Terms of Service

These terms apply to every use of Heli HQ. Version 7, 25 October 2026. This English version applies to customers established outside the Netherlands; for customers in the Netherlands the Dutch version applies.

1. Who we are

Heli HQ, Papaverweg 34, 1032 KJ Amsterdam, the Netherlands, registered with the Dutch Chamber of Commerce (KvK) under number 96162996, VAT number NL867494311B01. You can reach us at info@heli-hq.com. In these terms we call ourselves "Heli HQ", "we" or "us".

2. Definitions

• Service: the Heli HQ online platform at heli-hq.com, including the app, the booking pages, the integrations, Heli AI, the documentation and all related software.
• Customer ("you"): the business or professional that creates an account and uses the Service.
• User: anyone who signs in through the Customer's account, such as the owner, staff and an agency the Customer gives access.
• Workspace: an environment within the Service with its own team, data and integrations. A Customer can have several Workspaces.
• Customer Data: all data the Customer or its Users enter into the Service or bring in through integrations, including data about the Customer's leads, clients and staff.
• Agreement: the agreement between the Customer and Heli HQ about the use of the Service, consisting of these terms, the Data Processing Agreement, the Privacy Policy and the chosen plan.

3. Scope

These terms apply to every offer of Heli HQ and every use of the Service, including the trial. By creating an account you accept these terms. Your own purchasing or other terms do not apply, even if we do not expressly reject them. Deviations apply only if we confirmed them in writing (email counts). If a provision of these terms is void or unenforceable, the other provisions remain in force and we replace that provision with a valid one that comes as close as possible to its purpose.

4. Business use only

The Service is intended exclusively for business use. By creating an account you confirm that you act in the course of a trade, business or profession, that you are at least 18 years old and that you are authorised to bind the business on whose behalf you act. Because the Service is for business use, consumer rules such as the right of withdrawal do not apply. If, despite this, mandatory consumer protection law of your country applies to you, nothing in these terms limits the rights it gives you.

5. Account and trial

You create an account with your name, business name and email address, or with your Google account. You are responsible for your sign-in details and for everything that happens through your account and the accounts of your Users. You make sure sign-in details are not shared and tell us immediately if you suspect unauthorised access. You keep your account details accurate and up to date.

Every new account starts with a fourteen-day trial with all features available. No payment method is needed for the trial and nothing is charged. During the trial, use of the AI agent is limited. To continue, you subscribe during or after the trial and pay the first month straight away by card or another payment method offered; by doing so you also authorise us to charge the following periods automatically. If you do not subscribe, access stops at the end of the trial and you pay nothing. One trial applies per business; we may refuse or end a trial if we suspect abuse. If you have a code from a partner in our partner programme, your trial may be longer and you may receive a discount on the first months of your subscription; the partner receives a fee from Heli HQ for this. Active partners in the partner programme use the Pro plan free of charge; AI credit and extra Workspaces are not included.

6. Plans, prices and payment

Heli HQ has three plans. Every plan includes all features; the plans differ in the number of active clients and the monthly credit for the AI agent.

• Start: up to 75 active clients. EUR 49.95 per month, or EUR 39.95 per month on an annual plan.
• Pro: up to 250 active clients. EUR 99.95 per month, or EUR 79.95 per month on an annual plan.
• Unlimited: no limit on active clients. EUR 179.95 per month, or EUR 143.95 per month on an annual plan.

Currency. The prices above are in euros. Where we offer a plan in your local currency, the price in that currency is shown before you subscribe and is the price you pay. A subscription stays in the currency in which it was started.

Taxes. All prices exclude VAT, sales tax and other taxes and levies. For customers in the Netherlands we charge Dutch VAT. For business customers in another EU country with a valid VAT number (verified in VIES), VAT is reverse-charged and you account for it. For customers outside the EU we do not charge Dutch VAT; any local taxes, such as US sales or use tax, are your responsibility.

