Terms Conditions | myWorkMate

1. General

These Terms and Conditions ("Terms") apply to access to and use of myWorkMate, including the website, web application, AI assistants, AI agents, communication features, integrations, modules, automations, and all other services provided by or on behalf of myWorkMate (collectively, the "Service").

myWorkMate is a product of MKX Technologies, The Netherlands, Chamber of Commerce (KVK) number: 88447995.

By creating an account, purchasing a subscription, or using the Service, the User agrees to these Terms.

Where additional terms apply to a specific feature, such as payment services, those additional terms also apply to the use of that feature.

In the event of a conflict between these Terms and specific additional terms, the specific terms shall prevail to the extent that they relate to the relevant service or feature.

2. Definitions

For the purposes of these Terms:

MKX Technologies

the provider of myWorkMate.

myWorkMate

the software platform and associated services provided by MKX Technologies.

User

the natural person or legal entity that creates an account, purchases a subscription, or uses the Service.

Organisation

the business or other commercial entity for which the Service is used.

Authorised User

an employee, representative, or other person who has been granted access to myWorkMate by the Organisation.

Subscription

the selected myWorkMate subscription plan and its associated features.

Module

an additional feature or service that may be made available separately or as part of a Subscription.

AI Functionality

any functionality within myWorkMate that uses artificial intelligence in whole or in part.

AI Agent

AI functionality that, within configured permissions, may process information, generate suggestions, execute workflows, or perform other permitted actions.

Integration

a connection between myWorkMate and an external service or provider.

3. Business Use and Eligibility

myWorkMate is primarily intended for business use by entrepreneurs, businesses, and organisations.

To independently register a myWorkMate account, the User must:

be at least 18 years old;

be authorised to act on behalf of the relevant business or organisation;

provide accurate, current, and complete registration information;

use the Service in accordance with applicable laws and regulations.

Where a person creates an account or enters into an agreement on behalf of an organisation, that person represents that they are authorised to bind the organisation to these Terms.

4. Accounts and Security

The User is responsible for the proper and secure use of their account. Login credentials are personal and must not be shared with unauthorised third parties.

The User is responsible for:

protecting login credentials;

correctly configuring user permissions;

activities carried out through authorised user accounts;

promptly removing or blocking access when a user is no longer authorised;

notifying myWorkMate as soon as reasonably possible of suspected misuse or unauthorised access.

myWorkMate may apply additional security measures, including verification, access restrictions, or temporary account blocking, where reasonably necessary to protect the platform or its users.

5. Subscriptions

myWorkMate may offer different subscription plans with different features, limits, user allowances, and prices. The content and price of the selected Subscription will be displayed before the order or change is confirmed.

Unless otherwise stated:

Subscriptions are billed in advance;

prices are stated excluding VAT;

Subscriptions automatically renew for the selected billing period until validly terminated;

available features may depend on the selected Subscription, Modules, number of users, and Integrations.

The current Subscription details displayed during the ordering or modification process form part of the agreement.

Free plan. The Free plan is permanently free of subscription fees and includes one user. This permanent commitment concerns only the subscription fees of the Free plan; the current quantity limits and available features are separate arrangements that are communicated in advance and may be amended separately in accordance with these Terms.

6. Modules, Additional Users and Additional Services

In addition to the base Subscription, the User may purchase additional Modules, additional user seats, implementation services, or other paid functionality. Separate recurring or one-time charges may apply.

Where additional functionality is activated during an existing billing period, myWorkMate may calculate the amount due on a pro rata basis.

Where possible, the applicable price and amount due immediately will be displayed before confirmation.

The Free plan cannot purchase additional users or modules. Upgrading to a paid plan is required to add additional users or modules.

7. Upgrades, Downgrades and Billing Cycle Changes

The User may change their Subscription where this functionality is available.

Upgrades

An upgrade may take effect immediately. myWorkMate may credit amounts already paid or the remaining Subscription value against the new Subscription. The applicable calculation and amount payable immediately will be displayed during the upgrade process.

