Terms & Conditions
Last updated: 4 October 2025
These Terms and Conditions govern access to and use of the Timvo service. By creating an account or using the Service you accept and agree to be bound by these Terms.
1. Provider identification
Provider (legal entity): BCU&CO SRL
Trading name / product / domain: Timvo (timvo.be)
Legal form: SPRL
Company / VAT number: BE 0501.833.062
Registered address: Avenue Louise 209/7, 1050 Bruxelles, Belgium
Contact / legal email for notices: [email protected]
Website: https://timvo.be
2. Definitions
Account:
the account created by a User to access the Service.
User / Customer:
the company or natural person that registers to use the Service.
Service:
Timvo web/mobile SaaS for project management, timesheets, validation, invoicing, Peppol e-invoicing and inbox, purchase import, team scheduling, OCR, AI meeting summaries, file storage, and related features.
UBL / Peppol documents:
machine-readable invoice/credit-note XML files in Peppol BIS / UBL format exchanged via the Peppol network.
Peppol invoices counted:
outgoing and incoming invoices or credit notes that are transmitted through the Peppol network.
3. Purpose
These Terms describe the rights and obligations of Timvo and the User with respect to access and use of the Service, including payment, data retention, compliance, limitations of liability, and dispute resolution.
4. Acceptance; registration
By registering for an Account or using the Service you accept and agree to these Terms.
Timvo may modify the Terms. Material changes will be notified by email and in-app banner at least thirty (30) days before they take effect. Continued use after notification constitutes acceptance of the updated Terms.
5. Account, users and roles
Accounts are created by a company representative and belong to the registering company. The account creator is the Administrator.
The standard subscription covers one (1) named user. Additional users require payment of extra-user fees as set on the pricing page.
Roles available: Administrator (account creator) — full rights; Basic user — limited rights; Accountant — receives exports and has limited access as configured.
Accounts are not transferable without Timvo's prior written consent.
6. Service description
Timvo provides a cloud-hosted platform enabling: project & task management (kanban), timesheet recording & validation, team scheduling, invoice & credit note generation, Peppol e-invoicing (BIS/UBL), Peppol inbox for incoming supplier invoices, OCR-based expense import, file storage, AI-generated meeting summaries, and export of UBL/XML and PDF files to accountants.
7. Free trial; fit-for-purpose confirmation
Timvo offers a 30-day free trial by default. The trial period automatically converts to a paid subscription unless cancelled before trial expiry.
By using the free trial you confirm that Timvo is technically sufficient and fit for your needs for the duration of the trial. You are responsible for verifying suitability of the Service for your particular legal, tax and business requirements.
8. Pricing, billing & payment
Plans & prices (tax excl.)
- Monthly plan: €9.50 / month
- Annual plan: €8.00 / month (billed annually)
- Extra invoice packs: €19 / 100 invoices
- Option: €6 / month (30 extra invoices)
All prices are exclusive of VAT. VAT and other applicable taxes will be charged and shown on invoices in accordance with applicable law. Currency: EUR.
Payment processor:
Stripe. Supported payment methods are those offered by Stripe.
Billing cycles:
monthly and annual are available. Subscriptions auto-renew until cancelled. Cancellation is managed via the Account settings or Stripe.
Overage / extra invoice charge:
If you exceed your monthly invoice quota, each additional outgoing or incoming invoice or credit note actually sent or received via the Peppol network is charged €0.30 (excl. VAT). Overage fees are aggregated and automatically added to your next subscription invoice. Documents not transmitted via Peppol (for example PDFs emailed outside Peppol) do not count against your quota.
Proration:
Charges for plan changes and add-ons are adjusted pro-rata for the remaining billing period as displayed in the account UI.
No refunds:
Except where mandatory by law, Timvo does not provide refunds for subscription fees.
Grace period & suspension:
If payment is overdue for more than fifteen (15) days Timvo may suspend account access, disable Peppol sending/receiving for that account and place the Account in restricted mode pending payment. Timvo will use commercially reasonable efforts to notify the account administrator prior to suspension.
9. Invoice quota rules
Only outgoing and incoming invoices and credit notes actually transmitted through the Peppol network count toward the monthly quota.
Automated recurring invoices sent via Peppol count. Retries or resends that create distinct Peppol messages are counted if they are separately transmitted. Timvo counts each distinct Peppol transmission as described herein.
10. User obligations and representations
You must provide accurate and complete company information (legal name, VAT / CBE number, company address) before sending invoices via Peppol.
You are responsible for correct VAT configuration and for verifying the tax and accounting treatment that applies to your business.
You must validate timesheets prior to including them in any invoice. Timvo displays validation warnings and guidance, but final responsibility for invoice content and legal compliance remains with you.
