Terms of Service

Last updated: 28 April 2026

These Terms of Service govern access to and use of Orgix, including the website https://orgix.app, the platform https://platform.orgix.app, Orgix accounts, company workspaces, modules, subscription plans and related services.

Orgix is operated by:

KOLOT, S.à r.l.-S
56, rue du Parc
L-3542 Dudelange
Luxembourg
RCS Luxembourg: B302121
Business permit / Autorisation d’établissement: N° 10188303 / 0
Email: [email protected]

In these Terms, “Orgix”, “we”, “us” or “our” refers to KOLOT, S.à r.l.-S, acting as the operator of the Orgix product.

By creating an account, accessing the platform, creating or joining a workspace, selecting a plan, enabling a module or otherwise using Orgix, you agree to these Terms.

If you use Orgix on behalf of a company, association, club, community or other organization, you confirm that you have authority to accept these Terms on behalf of that organization.

Development Status Notice

Orgix is currently under active development. Certain features, modules, integrations and workflows may be offered in alpha, beta, preview or early access form.

As a result, the service may be incomplete, unstable, unavailable at times, or subject to material changes without prior notice. Features may be modified, limited or removed, and data, settings or outputs may be lost, changed or become temporarily unavailable.

Customers use Orgix at their own discretion during this development stage. Orgix should not be relied upon as the sole system for critical operations, legal recordkeeping, regulated workflows, or high-risk processing unless expressly agreed by Orgix in writing.

Customers are responsible for maintaining appropriate internal backups or exports of important data and for avoiding the upload of unnecessary sensitive, confidential or irreplaceable information.

1. What Orgix is

Orgix is a modular business management and ERP platform for small and medium-sized businesses, associations, clubs, communities and local organizations.

Orgix is built around a core platform that may include functionality such as:

• user accounts;
• company workspaces;
• roles and permissions;
• departments;
• invitations;
• approvals;
• billing and subscription management;
• file management;
• module management.

Additional modules may be enabled depending on the selected plan, configuration and availability.

Orgix is a developing platform. Some features, modules, integrations and workflows may be in alpha, beta, experimental or active development stage.

2. Scope of these Terms

These Terms apply to:

• the website https://orgix.app;
• the platform https://platform.orgix.app;
• all Orgix user accounts;
• all company workspaces;
• free and paid plans;
• current and future Orgix modules;
• beta, trial, early access or experimental features;
• subscription and billing functionality;
• integrations connected to Orgix.

Additional terms may apply to specific modules, integrations, payment providers or enterprise/custom arrangements. If there is a conflict between these Terms and a separate written agreement signed with Orgix, the separate written agreement will prevail for the specific subject matter it covers.

3. Who may use Orgix

Orgix is primarily intended for business, professional, association, club, community and organizational use.

Individuals may create accounts to create, manage or join workspaces, but Orgix is not primarily intended as a personal consumer application.

You must be at least 18 years old or have legal capacity under applicable law to use Orgix.

By using Orgix, you confirm that:

• you have the legal capacity to agree to these Terms;
• the information you provide is accurate and up to date;
• your use of Orgix complies with applicable laws;
• if you act on behalf of an organization, you are authorized to do so.

4. Accounts

To use the Orgix platform, you may need to create an account.

You are responsible for:

• providing accurate account information;
• keeping your login credentials secure;
• not sharing your account with unauthorized persons;
• maintaining the confidentiality of your password and access credentials;
• promptly notifying Orgix if you suspect unauthorized access to your account.

Orgix may suspend, restrict or block an account if we reasonably believe that:

• the account is compromised;
• the account is being used unlawfully;
• the account violates these Terms;
• the account creates a security risk;
• suspension is necessary to protect Orgix, other users or customer organizations.

You are responsible for all activity carried out through your account unless the activity results from Orgix’s own breach of security obligations.

5. Customer, Owner and workspace responsibility

A workspace may be created for a company, association, club, community or other organization.

If a user creates a workspace on behalf of an organization, the organization is considered the customer, and the user acts as its representative.

If a user creates a workspace in their own name, that user is considered the customer.

