Terms of service

1. Who we are

EventOS is a service of Codiix, Kamstraat 6, 1670 Pepingen, Belgium, enterprise number BE0791.723.106 ("Codiix", "we", "us"). You can reach us at info@codiix.be.

In these terms, "you" is the business or organization that creates an account, and "guests" are the people who make a reservation for your events.

2. The service

EventOS lets you publish events with time slots and capacity, take reservations from guests, send confirmation and change emails, and check guests in.

EventOS is a tool for professional use. By creating an account you confirm that you act on behalf of a business or organization and that you are authorized to accept these terms for it. Consumer protection rules for consumers therefore do not apply to this agreement.

The agreement for the event itself (the reservation, access, any conditions) is between you and your guests. Codiix is not a party to it and is not responsible for whether an event takes place or how it is organized.

3. Your account

• Give correct information and keep it up to date.
• Keep your password secret. You are responsible for everything done with your account and by the team members you invite.
• Owners decide who gets access and with which role (owner, admin or check-in staff). Remove access for people who no longer need it.
• Tell us immediately at info@codiix.be if you suspect someone has unauthorized access.

4. Trial

Every new organization gets a free 14-day trial of the chosen plan, without a payment card. When the trial ends without a subscription, new reservations and activating events stop until you subscribe. Your data is kept (see section 13).

5. Plans, prices and payment

• Plans, limits and prices are shown on our website and on the billing page. Prices are in euro and exclude VAT.
• Subscriptions are paid in advance per month or per year through our payment provider Stripe, and renew automatically for the same period until you cancel.
• You can change plan or cancel at any time from the billing page. A cancellation takes effect at the end of the period already paid; that period is not refunded, unless the law requires otherwise.
• We may change prices. We tell you at least 30 days in advance by email; the new price applies from your next renewal after that date. If you don't agree, you can cancel before then.
• If a payment fails and is not settled after reminders, we may limit or suspend the service until it is paid.

6. Plan limits

Each plan has limits, such as the number of live events, reservations per month and team members. EventOS enforces them automatically. Trying to get around the limits, for example by spreading one business over several organizations to stay under them, is not allowed.

7. Your events and your guests

You are responsible for your events, the texts and images you publish and the messages you send to guests through EventOS.

For the personal data of your guests, you are the controller and Codiix is your processor. You must:

• inform your guests about how you use their data, and have a legal basis for it;
• only ask for and store data you need for the reservation;
• not enter sensitive data (for example health data) in free-text fields such as internal notes;
• handle requests from guests who want to see, correct or delete their data. EventOS gives you the tools to do so.

Our data processing agreement forms part of these terms and sets out how we process guest data for you.

8. Emails sent for you

EventOS sends transactional emails to your guests (confirmations, changes, cancellations) with your business name as sender and your contact address as reply-to. They may only be used for messages about reservations, not for advertising. You are responsible for the content you write in them.

9. Acceptable use

You will not use EventOS to:

• break the law or the rights of others, or publish content that is illegal, misleading, hateful or infringing;
• send spam or unsolicited commercial messages;
• collect data from guests for purposes other than the reservation without their knowledge;
• attack, overload, scan or test the security of the service, or access data that is not yours;
• copy, resell or reverse engineer the software, except where the law expressly allows it.

We may remove content or suspend an account that breaks these rules (see section 12).

10. Availability and support

We do our best to keep EventOS available and secure, but we cannot guarantee that it will always work without interruption or errors. We may carry out maintenance and change or improve features. We tell you in advance about changes that significantly reduce the service.

Support is provided by email at info@codiix.be on Belgian working days.

11. Intellectual property

EventOS, its software, design and brand belong to Codiix. You receive a non-exclusive, non-transferable right to use EventOS for your business while your subscription or trial runs.

Your content (event texts, images, logo) remains yours. You give us permission to store, process and show it as far as needed to provide the service, for example on your public booking pages and in emails to your guests. Unless your plan includes removing EventOS branding, your pages and emails show a mention of EventOS.

12. Suspension and termination

You can stop using EventOS at any time by cancelling your subscription.

We may suspend or end your access, if possible after a warning, if you seriously or repeatedly breach these terms, do not pay, or if your use puts the service, other customers or guests at risk. We may also end the service for everyone with at least 90 days' notice.

13. Your data after the end

You can export your reservations at any time (CSV).

You can ask us to delete your organization and all its data at any time via info@codiix.be. We do so within 30 days, except for data we must keep by law, such as invoices.

If an organization has had no active trial or subscription for 12 months, we may delete it and its data. We warn the owner by email at least 30 days before.

14. Liability

EventOS is provided as it is. To the extent permitted by law:

• we are not liable for indirect damage, such as lost profit, lost revenue, lost reservations, reputational damage or loss of data;
• we are not liable for problems caused by your use, your content, your guests, or services we do not control (such as internet providers);
• our total liability for all claims together is limited to the amount you paid us in the 12 months before the event that caused the damage.

These limits do not apply to fraud, intentional misconduct or any other liability that cannot be excluded by law.

You indemnify Codiix against claims from third parties (including your guests) that result from your events, your content or a breach of these terms by you.

15. Changes to these terms

We may update these terms. We tell you about important changes at least 30 days before they apply, by email or in the app. If you continue to use EventOS after that date, you accept the new terms; if you don't agree, you can cancel before then.

16. Applicable law and disputes

These terms are governed by Belgian law. We will first try to solve any dispute together. If that fails, the courts of Brussels have exclusive jurisdiction.

If a provision of these terms turns out to be invalid, the rest remains in force. These terms are available in Dutch, French and English; in case of a difference, the Dutch version prevails.