Terms of sale

Version 2.0, October 2026

1 Provider

These terms of sale are issued by PLANIFAST SARL, hereinafter “the Provider”. Registration details will be added as soon as the company is entered in the Luxembourg Trade and Companies Register.

2 Purpose and scope

These terms govern the supply of the Planifast service, human resources management software provided as SaaS, available at hrtools.planifast.com, its subdomains and the Planifast mobile apps for iOS and Android.

Any subscription implies acceptance of these terms. The quote or order form accepted by the Customer specifies the modules subscribed, the expected number of employees and the set-up price. In case of conflict, the accepted quote prevails over these terms.

3 Description of the service

The service includes a shared core platform, always included:

• web application and iOS and Android mobile apps
• employee, manager and HR roles
• employee profile, notifications, interface in French, English and Portuguese
• hosting in the European Union and the security measures described on the Security page

As well as the modules switched on for the Customer's organisation, among:

• Leave and absence
• Attendance
• Sites and timesheets
• Protective equipment
• Expenses
• Annual reviews
• Onboarding and offboarding
• HR documents

The service is available 24 hours a day, 7 days a week, subject to maintenance and outages of hosting providers or networks. The Provider informs the Customer in advance of planned maintenance.

4 Demo and evaluation

Before subscribing, the Customer can request a demo. A no-commitment evaluation period may be offered case by case. The subscription then starts on an accepted quote or order form.

5 Prices

• First module, whichever it is: €5 per active employee per month, core platform included.
• Each additional module: €2 per active employee per month.
• Sites and timesheets module: €7 as first module, €4 as an add-on.
• Set-up: quoted.

An active employee is a person with an active account during the month. Prices exclude taxes; VAT is applied according to the law in force on the invoice date.

The Provider may change its prices with 30 days notice by email. A Customer who refuses the new price may terminate the contract without penalty before it takes effect.

6 Invoicing and payment

Invoicing is monthly, issued at the start of the month based on the number of active employees in the previous month and the active modules. Set-up is invoiced according to the quote.

Invoices are payable by bank transfer within 30 days of their date. Any late payment automatically incurs late interest at the statutory rate applicable in Luxembourg, plus a fixed €40 recovery fee.

7 Term and termination

The contract is concluded for an indefinite term, with no minimum commitment period.

Either party may terminate it at any time with 3 months notice given by email. The service remains available and invoiced until the end of the notice period.

When the contract ends, the Customer can export its data to Excel for 30 days. The data is then permanently deleted, subject to legal retention obligations.

8 Provider obligations

• provide the service with professional care;
• ensure the security and confidentiality of the Customer's data;
• host the data in the European Union;
• notify the Customer of any security incident affecting it as soon as possible;
• answer support requests by email within the same or the next business day.

9 Customer obligations

• use the service for its intended purpose and in line with these terms;
• not share its login details with unauthorised third parties;
• pay invoices within the agreed time;
• inform the Provider of any change likely to affect the performance of the contract.

10 Personal data protection

For the Customer's employee data processed in the service, the Customer is the controller and the Provider acts as processor within the meaning of Regulation (EU) 2016/679 (GDPR). A data processing agreement under article 28 GDPR can be concluded at the Customer's request.

The Provider uses the subprocessors listed in the privacy policy.

11 Intellectual property

The Planifast service, its code, interfaces and content remain the exclusive property of the Provider. The Customer receives a personal, non-exclusive right of use for the term of the contract.

The Customer remains the owner of its data.

12 Liability

The Provider has an obligation of means. It is not liable in case of force majeure, outages caused by hosting providers or networks, or fault of the Customer.

In any event, the Provider's liability is limited to the amounts actually paid by the Customer in the 3 months preceding the claim.

13 Governing law and jurisdiction

These terms are governed by Luxembourg law. In case of dispute, the parties first seek an amicable solution. Failing that, the courts of Luxembourg City have exclusive jurisdiction.