Downgrades

Depending on the type of change, a downgrade may take effect at the end of the current Subscription period. Once a downgrade takes effect, certain features, Modules, user seats, or other functionality may no longer be available. The User is responsible for exporting or adjusting any data or configurations affected by the downgrade in a timely manner.

Monthly and Annual Billing

Where the User switches between monthly and annual billing, a new Subscription period may begin from the date on which the change becomes effective. The applicable price, credit or adjustment, effective date, and next renewal date will be displayed during the change process.

8. Payment

The User authorises myWorkMate and its payment service providers to collect amounts due using the selected payment method. The User is responsible for maintaining a valid payment method.

In the event of a failed or overdue payment, myWorkMate may:

retry collection of the amount due;

notify the User;

restrict access to certain paid functionality;

temporarily suspend the account;

ultimately terminate the agreement.

Any legally permitted collection and recovery costs may be charged to the User.

9. Price Changes

MKX Technologies may change prices and the composition of future Subscription periods. The User will be notified in advance of any material price increase that is adverse to the User.

A price change will generally apply from the next Subscription or renewal period, unless the User expressly agrees to an earlier change. Any mandatory statutory rights of the User remain unaffected.

10. Cancellation

The User may cancel the Subscription through the functionality made available within myWorkMate or through another cancellation method provided by myWorkMate.

Unless otherwise agreed, following cancellation the Subscription will remain active until the end of the already-paid Subscription period.

Amounts already paid will generally not be refunded on a pro rata basis solely because the User stops using the Subscription before the end of the paid period, unless otherwise agreed or required by law.

Following termination, certain data may remain available for a limited period in accordance with the Privacy Policy, Data Processing Agreement, and applicable statutory retention obligations.

11. Artificial Intelligence

myWorkMate uses artificial intelligence for various administrative, commercial, and operational processes. AI may be used for purposes including:

understanding and classifying messages;

processing instructions;

drafting communications;

preparing quotations and invoices;

CRM and lead management;

answering customer enquiries;

scheduling appointments;

analysing and structuring information;

suggesting follow-up actions;

supporting or executing workflows;

other functionality made available within myWorkMate.

AI systems are probabilistic in nature. This means that AI-generated output may be inaccurate, incomplete, outdated, inconsistent, or unsuitable for a particular situation. myWorkMate therefore does not guarantee that AI-generated output will always be accurate, complete, or suitable for the User's intended purpose.

Further information about AI within myWorkMate is available in our AI Transparency Statement.

12. AI Agents and Automated Actions

myWorkMate may provide AI agents and automations capable of performing actions within predefined permissions. Depending on the available functionality and configuration, an AI Agent may, for example:

collect and process information;

create or modify data;

prepare draft documents;

prepare communications;

initiate workflows;

perform follow-up actions;

process appointments;

perform other permitted actions within the platform.

For certain actions, myWorkMate may require human confirmation or approval. Other actions may, where configured by the User and supported by the functionality, be performed automatically without separate approval for each individual action.

The User is responsible for carefully configuring and managing permissions, workflows, automations, and approval rules.

13. Responsibility for the Use of AI

The User remains responsible for the business use of myWorkMate and for decisions made on the basis of the Service.

The User should appropriately review AI-generated output before relying on it for decisions with significant legal, tax, financial, employment, or other consequences.

myWorkMate does not provide legal, tax, financial, medical, or other regulated professional advice. AI functionality is intended to provide support and does not replace professional advice where such advice is reasonably necessary in view of the nature or consequences of a decision.

14. AI Transparency

Where natural persons interact directly with an AI system through myWorkMate, myWorkMate may implement measures to make it clear that the interaction involves AI where this is not already apparent from the context and where required by applicable law.

Organisations using myWorkMate to communicate with their own customers remain responsible for their own obligations as users or deployers of AI systems to the extent such obligations apply to them.

