Terms of Service

1. Definitions

• "Exantur", "we", "us" - the coaching practice management platform operated from the Netherlands.
• "Service" - the Exantur web application, AI-assisted features, and related functionality.
• "Customer", "you" - the coach, organization, or administrator that subscribes to the Service.
• "Coachee" - an end user invited by a Customer to participate in coaching.
• "Coaching data" - session notes, goals, check-ins, assessment results, documents, and related content entered into the Service.
• "Sub-processor" - a third-party service we use to help deliver the Service, listed in section 11.

2. The service

Exantur provides software for managing a professional coaching practice: client management, session notes, programs, goals, check-ins, assessments, documents, reporting, optional calendar synchronization, and optional AI-assisted features. Features available to you depend on your subscription plan.

We may add, change, or remove features over time. Where a change materially reduces core functionality of your plan, we will give reasonable prior notice.

3. Accounts and eligibility

You must provide accurate registration information and keep your credentials secure. You are responsible for all activity under your account. You must be at least 18 years old to hold a Customer account.

Multi-factor authentication is available to all users and required for platform administrators. You are responsible for maintaining access to your authentication methods. For your security, sessions expire after a period of inactivity and require periodic re-authentication.

4. Free trial

• Paid plans include a 14-day free trial. A valid payment method is required to start the trial.
• You will not be charged during the trial. Your subscription starts automatically and the first charge applies when the trial ends, unless you cancel before then.
• Trials are limited to one per organization and per user. We may decline or shorten a trial where we detect repeat or abusive trial use.

5. Subscriptions, billing, and taxes

• Paid plans are billed in advance on a recurring basis (monthly or yearly) through our payment processor, Stripe. Current pricing is shown on our pricing page.
• Applicable VAT and other taxes are calculated and added at checkout. You are responsible for providing accurate billing details, including any VAT identification number.
• Subscriptions renew automatically for the same period unless cancelled before the renewal date.
• Add-ons are billed as separate recurring or one-time charges as described at purchase.
• Where you enable client invoicing through Stripe (Stripe Connect), payments from your clients are processed by Stripe and are subject to Stripe's terms; you remain responsible for your own tax and invoicing obligations toward your clients.
• Except where required by law, payments are non-refundable; cancelling stops future renewals but does not refund the current period.
• We may change pricing with at least 30 days' notice before it applies to your next renewal.

6. Acceptable use

You agree not to:

• use the Service in violation of any applicable law or third-party rights;
• upload unlawful, infringing, or malicious content;
• attempt to gain unauthorized access to the Service, other accounts, or underlying infrastructure;
• probe, scan, or test the vulnerability of the Service except under a program we authorize in writing;
• resell, sublicense, or provide the Service to third parties outside your organization without our consent;
• use the Service to send unsolicited communications or to store data you have no lawful basis to process;
• use AI-assisted features to make automated decisions that produce legal or similarly significant effects on an individual without meaningful human review.

7. Coaching data and your responsibilities

For coaching data that you or your organization enters into Exantur, your organization is the data controller and Exantur is the data processor. Our processing of personal data is described in the Privacy Policy and, where applicable, in a Data Processing Agreement (DPA), available on request.

You are responsible for having a lawful basis to process coachee data, for informing coachees as required, and for limiting the personal data you record to what is professionally necessary. Where you record wellbeing information (such as mood, energy, or stress check-ins) or coach a minor, you are responsible for obtaining any consent required, including guardian consent for minors.

You retain ownership of your coaching data.

8. AI-assisted features

Some features use AI models to help you work, including session summaries, session preparation briefs, and end-of-program reports. These features are optional and are triggered by you. AI processing is performed by our sub-processor Anthropic; the coaching content you choose to include is sent to Anthropic solely to generate the requested output and is not used to train their models.

AI output is generated by probabilistic models. It may contain inaccuracies, omissions, or invented details. You are responsible for reviewing and verifying AI output before relying on or sharing it. AI output is a drafting aid, not professional, medical, legal, or factual advice.

You own the AI-generated output derived from your coaching data and may use it for lawful purposes. Where your plan allows, you may configure your own AI provider API key; usage limits may apply.

9. Calendar and third-party integrations

You may optionally connect a Google or Microsoft calendar to synchronize availability and sessions. When you connect an integration, you authorize Exantur to access the data needed for that feature, and your use of the connected service remains subject to that provider's own terms. You can disconnect an integration at any time.

10. Availability and support

We aim to keep the Service available and reliable but do not guarantee uninterrupted operation. We may perform maintenance, and we may suspend access where necessary to protect the security or integrity of the Service. We provide support by email at support@exantur.com.

11. Third-party services and sub-processors

We rely on the following sub-processors to deliver the Service. Their terms apply to the parts of the Service they support. An up-to-date list is maintained in the Privacy Policy.

12. Intellectual property

Exantur and all associated software, design, and trademarks are and remain our property or that of our licensors. These Terms grant you a limited, non-exclusive, non-transferable right to use the Service during your subscription. Your coaching data, and the AI output generated from it, remain yours.

13. Suspension and termination

You may cancel your subscription at any time from within the Service; access continues until the end of the paid period. We may suspend or terminate your account for material breach of these Terms, non-payment, or unlawful use, with notice where practicable.

On termination, coaching data is handled per our retention policy: a 21-day grace period during which data can be restored, after which personal data is permanently deleted. Data export is available from within the Service before deletion. Billing records are retained as required by Dutch tax law.

Provisions that by their nature should survive termination (including sections 12, 14, 15, and 17) continue to apply.

14. Warranties and liability

The Service is provided "as is" and "as available" to the extent permitted by law. We do not warrant that it will be uninterrupted, error-free, secure, or that AI output will be accurate or fit for a particular purpose. Nothing in these Terms limits liability that cannot be limited under Dutch law (including for intent, gross negligence, or death or personal injury).

Subject to the above, our total liability for any claim arising from the Service is limited to the fees you paid in the 12 months preceding the event giving rise to the claim. We are not liable for indirect or consequential loss, including lost profits or lost data where we have met our security and backup obligations.

Some jurisdictions do not allow certain warranty or liability exclusions; in those jurisdictions our liability is limited to the maximum extent permitted by law and some of the above limitations may not apply to you.

15. Indemnity

You will indemnify us against third-party claims, damages, liabilities, and reasonable costs arising from your coaching data, your use of the Service or AI output, or your breach of these Terms or of applicable law or third-party rights.

16. Changes to these Terms

We may update these Terms to reflect changes to the Service or for legal reasons. For material changes we will notify active Customers by email. Continued use after changes take effect constitutes acceptance. The date at the top reflects the latest version.

17. Governing law and disputes

These Terms are governed by Dutch law. Disputes will be submitted to the competent court in the Netherlands, without prejudice to any mandatory consumer protections that may apply.

18. Contact

For questions about these Terms, or to request a DPA or report a rights complaint:

support@exantur.com