Terms and conditions

1. Who we are and what these terms cover

The service is provided by Viallo s. r. o., registered office Šustekova 3697/49, 851 04 Bratislava – Petržalka, Slovak Republic, company ID (IČO) 57 859 043, tax ID (DIČ) DIČ, not registered for VAT, registered in the Commercial Register of the Municipal Court Bratislava III, Section: Sro, Insert No. 203877/B ("we", "us").

These terms apply to every plan, including the Free plan, and to every person who accepts them on behalf of an organisation ("Customer", "you"). Our Privacy policy, Cookie policy and Data processing agreement form part of the contract. If you signed a separate written agreement with us, for example for the Enterprise plan, that agreement takes precedence where the two differ.

2. Definitions

• Service: the Booking Desks web application, its mobile web app and phone app, related emails and notifications, and any documentation we publish.
• Workspace: your organisation's own instance of the Service, reached at its own address (for example yourcompany.booking-desks.com).
• Administrator: a person you appoint to manage the Workspace, its locations, floor plans, rules and users.
• User: any person you or your Administrators allow to use the Workspace, such as employees or contractors.
• Plan: the subscription tier you choose (Free, Starter, Business, Professional or Enterprise) with the limits and features described on our pricing page at the time you order.
• Billing period: one month or one year, as you choose when ordering.
• Billing contact: the email address that receives invoices and payment notices, set by an Administrator in the Workspace's Plan & billing tab.
• Stripe: Stripe Payments Europe, Limited, Ireland, the payment provider through which paid Plans are bought by card.
• Customer data: everything you and your Users put into the Workspace, including user details, bookings, floor plans, logos and settings.

3. Your workspace and users

Creating a Workspace. A person authorised to act for your organisation creates the Workspace from our pricing page, with a work email address confirmed through a link we send to it. That person becomes the Workspace's first Administrator and accepts these terms for your organisation; the contract is concluded when the Workspace is created. A Workspace starts on the Free plan. If a paid Plan was chosen, it moves to that Plan once it is paid for in Stripe Checkout, which opens straight after.

You are responsible for the accuracy of the details you give us, for everything that happens in your Workspace, and for making sure your Users follow these terms. Keep sign-in details confidential and tell us straight away at support@booking-desks.com if you suspect unauthorised access.

Administrators decide who may use the Workspace, which email domains may join, which days are open for booking, check-in times, parking and carpool rules. You are responsible for configuring these to suit your organisation, and for the physical desks and parking spaces themselves: we provide the booking system, not the space.

If you allow sign-in with Google or Microsoft, your identity provider's own terms also apply to that sign-in.

4. Plans, limits and changes of plan

Each Plan includes the number of Users and locations shown on our pricing page. If you need more, you can move to a higher Plan at any time, or arrange the add-ons shown on our pricing page (such as an extra 100 Users or an extra location) with us at billing@booking-desks.com.

Changing Plan. Administrators change between Starter, Business and Professional, and between monthly and yearly billing, in Stripe's customer portal (Manage billing, in the Plan & billing tab). A change takes effect immediately and is prorated: the unused part of the current Billing period is credited at the old price, and the rest of it is charged at the new price, as Stripe calculates it. Before moving to a lower Plan, bring your usage within its limits; features the lower Plan does not include stop working when the change takes effect. To return to the Free plan, cancel the subscription (see Term, renewal and cancellation). Changes to an Enterprise plan are agreed with us.

Free plan. The Free plan includes up to 15 Users: when it is full, nobody new can join the Workspace until someone leaves or the Workspace moves to a paid Plan. It is provided free of charge, without a service level and without support commitments. We may change its limits or discontinue it with at least 30 days' notice. A Free Workspace nobody has used for 12 months is deleted with all its Customer data, after we warn its Administrators by email 30 days in advance; using it within that time keeps it. Paid Workspaces are never deleted for inactivity.

5. Prices and VAT

Prices are shown in euros on our pricing page, per month for monthly billing and per year for yearly billing. Yearly billing costs twelve times the monthly price, except that a Workspace that has never paid us before pays the lower first-year price shown on our pricing page for its first yearly Billing period. The first-year price applies once per Workspace and only to yearly billing: every renewal, and any yearly Billing period of a Workspace that has paid us before, is charged at the full yearly price.

