Terms of service

This page is the English translation of our Algemene voorwaarden. In case of any conflict between the Dutch and English versions, the Dutch text prevails.

1. Scope

These terms of service ("Terms") govern your use of FrameDesk (the "Service"), a multi-tenant SaaS platform for visual creatives, photographers, videographers, wedding professionals and real-estate creatives. The Service is operated by PERCEPTION GROUP BV, with registered office at Gitsestraat 593, 8800 Roeselare, Belgium, registered with the Belgian Crossroads Bank for Enterprises under VAT number BE 1031.162.458 ("we", "us", "PERCEPTION GROUP").

These Terms apply to every visitor, registered user and paying customer ("you", "Customer") and to any use of the website framedesk.app, all subdomains, the web application, APIs, integrations and mobile access points. By creating an account, signing in or otherwise using the Service, you accept these Terms in full. Any conflicting terms proposed by the Customer are excluded unless we accept them in writing.

2. The Service

FrameDesk is an online workspace for visual creatives. The Service includes, among other things: lead management, customer records, project tracking, scheduling, quotes and invoicing, a client portal, file management, integrated AI features and a set of integrations with third-party services (e.g. Google Workspace, Stripe). The exact functionality per plan is described on the website and in the web application.

We may add, change or remove features as the product evolves. Material changes will be announced in advance by email or in-app.

3. Account & registration

On sign-up you create a personal user account and a workspace ("Workspace" or "Tenant") for your studio or business. One person may manage multiple Workspaces; each Workspace has one primary owner.

1. You are responsible for the accuracy and currency of the data you provide (business name, registration/VAT number, billing address, email).
2. You must keep your credentials strictly confidential and use strong passwords. Sharing a single account between multiple natural persons is prohibited, for team access, FrameDesk provides user roles within a single Workspace.
3. You are responsible for any activity under your account. If you suspect unauthorised use, notify us immediately at info@framedesk.app.
4. We may refuse, suspend or terminate accounts that violate these Terms, the Acceptable Use Policy or applicable law.

4. Subscription, payment, cancellation

FrameDesk is offered as monthly or yearly subscriptions. The selected plan determines the included functionality, limits (users, projects, storage) and included AI-credit allowance.

1. Billing: subscriptions are billed in advance (monthly or annually) via our payment processor Stripe. Non-payment may result in suspension of access.
2. Auto-renewal: subscriptions automatically renew at the end of each period at the then-current price, unless cancelled in time.
3. Cancellation: you may cancel at any time via your account settings. Access remains until the end of the paid period. Amounts already paid are non-refundable unless mandatory law provides otherwise.
4. Upgrade/downgrade: plan changes are available at any time. Upgrades are pro-rated; downgrades take effect on the next billing date.
5. Yearly subscription (11 months paid for 12 months of service): if you choose a yearly subscription, you pay for eleven months and receive twelve months of service. The one free month is applied immediately at the start of the yearly subscription, so the yearly price equals eleven times the monthly price. Once the yearly subscription is confirmed, it runs for the full year: there is no refund and no mid-term switch to a monthly subscription, and the confirmation is binding for the entire yearly period. As an exception to this, FrameDesk commits to the following: if FrameDesk permanently discontinues the service, FrameDesk refunds the remaining, unused months of your yearly subscription, reduced by one month for the free month applied earlier. For example: if four months remain at the moment of discontinuation, FrameDesk refunds three months. FrameDesk announces the permanent discontinuation in advance. You must request the refund within thirty days of that announcement; after this period the right to a refund lapses. This provision applies without prejudice to the mandatory rights of consumers, unless mandatory law provides otherwise.

5. Trial period (30 days)

New Workspaces receive 30 days of free access to the chosen plan. No payment method is required during the trial and there is no auto-renewal. After the trial:

1. you choose a paid plan and provide a payment method to continue;
2. without confirmation, active access stops and the Workspace is moved to read-only mode (export remains available for 30 days);
3. after 30 days of inactivity, we may permanently delete the Workspace and related data, subject to statutory retention obligations.

6. AI credits & add-ons

Some features of FrameDesk use generative AI (e.g. text suggestions, translations, summaries, image generation). Usage is metered in AI credits:

1. Each plan includes a monthly credit allowance, granted on the first day of the billing period. Unused monthly credits expire at the end of the period, unless your plan states otherwise.
2. Additional credits ("credit packs") can be purchased at any time from within the Service. Purchased credits are valid for 12 months from the purchase date.
3. Credits are tied to the Workspace and are non-transferable, non-refundable and cannot be exchanged for cash.
4. We may adjust the credit cost per AI action to reflect changes in underlying model pricing, with at least 30 days' notice.
5. You are responsible for the content you generate via AI and for compliance with applicable law, including copyright.

7. Pricing & VAT (21%)

All prices are stated in euros (EUR) and are exclusive of 21% Belgian VAT, unless indicated otherwise. EU VAT-registered customers with a valid VAT number may benefit from the reverse-charge mechanism, after verification via VIES. Customers outside the EU pay no Belgian VAT, except in cases provided by law.