The person who creates or controls the workspace may be treated as the Owner or Company Owner. The Owner may have administrative rights, including the ability to:

• create and manage a workspace;
• select or change a plan;
• manage billing;
• enable or disable modules;
• invite and remove users;
• assign roles and permissions;
• manage departments and positions;
• configure approvals and workflows;
• connect payment providers for specific modules;
• request deletion or suspension of the workspace, where available.

The customer organization is responsible for:

• the data it uploads or manages in Orgix;
• the users it invites;
• the roles and permissions it configures;
• the legality of its internal processes;
• compliance with employment, membership, accounting, tax, data protection and other applicable laws;
• internal communications and decisions made through Orgix;
• payment provider accounts and API keys it connects;
• internal payments collected through modules;
• informing its users, employees, members or participants about how their data is processed.

Orgix provides tools. The customer organization remains responsible for how those tools are used.

6. Plans, limits and subscriptions

Orgix may offer free and paid plans.

Plans may include limits such as:

• number of included users or seats;
• storage capacity;
• number of enabled modules;
• access to specific features;
• add-ons;
• support level;
• custom integrations or advanced permissions.

The Free plan may be used indefinitely subject to its limits, but Orgix may change, limit, rename, replace or discontinue the Free plan in the future. If this happens, Orgix will provide appropriate notice where reasonably possible.

Paid subscriptions may be offered on a monthly or yearly basis. Paid subscriptions are processed through Stripe and renew automatically unless cancelled before the renewal date.

There is no trial plan at the date of these Terms, unless Orgix expressly offers one separately.

7. Exceeding limits

If a workspace reaches or exceeds its plan limits, Orgix may restrict additional usage.

For example, the customer may be blocked from:

• adding more users;
• uploading more files;
• enabling additional modules;
• using add-ons beyond the plan limit.

Existing data will generally remain accessible, but new usage may be restricted until the customer upgrades, purchases an add-on, deletes data, removes users or otherwise returns within the applicable limits.

Orgix may change plan limits over time. For paid subscriptions, material negative changes to existing plan limits will normally apply from the next renewal period or after reasonable notice, unless the change is required earlier for legal, security or technical reasons.

8. Modules

Orgix is modular. Modules may be enabled, disabled, added, changed, limited or removed depending on:

• the selected plan;
• technical availability;
• customer configuration;
• development status;
• legal or security requirements;
• Orgix’s product roadmap.

All modules depend on the Core platform.

Some modules may be marked as beta, experimental, early access or under development. Such modules may change more frequently and may not be fully stable.

If a customer disables a module, access to that module’s features may be restricted. Module data may be retained, exported, archived or deleted depending on the module, customer settings, technical constraints and applicable retention rules.

9. Payments for Orgix subscriptions

Paid Orgix subscriptions are billed in EUR, unless otherwise stated.

Payments for Orgix subscriptions are processed through Stripe. Orgix does not store full payment card details.

Prices may be exclusive of applicable taxes unless stated otherwise. Taxes, including VAT where applicable, may be calculated and charged as required by law.

By selecting a paid plan, the customer authorizes recurring billing according to the selected billing cycle.

If payment fails, Orgix may:

• retry the payment;
• notify the Owner or billing contact;
• mark the subscription as past due;
• restrict paid features;
• prevent further usage beyond free limits;
• downgrade the workspace to a free plan;
• suspend or terminate access after a reasonable period.

The customer is responsible for keeping payment information up to date.

10. Refunds

Payments are generally non-refundable, except where required by applicable law or expressly agreed by Orgix in writing.

Cancelling a subscription stops future renewals but does not automatically refund the current billing period.

Orgix may review refund requests case by case, but is not required to provide a refund unless required by law or a separate written agreement.

11. Cancellation

The Owner may cancel a paid subscription through the billing dashboard where this functionality is available.

After cancellation, the workspace will normally remain on the paid plan until the end of the already paid billing period, unless access is terminated earlier due to breach of these Terms, security risk or legal requirement.

At the end of the paid period, the workspace may automatically move to the Free plan.

If the workspace exceeds Free plan limits, certain features may be restricted. Existing data may remain available for a limited period, but the customer may need to upgrade, reduce usage, export data or delete data to continue using the workspace within Free plan limits.

