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Terms & conditions

Last updated 14 October 2026 · These terms are in English; a Dutch and French version are available on request.

Who we are. Swayro is operated by Arthur De Crom, Belgium — [email protected], +32 456 81 54 75. The company behind Swayro is being registered; its name, registered office and enterprise number will be added here as soon as they exist, and before anything is invoiced.

Swayro (“we”, “us”) provides the Swayro software as a service. These terms apply to every subscription, trial and use of the service by a customer (“you”). Swayro is made for businesses and professionals: a workspace is opened by a company or a self-employed professional for their work, not by a consumer.

1. The service

Swayro is a web application for tracking hours, planning work, managing projects and clients, and producing reports, exports and invoices. It is delivered as software as a service: you do not receive a copy of the software, you receive access to it for as long as your subscription runs.

We may change, add or remove features. We will not remove a feature you are actively relying on without telling you at least 30 days in advance by email.

Where the service sends invoices over the Peppol network, it does so through a certified access point named in the data processing agreement. Your company is registered there once and its identity is checked by that access point. We pass an invoice on exactly as you issued it; what is in it, and whether it should have been sent, remains yours to decide.

2. Your account and your workspace

• A workspace belongs to one company. Each named user needs their own account; sharing one login between several people is not permitted.
• You are responsible for who you give access to and for what they do with it. Keep credentials to yourself; tell us straight away if you think an account has been compromised.

2.1 Who can do what

There are three roles in a workspace. Each is enforced by the database itself, not only by which buttons appear on screen.

• Member. Logs and edits their own hours, and does the shared work of the studio — clients, projects, tasks, planning. A member cannot give themselves admin rights, cannot change their own job title or contracted hours, and cannot edit anyone else's hours.
• Admin. Everything a member can do, plus oversight: sees the whole team's hours, invites people, approves leave, sets rates and company settings. By default an admin can look at a colleague's timesheet but not change it.
• Owner. One per workspace, set when the workspace is created. Everything an admin can do, plus granting and removing admin rights, removing people, correcting anyone's hours, changing the company's details, and the subscription. Ownership cannot be transferred from within the application; ask us and we will do it on written request from the current owner.

2.2 Rules the owner can change

Some of the boundaries above are not fixed. The owner can switch the following on or off for their workspace, and the change applies immediately to everyone in it:

• whether members can delete clients;
• whether members can delete projects;
• whether members can create and send invoices;
• whether members can see the whole team's hours or only their own;
• whether admins can correct other people's hours;
• whether admins can remove people from the workspace;
• whether admins can see what people cost;
• whether admins can change invoice and company settings.

Some things are never a switch, for anyone, including the owner and including us: granting admin rights is the owner's alone, ownership cannot be changed from the application, hours can never be reassigned from the person who logged them to somebody else, and no workspace can ever read another workspace's data.

If you need a rule set differently from the list above, ask. We can adjust it on request from the owner, and we write down that we did.

3. Getting an account, and the trial

Signing up is a request. You tell us about your company, and we activate the workspace — normally within a working day — and email its owner a link to choose a password. Nobody can enter a workspace before it is activated, and we may decline a request without giving a reason; a declined request and the details sent with it are deleted.

The trial starts on the day we activate your workspace and gives you the full product for 30 days, at no cost and without a payment method. In the last week of the trial your billing details and the plans you can choose from appear on the Billing page. Nothing starts automatically and nothing is charged unless you choose a plan. If you do not choose one, we may make the workspace read-only once the trial is over; you can still export everything in it for at least 30 days after that.

For as long as paid subscriptions are not open (see section 4), a workspace simply keeps working after its 30 days, until we have been in touch about billing.

4. Prices, invoicing and payment

• Paid subscriptions open once Swayro's company registration is complete. Until then nothing is invoiced and no payment method is asked for.
• Prices are per user, excluding VAT, as published on the website on the day you subscribe: per month, or per year at the yearly price (twelve months for the price of ten).
• Monthly plans are billed monthly in advance, for the number of users in the workspace at the start of the month. A user added mid-month is charged pro rata; a user removed mid-month is credited on the next invoice.
• Yearly plans are billed once a year in advance, for the number of users at the start of the year. A user added during the year is charged pro rata for the months left until the renewal date, at the yearly price. Removing a user during the year does not give a refund; the number of users can be lowered at the renewal.
• Invoices are payable within 14 days. Late payment gives rise to statutory interest and costs under Belgian law after one written reminder.
• We may change prices once per calendar year, with at least 60 days' notice by email. If you do not accept a price increase you may cancel before it takes effect, at no cost.