The User must not intentionally remove, circumvent, or misleadingly use features intended to comply with applicable AI transparency requirements.

15. Automated Decision-Making

myWorkMate is not intended to make decisions concerning natural persons, without appropriate human intervention, that produce legal effects or otherwise significantly affect them, unless such processing has been lawfully implemented and complies with applicable legal requirements.

The User is responsible for the lawful use of workflows and AI functionality configured by the User within their own business processes.

16. WhatsApp and Communications

myWorkMate may enable communication through WhatsApp, email, and other communication channels. Additional terms, policies, and guidelines of Meta and WhatsApp may apply to the use of WhatsApp.

The User is responsible for:

having a valid legal basis for communications;

obtaining consent where required by law;

complying with applicable privacy, telecommunications, and marketing laws;

complying with applicable platform terms and policies;

preventing spam, deception, harassment, or other unlawful communications.

myWorkMate has no control over the availability, pricing, technical operation, or policy changes of external communication providers.

17. Integrations and Third-Party Services

myWorkMate may integrate with external services, including, for example:

StripeMeta and WhatsAppGoogleMicrosoftAppleAI providerscalendar and video conferencing servicesaccounting softwarelocation and routing servicesother business software

The availability of Integrations may change. External services are provided and managed by the relevant third party and may be subject to their own terms, pricing, and privacy policies.

myWorkMate is not responsible for outages, changes, restrictions, or discontinuation of an external service that is outside the reasonable control of MKX Technologies.

18. Payment Services and Stripe

myWorkMate may enable Users to receive, process, and manage payments from their own customers through external payment service providers, including Stripe.

The use of such payment services is optional and may be subject to separate Payment Services Terms. By activating payment services, the User agrees to the then-current myWorkMate Payment Services Terms and the applicable terms of the relevant payment service provider.

The User remains responsible for, among other things:

the products and services offered by the User;

the legality of transactions;

customer relationships;

refunds;

disputes;

chargebacks;

taxes;

statutory information obligations;

other obligations arising from the User's business activities.

In the event of a conflict between these Terms and the Payment Services Terms, the Payment Services Terms shall prevail with respect to the relevant payment services.

19. Data Protection and Privacy

The processing of personal data is described in further detail in our Privacy Policy.

Where MKX Technologies processes personal data for its own purposes, MKX Technologies may act as the data controller. Where an Organisation processes personal data relating to its customers, leads, employees, or other data subjects through myWorkMate, the Organisation will generally act as the data controller and MKX Technologies as the data processor.

Where required, these processing activities will be governed by a Data Processing Agreement (DPA).

The User is responsible for ensuring that a valid legal basis exists and, where necessary, that the required information has been provided or consent obtained for personal data that the User processes through myWorkMate.

Additional information is available in:

the Privacy Policy;

GDPR & Data Protection;

the Data Processing Agreement;

the Subprocessor List;

the AI Transparency Statement;

the Cookie Policy.

20. Ownership of Data

The User retains, where applicable, its rights to the business data and content entered into myWorkMate.

For the duration of the agreement, the User grants MKX Technologies the limited rights necessary to host, process, copy, transmit, and otherwise technically use such data for:

providing the Service;

carrying out the User's instructions;

security and support;

compliance with legal obligations.

This provision does not transfer ownership of the User's data to MKX Technologies.

21. Intellectual Property Rights

All intellectual property rights relating to myWorkMate, including software, source code, interfaces, designs, trade names, trademarks, documentation, and functionality developed by MKX Technologies, belong to MKX Technologies or its licensors.

The User receives only a limited, non-exclusive, and non-transferable right to use the Service for the duration of the agreement and in accordance with these Terms.

Without prior written permission, the User may not:

copy or reproduce myWorkMate except to the extent permitted by law;

derive source code or reverse engineer the Service, except where such restriction is prohibited by law;

resell or sublicense the Service;

circumvent security measures;

use parts of the platform to unlawfully copy or reproduce a competing service.