12. Internal payments inside modules

Some Orgix modules may allow customer organizations to connect their own third-party payment providers, such as Stripe or HivePay, for internal use cases.

Examples may include:

• paid memberships;
• club subscriptions;
• community access;
• member renewal payments;
• organization-specific payment flows.

In these cases:

• the customer organization is responsible for its own payment provider account;
• the customer organization is responsible for prices, refunds, taxes, invoices, consumer rights and legal compliance;
• Orgix is not the seller of the customer organization’s membership or internal service;
• Orgix does not process full payment card details;
• Orgix does not charge a commission on such internal payments unless expressly stated otherwise;
• Orgix may record or display payment status, transaction identifiers, amount, currency and provider metadata;
• Orgix is not responsible for disputes between a customer organization and its members, participants or payers.

The customer organization must ensure that it has the right to collect payments and use the connected payment provider in its jurisdiction.

13. Acceptable use

You must not use Orgix to:

• violate applicable laws or regulations;
• commit fraud or misrepresentation;
• process personal data without a valid legal basis;
• upload unlawful, harmful, defamatory, infringing or abusive content;
• send spam or unsolicited messages;
• conduct phishing, malware, credential theft or other harmful activity;
• attempt unauthorized access to systems, accounts or data;
• scrape, overload, disrupt or interfere with Orgix systems;
• bypass security controls, rate limits, plan limits or access restrictions;
• reverse engineer Orgix except where legally permitted;
• infringe intellectual property rights;
• resell, sublicense or commercially exploit Orgix without authorization;
• use Orgix for money laundering, sanctions evasion, illegal financial activity or regulated activity without the required authorization;
• use Orgix in a way that harms Orgix, its users, customers, providers or reputation.

Orgix may investigate and take action if we reasonably believe that the Acceptable Use rules have been violated.

14. Sensitive and prohibited data

Orgix is not intended for the unnecessary storage of highly sensitive data.

Users and customer organizations must not upload or process the following through Orgix unless the relevant module explicitly supports it, the processing is lawful, and appropriate safeguards are in place:

• special categories of personal data under GDPR;
• children’s personal data;
• medical diagnoses or detailed medical records;
• government identification documents;
• financial account credentials;
• passwords or secret credentials not intended for Orgix integrations;
• unlawful or highly sensitive content;
• data that the customer is not legally allowed to process.

The Workforce module may process absence records or sick leave status/dates where configured by a customer organization, but Orgix is not intended to store detailed medical diagnoses.

Customer organizations are responsible for determining whether the data they upload is appropriate and lawful.

15. Service availability and maintenance

Orgix is provided on a commercially reasonable efforts basis.

We aim to provide a reliable service, but we do not guarantee that Orgix will be uninterrupted, error-free, secure from all threats or available at all times.

Orgix may be temporarily unavailable due to:

• maintenance;
• updates;
• infrastructure issues;
• security incidents;
• provider outages;
• technical failures;
• force majeure events;
• legal or regulatory requirements.

We may perform planned or emergency maintenance and may temporarily suspend access where necessary to protect the platform, users, data or infrastructure.

No service level agreement, uptime commitment or service credit applies unless expressly agreed in a separate written agreement.

16. Beta and early access features

Orgix is under active development.

Some features, modules, APIs, integrations or user interface elements may be released as alpha, beta, early access, preview or experimental features.

Such features may:

• be incomplete;
• contain errors;
• change without prior notice;
• be unavailable at times;
• be removed;
• have limited documentation;
• produce incomplete or unexpected results.

Beta and early access features are provided for testing and feedback and should not be relied on as final production functionality unless Orgix expressly states otherwise.

17. Intellectual property

Orgix, including its software, source code, design, interface, structure, documentation, logos, icons, product names, trademarks, visual identity and website content, is owned by KOLOT, S.à r.l.-S or its licensors.

These Terms do not transfer any intellectual property rights in Orgix to users or customer organizations.

You may use Orgix only as permitted by these Terms.

You must not copy, modify, distribute, sell, lease, sublicense, reverse engineer or create derivative works based on Orgix, except where expressly permitted by law or by written agreement with Orgix.

