Terms and conditions

1. Who we are and who these terms apply to

Prezentix is a product of ICT Basis. Where “we”, “us” or “Prezentix” appears below, we mean:

• Company: ICT Basis
• Address: Ooievaarlaan 7, BE-9800 Deinze
• Company and VAT number: BE 0830.568.042
• Email: [email protected]
• Website: https://www.prezentix.com — application: https://app.prezentix.com

“You” or “the customer” is the company, association or public body that takes out a subscription or uses the service. Whoever creates an account or places an order on behalf of an organisation confirms they are authorised to do so.

Prezentix is a business service. We do not enter into agreements with consumers within the meaning of Book VI of the Belgian Code of Economic Law, so the rules on consumer contracts do not apply here.

Which documents apply, and in what order

Where documents conflict, the following order applies: (1) the quotation or order form we both signed, (2) the data processing agreement for anything involving personal data, (3) these terms and conditions. Our privacy policy additionally describes how we handle personal data.

The customer’s own purchasing terms do not apply, not even when they appear on an order form, in a supplier portal or at the bottom of an email from the customer, unless we have accepted them expressly and in writing.

2. What the service covers

Prezentix is software as a service: you use it through a web browser, and we take care of the hosting, the maintenance and the updates. There is nothing to install on your network.

A subscription gives access to the complete platform. Today that includes:

• signing visitors in and out on a kiosk, with the reception pages and consent texts you configure yourself;
• notifying the right employee automatically by email, through Microsoft Teams or with a call from the kiosk;
• fast registration, pre-registration by QR code and scanning badges or codes;
• reporting, CSV export, scheduled email reports and an evacuation list of visitors on site;
• configurable retention periods with automatic deletion or anonymisation;
• administrator sign-in through Microsoft Entra or with a one-time code by e-mail, and — where Microsoft is connected — synchronisation of your employee list;
• an API with which you pull the visitor list into your own reporting or announce visitors from your own planning tool, with keys and access rights you manage yourself;
• branding and settings per customer, per site and per device.

What counts as a screen

The unit of the subscription is a screen: one device on which visitors sign in, at any site. The number of visitor registrations, sites and administrators is unlimited — you pay per screen, not per visitor and not per user.

What you provide yourself

• the devices the kiosk runs on (tablet, touchscreen or PC) with a recent browser, and a working internet connection;
• optionally a label printer for visitor badges or an external scanner;
• the Microsoft 365 licences for the features that rely on them, where you use those features: sign-in through Entra, employee synchronisation, calling from the kiosk and the Teams notification. If you do not use them, you need no Microsoft 365: you sign in with an e-mail code and manage your contacts yourself;
• correct and current details for your contacts and administrators.

We support current, recent browser versions. If you work with outdated devices or on a network that blocks our application, we cannot guarantee it will work properly.

3. How the agreement is concluded

You take out a subscription by registering at https://app.prezentix.com and choosing a term and a number of screens there, or by accepting a quotation from us in writing. The agreement is concluded as soon as we confirm your registration, or as soon as you accept the quotation.

During registration you tick a box to accept these terms and the data processing agreement. We record who accepted, when, and which version applied at that moment — so either of us can look it up later.

The administrators you designate sign in through Microsoft Entra or with a one-time code by e-mail; in neither case do we store a password. You decide who is an administrator and what they may do. Sign-in credentials are personal and are not shared. If you suspect someone has access they should not have, tell us straight away at [email protected].

You are responsible for what happens under your organisation’s accounts, including where an employee uses the service in a way you did not intend.

4. Trial period and pilot programme

The trial period runs for 30 days, with 1 screen and all features. No card is required. If you want to test with more screens straight away, ask us — we arrange that on request.

The trial period ends automatically. If you do not wish to continue, you need do nothing and there is nothing to cancel. If you do take out a subscription, it starts on the day you confirm it.

The trial environment is meant to be used with real visitors. The arrangements on personal data in §10 therefore apply in full. We give no guarantees about the availability of the service during the trial period, and our liability there remains limited to what we cannot exclude by law (see §13).

If the trial period does not turn into a subscription, we delete your environment within 30 days of it ending. So ask for your export before then; you can also make one yourself from the portal.

