Legal
Terms and conditions
This is a translation. Only the Dutch version is legally binding.
Kwantro is inventory management software for businesses with one or more locations. These terms describe what you can expect from us and what we expect from you. We have kept them as readable as possible.
1. Definitions
- Kwantro or we: , registered with the Dutch Chamber of Commerce (KvK) under number , VAT number , located at , reachable via .
- Customer: the business or organisation that enters into an agreement with Kwantro for the use of the Service.
- Service: the Kwantro software-as-a-service for inventory management, accessible via the website, the web app and the mobile apps, including the associated emails and notifications.
- Owner: the User who manages the company in the Service on behalf of the Customer (plan, team, settings).
- User: a natural person who has access to the Service on behalf of the Customer (owner, manager, employee or a custom role).
- Location: a park, building, warehouse, department or other place for which stock is tracked in the Service and which has not been archived.
- Customer Data: all data that the Customer and Users enter into the Service, upload, or have processed through an integration.
- Agreement: the agreement between Kwantro and the Customer concerning the Service, including these terms and the data processing agreement.
2. Applicability
2.1 These terms apply to every offer by Kwantro, every order via the website and every Agreement concerning the Service, including custom arrangements (Enterprise), unless the quote expressly provides otherwise.
2.2 General or purchasing terms of the Customer do not apply, unless Kwantro has accepted them in writing.
2.3 If a provision proves to be void or voidable, the remaining provisions remain in force. The parties will then replace the provision with a valid provision that comes as close as possible to its intent.
3. Business use
3.1 The Service is intended solely for use in the course of a profession or business. By ordering, the Customer declares that it is acting as a business or organisation and not as a consumer.
3.2 Because the Customer is not a consumer, no statutory right of withdrawal (14-day cooling-off period) applies. A paid period is not refunded, except where these terms expressly provide otherwise.
4. Ordering and activation
4.1 The Customer orders the Service via the website: it chooses a plan and billing period, enters the names of its Locations and its company and billing details, agrees to these terms and pays the first period in advance via our payment provider Mollie.
4.2 The Agreement is concluded at the moment payment for the first period is received. Kwantro then immediately creates the company environment with the specified Locations and sends the Owner an email to activate the account and choose a password. The invoice for the first period is then available in the app.
4.3 If payment is not made, no Agreement is concluded and nothing is created. The Customer can still complete the payment within a few days via the link on the welcome page.
4.4 For Enterprise (custom), the Agreement is concluded by written acceptance of the quote. Kwantro sets up the environment and invites the Owner by email.
4.5 Self-registration is not possible. Accounts are created only through an order, a quote or an invitation from the Customer. The Customer is responsible for the accuracy of the details it provides when ordering, including the Owner's email address.
5. The service
5.1 Kwantro makes the Service available as it functions at that time and as described on the website. Which features are available depends on the plan; the Owner can switch features on or off per role or per person.
5.2 Kwantro continuously develops the Service and may add, change or remove features. The core of the Service, tracking stock per Location with multiple Users, is retained. We inform the Owner of material changes and new versions in the app and, if desired, by email.
5.3 The Service is a tool. The Customer remains responsible for the accuracy of the stock entered, for the settings it chooses (such as minimums, approval, permissions and retention periods) and for decisions taken on the basis of the Service, such as orders, counts, write-offs and reports.
5.4 The mobile apps also work without an internet connection: changes are stored on the device and sent once a connection is available again. Until then they are not visible to other Users.
6. Plans, locations and prices
6.1 The fee is calculated per Location per month, according to the chosen plan (Basic, Starter, Professional or Enterprise) and the prices on the website at the time of ordering. All prices are exclusive of VAT. Each plan has a maximum number of Locations and Users; these maximums are stated on the website.
6.2 With yearly payment the Customer pays ten months for twelve months of use, as stated on the website. From the number of Locations stated on the website a volume discount applies to the price per Location; this discount does not apply in combination with a custom price.
6.3 Discount codes and referral codes apply under the conditions stated with the promotion. A credit (for example a free month for a referral) is offset against the next invoice and is not paid out.
6.4 The Owner requests a new Location in the Service. After approval by Kwantro the Location is available and counts from the next invoice. An archived Location no longer counts from the next invoice; its data is retained.
6.5 Kwantro may adjust prices at most once a year. An increase is announced by email to the Owner at least 30 days before it takes effect. In the event of an increase of more than 5%, the Customer may terminate the Agreement as of the effective date, also during a yearly period; the prepaid amount for the remaining period is then refunded.
6.6 For Enterprise, the price, the number of Locations and the additional arrangements in the quote apply.
7. Invoices and payment
7.1 Kwantro invoices in advance, monthly or yearly, depending on the chosen billing period. Invoices are created at the start of each period and are available in the app; the Owner receives an email about them.
7.2 The payment term is 14 days from the invoice date. The Customer pays via the payment link in the app (Mollie) or, if it has issued a mandate for this, by direct debit.