Price changes will be announced at least 30 days in advance by email. Already paid periods continue at the original price; the new price applies on renewal.

8. Availability (best-effort, no SLA on free plans)

FrameDesk is provided "as is" and on a best-effort basis. We aim for high availability and host the Service in the European Union with redundant infrastructure, but we do not offer a formal Service Level Agreement (SLA), uptime guarantee or automatic compensation scheme on the standard plans.

1. Planned maintenance is, where possible, announced in advance via the status page or by email.
2. On free plans and trials there is no availability or support guarantee.
3. In case of extended unavailability we may, at our sole discretion, offer a free extension (e.g. one free month) as a goodwill gesture. This creates no right, precedent or monetary claim.
4. Customers who require guaranteed uptime can contact us for an individually negotiated SLA.

9. Customer data & ownership

All data you enter or import into the Service ("Customer Data") remains your property (or, where applicable, the property of your own clients). PERCEPTION GROUP BV acts as processor and uses this data solely to deliver the Service, as described in our Privacy Policy and the Data Processing Agreement (DPA) available on request.

1. You may export your data at any time via the export features in the Service (CSV, PDF and/or JSON, depending on the domain).
2. On cancellation, data remains available for export for 30 days. After that, data is permanently deleted, except where statutory retention obligations apply (e.g. invoicing data, retained for 7 years under Belgian accounting law).
3. We provide logical tenant isolation: data of one Workspace is not accessible to other Workspaces.

10. Prohibited use

In addition to our Acceptable Use Policy, you must not use the Service to:

• engage in unlawful, fraudulent, defamatory or deceptive activity;
• send unsolicited commercial messages (spam) or otherwise violate anti-spam law;
• store, share or distribute illegal content, copyright-infringing material or content that harms minors;
• disrupt or overload the Service, bypass security or quota controls, scrape, or conduct penetration tests without prior written consent;
• reverse-engineer, decompile or copy the software, or build a competing SaaS offering on top of our code;
• misuse AI features to re-identify personal data, create misleading deepfakes or produce automated spam.

Violations, abuse, non-payment or prolonged inactivity may lead to immediate suspension (blocking) and termination of the account, without refund. After blocking, we may permanently delete the account's personal and project data. We are not obliged to retain that data and may, at our discretion, delete it earlier than the standard 30-day retention window. Statutory data, such as invoicing records, is retained for as long as the law requires (see article 9).

11. Liability (cap = 12× monthly fee)

To the maximum extent permitted by law, FrameDesk excludes any liability for indirect damage arising from your use (or unavailability) of the Service, including but not limited to: data loss, lost revenue, lost customers, reputational harm, consequential damages or third-party claims. You use the Service at your own risk and are responsible for keeping backup copies of your Customer Data.

For direct damage where liability cannot be excluded, PERCEPTION GROUP BV's total liability per calendar year is capped at twelve (12) times the average monthly subscription fee paid by you in the twelve months preceding the incident. For free plans, trials and test accounts no monetary liability applies; the only possible remedy is, at our discretion, a free extension.

These limitations do not apply in case of fraud, wilful misconduct or gross negligence by PERCEPTION GROUP BV, or for damages that cannot be excluded by law.

12. Intellectual property

The software, source code, design, copy, logos and all other elements of FrameDesk are protected by copyright, trademark and other intellectual property rights of PERCEPTION GROUP BV or its licensors. You receive a limited, non-exclusive, non-transferable, revocable right to use the Service for the duration of your subscription, solely for internal business purposes.

Feedback, suggestions or ideas you provide may be freely used by us to improve the Service without any obligation of compensation. Your rights in Customer Data remain unaffected.

13. Assignment

You may not assign your rights or obligations under these Terms to a third party without our prior written consent. PERCEPTION GROUP BV may assign the agreement to an affiliate or in the context of a merger, acquisition or business transfer, provided that equivalent protection and commitments are maintained.

14. Changes

We may update these Terms from time to time. Material changes will be announced at least 30 days in advance by email and published on this page with an updated "Last updated" date. Continued use of the Service after the effective date constitutes acceptance of the new version. If you disagree, you may cancel your subscription free of charge before the effective date.

15. Governing law & jurisdiction

These Terms and any agreement between you and PERCEPTION GROUP BV are governed exclusively by Belgian law, to the exclusion of the UN Convention on Contracts for the International Sale of Goods. Disputes will first be addressed amicably.

Failing an amicable settlement, the courts of the judicial district of West-Flanders, Bruges division, have exclusive jurisdiction, without prejudice to our right to bring proceedings before the courts of the Customer's domicile or registered office.

Contact

Questions about these Terms? Email info@framedesk.app or call +32 485 92 32 75. See also our Privacy Policy, our Cookie Policy and the Acceptable Use Policy.