An active client is a client marked active in your account. The number of leads is unlimited on every plan. If you exceed the number of active clients of your plan, everything keeps working and we ask you to move to a suitable plan. If the number stays structurally above the limit, we may move you to the suitable plan after notice by email. You can switch plans at any time. A larger plan takes effect immediately; for the rest of the current period you pay only the difference, pro rata, which is added to your next payment. A smaller plan takes effect at the next period that has not yet been announced; until then you keep your current plan and no refund is made. You can move to a smaller plan if your number of active clients fits it.

For each plan you choose when subscribing between:

• Monthly: no fixed term, cancellable at the end of the current month.
• Annual: the lower monthly price with a term of twelve months, charged monthly. After twelve months the subscription renews for one year at a time unless you cancel at least one month before the end of the term. If you cancel early, the remaining instalments of the term remain due.

The price applies per Workspace, regardless of the number of Users. If you already have a Workspace with an active plan, you can add an extra Workspace (for example a second location) for EUR 14.95 per month, or the amount shown in your currency, excluding taxes. It gets the same plan as your first Workspace, can be used immediately and is charged together with your first Workspace. The days until the next period not yet announced are charged pro rata. You can cancel an extra Workspace monthly: it keeps working until the end of the period already paid or announced, after which charges stop. Your data is kept until you delete the Workspace or reactivate it.

Payment is taken automatically, at the start of each period, using the payment method you provided when subscribing. Payments are processed by our payment provider (Stripe; for older subscriptions Mollie). Every plan includes a monthly credit for the AI agent. When it runs out, you can top up (EUR 4.95 excluding taxes per top-up, or the amount shown in your currency, one-off, valid in the month of purchase) or use the agent again from the next month. We send invoices digitally to the email address of your account. We announce every automatic charge by email at least five days in advance, and you receive the invoice by email after every successful payment.

If a payment fails, we let you know and try again. If payment remains outstanding, we may suspend access to the Service until it is paid. Suspension does not release you from your payment obligation. Late payments bear statutory commercial interest under Dutch law and reasonable collection costs, without any reminder being required. Objections to an invoice must be raised within fourteen days of the invoice date; after that the invoice is deemed accepted. You may not set off or withhold payments.

We announce price changes at least thirty days in advance by email. On a monthly plan you can cancel up to the effective date. On an annual plan a price change takes effect only at the next renewal. With every price increase you may cancel with effect from its effective date.

7. Acceptable use

You use the Service for your own business, lawfully and as intended. You are responsible for the use by your Users and for the Customer Data. In particular, you may not:

• send unsolicited or misleading messages through the Service, or use the Service in breach of anti-spam, e-marketing, privacy or other laws that apply to you (such as the GDPR, the ePrivacy rules, CAN-SPAM, the TCPA or Canada's Anti-Spam Legislation);
• enter data you are not allowed to process, that infringes the rights of others, or that is unlawful, offensive or discriminatory;
• circumvent or test security, overload the Service, or scrape the Service in an automated way without our permission;
• copy, decompile or reproduce the Service, or use the Service to build a similar service;
• resell or rent access to the Service without our written permission;
• use integrations with other services in breach of their terms;
• use the Service if you, or the business you act for, are subject to sanctions of the EU, the UK, the United Nations or the United States, or are located in a country under comprehensive sanctions.

In case of a breach, or a well-founded suspicion of one, we may immediately suspend access, remove data or close the account, without liability. Where possible we warn you first. You will compensate us for damage we suffer from a breach, including third-party claims.

Heli AI is subject to fair use appropriate to normal business use of one Workspace. What is fair is shown in your account. If use stays structurally above it, we will contact you and may limit use or agree an additional fee.

8. Customer Data and privacy

The Customer Data remains yours. For the data you put into the Service about your own leads, clients and staff, you are the controller and we are the processor (or service provider). The Data Processing Agreement applies and forms part of these terms. How we handle your own data is described in the Privacy Policy. Customer Data is stored in a data centre in the European Union (Frankfurt, Germany).

You warrant that you process the Customer Data lawfully, that you have a valid legal basis, that you inform your own leads and clients about the use of Heli HQ, and that you have consent where needed, for example for sending messages. You indemnify us against claims of third parties, including your own leads and clients and regulators, arising from the Customer Data or your use of the Service.

