Terms and conditions

Version 1.0 · applicable from 1 October 2026

1. Who we are and what these terms cover

Paxbase is the platform of Exsited BV, with registered office at Patrijsstraat 1, 8540 Deerlijk, Belgium, registered with the Belgian Crossroads Bank for Enterprises under number 0533.883.644, VAT BE 0533.883.644. Where these terms refer to "Paxbase", "we" or "us", this means Exsited BV. You can reach us at hello@paxbase.be.

These terms apply to all use of the Paxbase platform and to all services we provide around it. By taking out a subscription or using the platform, you accept these terms.

We supply only to businesses and organisations that use the platform for professional purposes. These terms are not written for consumers. If you nevertheless use the platform as a consumer, the mandatory rules of consumer law continue to apply to you and no provision of these terms departs from them.

Your own purchasing terms do not apply to the extent that they depart from these terms, unless we have accepted them in writing. Departures that we do agree with you in writing take precedence over these terms.

2. The service

Paxbase is software that you use over the internet (software as a service). For the duration of your subscription you receive a non-exclusive, non-transferable right to use the platform for the internal operations of your business. We do not supply you with a copy of the software and you install nothing.

Which functions your subscription includes is what we agree with you when you subscribe. We may continue to develop the platform: updating, adding or replacing functions. If we remove a function that you have reasonably organised yourself around, we will tell you in advance and you may terminate the subscription as described in article 6.

We are not a travel organiser and not a travel retailer. We do not sell travel and we enter into no travel contract with your customers. Article 11 sets out what that means for you.

3. Availability, maintenance and support

We make every effort to keep the platform available and workable. We do not guarantee any level of availability: there is no service level agreement, unless we conclude one with you separately and in writing. Our undertaking on this point is a best-efforts obligation, not an obligation to achieve a result.

Maintenance, updates and repairs may temporarily interrupt or slow down the platform. Where we expect planned maintenance to inconvenience you, we announce it in advance as far as is reasonably possible. In the case of urgent maintenance or a security problem we act immediately and inform you as soon as possible afterwards.

You request support at hello@paxbase.be. We have no guaranteed response or resolution time, unless otherwise agreed in writing.

We do not undertake to make or keep backups of your data, unless we agree this with you separately and in writing. If you want to be sure you do not lose data, keep your own copies using the export functions referred to in article 7.

4. Your account and responsible use

You are responsible for the accounts created in your environment and for what happens through them. You keep the login credentials confidential, you do not grant access to people who have no professional right to it, and you notify us as soon as you suspect that an account is being misused.

You use the platform in accordance with the law and with these terms. You do not put data into the platform for which you have no legal basis or no right, and you do not use the platform to harm the operation, the security or the data of other users.

In the event of a serious breach of these rules we may restrict or suspend access in order to protect the service or other users. We will inform you if we do, and we will not maintain that measure for longer than necessary. Suspension does not release you from payment for the current billing period.

5. Prices, invoicing and payment

You pay the price we agreed with you when you took out your subscription. All prices are in euro and exclusive of VAT and other levies, unless expressly stated otherwise.

Subscriptions are invoiced monthly. The payment term is stated on the invoice.

We invoice electronically. You accept electronic invoices and make sure you are able to receive them in the manner required by the applicable rules, including the Belgian requirement of structured electronic invoicing between businesses.

If you dispute an invoice, you notify us within fourteen days of the invoice date, in writing and stating your reasons. If you do not, the invoice is deemed accepted. A dispute about one item does not suspend payment of the remainder of the invoice.

If you do not pay on time, late-payment interest is due by operation of law and without notice of default, at the statutory interest rate for late payment in commercial transactions, increased by a fixed sum of 40 euro for recovery costs. If payment is still not made after a written reminder, we may suspend access to the platform until you have paid; article 4, third paragraph then applies.

We may adjust our prices. We will notify you of a price change at least thirty days before it takes effect. If you do not agree to it, you may terminate the subscription with effect from the date the new price would take effect, at no charge. If you continue to use the platform after that date, the new price applies.

6. Term, notice and termination

Your subscription runs for one month and is tacitly renewed for one month at a time, unless you or we terminate it.

You may terminate on a monthly basis. Termination takes effect at the end of the current billing period. Periods already invoiced are not refunded.

We may terminate the subscription on three months' notice, running from the first day of the month after you receive the notice.

We may end the agreement without notice if you fail to comply with a material obligation under these terms and do not remedy that failure within fifteen days of our written reminder, or if you are declared bankrupt or cease your activities. Where a failure is by its nature incapable of remedy, that fifteen-day period does not apply.