18. Customer data

Customers and users retain ownership of the data they upload or create in Orgix.

By using Orgix, you grant Orgix a limited, non-exclusive, worldwide license to host, process, transmit, display, back up and otherwise use customer data only as necessary to:

• provide the service;
• operate the platform;
• maintain security;
• provide support;
• comply with legal obligations;
• improve and develop Orgix in a manner consistent with the Privacy Policy and applicable law.

Orgix does not claim ownership of customer data.

Customer organizations are responsible for ensuring that they have all necessary rights and legal bases to upload and process customer data in Orgix.

19. Data protection

Orgix processes personal data according to its Privacy Policy.

The Privacy Policy explains how Orgix processes personal data when acting as a data controller.

Where Orgix processes personal data on behalf of a customer organization, Orgix may act as a data processor, and the Data Processing Agreement applies where required.

The customer organization is responsible for providing appropriate privacy notices to its employees, members, contacts, users or participants where the organization acts as data controller.

Relevant documents:

20. Confidentiality

Each party may receive confidential information from the other party.

Confidential information includes non-public business, technical, financial, product, security, customer or operational information that should reasonably be understood to be confidential.

Each party agrees to:

• protect confidential information using reasonable care;
• use confidential information only for the purposes of using, providing or supporting Orgix;
• not disclose confidential information to unauthorized third parties;
• limit access to people or providers who need to know it.

Confidentiality obligations do not apply to information that:

• is publicly available without breach;
• was already known lawfully;
• is independently developed without use of confidential information;
• must be disclosed by law, court order or competent authority.

21. Backups and data loss

Orgix may maintain backups for security, continuity and recovery purposes.

However, customers remain responsible for maintaining their own exports or backups of critical data where appropriate.

Orgix is not responsible for loss of data caused by:

• customer deletion;
• incorrect configuration;
• unauthorized access caused by customer-side credential compromise;
• misuse of roles and permissions;
• third-party provider failures;
• force majeure events;
• use of beta or experimental features;
• customer failure to export data before termination or deletion.

This does not exclude liability where liability cannot be excluded under applicable law.

22. Suspension and termination by Orgix

Orgix may suspend, restrict or terminate access to an account, workspace, module or feature if:

• payment is overdue;
• the customer or user breaches these Terms;
• use of Orgix creates a security risk;
• use of Orgix is illegal or harmful;
• the customer exceeds plan limits and does not resolve the issue;
• Orgix is required to do so by law or competent authority;
• the account or workspace is inactive for an extended period;
• the Free plan is abused;
• continued access may harm Orgix, users, customers, providers or third parties.

Where reasonably possible, Orgix may provide notice and an opportunity to resolve the issue. However, Orgix may act immediately where necessary for security, legal or operational reasons.

After termination, Orgix may retain data for a limited period to allow export, comply with legal obligations, preserve audit records or resolve disputes. After that period, data may be deleted or anonymized according to Orgix’s retention practices.

23. Termination by the customer

A customer may stop using Orgix at any time.

The Owner may cancel paid subscriptions where billing functionality allows it.

Cancellation does not automatically delete the workspace or all customer data. The customer is responsible for exporting or deleting data before termination where needed.

If the customer wants to delete a workspace, the customer must use the available deletion functionality or contact Orgix.

Certain data may be retained after deletion where required for legal, accounting, security, audit, fraud prevention or technical integrity reasons.

24. Warranty disclaimer

To the maximum extent permitted by applicable law, Orgix is provided on an “as is” and “as available” basis. During the current development stage, Orgix does not guarantee uninterrupted availability, error-free operation, preservation of all data, compatibility with all use cases, or suitability for mission-critical or high-risk purposes.

Orgix does not guarantee that:

• the service will be uninterrupted or error-free;
• all defects will be corrected;
• the platform will meet all customer requirements;
• every module will be suitable for a specific business process;
• the service will be compatible with every third-party system;
• data will never be lost;
• security incidents will never occur.

Customers are responsible for determining whether Orgix is suitable for their intended use.

