Terms and conditions

Version of 18 October 2026

Scope

These terms and conditions apply to every quote and every agreement concerning AmmoSuite Register or AmmoSuite Club between:

• AmmoSuite, trading name of Davy Bammens (sole proprietorship), established at Zonhovenstraat 39, 3500 Hasselt, Belgium, registered with the Crossroads Bank for Enterprises under company number BE 0699.928.640, email contact@ammosuite.com (hereinafter "AmmoSuite"); and
• the business, club or organisation that accepts a quote from AmmoSuite (hereinafter "the Customer").

AmmoSuite and the Customer are together referred to as the "Parties". By accepting the Quote, the Customer also accepts these terms. Deviations only apply if they are expressly stated in the Quote.

Article 1 — Definitions

• Quote: AmmoSuite's proposal to the Customer setting out, among other things, the chosen product, the plan, the price, the start date and any specific arrangements.
• Platform: the online software the Customer subscribes to, including updates: AmmoSuite Register (the electronic firearms register for licensed firearms dealers and shooting ranges) and/or AmmoSuite Club (the membership management platform for shooting clubs).
• Environment: the isolated instance of the Platform set up for the Customer, with its own data and settings.
• Users: staff, board members, administrators, members and other persons to whom the Customer grants access to the Environment.
• Customer Data: all data that the Customer or its Users enter into the Environment or have processed in it, including personal data.
• Beta Features: features that AmmoSuite expressly designates as "beta" and that the Customer may choose to enable.
• Test Environment: an environment that AmmoSuite makes available for trying out the Platform.
• Subscription: the plan chosen by the Customer, with the associated features and price as stated in the accepted Quote.

Article 2 — Subject matter

2.1 During the term, AmmoSuite grants the Customer a non-exclusive, non-transferable right to use the Platform for its own business operations or internal functioning, in accordance with the chosen Subscription.

2.2 The Platform is provided as an online service ("software as a service"). The Customer does not receive a copy of the source code and does not install anything on its own servers.

2.3 The agreement consists of the accepted Quote, these terms and conditions and the annex. In the event of conflict, the following order of precedence applies: (1) the data processing agreement (Annex 1) as regards personal data, (2) the Quote, (3) these terms and conditions. The Customer's own terms and conditions do not apply.

Article 3 — Formation and term

3.1 The agreement is formed as soon as the Customer accepts the Quote within its validity period, by signature or by written confirmation (email is sufficient). A Quote is valid for 30 days unless it states otherwise. The agreement starts on the start date stated in the Quote.

3.2 In the Quote, the Customer chooses a monthly or an annual term. The initial term is then one month or twelve months. The agreement is thereafter tacitly renewed each time for the same period, unless a Party gives notice in writing (email is sufficient):

• for a monthly term: at least 14 days before the end of the current month;
• for an annual term: at least 2 months before the end of the current period.

3.3 During the agreement, the Customer may switch from a monthly to an annual term; this takes effect from the following month. Switching from annual to monthly is possible as of the end of the current annual period.

Article 4 — Service delivery and availability

4.1 AmmoSuite sets up the Environment by a date the Parties agree on together, in the Quote or later by email, and provides the features of the chosen Subscription. If, due to AmmoSuite, the Environment is not ready by that date, the start of invoicing is postponed accordingly.

4.2 AmmoSuite makes every effort to keep the Platform available as much as possible, but cannot guarantee uninterrupted operation. This is an obligation of means, not an obligation of result. Planned maintenance is, where possible, announced at least 48 hours in advance and carried out as far as possible outside the Customer's busy periods.

4.3 AmmoSuite makes a daily backup of the Customer Data and retains backups for 30 days.

4.4 AmmoSuite may further develop the Platform and change features. If a feature that the Customer uses in its Subscription is substantially reduced or removed, AmmoSuite will notify the Customer at least 2 months in advance and the Customer may terminate the agreement free of charge as of the date of the change.

Article 5 — Support

5.1 The Customer can request support via contact@ammosuite.com or the support feature in the Platform, in Dutch, French or English.

5.2 AmmoSuite handles requests as quickly as possible, usually within one working day. An outage that makes the Platform unusable for the Customer as a whole is given priority. This is a best effort, not a guaranteed response time.