5. Cancelling

You can cancel at any time. A monthly plan ends at the end of the current paid month, a yearly plan at the end of the paid year. We do not refund part-months or the rest of a paid year. We may suspend or terminate an account for non-payment after a written reminder and a 14-day grace period, or immediately in case of unlawful use.

6. Your data

• Everything you put into Swayro stays yours. We do not sell it, and we do not use it to train models.
• You can export your data to CSV and PDF at any time, including during the notice period after cancelling.
• After termination, we keep the workspace for 30 days so you can still export it, then delete it. Delete it sooner on request and we confirm in writing once it is gone.
• How we handle personal data is set out in the privacy policy and, for data we process on your behalf, in the data processing agreement.

7. Changing your plan

• A change is a request with a date on it. Upgrades, downgrades and changes to the number of seats take effect seven days after they are asked for, not immediately. You will see the date on the billing page as soon as you ask.
• Downgrading is always available to the owner. It is never blocked by an unpaid invoice or by having to speak to anybody.
• A downgrade never takes effect inside a period you have already paid for. If the current month runs past the seven days, the change waits for the end of it. Asking to pay less the day before an invoice does not make that invoice smaller.
• One change at a time. While a change is waiting you can cancel it and ask for something else, but you cannot stack two.
• Thirty days between changes. Once a change has taken effect, the plan stays as it is for a month. The clock runs from when a change actually landed, so cancelling one that never took effect costs you nothing.
• These rules exist so that pricing is predictable in both directions, and so that no customer is subsidising another's timing. They apply to us as much as to you: we cannot bring a change forward either.

8. Deleting an account or a workspace

• Any user can delete their own login from inside the application, at any time, without asking anyone. It ends every session on every device and cannot be undone; an admin would have to invite them again.
• Hours stay with the company. A timesheet is an employment record and the employer is required to keep it. Deleting a login therefore removes the ability to sign in; it does not erase the work that person logged, which remains attributed to their name in the workspace. Anyone can export their own copy before deleting.
• The owner can delete the entire workspace from inside the application. That does take everything: every record, and every user's login with it. It cannot be undone, by you or by us, and it is not a pause. The application requires a full export to be downloaded first, and the company name to be typed, before it will do it.
• Deleting a workspace ends the subscription. We do not refund the remainder of a paid period.

9. The AI assistant

On the plan that includes it, the Swayro Assistant sends the text of your request, together with the parts of your workspace needed to answer it, to a specialist model provider — named in the data processing agreement — which processes it on our instructions and does not use it for training. The assistant proposes; it never writes to your workspace without you confirming the change first. Like any language model it can be wrong, so check what it proposes before you confirm it — we are not liable for entries you approve.

10. Availability

We aim for the service to be available at all times, but we do not promise uninterrupted availability on the standard plans. Planned maintenance is announced in advance and, where possible, done outside Belgian office hours. Agreed availability levels are possible under an Enterprise agreement.

11. Acceptable use

Do not use Swayro to break the law, to store data you have no right to store, to attack or overload the service, to resell access, or to reverse-engineer it. We may suspend an account that does, after warning you where it is safe to do so.

12. Liability

Nothing in these terms excludes or limits liability for fraud, for our own intentional fault or gross negligence or that of the people working for us, for death or personal injury caused by our negligence, or — other than through force majeure — for not performing the essential obligations of this contract. Subject to that, our total liability in any twelve-month period is limited to the amounts you paid us in that period, and we are not liable for indirect or consequential loss, lost profit, or lost data beyond restoring the most recent available backup.

During a free trial the service is provided as it is. We do our best to keep it working and your data safe, and the first sentence of this section still applies in full.

13. Confidentiality

We treat what is in your workspace as confidential. Our staff and subcontractors access it only when you ask for support, when it is necessary to keep the service running, or where the law requires it.

14. Changes to these terms

We may update these terms. Material changes are announced by email at least 30 days before they take effect, and you may cancel before then if you do not accept them.

15. Law and jurisdiction

Belgian law applies. Disputes we cannot settle between us go to the courts of the Belgian judicial district where Swayro is established.

16. Contact

Questions about these terms: use the contact form on the Swayro site.

Questions about these terms: [email protected].