22. User Content

The User is responsible for data, files, text, images, and other content entered, uploaded, processed, or distributed through the platform.

The User represents that it has the necessary rights and legal bases to process such content through myWorkMate.

myWorkMate is not required to review all User-provided content in advance.

23. Acceptable Use

The User may not use myWorkMate for:

activities that violate applicable laws or regulations;

fraud, money laundering, or other illegal financial activities;

deceptive, defamatory, or unlawful communications;

spam or unsolicited mass communications;

infringement of intellectual property rights;

unlawful processing of personal data;

unauthorised access to systems or accounts;

distribution of malware or other harmful software;

circumventing security measures or usage limits;

misuse of AI functionality;

activities that may harm the security, availability, or integrity of myWorkMate or third parties.

In the event of serious or repeated violations, myWorkMate may restrict or suspend access to the Service.

23a. Fair Use

The Free plan is permanently free of subscription fees and includes one user. This permanent commitment concerns only the subscription fees of the Free plan; the current quantity limits and available features are separate arrangements that are communicated in advance and may be amended separately in accordance with these Terms.

myWorkMate currently imposes no numerical limits on the number of customers, quotes, invoices or payments that a User processes in the context of normal business use. The Free plan is intended for the genuine conduct of a business or organisation.

Normal intensive business use and legitimate automation of one's own business processes are not in themselves abuse. Abuse for the purposes of this provision includes, for example: intentional overloading of the Service, sending spam or unsolicited mass communications, or circumventing or undermining security measures or usage limits.

myWorkMate does not introduce hidden numerical limits and does not impose automatic fines or unexpected retroactive charging of usage costs. Where myWorkMate establishes demonstrable abuse, the response is proportionate: first myWorkMate informs the User and offers an opportunity to stop the conduct; thereafter, if necessary, the affected functionality may be temporarily limited; for persistent or serious abuse, the User may ultimately be suspended. For acute security or availability issues, a targeted temporary restriction may be required immediately. The response is aimed at stopping the abuse, not at charging costs after the fact.

This section does not affect the other provisions on acceptable use (§23) and suspension (§24).

24. Suspension and Termination by myWorkMate

MKX Technologies may suspend access to all or part of the Service where reasonably necessary due to:

overdue payments;

security risks;

suspected fraud;

misuse of the platform;

serious or repeated breaches of these Terms;

legal obligations;

risks to other users, third parties, or the platform.

Where reasonable and possible, the User will be given an opportunity to remedy the violation before permanent termination, unless immediate action is necessary due to security, fraud, legal obligations, or a similarly compelling reason.

25. Availability, Maintenance and Changes

MKX Technologies aims to provide reliable availability of myWorkMate but does not guarantee uninterrupted availability. The platform may be temporarily unavailable due to:

maintenance;

updates;

security measures;

technical failures;

failures of external providers;

force majeure events.

myWorkMate may modify, improve, replace, or discontinue functionality. Where a material change substantially reduces the core functionality of a paid Subscription, myWorkMate will provide advance notice where reasonably possible.

26. Backups and Data Loss

myWorkMate may implement technical backup and recovery measures. Unless expressly agreed otherwise, such measures do not constitute an individual archival or backup service for the User.

The User is advised to retain its own copies of business-critical information where loss of such information could have significant consequences.

27. No Professional Advice

Information provided through the website, platform, or AI functionality is intended as general information and support for business processes.

myWorkMate does not provide legal, tax, financial, medical, or other regulated professional advice. The User remains responsible for engaging a qualified professional where this is reasonably necessary given the nature or consequences of a decision.

28. Warranties

myWorkMate is provided based on the functionality available at the relevant time. MKX Technologies will use reasonable efforts to provide the Service with due care, security, and availability.

To the extent permitted by applicable law, MKX Technologies does not warrant that:

the Service will always be uninterrupted or error-free;

every feature will be suitable for every specific business process;

AI-generated output will always be accurate, complete, or current;

external Integrations will always remain available;

every technical issue can be resolved immediately.

