SourcingFlow Terms & Conditions

Version 1.0 — Last updated: 10 September 2026

These Terms & Conditions (“Terms”) govern access to and use of the SourcingFlow software-as-a-service platform (“Service”) provided by Spic&Scan B.V. (“Spic&Scan”, “we”, “us”), established at Ambachtsweg 25, 5627 BZ Eindhoven, the Netherlands, registered with the Dutch Chamber of Commerce (KVK) under number 81100795. By purchasing a license or otherwise using the Service, the customer (“Customer”, “you”) agrees to these Terms.

The Service is intended for use by businesses in a professional capacity. These Terms do not apply to consumers.

1. The Service

SourcingFlow is a cloud-based procurement management platform. We grant Customer a non-exclusive, non-transferable, revocable right to access and use the Service during the subscription term for Customer’s own business operations — including to manage and record Customer’s transactions and dealings with its own suppliers — subject to the license scope (number of users) purchased. This license does not permit Customer to resell, sublicense, or make the Service available to any third party as a hosted or managed service of its own.

2. Licenses and Fees

Licenses are sold in bundles of up to 5 named users, billed either annually in advance or monthly in advance, at the rates published on our website at the time of purchase. Additional users beyond this bundle require a separate arrangement. All fees are exclusive of VAT unless stated otherwise; VAT is applied or reverse-charged in accordance with applicable EU tax rules.

3. Term and Renewal

Each subscription runs for the period selected at purchase (one month or one year) and renews automatically for successive periods of the same length, unless cancelled by either party with at least 30 days’ written notice before the end of the then-current term. Cancellation notices should be sent to info@spicenscan.nl.

4. Payment and Non-Payment

Fees are payable in advance and are due on the invoice date. If payment is not received within a reasonable period after the due date, we may suspend access to the Service until payment is made, without liability for any resulting loss to Customer.

5. No Refunds

Except where required by mandatory law, fees already paid are non-refundable, including where Customer cancels, downgrades, or stops using the Service before the end of a paid term.

6. Acceptable Use

Customer is responsible for its users’ compliance with these Terms and for the accuracy of data it submits to the Service. Customer shall not (and shall not permit others to): reverse-engineer or attempt to extract the source code of the Service; resell, sublicense, or provide access to the Service to third parties outside its own organization; or use the Service in a way that violates applicable law or infringes third-party rights.

7. Intellectual Property

Spic&Scan and its licensors retain all right, title, and interest in and to the Service, including all software, documentation, and underlying technology. Nothing in these Terms transfers any intellectual property rights to Customer beyond the limited right of use granted in Section 1.

8. Customer Data and Privacy

Customer retains ownership of the data it submits to the Service (“Customer Data”). We use Customer Data solely to provide, maintain, and improve the Service. Where we process personal data on Customer’s behalf, the terms of our separate Data Processing Agreement apply. Our Privacy Policy describes how we handle personal data more generally.

Customer may delete its data within the Service at any time. Customer should export any data it wishes to retain before doing so; due to our backup cycle, deleted data may remain in backups for a limited retention period before being permanently removed.

9. Availability and Support

We aim to keep the Service available and performant but do not guarantee uninterrupted or error-free operation. Planned maintenance will be communicated in advance where reasonably possible.

10. Warranty Disclaimer

The Service is provided “as is” and “as available.” To the maximum extent permitted by law, we disclaim all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

11. Limitation of Liability

To the maximum extent permitted by law, Spic&Scan’s total liability arising out of or in connection with these Terms or the Service, whether in contract, tort, or otherwise, is limited to the total fees paid by Customer in the 12 months preceding the event giving rise to the claim. Spic&Scan is not liable for any indirect, incidental, consequential, or special damages, including loss of profits, revenue, data, or business opportunity. This limitation does not apply to liability that cannot be excluded or limited under mandatory law, including liability for death, personal injury, or damage caused by intent or gross negligence.

12. Termination

Either party may terminate a subscription for material breach by the other party that remains uncured 14 days after written notice. Spic&Scan may also suspend or terminate access immediately in case of non-payment or misuse of the Service. Upon termination, Customer’s right to access the Service ends immediately, and no fees already paid will be refunded.

13. Changes to These Terms

We may update these Terms from time to time. We will notify Customer of material changes at least 30 days in advance (for example, by email or a notice within the Service). Continued use of the Service after changes take effect constitutes acceptance of the updated Terms.

14. Governing Law and Disputes

These Terms are governed by the laws of the Netherlands. Any dispute arising out of or in connection with these Terms shall be submitted to the competent court in ‘s-Hertogenbosch, the Netherlands, unless mandatory law provides otherwise.

15. Contact

Questions about these Terms can be sent to info@spicenscan.nl.