Notice and termination are given in writing, including by e-mail. Article 7 describes what happens to your data after the end date.

7. Your data and export

The data that you or your users enter into the platform remain your data. We make no use of them of our own beyond what is necessary to provide the service to you and to comply with our legal obligations.

While your account is active, you extract your data from Paxbase yourself using the export functions available in the platform. These currently are: CSV exports of clients, booking files, invoices, payments, trips, quotes, contracts and the registrations report; XLSX exports of participants and of the registrations per booking file; and, per individual client, a GDPR subject access file as a ZIP archive.

Paxbase does not provide an export of your entire environment in a single file. Export whatever you wish to keep yourself, while your account is still active.

After termination of your subscription your right to use the platform ends. We undertake to give you access to your environment for a further thirty calendar days from termination in order to export your data using the export functions referred to in this article. After those thirty calendar days we permanently delete your environment and the data it contains, except for what we are legally required to retain, in particular invoicing and accounting records. Export whatever you wish to keep yourself, within that thirty-day period. If you want deletion to happen sooner, you request this at hello@paxbase.be.

8. Processing of personal data

The personal data you process in the platform — including data of your clients, travellers and participants — we process solely for you and on your instruction. You are the controller of those data within the meaning of the General Data Protection Regulation; we are your processor. This article serves as the written agreement required by article 28 of that regulation.

For the data we process about you as our customer — your contact details, your billing details, the login details of your administrators and our records relating to your subscription — we are the controller ourselves.

Subject matter, duration and nature. We process the personal data you enter or have entered into the platform, for the duration of your subscription and thereafter for as long as article 7 provides. The processing consists of storing, organising, displaying, amending, exporting and deleting those data within the platform, for the sole purpose of providing the service to you. We do not process the data for our own purposes and we do not sell them.

Instructions. We process the data only on your documented instruction, which includes these terms and your use of the platform's functions. If European Union or Member State law requires us to carry out processing beyond that, we will inform you in advance, unless that law prohibits such notification. If we consider an instruction of yours to infringe data protection law, we will tell you so.

Confidentiality and security. Our staff and subcontractors who have access to the data are bound by confidentiality. We take appropriate technical and organisational measures to secure the data, having regard to the state of the art, the costs, and the nature and the risks of the processing.

Sub-processors. We use sub-processors to deliver the service, among other things for hosting and for supporting technical services. You give us general authorisation for this. We impose on each sub-processor the same obligations as those in this article, and we remain liable to you for what they do. On your request we provide you with the current list of the sub-processors we use. If we replace or add a sub-processor, we notify you in advance; if you have legitimate grounds to object, you tell us within fourteen days and we look for a solution together. If no solution is found, you may terminate the subscription with effect from the date the change takes effect, at no charge.

Transfers outside the European Economic Area. If personal data are processed outside the European Economic Area, this happens only under a transfer mechanism permitted by the regulation, such as an adequacy decision or the European Commission's standard contractual clauses.

Data subject rights. If a data subject asks us for access to, correction, deletion or portability of their data from your environment, we do not handle that request ourselves: we refer the data subject to you and we inform you. We assist you in handling such a request, using the functions the platform provides for that purpose.

Assistance and information. We assist you in complying with your obligations regarding security, notification of personal data breaches and data protection impact assessments, to the extent that this can reasonably be expected of us as a processor. We make available to you the information you need to demonstrate compliance with this article, and we allow an audit or inspection. You request such an audit at least thirty days in advance, it does not disrupt our service provision, and you bear its cost unless it reveals a failure on our part.

Personal data breaches. If we become aware of a personal data breach in your environment, we notify you without undue delay, with the information available to us. Whether and how you inform the supervisory authority and the data subjects is for you to decide; that is your obligation as controller.

End of the processing. At the end of your subscription we delete or return the personal data as provided in article 7, except where European Union or Member State law requires us to retain them.

9. Confidentiality

What we learn about each other in the context of this agreement and what is not public, we keep confidential. We use it only to perform our obligations under this agreement, and we do not pass it on to third parties, except to staff and subcontractors who need to know it and who are bound by the same confidentiality, or where the law or a court decision obliges us to.

This obligation continues until three years after the end of the agreement. For personal data, article 8 applies, which has no end date.

We do not name you as a customer in our communications without your prior consent.