Nothing in this section limits any rights or warranties that cannot be excluded under mandatory applicable law.

29. Liability

To the extent permitted by applicable law, MKX Technologies shall only be liable for direct damages that are the direct result of an attributable failure by MKX Technologies to perform its obligations.

To the extent permitted by law, MKX Technologies shall not be liable for indirect damages, including:

consequential damages;

loss of profit;

loss of revenue;

loss of anticipated savings;

loss of business opportunities;

reputational damage;

business interruption;

indirect loss of data.

MKX Technologies shall not be liable for damages arising from:

inaccurate or unreviewed AI-generated output;

incorrect configuration by the User;

AI agents or workflows configured by the User;

unauthorised use resulting from insufficient security measures on the User's side;

third-party services or outages;

use of the Service in violation of these Terms or applicable law.

To the extent permitted by applicable law, the total liability of MKX Technologies shall be limited to the amount paid by the User to MKX Technologies for the relevant Service during the three (3) months preceding the event giving rise to the liability. Where a series of related events occurs, those events shall be regarded as a single event.

The limitations in this section do not apply to the extent that liability cannot be excluded or limited under mandatory applicable law.

30. Indemnification

To the extent permitted by applicable law, the User shall indemnify and hold MKX Technologies harmless against third-party claims arising from:

unlawful use of the Service by the User;

content entered or distributed by the User;

infringement of third-party rights by the User;

communications sent by the User through myWorkMate;

products or services supplied by the User to its own customers;

violations of applicable law by the User.

This indemnification does not apply to the extent that the relevant claim is directly caused by an attributable failure by MKX Technologies.

31. Force Majeure

MKX Technologies shall not be liable for failure to perform its obligations where such failure results from circumstances beyond its reasonable control. Such circumstances may include:

internet or infrastructure outages;

cloud provider outages;

payment provider outages;

communication provider outages;

cyberattacks despite appropriate security measures;

government actions;

power outages;

natural disasters;

war, terrorism, or serious civil disruption.

Where a force majeure event continues for an extended period and makes performance of the Service materially impossible, either party may terminate the agreement in accordance with applicable law.

32. Changes to the Service and These Terms

MKX Technologies may amend these Terms where necessary due to, for example:

changes to the Service;

new functionality;

changes in laws or regulations;

security requirements;

changes involving external providers;

reasonable business or technical developments.

Users will be informed in advance of material changes, for example by email, through the platform, or via the website. Where a change is materially detrimental to an ongoing paid Subscription, any applicable statutory and contractual rights of the User will be respected.

33. Assignment

The User may not assign its rights or obligations under the agreement to a third party without the prior written consent of MKX Technologies, unless applicable law provides otherwise.

MKX Technologies may assign the agreement or its rights and obligations in connection with, for example, a reorganisation, merger, acquisition, or transfer of the business, provided that the User's rights are not unlawfully restricted as a result.

34. Severability

If any provision of these Terms is found to be wholly or partially invalid, void, or unenforceable, the remaining provisions shall remain in full force and effect.

Where necessary, the relevant provision shall be replaced or interpreted in a manner that most closely reflects the purpose and intent of the original provision within the limits of applicable law.

35. No Waiver

If MKX Technologies does not immediately enforce a right or provision under these Terms, this does not constitute a waiver of that right or provision.

36. Governing Law

The agreement between MKX Technologies and the User is governed by Dutch law.

Any mandatory provisions of applicable law that apply notwithstanding this choice of law remain unaffected.

37. Disputes

The parties will first attempt to resolve any dispute through consultation. If no resolution can be reached, disputes shall be submitted to the competent court in the Netherlands.

To the extent permitted by law and where the User acts in the course of a profession or business, disputes shall be submitted to the competent court in the judicial district in which MKX Technologies is established.

38. Relationship with Other Terms and Policies

Depending on the functionality used, the following additional documents may apply alongside these Terms:

Cookie Policy;