Terms of Service

Last updated: January 2026

1. Introduction

These Terms of Service (“Terms”) govern your access to and use of Q3Access (“the Platform”), operated by Q3Access B.V. By accessing or using the Platform, you agree to be bound by these Terms. If you do not agree, you must discontinue use of the Platform.

2. Definitions

3. Scope of Service

Q3Access provides operational tools for event organizers, exhibitors, and vendors. Features may include registration management, logistics coordination, communication tools, and other modules. Features may evolve over time as we improve and expand the Platform.

4. Account Registration & Security

Users agree to:

5. Acceptable Use

Users may not:

6. Data & Privacy

Q3Access operates with a privacy‑first philosophy. We do not use cookies for tracking or advertising. All data processing is described in our Privacy Policy.

7. Content Ownership

Users retain ownership of all content they upload. By using the Platform, Users grant Q3Access a non‑exclusive, royalty‑free license to store and process content solely for the purpose of providing the service.

8. Intellectual Property

All branding, design elements, software code, and technology within Q3Access are owned by Q3Access and protected by applicable intellectual property laws. Users may not copy, modify, or distribute Platform materials without written permission.

9. Service Availability

We strive for high availability, but we do not guarantee uninterrupted access. Maintenance, updates, or technical issues may temporarily affect availability. Q3Access is not liable for downtime or service interruptions.

10. Fees & Payments

Some features may require a paid subscription or service agreement. Pricing, billing cycles, and payment terms will be communicated separately. Failure to pay may result in suspension of access.

Certain features of the Platform may require a paid subscription or service agreement. By subscribing, you agree to pay all applicable fees as communicated during signup or onboarding.

10.1 Pricing

All prices are listed in EUR unless stated otherwise. Q3Access may adjust pricing from time to time. Price changes will be communicated in advance and will only apply to future billing cycles.

10.2 Billing Cycle

Subscriptions are billed in advance on a recurring basis (monthly or annually), depending on the plan selected. The billing cycle renews automatically unless cancelled.

10.3 Payment Methods

Users must provide valid payment information. By submitting payment details, you authorize Q3Access to charge all applicable fees to the provided payment method.

10.4 Failed Payments

If a payment fails, Q3Access may attempt to reprocess the charge. If payment remains unsuccessful, access to the Platform may be suspended until the outstanding balance is settled.

10.5 Taxes

Fees may be subject to VAT or other applicable taxes depending on your location. Users are responsible for all taxes associated with their subscription.

11. Cancellation & Termination

11.1 User‑Initiated Cancellation

Users may cancel their subscription at any time. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial billing periods.

11.2 Effect of Cancellation

After cancellation, access to paid features will remain active until the end of the billing cycle. After that, access may be limited or disabled depending on the plan.

11.3 Refund Policy

Q3Access does not offer refunds for:

Refunds may be granted only where required by applicable law.

11.4 Q3Access‑Initiated Termination

Q3Access may suspend or terminate access if a User violates these Terms, fails to pay fees, or engages in harmful or unlawful behavior.

11.5 Data Retention After Termination

Q3Access may retain certain data for legal, operational, or security purposes. Users may request data export prior to termination where applicable.

12. Plan Changes & Upgrades

12.1 Upgrading

Upgrades take effect immediately. Any price difference for the current billing period will be charged on a prorated basis.

12.2 Downgrading

Downgrades take effect at the start of the next billing cycle. Certain features or data may become unavailable after downgrading.

13. Third‑Party Integrations

The Platform may integrate with third‑party tools. Q3Access is not responsible for the availability, security, or performance of third‑party services.

14. Termination

Q3Access may suspend or terminate access if a User violates these Terms, engages in harmful behavior, or poses a security risk. Users may terminate their account at any time by contacting support.

15. Disclaimers

The Platform is provided “as is” without warranties of any kind. Q3Access disclaims all implied warranties, including merchantability, fitness for a particular purpose, and non‑infringement.

16. Limitation of Liability

To the maximum extent permitted by law, Q3Access is not liable for indirect, incidental, consequential, or punitive damages, including loss of revenue, data, or business opportunities.

17. Governing Law

These Terms are governed by the laws of the Netherlands. Any disputes shall be resolved in the competent courts of Amsterdam, unless otherwise required by applicable law.

18. Service Levels & Availability

Q3Access aims to provide a reliable and high‑performance Platform. While we strive for high uptime, we do not guarantee uninterrupted availability. Planned maintenance may occur and will be scheduled outside peak hours whenever possible.

19. Support

Users may contact Q3Access for support via email. Response times may vary depending on the nature of the request. Q3Access does not guarantee specific response times unless otherwise agreed in a separate service agreement.

20. Data Export & Portability

Users may request an export of their data at any time, provided their account is active and in good standing. Data exports are delivered in a commonly used digital format. Q3Access may charge a fee for extensive or custom export requests.

21. Data Security

Q3Access implements reasonable technical and organizational measures to protect user data against unauthorized access, loss, or misuse. However, no system is completely secure, and Q3Access cannot guarantee absolute security.

22. Compliance

Users are responsible for ensuring that their use of the Platform complies with all applicable laws and regulations in their jurisdiction, including data protection, event regulations, and industry‑specific requirements.

23. Event‑Specific Responsibilities

Organizers are solely responsible for the accuracy of event information, exhibitor requirements, logistics data, and any instructions provided through the Platform. Q3Access is not responsible for operational decisions made by organizers or exhibitors.

24. Limitation of Liability (Extended)

To the maximum extent permitted by law, Q3Access’s total liability for any claim arising out of or relating to the Platform shall not exceed the total amount paid by the User in the twelve (12) months preceding the event giving rise to the claim.

25. Force Majeure

Q3Access is not liable for delays or failures caused by events outside our reasonable control, including natural disasters, internet outages, strikes, or government actions.

26. Changes to Terms

We may update these Terms when necessary. The latest version will always be available on this page. Continued use of the Platform constitutes acceptance of updated Terms.

27. Contact

For questions about these Terms, contact us at: info@q3access.com