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Terms of use

[to confirm: draft] Draft of 23 October 2026, written to Dutch and EU law. Before publication the points marked [to confirm] are filled in and the text is checked by a lawyer. The Dutch version prevails; this translation is for convenience.

1. Who we are and when these terms apply

  1. These terms apply to every offer, trial and agreement about Mealbooks between you and Sevenhills Software, a sole trader (eenmanszaak) of Subhashini Sivasubramani, Saturnus 16, 1188 EC Amstelveen, Netherlands; KVK 42162009; VAT ID NL005545855B86; e-mail nakshafoods@gmail.com (“we”).
  2. Mealbooks is offered only to businesses: natural or legal persons acting for purposes of their trade, business or profession. By signing up you confirm that you do so for your business and that you may bind it. Consumers may not sign up; consumer rules such as the right of withdrawal therefore do not apply. If it turns out that a consumer signed up, we may end the account.
  3. Your own general terms do not apply.
  4. Our privacy policy explains how we handle personal data. For the personal data you keep in Mealbooks about others, our processing agreement is part of this agreement.

2. How the agreement is made

  1. Trial: you fill in the sign-up form, accept these terms, the privacy policy and the processing agreement by ticking the box, and confirm your e-mail address with the 6-digit code we send. The agreement for the free trial is made when the account is created. Before you send the form you can check and correct everything you entered.
  2. Subscription: you choose Subscribe in Settings > Subscription and pay the first month. The paid agreement is made when that payment succeeds; we confirm it by e-mailing the invoice.
  3. We store the agreement: we keep which version of these terms you accepted and when (see the privacy policy). You can save and print these terms from this page at any time, and we send you the version you accepted on request.
  4. These terms are available in Dutch, English, German, French, Spanish and Italian. The agreement is concluded in Dutch; if versions differ, the Dutch text prevails.

3. The service

  1. Mealbooks is online software for small food businesses: menu and recipes, orders, invoices, credit notes, e-invoices, payment reminders, expenses, bookkeeping, the figures for the VAT return, and HACCP checks. It runs in the browser and can be added to a phone’s home screen.
  2. The VAT return overview in Mealbooks follows the Dutch VAT return for businesses in the Netherlands and the German VAT return for businesses in Germany. For businesses in other countries Mealbooks gives a general VAT summary; they can use the figures only as an aid for their own country’s return.
  3. We may improve and change Mealbooks. We do not remove a main function you pay for without telling you by e-mail at least 30 days in advance; you may then cancel before the change.
  4. You get a non-exclusive, non-transferable right to use Mealbooks for your own business for as long as the agreement lasts. All intellectual property rights in Mealbooks stay with us. You may not copy, resell or decompile it, or let others use it outside the accounts you create for your own business.
  5. The data you enter remains yours. We use it only to provide Mealbooks to you, as described in the privacy policy and the processing agreement.
  6. An invoice is issued once its PDF or e-invoice is made, it is printed or sent, a payment reminder is sent for it or a payment is recorded on it. Issued invoices, credit notes and recorded payments are not changed or deleted after that: a mistake is corrected with a credit note or by reversing the payment with a reason. They are kept in a chained record that shows whether anything was changed afterwards (Settings > Record integrity); it is kept as long as your account exists and deleted with the account (article 9). E-invoices (XRechnung and ZUGFeRD) are files you download and send yourself; Mealbooks does not send them to anyone.

4. Free trial

  1. You can try Mealbooks for 7 days free of charge, without payment details. There is one trial per e-mail address; we may refuse or end a sign-up that repeats an earlier trial.
  2. The trial ends by itself and never turns into a paid subscription without you subscribing. After the trial the account can only subscribe and download its data until it is deleted (article 9).

