Terms and conditions

1. Who we are and what this covers

Rapportly is the software and related services at rapportly.io and rapportly.nl, a product of Rapportly B.V., registered with the Dutch Chamber of Commerce. In these terms we refer to ourselves as "we" and to the customer as "you".

These terms apply as soon as you create an account or take out a subscription. If we make tailored arrangements with you, for example in an Enterprise project, whatever is agreed in writing there takes precedence over these terms.

Separate partner terms apply to participation in the partner programme.

2. Business use, no 14 day right of withdrawal

Rapportly is supplied on a business to business basis only, to companies and professionals acting in the course of their profession or business. We do not supply consumers.

The statutory 14 day right of withdrawal applies to consumers. Because you are buying as a business customer, that right of withdrawal does not apply here. Instead we apply the goodwill window in article 7.

By subscribing you confirm that you are acting in a business capacity. We may rely on that and may ask for a Chamber of Commerce number or a VAT identification number.

3. Account, users and team management

You create an account for your organisation. The administrator invites colleagues and can also withdraw their access. Login details are personal and not intended to be shared; you are responsible for what happens under the accounts of your organisation.

On Pro and Pro+ you pay per user seat per month. The number of seats you have taken determines how many colleagues can have access at the same time. If all seats are taken, you can only invite another colleague after increasing the number of seats.

If you increase during a running period, this takes effect immediately and our payment provider settles the difference pro rata for the remainder of the period. If you remove a team member, that seat becomes free for another colleague; the number of seats taken, and with it the price, only changes once you lower that number yourself. If you lower it, the remaining period produces a credit that is settled against a future invoice, and that is not paid out.

We may temporarily block an account in the event of misuse, a payment arrears, or if usage endangers security or availability for others. We will notify you in advance, unless the nature of the situation makes that impossible.

4. Prices and VAT

All amounts we quote are exclusive of VAT, unless expressly stated otherwise. Current prices are shown on the pricing page.

On Pro and Pro+ the price is per user seat per month. For annual payment, the discount stated on the pricing page applies compared to monthly payment.

We may adjust our prices. We will announce a price change by email at least 30 days in advance, and it takes effect at the next renewal of your subscription. If you do not agree, you can cancel before the effective date, with effect from the end of the current period. For a running annual subscription the new price only applies from the next annual period.

An adjustment that merely follows a statutory change, such as a changed VAT rate, may be applied by us without that notice period.

5. Payment and direct debit

Payment runs through our payment provider. You pay in advance: monthly for a monthly subscription, annually for an annual subscription. Your invoice is available in the customer portal.

You authorise us to charge the subscription amount automatically to the payment method you have provided each time. Please keep that method valid.

If a payment fails, we will retry and you will receive a message asking you to settle it within 14 days. If payment is still not made after that, we may suspend access and terminate the subscription. Costs we reasonably have to incur as a result are for your account.

6. Term, cancellation and changing plans

A monthly subscription runs per month and can be cancelled monthly. You cancel it yourself in the customer portal, with no notice period and without having to email us. Cancellation takes effect at the end of the period you have already paid for: you keep access until that date, after which the subscription stops and we no longer charge you. There is no refund for the current period.

An annual subscription runs until the end of the annual period. You can cancel during the term with effect from the end of that period; the subscription then stops on the renewal date. An interim refund of an annual period already paid for is not possible, other than in the cases in article 7.

If you do not cancel, the subscription is renewed automatically each time for the same period.

You can move up or down to another paid plan during the term. A change takes effect immediately and the difference is settled pro rata for the remainder of the period: when moving up you pay the difference, when moving down a credit arises that is settled against a future invoice. Such a credit is not paid out.

Returning to the free plan is not a downgrade but a cancellation. You arrange that in the customer portal and it works as described above: you keep access until the end of the paid period.

We may cancel the subscription ourselves with two months' notice. If we stop before the end of a period you have already paid for, we will refund the unused part pro rata.

7. Refunds and goodwill

Because we supply on a business to business basis, there is no statutory right to a refund. We do apply a goodwill window: if you are not satisfied within 30 days of your first payment, you can ask by email for that first payment to be refunded. We will assess such a request reasonably and, if granted, refund to the payment method you used.

The 30 day window applies once, per organisation, and only to the very first payment of a subscription. It does not apply to renewals, later periods, additional seats or separate add-on purchases. A requested refund means the subscription ends and access stops.

Separately, we will of course refund anything we have charged incorrectly, for example a duplicate charge or an incorrect number of seats. Please report this within a reasonable period after you have been able to see the invoice.

8. Credits and monthly bundles

The paid plans include a monthly bundle of credits, which is added with each paid invoice. Every document you have generated costs credits, depending on the document type, its length and the quality level you choose. The cost of a document is shown in the app and on the pricing page. On Pro and Pro+ the bundle applies per user seat. The free plan has no monthly bundle: it has a one-off starting balance and a limit on the number of documents per day.

