Bookkeepers Schedule — FinBaze SaaS

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1 — Scope

1. This Bookkeepers Schedule supplements the FinBaze SaaS Terms of Service for Customers that use the Service to manage client accounts.
2. Capitalised terms have the meaning in the Terms of Service unless this schedule provides otherwise.
3. If there is a conflict, this schedule prevails for bookkeeping-firm-specific matters, subject to the order of precedence in section 2 of the Terms of Service.
4. By starting a Firm Subscription, using a firm workspace or linking a Client Administration, the Firm accepts this schedule.

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2 — Additional definitions

1. Bookkeeping Firm / Firm: the Customer using the Service to manage client accounts.
2. Firm Subscription: the Subscription for firm functionality offered when subscribing or agreed in writing.
3. Firm Workspace: the area in the Service through which the Firm manages Client Administrations, staff and access rights.
4. Client Administration: an Administration belonging to a client and linked to the Firm.
5. Client: the business or person whose accounts are managed by the Firm.
6. White-label: functionality through which the Firm Workspace or communications may show the Firm’s name, branding or sender identity.
7. Firm-to-client billing: functionality through which the Firm invoices its own services or packages to a Client.

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3 — Contractual relationship and access

1. The Firm is FinBaze’s Customer for the Firm Subscription. A Client does not automatically become FinBaze’s contracting party because its Administration is linked or it receives access.
2. The Firm may manage multiple Client Administrations within the limits and terms shown in the Service.
3. The Firm manages invitations, user roles and access for staff and Clients and promptly revokes access when employment or a client relationship ends.
4. Actions in a Client Administration by or for the Firm are treated toward FinBaze as actions of the Firm.
5. FinBaze is not the Client’s accountant, tax adviser or professional service provider merely because the Firm uses the Service.

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4 — White-label and mandatory disclosure

1. The Firm may use White-label to the extent available under its active Firm Subscription.
2. White-label does not change that FinBaze supplies the software and that the Firm remains responsible for its own professional services.
3. The Firm must clearly, accurately and promptly tell every Client that FinBaze supplies the software being used. This disclosure is mandatory and must not be hidden or contradicted by the Firm’s branding, communications or contracts.
4. The Firm must also tell Clients that bookkeeping, tax and other professional services are supplied by the Firm or another adviser, not FinBaze, unless FinBaze separately contracts with that Client.
5. When using a custom sender identity, the Firm is responsible for lawful sending, accurate sender identification and compliance with privacy and marketing rules.
6. The Firm warrants that it may lawfully use all names, logos and marks it provides.

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5 — Client Administration functionality

1. Linked Client Administrations receive the functionality shown in the Service for active Firm Subscriptions.
2. Available functionality may depend on the current Service, usage limits, selected options, Third-Party Services and the Firm Subscription’s status.
3. Availability of functionality does not create a separate Subscription between FinBaze and the Client.
4. FinBaze may limit or suspend functionality for non-payment, abuse, a security risk, termination or change of the Firm Subscription, or in other circumstances under the Terms of Service.

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6 — Trial, term, pricing and billing

1. The Firm Subscription has no free trial.
2. The Firm Subscription has a minimum term of twelve (12) months from its start date unless a written custom agreement specifies a longer term.
3. Cancellation before the minimum term ends does not end payment obligations for that minimum term unless agreed in writing or required by mandatory law.
4. After the minimum term, the Firm may cancel under the conditions shown in the Service and the Terms of Service.
5. Prices, included usage, additional fees and billing frequency are exclusively those shown at checkout, in the current price list or in a written agreement. Amounts exclude VAT unless stated otherwise.
6. FinBaze B.V. issues invoices for the Firm Subscription.
7. Firm-to-client billing is a relationship between the Firm and Client. FinBaze only facilitates the technology and is not party to the Firm’s services, prices, VAT treatment or collection.
8. The payment, indexation and price-change provisions in section 5 of the Terms of Service remain applicable.

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7 — Firm responsibilities

1. The Firm warrants that it is authorised to open and link Client Administrations and process Customer Data in them.
2. The Firm remains responsible for:
   • accurate company, registration, tax and contact information;
   • lawful access to banking, payment and commerce platforms;
   • review and approval of entries, filings, automation and AI outputs;
   • professional services supplied to Clients;
   • compliance with statutory retention, information and professional duties.
3. The Firm indemnifies FinBaze against claims arising from the Firm’s professional services, misleading White-label communications, Firm-to-client billing or unauthorised instructions, except to the extent directly caused by FinBaze’s intent or wilful recklessness.
4. The AI and Acceptable Use Addendum applies to AI, automation and acceptable use from the Firm Workspace and Client Administrations.

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8 — Privacy and data processing

1. For personal data in Client Administrations, FinBaze is generally a processor for the Firm. The Firm and Client determine their own privacy roles and responsibilities between them.
2. The Firm warrants that it has all legal grounds, permissions, instructions and agreements needed for personal data to be processed through FinBaze.
3. The DPA applies where FinBaze processes personal data for the Firm.
4. The Privacy Policy describes FinBaze’s processing and sub-processors.
5. The Firm must appropriately inform Clients about processing by FinBaze and relevant features, including AI and connected Third-Party Services.

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9 — Detachment, termination, export and retention

1. The Firm may detach a Client Administration where the Service permits. Detachment ends the Firm’s access and may also end the Client’s access.
2. The Firm and, where applicable, the Client must export Customer Data while access remains available. FinBaze does not guarantee export access after access ends.
3. After detachment or termination of the Firm Subscription, data is retained in accordance with statutory retention periods, the DPA and the Privacy Policy. The statutory retention period for Dutch accounts is typically seven (7) years.
4. Retention after detachment does not mean active access remains available. To access retained data again, the Client must be reactivated and a new or renewed Subscription may be required.
5. Ending the Firm Subscription does not automatically create a Subscription between FinBaze and a Client.
6. FinBaze may suspend or terminate access under section 14 of the Terms of Service.

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10 — Liability and changes

1. FinBaze’s liability is governed entirely by section 13 of the Terms of Service, including the cap based on fees paid in the preceding two (2) months and the exclusion during a trial or where no fees were paid. The Firm Subscription has no trial.
2. FinBaze may amend this schedule under section 15 of the Terms of Service. Material changes will be announced with reasonable prior notice.
3. Provisions that by nature survive—including confidentiality, data processing, liability, indemnity and governing law—remain effective after termination.

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11 — Contact

FinBaze B.V.
Lutherse Kerkstraat 3
9611 JK Sappemeer
the Netherlands

Chamber of Commerce: 94934169
VAT number: NL866941678B01
Email: info@finbaze.com
Website: https://www.finbaze.com