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Terms of sale

General terms and conditions of sale

These terms govern the subscription to and use of Airstack 360, online maintenance software for refrigeration and air conditioning, heating, plumbing and electrical professionals. Version of 15 October 2026.

Purpose and eligible customers

  • These terms and conditions of sale govern the subscription to and use of Airstack 360, online software (SaaS) published by BE COOL TECHNICS SRL.
  • Airstack 360 is intended exclusively for professionals (companies and self-employed persons) acting in the course of their business. It is not intended for consumers. By signing up, the customer declares that it is acting in a professional capacity.
  • The customer accepts these terms when signing up or subscribing. The applicable version is dated at the top of this page and remains available at this address.

Publisher and seller

  • BE COOL TECHNICS SRL, Boulevard Bischoffsheim 39/4, 1000 Brussels, Belgium.
  • Company / VAT number: BE 1010.075.846.
  • Contact: support@airstack360.com.

Service

  • Airstack 360 provides tools to manage customers, equipment, jobs, contracts, PDF reports, scheduling and stock, as well as registers and obligations specific to each trade and each country.
  • The service is used in a web browser. An internet connection is required to synchronise data; offline mode allows work to continue temporarily.
  • Features may change to improve the service, without removing the main purpose of the subscribed plan.

Regulatory obligations

  • The obligations, intervals and reminders suggested by the app (for example F-Gas Regulation (EU) 2024/573, electrical inspections or boiler servicing) are given for information only.
  • They are based on the information entered by the customer and on regulatory monitoring that may be incomplete or out of date. They do not constitute legal advice.
  • The customer alone remains responsible for determining and complying with the obligations that apply to its installations, and for checking the documents produced before using them.

Free trial

  • A 30-day free trial, with no credit card and no commitment, gives access to every feature.
  • If no subscription is taken at the end of the trial, the account becomes read-only: data can still be viewed and exported but can no longer be modified.
  • Only one trial is granted per company. In case of abuse, in particular by creating multiple accounts, access may be refused or withdrawn.

Prices and payment

  • Prices are shown in euros excluding VAT on the Pricing page. They depend on the chosen plan and the number of users.
  • VAT is applied according to the customer's country and status. For a business customer established in another EU Member State with a valid VAT number, the reverse-charge mechanism applies.
  • Payment is made by card through Stripe, in advance, for the chosen period (month or year). An invoice is made available for each payment.
  • Any price change is announced at least 30 days in advance and applies from the following period. The customer may cancel before it takes effect.

Term, renewal and cancellation

  • The subscription is taken out for one month or one year and renews automatically for the same period. The customer is notified by email at least 30 days before a yearly subscription renews.
  • The customer may cancel at any time from the subscription settings in the app. Cancellation takes effect at the end of the current period; full access remains until that date.
  • Amounts paid for the current period are not refunded, unless the law provides otherwise.
  • When upgrading to a higher plan, the difference is charged pro rata. When downgrading to a lower plan, the difference is credited against future invoices; it is not refunded.

Late or failed payment

  • If a payment fails, the customer is notified and asked to update the payment method.
  • If payment is not settled, access may be limited to read-only or suspended, without immediate deletion of data.

Account and acceptable use

  • The customer is responsible for the accuracy of the information provided, the confidentiality of its credentials and the use of the service by its users. The number of users is limited according to the subscribed plan.
  • The following are prohibited: any unlawful use, any attempt at unauthorised access, reselling or making the service available to third parties, and any action intended to disrupt its operation.
  • In case of serious breach, access may be suspended after a formal notice that remains without effect, or immediately if the security of the service or of other customers is at risk.

Customer data

  • The customer remains the owner of the data entered in the app (customers, equipment, reports, photos, signatures, refrigerant movements, documents) and is responsible for its accuracy.
  • The customer can export a complete backup of its data from the app at any time: a re-importable ZIP file containing its data, photos and documents, plus a copy readable in a spreadsheet. It is encouraged to do so regularly and to keep its own copies outside the app.
  • The customer remains solely responsible for keeping the registers and documents required of it by regulations (in particular F-Gas registers, certificates and service reports), including by keeping a copy outside the app.

Personal data protection

  • For the personal data the customer records in the app, the customer is the controller and BE COOL TECHNICS SRL acts as processor within the meaning of Article 28 GDPR.
  • The terms of this processing are set out in the “Data processing agreement” annex below, which forms part of these terms.
  • Data about the customer itself (account, payment through Stripe, support exchanges) is processed according to the privacy policy.

Airstack support access (opt-in)

  • Some support operations may require temporary access to the customer's account.
  • This access is never enabled by default: it requires an explicit request, activation or approval from the customer.
  • The customer may revoke this access at any time. It is limited to diagnosis, incident resolution, setup assistance or the requested maintenance.