You are responsible for maintaining your own backups of exported accounting documents for audit purposes. Timvo stores archives as described in these Terms but you should retain independent copies to meet your legal obligations.
You must promptly notify Timvo if you determine the Service is incompatible with applicable law for your business or if you require assistance or adaptations.
11. KYC, identity verification & Peppol access
KYC prerequisite:
Access to the Peppol network (sending and receiving via Timvo's Peppol access point) is enabled only after the User (or account administrator) successfully completes Timvo's Know-Your-Customer (KYC) and identity verification process.
Required documents:
To complete KYC, Timvo may require submission of documents and information sufficient to establish identity and authority, including but not limited to: government-issued photo ID (passport or national ID), an official company registry extract (KBO/BCE/CBE), proof of corporate authority (e.g., board resolution or mandate), and proof of company address. Timvo may request additional documentation where reasonably necessary.
Verification and activation:
Timvo or its designated verification provider will validate submitted documents. Timvo will notify the account administrator of approval or rejection. Timvo may refuse, delay, or restrict Peppol activation based on verification results, risk assessment, or legal requirements. Activation of Peppol access is a precondition to sending and receiving via Peppol.
Consequences of failed verification:
If verification fails or documents are incomplete, Timvo may (a) deny or delay activation of Peppol services; (b) restrict Peppol functionality (for example allow inbox only without outgoing sends); or (c) suspend the account where required by law or internal policy. Timvo will provide reasons for refusal where legally permissible.
Ongoing verification:
Timvo may perform periodic re-verification and request updated documentation to maintain Peppol access.
KYC data handling:
KYC documents are processed in accordance with Timvo's Privacy Policy and DPA and are retained only insofar as required by law or for combating fraud.
12. Timvo obligations; service levels
Hosting & retention:
Timvo hosts customer data in the EU (primary hosting in Romania) and retains archived UBL/XML and PDF copies of finalized invoices for at least ten (10) years to satisfy legal and audit obligations.
Peppol compliance:
Timvo implements Peppol BIS / UBL 3.0 standards and uses a certified Peppol access point (e.g., Ademico) for transmission. Timvo generates UBL and PDF files on invoice finalization, archives the exact bytes of the UBL sent and records an integrity hash for audit. Timvo preserves the archived UBL and PDF as the legal copy.
Support:
Timvo provides technical support via email Monday–Friday during business hours (Brussels time) and aims to respond within twenty-four (24) hours to standard requests. WhatsApp support may be available depending on operational availability. Product usage guidance is provided via online documentation and training videos. Paid onboarding services are available upon request.
SLA / uptime:
Timvo delivers the Service on a best-effort basis and does not guarantee a specific uptime unless an enterprise SLA is separately agreed in writing.
13. Peppol, UBL handling & exports
On finalization of an invoice or credit note Timvo generates the corresponding UBL 3.0 (Peppol BIS) file and a human-readable PDF. Timvo archives the original UBL bytes and PDF and records an integrity hash (e.g., SHA-256). The archived UBL is the legal copy.
Timvo provides export functionality enabling Users to download bulk ZIP archives
On account cancellation Timvo permits Users to export their data. Timvo will keep archived data accessible in read-only mode for thirty (30) days after cancellation to enable export. Thereafter Timvo will retain archived data for legal compliance (ten years) but may remove active account access in accordance with its retention and GDPR policies.
14. Data protection, subprocessors & GDPR
Timvo is the data controller for personal data processed in connection with the Service. Primary hosting is in Romania. Timvo uses subprocessors including Stripe (payments), Ademico (Peppol access point), Hypen (hosting), and OCR providers. An up-to-date list of subprocessors is available upon request.
Timvo will enter into a Data Processing Agreement (DPA) with business customers and implements appropriate technical and organizational measures to protect personal data. Timvo does not currently list a Data Protection Officer (DPO).
Export and deletion: Timvo provides data export features. Deletion of archived invoice data that is subject to statutory retention (ten years) is not permitted. Requests to delete personal data will be processed in accordance with applicable law and Timvo's retention obligations and Privacy Policy.
15. Intellectual property
Timvo and its licensors own all intellectual property rights in the Service, including software, designs, trademarks, documentation and content.
Users retain ownership of their data. Timvo is granted a limited, non-exclusive license to store and process User data solely to provide the Service.
16. Third-party integrations & disclaimers
Timvo integrates with third-party services (for example Stripe, Ademico, Hypen, and OCR providers). Timvo is not responsible for third-party service availability or behavior.
Timvo disclaims liability for outages, errors, or data loss caused by third parties to the fullest extent permitted by law.
