Terms & Conditions

1. Definitions

In these Terms:

Bewitt, we, us, or our means Bewitt, established in the Netherlands.

Customer, Organizer, you, or your means the organization, business, association, university, community, event organizer, or other legal entity using the Service.

Service means the Bewitt platform, software, websites, dashboards, APIs, event tools, integrations, hosting, and related services provided by Bewitt.

Event means any conference, meeting, seminar, course, community event, digital event, hybrid event, physical event, or other activity created or managed through the Service.

Participant means any attendee, registrant, speaker, sponsor representative, volunteer, visitor, guest, or other individual whose data is processed in connection with an Event.

Event Content means all content, data, materials, media, text, images, logos, registrations, agendas, sessions, feedback, quizzes, missions, rewards, sponsor content, store items, communications, and other materials uploaded to or generated through the Service by or on behalf of the Organizer.

Participant Content means content submitted by Participants, including feedback, quiz answers, uploaded materials, messages, responses, profile information, or other contributions.

Fees means all amounts payable for use of the Service, including base fees, event-day fees, participant fees, custom work, subscriptions, add-ons, and third-party integration costs.

Agreement means these Terms, any accepted order form, quotation, invoice, data processing agreement, written addendum, or other document expressly incorporated by reference.

2. Scope of Service

Bewitt provides a SaaS platform that enables Organizers to create, manage, and operate Events. The Service may include, without limitation:

• event management;
• participant registrations;
• agenda and session management;
• check-ins and QR codes;
• feedback collection;
• quizzes;
• gamification, missions, and rewards;
• event stores;
• sponsor management;
• analytics and reporting;
• domains and subdomains;
• custom branding;
• payment integrations;
• email communications; and
• related administrative tools.

Bewitt provides the technical platform. Bewitt does not organize, promote, supervise, endorse, approve, or assume responsibility for Events unless expressly agreed in writing.

3. Account Registration

To use the Service, you may be required to create an account and provide accurate, current, and complete information.

You are responsible for:

• maintaining the confidentiality of login credentials;
• all activity under your account;
• ensuring that only authorized personnel access the Service;
• promptly updating account and billing information; and
• notifying Bewitt immediately of suspected unauthorized access or security incidents.

Bewitt may refuse, suspend, or terminate accounts where information is inaccurate, misleading, fraudulent, or used in breach of these Terms.

4. Organizer Responsibilities

The Organizer is solely responsible for each Event it creates, manages, or operates through Bewitt.

This includes responsibility for:

• the legality, accuracy, and safety of the Event;
• compliance with applicable laws, regulations, venue rules, permits, and industry standards;
• participant communications;
• obtaining required consents and permissions;
• ensuring that Event Content does not infringe third-party rights;
• managing refunds, attendance policies, event rules, and participant complaints;
• providing accurate Event information;
• complying with consumer, advertising, privacy, tax, accessibility, and payment laws where applicable; and
• ensuring that any rewards, games, quizzes, missions, competitions, or promotions are lawful.

Bewitt is not responsible for Event outcomes, attendance numbers, participant satisfaction, sponsor performance, revenue, cancellations, venue issues, or Organizer decisions.

5. Participant Data

The Organizer determines which Participant Data is collected and how it is used for each Event.

Participant Data may include, depending on the Organizer's configuration:

• names;
• email addresses;
• organization details;
• registration details;
• attendance and check-in records;
• session participation;
• QR code data;
• quiz answers;
• feedback;
• rewards or gamification activity;
• payment-related references;
• communication preferences; and
• analytics data.

As between Bewitt and the Organizer, the Organizer is responsible for having a lawful basis for collecting and using Participant Data, informing Participants properly, handling Participant requests, and obtaining consent where required.

Bewitt processes Participant Data to provide the Service and as otherwise described in the applicable privacy documentation and data processing agreement.

6. Event Content Ownership

The Organizer retains ownership of its Event Content.

By uploading, creating, or submitting Event Content to Bewitt, the Organizer grants Bewitt a worldwide, non-exclusive, royalty-free license to host, store, reproduce, display, transmit, process, and otherwise use that Event Content solely as necessary to provide, secure, support, improve, and operate the Service.

The Organizer represents and warrants that it has all rights, licenses, consents, and permissions necessary to use and submit Event Content through the Service.

