Terms and conditions

Last updated: 22/07/2025

Article 1 – Purpose

These Terms of Use (hereinafter referred to as the “Terms”) govern access to and use of the CboxX platform, published and operated by [Company Name] (hereinafter the “Provider”), in the context of its provision of digital services to client companies.

The CboxX platform is designed to allow businesses to monitor, centralize, and document the activities of their field sales and operations teams. Core features include the creation of customer records, task entries, activity reports, and contractual documents (such as termination letters).

By using the Platform, Users agree to comply with these Terms, which define the rights and obligations of all parties in connection with the use of the services.

Article 2 – Definitions

For the purpose of these Terms of Use, the following terms shall have the meanings set out below:

Platform: the CboxX web-based application environment accessible online and operated by the Provider.
Provider: the company responsible for the development, maintenance, and operation of the CboxX Platform.
Client: the legal entity (company or organization) that has entered into a SaaS subscription agreement with the Provider and holds administrator access to the Platform.
User: any natural person authorized by the Client to access and use the Platform, including but not limited to sales representatives, field operators, or supervisors.
Account: a secured personal login enabling a User to access the Platform’s features, associated with a unique identifier and password.
Content: any information, image, file, or data entered, uploaded, or generated by a User through the Platform.
Customer Record: a structured data entry within the Platform relating to a third party (such as a prospect or end customer), created and managed by a User.
Task: an operational action recorded by a User within the Platform, such as a visit, incident, or delivery, which may be linked to a specific Customer Record.

Article 3 – Acceptance of the terms

Access to and use of the Platform are strictly subject to full and unconditional acceptance of these Terms by each User.

By checking the appropriate box at the time of their first login, the User confirms that they have read and expressly agree to comply with these Terms of Use in their entirety. This action constitutes a legally binding agreement between the User and the Provider.

The Provider reserves the right to amend these Terms at any time, particularly to reflect changes in the Platform’s functionalities, technical requirements, applicable legislation, or best practices.

Any modification shall be notified to Users through a pop-up alert on the Platform interface, by email, or by any other suitable means. Continued use of the Platform after such notification shall be deemed to constitute acceptance of the updated Terms.

Article 4 – Legal capacity

The use of the CboxX Platform is strictly reserved for individuals who have the legal capacity to represent a company or organization in the context of a business-to-business (B2B) relationship.

By creating an Account or accessing the Platform, the User expressly declares and warrants that:

they are at least eighteen (18) years old;
they are duly authorized to act on behalf of the Client company, whether as a legal representative, an authorized employee, or a designated agent;
they are using the Platform exclusively for professional purposes, in the course of business activities conducted by the Client.

The Platform is not intended for private use or for use by consumers within the meaning of applicable consumer protection legislation, including the Belgian Code of Economic Law.

Any false or misleading declaration concerning the User’s identity, status, or authority may result in the suspension or termination of access to the Platform.

Article 5 – Access to the platform and account creation

Access to the CboxX Platform is strictly limited to Users who have been assigned a personal login credential by the Client.

Each Account is associated with a unique identifier and password. These credentials are issued to the User by or under the authority of the Client and must be used in accordance with the Client’s internal authorization procedures.

Each User agrees to:

keep their login credentials strictly confidential and not share them with any third party;
immediately notify the Provider and the Client of any actual or suspected unauthorized access, misuse, or security breach relating to their Account;
refrain from creating fake or duplicate accounts, impersonating another person, or using someone else’s identity or access rights.

The User is solely responsible for all activity conducted through their Account, unless such activity results from a proven security failure attributable to the Provider.

The Provider reserves the right to take any technical or legal measure it deems necessary to protect the security and integrity of the Platform.

Article 6 – Core functionalities

The Platform provides a range of features designed to support the operational and commercial activities of the Client’s teams. Subject to the User’s access rights and role, the Platform may enable Users to:

Create, view, and update customer records, including prospects and existing clients;
Log operational tasks, such as field visits, incident reports, or delivery actions;
Attach photos and geolocation data to task entries or reports for improved traceability;
Generate, complete, and digitally sign contractual documents, including termination letters and client declarations;
Access dashboards and activity statistics, as permitted by the Client’s configuration and the User’s access level.

The Provider reserves the right to modify, add, or remove functionalities at any time, in particular to improve user experience, ensure regulatory compliance, or adapt to technical developments.

Such changes may be communicated via the Platform interface or by any other appropriate means. Continued use of the Platform implies acceptance of any such functional modifications.

Article 7 – User obligations

Each User agrees to use the Platform in a lawful, responsible, and professional manner, strictly in accordance with its intended business purpose and the present Terms of Use.

In particular, Users shall:

Use the Platform exclusively for professional purposes as part of the Client’s business activities;
Refrain from any action that could disrupt, interfere with, or compromise the technical integrity or performance of the Platform, including but not limited to attempting to bypass security features or overload system resources;
Not upload, store, or transmit any unlawful, inappropriate, violent, defamatory, obscene, or unauthorized content, including any content that infringes upon the rights of third parties or violates applicable law;
Maintain the confidentiality of any information or data accessible through the Platform, in particular personal data, customer records, internal reports, or business-sensitive information;
Comply at all times with applicable laws and regulations, including those related to data protection, intellectual property, and professional ethics.

The Client shall ensure that all its Users are aware of and comply with these obligations. The Provider reserves the right to take any necessary action in the event of a breach, including temporary suspension or permanent deactivation of the User’s access.

