General terms and conditions for organisations

Versie 1.1 — geldig vanaf 26 september 2026.

Article 1 - Definitions

1.1. Four planning
The provider of the online software solution 4planning, which enables organisations to manage members, users, groups, events, communication, documents, contributions, tickets, scheduling and other organisational processes, among other things.

1.2. Organisation
Every association, foundation, sports club, business club, enterprise, institution or other organisation that enters into an agreement with 4planning for the use of the services.

1.3. User
Any natural person who is granted access to 4planning by or on behalf of the organisation, such as members, employees, volunteers, administrators, group administrators, customers or other stakeholders.

1.4. Administrator
A user who is granted certain administrative rights within 4planning by the organisation, for example for member management, communication, events, documents, tickets, contributions or settings.

1.5. Agreement
Any written or digital agreement between 4planning and the organisation regarding the use of the services.

1.6. Services
All functionalities, modules, software, support and additional services provided by 4planning to the organisation.

1.7. App
The digital 4planning app or web application in which the organisation manages its processes, communication, users and data.

Article 2 – Applicability

2.1. These general terms and conditions apply to all offers, quotations, agreements, deliveries, services and work performed by 4planning for organisations.

Deviations from these terms and conditions are only valid if they have been confirmed in writing or digitally by 4planning.

2.3. Any general terms and conditions of the organisation are expressly rejected unless 4planning has accepted them in writing.

2.4. If one or more provisions of these terms and conditions are found to be wholly or partially invalid or unenforceable, the remaining provisions will remain in full force and effect.

Article 3 – Formation of the agreement

3.1. An agreement is concluded as soon as the organisation accepts a quotation, proposal, registration, order confirmation, or other digital or written arrangement with 4planning.

3.2. Offers and proposals from 4planning are without obligation, unless expressly stated otherwise.

3.3. The organisation vouches that all data it provides to 4planning is accurate, complete, and up-to-date.

3.4. If the organisation provides incorrect or incomplete data, 4planning is entitled to suspend, alter or terminate the performance of the agreement.

Article 4 – Use of 4planning

4.1. 4planning grants the organisation a non-exclusive, non-transferable and revocable right to use the services for the duration of the agreement.

4.2. The organisation may use 4planning exclusively for normal organisational, administrative, communication, and planning purposes within its own organisation.

4.3. The organisation is not permitted to use 4planning for unlawful activities, deceptive communications, spam, infringement of third-party rights, or actions that could harm the operation, security, or reputation of 4planning.

The organisation is responsible for the use of 4planning by its users, administrators, employees, volunteers and any other persons to whom it grants access.

4.5. The organisation must ensure that users use the app carefully and do not post, share or distribute any data that is unlawful, offensive, discriminatory, threatening, harmful or in violation of these terms.

Article 5 - Management Rights and Responsibilities

5.1. The organisation itself determines which users are granted access to 4planning and which roles, rights, and permissions are assigned to these users.

5.2. The organisation is responsible for correctly setting up, checking and updating user rights, administrator roles, group rights and access settings.

5.3. 4planning is not responsible for damage, data loss, unintended modifications or unauthorised access resulting from incorrectly configured rights or negligent management by the organisation.

5.4. The organisation is responsible for promptly deleting or modifying user accounts when users are no longer permitted access to the app.

Article 6 – Login Details and Security

6.1. The organisation and its users are responsible for keeping login details confidential.

6.2. Login credentials must not be shared with third parties or used by persons other than the user to whom the account has been issued.

6.3. The organisation must take appropriate measures to prevent unauthorised access to 4planning.

6.4. If the organisation suspects abuse, unauthorised access or a security incident, it shall inform 4planning as soon as possible.

6.5. 4plan to temporarily block accounts, functions or access if this is necessary for the safety, continuity or integrity of the services.

Article 7 – Services, Availability and Maintenance

When providing services, 4planning will exert its best endeavours to make them available carefully, professionally, and to the best of its ability.

7.2. 4planning does not guarantee that the services will always be available without interruption, errors or faults.

7.3. 4planning may carry out maintenance, updates, improvements or changes to the services. Where possible, planned work will be announced in advance.

7.4. In urgent cases, for example, in the event of security risks or technical necessity, 4planning may carry out maintenance or modifications without prior announcement.

7.5. 4planning is entitled to improve, modify, replace or remove functionalities, provided that the core of the agreed service provision is not materially affected.

Article 8 – Support and assistance

8.1. 4planning will provide support to the organisation in the manner agreed upon in the agreement, quotation, or supplementary arrangements.

8.2. Support requests must be submitted via the channels designated by 4planning for this purpose.

8.3. 4planning aims to handle support queries as quickly as possible, but does not guarantee a resolution within a specific timeframe, unless otherwise agreed in writing.

8.4. 4planning is not obliged to provide support for problems arising from incorrect usage, external links, third-party settings, organisational equipment, or actions outside of 4planning's sphere of influence.

Article 9 – Prices, Payment and Invoicing

9.1. The prices for using 4planning are set out in the quotation, agreement or the selected subscription.

9.2. All amounts mentioned are exclusive of VAT and other government levies, unless expressly stated otherwise.

Payment must be made within the payment period stated on the invoice or in the agreement.

9.4. If the organisation fails to pay on time, it shall be in default by operation of law. In this case, 4planning shall be entitled to charge statutory interest, extrajudicial collection costs and any other costs.

9.5. In the event of payment arrears, 4planning is permitted to suspend access to the services, in whole or in part, until all outstanding amounts have been settled.

