our prices. If a price change affects a subscription you already hold, we will notify you at least 30 days before it takes effect, by email to the address on your account.

You may terminate your subscription free of charge before the new price applies. If you continue to use the Service after the change takes effect, the new price applies. A price change never applies retroactively to a period you have already paid for.

9. Your responsibilities

You are responsible for:

• Your account. Keeping credentials confidential, using strong passwords, and telling us promptly at info@startbook.be if you suspect unauthorised access.
• Your content. Everything you publish through the Service: service descriptions, prices, photographs, staff names and images, and any custom text. You must hold the necessary rights and permissions, including the consent of any person whose photograph or name you publish.
• Your relationship with your Clients. The appointment itself is an agreement between you and your Client. We are not a party to it. Cancellations, no-shows, refunds, complaints, and the quality of what you deliver are entirely your responsibility.
• Legal compliance in your own activity. Professional licences, health and safety rules, price display obligations, invoicing, consumer information duties, and anything else that applies to your trade.
• Data protection as the controller. You decide why and how your Clients' data is processed. You must have a lawful basis for collecting it, inform your Clients properly, and answer their requests. We assist you as described in the DPA.
• Accuracy. Keeping your opening hours, availability and prices up to date so your Clients are not misled.

10. Acceptable use

You may not, and may not allow anyone else to:

• use the Service unlawfully, or to store or transmit unlawful, misleading, defamatory or infringing content;
• use the Service to offer services that are illegal in the country where they are provided;
• send unsolicited commercial communication through the Service;
• attempt to gain unauthorised access to the Service, other accounts, or the underlying infrastructure;
• probe, scan or test the vulnerability of the Service without our prior written consent;
• interfere with or disrupt the integrity or performance of the Service, including by automated requests at a volume that degrades it for others;
• reverse engineer, decompile or attempt to derive the source code, except to the extent this cannot be excluded by law;
• resell, sublicense or make the Service available to third parties as a service of your own, unless we agree in writing;
• use the Service to build a competing product;
• impersonate another business or person.

If you breach this clause we may suspend your account immediately, with notice as soon as reasonably possible.

11. Availability, maintenance and support

We aim to keep the Service available continuously, but we do not promise uninterrupted availability. Interruptions can occur because of maintenance, updates, failures at our hosting or network providers, or events beyond our control.

We carry out planned maintenance outside normal business hours where reasonably possible, and give advance notice of maintenance we expect to be disruptive.

Support is provided by email at info@startbook.be during Belgian business days. Response times depend on your plan and are indicative, not contractual, unless we have agreed a separate service level agreement in writing.

12. Your data, and our access to it

The data you and your Clients put into the Service remains yours. We do not sell it, and we do not use it to build profiles of your Clients for our own purposes.

You grant us a limited licence to host, copy, transmit, display and back up that data strictly to the extent needed to operate the Service for you, to keep it secure, and to comply with the law.

Our staff access your data only when necessary: to provide support you have asked for, to investigate a technical fault or a security incident, or where the law requires it. Access is restricted to people who need it.

We may produce and use aggregated, anonymised statistics about how the Service is used, provided they cannot identify you, your Clients or your business.

13. Intellectual property

The Service, its software, design, structure, texts and trade marks belong to us or our licensors. Nothing in these Terms transfers ownership to you.

Feedback you send us about the Service may be used freely by us without obligation or compensation.

14. Confidentiality

Each party may receive information from the other that is not public and that should reasonably be treated as confidential. Each party will keep such information confidential, use it only for the purposes of this agreement, and protect it with at least reasonable care. This does not apply to information that is or becomes public without breach, was already lawfully known, is independently developed, or must be disclosed by law — in which case the disclosing party will be informed where legally permitted.

15. Term, termination and what happens to your data

Term. The agreement runs for as long as you have an account.

Your cancellation. You may cancel your subscription at any time from your account. Cancellation takes effect at the end of the period you have already paid for. You may also close your account entirely.

Our termination. We may terminate or suspend the agreement:

• immediately, if you seriously or repeatedly breach these Terms, or if required by law or by a competent authority;
• immediately, if payment remains outstanding after the grace period and after we have reminded you;
• with 30 days' notice, for any other reason.