Unused credits do not currently expire at the end of the month. Whatever you have left remains in your balance and the new monthly bundle is added on top. We may attach a validity period to this in future; we will announce such a change in accordance with article 14.

If you move down to a plan with a smaller bundle, your existing balance remains and only the new monthly bundle is smaller. If you cancel, your account returns to the free plan after the paid period ends: any remaining balance stays and can still be used within the limits of that free plan, but no new monthly bundle is added.

Credits have no monetary value, are not transferable and are not paid out or settled in cash. A refund under article 7 concerns the subscription amount paid, not credits used or remaining.

You can set a monthly cap in the app to keep a grip on usage. Once that cap is reached, generation stops until the next month. The cap is your own setting and does not change the price of your subscription.

9. Availability, maintenance and changes to the service

We do our best to keep Rapportly available and usable, but we do not promise a particular availability percentage. Maintenance, outages at suppliers and internet problems can lead to interruptions. Where possible we announce planned maintenance in advance and schedule it outside office hours as much as we can.

Rapportly is a service that keeps developing. We may add, change and also remove features. If a feature that is essential to your use disappears, we will notify you in advance and you can cancel with effect from the date the change takes effect.

We use suppliers, among other things for hosting, speech recognition and language models. We may replace a supplier, provided the level of protection of your data remains comparable.

10. AI output: you remain responsible for the content

Rapportly produces text using AI. Everything Rapportly delivers is a draft: an aid that you check, supplement and correct before you use it, file it in a client record or send it to a client.

AI output can contain inaccuracies, miss information or phrase something differently than you intended. We give no guarantee that the output is correct, complete or suitable for your specific situation, and the output is not advice from us to you or to your client.

You remain responsible for the content of your advice, reports and client files, and for complying with the rules that apply to your profession, including your duty of care and the requirements of your regulator. Rapportly does not take over that responsibility and does not act as an adviser to your clients.

We do not train AI models on your material. How we process data is set out in the privacy statement.

11. Your material and our intellectual property

What you enter stays yours: transcripts, recordings, documents, examples and style profiles. The documents you create with Rapportly are also yours and you are free to use, adapt and distribute them. We only use your material to deliver the service to you.

The software, the website, the brand name and the Rapportly logo remain ours or our licensors'. For the term of the subscription you receive a non-exclusive, non-transferable right of use. Copying, reverse engineering, reselling Rapportly or making it available to third parties as your own service is not permitted.

Please make sure you are entitled to use the material you enter. You warrant that your input does not infringe the rights of others.

12. Data and privacy

How we process personal data, which data that is and how long we keep it, is set out in the privacy statement on this site.

Content-free product insights and non-personal configuration patterns are a fixed part of every Rapportly account and are enabled by default. Rapportly may combine these strictly limited signals across offices to improve the service.

These signals consist solely of pre-approved counts, stages, durations, technical outcomes and non-personal settings. Names, free text, amounts, files, medical categories, source content, client content and other personal data are excluded. Raw client content is never used or shared across organisations.

This service basis has no off switch. If you do not want these fixed components, do not create an account or subscription. If a material change is made later, you may cancel before its effective date in accordance with article 14.

If you use Rapportly to process personal data of your own clients, you are the controller for that data and we are the processor. A data processing agreement applies to that; it can be requested via vragen@rapportly.io. In the event of a conflict about the processing of personal data, the data processing agreement takes precedence over these terms.

At the end of the subscription you can export your documents. Please ask in good time: after the retention periods set out in the privacy statement we can no longer return data.

13. Liability

Our liability per event, and in total per calendar year, is limited to the amount you paid us for the subscription in the 12 months before the event, with a minimum of the amount our insurer pays out in that case.

We are not liable for consequential loss, such as lost profit, missed savings, reputational damage, loss of data or damage arising because AI output was used without being checked.

These limitations do not apply in the event of intent or wilful recklessness on our part.

A claim lapses if you do not report it to us in writing within 12 months after you discovered the damage, or could reasonably have discovered it.

14. Changes to these terms

We may change these terms. We will announce a significant change by email or in the app at least 30 days in advance, stating the effective date.

If you do not agree with a change, you can cancel before the effective date with effect from that date. If you simply continue to use Rapportly after that, the new terms apply.

The page always shows the version number and the date of the version that applies at that moment.

15. Governing law and disputes

These terms and the use of Rapportly are governed by Dutch law.

If we cannot resolve a matter together, we will submit the dispute to the competent court in the district where Rapportly B.V. has its registered office. We ask you to contact us first via vragen@rapportly.io, so that in most cases we can simply resolve it together.

If a provision of these terms is invalid, the remaining provisions continue to apply and we will replace the invalid provision with a valid provision that comes as close as possible to its intent.