Terms

These terms apply when you use Bellbee. If something here is unclear, ask us before you sign up.

Who you are contracting with

Bellbee is a trade name of a sole trader registered in the Netherlands.

• Smakkelaarsveld 79, 3511 EB Utrecht, The Netherlands
• Chamber of Commerce 50812904
• VAT NL001124200B52
• [email protected], or the contact form

Business customers only

Bellbee is sold to businesses and not to consumers. You confirm when you sign up that you are acting for a business. The consumer rules on distance selling, including the fourteen day right of withdrawal, do not apply.

Bellbee gives your guests a page, opened from a code in their room or a link, where they can ask for what you offer. It puts those requests in front of your team, shows who picked each one up and when it was done, and keeps the record for you in a console.

We will keep the service running and keep improving it, but we do not promise a particular level of uptime and there is no service credit if it is down. Bellbee needs a working internet connection on the guest's phone and on your team's.

Bellbee is not for emergencies. Your team sees a request when somebody has the request list open, and it does not call or page anybody. Make sure guests know how to reach a person for anything urgent, and do not offer anything through Bellbee that cannot wait.

We may change how features work, add them and remove them. If we remove something you are relying on, or change it in a way that makes it substantially less useful, we will tell you by email before it happens.

You are responsible for everybody you invite and for what they do in your account. Ask them to keep their passwords private, and deactivate anybody who leaves. An owner or admin can do that on the Team page, and it signs them out.

You are responsible for what your guest pages say and offer, and for doing what you offer.

Give us details that are correct, including the country your business is in, because that decides the VAT on your invoices. Keep them up to date on the plan page.

Do not use Bellbee to break the law, to store anything you have no right to store, or to attack the service or anybody else through it. We can suspend an account that is doing any of those, and we will tell you why.

Your guests and your team are your responsibility, not ours. What a guest types into a request, and the record of who on your team handled it, is information about people. You decide what your guest pages ask, and you need to tell your guests and your team what is collected and why, usually in your own privacy notice. Ask guests only for what you need to do what they asked. Bellbee will not tell them on your behalf.

The trial

A new account runs free for fourteen days. No card is needed to start it and nothing is charged when it ends. You will see the days remaining in the console.

Plans

A plan is a number of places and nothing else. A place is anything with its own code: a room, a lodge, a pitch, the lobby. Every plan has every feature, your whole team, and the full history. A guest page's own link, for your booking emails and website, is not a place. The current sizes and prices are on the pricing page.

A plan is for normal use by the number of places it names. A single code that every room shares, or a guest page's own link used instead of codes, is not a way round the size. If an account's requests are clearly those of a much bigger property, we will get in touch and ask you to move up.

Prices in euros are stated excluding VAT. Prices in US dollars carry no VAT. Which currency your account is billed in is fixed when you sign up. Ask us before your first invoice if it is wrong.

Invoices and payment

Bellbee bills monthly and in arrears. A month is invoiced when it closes, so your first and last months are charged for the days you actually had. The invoice appears on the plan page, and you can download it there at any time.

Payment is collected automatically from the card you put on the account, through our payment provider Mollie. We never see or hold your card number. Adding a card authorises us to collect and charges you nothing at the time.

If a charge fails we try again over the following days and write to the owners on the account. You can also settle a balance yourself from the plan page.

When an account is put on hold

If the trial ends without a card on the account, or an invoice is still unpaid thirty days after it was issued, the account is put on hold. We write to the owners on the account a week before that happens and again on the day it does.

While an account is on hold, your guest pages stop taking requests and ask guests to go to reception instead, and nothing in the console can be changed except the plan. Requests already sent can still be picked up and finished, everything already recorded stays readable, and every invoice stays downloadable. The hold lifts as soon as the reason for it is gone.

Changing plan

You can change size whenever you like on the plan page, and it takes effect at once. You cannot choose a size smaller than the number of places you already have.

We may change our prices. Existing customers get at least thirty days' notice by email, and the new price takes effect from the first month starting after that notice. If you do not want to pay it, stop before then and you will be billed only for the days you used.

You can stop whenever you want. There is no minimum term and no notice period. An owner cancels the account on the plan page and it takes effect at once: the account is on hold from then on, as described above, until a plan is chosen again.

Because Bellbee bills for the days you have used rather than in advance, cancelling closes your last month early. You get one final invoice covering the days up to the day you cancelled, and nothing is collected after that.

We keep your data for ninety days after you cancel, so that coming back means signing in rather than starting again, and then we delete it. Tell us if you would rather have it deleted sooner, or want a copy first. Every request is in your reports and can be exported as a CSV file at any time. Deleting is not reversible.

We can close an account too, with thirty days' notice by email, and you would be billed only for the days up to then. We can close one immediately, without notice, if it is being used to break the law or to attack the service.

What we process and why. We process the personal data in your account only to run Bellbee for you: what your guests send in a request (the place, what they asked for, their answers and note, and when), the names and email addresses of the people you invite, who picked up and finished each request and when, and the technical records of them signing in. We process it for as long as your account is open, and only on your instructions. Your instructions are what you and your team do in Bellbee, plus anything else you ask us for in writing.

Whose data it is. Your guests, and the people you invite: your staff, admins and owners.

We do not do anything else with it. We do not sell it, we do not share it with anybody except the suppliers listed in the privacy notice, and we do not use it to train anything or to build a product on top of it. If a law obliges us to hand something over, we will tell you first unless we are forbidden to.

Confidentiality. Everybody with access to your data is bound to keep it confidential, and access is limited to the people who need it to run the service.

Security. Names, email addresses, what guests type into a request, and invoice details are encrypted before they are stored. Everything travels over TLS. The privacy notice describes this in more detail.

Suppliers. We use a small number of other companies to host, email and take payment, and they are listed by name in the privacy notice. You agree to the ones listed there. If we add or replace one we will update that page and email the owners on your account at least thirty days beforehand, and you can object by telling us, in which case you may stop without penalty.

Where it is held. Inside the European Economic Area. We will not move it outside without telling you first.

Helping you. If a guest or one of your people asks to see, correct or delete what is held about them, most of it is in your console already. Where it is not, ask us and we will help, at no charge. We will also help you with a security assessment or a regulator's questions.

If something goes wrong. If we find a breach affecting your data we will email the owners on your account without undue delay and in any case within 48 hours of becoming aware of it, with what we know and what we are doing.

Checking us. Ask, and we will answer questions about how this works and show you what we have. If you need a formal audit, you can arrange one at your own cost, once a year, at a reasonable time.

At the end. When your account closes we delete or return the data as described under Stopping above.

If we cause you loss, what we owe you is capped at what you paid us in the twelve months before it happened. If you have not paid us anything, because you are on a trial, that cap is nil.

We are not liable for indirect loss: lost profit, lost business, lost savings, or a guest's complaint or refund. We are not liable for a request that was not seen or not handled in time, or for an obligation you have to your guests, your team or a regulator.

None of that limits our liability for anything the law does not let us limit, including intent and deliberate recklessness on our part.

We are not liable for a failure caused by something outside our control, including an outage at our hosting, email or payment provider.

We may change these terms. If a change matters to you we will email the owners on your account at least thirty days before it takes effect, and the date at the top of this page always says when it last moved. Carrying on using Bellbee after that means you accept the new version. If you do not, stop before it takes effect.

Dutch law applies. If we cannot settle a dispute between us, it goes to the competent court in the Netherlands.

If a court finds one part of these terms unenforceable, the rest still stands.

You cannot transfer this agreement to somebody else without asking us. We can transfer it if the business is sold, and we would tell you.