You grant us the right to process, host and back up the Customer Data and to make it available to Heli AI as far as needed to provide the Service. We may use anonymised and aggregated data about the use of the Service, which cannot be traced to a person or to the Customer, to improve the Service.

9. Integrations with other services

You can connect Heli HQ to third-party services, such as Google (Gmail, Calendar, Drive), Stripe, Mollie, Meta, accounting software and your own website. You choose which integrations to switch on. The terms and privacy policies of those parties apply, and you are responsible for a valid account with them. We have no influence on their availability, prices or changes to their integrations and are not liable for their acts or omissions. You can disconnect an integration at any time.

For the Google integration, we use the data from your Google account only for the feature you switch on, as described in the Privacy Policy, and comply with the Google API Services User Data Policy, including the Limited Use requirements.

Payments you receive from your own clients through a connected payment service such as Stripe or Mollie flow directly between your client, you and that payment service. Heli HQ is not a party to them, does not receive or hold that money (except for the transaction fee below) and is not responsible for their settlement, refunds or chargebacks.

Transaction fee. For every payment you receive from your own clients through Heli HQ and a connected payment service, such as a paid invoice, a recurring charge or a paid booking, we charge a transaction fee of 0.25% of the amount paid, with a minimum of EUR 0.01 and a maximum of EUR 5.00 per payment (or the equivalent in the currency of the payment at the daily exchange rate), excluding taxes. The fee comes on top of the payment service's own fees. The payment service deducts it automatically from each payment, including any VAT due, and pays it to us. You can see it per payment in your payment service's dashboard, and the total for a period is shown on your next Heli HQ invoice.

Your own invoices and taxes. Heli HQ helps you create invoices and quotes, with the VAT or sales tax rates of your country and the option to set your own rate. You remain responsible for the content of your invoices, the tax rates you apply and your tax obligations. Heli HQ does not provide tax advice.

10. Heli AI

Heli AI is an assistant that works on the data in your account and an AI model from an external provider. Its answers, summaries, texts and proposals are aids, not legal, financial, tax or other professional advice, and may contain errors. Check what Heli AI proposes before you rely on it or send it out; you remain responsible for what happens in your business and for everything sent or recorded with the help of Heli AI. Actions Heli AI carries out, it carries out in your name and on your instruction. Data processed by Heli AI is not used to train AI models. We may change the AI model or its provider, as long as the functionality of Heli AI remains broadly the same.

11. Availability, maintenance and changes

We do our best to keep the Service available at all times, but do not guarantee uninterrupted or error-free availability. We announce planned maintenance in advance and schedule it outside office hours (Central European Time) as much as possible. We fix outages as quickly as possible. We back up data daily; restoring a backup may mean that changes made after the last backup are lost.

We continuously develop the Service and may add, change or remove features. If we remove a feature that is essential to the use of the Service, we announce it at least thirty days in advance and you can cancel up to the effective date. Features marked beta, preview or experimental are provided as they are, may change or disappear at any time, and fall outside our availability efforts.

You need a working internet connection, an up-to-date browser and suitable equipment to use the Service.

12. Support

We provide support by email at info@heli-hq.com and through the documentation in the Service, on Dutch working days. We aim to respond as quickly as possible, usually within a few working days. Support is included in the subscription for questions about the use of the Service. For custom work, on-site setup or training we can make a separate arrangement.

13. Intellectual property

All intellectual property rights in the Service, the software, the design, the texts, the documentation and the name and logo Heli HQ belong to us or our licensors. For the duration of the Agreement you receive a non-exclusive, non-transferable right to use the Service for your own business, within these terms. That right ends when the Agreement ends. The rights to your Customer Data remain with you. We may freely use ideas and suggestions you give us about the Service, without compensation.

