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PODFY

Legal

Terms of Service

These Terms govern the use of podfy.net (website) and podfy.app (product). They are written to be understandable for operations teams and acceptable to legal and compliance reviewers.

Last updated: 2025-12-10
Provider: PODFY, Van Weede van Dijkveldstraat 25, 2582KP ’s-Gravenhage (The Hague), Netherlands
Primary contact: support@podfy.net
Scope: podfy.net (website) and podfy.app (operational platform)

Chapters

Quick navigation for contracts, legal and security reviewers.

1. Overview

Parties, agreement & hierarchy

These Terms of Service (“Terms”) are a legal agreement between you (“you”, “Customer”, “User”) and PODFY (“we”, “us”). If you use PODFY on behalf of an organisation, you represent that you are authorised to bind that organisation to these Terms.

By accessing or using podfy.net or podfy.app, you agree to these Terms. If you do not agree, you must not use the Services.

If you have signed a separate order form, subscription agreement or Data Processing Addendum (DPA) with PODFY, that document prevails over these Terms where they conflict. These Terms then apply on a supplementary basis.

The Services are intended for business and professional use. Consumer laws may grant additional mandatory rights; these Terms are not intended to limit any rights that cannot lawfully be excluded.

2. Services & scope

podfy.net, podfy.app & related services

2.1 Definitions.

  • “Site” means podfy.net and any subdomains operated by PODFY.
  • “Application” or “Product” means podfy.app and related operational portals and APIs.
  • “Services” means the Site and the Application together.
  • “Customer Data” means any data you or your users provide to the Services, including POD documents, shipment references, and contact details.

2.2 Website (podfy.net).

The Site provides marketing information, documentation, legal pages and contact/demo forms. It does not contain production logistics data.

2.3 Application (podfy.app).

The Application is a SaaS platform for collecting, storing and sharing Proof-of-Delivery documents and related logistics information, including email-based delivery portals and branded PDFs. Details of features and pricing are described on the Site or in your commercial agreement.

3. Acceptable use

What you may and may not do

You may use the Services only in accordance with these Terms and applicable law. In particular, you agree not to:

  • Use the Services in violation of any applicable laws or regulations.
  • Attempt to gain unauthorised access to the Services, Customer Data belonging to others, or underlying infrastructure.
  • Interfere with or disrupt the integrity or performance of the Services (for example via excessive automated requests or malicious payloads).
  • Upload or transmit malicious code, malware, or content that infringes third-party rights.
  • Misrepresent your identity or use the Services for fraudulent or deceptive activity.
  • Use the Services for high-risk activities where failure of the Services could lead directly to loss of life, personal injury, or environmental damage.

4. Intellectual property

Ownership of PODFY IP & customer content

4.1 PODFY IP.

All intellectual property rights in the Services (including software, designs, logos, text, graphics, and documentation) are owned by PODFY or its licensors. These Terms do not transfer ownership to you.

4.2 Customer Data.

You retain ownership of Customer Data. You grant PODFY a non-exclusive, worldwide licence to process Customer Data solely to provide, secure and support the Services, fulfil legal obligations, and as otherwise permitted by these Terms, the Privacy Policy and any applicable DPA.

4.3 Feedback.

If you provide ideas, suggestions or feedback, you grant PODFY a worldwide, perpetual, irrevocable, royalty-free licence to use and incorporate that feedback into the Services without restriction.

4.4 Third-party logos.

Logos of customers or partners displayed on the Site remain the property of their respective owners and are used with permission or legitimate interest. PODFY does not claim ownership over those logos.

5. Privacy & data protection

Roles, Privacy Policy & DPA

PODFY’s processing of personal data is described in the Privacy Policy and, where applicable, a Data Processing Addendum.

  • For Customer Data in podfy.app, your organisation is generally the data controller and PODFY acts as your data processor.
  • For website and account-level data collected via podfy.net or account signup, PODFY is the data controller.

For EU/EEA customers, PODFY offers a DPA with processor obligations and, where relevant, Standard Contractual Clauses. In case of conflict between these Terms and a signed DPA regarding personal data, the DPA prevails.

Use of browser-side storage (cookies and similar technologies) is described in the Cookie Policy.

6. podfy.app

Accounts, configuration & fees

6.1 Accounts & security.

  • You are responsible for keeping login credentials to podfy.app confidential and for actions taken under your accounts, except where caused by PODFY’s breach of these Terms.
  • You will promptly notify PODFY if you become aware of unauthorised access or suspected compromise.