10. Intellectual property

All intellectual property rights in the platform — the software, the design, the documentation and the trade marks and names we use — remain with Exsited BV or with the rights holders who have licensed them to us. Your subscription gives you a right of use as described in article 2 and transfers no right to you.

You may not copy, decompile or reverse engineer the platform, except in the cases where the law expressly permits this, and you do not remove any notices of our rights.

The data and files you put into the platform remain yours. You grant us only the right to use them to the extent necessary to provide the service to you.

If you send us suggestions or feedback about the platform, we may use these freely to improve the platform, without payment and without you acquiring any rights in the platform as a result.

11. Your obligations as a travel organiser or travel retailer

Paxbase is administrative software. We are not an organiser or retailer of package travel, not a travel intermediary and not an insurance distributor. We provide no insolvency protection and we do not answer for the performance of the travel you sell.

You remain responsible for your own obligations towards your travellers and towards the authorities, including: the pre-contractual information and the standard information form required by the rules on package travel, the content of your own travel and sales terms, your insolvency protection and the financial guarantees that apply to you, your licences and registrations, your price indication and the completeness of the total price, and the tax and accounting accuracy of the documents you draw up.

Templates, texts and calculations generated by the platform are tools. They are not legal advice and we give no guarantee that they are sufficient to meet your obligations. It is for you to check that what you provide to your travellers is correct and complete.

12. Liability and indemnity

We are liable to you for damage resulting from a failure on our part, within the limits set by this article.

Our total liability for all incidents together occurring within a period of twelve months is limited to the amount you have paid us for the service in the twelve months before the incident, excluding VAT.

We are not liable for indirect damage, nor for lost profit, loss of turnover or goodwill, reputational harm, or damage resulting from the loss or corruption of data of which you have kept no copy yourself.

These limitations do not apply to damage caused by our fraud or our intentional fault, nor to damage to a person's life or physical integrity, nor in cases where the law prohibits a limitation of liability. Nor do they deprive the agreement of its substance.

These limitations apply in the same way for the benefit of our staff, directors and subcontractors, who may invoke them against you.

Neither party is liable for failing to perform an obligation where that failure results from a circumstance beyond its reasonable control, such as a failure at a network or hosting provider, an external cyberattack, a government measure or a natural disaster. If such a circumstance lasts longer than sixty days, either party may end the agreement at no charge.

You indemnify us against third-party claims — including those of your clients, your travellers and supervisory authorities — arising from your use of the platform, from the data you put into it, or from a failure to comply with your obligations under article 11. This indemnity does not apply to the part of a claim that results from a failure on our part.

If you wish to claim damage from us, you notify it within two months after becoming aware of it. Any claim not brought before a court within twelve months of the incident lapses.

13. Changes to these terms

We may change these terms, for example when the rules change, when the service changes, or when we clarify a provision.

A change that materially affects your rights or obligations will be notified to you at least thirty days before it takes effect, by e-mail to the address we have for you or by a message in the platform. If you do not agree to it, you may terminate the subscription with effect from the date the change takes effect, at no charge and with no obligation beyond payment for the periods already delivered. If you continue to use the platform after that date, the new version applies.

Changes that do not affect your rights and obligations — linguistic corrections, changed contact details, adjusted numbering — we make without prior notice. The version in force is always shown on this page, with the date from which it applies.

14. Other provisions

These terms, together with what we agreed with you in writing when you took out your subscription, form the entire agreement between us regarding the use of Paxbase.

If a provision of these terms is void or unenforceable, the remaining provisions continue to apply, and we will replace the provision concerned by a valid provision that comes as close as possible to the original intention.

The fact that we do not exercise a right under these terms on one occasion does not mean that we waive it.

You may not transfer your rights and obligations under this agreement without our written consent. We may do so in the context of a transfer of our business or of the activity to which Paxbase belongs; we will inform you if we do, and you may terminate the subscription with effect from the date of the transfer.

Notices under this agreement are validly given when sent by e-mail to hello@paxbase.be, respectively to the e-mail address you have given us as your contact address.

15. Governing law and competent court

This agreement is governed by Belgian law.

We first put disputes about this agreement to each other: the party that identifies a dispute notifies the other in writing, and we seek a negotiated solution for thirty days. If that does not succeed, only the courts of the judicial district of West Flanders have jurisdiction, and more specifically the Enterprise Court of Ghent, Kortrijk division. This does not prevent either party from seeking an interim measure in urgent cases from the court competent to grant it.

These terms exist in Dutch, French and English. In the event of a difference between the versions, the Dutch version prevails.