Pilot programme

If we offer a pilot programme and you take part, these terms apply in full, supplemented by what we confirm in writing when you apply: the length of the free period, the lasting discount afterwards, and what we ask in return — the kiosk actually in use at your reception, a single point of contact who makes time for a short weekly conversation, and your name as a reference with a brief testimonial at the end.

We may use that reference on our website and in our sales material for as long as you are a customer. If you would rather we stopped, let us know and we will remove it. The pilot discount continues to apply for as long as your subscription runs without interruption; if you cancel and return later, the rates in force at that time apply.

5. Prices, discounts and VAT

All amounts are exclusive of VAT. The current rates are on https://www.prezentix.com and in your customer portal:

Your base subscription covers a number of screens: 1 on Professional, 3 on Business. Each of those screens appears separately in your portal, with its own site and renewal date, but nothing is charged for them. Every screen above that costs the same amount however many screens you have, and that price does not change when you add or cancel one. From 10 additional screens we will prepare an individual proposal on request.

Usage above the included bundle

Every subscription includes a monthly bundle of call minutes; Business also includes a bundle of AI credits. The size of those bundles is stated on https://www.prezentix.com.

Those bundles are the volumes we agree with you. If you structurally exceed them, we will contact you to agree a larger bundle or a per-unit rate. We never charge for excess usage without agreeing it with you beforehand, so an invoice cannot take you by surprise. An unused balance expires at the end of the month and is not carried over.

VAT

We sell from Belgium to businesses. Belgian customers are charged Belgian VAT. If your business is established in another European Union member state and you provide a valid VAT number, VAT is reverse charged to you. If you are established outside the European Union, the service is not subject to Belgian VAT.

You provide us with a valid VAT number and report any change. We check that number against the European Commission’s VIES service. If we cannot confirm it as valid, we charge Belgian VAT for as long as that is the case. If the details you provided turn out to have been incorrect, you bear the VAT, the interest and the penalties that follow from it.

Price changes

We may adjust our rates. A change never applies to a period that has already been invoiced: we announce it by email at least 60 days before your renewal date, and it only takes effect at that renewal. If you do not agree, turn off automatic renewal before that date; your subscription then simply runs out at the old rate.

If you were given an individual price or a special discount, it applies for as long as the arrangement we made about it lasts.

6. Invoicing and payment

We invoice in advance, per period. Every invoice goes by email to the address held in your customer portal; please keep that address current. Invoices are electronic — we do not send paper copies.

Payment method

By default you pay with a debit or credit card that you register in the customer portal; we charge the amount on the invoice date. Payment by bank transfer is possible on request and subject to our approval. In that case the invoice is payable within 14 days of the invoice date.

Card payments run through our payment provider. We never store your full card number ourselves — only the card brand and the last four digits, so the card stays recognisable in the portal.

Adding a screen during a running period

If you add a screen in the middle of a period, we charge that screen pro rata up to your next renewal date, so that all your yearly screens end together and renew on a single invoice. The remaining days and the amount are rounded up.

If a payment does not come through

If a card payment fails or a bank transfer does not arrive, we notify you by email, with the way to put it right. From the due date, interest for late payment in commercial transactions is due by operation of law and without notice of default (Belgian Act of 2 August 2002), together with the fixed compensation of 40 euros for recovery costs provided for by that same act.

If an invoice remains unpaid after a reminder, we may suspend the service. We only do so after announcing it to you by email at least ten calendar days in advance, and we restore access as soon as payment has been made. Suspension does not release you from paying for the current period.

Disputes

If you dispute an invoice, tell us in writing within fourteen days of the invoice date, stating the reason. After that the invoice is deemed accepted. A dispute about one invoice line does not suspend payment of the rest.

7. Term, renewal and cancellation

Every subscription runs monthly or yearly from the start date and then renews tacitly for the same period, until you stop it.

You cancel it yourself in the customer portal, by turning off automatic renewal. There is no notice period and no procedure: if you do that before the end of the current period, your subscription runs until that date and then stops.

What has already been paid is not refunded. A cancelled screen keeps working until the end of the paid period.

Adding or removing screens

You add a screen or stop one yourself in the portal. A screen that is added is charged pro rata (see §6); a screen you stop runs until the end of the paid period.

One screen carries the base subscription, the others are additional screens. If the screen carrying the base subscription falls away, your longest-running remaining screen takes over that role and we settle the difference pro rata from that moment. So you never pay for two base subscriptions at once.