Prices are final and no VAT is added. We are not registered for value added tax, so the price on our pricing page is the amount payable, and every invoice is issued without VAT and states that we are not registered for it. Should we become registered for VAT, these terms and our prices will be updated before the change takes effect.

We may change prices with at least 30 days' notice by email to your billing contact. A new price applies from your next Billing period after the notice ends. If you do not agree, you may cancel before it takes effect.

6. Payment and invoices

Starter, Business and Professional are paid by card, or a card wallet such as Apple Pay where Stripe offers it, in advance for each Billing period, through Stripe. An Administrator buys them in Stripe Checkout, from the Workspace's Plan & billing tab or straight after creating the Workspace. The card is then charged automatically at the start of every Billing period until the subscription is cancelled. Card details are entered only at Stripe: we never see or store card numbers.

Stripe issues the invoice and receipt for every card payment. They are emailed to your billing contact and can be downloaded from the Plan & billing tab, where an Administrator can also change the card and the billing details.

Enterprise is agreed with us individually and invoiced in advance at the start of each Billing period. Invoices are sent by email to your billing contact and are payable by bank transfer to the account stated on the invoice within 14 days of the date of issue. Please quote the invoice number as the payment reference so we can match your payment. You pay any bank charges on your side, and a payment counts as received on the day it is credited to our account.

If you believe an invoice or a charge is wrong, tell us at billing@booking-desks.com as soon as possible, and for an invoice before its due date; the undisputed part remains payable on time.

7. Late payment, suspension and deletion

If a payment is not made when it is due, because a card renewal fails or an invoice is not paid by its due date, this is what happens:

1. Reminders. Stripe retries a card over the following days. For an invoice, we remind your billing contact and Administrators before and on the due date. Either way, we write to them again when the payment is overdue, and the day before the Workspace would be suspended.
2. 14 days after the due date, if payment has still not been received, the Workspace is suspended. Users can no longer sign in or book. Administrators can still ask us for an export of Customer data.
3. As soon as payment is received the Workspace is restored in full, with all bookings and settings intact.
4. 30 days after suspension, if payment has still not been received, the contract ends and the Workspace and all its Customer data are deleted, permanently and automatically. We send a final warning 7 days before deletion.

Suspension does not release you from paying for the Billing period already due. We may also charge statutory default interest on overdue amounts under the Slovak Commercial Code.

8. Term, renewal and cancellation

Paid subscriptions renew automatically for another Billing period of the same length, paid in advance, until cancelled.

• Card subscriptions (Starter, Business and Professional) can be cancelled by an Administrator at any time in Stripe's customer portal (Manage billing, in the Plan & billing tab). Cancellation takes effect at the end of the Billing period already paid for: the Plan keeps running until then, and the Workspace then returns to the Free plan with its data intact. Cancel before the renewal date to avoid the next charge. On the Free plan, features it does not include stop working, and while the Workspace has more than 15 Users nobody new can join.
• Enterprise subscriptions end as the Enterprise agreement provides or, where it says nothing, at the end of the current Billing period after written notice to billing@booking-desks.com at least 30 days before the renewal date.

Cancelling does not refund any part of a Billing period already paid for. Fees are refunded only where these terms provide for it (a change of Plan is prorated as described above), where we end the contract without cause, or where the law requires a refund.

Closing the Workspace. An Administrator can close the Workspace at any time in its administration, on any Plan. Closing ends the contract, cancels the card subscription, and deletes the Workspace and all its Customer data immediately and permanently. Fees already paid are not refunded. Export what you need first: closing cannot be undone.

Either party may end the contract with immediate effect by written notice if the other seriously breaches it and does not remedy the breach within 14 days of being asked to.

9. Acceptable use

You and your Users must not:

• use the Service for anything unlawful, or to store content that infringes someone else's rights;
• try to access another organisation's Workspace or data, probe or bypass our security, or test vulnerabilities without our written permission (see our Security page for responsible disclosure);
• overload the Service, scrape it, or use automated means to create accounts or bookings beyond normal use;
• resell, sublicense or provide the Service to third parties, except as agreed with us in a partner agreement;
• copy, modify or reverse engineer the Service, except where the law expressly allows it.

We may suspend access for a User or Workspace where this is necessary to stop a serious breach or protect the Service and other customers. We will tell you promptly and restore access once the issue is resolved.

