1 Platform terms

SystemService provides automation services to repair businesses. The customer contracts in a business capacity, provides accurate company details and acts through an authorised person. SystemService supplies the platform, not repairs to end customers’ devices. The repair business is responsible for accepting jobs, diagnosis, repairs and settlement with its end customers.

Before payment, the customer selects the service and billing period, provides company details, and can check and correct the order. The customer receives a summary and the documents to read and save in the chosen language: Polish, Dutch or English. The contract is concluded by accepting the terms and placing an order with an obligation to pay. SystemService confirms the order by email and retains the accepted version of the documents, which is also available at the customer’s request. The confirmation includes the company details, plan, period, price and tax. Access to the paid platform begins once successful payment has been confirmed. The rental of SystemDrop is also subject to Part 2.

The account and permissions belong to the company. The customer protects login details, assigns appropriate staff permissions and promptly reports suspected unauthorised access. Changes to company or billing details are requested from SystemService and checked. A trial account does not start payments. Purchasing from that account requires acceptance of the paid service terms; this package does not change the separate trial rules.

All prices are in EUR, regardless of website language. Advertised amounts include VAT. Before payment, the summary shows the final amount, tax and any applicable reverse charge based on the transaction details. The recorded order summary governs the contract, not a later change to the price list.

Base prices at the date of this version: Core EUR 89 monthly or EUR 909 annually; Pro EUR 149 monthly or EUR 1519 annually; Enterprise EUR 249 monthly or EUR 2539 annually. The annual price covers a full year paid in advance. Included features are those of the selected offer made available before purchase. Any promotion has its own conditions shown with the order.

Stripe processes recurring payments and provides billing documents. From the profile, the customer opens the Stripe portal to review payments and download available invoices. The platform and each cabinet have separate billing cycles. Cancelling platform renewal does not terminate cabinet rental. After cancellation of renewal, the paid plan remains available until the paid period ends, subject to security restrictions and applicable law.

Not using the paid subscription period does not, by itself, entitle the customer to a refund. The no-refund rule does not limit the customer’s rights under mandatory law.

For monthly billing, an upgrade takes effect immediately after confirmation, with no additional charge for the remainder of the current billing month. The higher price applies from the next period. A subsequent downgrade is permitted only after at least one renewal at the higher price has been successfully paid. A downgrade takes effect at the end of the already paid period.

For annual billing, an upgrade requires payment of the price difference for the remaining paid year. The higher plan starts after successful payment; the renewal date is unchanged. The additional amount is shown before acceptance. An annual downgrade takes effect only at the end of the paid year. Paying the annual upgrade difference satisfies the upgrade payment condition; another full year on the higher plan is not required.

Following an unpaid renewal of a paid account, the customer has 7 days to settle the arrears. This runs from the due date of the oldest unpaid charge for the relevant service; payment retries do not restart it. SystemService notifies the customer. After that period, platform arrears restrict SystemWeb and SystemApp to viewing and block new deposits in all linked cabinets. Arrears for one cabinet alone restrict that cabinet, not other paid services.

Payment, support contact and safe recovery of devices already in cabinets remain possible. Once arrears are settled, access is restored under contracts still in force. Arrears or access restrictions alone do not start the annual account deletion period and do not terminate the contract.

When the paid platform subscription actually ends, the company account becomes read-only, without creating or editing data. The account and operational data are retained for 12 calendar months from the subscription end date, not from clicking cancel renewal or the last login. During this period, the customer can request its data and purchase a subscription again. A successful new purchase before deletion preserves the account and stops the countdown and any pending deletion request. It does not automatically renew an ended cabinet rental.

SystemService emails company administrators warnings 30 and 7 days before automatic deletion. Delayed or failed sending postpones deletion to preserve these notice periods. The customer should keep its email address current. The annual period does not apply to trial accounts: they retain their own expiry and automatic deletion dates communicated for that account.

The company administrator may request earlier account deletion through the profile after confirming their identity. The request covers the entire company, its users and operational data. It may be withdrawn until it is carried out. Once the account has been deleted, a new purchase does not restore the data. Documentation retained separately is described in Part 4.

