Terms

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

Who you are contracting with

Verkla is 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

Verkla 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.

Verkla gives your team checklists on their phones, started by a scanned code, by a schedule, or by somebody handing one to them. It records who did what, when, and any photos and notes they added, and it shows you that record 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. Verkla needs a working internet connection at the moment somebody uses it. There is no offline mode, so a phone with no signal cannot tick anything and will say so.

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.

Verkla records what people say they did. It does not check whether they did it, and a photo only shows what was in front of the camera. What you conclude from those records, and any decision you take about a person because of them, is yours.

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 can do that in the console, and it signs their phone out.

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 Verkla 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 team is your responsibility, not ours. Photographs of work, timestamps and completion records are information about the people who produced them, and in most countries there are rules about collecting that from the people who work for you. You need a lawful basis for it, you need to tell the people concerned what is being recorded and why, and in some places you need to consult a works council first. We give you the tools and you decide how to use them. Verkla will not tell your team 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 every time you open the console. When the trial ends without a plan, the account stops taking on new work and everything already recorded stays readable.

Plans

A plan is a number of completed checklists a month and nothing else. Every plan has every feature, unlimited people, unlimited locations and the full history. A checklist counts on the day somebody hands it in. The current sizes and prices are on the pricing page, and the console shows how much of yours the month has used.

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

Verkla bills monthly and in arrears. A period runs from the first of one month to the first of the next, and it 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

An account stops taking on new work in three cases: the trial ended and no plan was chosen, an invoice has been unpaid for thirty days after it was issued, or the plan's monthly limit has been passed for more than seven days.

A hold stops new work and nothing else. Nobody can start a checklist and nobody can hand one out, but a checklist somebody has already opened can still be finished and handed in, and every report, export and invoice stays readable and downloadable.

We write to the owners on the account about a week before any of that happens, and again on the day it does. The hold lifts by itself as soon as the reason for it is gone: pay the invoice, or move up a size, and the account works again on the next request.

Changing plan

You can change size whenever you like, and the month you are in is billed at the new amount. We do not split a month across two prices. Changing plan is one button on the plan page and takes effect at once.

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: your team cannot start new work from that moment, and anything they had already started can still be finished.

Because Verkla 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 sooner, or want a copy first. We will send you your reports and photos in a form you can open, or delete everything, whichever you ask for. 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 Verkla for you: names and email addresses of the people you invite, what they completed and when, which location they were at, the photos and notes they added, 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 your people do in Verkla, plus anything else you ask us for in writing.

Whose data it is. The people concerned are the ones you invite: your workers, coordinators, administrators 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 and invoice details are encrypted before they are stored. Photos are held in private storage and reached only through links that expire. 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 one of your people asks to see, correct or delete what is held about them, most of it is in your console already and you can act on it yourself. 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 the cost of work that had to be done again. We are not liable for a decision you took about a person on the strength of what Verkla recorded, or for an obligation you have to your own team or to 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 Verkla 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.