5.3 Standard support is included in the Subscription. Additional services, such as assistance with an import, data migration or custom work, are offered and charged separately in accordance with the Quote.

5.4 Support is directed at the Customer's administrators. Questions from individual members or other Users are handled through the Customer itself.

Article 6 — Beta Features and Test Environment

6.1 The Customer may enable Beta Features itself (for example the CODA import of bank statements in AmmoSuite Club). They are provided "as is": AmmoSuite may change or discontinue them at any time.

6.2 The Customer checks the results of Beta Features itself, particularly where they modify financial, membership or register data.

6.3 A Test Environment is free of charge and without obligation. AmmoSuite may reset it periodically or discontinue it; retention of the data in it is not guaranteed. The Customer does not use a Test Environment for its actual operations or as a statutory register.

Article 7 — Obligations of the Customer

7.1 The Customer uses the Platform only for lawful purposes and in accordance with this agreement. It does not give access to third parties other than its Users and does not attempt to circumvent the security.

7.2 The Customer is responsible for:

1. the accuracy of the Customer Data it enters;
2. managing who is given access and which rights;
3. compliance with firearms legislation and, for clubs, the rules of their federation. The Platform is a tool: the Customer remains responsible for the accuracy, completeness and timely updating of the registers it is legally required to keep and the notifications it is legally required to make, even if it uses the Platform to do so;
4. its Users keeping their login credentials confidential. AmmoSuite strongly recommends using two-step verification for administrator accounts; the Platform offers it and reminds administrators to use it. AmmoSuite is not liable for damage caused by misuse of Users' login credentials, unless that misuse is attributable to a failure on the part of AmmoSuite.

7.3 If the Customer becomes aware of misuse or a security issue, it reports this to AmmoSuite as soon as possible.

Article 8 — Prices and indexation

8.1 The Customer pays the prices set out in the accepted Quote: the subscription price and any one-off costs (for example onboarding or data migration). All prices are in euros, excluding VAT.

8.2 AmmoSuite may adjust the prices once a year, on the anniversary of the agreement, in line with the change in the consumer price index (formula: new price = base price × new index / base index).

8.3 AmmoSuite will announce any other price increase at least 2 months in advance. The Customer may then terminate the agreement free of charge as of the date on which the increase takes effect.

8.4 If the Customer upgrades to a higher Subscription during the term, the new price applies pro rata from the upgrade. Downgrading to a lower Subscription is possible as of the end of the current period.

Article 9 — Invoicing and payment

9.1 AmmoSuite invoices in advance, monthly or annually depending on the chosen term, by email or, where required by law, via Peppol.

9.2 Invoices are payable within 30 days of the invoice date.

9.3 In the event of late payment, AmmoSuite first sends a reminder. If payment has still not been made 15 days after that reminder:

1. the statutory interest for commercial transactions (Belgian Act of 2 August 2002 on combating late payment in commercial transactions) is due, plus a fixed compensation for recovery costs in accordance with that Act;
2. AmmoSuite may fully suspend access to the Environment, after notice by email at least 7 days in advance. The Customer Data is retained, and access is restored as soon as the outstanding amount has been paid. The subscription price remains due during the suspension.

9.4 If the Customer disputes an invoice, it does so in writing and with reasons within 30 days of the invoice date. The undisputed part remains due.

9.5 If payment has still not been made 30 days after the suspension, AmmoSuite may terminate the agreement by email. Articles 15.2 and 15.3 then apply: the Customer can still export its data for 30 days, after which it is deleted. The outstanding amounts remain due.

Article 10 — Data protection

10.1 For the personal data in the Environment, the Customer is the controller and AmmoSuite the processor within the meaning of the GDPR. AmmoSuite processes that data solely on the Customer's instructions and does not determine how the Customer uses it.

10.2 The arrangements for that processing are set out in the data processing agreement (Annex 1), which forms part of this agreement. It covers, among other things: the purpose and duration of the processing, security measures, sub-processors, notification of personal data breaches within 48 hours of discovery, assistance with data subject requests and what happens to the data after the end of the agreement.

10.3 The Customer itself ensures that there is a legal basis for the processing and informs the data subjects. For AmmoSuite Club, this can be done among other things through the privacy statement the Platform displays for each club.

10.4 AmmoSuite stores the Customer Data in the European Economic Area, on DigitalOcean servers in the Amsterdam data centre (the Netherlands).