25. Limitation of liability

To the maximum extent permitted by applicable law, Orgix shall not be liable for:

• indirect damages;
• incidental damages;
• special damages;
• consequential damages;
• loss of profits;
• loss of revenue;
• loss of business opportunity;
• loss of goodwill;
• business interruption;
• loss or corruption of data;
• third-party provider failures;
• disputes between customer organizations and their users, members or participants;
• internal payments collected by customer organizations through connected providers.

For paid customers, Orgix’s total aggregate liability arising out of or relating to the service shall be limited to the amount paid by the customer to Orgix during the 12 months preceding the event giving rise to the claim.

For free use, Orgix’s total aggregate liability shall be limited to EUR 100.

These limitations do not apply where liability cannot be limited or excluded under applicable law, including in cases of intentional misconduct or other liability that cannot legally be excluded.

26. Indemnity

To the maximum extent permitted by law, the customer agrees to indemnify and hold Orgix harmless from claims, damages, liabilities, costs and expenses arising from:

• customer data;
• unlawful use of Orgix;
• breach of these Terms;
• breach of applicable laws;
• misuse of roles, permissions or modules;
• internal payment disputes;
• membership or community disputes;
• tax, accounting, employment or consumer-law obligations of the customer;
• third-party claims related to content or data uploaded by the customer.

This obligation does not apply to claims caused by Orgix’s own breach of these Terms or unlawful conduct.

27. Third-party services and integrations

Orgix may integrate with or rely on third-party services, including hosting providers, payment providers, email providers, security providers, analytics providers and customer-connected integrations.

Third-party services may be subject to their own terms and privacy policies.

Orgix is not responsible for third-party services outside its control, including:

• Stripe;
• HivePay;
• Cloudflare;
• email providers;
• external calendars;
• external storage providers;
• future integrations connected by customers.

If a customer connects a third-party service to Orgix, the customer is responsible for ensuring that it has the right to use that service and connect it to Orgix.

28. Changes to the service

Orgix may modify, update, improve, limit or discontinue parts of the service over time.

This may include:

• adding features;
• changing modules;
• modifying user interface;
• changing plan limits;
• replacing integrations;
• removing outdated functionality;
• improving security;
• restructuring the platform.

For material changes that negatively affect paid subscriptions, Orgix will use reasonable efforts to provide notice. Where possible, such changes will apply from the next renewal period, unless earlier changes are required for legal, security, technical or operational reasons.

29. Changes to these Terms

Orgix may update these Terms from time to time.

The latest version will be published on this page with the “Last updated” date.

For material changes, Orgix may notify users by email, platform notice or another appropriate method.

Continued use of Orgix after the effective date of updated Terms means that you accept the updated Terms.

If you do not agree to the updated Terms, you must stop using Orgix and, if applicable, cancel your subscription before the changes take effect.

30. Force majeure

Orgix shall not be liable for delay or failure to perform caused by events outside its reasonable control, including:

• natural disasters;
• war;
• civil unrest;
• strikes;
• government action;
• power failures;
• internet or telecommunications failures;
• hosting provider outages;
• cyberattacks;
• payment provider outages;
• Cloudflare or infrastructure provider incidents;
• legal or regulatory restrictions.

31. Assignment

You may not assign or transfer your rights or obligations under these Terms without Orgix’s prior written consent.

Orgix may assign or transfer these Terms in connection with a merger, acquisition, restructuring, sale of assets or transfer of the Orgix business, provided that such transfer does not materially reduce your rights under these Terms.

32. Severability

If any provision of these Terms is found to be invalid, unlawful or unenforceable, the remaining provisions will remain in effect.

The invalid provision will be replaced or interpreted in a way that most closely reflects the original intention while remaining lawful and enforceable.

33. No waiver

If Orgix does not enforce a provision of these Terms, this does not mean that Orgix waives the right to enforce that provision later.

34. Governing law and jurisdiction

These Terms are governed by the laws of the Grand Duchy of Luxembourg.

Unless otherwise required by applicable law, any dispute relating to these Terms, the website or the Orgix platform shall fall under the jurisdiction of the competent courts of Luxembourg.

35. Contact

For questions about these Terms, please contact:

KOLOT, S.à r.l.-S
56, rue du Parc
L-3542 Dudelange
Luxembourg

Email: [email protected]
Contact page: https://orgix.app/contact-us/