Termination by us

We may terminate the agreement with immediate effect where you fail to meet a material obligation and do not put it right within fifteen calendar days of our written notice, where an invoice remains unpaid after a reminder, where you use the service in a way §8 prohibits, or in the event of bankruptcy, judicial reorganisation or suspension of payments. Whatever you owe at that moment remains due.

If we discontinue the service ourselves — because we no longer offer it, for instance — we give you at least three months’ notice and refund the unused part of any prepaid period.

8. What we expect from you

You use Prezentix for your own visitor reception, in accordance with the law and with these terms. In practice:

• you inform your visitors about what happens to their data and provide a valid legal basis yourself;
• you do not ask visitors for more data than you need, and you set retention periods that suit your organisation;
• the texts, house rules and logos you put into the application are yours: they infringe no third-party rights and do not breach the law;
• you keep the devices at your reception secure and up to date, and limit who has administrator access;
• you do not pass the service on to third parties, resell it or offer it as your own service, unless we agreed that in writing;
• you do not try to circumvent the security and do not run load or penetration tests without our prior consent. If you want to retrieve data automatically, use our API: that is what it is for, with the limits that come with it. You do not scrape by any other route, and you do not work around those limits.

If you spot a security problem, report it at [email protected]. We take such reports seriously and take no legal action against anyone who reports a problem in confidence and does not abuse it.

9. Availability, maintenance and support

We aim for uninterrupted availability of the service, but we do not promise a fixed percentage: there is no separate service level agreement (SLA) today. If your organisation needs one, we will make an individual arrangement, and it takes precedence over this article.

Maintenance that may interrupt the service is planned outside office hours as far as possible. Where major maintenance is involved, we give advance notice. Work that cannot wait — a fault or a security issue — may be carried out without notice.

Updates are included: you always use the current version and new features become available automatically. We are not obliged to keep an older version running.

We back up the database daily. Those backups are encrypted and kept separate from the running environment, and exist to recover from an outage. They do not replace the export you can make yourself of data you need.

Support

Support is included in your subscription and runs through [email protected]. We answer on business days and aim to do so within one business day. Faults that make the kiosk unusable take priority over questions and requests.

Not included: support for your own hardware, network or Microsoft environment, on-site training and custom development. Those are available at the rate we agree in advance.

10. Personal data

For the visitor data in the application you are the controller and we are the processor: you decide which data is requested, for what purpose and how long it is kept. For your own customer data — your contacts, your subscription, your invoices — we are responsible ourselves. How we handle that is set out in our privacy policy.

Our processing on your instructions is governed by the data processing agreement. It forms an integral part of this agreement and takes precedence over this article where it differs from it. Among other things it covers our being bound by your instructions, the sub-processors we engage, the security measures, the notification of incidents, assistance with visitor requests and deletion at the end.

The application and the database run on our own equipment in Belgium; the services we engage alongside it are chosen so that processing takes place in the European Union.

We never use visitor data for our own purposes: we do not sell it, do not use it for advertising and do not train models with it.

11. Intellectual property

All rights to Prezentix — the software, the design, the texts, the database structure and the brand — remain with ICT Basis or with our licensors. You receive a non-exclusive, non-transferable right of use for the duration of your subscription and for the number of screens you pay for. Anything not expressly granted remains reserved.

You do not copy, modify or decompile the software, except as mandatorily permitted by law. You do not rent out or resell the service.

Your data remains yours. We may use anonymised and aggregated usage data, added up across customers, to improve the service, to monitor how it performs and to show public figures about Prezentix; no one can be identified from it and no customer is recognisable in it.

Alongside that we keep usage data per customer — how many screens, registrations, pre-registrations and call minutes — in order to invoice, to follow capacity and to support you. That is performance of this agreement and not anonymous statistics: we do not make those figures public and we do not pass them on. What happens to your visitors’ data is set out in the data processing agreement.

If you give us a suggestion, an idea or feedback, we may use it freely to improve the service, without compensation and without any rights arising for you from it. We only use your name or logo as a reference where you have given permission; you may withdraw that permission at any time.

12. Confidentiality

What we learn about each other and what may reasonably be regarded as confidential — individual prices, technical details, business information — we keep confidential. We use it solely to perform this agreement and pass it on only to staff and subcontractors who need it and are bound by the same duty.