Article 11 — Ownership and use of the Customer Data

11.1 The Customer Data remains the property of the Customer. AmmoSuite uses it only to provide the service, give support and secure the Platform.

11.2 AmmoSuite may use anonymised, aggregated usage statistics (for example which features are used and how often) to improve the Platform, provided that no Customer or person can be identified from them.

Article 12 — Intellectual property and confidentiality

12.1 All rights to the Platform (software, design, documentation, the AmmoSuite brand name) remain with AmmoSuite or its licensors. Apart from the right of use under Article 2, the Customer acquires no rights.

12.2 AmmoSuite may freely use suggestions or feedback from the Customer to improve the Platform, without compensation.

12.3 The Customer's logo, name and house style displayed in the Environment remain the Customer's. AmmoSuite may mention the Customer's name as a reference, unless the Customer refuses this in writing.

12.4 The Parties keep each other's confidential information (such as pricing arrangements, security details and the Customer's internal information) secret, during the agreement and for up to 3 years thereafter.

Article 13 — Liability

13.1 AmmoSuite is liable for damage suffered by the Customer as a result of a failure by AmmoSuite to perform this agreement, within the limits of this article.

13.2 AmmoSuite's total liability per calendar year is limited to the amount the Customer paid for the Subscription in the 12 months preceding the event giving rise to the damage.

13.3 AmmoSuite is not liable for indirect damage, such as lost revenue, loss of customers or members or reputational damage, nor for damage caused by incorrect use of the Platform or by inaccurate data entered by the Customer.

13.4 The limitations in 13.2 and 13.3 do not apply in the event of intent, fraud, gross negligence, or damage to life or physical integrity.

13.5 A claim for damages must be notified in writing within 6 months after the Customer discovered the damage.

Article 14 — Force majeure

14.1 Neither Party is liable for a failure due to force majeure: an event beyond its control that it could not reasonably foresee or avoid, such as a large-scale outage at the hosting partner or on the internet, a cyberattack despite reasonable security, fire or a government measure.

14.2 If the force majeure lasts longer than 30 days, either Party may terminate the agreement in writing without compensation. Amounts paid in advance for the period after termination are refunded.

Article 15 — Termination and return of data

15.1 In addition to the notice under 3.2, either Party may terminate the agreement with immediate effect if the other Party fails to remedy a serious breach within 30 days of a written notice of default, or in the event of bankruptcy or liquidation of the other Party.

15.2 After the end of the agreement, the Customer can download a full export of its Customer Data in a common format (such as CSV or Excel) for 30 days. During that period, the Customer has read-only access. If the Customer is legally required to retain its registers for longer, it is responsible for keeping that export itself.

15.3 After those 30 days, AmmoSuite deletes the Customer Data from the production environment; it disappears from backups within the retention period under 4.3. Data that AmmoSuite is legally required to retain (for example invoices to the Customer) is kept for as long as that obligation applies.

15.4 Amounts paid in advance are not refunded if the Customer gives notice, except in the cases under 4.4, 8.3, 14.2 or on termination due to a failure by AmmoSuite.

Article 16 — Final provisions

16.1 AmmoSuite may amend these terms and conditions. It notifies the Customer of an amendment by email at least 2 months in advance; the new version applies from the next renewal period. If the Customer does not agree, it may give notice as of the end of the current period. Other deviations only apply if both Parties accept them in writing.

16.2 If a provision is invalid, the remainder of the agreement remains in force; the Parties replace it with a valid provision that comes as close as possible to the original intent.

16.3 AmmoSuite may transfer the agreement to a successor that takes over the Platform, subject to notification to the Customer. The Customer may not transfer the agreement without AmmoSuite's consent.

16.4 This agreement is governed by Belgian law. The Parties will first seek an amicable solution together. If this does not succeed within 30 days, only the courts of the judicial district of Limburg, Hasselt division (for the enterprise court: Antwerp, Hasselt division) have jurisdiction.

Annex 1 — Data processing agreement

The chosen product, the plan, the prices and any specific arrangements are set out in the Quote. The data processing agreement (Article 28 GDPR) is Annex 1 to these terms and is published on a separate page for each product: DPA AmmoSuite Register and DPA AmmoSuite Club.

This English translation is provided for convenience. In case of any discrepancy, the Dutch version prevails.