17. Warranty & disclaimers
The Service is provided "as is" and "as available." Timvo does not warrant that the Service will meet all the User's requirements or be uninterrupted or error-free.
Timvo does not provide legal, tax or accounting advice. Users must consult their own advisors for legal, tax and accounting matters. Timvo's role is limited to providing technical tools to facilitate invoicing and recordkeeping.
18. Liability; caps; indemnity
Liability cap:
To the maximum extent permitted by applicable law, Timvo's total aggregate liability arising out of or relating to these Terms, whether in contract, tort (including negligence), or otherwise, is limited to the total subscription fees paid by the User to Timvo in the twelve (12) months immediately preceding the event giving rise to liability.
Exclusion of indirect damages:
Timvo is not liable for indirect, consequential, incidental, special, punitive or exemplary damages, including lost profits, loss of business, lost data, lost savings, or loss of reputation, even if Timvo has been advised of the possibility of such damages.
No liability for financial losses caused by misuse / misadaptation:
Timvo shall not be liable for taxes, fines, penalties, interest, or other financial losses imposed on the User by tax authorities or third parties that arise from incorrect data entered by the User, incorrect VAT settings, misuse of the Service, or the adaptation (or lack of adaptation) of the Service to the User's specific business model or legal requirements. This clause is a material condition of access to the Service.
Indemnity:
The User shall indemnify, defend and hold Timvo and its officers, directors, employees and agents harmless from and against any third-party claims, liabilities, damages, losses and expenses (including reasonable legal fees) arising from (a) the User's breach of these Terms, (b) the User's negligent or willful acts or omissions, (c) inaccurate or incomplete data provided by the User, or (d) the User's failure to comply with applicable tax, accounting or legal obligations.
Nothing in these Terms limits liability for death or personal injury resulting from Timvo's gross negligence or willful misconduct where such limitation is prohibited by applicable law.
19. Suspension, termination & data export
Timvo may suspend or terminate access immediately in case of (a) non-payment beyond the grace period, (b) suspected fraudulent, illegal or abusive use, (c) legal orders requiring suspension, or (d) material breach of these Terms. Timvo will attempt to notify the account administrator when reasonably practicable.
Users may cancel subscriptions via Stripe or the Account settings. Cancellation does not entitle the User to a refund for fees already paid.
On cancellation Users have thirty (30) days to export their data in read-only mode. Thereafter Timvo retains archived data for statutory compliance but may remove active access as described in Section 13.
20. Business discontinuation & source code escrow
If Timvo discontinues the Service permanently, Timvo will give at least three (3) months' notice, provide data export facilities and reasonable assistance to migrate data.
In the event of a negotiated sale of Timvo to a large firm or as otherwise separately agreed, Timvo agrees to place source code into an escrow arrangement subject to mutually agreed escrow terms and costs.
21. Force majeure
Timvo is not liable for delays or failures caused by circumstances beyond its reasonable control, including natural disasters, strikes, war, acts of government, telecommunications or Internet failures, third-party outages, or other force majeure events. Timvo will notify Users of prolonged force majeure events and use commercially reasonable efforts to resume performance.
22. Changes to the Terms; notification
Timvo may revise these Terms from time to time. Material changes will be notified by email and in-app banner at least thirty (30) days before they take effect. Continued use of the Service after the stated effective date constitutes acceptance of the updated Terms. Non-material changes will be posted on the website.
23. Taxes
All fees payable to Timvo are exclusive of VAT and other taxes. The User is responsible for any taxes, duties or other governmental charges arising from the User's use of the Service, except for taxes payable by Timvo on its net income.
24. Governing law & dispute resolution
These Terms are governed by the laws of Belgium. The parties agree to first attempt to resolve any dispute through mediation with a mutually agreed mediator in Brussels. If mediation does not resolve the dispute within sixty (60) days, the courts of Brussels, Belgium shall have exclusive jurisdiction.
25. Miscellaneous
Entire agreement:
These Terms, together with any documents expressly incorporated by reference (including the Privacy Policy and any DPA), constitute the entire agreement between Timvo and the User regarding the Service.
Severability:
If any provision is held invalid, illegal or unenforceable, the remaining provisions remain in full force.
Assignment:
Timvo may assign its rights and obligations to an affiliate or successor (e.g., in connection with a sale of the business). Users may not assign rights without Timvo's prior written consent.
Notices:
Notices to Timvo must be sent to [email protected] or to the registered address. Notices to Users will be sent to the email address on file for the Account.
26. Contact
For support or legal notices, contact [email protected].
By registering for or using Timvo you acknowledge that you have read, understood and agreed to these Terms.
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