That duty does not apply to information that is public through no fault of ours, that the recipient already knew, that they developed themselves, or that they are required to disclose by law or by order of a competent authority. In that last case we notify each other in advance, unless that is prohibited.

This arrangement continues to apply for three years after the end of the agreement. On simple request we will return or destroy the confidential information we still hold, except what we are legally required to keep.

13. Warranty and liability

We deliver the service with the care you may expect from a normally diligent supplier. We do not warrant that the software is free of every error or available without interruption — that cannot be promised for software as a service. What we do promise: errors you report are taken seriously and remedied within a reasonable time.

Our liability is limited to compensation for direct damage, and per incident and per contract year taken together to the amount you paid us for the service concerned in the 12 months before the incident, excluding VAT.

We are not liable for indirect damage: loss of profit, loss of turnover, missed savings, reputational damage, or third-party claims against you.

These limitations do not apply in the event of fraud, intent or gross fault on our part or on the part of those we engage, in the event of death or personal injury, in the event of failure to perform one of the essential obligations of this agreement, nor where the law does not permit a limitation of liability.

You indemnify us against third-party claims — including from your visitors — arising from your own use of the service: the data you request, the texts you display, or your failure to meet your own obligations as a controller.

A claim under this agreement lapses in any event one year after you became aware, or could reasonably have become aware, of the fact underlying it.

14. Force majeure

If either of us cannot meet their obligations because of an event beyond their reasonable control, those obligations are suspended for as long as that situation lasts, without any right to compensation. Examples: an outage at Microsoft, Cloudflare or another supplier the service depends on, disruption of the internet or the power grid, a cyberattack, a government measure, war, natural disaster or strike.

If the situation lasts longer than sixty days, either of us may terminate the agreement in writing without compensation. Whatever you prepaid for a period that was consequently not delivered will be refunded. Force majeure does not release you from paying for periods that were delivered.

15. What happens when the agreement ends

When your subscription ends, your access to the application and to your kiosks stops.

You can make a CSV export yourself from the portal at any time, and you may ask us for a full export up to 30 days after the end. After that we delete your environment, including your database schema and the visitor data held in it.

Backups still containing your data roll out of the cycle within 35 days. For as long as they exist they stay encrypted and are no longer used, other than to recover from an outage.

What we are legally required to keep — your invoices and the data belonging to them — we keep for 7 years after the end of the financial year. That is separate from the deletion described above.

Provisions that are intended by their nature to continue remain in force after the end: confidentiality, liability, intellectual property, outstanding payments and the applicable law.

16. Changes to the service and to these terms

The service evolves: we may add, change or replace features. If a feature you materially rely on disappears, we notify you at least 30 days in advance and you may terminate your subscription as of the date the change takes effect, with a refund of the unused part of the paid period.

If we change these terms, we let you know by email at least 30 days in advance and put a new date at the top of this page. If you do not agree, you may terminate your subscription before the change takes effect. If you continue using the service afterwards, the new terms apply. The current version is always at https://www.prezentix.com/terms/.

For rate changes the rule in §5 applies: announced, and only effective at your next renewal.

17. Other arrangements

• Notices: email is sufficient and counts as writing. To us: [email protected]. To you: the address held in your customer portal.
• Transfer: you do not transfer the agreement without our written consent, which we will not withhold without reasonable grounds. We may transfer it to a company that takes over our activity; we notify you in advance if we do.
• Subcontracting: we may engage subcontractors and remain responsible for their work ourselves. For the processing of personal data, the arrangement on sub-processors in the data processing agreement applies.
• Invalidity: if a provision is invalid or unenforceable, the rest remains in force and we replace it with a valid provision that comes as close to it as possible.
• No waiver: if we do not enforce a right on one occasion, we do not waive it.
• Entire agreement: these terms and the documents listed in §1 replace all earlier arrangements on the same subject.
• Languages: these terms exist in Dutch, English, German and French. In the event of a difference in interpretation, the Dutch version prevails.

18. Governing law and competent court

These terms and every agreement arising from them are governed by Belgian law, excluding the Vienna Sales Convention and any conflict-of-law rules that would lead to another law.

If something goes wrong, put it to us first at [email protected] — most disputes are resolved that way. If we do not reach a solution within thirty days, the courts of the judicial district of Gent have exclusive jurisdiction.