6.2 Configuration & retention.

  • You are responsible for configuring retention periods, access rights and workflows to match your legal and operational requirements.
  • PODFY provides configuration options (for example retention windows and branding) but does not give legal advice on how long you must retain PODs.

6.3 Fees and billing.

If your use of podfy.app is subject to fees, pricing and payment terms are defined in your order form or commercial agreement. Non-payment may result in suspension or termination in line with that agreement.

7. Warranties & liability

Disclaimers, exclusions & limits

7.1 No warranties for free access.

Access to the Site (podfy.net) and any free or trial use of the Services is provided on an “as is” and “as available” basis. To the maximum extent permitted by applicable law, PODFY provides no warranties of any kind, whether express, implied or statutory, including without limitation any implied warranties of merchantability, fitness for a particular purpose, non-infringement, or availability.

7.2 Service warranties for paying customers.

Any service-level or uptime commitments for paid subscriptions are defined in your order form or commercial agreement. These Terms do not expand those commitments.

7.3 Exclusion of certain damages.

To the maximum extent permitted by applicable law, neither party will be liable to the other for any indirect, incidental, consequential, special, exemplary or punitive damages, or for any loss of profits, revenue, goodwill or data, even if advised of the possibility of such damages.

7.4 Overall liability cap.

To the maximum extent permitted by law, PODFY’s aggregate liability arising out of or relating to the Services and these Terms (whether in contract, tort, strict liability or otherwise) is limited to:

  • for purely free use of the Site: zero (0) euros; and
  • for paid subscriptions to podfy.app: the total amount actually paid by you to PODFY for the Services giving rise to the claim in the twelve (12) months immediately preceding the first event giving rise to the claim.

7.5 Non-excludable liability.

The exclusions and limitations above do not apply to liability that cannot be excluded or limited under applicable law (for example, liability for intent, gross negligence, death or personal injury caused by negligence).

Practical summary

For normal website use, PODFY does not accept liability beyond what the law absolutely requires. For paying customers, any remaining liability is capped at recent fees paid and does not include indirect or consequential losses.

8. Indemnity

Your responsibility if you misuse the Services

You agree to indemnify and hold harmless PODFY, its directors, officers, employees and affiliates from any third-party claim, damage, loss, cost or expense (including reasonable legal fees) arising from:

  • your breach of these Terms;
  • your misuse of the Services; or
  • Customer Data you upload that infringes third-party rights or violates law.

9. Beta & trials

Experimental features

From time to time we may offer beta, preview or experimental features (for example, new upload flows or delivery-portal variants). These features:

  • are provided “as is”, without service-level commitments;
  • may be changed or discontinued at any time; and
  • may be subject to additional limitations.

To the extent permitted by law, PODFY has no liability arising from or related to your use of beta or experimental features.

10. Changes & termination

Updating Terms and ending use

10.1 Changes to the Services.

We may modify the Services from time to time (for example, adding multi-file upload or updating the delivery portal) provided that such changes do not materially reduce core functionality for paying customers during a subscription term, unless required by law or security.

10.2 Changes to these Terms.

We may update these Terms periodically. The “Last updated” date at the top reflects the current version. For material changes, we will use reasonable efforts to notify existing customers (for example via email or in-app notice). Your continued use of the Services after the changes become effective constitutes acceptance of the updated Terms.

10.3 Termination.

You may stop using the Services at any time. Termination of paid subscriptions, and any associated data-export options, are governed by your order or commercial agreement.

PODFY may suspend or terminate access if you materially breach these Terms, use the Services in a way that creates an unacceptable risk, or where required by law or competent authority.

11. Law, company & contact

Governing law, company details & contacts

11.1 Governing law & venue.

These Terms are governed by the laws of the Netherlands. Any disputes arising out of or in connection with these Terms will be submitted to the competent courts in The Hague, the Netherlands, unless mandatory law provides otherwise.

11.2 Company information.

  • Entity: PODFY
  • Registered address: Van Weede van Dijkveldstraat 25, 2582KP ’s-Gravenhage (The Hague), Netherlands
  • Chamber of Commerce (KVK): 83714200
  • VAT ID: NL862966851B01

11.3 Contact.

11.4 Miscellaneous.

  • If any provision of these Terms is held invalid, the remaining provisions remain in full force and effect.
  • Failure to enforce a provision is not a waiver of the right to enforce it later.
  • These Terms, together with any applicable order, DPA and commercial agreement, form the entire agreement between you and PODFY regarding the Services.