F-Register terms and conditions

Version 2026-10-29. Final, effective for new applications from 29 October 2026. Existing agreements are changed through their applicable contractual procedure; no retrospective acceptance is presumed. The Dutch text prevails if the translations differ, without restricting mandatory rights.

1. Provider, application and activation

F-Register, Banjaard 19, 2134 WS Hoofddorp, Netherlands, Chamber of Commerce 92549705, VAT NL004966153B65, supplies the service to business customers. Contact: info@f-register.nl, +31 23 707 0080. The application and written confirmation specify the package, price, billing period and additional agreements. An expressly agreed confirmation prevails over these general terms.

Submitting an application does not itself guarantee delivery. We check the EU VAT number, email address, acceptance of these terms and the data processing agreement, and payment authorisation. A successful application may be provisioned automatically. Incomplete checks, duplicates or technical restrictions require manual assessment. We may request information or reject an application with reasons. We confirm the actual start date and final subdomain: generally name.f-register.nl for Dutch businesses and name.f-register.eu for other EU businesses.

2. Free trial and paid subscription

The free trial lasts two months from the confirmed date the environment is actually deployed. Available trial modules may be tested during that period. The selected basic package is the intended package afterwards.

You may cancel before the confirmed trial end date without paying for a subscription month. Email info@f-register.nl; we acknowledge receipt. At the end, trial modules expire and the basic package remains accessible. A paid subscription starts only after you separately confirm its package, price and commencement date. Without that confirmation we do not charge or debit a subscription. Additional paid modules are not activated silently. Before trial expiry we ask you to confirm your package choice; no subscription amount is charged before trial expiry.

3. Initial payment authorisation

For Dutch businesses using iDEAL, the initial payment is EUR 0.01 to authorise direct debit and deter non-serious applications. It is not refunded or credited against a subscription, including after trial cancellation. Credit-card authorisation is EUR 0.00. Mollie may create a mandate for later SEPA or card payments. We use it for a subscription only after the separate paid-package confirmation. You can request mandate withdrawal by emailing info@f-register.nl; we confirm handling. Initial authorisation is not a subscription payment and does not make the application automatically final.

4. Packages, modules and prices

The price page and written confirmation state package limits, included users, storage and available functions. Prices exclude VAT unless expressly stated otherwise. Not every extension is always available. Paid modules and extra users require a separate choice or instruction, with price and start date confirmed beforehand. Upgrades, downgrades and cancellation notice during the paid phase follow the order confirmation. We communicate price or contractual changes in advance; they do not apply retrospectively to invoiced periods.

5. Use and security

You administer users, roles and entered data, protect credentials and ensure lawful, accurate and relevant data entry. The service supports records, planning and audit preparation; it does not replace professional competence, certification, statutory inspection or an auditor’s assessment. Check reports, calculations and automatic entries before use or sharing.

We may take proportionate measures against abuse, unauthorised access and conduct affecting other customers’ security. We communicate planned maintenance and important changes in advance where reasonably possible.

6. Data, exports, switching and termination

Your organisation retains its rights to its data. We receive only the rights needed to deliver, secure and support the service. Personal-data processing follows the separate data processing agreement; our own processing is explained in the privacy notice.

Request and transition

You may switch free of charge to another provider or your own infrastructure, or request erasure when ending the service. Send your choice, affected service and intended date to info@f-register.nl. For a switch, identify the new provider and authorised contacts. We confirm the request, steps, dates, risks and reasonable assistance. All parties cooperate in good faith and you authorise third parties and verify their import.

The notice period before the switch begins is at most two months; we may agree an earlier feasible date. The transition then proceeds without undue delay and normally lasts no more than 30 calendar days. The service remains available and secure during the transition. If completion within 30 days is technically infeasible, we explain the reasons within 14 working days of the request and specify an alternative transition of at most seven months. You may extend the transition once for a period appropriate to your purposes. Different destination features do not by themselves make source data non-transferable.

Export content and delivery

The standard free export covers transferable data actually present in the modules used: customers and contacts; locations, installations and indoor units; planning and work orders; records, refrigerant movements and audit/BRL records; stock, materials and tools and their relevant relationships; relevant business settings and original photos, documents and attachments. Structured records are provided in CSV with original files and a manifest describing categories, relationships and checksums. We agree secure delivery, the actual scope and completeness checks in writing.

Provider software, source code, internal infrastructure, other customers’ data, credentials, passwords, MFA secrets/recovery codes and security keys are excluded. Our intellectual property or trade secrets do not justify withholding your transferable data. We explain missing or unavailable categories and their reason; unsupported features are not represented as exported. We do not guarantee that a different provider has identical functions or that every destination can import without adaptation.

Retrieval and erasure

We confirm successful completion and termination in writing. If you choose erasure without switching, the affected agreement ends after the applicable notice period. Data remain retrievable for at least 30 calendar days after the agreed transition ends. For ordinary termination, the retrieval period is the longer of one calendar month and 30 calendar days from the agreed end date. A later written retrieval date prevails. A switching retrieval period never starts before transition completion.

After successful completion and the retrieval period, we erase exportable data and digital assets generated through or directly relating to your use, including associated copies, except narrowly necessary statutory records. These are documented and are not used as an active customer environment. The DPA specifies personal-data handling, backup retention and deletion evidence. We confirm erasure-only instructions separately. A test-data reset requires your request and any charge agreed in advance.

Charges and jurisdiction information

The standard export and switching assistance above are free. Normal agreed fees for an active service continue; this clause creates no early-termination penalty. Optional extra work unrelated to statutory switching requires a prior clear instruction and price and cannot restrict switching rights.

F-Register operates its application and access management in the Netherlands; customer documents and offsite backups reside with TransIP in the Netherlands. Access is restricted to authorised people. We assess foreign-authority requests against applicable EU/Dutch law, do not disclose solely on an order conflicting with EU law, and where legally permitted inform the customer and challenge unauthorised or disproportionate requests. See Security and storage.

7. Availability and responsibility

We maintain and improve the service and respond to reported faults. Uninterrupted or error-free availability is not guaranteed unless a separate service agreement expressly says otherwise. Report faults promptly with sufficient details. Each party retains its own statutory obligations. Liability follows the law and expressly agreed service terms; nothing excludes liability that cannot legally be excluded.

8. Contact and version

For questions, cancellation and exports contact info@f-register.nl. Trial acceptance records the accepted text version and hash. Dutch law applies to business agreements except where mandatory law requires otherwise. An existing customer’s silence, receipt of a PDF or expected future approval is not recorded as actual acceptance.