Deletion in the system is held while there are active subscriptions, an unresolved purchase attempt, an outstanding cabinet or return, devices inside compartments, or an export being prepared or available. Support resolves the obstacle before execution. The deletion button does not cancel subscriptions or rental and does not waive amounts due. These safeguards do not limit statutory data rights; requests concerning those rights may be sent to info@systemservice.nl and are assessed separately.

The company administrator may request data through the profile, including in read-only mode. The export includes the repair business’s customer data, tickets, devices, related history and attachments belonging to that company. It does not include SystemService software, passwords, access keys or other companies’ data. Internal SystemService information is excluded to protect its trade secrets and intellectual property rights; this must not limit the statutory scope of data subject to transfer. Invoices are available separately through the Stripe portal.

SystemService makes the export available within 7 business days, meaning Monday to Friday. The data is supplied as a ZIP package containing CSV or JSON files, a description of the contents and attachments. If the volume or nature of the data requires another secure delivery method, we agree it with the customer; we do not omit data solely because of a limit on a single package.

We notify the customer by email when the export is ready. The data is made available to the authorised company administrator after authentication. A standard export package is available for 14 days from the date it is made available, after which it is deleted. The customer saves the received data themselves; if there is a problem, they may contact support. Account deletion is suspended while the export is being prepared and remains available, but operational functions are not restored. Expiry of the package does not limit rights to data or the separate rules on switching providers described below.

The customer may contact info@systemservice.nl to request a switch to another provider, transfer data to their own system, or end the service and have the data erased. The customer identifies the service and the chosen way of ending it and, when switching providers, provides the details needed to cooperate with the new provider. The notice period before the transfer does not exceed two months.

The transfer covers the repair business’s customer data, service requests, devices, related history and attachments, as well as exportable input and output data, metadata and digital assets created by the customer within the service. Exclusions cover SystemService software, other customers’ data and confidential internal security data or data protected as trade secrets of SystemService or third parties. These exclusions must not hinder or delay the transfer.

The transfer takes place without undue delay, within a transitional period of no more than 30 calendar days after the notice period. SystemService provides reasonable assistance to the customer and persons authorised by the customer, supports preparation for the transfer and provides the necessary information, including known limitations and risks to continuity. Throughout the transitional period, SystemService continues to provide the contracted services with due care and maintains data protection.

If meeting this period is technically unfeasible, SystemService provides a justification and an alternative transitional period of no more than seven months within 14 working days of the request. The customer may extend the transitional period once to suit their needs.

The contract for the transferred service ends when the transfer is successfully completed. If the customer chooses to end the service and erase the data without a transfer, the contract ends when the notice period expires. SystemService confirms the termination. After the transitional period, the data remain available for retrieval for at least 30 calendar days. Following a successful transfer and the expiry of this period, or a later period agreed with the customer, the transferred data are erased. The 14-day availability of an ordinary export package does not shorten this right.

We do not charge an additional fee for transferring data. The separate SystemDrop rental terms remain unchanged.

The customer retains its rights in its data and is responsible for lawful input and processing instructions. SystemService retains rights in its software and grants access within the selected plan. Circumventing security, accessing other companies’ data and unlawful use are prohibited. AI outputs require human checking before use in diagnosis, quotations or customer communications; they do not replace the repair business’s decisions.

Storing or sending unlawful content or content infringing others’ rights is prohibited. Such content may be reported to info@systemservice.nl, identifying its location, the reason for the report and contact details. The person reporting confirms that, to the best of their knowledge, the information is accurate and complete. SystemService acknowledges receipt and assesses each report individually. It may proportionately restrict access to the content, remove it or, where necessary, restrict the account. It informs the affected customer of the reason, scope and available ways to challenge the decision, unless disclosure is prohibited by law. The customer may request a review at the same email address and retains statutory remedies.

Contact is available around the clock by email and through SystemService contact channels. Being able to report at any time is not a guarantee of an immediate response or uninterrupted availability. SystemService acts with due care and resolves faults as quickly as reasonably possible. Reports and complaints should be sent to info@systemservice.nl, identifying the problem and account or order.

Changes affecting a running contract are emailed at least 30 days before their intended effective date, explaining their consequences and the customer’s rights. Publishing a new price list does not change an agreed fixed-term price. Acquired rights are preserved. Dutch law applies, subject to mandatory law. This package does not exclude liability that cannot lawfully be excluded or the customer’s statutory remedies.