Article 8 – Intellectual property

8.1 Ownership of the platform

The Platform, including its source code, architecture, interfaces, structure, designs, texts, logos, trademarks, documentation, and all related elements, is and shall remain the exclusive property of the Provider or its licensors.

The Platform is protected by applicable intellectual property laws and international conventions. No provision of these Terms or of the SaaS Agreement shall be construed as assigning or transferring any ownership rights to the Client or its Users.

8.2 License to use

The Client and its authorized Users are granted a limited, non-exclusive, non-transferable, and revocable right to use the Platform, solely under the terms set out in the applicable SaaS subscription agreement and for the Client’s internal business needs.

This right of use:

Does not authorize any modification, reproduction, distribution, or reverse engineering of the Platform;
Cannot be sublicensed, sold, or made accessible to third parties outside the Client’s organization;
Is strictly subject to compliance with these Terms and the SaaS Agreement.

8.3 Respect for intellectual property

Users agree not to infringe, circumvent, or obscure any intellectual property rights or proprietary notices contained in the Platform.

Any unauthorized use may result in the immediate termination of access and legal action.

Article 9 – Personal data

The use of the Platform may involve the processing of personal data, including data entered or generated by Users in the course of their professional activity.

Personal data is processed in accordance with applicable data protection laws, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”).

For more information on how personal data is handled, Users are invited to consult the Privacy Policy, available directly on the Platform : Privacy policy

Article 10 – Suspension or termination of access

The Provider reserves the right to suspend or permanently deactivate a User’s access to the Platform, without prior notice, in the following cases:

If the User engages in fraudulent, abusive, unlawful, or unauthorized use of the Platform;
If the Provider is instructed to do so by the Client (who remains the contractual account holder);
In the event of a serious or repeated violation of these Terms of Use.

Suspension may be temporary or permanent, depending on the nature and severity of the breach. The Provider shall inform the Client of any such action taken.

In cases where access is disabled due to a violation attributable to the User, the Provider shall not be liable for any resulting limitation in the Client’s use of the Platform.

This provision is without prejudice to any legal remedies or claims for damages the Provider or Client may pursue.

Article 11 – Liability

11.1 Provider’s commitments

The Provider undertakes to use reasonable efforts to ensure the availability, security, and proper functioning of the Platform, in accordance with professional standards and the technical limitations inherent to online services.

However, the Provider shall not be held liable for:

Any content, data, or information entered, uploaded, or generated by Users, including its legality, accuracy, or completeness;
Any interruption, slowdown, or unavailability of the Platform caused by external factors beyond its reasonable control (such as hosting provider incidents, network outages, or force majeure events);
Any indirect or consequential damages resulting from the misuse of the Platform by Users or third parties.

11.2 User responsibility

Each User is solely responsible for:

Their individual use of the Platform and the actions performed through their account;
The accuracy and lawfulness of the data they enter or transmit;
Ensuring that their use of the Platform does not infringe any third-party rights, including intellectual property, privacy, or contractual rights.

The Provider shall in no event be liable for any damage caused by a User’s failure to comply with these Terms or with applicable laws.

Article 12 – Technical limitations and cybersecurity

12.1 Reasonable efforts

The Provider makes all reasonable efforts to ensure the security, accessibility, and proper operation of the Platform. This includes the implementation of security measures such as data encryption, access controls, regular backups, and system monitoring.

12.2 No Guarantee of uninterrupted service

Despite these efforts, the Provider does not guarantee uninterrupted or error-free access to the Platform. Users acknowledge that certain disruptions may occur, particularly due to:

Scheduled or unscheduled maintenance operations;
Temporary network overload or latency issues;
Service failures or delays caused by third-party providers (e.g. hosting services, telecom operators).

12.3 Cybersecurity Risks

The Provider cannot be held liable for damages arising from:

The introduction of malware or viruses, cyberattacks, or unauthorized intrusions, despite appropriate preventive measures;
The loss, alteration, or disclosure of data due to vulnerabilities inherent in internet-based services;
Any interruption or delay in data transmission, or risks associated with the use of public or unsecured networks.

12.4 User awareness

By using the Platform, the User acknowledges and accepts the technical risks inherent to internetuse, and waives any claim against the Provider based solely on temporary interruptions or security incidents, provided that the Provider has implemented reasonable protective measures.

Article 13 – Technical support

13.1 Availability of support

Technical support is available to Users under the conditions set forth in the SaaS subscription agreement between the Client and the Provider.

Support is generally provided:

On business days, during standard working hours (e.g., 9:00 AM – 5:00 PM local time),
Exclusively through the communication channels designated by the Provider, such as a dedicated support email address or phone number.

13.2 Contact Information

For any technical request or incident report, Users may contact the Provider’s support team at:
info@cboxx.app

13.3 Scope of support

The support service covers technical issues related to:

Access to the Platform,
Account login difficulties,
Minor malfunctions or anomalies in standard functionalities.

Requests related to training, custom developments, or broader operational consulting may fall outside the scope of standard support and may require a separate agreement or quotation.

Article 14 – Governing law and jurisdiction

These Terms of Use shall be governed by and construed in accordance with the laws of Belgium, without regard to its conflict-of-law provisions.

Any dispute arising out of or in connection with the interpretation, performance, or validity of these Terms that cannot be resolved amicably shall fall under the exclusive jurisdiction of the courts of the judicial district of Namur (Belgium), unless otherwise provided by mandatory legal provisions.