Legal Information – Data-Bytes

Overview

1) Terms & Conditions (Website & SaaS)

1.1 Intellectual Property Rights

The entire content of the website and the application – including but not limited to logos, trade names, texts, photos, layout, code and databases – is protected by intellectual property rights and belongs to Data‑Bytes or third‑party rights holders. Any reproduction, distribution, translation, adaptation or use is prohibited without prior written consent.

1.2 Information, Availability and Liability

Information on the website is general in nature and not tailored to personal circumstances. While Data‑Bytes aims for accurate and up‑to‑date information, inaccuracies or omissions may occur. Data‑Bytes is not liable for any direct or indirect damage resulting from the use of the website or the information provided. Content (including links) may be changed at any time without prior notice. We do not guarantee error‑free operation or uninterrupted availability.

1.3 Accounts, Security and Misuse

Users are responsible for keeping their login credentials confidential and for all activities under their account. Passwords are stored in encrypted form and are not accessible to Data‑Bytes. Please report any suspected misuse immediately to info@virtueel-kantoor.be.

1.4 Subscriptions, Pricing and Invoicing (SaaS)

Subscriptions (monthly/half‑yearly/yearly) can be purchased or renewed via the “Payments” page. Subscriptions are billed in advance; in case of late payment, the service may be limited or suspended. Data‑Bytes may change prices and plans; for material changes we provide at least 30 days’ prior notice, with an opt‑out before the effective date and pro‑rata refund of prepaid fees for the remaining term.

Definition of “Material Change”

A “Material Change” means a change that could reasonably have a materially adverse effect on (i) price or usage limits, (ii) availability or core functionality of the Services (including PEPPOL sending and receiving), (iii) agreed service levels or support, or (iv) the Customer’s rights regarding data protection, data export and retention. For Material Changes, we will notify the Customer in writing at least 30 days in advance, stating the effective date. If the Customer does not agree, the Customer may terminate the agreement before the effective date, with a pro‑rata refund of prepaid fees.

1.5 Termination, Data Export and Retention

Upon non‑renewal, access to the application may be limited. The Customer can request a data export for 60 days after termination. Thereafter, data may be deleted or anonymised, subject to statutory retention duties.

1.6 Governing Law and Jurisdiction

Belgian law applies. Disputes will be submitted to the courts of the Dendermonde district.

2) PEPPOL – Specific Provisions

• Consent & Identification: authorisation to Data‑Bytes/partners to register/manage in SMP/SML; compliant with Peppol BIS Billing 3.0 / EN 16931.
• Sending: requires an active paid subscription; upon expiry sending is suspended immediately; restored after payment (within max. 4 hours after processing).
• Receiving: possible without an active subscription up to 15 days after expiry; thereafter discontinued and endpoint/routing may be deactivated.
• Re‑registration: renewal after 15 days may require a new registration.
• Indemnity & Limitations: the customer remains responsible for the accuracy and lawfulness of data; dependencies on external networks/service providers (no absolute guarantees of availability or delivery times).

3) Privacy Notice (GDPR)

Controller: Data‑Bytes BV – Rootjensweg 30, 9200 Grembergen – BE 0738.788.127 – info@virtueel-kantoor.be

3.1 Data We Process

• Account and contact details (name, email, phone, company name, VAT/KBO number, address)
• Billing and payment data (status, invoices; card data via provider)
• Use of the application (logs, IP, device/browser info, settings, support)
• PEPPOL data (0208:KBO identifiers, endpoints, SMP/SML information, invoice/credit note metadata)
• Website data (cookies – see cookie policy)

3.2 Purposes and Legal Bases

• Performance of a contract (Art. 6(1)(b) GDPR): providing the SaaS service, PEPPOL, support
• Legal obligation (Art. 6(1)(c)): accounting, security/logging
• Legitimate interests (Art. 6(1)(f)): improving/securing services, fraud prevention, B2B direct marketing
• Consent (Art. 6(1)(a)): non‑essential cookies; marketing to non‑customers

3.3 Recipients and Transfers

Processors for hosting, email and payments; for PEPPOL: Access Points and SMP/SML services. For transfers outside the EEA, appropriate safeguards are provided (e.g. SCCs).

3.4 Retention

• Account/transaction data: as long as the account is active and thereafter as legally required (accounting ~7 years)
• Application logs: short‑term, unless needed for security/incident investigation
• After termination: export window of 60 days; then deletion/anonymisation subject to legal duties

3.5 Data Subject Rights

Right of access, rectification, erasure, restriction, portability and objection; withdrawal of consent where applicable. Contact: info@virtueel-kantoor.be. Complaint: Belgian Data Protection Authority (GBA), Drukpersstraat 35, 1000 Brussels – gegevensbeschermingsautoriteit.be.

3.6 Security

Appropriate technical and organisational measures (encryption, access control, least privilege, backups, monitoring).

4) Cookie Policy

We use cookies and similar technologies. Non‑essential cookies are set only with your consent. You can manage your choices via the cookie settings.

4.1 Types of Cookies

• Strictly necessary – operation and security (legitimate interests)
• Functional – preferences/settings (consent or legitimate interests if strictly functional)
• Analytics – statistics (consent)
• Marketing/tracking – personalisation/measurement (consent)

4.2 Overview

Name	Purpose	Type/party	Retention
AspNet.ApplicationCookie	User authentication; secure access to account	First‑party, strictly necessary	Session
ASP.NET_SessionId	Session state and server‑side context	First‑party, strictly necessary	Session
cookiebar	Remember cookie preference (hide/show banner)	First‑party, functional	6 months
dt-demo-runtime	Preferences for DataTables demo (runtime/view)	Third‑party (.datatables.net), functional	Set by third party
dt-demo-scheme	Light/dark scheme preference in DataTables demo	Third‑party (.datatables.net), functional	Set by third party
dt-demo-style	Style choice in DataTables demo	Third‑party (.datatables.net), functional	Set by third party
PHPSESSID	Session cookie used by datatables.net	Third‑party (.datatables.net), strictly necessary for that site	Session

4.3 Third Parties & Transfers

Third parties may set cookies (e.g. analytics providers) under their terms. For transfers outside the EEA, we implement appropriate safeguards (such as SCCs).

5) General Sales Terms (E‑commerce)

5.1 Company Details

Data‑Bytes BV – Rootjensweg 30, 9200 Grembergen – BE 0738.788.127 – info@virtueel-kantoor.be

5.2 Online Purchases

Through the “Payments” page you can purchase or renew a subscription. The agreement is concluded after successful payment and confirmation. Payment methods include credit card, debit card, KBC/CBC Payment Button, Belfius Direct Net and ING Home'Pay (subject to change).

5.3 Prices

Prices are in EUR and include VAT, unless stated otherwise. Images are indicative.

5.4 Service Delivery

After successful payment, the subscription term is activated and, where applicable, linked services (such as domain name or PEPPOL) are provided in accordance with the above provisions.

5.5 Right of Withdrawal

B2B: generally no statutory right of withdrawal. B2C (where applicable): may be limited for digital services that begin immediately upon explicit consent; details at checkout.

5.6 Complaints and Support

Contact info@virtueel-kantoor.be. Target response time for an initial substantive reply: 24 business hours.

© Data‑Bytes – All rights reserved