9.6. Suspension of services does not release the organisation from its payment obligations.

Article 10 – Subscription, term and termination

10.1. The agreement is entered into for the duration specified in the quote, agreement, or chosen subscription.

10.2. If no specific term has been agreed upon, the agreement shall be entered into for an indefinite period.

10.3. Termination must be in writing or digital, taking into account the agreed notice period.

10.4. 4planning may terminate or suspend the agreement with immediate effect if the organisation seriously or repeatedly breaches these terms and conditions.

10.5. Upon termination of the agreement, the organisation's right to use 4planning shall expire.

10.6. Services already provided, running subscription periods and outstanding amounts remain due, unless otherwise agreed in writing.

Article 11 – Data, Content, and Responsibility

11.1. The organisation remains responsible for all data, documents, messages, images, member information, events, ticket information, contribution data, and other content that it or its users post in 4planning.

11.2. The organisation guarantees that it is authorised to process, store and use this data and content in 4planning.

11.3. The organisation is responsible for the accuracy, completeness, lawfulness, and currency of the data it processes in 4planning.

11.4. 4planning is not responsible for content that is posted, sent, shared, or published by the organisation or its users.

11.5. Remove, block or make inaccessible any content from 4planning if, in 4planning's opinion, it is unlawful or in violation of these terms.

Article 12 – Privacy and data protection

12.1. To the extent that 4planning processes personal data on behalf of the organisation, this shall be done in compliance with applicable privacy legislation, including the General Data Protection Regulation.

12.2. The organisation is in principle the data controller for the personal data it processes via 4planning.

12.3. In that case, 4planning acts as a processor, unless the nature of a specific processing dictates otherwise.

12.4. Agreements on the processing of personal data shall be laid down in a separate processor agreement or supplementary privacy agreements.

12.5. The organisation is itself responsible for informing its users about the processing of personal data within 4planning.

12.6. The organisation is responsible for obtaining any consents or other legal bases required for the processing of personal data.

Article 13 – Third-party links and services

13.1. 4planning may make use of links, payment providers, calendar integrations, communication platforms, hosting providers, or other third-party services.

13.2. 4planning is not liable for failures, changes, limitations, costs or errors in third-party services, unless there is intent or gross negligence on the part of 4planning.

13.3. If an external service modifies its terms, prices, operation, or availability, 4planning may implement the consequences of these changes in its own services.

Article 14 – Intellectual property

14.1. All intellectual property rights relating to 4planning, including software, source code, designs, documentation, texts, trade names, logos, interfaces, and technical solutions, shall remain the property of 4planning or its licensors.

14.2. The organisation only obtains a right of use for the duration of the agreement.

14.3. The organisation is not permitted to copy, modify, sell, rent, sublicense, reverse-engineer or otherwise use 4planning outside of the agreed purposes.

14.4. Content, logos, texts, images and data provided by the organisation remain the property of the organisation or its rightful owners.

Article 15 – Liability

15.1. 4planning will provide the services with the care expected of a professional service provider.

15.2. 4planning is not liable for damage arising from incorrect use of the services, faulty settings, incorrect data, user actions, or organisational decisions.

15.3. 4planning’s liability is limited to direct damage and to a maximum of the amount that the organisation paid to 4planning in the three months preceding the event causing the damage, unless mandatory law stipulates otherwise.

15.4. 4planning shall not be liable for indirect damage, consequential damage, loss of profit, missed savings, reputational damage, loss of data, business stagnation or damage arising from third-party claims.

15.5. The limitations of liability do not apply in the event of wilful misconduct or gross negligence on the part of 4planning.

Article 16 – Indemnity

16.1. The organisation shall indemnify 4planning against third-party claims arising from the organisation's or its users' use of 4planning.

16.2. This disclaimer applies, inter alia, to claims relating to unlawful content, incorrect data, privacy complaints, infringement of third-party rights, or failure to comply with these terms and conditions.

Article 17 – Force Majeure

17.1. 4planning is not obliged to fulfil its obligations if it is prevented from doing so by force majeure.

17.2. Force majeure shall include, but not be limited to: disruptions in internet connections, hosting problems, power outages, cyber-attacks, DDoS attacks, third-party failures, government measures, war, fire, natural disasters, labour disputes and other circumstances beyond 4planning's reasonable control.

17.3. If the force majeure situation continues for more than thirty days, both parties may terminate the agreement in writing without entitlement to compensation.

Article 18 – Amendment of Terms

18.1. 4planning may amend these terms and conditions.

18.2. Een wezenlijke wijziging maken wij ten minste 30 dagen vóór de ingangsdatum bekend via de app en per e-mail aan de beheerders. Kleine tekstuele correcties kondigen wij niet apart aan.

18.3. Maakt de organisatie binnen die 30 dagen geen bezwaar, dan gelden de gewijzigde voorwaarden vanaf de aangekondigde ingangsdatum.

18.4. If the organisation does not agree to a substantial change, it may terminate the agreement as of the date on which the amended terms take effect, unless the change is necessary due to legislation, safety or technical reasons.

Article 19 – Governing Law and Disputes

19.1. Dutch law shall apply exclusively to all agreements, services and legal relationships between 4planning and the organisation.

19.2. The parties shall endeavour to resolve disputes by mutual consultation in the first instance.

19.3. If a dispute cannot be resolved through negotiation, the dispute shall be submitted to the competent court in the district where 4planning is located, unless mandatory law dictates otherwise.

Article 20 – Final Provisions

20.1. These terms and conditions, together with the agreement, quotation and any additional agreements, form the agreement between 4planning and the organisation.

20.2. In situations not covered by these terms, 4planning shall act with reasonableness, fairness, and usual commercial practices.

20.3. For questions about these terms and conditions, please contact us via info@4planning.nl.

Date of entry into force: 01-01-2025