Terms of service

1.About these terms

These terms are an agreement between Welyne (“we”) and the organisation that subscribes to Welyne WorkOne (“you”, the customer). By creating a workspace, starting a pilot or using WorkOne, you accept them on behalf of your organisation — so please make sure you're authorised to do that.

People in your organisation use WorkOne under your subscription. Where you've signed an order form or an Enterprise agreement with us, that document takes precedence over these terms where they differ.

2.Your workspace and accounts

• Your admins invite users, assign roles and deactivate accounts when people leave. You're responsible for what happens under your workspace's accounts.
• Keep sign-in details confidential, and tell us promptly at contact@welyne.com if you suspect unauthorised access.
• Give us accurate billing and contact information, and keep it up to date.

3.Plans, pilots and billing

• Plans are priced per active user per month, as shown on the pricing page or in your order form. An active user is anyone who signs in, or has something booked or requested, during the month. Visitors you register are never billed.
• A pilot is free for 30 days unless agreed otherwise. At the end you choose a plan or we delete the workspace.
• Subscriptions are billed monthly or yearly in advance. Prices exclude VAT and other applicable taxes.
• Upgrades take effect immediately and are prorated. Downgrades take effect from the next billing period.
• We may change prices with at least 60 days' notice; changes apply from your next renewal.
• If an invoice is more than 30 days overdue, we may suspend the workspace after giving you written notice. Your data is kept safe during a suspension.

4.Acceptable use

Use WorkOne lawfully and for its purpose: organising where and how people work. In particular, don't:

• use it in a way that breaks employment, privacy or anti-discrimination law — including consulting employee representatives where the law requires it before rolling out workplace tools;
• upload malware, try to break or probe our security, or access data you're not entitled to;
• overload the service, scrape it, or reverse-engineer it except where the law expressly allows;
• resell or provide WorkOne to third parties without our agreement.

We may suspend access that puts the service or other customers at risk, and will tell you why as soon as we can.

5.Your data

Everything your organisation and its users put into WorkOne remains yours. We use it only to provide and support the service, as described in our data processing agreement and our privacy policy.

You can export your data as CSV at any time. When your subscription ends, you have 30 days to export it; after that we delete it, and backups roll over within a further 35 days.

You're responsible for having a lawful basis for the personal data you manage in WorkOne and for informing your employees about it.

6.Estimates and calculations

WorkOne calculates figures to help people decide: trip cost estimates, per diem amounts, remote-work balances and carbon emissions. They're based on the rules and rates you configure and, for carbon, on published emission factors (ADEME, UK DESNZ) that we list in the product.

These figures are estimates. Your organisation remains responsible for its travel and expense decisions, for reimbursements and for any regulatory or ESG reporting you base on them. WorkOne doesn't book travel itself and isn't a travel agency.

7.Availability and support

We work to keep WorkOne available around the clock and announce planned maintenance in advance, scheduled outside European working hours where we can. Support is by e-mail, with response times that depend on your plan; Enterprise commitments are set out in your agreement.

We improve WorkOne continuously. If we remove a feature you rely on in a material way, we'll tell you at least 60 days ahead.

8.Intellectual property

We own WorkOne — the software, design and documentation. You get a right to use it for your organisation during your subscription. If you send us feedback or suggestions, we may use them to improve the product without owing you anything, and without identifying you.

9.Confidentiality

Each of us will keep the other's non-public information confidential and use it only for the purposes of this agreement. This doesn't cover information that is already public, independently developed, or that must be disclosed by law.

10.Liability

Neither of us is liable for indirect or consequential losses such as lost profits or lost business. Each party's total liability under these terms is limited to the fees you paid for WorkOne in the 12 months before the event giving rise to the claim.

These limits don't apply where the law doesn't allow them to — for example, in cases of fraud, gross negligence or wilful misconduct.

11.Term and termination

• Monthly subscriptions renew each month and can be cancelled at any time, effective at the end of the current month.
• Yearly subscriptions renew for another year unless either of us gives notice at least 30 days before renewal.
• Either of us may end the agreement if the other seriously breaches it and doesn't fix the breach within 30 days of written notice.
• On termination, access stops at the end of the paid period and the data rules in section 5 apply.

12.Changes to these terms

We may update these terms. We'll show the new date at the top of this page and e-mail customer admins at least 30 days before significant changes take effect. If you don't agree, you can cancel before they apply.

13.Governing law

These terms are governed by French law. If a dispute arises, we'll first try to resolve it in good faith; failing that, the courts of Paris, France have jurisdiction, unless mandatory law says otherwise.

14.Contact

Questions about these terms: contact@welyne.com.