5. Price, VAT and payment

  1. Mealbooks costs €20.00 a month excluding VAT. All functions are included.
  2. VAT:
    • businesses established in the Netherlands pay 21% Dutch VAT: €24.20 a month;
    • businesses established in another EU country with a VAT number that is valid in the EU VIES system pay €20.00; the VAT is reverse charged to you (article 196 of the EU VAT Directive 2006/112/EC) and you account for it in your own VAT return. Without a VAT number that VIES confirms as valid you cannot subscribe. Enter your VAT number on the subscription page or in Settings > Company & Warehouse before you subscribe; we check it in VIES when you subscribe;
    • businesses established outside the EU pay €20.00 without Dutch VAT (article 44 of the VAT Directive); any tax due in your country is for your account. The VAT treatment is set when you subscribe. Tell us if your country or VAT status changes. A change in the VAT rate applies from the date it takes effect.
  3. The first month is paid through Mollie with a payment method offered on the payment page (such as iDEAL, a card or another method available in your country). That payment also sets up a mandate: after that the same amount is collected every month on the same day of the month as your first payment (or the next working day), by SEPA direct debit or from the card you used. This article is your advance notice of each collection; you agree that no separate notice is sent before each one. For each payment we e-mail you an invoice; your invoices are also in Settings > Subscription.
  4. Each payment extends your subscription by one calendar month. The subscription renews every month until you cancel.

6. Failed or reversed payments

  1. If a payment fails or you reverse a direct debit, we e-mail you and the amount stays due.
  2. If it is not paid, the account is limited to subscribing and downloading your data, at the latest 7 days after the paid month ends. A successful payment restores full access.
  3. If an amount is still unpaid after a reminder, we may charge the statutory commercial interest (article 6:119a Dutch Civil Code) and reasonable collection costs.
  4. You may not set off any amount you owe us against a claim you believe you have against us, nor suspend payment.

7. Cancelling

  1. You can cancel at any time in Settings > Subscription. No further payments are taken.
  2. You keep full access until the end of the month you have paid for. Amounts already paid are not refunded.

8. Your responsibilities

  1. Keep your details correct, keep passwords secret and give accounts only to people in your business. You are responsible for what happens under your accounts.
  2. You remain responsible for your own legal duties, for example registration in the trade register, food safety and hygiene rules (in the Netherlands those of the NVWA and the hygiene code), your bookkeeping and your VAT return. Mealbooks helps, but does not file your VAT return, gives no tax or legal advice and does not replace your own checks. Check the figures before you use them.
  3. You use Mealbooks lawfully: you do not store illegal content, do not try to reach other companies’ data, test or attack the security, or overload the service.
  4. For the personal data of your customers, suppliers and staff you are the controller (processing agreement). You may not record special categories of personal data in Mealbooks, such as information about a person’s health (an allergy of a named customer, for example); allergens belong with the dish.
  5. You guarantee that you may lawfully process the personal data you enter in Mealbooks and that you have informed the people concerned as the GDPR requires.

9. Your data at the end of the agreement (EU Data Act)

  1. During the agreement you can export your lists as CSV files at any time.
  2. After your trial or subscription ends, the account is switched off. You then have at least 30 days (at most 50; we warn you by e-mail 30 and 7 days before the deletion) to sign in and use Download my data: all data of your company (customers, orders, invoices, expenses, menu, recipes, HACCP checks, the chained record of your invoices and payments and the other records you entered) in one structured, machine-readable file, for use in another service or your own systems. You can still subscribe again during that time.
  3. After that period we delete all your data, including from backups within 30 days. We keep only what the law requires us to keep, such as our invoices to you. Technical data needed only for the running of Mealbooks (such as password hashes, sessions and logs) is not part of the export.
  4. Switching is free of charge. You can end the agreement at any time (article 7), so the notice period for switching is at most one month; we help you with reasonable questions about moving your data.

10. Availability, maintenance and support

  1. We do our best to keep Mealbooks available and make backups every night, but we do not guarantee uninterrupted or error-free availability. We plan maintenance outside business hours where possible and announce longer maintenance in advance.
  2. Support is given through Help & Support in the app and by e-mail. We aim to answer promptly; there are no guaranteed response times.

11. Suspending and ending by us

  1. We may suspend an account straight away, or end the agreement, in case of misuse, illegal use, non-payment or a serious breach of these terms, or when a court or authority orders it. Where possible we warn you first and give you a reasonable period to put it right. We tell you the reason (see also article 13).
  2. We may stop offering Mealbooks with at least 3 months’ notice by e-mail. You then keep the right to download your data (article 9).

12. Liability

  1. Mealbooks is a tool. We are not liable for decisions you take on the basis of its figures, nor for fines, tax assessments or inspection results that follow from your own returns or checks.
  2. Our total liability for attributable failure, tort or otherwise is limited to direct damage and to the amount you paid us in the 12 months before the event that caused the damage, and never more than €500. We are not liable for indirect damage, such as lost profit, lost revenue or reputational damage. For lost data our liability is limited to restoring the most recent backup.
  3. These limits do not apply in case of intent or deliberate recklessness on our part, nor where the law does not allow a limit.
  4. Report damage to us by e-mail as soon as possible, at the latest within 12 months after you discovered it; otherwise the right to compensation lapses.
  5. Force majeure: we are not liable for failures caused by circumstances beyond our control, such as outages of the hosting provider, internet, power or the payment provider, cyber attacks despite appropriate security, or government measures.
  6. Indemnity: you indemnify us against claims by third parties, such as your own customers or staff, arising from the data you enter in Mealbooks, from use of Mealbooks contrary to these terms or the law, or from your failure to meet your own obligations as controller, and you pay the reasonable costs of our defence against them. This does not apply to the extent that the claim results from our own failure.
  7. Direct damage means only: (a) amounts you paid us too much, or paid for a period in which Mealbooks did not work because of our failure; (b) reasonable costs to prevent or limit damage; (c) reasonable costs to establish the cause and extent of the damage. These costs must be shown to have been incurred.
  8. We are liable for a failure only if you give us notice of default by e-mail without delay, describing the failure as precisely as possible, give us a reasonable period of at least 14 days to remedy it, and we still fail after that period, unless a remedy is permanently impossible.
  9. A series of connected events counts as one event.
  10. We make a backup every night, but you remain responsible for keeping your own copy of data that matters to you. We advise you to export your lists regularly.
  11. We are not liable for services of third parties that you use yourself alongside or from Mealbooks, such as Mollie, Google Maps, WhatsApp, your internet connection, your devices and the e-mail systems of recipients; their own terms apply.

13. Notices of illegal content and our contact point (EU Digital Services Act)

  1. Our single point of contact for authorities, the European Commission and users is nakshafoods@gmail.com, in Dutch or English.
  2. Mealbooks stores information for its customers and does not make it public. If you believe Mealbooks holds illegal content, you can report it to that address with: why you consider it illegal, where exactly it is, your name and e-mail address, and a statement that the report is accurate and made in good faith. We decide carefully and without undue delay and tell you the outcome.
  3. If we remove content or suspend or end an account because of illegal content or a breach of these terms, we tell the customer the reasons and how to object. Objections go to the same address and are handled by a person.

14. Changes to these terms and the price

  1. We may change these terms and the price. We announce a change by e-mail at least 30 days before it applies. If you do not agree, you can cancel before it applies; otherwise the new terms or price apply from that date.
  2. Changes that are only to your advantage or that the law requires may apply sooner.
  3. In addition, we may adjust the price once a year, as of 1 January, by the change in the consumer price index (CPI, all households) of Statistics Netherlands (CBS) over the previous year. We also announce such an adjustment by e-mail at least 30 days in advance, and you can then cancel as in paragraph 1.

15. Other provisions

  1. We may transfer this agreement to a company that continues our business (for example if Sevenhills Software becomes a private limited company); you consent to this in advance (article 6:159 Dutch Civil Code). We tell you by e-mail and you may then cancel. You need our written consent to transfer it.
  2. We communicate by e-mail to the address in your account. Keep it up to date.
  3. If a provision is invalid, the rest stays in force, and the invalid provision is replaced by a valid one that comes as close as possible to its purpose.
  4. Our records (such as payments, invoices, e-mails sent, logs and the data in Mealbooks) are full evidence of what they show, unless you prove otherwise.

16. Law and disputes

  1. Dutch law applies. The UN Convention on Contracts for the International Sale of Goods (CISG) does not apply.
  2. Disputes are submitted exclusively to the competent court in Amsterdam, Netherlands, unless the law makes another court competent. Let us talk first: most questions are solved by an e-mail.

Version 2026-10-26 (draft).