Terms for using the Certikeeper SaaS platform

These SaaS Terms and Conditions (“Terms”) govern the use of the Certikeeper platform provided by AxiomaSoft B.V. (“AxiomaSoft”). By subscribing to or using Certikeeper, you agree to these Terms.

1. Definitions

Certikeeper / Platform: the SaaS compliance platform operated by AxiomaSoft B.V.
Customer: a business organisation or sole proprietor (such as a company, partnership or other registered business) subscribing to Certikeeper. Certikeeper is a business-to-business (B2B) platform and is not offered to consumers acting outside a trade, business or professional context.
End Users: individuals authorised by the Customer to use Certikeeper.
Agreement: these Terms, including referenced documents such as the Privacy Policy, Cookie Policy, and Data Processing Agreement.

2. Scope of Service

The subscription grants the Customer access to the Certikeeper platform, which currently provides:

Certificate/document management;
Dashboards and overviews;
Expiry monitoring and supplier notifications;
Assessment module (customisable supplier assessments);
Evaluation module (supplier performance scoring);
Non-conformity management (complaints, audit issues, process tracking).

Certikeeper is delivered as SaaS: hosted and managed by AxiomaSoft, accessible via internet browser. AxiomaSoft may, at its discretion, provide onboarding services to assist new Customers in setting up their Certikeeper environment. Such services may include uploading existing databases, certificates and documents, and instructing a designated administrator (train-the-trainer model). Onboarding services are provided on a best-efforts basis and may be subject to additional terms or fees.

A free trial of one (1) month is offered to new Customers, limited to a restricted number of suppliers and documents as determined by AxiomaSoft. Onboarding support is not included in the free trial unless expressly agreed.

3. Security Standards

AxiomaSoft applies industry-standard technical and organisational security measures in operating Certikeeper, consistent with recognised frameworks such as ISO/IEC 27001.

4. Subscriptions and Payment

Subscription term: three (3) years, unless otherwise agreed.
Billing: annually in advance; invoicing by AxiomaSoft.
Refunds: if the Customer terminates in accordance with these Terms, AxiomaSoft will refund the part of the annual fee corresponding to any full unused months of the subscription period; no refunds will be provided for partially used months.
Payment terms: 14 days from invoice date; late payment may result in suspension of access.

5. Customer Obligations

The Customer is responsible for:

Accuracy and legality of all data uploaded (including supplier documents, certificates, and assessments); Certikeeper may offer tools to support certificate checks, but these are supportive only; final responsibility for validity remains with the Customer.
Ensuring that End Users are informed of and comply with these Terms.
The content of any communications, messages, or data shared via Certikeeper.
Not using Certikeeper for unlawful purposes, introducing malware, impairing the Platform, or attempting unauthorised access.

The Customer indemnifies AxiomaSoft against any third-party claims arising from data or content uploaded by the Customer or End Users.

6. Availability and Support

AxiomaSoft aims for 99% monthly uptime, excluding planned maintenance, emergencies, or force majeure.
Support is provided primarily via email during business hours (CET); AxiomaSoft may introduce additional support channels to improve service delivery.
Maintenance will be scheduled outside office hours where possible.
Up-to-date contact details for support are published on the Certikeeper Contact page.

Service levels:

Critical issues: first response within 4 business hours.
Non-critical issues: first response within 8 business hours.

These are best-effort commitments. No service credits or compensation apply unless agreed separately in a Service Level Agreement (SLA).

7. Termination

The Customer may terminate with one (1) month’s written notice before the end of a subscription year.
AxiomaSoft may terminate immediately in case of material breach, non-payment, or unlawful use.
Upon termination, Customer’s access ends; customer data will be available for export for sixty (60) days in a structured format (for example, CSV, PDF/A); after this period, data will be securely deleted unless required by law.
AxiomaSoft may charge reasonable fees for assistance with data migration.

8. Data and Privacy

The Customer retains ownership of all data uploaded into Certikeeper.
AxiomaSoft processes data solely to provide the service, in line with GDPR.
The Privacy Policy, Cookie Policy, and Data Processing Agreement apply in addition to these Terms.
Backups: daily, retained for 30 days.

9. Intellectual Property

All rights to Certikeeper (software, brand, design, documentation) remain with AxiomaSoft. The Customer receives only a non-exclusive, non-transferable right to use Certikeeper for internal business purposes during the subscription.

10. Liability

Exclusion: AxiomaSoft is not liable for indirect damages, including lost profits, data loss, or business interruption.
Limitation: AxiomaSoft’s maximum liability is capped at the total fees paid by the Customer in the twelve (12) months preceding the claim.
No guarantee: Certikeeper is provided with reasonable care, but AxiomaSoft does not guarantee uninterrupted or error-free operation.

11. Changes to the Service

AxiomaSoft may update or improve Certikeeper, including adding or removing functionalities. Material changes will be communicated in advance where reasonably possible.

12. Force Majeure

AxiomaSoft is not liable for failure or delay in performance caused by events outside its reasonable control, including but not limited to natural disasters, power outages, cyberattacks, labour disputes, government actions, or internet failures.

13. Assignment

AxiomaSoft may assign or transfer this Agreement in connection with a merger, acquisition, or sale of business. The Customer may not assign this Agreement without prior written consent.

14. Changes to These Terms

AxiomaSoft may amend these Terms from time to time. Customers will be notified in advance of material changes. Continued use of Certikeeper after the effective date of changes constitutes acceptance of the new Terms.

15. Dispute Resolution

Before commencing formal legal proceedings, the parties will in good faith attempt to resolve any dispute by negotiation or mediation. This does not limit either party’s right to seek urgent relief from a competent court.

16. Governing Law and Jurisdiction

These Terms are governed by the laws of the Netherlands. Disputes shall be submitted to the competent court in the district of Overijssel, the Netherlands.

17. Miscellaneous

If any provision is found invalid, the remainder of the Terms remains in force.
These Terms constitute the entire agreement between the parties regarding the use of Certikeeper.
Amendments must be in writing and agreed by both parties, except as set out in Clause 13.

Last updated: 1 September, 2025