Terms of service

1. Parties and scope

These terms of service (“Terms”) apply to all agreements between ReinartzBranding, trading as Ergonicx, registered at Grensstraat 10, 6374 CS Landgraaf, Netherlands, KVK 94174946, VAT NL005069113B66 (“Ergonicx”, “we”), and the business customer that creates an account or uses the service (“Customer”, “you”).

Ergonicx serves business customers only (B2B). Consumer protection law does not apply. By using Ergonicx or creating an account, you accept these Terms.

2. Service

Ergonicx is a software-as-a-service (SaaS) platform for workforce management, including time tracking (clock-in/out), shift planning, leave management, contract and attendance data, and export of payroll-ready timesheets.

Ergonicx does not process payroll. The Customer remains responsible for wage processing, taxes and compliance with employment law. Timesheets and export files are provided to support the Customer’s payroll administration.

Ergonicx may add, change or discontinue functionality, provided the core functionality of the agreed service is reasonably preserved.

3. Availability and maintenance

Ergonicx provides the service on a best-efforts basis. We do not guarantee specific uptime, availability or a service level agreement (SLA), unless agreed in writing.

Planned maintenance is announced in advance where possible by email or in the application. Unplanned outages may occur, including due to sub-processor or network infrastructure failures.

4. Trial period

New organisations receive a free 14-day trial from the date the organisation is created. During the trial you have access to full functionality, subject to any limits on the number of users during the trial.

After the trial, an active paid subscription is required to keep write access. No automatic charge occurs unless you activate a subscription via checkout (Stripe) or enter into an invoicing agreement with Ergonicx. Without an active subscription, the account moves to read-only or is suspended as set out in section 6.

5. Pricing and payment

The standard rate is €5.99 per active user per month, excluding VAT, unless otherwise agreed in writing.

Billing counts each unique billable account (employees and managers with active employment) active on at least one day in the calendar month. One supervision manager per organization is included at no extra charge; a second supervision manager in the same month is billed as an additional seat.

Payment may be made via:

• Stripe (SEPA direct debit or card): automatic charge per billing period after activation via checkout.
• Invoice (bank transfer): for agreed customers without Stripe; payment terms net 14 days from invoice date.

All amounts are exclusive of VAT. No refunds for partial months, unless mandatory law requires otherwise or otherwise agreed in writing.

6. Non-payment and suspension

If payment is late or a direct debit fails, Ergonicx may set the account to read-only (no changes possible, view access retained). This applies in particular to “past due” status or equivalent non-payment status.

If non-payment continues for 14 consecutive days while the account is read-only, Ergonicx may fully suspend the account. Suspended accounts have no access to the service, except billing and support channels for managers where applicable.

Suspension does not release the Customer from the obligation to pay outstanding amounts. Ergonicx may charge collection costs and interest as permitted by law.

7. Personal data and DPA

For personal data of employees and other users within the Customer’s organisation, the Customer is data controller and Ergonicx is processor. The Customer warrants that it has a lawful basis for processing personal data in Ergonicx and that employees have been informed where required.

A Data Processing Agreement (DPA) is available on request via privacy@ergonicx.com. The Ergonicx privacy policy (ergonicx.com/privacy) supplements these Terms.

8. Liability

Ergonicx’s total liability to the Customer for all claims arising from or related to the agreement or use of the service is, per event (a series of related events counts as one event), limited to the amount paid by the Customer to Ergonicx in the three (3) calendar months preceding the event giving rise to liability.

Ergonicx is not liable for indirect damage, consequential loss, lost profits, missed savings, reputational harm, loss of data due to acts or omissions of the Customer, or damage arising from staffing decisions based on data in Ergonicx.

The limitations in this section do not apply to damage caused by intent or gross negligence of Ergonicx, nor to liability that cannot be limited under mandatory law.

9. Intellectual property and customer data

All intellectual property rights in the Ergonicx platform, software, documentation, brands and underlying code belong to ReinartzBranding. The Customer receives a non-exclusive, non-transferable right of use for the duration of the subscription.

All data entered or generated by the Customer in Ergonicx (“Customer Data”) remains the property of the Customer. Ergonicx processes Customer Data solely to deliver the service in accordance with these Terms and the data processing agreement.

10. Confidentiality

The parties undertake to keep confidential information received in connection with the agreement confidential. This does not apply to information that is public, was already known, was independently developed, or must be disclosed by law.

Ergonicx binds sub-processors to appropriate confidentiality and security obligations.

11. Termination

The subscription can be cancelled monthly at the end of the current calendar month. Cancellation via the dashboard (subscription settings) or by email to info@ergonicx.com.

After termination, Customer Data remains available for export for 30 days, unless statutory retention requires a longer period. Thereafter Customer Data is deleted in accordance with the privacy policy, except data we must retain by law.

Ergonicx may suspend or terminate the account for breach of these Terms, non-payment or misuse of the service, after prior warning where appropriate.

12. Changes

Price changes are communicated to the Customer by email at least 30 days in advance. Changes to these Terms are announced at least 14 days in advance by email or in the application.

Continued use of Ergonicx after changes take effect constitutes acceptance, unless the Customer cancels the subscription before the effective date of the changes.

13. Governing law and disputes

These Terms and all agreements between Ergonicx and the Customer are governed exclusively by Dutch law.

All disputes arising from or related to these Terms shall be submitted to the competent court in the District of Limburg, location Maastricht (Rechtbank Limburg), unless mandatory law prescribes a different forum.

14. Force majeure

Neither party is liable for failure to perform that is the direct result of force majeure, including but not limited to: natural disasters, war, terrorism, pandemics, power or network failures, strikes, government measures, and failures or outages at sub-processors or hosting providers.

The party invoking force majeure informs the other party as soon as possible and endeavours to limit the consequences.

15. Acceptable use

The Customer and its users may not use Ergonicx for illegal purposes, to obtain unauthorised access, to disrupt the service, to distribute malware, or to violate applicable laws. The Customer is responsible for the conduct of its users.

16. Contact details

ReinartzBranding (Ergonicx) Grensstraat 10 6374 CS Landgraaf Netherlands KVK: 94174946 VAT: NL005069113B66 Email: info@ergonicx.com

Changelog: 9 June 2026 — first production version of these Terms of service published.