Terms of Service

1. Definitions

• "Exantur", "we", "us" - the coaching practice management platform operated from the Netherlands.
• "Service" - the Exantur web application and related features.
• "Customer", "you" - the coach, organization, or administrator that subscribes to the Service.
• "Coachee" - an end user invited by a Customer to participate in coaching.
• "Coaching data" - session notes, goals, check-ins, assessment results, documents, and related content entered into the Service.

2. The service

Exantur provides software for managing a professional coaching practice: client management, session notes, programs, goals, check-ins, assessments, documents, and reporting. Features available to you depend on your subscription plan.

We may add, change, or remove features over time. Where a change materially reduces core functionality of your plan, we will give reasonable prior notice.

3. Accounts and eligibility

You must provide accurate registration information and keep your credentials secure. You are responsible for all activity under your account. You must be at least 18 years old to hold a Customer account.

Multi-factor authentication is available to all users and required by default for organization administrators. You are responsible for maintaining access to your authentication methods.

4. Subscriptions, billing, and taxes

• Paid plans are billed in advance on a recurring basis (monthly or yearly) through our payment processor, Stripe.
• Fees are stated exclusive of VAT unless otherwise indicated; applicable taxes are added at checkout.
• Subscriptions renew automatically for the same period unless cancelled before the renewal date.
• Add-ons are billed as separate recurring or one-time charges as described at purchase.
• Except where required by law, payments are non-refundable; cancelling stops future renewals but does not refund the current period.
• We may change pricing with at least 30 days' notice before it applies to your next renewal.

5. Acceptable use

You agree not to:

• use the Service in violation of any applicable law or third-party rights;
• upload unlawful, infringing, or malicious content;
• attempt to gain unauthorized access to the Service, other accounts, or underlying infrastructure;
• probe, scan, or test the vulnerability of the Service except under a program we authorize in writing;
• resell, sublicense, or provide the Service to third parties outside your organization without our consent;
• use the Service to send unsolicited communications or to store data you have no lawful basis to process.

6. Coaching data and responsibilities

For coaching data that you or your organization enters into Exantur, your organization is the data controller and Exantur is the data processor. Our processing of personal data is described in the Privacy Policy and, where applicable, in a Data Processing Agreement (DPA).

You are responsible for having a lawful basis to process coachee data, for informing coachees as required, and for limiting the personal data you record to what is professionally necessary. You retain ownership of your coaching data.

7. Availability and support

We aim to keep the Service available and reliable but do not guarantee uninterrupted operation. We may perform maintenance, and we may suspend access where necessary to protect the security or integrity of the Service. We provide support by email at [email protected].

8. Intellectual property

Exantur and all associated software, design, and trademarks are and remain our property or that of our licensors. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription. Your coaching data remains yours.

9. Suspension and termination

You may cancel your subscription at any time from within the Service; access continues until the end of the paid period. We may suspend or terminate your account for material breach of these Terms, non-payment, or unlawful use, with notice where practicable.

On termination, coaching data is handled per our retention policy: a 21-day grace period during which data can be restored, after which personal data is permanently deleted. Data export is available from within the Service before deletion.

10. Warranties and liability

The Service is provided "as is" to the extent permitted by law. We do not warrant that it will be error-free or meet every requirement. Nothing in these Terms limits liability that cannot be limited under Dutch law (including for intent or gross negligence).

Subject to the above, our total liability for any claim arising from the Service is limited to the fees you paid in the 12 months preceding the event giving rise to the claim. We are not liable for indirect or consequential loss, including lost profits or lost data where we have met our security and backup obligations.

11. Changes to these Terms

We may update these Terms to reflect changes to the Service or for legal reasons. For material changes we will notify active Customers by email. Continued use after changes take effect constitutes acceptance. The date at the top reflects the latest version.

12. Governing law and disputes

These Terms are governed by Dutch law. Disputes will be submitted to the competent court in the Netherlands, without prejudice to any mandatory consumer protections that may apply.

13. Contact

For questions about these Terms:

[email protected]