Availability and maintenance

  • BE COOL TECHNICS SRL uses reasonable means to ensure the availability and security of the service (best-efforts obligation).
  • Interruptions may occur for maintenance, updates, technical incidents or force majeure. Planned maintenance is, as far as possible, carried out outside office hours.
  • BE COOL TECHNICS SRL makes regular automatic backups, at least weekly, of the database and files. They are encrypted, kept for 30 days and stored with a provider separate from the main host.
  • These backups are used to restore the service after an incident. They are not an archiving service and do not guarantee an identical restore: data entered since the last backup may be lost.
  • In the event of an incident affecting data, BE COOL TECHNICS SRL informs the customers concerned and uses reasonable means to restore the latest available backup.

Liability

  • The liability of BE COOL TECHNICS SRL is limited to direct and proven damage, up to the amount excluding VAT paid by the customer in the 12 months preceding the event giving rise to the damage. No compensation is due in respect of the free trial.
  • Indirect damage is excluded, in particular loss of revenue or customers, loss of data entered since the last backup or not exported by the customer, as well as fines or penalties related to the customer's regulatory obligations.
  • These limits do not apply in case of wilful misconduct or gross negligence, or where the law prohibits limiting liability.
  • Neither party is liable for a failure caused by force majeure.

End of contract and data

  • After the subscription or trial ends, the account becomes read-only and data remains exportable for at least 3 months.
  • After this period, data may be permanently deleted, except data that must be kept by law (for example invoices). Technical backup copies are erased within 30 days of deletion.
  • The customer may request deletion of its account and data at any time by writing to support@airstack360.com.

Intellectual property

  • The software, the Airstack 360 brand and the content of the service remain the property of BE COOL TECHNICS SRL.
  • The customer receives a non-exclusive, non-transferable right of use for its business needs, for the duration of the subscription or trial.

Changes to these terms

  • BE COOL TECHNICS SRL may change these terms for a valid reason, in particular a legal, technical or service change.
  • Any change is announced by email or in the app at least 30 days before it takes effect. If the customer does not accept the new terms, it may cancel its subscription before they take effect.

General provisions

  • These terms, together with their annex, constitute the entire agreement between the parties for the use of Airstack 360.
  • If any clause is held void or unenforceable, the other clauses remain in force.
  • The customer may not assign its contract to a third party without the prior written consent of BE COOL TECHNICS SRL.

Language, governing law and disputes

  • These terms are available in several languages. In case of discrepancy, the French version prevails.
  • They are governed by Belgian law. The parties first seek an amicable solution; failing that, the courts of the judicial district of Brussels have exclusive jurisdiction, unless a mandatory rule provides otherwise.

Annex – Data processing agreement: subject and duration

  • This annex applies to the personal data that BE COOL TECHNICS SRL processes on behalf of the customer within Airstack 360, in accordance with Article 28 GDPR.
  • Nature and purpose: hosting, storage and display of data, generation of reports and documents, sending of emails and notifications, placing addresses on the map, support at the customer's request.
  • Duration: the term of the contract, then until the data is deleted under the “End of contract and data” clause.

Annex – Data and data subjects

  • Data subjects: the customer's own customers and their contacts, and the users of the app (the customer's technicians and staff).
  • Data: identity and contact details (name, email, phone, site address), job data (reports, photos, signatures, times) and connection data.
  • The app is not designed for special categories of data within the meaning of Article 9 GDPR; the customer undertakes not to enter any.

Annex – Obligations of BE COOL TECHNICS SRL

  • Process the data only on the customer's documented instructions; these terms and the use of the app constitute such instructions.
  • Bind the persons authorised to access the data to confidentiality.
  • Implement appropriate security measures, in particular encryption in transit, access control, separation of each company's data and regular encrypted backups.
  • Assist the customer in responding to data subject requests and, where necessary, in carrying out an impact assessment.
  • Notify the customer of any personal data breach within 48 hours of becoming aware of it.

Annex – Sub-processors

  • Supabase: database, authentication and file storage, hosted in the European Union.
  • Cloudflare: hosting and delivery of the app (IP addresses and technical connection data).
  • Resend: email delivery (email addresses and message content).
  • OpenStreetMap / Nominatim: converting site addresses into coordinates and displaying map tiles.
  • Google (Google Drive): storage of backup copies, encrypted before upload; Google has no access to their content.
  • These providers are bound by equivalent obligations. The customer is informed of any addition or replacement and may object by cancelling its subscription.

Annex – Transfers outside the European Union

  • Some providers are established outside the European Union, in particular in the United States (Supabase, Cloudflare, Resend, Google) or in the United Kingdom (OpenStreetMap).
  • Any transfers are covered by the EU–US Data Privacy Framework, by the European Commission's standard contractual clauses or by an adequacy decision.

Annex – Audit

  • BE COOL TECHNICS SRL makes available to the customer the information needed to demonstrate compliance with its obligations.
  • The customer may have an audit carried out, on written request with 30 days' notice, at most once a year and at its own cost, unless a data breach has occurred.

Annex – End of processing

  • At the end of the contract, the customer retrieves its data using the app's export during the period set out in the “End of contract and data” clause.
  • The data is then deleted, including backup copies, unless the law requires it to be kept.