Draft of 8 November 2026. Text in [brackets] is still to be completed. In case of discrepancy, the Dutch text prevails.
| Term | Meaning |
|---|---|
| Shifora | The online service for work schedules, availability, leave, messages and documents, available at www.shifora.be and in the accompanying app. |
| Operator | Bart Massaer, sole trader trading as Massaer Digital, Leeuwerikstraat 21, 9000 Ghent, Belgium, company number 1044.562.217, info@shifora.be. |
| Organisation | The company, department or association that uses Shifora and has been created as an organisation in Shifora. |
| Administrator | The natural person who manages the organisation in Shifora and acts on its behalf. |
| User | Any person whom the organisation invites or allows to use Shifora. |
| Plan | The package in which the organisation uses Shifora: Free, Paid or Custom. |
| Subscription | The paid plan, billed monthly through our payment partner. |
| Custom agreement | A separate written agreement for the Custom plan. |
| Customer data | All data that the organisation or its users enter in Shifora or have processed by it. |
| Data processing agreement | The arrangements on processing personal data in article 7, which form part of these terms. |
| AI features | Features that use a third party's language model, such as the assistant Shifoor and the schedule proposal. |
2.1. These terms apply to every use of Shifora, in every plan. The administrator accepts them on behalf of the organisation when creating the organisation or when changing plans.
2.2. For the Custom plan, the arrangements in the custom agreement also apply. In case of conflict, the custom agreement prevails.
2.3. The organisation's own terms and conditions do not apply, even if they are sent along with an order or invoice.
2.4. The organisation ensures that its users comply with these terms and is responsible for their use of Shifora.
3.1. For the duration of use, the operator grants the organisation a personal, non-exclusive and non-transferable right to use Shifora for its own internal operations.
3.2. The features per plan are listed on the pricing page of shifora.be. In the Free plan, an organisation can have up to 15 active people. The operator may change what each plan offers; a feature used by a paying organisation is not removed without at least 30 days' prior notice.
3.3. Each user signs in with their own account, except participants without an account in a date poll (article 3bis). Sign-in details are personal and are not shared. The organisation informs the operator immediately of any misuse or suspected misuse.
3.4. It is not permitted to use Shifora in breach of the law, to circumvent its security, to copy or replicate Shifora, or to load it so heavily that other organisations are affected.
3.5. In case of a serious breach, the operator may temporarily restrict access, after notifying the administrator or, if the situation is urgent, immediately with notice afterwards.
3bis.1. Shifora includes a date poll and votes. An organisation may also use Shifora only for these, in the Free plan.
3bis.2. Anyone who receives the link to a date poll can reply without an account and only enters a name. That participant is not a user within the meaning of these terms; their replies are customer data of the organisation (article 7).
3bis.3. The organisation shares links only with those who may take part and deletes a date poll or vote it no longer needs.
3bis.4. The operator may limit the number of open date polls and votes per organisation in the Free plan, and disable a link in case of misuse.
4.1. The operator keeps Shifora up to date with updates, improvements and bug fixes. Planned maintenance takes place outside office hours as far as possible and is announced in advance if it noticeably interrupts the service.
4.2. Every user can report a question, bug or idea through "Help and feedback" in Shifora. In the Free plan this comes without a response time. In the Paid plan the operator replies within 2 working days. In the Custom plan help is also available via WhatsApp, with further arrangements in the custom agreement. No plan includes telephone support.
4.3. The operator aims for high availability but guarantees no minimum in the Free and Paid plans. Shifora relies on external services (see article 7) whose outages are beyond the operator's control.
4.4. Training, data entry and custom development are not part of support, unless agreed in a custom agreement.
4.5. The administrator can grant the operator support access. The operator can then view the organisation's data for 7 days, without changing it. Every view is logged and visible to the administrator, who can revoke the access at any time. When an organisation starts on the Custom plan, the operator turns this access on for 30 days, as agreed in the custom agreement.
5.1. The Free plan costs nothing. For the Paid plan, the price per active user on the pricing page at the time of subscribing applies; for the Custom plan, the price in the custom agreement. Prices exclude VAT unless stated otherwise.
5.2. The subscription is charged monthly in advance through our payment partner Stripe. If active users are added or removed during the month, this is settled per day on the next invoice. The administrator manages payment details, invoices and VAT number in the customer portal.
5.3. If a payment fails, Stripe retries it and the administrator is notified. If payment is still not received, the organisation returns to the Free plan after 14 days. No data is lost; features beyond the Free plan simply become unavailable.
5.4. The operator may change the price of the Paid plan with at least 30 days' prior notice. Anyone who does not agree can cancel before the new price takes effect.
5.5. AI features are included within the fair use stated on the pricing page. Beyond that, the operator may limit the AI features or offer an extension.
6.1. The Free plan runs for an indefinite period. The subscription runs monthly and renews automatically for another month each time.
6.2. The administrator cancels the subscription in the customer portal. Cancellation takes effect at the end of the current month; a month that has started is not refunded. The organisation then continues in the Free plan.
6.3. The organisation can have its organisation and all its data deleted at any time. A user can delete their own account.
6.4. The operator can end the use with at least 60 days' prior notice, or immediately in case of a serious breach that has not been remedied within 15 days of a reminder.
6.5. After use ends, the administrator can still download the data for 30 days. If the administrator schedules deletion of the organisation, they can still download and cancel until the deletion, 14 days later. After that the data is deleted, except what the law requires to be kept, such as invoices; a backup keeps it a short while until it is replaced. An organisation in the Free plan that has not been used for 12 months may be deleted after notice to the administrator; that never happens without that notice.
7.1. Customer data remains the property of the organisation. The operator uses it only to provide, secure and improve Shifora, and never sells it.
7.2. For personal data, the organisation is the controller and the operator the processor within the meaning of the GDPR. The operator processes personal data only on the organisation's instructions, as shown by its use of Shifora; imposes confidentiality on staff and subcontractors; takes appropriate technical and organisational measures, including encrypted connections, separation per organisation in the database and backups; reports a personal data breach to the administrator without undue delay and no later than 48 hours after discovery; assists the organisation with requests from data subjects, such as access, rectification and erasure; makes available the information needed to demonstrate its compliance and allows audits by the organisation, on reasonable prior notice; and deletes or returns the data after use ends in accordance with article 6.5.
7.3. The organisation consents to the subprocessors listed below. A new subprocessor is announced 30 days in advance; the organisation may object on reasonable grounds and in that case cancel.
7.4. Transfers outside the European Economic Area take place only with appropriate safeguards, such as the European Commission's standard contractual clauses or the EU-US Data Privacy Framework.
7.5. The organisation decides which data it puts in Shifora and asks users only for data needed for planning. It does not enter health data, neither of patients nor of colleagues, not even in free text or as the reason for an absence. If it nevertheless needs special-category data, it first agrees this with the operator.
7.6. How the operator itself processes personal data of administrators and visitors is described in the privacy statement on shifora.be/privacy.
7.7. Subject matter and purpose of the processing: providing Shifora to the organisation for planning work, availability, leave, hours, messages and documents. Data subjects: the organisation's users, invited persons and participants without an account in a date poll. Types of data, depending on what the organisation enters: name, email address, mobile number, date of birth, address, job title, emergency contact, photo, schedule, availability wishes, leave, hours, messages, documents and evaluations. Duration: the duration of use, with article 6.5.
| Subprocessor | Role | Location |
|---|---|---|
| Supabase | Database, sign-in, files | [EU region to be checked] |
| Vercel | Website hosting and the computing for the schedule solver | EU and US |
| Resend | Sending email | US |
| Stripe | Payments (Paid plan only) | EU and US |
| Anthropic | AI features | US |
| Notion | Integration, only for Custom organisations that use it | US |
| Cloudflare | Bot check when signing up, monitoring of scheduled tasks | EU and US |
| WhatsApp (Meta) | Messages, only for Custom organisations that chose it | EU and US |
8.1. Shifora, the software, the name, the logo and the documentation remain the property of the operator. The right of use in article 3 grants no other right.
8.2. The operator may freely use ideas and suggestions from the organisation or its users to improve Shifora, without compensation.
8.3. The operator may use anonymised and aggregated usage figures, such as the number of organisations or shifts, provided they cannot be traced to a person or organisation.
9.1. Both parties keep the other party's confidential information secret and use it only to perform these terms. Customer data is always confidential.
9.2. This does not apply to information that is already public, that a party lawfully received from a third party, or that it must disclose under the law or a court decision.
9.3. Confidentiality continues to apply until 5 years after use ends.
10.1. In the Free plan, every organisation can try the assistant Shifoor on a limited basis. The administrator can switch off AI features for the organisation; no data is then sent to the AI provider.
10.2. When used, Shifora sends only the data needed for the request, such as the schedule of the month concerned. The AI provider does not use that data to train its models.
10.3. Answers and proposals from AI features may contain errors. Shifora carries out nothing without the user's confirmation; the user remains responsible for what they confirm.
11.1. The operator provides Shifora with the care of a diligent service provider. This is an obligation of means: the operator does not guarantee that Shifora always works without errors or interruptions.
11.2. Shifora is a planning tool. The organisation remains responsible for its schedule, the staffing of its department and compliance with labour rules.
11.3. The operator is not liable for indirect damage, such as lost profits, loss of data the organisation could have kept itself, or damage resulting from a schedule the organisation approved.
11.4. The operator's total liability per year is limited to the amounts the organisation paid in the 12 months before the event. In the Free plan it is limited to 100 euros.
11.5. These limitations do not apply in case of intent, fraud or gross negligence, nor where the law prohibits them. Liability for the operator's essential obligations is never excluded entirely; it remains limited to the amount in 11.4.
11.6. Neither party is liable for force majeure, such as an outage at a subprocessor, a network failure or a cyberattack despite reasonable measures.
12.1. The operator may change these terms. A material change is announced to the administrator at least 30 days in advance. Anyone who does not agree can cancel before the effective date; otherwise the new terms apply.
12.2. Notices are given through Shifora or by email to the administrator's address, or to info@shifora.be or Massaer Digital, Leeuwerikstraat 21, 9000 Ghent, Belgium.
12.3. If a provision proves invalid, the other provisions remain in force. The parties replace the invalid provision with a valid one that comes as close to it as possible.
12.4. The organisation may not transfer its rights without the operator's consent. The operator may transfer Shifora and this agreement to a successor who takes over the same obligations.
12.5. These terms exist in Dutch, English and French. In case of discrepancy, the Dutch text prevails.
12.6. These terms are governed by Belgian law. Disputes are submitted to the courts of Ghent.