7.3 In the event of late payment, Kwantro sends at most three reminders: the first after the payment term has expired, the following ones each seven days later. If the invoice is still unpaid 14 days after the due date, Kwantro may suspend access to the Service for all Users. The Customer Data is retained during the suspension; after payment, access is restored immediately.
7.4 From the due date, the Customer owes the statutory commercial interest without further notice of default. Extrajudicial collection costs are borne by the Customer, in accordance with the statutory scale.
7.5 The Customer must raise objections to an invoice within 14 days of the invoice date. An objection does not suspend the payment obligation.
7.6 A refund or chargeback of a payment reopens the corresponding invoice; Article 7.3 then applies.
8. Term, changes and cancellation
8.1 A monthly plan runs per calendar month and can be cancelled as of the end of the current month.
8.2 A yearly plan runs for twelve months from the first day of the month in which the Agreement is concluded and is then renewed each time for one year, unless either party has cancelled at least one month before the end of the current period.
8.3 Cancellation is done by email to from the Owner's email address, stating the company name. Kwantro confirms the cancellation by email and states the end date.
8.4 The Owner can request a different plan or billing period in the app. After approval by Kwantro, the change takes effect from the next invoice period. When switching to a smaller plan, the number of Locations and Users must fit within the maximums of that plan.
8.5 After the end of the Agreement, the Customer may request an export of its Customer Data for up to 30 days afterwards (see Article 15). After that, Kwantro deletes the Customer Data, unless a statutory retention obligation applies.
9. Users and permissions
9.1 Users only gain access through an invitation from the Owner or, insofar as the Owner allows, from a manager. The Customer decides whom it invites, which role and permissions someone receives and which Locations someone has access to, and is responsible for this.
9.2 An account is personal. Users keep their password and PIN confidential and do not share their account. The Customer reports any suspected misuse to Kwantro immediately.
9.3 Only Kwantro appoints or changes the Owner of a company, at the written request of the Customer. A User can delete their own account in the app, unless they are the only Owner of a company.
9.4 The Owner may make two-factor authentication mandatory for all Users of the company. Kwantro may make two-factor authentication mandatory for roles with elevated permissions.
10. Obligations of the customer
10.1 The Customer uses the Service in accordance with these terms and the law, and ensures that its Users do so too.
10.2 It is not permitted to: (a) use the Service for unlawful purposes or to store unlawful content; (b) circumvent or test the security without written permission; (c) place an unreasonable load on the Service, for example with automated requests outside the API; (d) attempt to gain access to other customers' data; (e) resell the Service or make it available to third parties without Kwantro's permission.
10.3 The Service is not intended for special categories of personal data (such as health or criminal data). The Customer does not enter such data, not even in notes, custom fields or attachments.
10.4 The Customer provides its own equipment, internet connection and a supported, up-to-date browser or app version.
11. Availability, maintenance and backups
11.1 Kwantro strives for an availability of the Service of 99.5% per calendar month, measured on Kwantro's servers and excluding announced maintenance and force majeure. This is a best-efforts obligation; only for Enterprise can binding commitments be made in a separate service level agreement.
11.2 The current status can be seen on the status page. We carry out planned maintenance outside office hours where possible and announce it in advance if noticeable interruption is expected.
11.3 Kwantro makes an encrypted backup of the database every night and automatically tests every night whether that backup can be restored. Backups are kept for 90 days. A backup serves for recovery after an incident at Kwantro; restoring data that a User has changed or deleted themselves is not possible with it. For that, the Service does offer an activity log, the "undo" function (within 15 minutes) and prior approval.
12. Support and support access
12.1 Support is provided by email via and via the help pages in the app. Kwantro aims to respond within one working day on working days. With Professional and Enterprise, questions are handled with priority. Support is available in Dutch and English.
12.2 Kwantro staff can only access the Customer's environment after the Owner has explicitly and temporarily granted permission in the app. Support access is read-only and is recorded in the Customer's audit log. Without permission, Kwantro only has access insofar as strictly necessary to resolve an outage or investigate a security incident; this too is recorded.
13. AI features
13.1 Depending on the plan, the Service includes features that use artificial intelligence from an external supplier (see the privacy statement): reading packing slips, counting from a photo, the assistant, the usage forecast, the weekly story and summaries. For this, the packing slip or photo, the question and the required product and stock data are sent to that supplier. Under that supplier's terms, the data is not used to train AI models.
13.2 AI outputs are suggestions and may contain errors. Stock is only booked after a User has checked and confirmed the lines. The Customer remains responsible for the accuracy of every booking and for decisions based on forecasts or answers from the assistant. The AI features do not make decisions with legal effects for individuals.
13.3 A fair-use limit applies to AI features per company and per person per day; the Service notifies you when the limit has been reached. Kwantro may adjust the limit and replace the AI supplier or the model as long as the feature is retained.
14. Integrations and API
14.1 The Customer may connect the Service to third-party services, such as web shops (Shopify, WooCommerce), accounting (Moneybird), till systems (via import) and its own systems (API and webhooks, depending on the plan). The Customer enters into the agreement with those third parties itself and is responsible for the keys and access credentials it enters and for what it has processed through the integration.
