TeamHub General Terms and Conditions

Version 1.0 Effective: 25 September 2026

These General Terms are used by Doek Works, a sole proprietorship (eenmanszaak) established at Elzenlaan 21, 9422 ES Smilde, The Netherlands, registered with the Dutch Chamber of Commerce under number 42169291, VAT identification number NL002993406B05 (the “Provider”).

1. Definitions

Agreement means an Order, applicable Specific Agreement and these General Terms. Customer means a business customer. Order means a quotation, order form, online order, statement of work or confirmation. Products include software, Licence Keys and documentation. Services include support, maintenance, consultancy, implementation, installation assistance, training, remote assistance and custom development. Specific Agreement includes the TeamHub Commercial Licence and Support Agreement. Third-party Products are products or services supplied by another party.

2. Applicability

These General Terms apply to every offer, Order and Agreement. Provider contracts only with organisations and persons acting professionally, not consumers. Customer purchasing or procurement terms are expressly rejected unless accepted by Provider in writing.

The order of precedence is: individually negotiated Order, Specific Agreement, these General Terms, Support and Lifecycle Policies, then other documentation. Open-source licences independently govern rights granted under them.

3. Formation

Unless stated otherwise, quotations are non-binding and valid for thirty days. An Agreement forms through accepted quotation, completed online order, signature, written confirmation or requested commencement of performance. Customer must verify its details, requirements, quantities and technical identifiers.

4. Cooperation

Customer shall provide accurate information, timely decisions, access and qualified personnel, and ensure that its systems and dependencies meet requirements. Delay or additional work caused by Customer may lead to adjusted planning, suspension, additional charges or termination of the affected Order.

5. Services and delivery

Provider performs Services with reasonable care and professional skill. Unless expressly guaranteed, obligations are commercially reasonable efforts and do not guarantee a result. Provider may work remotely and may use qualified contractors while remaining responsible for contractual performance. Delivery dates are indicative unless expressly binding.

6. Acceptance and complaints

Where no acceptance procedure is stated, Customer shall review a Deliverable within ten Business Days and report material reproducible non-conformities. Production use or failure to report within that period constitutes acceptance. Minor defects do not justify rejection, payment suspension or termination. Provider shall first have a reasonable opportunity to investigate and remedy.

7. Changes and additional work

Changes to scope, assumptions, requirements, planning or dependencies may be additional work. Additional work is charged at agreed or then-current standard rates. Provider need not start it until scope and fees are agreed or time-and-materials work is authorised.

8. Consultancy and training

Consultancy, implementation, training, installation assistance, remote assistance and custom development are included only when stated in the Order. Unless fixed, fees are time and materials.

Scheduled Services may be cancelled without charge at least seven Business Days before the start. Cancellation fewer than seven Business Days before the start is charged at 50% of reserved fees, plus non-cancellable external costs. Non-attendance or cancellation after commencement may be charged in full.

9. Fees and prices

Prices exclude VAT and taxes unless stated otherwise. Starter and Business subscriptions purchased online are paid in advance. Enterprise invoices are payable within thirty days unless the Order states otherwise. Every Enterprise Licence Period must be requested and ordered anew and does not renew automatically.

Fixed-period prices do not change during the period except for add-ons, additional work, tax changes or Customer changes. Provider may change prices for new Orders and Licence Periods. Changes to continuing monthly Services require thirty days' notice and permit termination before a material increase takes effect.

10. Payment and suspension

If no payment period is stated, invoices are payable within fourteen days. Invoice disputes must be notified within ten Business Days and the undisputed amount remains payable.

For an unpaid undisputed invoice, Provider may send a reminder allowing fourteen days to cure. Thereafter Provider may suspend controllable future performance, including support, consultancy, renewals and new, replacement, migration or add-on keys. Locally validated keys cannot necessarily be remotely disabled and remain subject to their encoded term.

Provider may suspend immediately for serious security risk, suspected fraud or unlawful conduct, legal requirements, unauthorised access or prevention of material harm.

11. Intellectual property

Each Party retains pre-existing rights. Provider retains rights in its materials, methods, tools, documentation, reusable components and custom development unless an Order expressly states otherwise. After full payment, Customer receives a non-exclusive internal-use licence to custom Deliverables. Provider may reuse general knowledge and non-customer-specific components. Open-source and third-party components remain under their own licences.

12. Confidentiality

Each Party shall protect confidential information and use it only for the Agreement. Confidential information includes technical and commercial information, vulnerabilities, credentials, Licence Keys, non-public pricing, roadmaps, Customer Materials and support details. Standard public, previously known, independently developed, lawfully received and legally compelled disclosure exceptions apply. Confidentiality lasts five years, while trade secrets, credentials, keys and security-sensitive information remain protected while confidential.

13. Customer references

Provider shall not publish Customer's name, logo or trademark as a reference without prior written consent.

