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, VAT ID (IČ DPH) , 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, 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.
• 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

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 a number of Users and locations. If you need more, you can buy add-ons (such as an extra 100 Users or an extra location) or move to a higher Plan at any time. An upgrade takes effect immediately; the difference for the rest of the current Billing period is invoiced pro rata.

A downgrade takes effect at the start of the next Billing period. Before it does, bring your usage within the new Plan's limits; features that the lower Plan does not include stop working when the downgrade takes effect.

Free plan. The Free plan 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 signed in to for 12 months may be deleted after we warn its Administrators by email at least 30 days in advance.

5. Prices and VAT

Prices are listed in euros per month on our pricing page. A yearly subscription is invoiced as twelve times the monthly rate, except that a newly created Workspace that chooses yearly billing is invoiced the lower first-year price shown on our pricing page for its first Billing period. The first-year price applies only to new Workspaces billed yearly; it does not apply to existing Workspaces, to monthly billing, or to a switch from monthly to yearly billing, and every renewal is invoiced at the full yearly price.

Prices are final and no VAT is added. We are not registered for value added tax, so every invoice is issued without VAT and the price on our pricing page is the amount payable. 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. Invoicing and payment

We invoice 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. A payment counts as received on the day it is credited to our account.

If you believe an invoice is wrong, tell us at billing@booking-desks.com before its due date; the undisputed part remains payable on time.

7. Late payment, suspension and deletion

If an invoice is not paid by its due date, this is what happens:

1. On the due date we send a payment reminder to your billing contact and Administrators.
2. 7 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 the invoice remains unpaid, the contract ends and the Workspace and its Customer data are permanently deleted. We send a final warning at least 7 days before deletion.

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

8. Term, renewal and cancellation

Subscriptions renew automatically for another Billing period of the same length unless cancelled.

• Monthly subscriptions can be cancelled at any time. Cancellation takes effect at the end of the current month.
• Yearly subscriptions can be cancelled at any time with effect from the end of the current year. Cancel at least 30 days before the renewal date to avoid the next year's invoice.

Administrators cancel by writing to billing@booking-desks.com from an address registered to the Workspace. Fees already paid are not refunded for the remainder of a Billing period, except where we end the contract without cause or where the law requires a refund.

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.

While the contract is in force, and during a suspension, we provide an export of Customer data in a common machine-readable format (CSV or JSON) within 10 business days of an Administrator's request. After the contract ends, Customer data is deleted within 30 days, except where the law requires us to keep something longer (for example invoices under accounting law).

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