Terms of Service

These terms govern the use of XaaX, a software-as-a-service platform provided by Osteam Software B.V. (KVK 42116813). By creating a workspace or using XaaX you agree to these terms on behalf of the organisation you represent.

XaaX is a modular operations platform. Available functionality depends on the modules activated for your workspace and your subscription plan. Modules marked as beta are provided as-is while under active development and may change. We may improve or modify the service, and will not materially reduce the core functionality of a paid plan during a paid period without notice.

Each organisation receives an isolated workspace. Your organisation's administrators manage users, roles, permissions and module activation, and are responsible for the actions of the users they invite. Credentials must be kept confidential; you must notify us of suspected unauthorised access.

New workspaces start with a 14-day free trial with all modules unlocked and no payment details required. After the trial, continued use requires a paid subscription.

Subscriptions are billed monthly in advance. Payments are processed by Mollie B.V.; we store only payment references, never card or bank credentials. Prices are exclusive of VAT (21% where applicable). Failed recurring payments trigger a grace period, after which access may be suspended until payment is resolved. You can cancel at any time; access continues until the end of the paid billing period. Fees already paid are non-refundable except where required by law.

The Meetings module lets your organisation record or upload meeting audio and generate transcripts and draft summaries. Your organisation is solely responsible for recording lawfully: notifying participants, obtaining any required consent and complying with applicable law. XaaX always displays an active recording indicator and never records in the background. AI-generated drafts require human approval before they become operational records. Audio retention is configurable and recordings can be permanently deleted by authorised users.

Your organisation owns the business data it stores in XaaX. We process it only to provide the service, as described in the Privacy Policy. We do not sell customer data. You can export your data in common formats at any time. Upon termination, data is deleted in accordance with our deletion process, subject to legal retention obligations.

You may not use XaaX to violate law, infringe rights of others, distribute malware, attempt to access other organisations' workspaces, or resell the service without written agreement. We may suspend workspaces that endanger the platform or other customers, and will inform you where reasonably possible.

We aim for high availability but do not guarantee uninterrupted service. Planned maintenance is announced where practical. Support is provided via hello@osteam.nl.

To the maximum extent permitted by law, our aggregate liability under these terms is limited to the subscription fees paid by your organisation in the twelve months preceding the claim. We are not liable for indirect or consequential damages, loss of profit or loss of data caused by circumstances outside our reasonable control. Nothing limits liability for intent or gross negligence.

We may update these terms; material changes will be announced to workspace administrators in advance. These terms are governed by Dutch law; disputes are submitted to the competent court in the Netherlands.