Capcount Terms and Conditions

Version 2, 15 October 2026

These terms apply between Olcon bv, Calleboutstraat 18, 2890 Puurs-Sint-Amands, Belgium, company number BE 0654.862.440 ("Capcount", "we") and the club or association that creates a Capcount account ("the club"). Whoever creates a club declares that they are authorised to represent the club.

1. The service

Capcount is a web app to keep track of members' drinks, balances and payments. Capcount does not handle money itself. Payments between members and the club take place outside Capcount, and the club remains responsible for its own cash.

2. Account and access

• The person who creates the club becomes its administrator. They decide who gets access and which role.
• Every user logs in with their own Google account and keeps it secure.
• The club makes sure that only people who need access have it, and updates this when someone leaves.
• Capcount support has administrator rights in every club, only to help with problems.

3. Use

The club uses Capcount only for its intended purpose. It is not allowed to:

• enter data that is not needed, such as dates of birth, addresses or health data;
• use the service for anything unlawful, such as serving alcohol to minors in breach of the law;
• misuse or overload the service, or try to access other clubs' data.

4. Price

The first month after creating a club, Capcount is free. After that Capcount costs €59.99 per club per year for a club with up to 100 members, and €99.99 per year for a club with more than 100 members (amounts including VAT), unless agreed otherwise. We announce new prices at least 2 months in advance. If the club does not wish to continue, it can stop free of charge.

Payment is made through our payment partner Mollie (Bancontact, iDEAL, card or direct debit). The first payment starts an annual subscription that renews automatically every year until the club stops it. If the club already pays during the free month, the first paid year only starts after the free month. The amount for the next year depends on the number of members at the time of renewal. If the free month or the paid year ends without payment, the club can no longer use Capcount until it pays. The data is kept.

5. Data and privacy

• The data the club enters remains the club's. It can export it at any time.
• For its members' data the club is the controller and Capcount is the processor. The data processing agreement in the annex forms part of these terms.
• How we handle data is described in the privacy policy.

6. Availability

We do our best to keep Capcount available at all times, but we cannot guarantee it. Maintenance or outages at our hosting partner may interrupt the service temporarily. We advise the club to export the log regularly.

7. Liability

• Capcount is not liable for cash shortfalls, incorrectly entered data or arrangements between the club and its members.
• Our liability is in any case limited to the amount the club paid in the last 12 months. During the free month Capcount is not liable, to the extent permitted by law.
• This limitation does not apply in case of intent or gross negligence.

8. Stopping

• The club can stop the subscription at any time in the app (Manage > Subscription). Nothing more is then charged and the club stays open until the end of the paid year.
• The club can stop at any time by emailing support@capcount.eu or with the "Delete club" button in the app. The subscription is then stopped immediately. Amounts already paid are not refunded.
• We can suspend or terminate an account in case of serious misuse or non-payment, after a warning.
• After stopping, we erase the club's data within 30 days. The club first gets the chance to export it.

9. Changes

We may change these terms. We announce important changes to the administrators at least 30 days in advance. Anyone who continues to use Capcount after that accepts the new terms.

10. Law and disputes

These terms are governed by Belgian law. We first try to resolve disputes together. If that fails, the courts of Antwerp, Mechelen division, have jurisdiction.

Contact

support@capcount.eu

This translation is provided for convenience. In case of conflict, the Dutch version prevails.

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Annex: Data Processing Agreement

Annex to the Terms and Conditions, version 1, 13 October 2026

This agreement applies between the club that uses Capcount (controller) and Olcon bv, Calleboutstraat 18, 2890 Puurs-Sint-Amands, Belgium, company number BE 0654.862.440 (processor). It complies with Article 28 of the General Data Protection Regulation (GDPR). The club accepts it together with the Terms and Conditions.

1. Subject

Purpose	Keeping track of drinks, balances, top-ups and payments of the club's members
Data subjects	Members of the club (often minors), leaders and board
Data	Name, group, balance, transactions with date and time, role, email address of those who log in
Special categories	None. The club does not enter any.
Duration	As long as the club uses Capcount, plus at most 30 days for erasure

2. Obligations of the processor

The processor:

1. processes the data only on the club's documented instructions. Using the app in accordance with the terms counts as an instruction;
2. ensures that everyone with access to the data is bound by confidentiality;
3. takes appropriate technical and organisational measures (article 3);
4. helps the club respond to requests from data subjects, such as access or erasure;
5. notifies the club of a data breach without undue delay and at the latest within 48 hours of discovering it, with the information the club needs to report it;
6. helps the club, where reasonable, with a data protection impact assessment;
7. erases or returns all data at the end of the agreement, at the club's choice;
8. gives the club all information needed to demonstrate compliance with these obligations, and allows a reasonable audit.

3. Security

• Encrypted connection (https) for all traffic.
• Access per club and per role, enforced in the database rules.
• Login only via a Google account.
• A log that cannot be changed afterwards.
• Database stored in the EU (Google Cloud, region europe-west1, Belgium).
• Support access used only to solve problems.

4. Sub-processors

The club authorises this sub-processor:

Sub-processor	Service	Location	Safeguard
Google (Firebase, Google Cloud)	Hosting, database, login	Database in the EU (europe-west1, Belgium); login data possibly outside the EU	Firebase Data Processing and Security Terms, EU-US Data Privacy Framework and standard contractual clauses

We announce new sub-processors at least 30 days in advance. The club can object and, if we find no solution, stop free of charge.

5. Obligations of the club

The club:

• enters only data that is needed and has a legal basis for it;
• informs its members, and for minors their parents, that it uses Capcount;
• manages who has access and revokes access when someone leaves;
• handles requests from members and reports data breaches to the supervisory authority itself where required.

6. Liability

Liability follows article 7 of the Terms and Conditions, except where the GDPR provides otherwise.

7. End

This agreement ends when the club stops using Capcount. Articles that by their nature continue, such as confidentiality and erasure, remain in force.

Contact

support@capcount.eu