Terms of Service

Effective date: February 25, 2026
Last updated: May 11, 2026

These Terms of Service (“Terms”) govern access to and use of the GreenRoot Analytics platform (the “Service”), provided by GreenRoot Analytics B.V. (“GreenRoot”, “we”, “us”).

Business use. GreenRoot is offered for business use. If you use the Service on behalf of a company or other organization, you confirm you are authorized to bind that organization to these Terms.

If you use the Service as a consumer, consumer-protection rules may apply and certain clauses in these Terms may not apply to you.

1) About us

GreenRoot Analytics B.V.
Hoofdweg 136, 9619PH Froombosch, The Netherlands
KVK 99442337
BTW-id NL868993153B01
Contact: contact@greenrootanalytics.com

2) Definitions

2.1. Customer: the organization that purchases, accesses, or uses the Service.

2.2. User: an individual authorized by the Customer to use the Service.

2.3. Customer Content: data and content submitted to the Service by or on behalf of the Customer, including workspace, project, map, journey, survey, participant-list, response, export, and report content.

2.4. Offer: a commercial offer made available by GreenRoot through the Service or pricing pages, such as Free Workspace, Journey Map, Journey Research, Journey Pack, or Extra Research Capacity.

3) Agreement, scope, and applicability

3.1. By creating an account, signing an order form, completing checkout, or using the Service, you agree to these Terms.

3.2. These Terms apply to all offers, agreements, and use of the Service, unless we agree otherwise in writing.

3.3. If you use your own general terms and conditions, they do not apply unless we explicitly accept them in writing.

3.4. If there is a conflict between (i) an order form or written agreement and (ii) these Terms, the order form or written agreement prevails for that conflict.

4) The Service

4.1. The Service is a business platform for creating and managing workspaces, projects, maps, journeys/surveys, participant outreach, analytics, exports, and summaries.

4.2. Features, limits, and available purchase paths depend on the Customer’s current Offer, access state, and configured functionality.

4.3. We may modify or discontinue parts of the Service. We will take reasonable care to avoid unreasonable disruption to paying Customers.

4.4. You are responsible for obtaining and maintaining the equipment, network access, and software needed to use the Service.

5) Accounts and access

5.1. You must provide accurate information and keep it up to date.

5.2. You are responsible for all activity under your account and for keeping credentials confidential.

5.3. You must ensure only authorized Users in your organization access the Service.

5.4. You must promptly notify us if you suspect unauthorized access to your account.

6) Acceptable use

6.1. You agree not to:

• abuse the Service (e.g. spam, automated scraping, credential stuffing);
• upload unlawful content; or
• attempt to bypass security, access restrictions, or rate limits.

6.2. You are responsible for the behavior of your Users and for all Customer Content you upload, submit, or make available through the Service.

6.3. If you use the Service to invite participants/respondents by email, you are responsible for ensuring you are allowed to contact them (including complying with applicable privacy and anti-spam rules) and for the content of your messages.

6.4. The Service may only be used for its intended business purposes and within the functionality, access rights, plan limits, geographic availability, and eligibility rules made available in the Service or agreed with GreenRoot. You must not use the Service in a way that is outside that intended scope, interferes with the Service, circumvents commercial or technical limits, or misrepresents your eligibility to access the Service.

6.5. You must not attempt to bypass, avoid, or interfere with location-based availability rules, eligibility checks, security controls, access restrictions, or similar technical or contractual safeguards. This includes using technical or organizational means to hide, alter, or misrepresent the location or access signals used by the Service.

7) Customer Content and responsibilities

7.1. Customers are responsible for:

• the legality of the surveys, maps, journeys, and other work they create;
• the notices/consents they provide to respondents or participants where required;
• ensuring they have the rights to collect, upload, use, and share Customer Content; and
• ensuring uploaded participant lists and outreach workflows are lawful.

7.2. The Service is not designed for the collection of special category personal data (Article 9 GDPR) or highly sensitive information. Customers should avoid collecting such data, especially in free-text fields.

7.3. As between you and GreenRoot, you retain rights in your Customer Content. You grant GreenRoot a limited license to process Customer Content to provide, secure, maintain, and improve the Service, including delivering emails you trigger, generating exports or summaries you request, and operating related billing and support flows.

8) AI-assisted features

8.1. The Service may include AI-assisted features (for example website-context extraction, guided journey/question/ phase/KPI generation, and executive summary generation). These features may require sending limited Customer Content, report context, or user-supplied public website URLs/content to our AI sub-processor (see the DPA and Sub-processors section in the DPA).

8.2. AI outputs are generated automatically and may contain errors or omissions. You are responsible for reviewing outputs before use or sharing them with others.

8.3. You must not use AI-assisted features to process unlawful content or special category personal data.

9) Privacy and data processing

9.1. We describe how we handle personal data in our Privacy Policy. When we process Customer Content on behalf of a Customer, the Customer is typically the controller and GreenRoot is typically the processor (see our DPA).

9.2. High-level commitments:

• We do not sell personal data.
• We do not use third-party advertising trackers.
• Any optional analytics is only enabled after cookie consent. This may include GreenRoot first-party analytics and consent-gated Google Analytics / Google tag on the public website.

9.3. Related documents:

• Privacy Policy
• Data Processing Addendum (DPA)
• Sub-processors list (included in the DPA)

10) Offers, billing, and payment

10.1. Current self-serve commercial offers may include Free Workspace, Journey Map, Journey Research, Journey Pack, and Extra Research Capacity. The exact offer details, limits, and availability are described in the Service or on the pricing pages.

10.2. Unless expressly stated otherwise, fees are exclusive of applicable taxes, including VAT.

10.3. Current self-serve purchases are generally one-time payments made in advance. If GreenRoot offers a different commercial model under a separate written agreement, that agreement will govern.