7. Acceptable Use

You must not use the Service to:

• violate applicable law or regulations;
• organize illegal, fraudulent, unsafe, or harmful Events;
• infringe intellectual property, privacy, publicity, or other rights;
• upload malware, malicious code, or harmful files;
• attempt to gain unauthorized access to systems or data;
• interfere with the security or operation of the Service;
• send spam or unlawful communications;
• mislead Participants, sponsors, or third parties;
• process sensitive personal data without a valid legal basis and required safeguards;
• conduct unlawful gambling, lotteries, financial promotions, or regulated activities;
• impersonate others;
• abuse payment, reward, or gamification features;
• scrape, copy, reverse engineer, or misuse the platform; or
• use Bewitt in a way that damages Bewitt, other customers, Participants, or third parties.

Bewitt may suspend or restrict access to Events, accounts, or functionality if it reasonably believes there is abusive, illegal, fraudulent, harmful, or security-threatening activity.

8. Pricing and Billing

Unless otherwise agreed in writing, Bewitt's standard self-service pricing for the currency currently shown on this website is:

• €54.00 base fee;
• €5.50 per event day; and
• €0.55 per participant.

All prices are exclusive of VAT and other applicable taxes unless expressly stated otherwise.

Events above 500 participants may require a custom agreement, quotation, additional operational review, support arrangement, or separate pricing.

Bewitt may offer additional paid features, custom branding, integrations, support packages, implementation work, custom domains, or development services subject to separate pricing.

9. Subscription and Event Fees

Fees may be charged per Event, per subscription period, per participant, per event day, or according to an accepted quotation or order form.

Participant-based fees may be calculated using registrations, imported Participants, checked-in Participants, active Participants, or another metric specified in the applicable order or invoice.

Event-day fees may be calculated based on the scheduled duration of the Event, including setup, live, or operational days where applicable.

Bewitt may charge additional Fees where the Organizer exceeds agreed limits, adds functionality, requests custom work, or uses paid third-party services.

10. Payment Terms

Invoices are payable within the payment period stated on the invoice or order form. If no payment period is stated, invoices are payable within 14 days of the invoice date.

Bewitt may require advance payment, automatic payment, payment card details, or payment through a third-party payment provider.

Late payments may result in:

• suspension of access;
• withholding of support;
• statutory commercial interest where applicable;
• reasonable collection costs; and
• termination of the Agreement.

The Organizer is responsible for all taxes, levies, duties, and payment provider charges applicable to its use of the Service.

11. Refund Policy

Fees are non-refundable unless expressly required by law or agreed in writing.

No refund is owed for:

• unused features;
• unused capacity;
• reduced attendance;
• Organizer cancellation;
• Participant no-shows;
• Event postponement;
• dissatisfaction with Event outcomes;
• third-party service failures outside Bewitt's control; or
• failure by the Organizer to configure or use the Service properly.

Custom development work, implementation services, custom integrations, custom branding, custom domain configuration work, consultancy, and other bespoke work are non-refundable once started.

12. Event Cancellation

The Organizer is solely responsible for cancelling, postponing, rescheduling, or modifying Events and for communicating this to Participants, sponsors, venues, suppliers, and other stakeholders.

Bewitt is not responsible for Organizer cancellation policies, ticket refunds, participant claims, travel costs, venue costs, sponsorship commitments, or other Event-related losses.

If an Event is cancelled, Fees remain payable unless Bewitt agrees otherwise in writing.

Bewitt may cancel, disable, suspend, or remove an Event from the Service where required by law or where Bewitt reasonably believes the Event is illegal, fraudulent, abusive, harmful, misleading, or in breach of these Terms.

13. Custom Domains

Bewitt may support custom domains or subdomains for Events.

The Organizer is responsible for:

• owning or controlling the domain;
• configuring DNS records correctly;
• maintaining domain registration;
• renewing domain names;
• avoiding trademark infringement;
• ensuring lawful use of the domain; and
• coordinating with its DNS provider.

DNS propagation delays, registrar errors, certificate delays, DNS provider outages, incorrect records, domain expiry, and related issues are outside Bewitt's control.

Bewitt may reject or remove domains that are unlawful, misleading, infringing, abusive, or technically unsafe.

14. Third-Party Integrations

The Service may integrate with third-party services such as payment processors, cloud infrastructure providers, email providers, DNS providers, analytics tools, authentication providers, or other external platforms.

