General Terms and Conditions — TimeViking

Last updated: 6 October 2026

1. Parties and scope

These terms apply between Software Services BV, Meldertsestraat 8/4008, 3545 Halen, Belgium, enterprise number BE 0895.317.225 ("we", "us") and anyone who creates an account or takes out a subscription ("the customer"). Anyone registering on behalf of a business declares that they are authorised to bind it. Any other terms of the customer do not apply unless we accept them in writing.

2. The service

TimeViking is an online service for recording working hours, with an optional connection to Odoo. The connection works through the API key of a bot user in Odoo (recommended), through a personal API key of an Odoo user, or through our own Odoo module. We store keys in encrypted form. We provide the service "as is", with the features described on the website at the time the subscription is taken out. We may improve and change the service; we will give at least 30 days' notice of any change that removes an essential feature.

The connection to Odoo depends on the customer's Odoo (version, subscription with Odoo, the access rights of the key, availability). The customer is responsible for its Odoo and for the access rights it grants to the connection. We are not liable for data that changes in Odoo as a result of actions outside our service. TimeViking is not affiliated with Odoo S.A.

3. Free plan and trial period

• Free plan. An environment with at most 3 active users is free, with no end date, with the basic features of the service. In the free plan, the monthly PDF and the exports carry a small note at the bottom, "Made with TimeViking". We may change the content of the free plan or end it with 90 days' notice; the customer can then export its data or take a paid plan.
• Trial period. A new environment gets a free 30-day trial with all features and up to 100 users, without payment details. If the environment has at most 3 active users after the trial, it continues in the free plan. If it has more, it is set to read-only until the customer takes a subscription or deactivates users until 3 remain; after 60 days of read-only access it is deleted. We may extend a trial.
• A fourth active user can only be added during the trial or on a paid plan.
• With a connection to Odoo, the free plan allows at most 3 users per Odoo database, across all free environments combined.

4. Prices and payment

• Plans are priced per environment (not per user), excluding VAT:
• Basic, 1–20 users: € 60 per year (€ 5 per month when paid yearly), or € 5.75 per month;
• Team, 21–100 users: € 120 per year (€ 10 per month when paid yearly), or € 11.50 per month;
• more than 100 users: on request. The price at checkout applies; a price change only applies from the next period, after 30 days' notice.
• Yearly or monthly, in advance, through Mollie (direct debit, card or another method that Mollie offers). The subscription renews automatically for the same period until the customer cancels.
• VAT as required by law: 21% in Belgium; reverse-charged for a business in the EU with a valid VAT number; the rate of the customer's country for private individuals in the EU; not subject to VAT for businesses outside the EU.
• A larger plan (upgrade) takes effect immediately and is charged pro rata; a smaller plan or a switch to monthly takes effect at the next period.
• If a payment fails, we retry on day 3 and day 7. After 14 days without payment we stop the subscription and the environment is set to read-only, or it continues in the free plan if it has at most 3 active users.
• The user count includes all active logins, including invited users. Deactivating a user frees up a seat.

5. Cancellation

The customer can cancel at any time in the app. The subscription runs until the end of the paid period; amounts already paid are not refunded, unless the law requires it (§11). After that the environment continues in the free plan if it has at most 3 active users, and otherwise is set to read-only as after the trial (§3). We may cancel with 30 days' notice, or immediately in case of a serious breach (e.g. abuse, non-payment, unlawful use).

6. Use of the service

The customer does not use the service for anything unlawful, does not try to bypass the security or the rights of other customers, and does not place an abnormal load on the service (e.g. automated mass requests beyond the API limits). The customer keeps its passwords and keys safe and reports abuse immediately.

Our software. The software of the service (the code in the browser and the app, the server, the Odoo module, the screens, the PDF templates and the documentation) belongs to us and is protected by copyright; what we collect and arrange in the service is also protected by database rights. The customer only receives the right to use the service while it uses the free plan or while its trial or subscription runs. It is not permitted, not even during the trial period and not through a third party or an automated system:

• to copy the software or any part of it, to download it for use outside the service, to distribute it or to sell it;
• to decompile, deobfuscate or otherwise reverse-engineer the software, except to the extent that the law mandatorily allows it (e.g. for interoperability, Directive 2009/24/EC);
• to scrape the service, or to systematically retrieve the code, the screens or the API responses in order to build a similar service;
• to use the software, the documentation or the content of the service to train, fine-tune or evaluate AI models, or to feed them into an AI system for that purpose. We expressly reserve our right to exclude this for text and data mining (Article 4(3) of Directive (EU) 2019/790).

In case of a breach, we may suspend or end access immediately, without prejudice to our right to damages.

7. Customer data

The data the customer enters (hours, projects, employees) remains the customer's. We process it only to provide the service, in accordance with the data processing agreement, which forms part of these terms. The customer expressly accepts that agreement, with a checkbox, at registration (so also in the free plan and during the trial, because we process data then too), and again at checkout. An environment that already existed before that acceptance was requested at registration receives the question once, after an administrator signs in. We record which text was accepted, when, by whom and from which IP address, and the customer can consult and download the accepted version in the app. The customer can export its data at any time, also in read-only mode.

8. Availability and maintenance

We aim for an availability of 99.5% per month, excluding planned maintenance, which we announce in advance. We make daily backups. An availability guarantee with compensation exists only in a separate agreement (Enterprise).

9. Liability

Our liability is limited to direct damage and to the amount the customer paid in the 12 months before the event. We are not liable for indirect damage (loss of profit, loss of data caused by actions of the customer or of its Odoo), except in case of intent or gross negligence. This limitation does not apply towards a consumer to the extent that the law prohibits it (§11).

10. Force majeure

In case of force majeure (failure at a hosting partner or at Odoo, network failures beyond our control, etc.) we are not liable for delay or non-delivery for as long as the force majeure lasts.

11. Consumers

For a private individual (a consumer within the meaning of the Belgian Code of Economic Law) the following also apply:

• a right of withdrawal of 14 days after the subscription is concluded. If the consumer expressly asks for the service to start immediately, the consumer pays, upon withdrawal, for the part that has already been provided;
• the mandatory rules of law that cannot be set aside take precedence over these terms.

12. Changes to the terms

We may change these terms. We announce material changes 30 days in advance; anyone who does not agree can cancel before the change takes effect.

13. Governing law and jurisdiction

Belgian law. Jurisdiction: the Antwerp Business Court, Hasselt division (for businesses; a consumer can also go to the court of their place of residence).

14. Language

These terms exist in Dutch, English, French, German, Spanish and Italian. In case of a difference between the versions, the Dutch text prevails.