Terms of service

Leavilo is operated by vanRaan Industries, based in the Netherlands (we, us, or our). These terms govern access to our hosted website, leave management application, APIs, and connected assistant tools (the service).

The customer (you or your) is the organization subscribing to Leavilo. Leavilo is offered for business and professional use. The person accepting these terms on behalf of an organization must have authority to bind it. Employees and other invited users must follow the account and acceptable-use rules, but do not personally owe their employer’s subscription fees.

These terms form part of the customer’s agreement when accepted during registration or ordering. A separately agreed order takes precedence for its specific commercial terms. A signed data processing agreement takes precedence on the processing of customer personal data. The Privacy notice explains our use of personal data; it is not a request for consent to all processing.

Leavilo supports leave requests and approvals, balances, work schedules, shared calendars, public holidays, company shutdowns, and authorized integrations. Your plan and the information shown before purchase determine the included features and employee limit.

You are responsible for your employment policies, lawful processing of employee information, accurate records, permission settings, and decisions made using the service. Check holiday calendars, balances, and calculations against the rules that apply to your organization. Leavilo does not provide legal, employment, payroll, or tax advice and does not replace your obligations as an employer.

Provide your employees with appropriate information about how you use Leavilo. Only enter information necessary for leave administration. Do not enter diagnoses, medical documents, treatment details, national identification numbers, or other unnecessary sensitive information in comments, assistant messages, or other fields.

Provide accurate account and billing information and keep it up to date. Each person must use their own account. Keep credentials, API keys, and connected accounts secure, and notify us promptly of suspected unauthorized access.

Organization administrators manage invitations, roles, manager assignments, integrations, and access when someone leaves the organization. You are responsible for the actions of users and integrations you authorize, subject to our responsibility for the security and operation of the service.

Each organization receives one 14-day trial starting when it is created. No payment method is required to start the trial. A trial does not create a paid subscription unless an authorized administrator completes checkout.

Stripe processes subscriptions and payments. Checkout shows the recurring price, currency, applicable taxes, billing interval, and first charge date before you authorize payment. If you subscribe during a trial, the first charge follows the schedule shown at checkout. Subscriptions renew automatically each billing period until cancelled.

Keep a valid payment method and pay amounts when due. If your trial or paid entitlement expires, the workspace becomes read-only. Read-only access does not promise indefinite storage or replace an agreed data return and deletion process.

We will give at least 30 days’ advance notice of a price increase. It applies only from a subsequent renewal, never to a period already paid for. You may cancel before the new price takes effect.

An administrator can manage or cancel the subscription through the billing portal linked from the workspace’s Billing page. If the portal is unavailable, contact us to request cancellation. Unless you request otherwise and we agree, cancellation stops the next renewal and access continues until the end of the paid period.

Except where required by law or stated in a separate agreement, payments are non-refundable and we do not provide credits for partially used billing periods. This does not limit remedies for our failure to provide the service. If we permanently discontinue the service or terminate your subscription for reasons other than your breach, we will refund prepaid fees for the unused period.

Cancelling payment, deleting a sign-in account, deactivating an employee, and deleting an organization’s data are different actions. Arrange the return or deletion of organization data separately, as described below.

Use Leavilo only for lawful, authorized purposes. You must not:

• Access other organizations’ information, bypass permissions, impersonate another user, or share accounts.
• Upload unlawful content, malicious code, or information you have no right to process.
• Disrupt the service, evade limits, or carry out intrusive security testing without our written agreement.
• Use APIs or assistants to circumvent approval requirements or make unauthorized employment decisions.
• Resell the hosted service or copy our proprietary branding or software except where an applicable licence or mandatory law permits it.

You retain your rights in information submitted to Leavilo. You give us only the rights needed to host, process, transmit, and display it to provide and secure the service and fulfil our agreement. We do not acquire ownership of your employee records.

Each party must protect the other’s non-public business information with reasonable care and use it only for the agreement. Disclosure is permitted to people and providers who need it for that purpose and are subject to appropriate confidentiality obligations, or where the law requires it. This does not cover information already lawfully known, public through no breach, or independently developed.

Your organization generally acts as controller of employee data and we act as processor on its behalf. A data processing agreement covering instructions, security, subprocessors, assistance, and return or deletion must be concluded before live employee data is processed. These terms and the Privacy notice do not replace that agreement.

Use the available calendar exports to retain copies of the information they cover. For a broader data return or organization deletion, an authorized administrator must contact us. The data processing agreement must set the scope, timing, and treatment of backups. Subscription cancellation alone does not delete records.

Connected clients and assistants can receive information and perform actions within the connected user’s permissions and granted access. Review connections and protect exported information. Services you connect independently are subject to their own terms and privacy practices.

Assistant interpretations can be incorrect. Check dates, leave types, and proposed actions before confirming them. An assistant does not replace an authorized manager’s judgment. The Privacy notice explains the built-in assistant, optional OpenAI processing, and external connections.

We remain responsible for our contractual obligations when using our own service providers. We cannot control independent services selected by you or guarantee their continued availability or compatibility.

We will provide the service with reasonable care and skill. Maintenance, updates, technical faults, and events outside our reasonable control may cause interruptions. Unless separately agreed in writing, we do not promise uninterrupted service, a fixed uptime percentage, or specific support response times.

We may improve or change the service. We will give reasonable advance notice of changes that materially reduce core paid functionality. If such a reduction materially prevents the agreed use and we cannot resolve it, you may end the affected subscription and receive a refund for its unused prepaid period.

We may restrict access where reasonably necessary to address a security threat, unlawful use, material breach, or a legal requirement. We will limit restrictions to what is necessary and explain them when legally and practically possible. Where the issue can be remedied, we will normally give notice and a reasonable opportunity to resolve it first.

Either party may terminate for a material breach that remains unresolved 30 days after written notice. Immediate action is permitted where the breach cannot be remedied or continued access would create a serious security or legal risk. We may discontinue the service with at least 30 days’ notice.

After termination, access ends and outstanding payment obligations remain. Data return, deletion, and any legally required retention are handled under the data processing agreement. Confidentiality, accrued payment obligations, liability provisions, and dispute terms survive where their nature requires it.

To the extent permitted by applicable law, each party’s total liability arising out of the agreement in any 12-month period is limited to the greater of €1,000 or the fees paid or payable for the service in the 12 months preceding the event giving rise to the claim.

To the extent permitted by law, neither party is liable for indirect or consequential losses, including lost profits or business opportunities. Reasonable, direct costs of restoring customer data lost through our breach are not excluded merely because they relate to data loss.

These limits do not apply to fraud, wilful misconduct, deliberate recklessness, unpaid subscription fees, or liability that cannot lawfully be limited or excluded. Nothing in this agreement limits an individual’s statutory data protection rights or any mandatory consumer protections that apply.

Dutch law governs the agreement. The competent courts of the Netherlands will hear disputes, subject to any mandatory rules giving you a right to bring proceedings elsewhere. Please contact us first so we can try to resolve a concern.

We may update these terms for legal, security, or service changes. For changes that materially affect your rights or obligations, we will provide the revised terms to the organization’s account contact at least 30 days before they take effect. If you do not accept them, you may terminate before that date and receive a refund for any unused prepaid period affected by the change. Changes required sooner by law or an urgent security need will be explained as soon as reasonably possible. Changes do not apply retroactively.

If a provision is unenforceable, the remaining provisions continue to apply. A delay in enforcing a right does not waive it. A transfer of this agreement by us must not reduce your contractual rights or data protection safeguards.