General Terms and Conditions

These terms form part of, and are incorporated by reference into, the contract and the invoices between Syndicbase and the customer. The Syndic accepts them in its own name by entering into that contract or by the order to which an invoice relates, and in any event by using the Service. This acceptance applies at account level and binds the Syndic across all buildings in its workspace, present and future.

The Syndic also accepts these terms and our Data Processing Agreement on behalf of each Association whose building it activates, and warrants that, under its syndic mandate, it is authorised to procure the Service for that Association and to have that Association invoiced.

Syndicbase contracts with the Association as customer and payer, and with the Syndic as user. Each is bound in that capacity.

Syndicbase is software for the management of co-ownerships, covering accounting, communications, meetings, documents, meter readings and related features. We may add, change or remove features over time.

The Service may include a client portal through which co-owners can consult the documents of their own co-ownership, including contracts, invoices and accounts.

The Syndic's workspace groups the buildings it manages; an Association's building becomes available in that workspace once it is activated and paid for.

The Syndic is responsible for its own users and for the co-owners and other portal users to whom it grants access, for keeping login credentials confidential, and for all activity under its account.

We grant the Syndic a non-exclusive, non-transferable and non-sublicensable licence to use the Service for each Association whose building is activated, for the paid period only.

The Service is licensed per building. Each building is invoiced to its Association for a 12-month period.

Fees are stated exclusive of VAT. Payment is due within 30 days of the invoice date. The invoice for a building constitutes the licence for that building for the period it covers.

Each building's licence runs for 12 months.

It does not renew tacitly. Renewal occurs only through a new order or invoice for the next period, accepted by payment. This matches the annual budget approved by the Association's general assembly.

If an Association's invoice is not paid by its due date, we may, after a reminder and a cure period of 14 days, suspend access to that building. Suspension is limited to the unpaid building; other buildings in the workspace are not affected.

During and after suspension, the Syndic can still export that Association's data.

We may terminate the licence for that building if payment is not received within 30 days after suspension.

The Syndic's access to an Association's building depends on the Syndic holding the syndic mandate for that Association. When that mandate ends, the Syndic's access to that building ends.

On request, we provide an export of the Association's data so the outgoing Syndic can meet its legal duty to hand over the complete file to the successor syndic.

Any remaining paid period transfers to the successor syndic's workspace if the successor uses Syndicbase; otherwise it lapses without refund, and the data is made available for export.

The Syndic shall not, and shall not permit others to: exploit, scrape, copy, reverse engineer, resell or sublicense the Service; share login credentials; use the Service for buildings that are not licensed; or attempt to breach its security or integrity.

Such misuse is the Syndic's own act, for which the Syndic is liable directly and separately from any Association.

These acceptable-use obligations apply to the Syndic at account level, across all its buildings. A breach is assessed against the Syndic's account and need not be attributed to any single building; it is therefore not limited or excused by the licence status of any particular building.

For the personal data entered for a building, the Association is the controller, Syndicbase is the processor, and our Data Processing Agreement applies.

The Syndic is responsible for entering data lawfully and for the instructions it gives in the Service. See our privacy policy and Data Processing Agreement.

Syndicbase and all rights in it remain ours. You receive only the licence described in section 4. We may freely use feedback you give us to improve the Service.

We use reasonable efforts to keep the Service available and secure and may carry out maintenance. We do not guarantee uninterrupted availability unless separately agreed in writing.

To the extent permitted by law, our total liability in respect of a building is limited to the fees paid for that building in the 12 months before the event giving rise to the claim.

We are not liable for indirect or consequential loss, including lost profit or the cost of reconstructing data.

Nothing in these terms limits liability for fraud, intent, gross negligence, or where the law does not allow limitation.

The Service is provided "as is". Beyond what these terms and mandatory law require, we do not warrant that it is error-free or fit for a particular purpose.

Either party may end a building's licence at the end of its term. On termination, we make the Association's data available for export and then delete it in line with our Data Processing Agreement, unless the law requires us to retain it.

We may update these terms. We give notice of material changes; continued use of the Service after a change takes effect is acceptance of it.

These terms are governed by Belgian law. Any dispute falls under the exclusive jurisdiction of the courts of the judicial district of East Flanders, Ghent division; for matters within its jurisdiction, the Business Court of Ghent (Ondernemingsrechtbank Gent, afdeling Gent) is competent.