10. Customer data and privacy

You own Customer data. You give us the right to host, process and display it only as needed to provide the Service to you, to support you and to keep the Service secure.

When we process personal data in Customer data, we act as your processor and you remain the controller. Our Data processing agreement applies automatically and forms part of these terms. How we handle personal data for which we are the controller, such as billing contacts, is described in our Privacy policy.

Exports. Every User can download their own personal data as a JSON file from their Account page. While the contract is in force, and during a suspension, we also provide an export of the Workspace's Customer data in a common machine-readable format (CSV or JSON) within 10 business days of an Administrator's request.

When the contract ends. If an Administrator closes the Workspace, Customer data is deleted immediately; otherwise it is deleted within 30 days of the contract ending. We keep only what the law requires us to keep longer, such as payment records (the company's name, amounts and invoice numbers), which Slovak accounting law requires for 10 years.

Data nobody uses. So that no personal data is kept that nobody needs, the Service deletes on its own, and you instruct us to delete:

• a User who has not signed in or used the Service for 24 months, after an email to them 30 days before; signing in within that time keeps the account;
• an account created when a colleague booked a desk for someone who has never signed in, 6 months after its last booking;
• a Free Workspace nobody has used for 12 months, with all its Customer data, after an email to its Administrators 30 days before (paid Workspaces are never deleted for inactivity);
• sign-up, registration and password links nobody used, 7 days after they expire.

Users can also delete their own account at any time from their Account page. The last Administrator of a Workspace that still has other Users must first make someone else an Administrator.

We do not sell Customer data, and we do not use it to train artificial intelligence models.

11. Your branding

On paid Plans you may give us your logo, colours and name so the Workspace carries your identity. You confirm you have the right to use them, and you allow us to use them only to present your Workspace.

We will not name you as a customer in marketing without your written permission.

12. Availability and support

We work to keep the Service available around the clock and aim for monthly availability of 99.5%, excluding planned maintenance announced in advance and events outside our reasonable control. Current status is shown on our System status page.

Support is provided by email at support@booking-desks.com on Slovak business days, 9:00 to 17:00 Central European Time. Service levels with guaranteed response times and service credits are available on the Enterprise plan under a separate agreement.

We continuously improve the Service and may change features. We will not remove a feature that is central to your paid Plan during a Billing period without giving you at least 30 days' notice and the right to cancel with a pro-rata refund.

13. Intellectual property and feedback

The Service, its software, design and documentation belong to us or our licensors. For the duration of the contract we grant you a non-exclusive, non-transferable right to use the Service for your organisation's internal purposes within your Plan's limits.

If you send us suggestions, we may use them to improve the Service without any obligation to you.

14. Confidentiality

Each party keeps confidential any non-public information it receives from the other in connection with the contract, uses it only for the contract, and protects it with at least reasonable care. This does not apply to information that is already public, independently developed, or must be disclosed by law.

15. Warranties and liability

We provide the Service with professional care. Beyond what these terms state, and to the extent the law allows, we give no further warranties, for example that the Service will suit every specific purpose or be free of every error.

To the extent permitted by applicable law, each party's total liability arising out of the contract in any 12-month period is limited to the fees paid or payable by you for the Service in that period, and for the Free plan to €100. Neither party is liable for lost profits, lost revenue or indirect damage.

These limits do not apply to damage caused intentionally or through gross negligence, to your payment obligations, or to any liability that cannot be limited under Slovak law.

16. Changes to these terms

We may update these terms, for example to reflect new features or legal requirements. We will email your Administrators at least 30 days before material changes take effect. If you do not agree, you may cancel before the changes apply; otherwise the updated terms apply from the stated date.

17. Governing law and disputes

The contract is governed by the laws of the Slovak Republic, in particular the Commercial Code (Act No. 513/1991 Coll.), excluding the UN Convention on Contracts for the International Sale of Goods. The courts of the Slovak Republic have jurisdiction, unless mandatory law provides otherwise.

Before going to court, both parties will try to resolve any dispute in good faith by negotiation.

18. Contact

Viallo s. r. o., Šustekova 3697/49, 851 04 Bratislava – Petržalka, Slovak Republic.

• Support: support@booking-desks.com
• Billing and invoices: billing@booking-desks.com
• Privacy: privacy@booking-desks.com