10.4. Payments, checkout, billing method updates, tax-ID collection, invoice delivery, and billing-portal functions may be handled by a third-party payment provider such as Stripe. When such a provider is used, payment-card details are processed by that provider and are not stored directly on GreenRoot systems.

10.5. We may change pricing, offer structure, or limits for future purchases or future billing periods. We will provide reasonable notice where required.

10.6. Except where required by law or expressly agreed otherwise in writing, fees already paid are not refundable.

10.7. If checkout is started but not completed or confirmed, access to the corresponding paid functionality may remain unavailable until payment is confirmed.

10.8. For paid workspaces or paid functionality, payment problems may result in a grace period followed by read-only restrictions until billing is resolved. During read-only status, visibility may remain available while editing, invites, response collection, exports, or similar active functions are restricted.

10.9. We may, at our discretion, grant service credits, additional usage capacity, or similar account adjustments as a goodwill measure in appropriate cases, such as service issues, billing issues, or support resolutions. Unless we expressly state otherwise, such credits are non-cash, non-transferable, and may only be used within the Service. Goodwill credits do not limit any rights or remedies that cannot be limited under applicable law.

10.10. Purchased workspace credits are valid for 12 months from the purchase date. Unused purchased credits expire after that period.

10.11. The statutory “right of withdrawal” (herroepingsrecht) for consumers generally does not apply to business-to-business purchases or services.

11) Trial and paid-lifecycle rules

11.1. Free Workspace / trial access is intended to let a Customer test the workflow with limited functionality. Trial limits are described in the Service and may include one-shot or low-volume restrictions.

11.2. If a trial workspace expires, the workspace may remain accessible in read-only mode until the Customer upgrades, billing is otherwise restored, or GreenRoot removes access in accordance with these Terms.

11.3. A paid Journey Research run may have a defined active fieldwork period in the Service. Under the current implementation, fieldwork automatically closes after 90 days unless separately extended. Closed runs may remain visible for analytics/reporting, while response collection, invites, and editing remain closed unless separately re-enabled.

12) Availability, maintenance, and support

12.1. We apply reasonable security measures appropriate for a SaaS platform. Availability targets should be documented separately (e.g. an SLA if offered).

12.2. We may perform maintenance that can temporarily affect availability. Where reasonably possible, we will schedule maintenance to minimize disruption.

12.3. Support is provided as described in the Service or any applicable plan documentation.

13) Intellectual property

13.1. We own all rights in the Service, including software, design, and documentation, except for Customer Content.

13.2. We grant you a limited, non-exclusive, non-transferable right to access and use the Service during the term of your access rights or purchased use period, for your internal business purposes.

14) Confidentiality

14.1. Each party may receive confidential information from the other. A party will use the other party’s confidential information only to perform under these Terms, and will protect it using reasonable measures.

14.2. Confidential information does not include information that is public, independently developed, or lawfully received from a third party without breach of confidentiality.

15) Suspension and termination

15.1. We may suspend or restrict access to a User account or Customer workspace if we reasonably believe:

• your use violates these Terms;
• the Service is being used outside its intended business scope;
• a User or Customer has attempted to bypass location-based availability rules, eligibility checks, security controls, access restrictions, rate limits, or plan limits;
• your use risks harm to the Service, other customers, or respondents;
• payment or billing status requires access restriction under the current Service rules; or
• we are required to do so by law.

15.2. Where reasonably possible, we will limit suspension or restriction to the affected User, workspace, feature, or activity, and we will provide notice explaining the reason. We may act without prior notice where necessary to protect the Service, other customers, respondents, security, legal compliance, or service integrity.

15.3. You may stop using the Service at any time. If a paid service includes an ongoing billing period under a separate agreement, termination takes effect according to that agreement or the relevant Service flow.

15.4. Upon termination or end of access, use of the Service may be disabled and data may be deleted in accordance with the DPA, applicable retention rules, and lawful retention needed for security, fraud-prevention, invoicing, or legal purposes.

16) Disclaimers

To the maximum extent permitted by applicable law, the Service is provided “as is” and “as available”, without warranties of any kind (express or implied), including warranties of merchantability, fitness for a particular purpose, and non-infringement.

17) Limitation of liability

17.1. To the maximum extent permitted by applicable law, we will not be liable for indirect, incidental, consequential, special, or punitive damages, or for loss of profits, revenue, goodwill, business, or data.

17.2. Our total aggregate liability arising out of or relating to the Service will not exceed the fees paid by you to GreenRoot for the Service in the twelve (12) months immediately preceding the event giving rise to the claim (or, if no fees were paid, EUR 100).

17.3. Nothing in these Terms limits or excludes liability that cannot be limited or excluded under applicable law, including liability for intent or deliberate recklessness (opzet of bewuste roekeloosheid).

18) Indemnity

You will indemnify and hold us harmless from third-party claims arising from your Customer Content or your use of the Service in violation of these Terms, except to the extent caused by our breach of these Terms.

19) Force majeure

Neither party is liable for delays or failures caused by events beyond its reasonable control (force majeure), including internet or hosting failures, power outages, strikes, or governmental measures. The affected party will use reasonable efforts to mitigate the impact.

20) Changes

We may update these Terms from time to time. If changes are material, we will provide reasonable notice (for example, by posting an update in the Service or by email). Continued use of the Service after the effective date of an updated version means you accept the updated Terms.

21) Governing law and disputes

These Terms are governed by the laws of The Netherlands. The competent court in the Netherlands will have exclusive jurisdiction to resolve disputes, unless mandatory law provides otherwise.

22) Contact

Questions: contact@greenrootanalytics.com