After termination. Your booking page stops accepting appointments. We keep your data for 90 days after closure so that you can ask for an export or change your mind. After that period the data is permanently deleted from our live systems, and from backups within a further 30 days.

Export. At any time while your account exists, and during the retention window above, you may ask us at info@startbook.be for an export of your data in a common machine-readable format. We provide it without charge, within 30 days.

Invoices are kept for 7 years because Belgian accounting law requires it, regardless of account closure.

16. Warranties and what we do not promise

We provide the Service with reasonable skill and care.

We do not warrant that the Service will be free of errors or interruptions, that it will meet requirements we have not expressly agreed, or that it is suitable for a particular purpose you have not told us about.

The Service is a booking tool. It is not accounting software, not a medical records system, and not a substitute for professional or legal advice relevant to your trade.

17. Liability

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under Belgian law, including liability for fraud, wilful misconduct (opzet/dol), gross negligence (zware fout/faute lourde), death or personal injury caused by our fault, and liability under mandatory product liability rules.

Subject to that paragraph:

• Our total liability arising out of or in connection with this agreement, in any period of twelve months, is limited to the amounts you actually paid us for the Service in the twelve months preceding the event giving rise to the claim.
• We are not liable for indirect or consequential loss, loss of profit, loss of turnover, loss of goodwill, loss of anticipated savings, loss of business opportunity, or loss arising from appointments not made or not honoured.
• We are not liable for loss caused by your own failure to keep your account credentials secure, by content you published, or by your own breach of law.
• We are not liable for the acts or omissions of your Clients.

Claims must be brought within one year of the date on which you became aware, or should reasonably have become aware, of the facts giving rise to the claim.

18. Indemnity

You will indemnify us against third-party claims, and reasonable legal costs, arising from: content you published through the Service; your breach of these Terms; your infringement of a third party's rights; messages sent from your account; or your failure to meet your own obligations as data controller toward your Clients.

19. Force majeure

Neither party is liable for failure to perform caused by an event beyond its reasonable control, including natural disasters, war, terrorism, civil unrest, epidemic, strike, failure of public networks or utilities, failure of upstream providers, or government action. Payment obligations already due are not suspended by this clause.

20. Third parties we rely on

We use carefully selected providers to operate the Service, including hosting, payment processing and message delivery. They are listed in the DPA and in the Privacy Policy, together with their role. We remain responsible to you for their performance of the parts of the Service we have entrusted to them.

21. Changes to these Terms

We may amend these Terms. We will publish the amended version on startbook.be and, where the change is material, notify you by email at least 30 days before it takes effect.

If you do not accept a material change, you may terminate free of charge before it takes effect. Continued use after that date means you accept the new version. Changes required by law or by a supervisory authority may take effect sooner where necessary.

22. Assignment

You may not transfer this agreement without our written consent. We may transfer it to a company within our group or to an acquirer of our business, provided your rights are not reduced; we will inform you.

23. Notices

We send notices to the email address registered on your account; keep it current. You send notices to info@startbook.be. Notices sent by email are deemed received on the next business day.

24. Miscellaneous

If a provision is found invalid, the rest remains in force and the invalid provision is replaced by a valid one that comes closest to its intended effect. Failure to enforce a right is not a waiver of it. These Terms, with the Privacy Policy and the DPA, are the entire agreement between us on this subject and replace earlier arrangements.

25. Governing law and disputes

This agreement is governed by Belgian law, excluding its conflict-of-law rules and excluding the UN Convention on Contracts for the International Sale of Goods.

We prefer to resolve disagreements directly. Please write to info@startbook.be first; we will make a genuine effort to reach a solution.

If that fails, disputes are submitted to the courts of the judicial district of TO BE COMPLETED, Belgium, unless a mandatory rule gives jurisdiction to another court.

For businesses located elsewhere in the EU, the European Commission's online dispute resolution platform is available at ec.europa.eu/consumers/odr, although it is primarily intended for consumers.

26. Language

These Terms are written in English, which is the language of our agreement and prevails in case of discrepancy with any translation we may provide for convenience.

Questions about these Terms? Write to info@startbook.be. We answer in English, Dutch, French and Romanian.