Terms and Conditions
These Terms and Conditions govern the use of the Voilo platform and services provided by HD Office S.R.L.
Important
Using the Voilo platform implies full acceptance of these conditions. Please read them carefully before using our services.
Table of Contents
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1. Definitions
Terms and definitions used in these conditions
« Voilo »
The online billing and project management application, as well as related services provided by HD Office S.R.L.
« Provider »
HD Office S.R.L., owner and operator of the Voilo platform.
« Client »
Any natural or legal person who uses the Voilo platform and services.
« Services »
All features offered by Voilo (online billing, dashboard, check-in/out, quotes, price library, PEPPOL transmission, secure emails, automatic postal sending, etc.).
« Client Data »
Information, documents and data (including personal data) uploaded or processed via Voilo.
« Force majeure »
Any external, unforeseeable and unavoidable event (e.g. natural disasters, epidemics, fires, cyber attacks, power outages, strikes, network failures, etc.) making it impossible to provide services.
2. Scope of application
To whom these conditions apply
Universal application
These Terms and Conditions apply to all users of the Voilo platform and to all services provided by HD Office S.R.L.
Mandatory acceptance
Using the application implies full acceptance of these conditions.
Exclusion of Client conditions
Any general conditions of the Client are expressly excluded and do not bind the Provider.
3. Contract conclusion
Automatic formation through subscription
Indicative offers and prices
Any offer, price or presentation of Voilo services displayed on the website is purely informative. Prices may be adjusted at any time by the Provider.
Automatic contract formation
No formal contract is signed. The contractual relationship between Voilo and the Client is automatically formed upon:
Duration and billing
The subscription is billed recurrently, on a monthly or annual basis according to the plan chosen by the Client. No trial period is offered.
Automatic renewal
Each subscription is automatically renewed at each due date (monthly or annual), without prior notification and with automatic charging on the registered payment method. The Client may cancel at any time from their personal area; cancellation takes effect at the end of the period already paid, with no refund.
4. Usage rights (license)
Your rights and usage limitations
License granted
The Client receives a limited, non-exclusive and non-transferable license to use the Voilo platform.
Prohibitions
Any resale, sub-licensing, assignment or commercial exploitation of access to Voilo is prohibited without prior written agreement from the Provider.
Platform evolution
The Provider may unilaterally update, modify or improve the platform, without obligation to maintain previous features.
5. Client obligations
Your responsibilities as a user
Main responsibilities
Receive-only usage strictly prohibited
It is strictly forbidden to use Voilo solely as a platform for receiving electronic invoices (PEPPOL or other channels) while issuing outgoing invoices through a competing invoicing software. Registering your VAT number in the PEPPOL network via Voilo and maintaining the account imply the commitment to also use Voilo for issuing invoices. Non-compliance leads to immediate suspension of the account, removal of your VAT number from the PEPPOL network via our infrastructure, and in case of repeated infringement, final termination of the contract, without notice or compensation.
Export obligation before account closure
The Client is solely responsible for the legal retention of their fiscal, accounting and any other probative data (in particular the 10 years required by the Belgian VAT Code). Voilo is a technical management tool: before any account closure or data deletion, the Client is obliged to export and archive themselves all their invoices, credit notes, quotes, payslips and any document with fiscal value. No backup copy is kept by Voilo after account deletion. Any data loss resulting from a deletion requested by the Client is the Client's sole responsibility.
Right of suspension
The Provider reserves the right to suspend or refuse processing of any document not compliant with law, these conditions, or in case of abusive use of the platform (in particular receive-only use combined with issuing via a competitor).
6. Billing and payments
Automatic billing and failed payment handling
Automatic charging
Payments are automatically charged on the registered payment method (credit card or direct debit) via our payment provider Stripe. No paper invoice or manual intervention is required. An electronic invoice is automatically generated and available in the Client's personal area.
In case of failed automatic payment
7. Total exclusion of liability
No liability assumed by the Provider
No liability assumed
To the maximum extent permitted by applicable law, the Provider assumes no liability whatsoever, of any nature, for any damage, loss or harm arising directly or indirectly from the use, unavailability or malfunction of Voilo, including in case of data loss, errors, bugs, service interruption, delays or any other cause. Voilo is provided "as is", without any warranty of any kind, express or implied.
Total exclusion of damages
The Provider can in no event be held liable, in any form whatsoever, in particular for the following damages (non-exhaustive list):
Absolute maximum limit
If, despite the exclusions above, liability is nevertheless established against the Provider, the maximum amount payable for any claim, compensation or damages is strictly limited to the amount of the last monthly subscription paid by the Client. No overrun is possible, regardless of the nature, duration or severity of the alleged damage.
8. Data protection (GDPR)
Compliance and protection of your data
GDPR compliance
The Provider complies with data protection legislation (EU Regulation 2016/679).
Data Controller
Account data and direct communications with Client
Data Processor
Client Data uploaded to the platform (invoices, projects, time tracking, etc.)
Data transfers
Data is not transferred outside the EEA without appropriate legal safeguards (e.g. Standard Contractual Clauses).
Incident notification
In case of security incident (data breach), the Provider will inform the Client within legal deadlines.
9. Intellectual property rights
Protection of intellectual property
Exclusive property
All copyrights, know-how, trademarks and other intellectual property rights relating to Voilo and its modules belong exclusively to HD Office S.R.L.
Strict prohibitions
The Client is not authorized to copy, modify, decompile, reproduce or redistribute the Voilo software.
10. Termination and cessation
Contract termination conditions
Reasons for termination by Provider
Data after termination
Upon contract termination, platform access is suspended and Client must export their data. Provider is not required to retain Client Data after termination, except contrary legal obligation.
11. Applicable law and competent jurisdiction
Legal framework and dispute resolution
Belgian law
These conditions are governed by Belgian law.
Competent courts
Any dispute will be submitted exclusively to the competent French-speaking courts in Belgium.
12. Contact
For any question relating to these conditions
In summary
Key points to remember
Your rights
- Platform usage license
- Data protection (GDPR)
- Support and assistance
Your obligations
- Payment within 8 days
- Respect legislation
- Compliant usage with conditions