14.2 Kwantro is not responsible for the availability, operation or changes of third-party services. If a third party changes its interface so that an integration no longer works, Kwantro will make reasonable efforts to adapt the integration within a reasonable period.
14.3 API keys are confidential and tied to the company and the permissions for which they were created. The Customer revokes a key immediately on suspicion of misuse. Kwantro may set reasonable limits on the number of requests.
15. Data, privacy and retention periods
15.1 The Customer remains the owner of the Customer Data. Kwantro uses Customer Data solely to deliver, secure and improve the Service, and does not disclose it to third parties except to the sub-processors needed for the Service (see the privacy statement) or where required by law.
15.2 Insofar as Kwantro processes personal data on behalf of the Customer (such as names, email addresses and actions of Users), Kwantro is the processor and the Customer the controller. The data processing agreement forms part of the Agreement; the Owner can accept it in the app and view the accepted version.
15.3 Each company's data is separated at database level. The Owner can make a full export of the Customer Data (JSON) in the app at any time and export reports as CSV or PDF.
15.4 The Owner chooses in the app how long stock movements are retained (12 to 120 months, or unlimited). The audit log is retained for three years. Kwantro retains invoices for seven years due to the statutory tax retention obligation.
15.5 After the end of the Agreement, Kwantro deletes the Customer Data 30 days after the end date, including uploaded files. Backups are deleted automatically after 90 days.
16. Intellectual property
16.1 All rights to the Service, the software, the design, the documentation, the videos and the name Kwantro belong to Kwantro or to our licensors. For the duration of the Agreement, the Customer receives a non-exclusive, non-transferable right to use the Service for its own business operations.
16.2 The Customer may not copy, decompile or reverse-engineer the Service, and does not remove references to Kwantro from the Service.
16.3 Kwantro may freely use suggestions and feedback from the Customer to improve the Service, without compensation.
17. Liability
17.1 Kwantro's total liability for damage suffered by the Customer due to a failure in the performance of the Agreement or a wrongful act is limited to compensation for direct damage, up to at most the amount the Customer paid for the Service in the twelve months preceding the event causing the damage, with a maximum of € 10.000 per event or series of related events.
17.2 Direct damage means exclusively: the reasonable costs of determining the cause and extent of the damage, the reasonable costs of bringing Kwantro's performance into conformity with the Agreement, and the reasonable costs of preventing or limiting further damage.
17.3 Kwantro is not liable for indirect damage, including consequential damage, lost profits, missed savings, business interruption, damage due to incorrect or late orders, data lost or damaged through the actions of the Customer or its Users, and damage from the use of third-party services or unchecked AI outputs.
17.4 The limitations do not apply in the event of intent or deliberate recklessness on the part of Kwantro or our management, nor insofar as the law does not permit a limitation.
17.5 The Customer reports damage to Kwantro in writing as soon as possible, and no later than 30 days after discovery. Any right to compensation lapses twelve months after the event.
17.6 The Customer indemnifies Kwantro against claims by third parties, including Users and data subjects, arising from the Customer's use of the Service in breach of the Agreement or the law.
18. Force majeure
18.1 Kwantro is not obliged to perform if prevented by force majeure. This includes in any case outages or failures at hosting, telecom or payment service providers, power failures, internet disruptions, cyberattacks despite reasonable security, government measures, fire, and illness or unavailability of indispensable staff.
18.2 If a force majeure situation lasts longer than 30 days, both parties may terminate the Agreement in writing without liability for damages. The prepaid amount for the period after termination is refunded.
19. Suspension, termination and amendments
19.1 Kwantro may suspend access to the Service in whole or in part if the Customer or a User seriously breaches these terms, endangers the security or availability of the Service, or is in arrears with payment (Article 7.3). Where reasonably possible, Kwantro warns first and the Customer is given a reasonable period to remedy the breach.
19.2 Either party may terminate the Agreement in writing with immediate effect if the other party has been declared bankrupt, has applied for a suspension of payments, ceases its business, or fails to fulfil a material obligation within 14 days after a written notice of default.
19.3 Kwantro may amend these terms. Amendments are announced by email to the Owner at least 30 days before they take effect and published on the website. If the Customer does not agree with a material amendment to its detriment, it may terminate the Agreement as of the effective date; the prepaid amount for the remaining period is then refunded. If the Customer uses the Service after the effective date, the new terms apply.
19.4 Provisions which by their nature are intended to survive the end of the Agreement (such as liability, intellectual property, data and the confidentiality in Article 9 of the data processing agreement) remain in force.
20. Governing law and disputes
20.1 The Agreement is governed by Dutch law. The Vienna Sales Convention (CISG) is excluded.
20.2 In the event of a dispute, the parties first try to resolve it together. If this is not achieved within 30 days, the dispute is submitted to the competent court of the district in which Kwantro is established, unless mandatory law designates another court.
20.3 These terms have been drawn up in Dutch. A translation is for information only; in the event of discrepancies, the Dutch text prevails.