14. Confidentiality

Each party keeps confidential the information it receives from the other under the Agreement and knows or should know to be confidential. This includes in any case the Customer Data and non-public information about how the Service works and its prices. This obligation does not apply to information that is already public, that a party developed independently, or that must be disclosed by law or court order. Confidentiality continues after the Agreement ends.

15. Disclaimer

To the extent permitted by law, the Service is provided "as is" and "as available". We make no warranties other than those expressly stated in these terms, and disclaim implied warranties such as merchantability, fitness for a particular purpose and non-infringement.

16. Liability

Our total liability for damage arising from or related to the Agreement, on whatever legal basis, is limited to the amount you paid us in the twelve months before the event that caused the damage. A series of related events counts as one event.

We are not liable for indirect or consequential damage, including lost revenue or profit, lost savings, reputational damage, business interruption, loss or corruption of data caused by the Customer or its Users, damage caused by the use of third-party services and integrations, damage caused by incorrect or incomplete data entered by the Customer, or damage caused by decisions based on the output of Heli AI.

A condition for any right to compensation is that you report the damage to us in writing as soon as possible and no later than thirty days after discovering it. Any claim for compensation lapses twelve months after it arises. These limitations do not apply in case of intent or gross negligence of our management, or to the extent the applicable law does not allow a limitation.

17. Force majeure

We are not required to perform our obligations if prevented by force majeure, which includes in any case: outages at hosting, network or internet providers, payment services, AI providers and other suppliers, power outages, cyberattacks, government measures, fire, natural disasters and pandemics. If force majeure lasts longer than sixty days, either party may terminate the Agreement without liability. We then refund, pro rata, any instalments already paid for the period in which the Service was unavailable.

18. Term, cancellation and termination

The Agreement starts when the account is created and continues until cancelled. You cancel in your account or by email from the email address of your account; we confirm the cancellation by email. The notice periods are in section 6. On cancellation the Service remains available until the end of the paid period; instalments already paid are not refunded, except where these terms expressly provide otherwise.

After termination you can export your Customer Data in a common file format for thirty more days. After that we delete it, including from backups within their cycle, except data we are legally required to keep, such as invoices.

We may terminate or suspend the Agreement with immediate effect, without liability, in case of a payment arrears of more than thirty days after a reminder, a breach of section 7 or 8, if you are declared bankrupt, apply for a moratorium or similar insolvency proceeding, or cease your business, or if a supplier essential to the Service ends its service and we have no reasonable alternative. In the latter case we refund prepaid instalments pro rata.

19. Assignment

You may not transfer your rights and obligations under the Agreement to another party without our written consent. We may transfer the Agreement to a group company or to a party that takes over the Service or our business; we will inform you.

20. Evidence and communication

Our logs and records serve as evidence of the use of the Service and of messages sent, unless you provide proof to the contrary. You agree that we communicate with you electronically, through the email address of your account and notifications in the Service, and that such communications satisfy any requirement that they be in writing. You make sure that email address works and is read.

21. Complaints

If you have a complaint about the Service or about us, email info@heli-hq.com with a clear description. We confirm receipt as soon as possible and respond in substance within fourteen days. If we cannot resolve it together, section 23 applies.

22. Changes to these terms

We may change these terms. We announce changes that limit your rights at least thirty days in advance by email. If you do not agree, you can cancel with effect from the effective date; on an annual plan we then refund prepaid instalments after the effective date pro rata. If you use the Service after the effective date, you accept the changed terms. We may make changes of minor importance, such as clarifications or adjustments to new legislation, without notice. The current version is always at heli-hq.com/voorwaarden.

23. Governing law and disputes

These terms and the Agreement are governed by the laws of the Netherlands. The United Nations Convention on Contracts for the International Sale of Goods (CISG) does not apply. Disputes are submitted exclusively to the competent court in Amsterdam, the Netherlands, after we have first tried to resolve them together. This choice of law and forum does not deprive you of the protection of mandatory provisions of the law of the country where you are established, to the extent those apply.

24. Language

These terms exist in English and Dutch. The English version applies to customers established outside the Netherlands; the Dutch version applies to customers in the Netherlands. Other language versions, where offered, are for convenience only.