Examples may include Stripe, AWS, email delivery providers, DNS providers, and similar services.

Third-party services are governed by their own terms, policies, pricing, security measures, and availability commitments. Bewitt is not responsible for third-party outages, errors, delays, data loss, pricing changes, service changes, or discontinuation.

The Organizer is responsible for configuring and using third-party integrations lawfully and for maintaining any required third-party accounts.

15. Availability and Service Interruptions

Bewitt aims to provide a reliable Service but does not guarantee uninterrupted or error-free availability unless a separate written service level agreement applies.

The Service may be interrupted due to:

• maintenance;
• upgrades;
• security work;
• hosting provider issues;
• internet or network failures;
• third-party outages;
• DNS issues;
• force majeure events;
• misuse or overload;
• legal or regulatory requirements; or
• emergency security measures.

Bewitt is not liable for Service interruptions, delays, or reduced functionality caused by events outside its reasonable control.

16. Maintenance Windows

Bewitt may perform scheduled or emergency maintenance to improve, secure, repair, or update the Service.

Where reasonably practicable, Bewitt will schedule maintenance to minimize disruption and may provide advance notice for planned maintenance.

Emergency maintenance may be performed without prior notice where necessary to protect the Service, customers, Participants, data, or systems.

17. Intellectual Property

Bewitt and its licensors own all rights, title, and interest in and to the Service, including the platform, software, source code, object code, databases, architecture, designs, user interfaces, workflows, documentation, branding, trademarks, trade names, logos, know-how, analytics models, and underlying technology.

No rights are transferred to the Organizer except for the limited right to access and use the Service during the Agreement in accordance with these Terms.

The Organizer must not copy, modify, reverse engineer, decompile, sell, sublicense, lease, or create derivative works from the Service except to the extent expressly permitted by mandatory law.

18. User-Generated Content

Participants retain ownership of their own Participant Content, subject to any rights they grant to the Organizer under the Organizer's event terms, registration terms, privacy notice, or other applicable arrangements.

The Organizer is responsible for moderating, reviewing, removing, and responding to Participant Content where appropriate.

Bewitt may remove or restrict Event Content or Participant Content if it reasonably believes the content is unlawful, harmful, infringing, abusive, technically unsafe, or in breach of these Terms.

Bewitt is not required to monitor all content but may do so to operate, protect, and enforce the Service.

19. Privacy and GDPR

The parties will comply with applicable data protection laws, including the General Data Protection Regulation, where applicable.

For Participant Data processed on behalf of the Organizer, the Organizer generally acts as controller and Bewitt acts as processor.

The Organizer is responsible for:

• identifying a lawful basis for processing;
• providing privacy notices to Participants;
• obtaining consent where required;
• handling data subject requests;
• determining retention periods;
• ensuring data accuracy;
• avoiding unnecessary collection of sensitive data;
• ensuring lawful international transfers where applicable; and
• ensuring that its Event configuration complies with privacy law.

Bewitt may process certain data as an independent controller, including account administration data, billing data, security logs, platform analytics, and communications with Customer personnel, as described in Bewitt's privacy notice.

20. Data Processing Agreement Reference

Where Bewitt processes personal data on behalf of the Organizer, the parties will enter into or be bound by Bewitt's Data Processing Agreement.

The Data Processing Agreement forms part of the Agreement and sets out, among other things:

• the subject matter and duration of processing;
• the nature and purpose of processing;
• the categories of personal data;
• the categories of data subjects;
• subprocessors;
• security measures;
• assistance with data subject requests;
• breach notification obligations;
• deletion or return of data; and
• audit and compliance arrangements.

If there is a conflict between these Terms and the Data Processing Agreement regarding processing of personal data, the Data Processing Agreement prevails for that subject matter.

21. Security Responsibilities

Bewitt will implement appropriate technical and organizational measures designed to protect the Service and personal data processed through it.

The Organizer remains responsible for:

• secure account administration;
• strong passwords and access controls;
• managing user permissions;
• removing access for former staff or contractors;
• secure configuration of Events;
• lawful and secure exports of data;
• secure handling of QR codes and registration links;
• protecting downloaded reports;
• verifying third-party integrations; and
• promptly reporting suspected security incidents.