14. Privacy

Each Party complies with applicable data-protection law. Provider acts as controller for sales, contracting, billing, licence administration and business communication as described in the Privacy Notice at https://doekworks.eu/docs/privacy-notice.php?lang=en. Supplying self-hosted software does not make Provider a processor of data in Customer's environment. A data processing agreement will be entered into where Provider separately processes personal data on Customer's behalf and one is legally required.

15. Security and environments

Provider takes reasonable measures for systems under its control. Customer is responsible for its infrastructure, Nextcloud environment, credentials, configuration, backups, access and devices. Unless agreed, Provider does not host, secure, monitor or administer Customer's production environment.

16. Third-party Products

Third-party Products are governed by their supplier terms, availability and lifecycle. Provider is not responsible for third-party changes, outages, defects, security incidents or discontinuation. Provider remains responsible for its own expressly agreed work.

17. Warranties

Products are supplied “as is” and “as available” except as expressly agreed or required by law. Provider does not warrant uninterrupted or error-free operation or compatibility with every environment. Provider is not responsible for defects caused or increased by Customer instructions, unsupported or modified environments, third parties, failure to install or test updates, or use contrary to documentation.

18. Liability

To the maximum extent permitted by law, Provider excludes indirect, incidental, special, punitive and consequential loss, including lost profit, revenue, savings, goodwill, business interruption, downtime, loss of availability, data loss and recovery costs.

Aggregate liability is limited to fees paid or payable under the affected Agreement in the twelve months before the event, or the shorter period if the Agreement existed for less than twelve months.

Provider is not liable to the extent loss is caused or increased by Customer's breach, omission, failure to cooperate, maintain backups, mitigate, test or follow instructions. Production deployment without required testing is at Customer's operational risk.

Limitations do not apply where legally prohibited, including intent or deliberate recklessness where applicable under Dutch law.

Customer shall give written notice of a potential claim without unreasonable delay. Any monetary claim expires if not submitted in sufficient detail within six months after discovery or reasonable discoverability, to the maximum extent permitted by law and subject to reasonableness and fairness.

19. Customer indemnities

Customer indemnifies Provider against reasonable third-party claims arising from unlawful Customer Materials, Customer infringement or unlawful use, unauthorised key distribution, Customer modifications or instructions, and missing third-party permissions, except to the extent caused by Provider's breach, intent or deliberate recklessness.

20. Force majeure

Neither Party is liable for delay or failure caused by circumstances beyond reasonable control, including infrastructure failures, cyberattacks despite reasonable safeguards, essential supplier failures, government action, sanctions, war, unrest, industrial action, fire, flood, extreme weather, epidemic, pandemic, natural disaster and serious unavailability of essential personnel without reasonable replacement.

If force majeure materially prevents performance for more than sixty consecutive days, either Party may terminate the affected part without damages. Fees remain payable for prior delivery and non-cancellable costs.

21. Termination

Fixed-term Agreements expire automatically and do not renew unless expressly stated. Either Party may terminate for a material breach not remedied within fourteen days after written notice. Immediate termination is permitted for bankruptcy, liquidation, suspension of payments, cessation, fraud or irremediable material confidentiality or security breach. Customer may not terminate a fixed term for convenience unless the Order permits it.

22. Consequences

Accrued amounts remain payable. Future Services stop, ended rights cease, and confidential information is returned or deleted on reasonable request subject to retention duties and backups. Open-source rights remain unaffected. Prepaid fees are not refunded where Customer lacks a contractual termination right or Provider terminates for Customer breach.

23. Assignment and subcontracting

Customer may not assign without Provider's written consent. Provider may assign to an affiliate or legal successor continuing the business. Provider may use subcontractors and remains responsible for its obligations.

24. Changes

The version accepted with an Order applies to that Order or Licence Period. Revised terms apply to new Orders or periods, unless agreed or required by law. Continuing Services may be changed on thirty days' notice, with termination rights for a material disadvantage.

25. General provisions

The Agreement is the entire agreement concerning its subject. Invalid provisions are replaced as closely as legally possible. Delay in enforcing a right is not waiver. No partnership, agency, employment or joint venture is created. Electronic contracting and communication are accepted.

Formal notices are sent to privacy@doekworks.eu and to Customer's Order address. Dutch law applies. Disputes are submitted to the competent court of the District Court of Northern Netherlands, location Assen, unless mandatory law provides otherwise. The English version prevails over translations.

Provider details

Doek Works Elzenlaan 21 9422 ES Smilde The Netherlands

Dutch Chamber of Commerce: 42169291 VAT identification number: NL002993406B05 Owner: Jantinus Doek

General email: info@doekworks.eu Support: support@doekworks.eu Legal and privacy notices: privacy@doekworks.eu Website: https://doekworks.eu

Document URL: https://doekworks.eu/docs/general-terms-and-conditions.php?lang=en Commercial Agreement: https://doekworks.eu/docs/commercial-licence-and-support-agreement.php?lang=en