Bewitt is not responsible for security incidents caused by the Organizer's systems, devices, personnel, credentials, integrations, configurations, or instructions.

22. Limitation of Liability

To the maximum extent permitted by applicable law, Bewitt is not liable for:

• lost profits;
• lost revenue;
• lost business;
• lost goodwill;
• loss of anticipated savings;
• loss or corruption of data, except where caused by Bewitt's proven breach of these Terms;
• indirect, consequential, special, punitive, or incidental damages;
• Event outcomes;
• reduced attendance;
• participant dissatisfaction;
• sponsor disputes;
• venue issues;
• third-party service failures; or
• Organizer communications, policies, or decisions.

Bewitt's total aggregate liability arising out of or in connection with the Agreement is limited to the total amount paid by the Customer to Bewitt during the 12 months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits liability where such exclusion or limitation is not permitted by applicable law, including liability for intent, deliberate recklessness, or mandatory statutory liability.

23. Indemnification

The Organizer will indemnify and hold Bewitt harmless from and against claims, damages, losses, liabilities, fines, penalties, costs, and expenses arising from:

• the Organizer's Events;
• Event Content;
• Participant communications;
• unlawful processing of Participant Data;
• failure to obtain required consents;
• infringement of third-party rights;
• misuse of the Service;
• breach of these Terms;
• breach of applicable law; or
• disputes with Participants, sponsors, venues, suppliers, or other third parties.

Bewitt will promptly notify the Organizer of relevant claims where reasonably practicable and may participate in the defense of any claim.

24. Force Majeure

Bewitt is not liable for delay or failure to perform caused by circumstances beyond its reasonable control, including:

• natural disasters;
• war, terrorism, civil unrest, or public emergency;
• epidemics or pandemics;
• government action;
• labor disputes;
• internet, hosting, cloud, DNS, or telecommunications failures;
• cyberattacks;
• power outages;
• third-party provider failures;
• payment network failures;
• email delivery failures; or
• other events outside Bewitt's reasonable control.

Performance obligations are suspended for the duration of the force majeure event.

25. Suspension and Termination

Bewitt may suspend or terminate access to the Service if:

• Fees are overdue;
• the Organizer breaches these Terms;
• the Organizer uses the Service unlawfully or abusively;
• an Event is fraudulent, harmful, unsafe, or illegal;
• continued access creates security, legal, financial, or reputational risk;
• required by law or authority; or
• the Organizer becomes insolvent or ceases business.

The Organizer may stop using the Service at any time, but remains responsible for Fees incurred before termination.

Upon termination, Bewitt may disable access to the account and Events. Data export and deletion will be handled in accordance with the Agreement, Data Processing Agreement, and applicable law.

26. Export and Sanctions Compliance

The Organizer must comply with applicable export control, trade sanctions, anti-money laundering, and anti-corruption laws.

The Organizer must not use the Service for or on behalf of sanctioned persons, entities, countries, or activities, or in a manner that would cause Bewitt to violate applicable sanctions or trade restrictions.

Bewitt may suspend or terminate access where it reasonably believes use of the Service may breach export controls or sanctions laws.

27. Changes to the Service

Bewitt may modify, improve, update, discontinue, or replace features of the Service from time to time.

Bewitt will use reasonable efforts to avoid materially reducing core functionality during an active paid Event. However, changes may be necessary for security, legal compliance, technical reliability, product development, or third-party dependency reasons.

Bewitt is not liable for changes made by third-party providers or for the discontinuation of third-party integrations outside Bewitt's control.

28. Changes to the Terms

Bewitt may update these Terms from time to time.

For material changes, Bewitt will provide reasonable notice, for example by email, account notification, or publication through the Service.

Updated Terms apply from the effective date stated in the notice or, if no date is stated, from publication.

If the Organizer does not agree to material changes, the Organizer may stop using the Service before the changes take effect. Continued use after the effective date constitutes acceptance of the updated Terms.

29. Governing Law

These Terms and the Agreement are governed by the laws of the Netherlands, excluding conflict-of-law rules that would require another law to apply.

30. Dispute Resolution

The parties will first attempt to resolve disputes in good faith through commercial escalation.

If no resolution is reached within a reasonable period, disputes will be submitted to the competent court in the Netherlands for the district where Bewitt has its registered office, unless mandatory law requires another competent court.

31. Contact Information

Questions about these Terms may be sent to: