Part A: The subscription
Part A sets out what the forening is buying, what it costs, and how the agreement starts and ends. Part B is the detailed terms. Part C is the data processing agreement, which applies when we process personal data on the forening's behalf.
1. The parties
| Supplier | Medlemsplatformen ApS, CVR no. 46692667, Willemoesgade 50, 2., 2100 København Ø, Denmark. info@medlemsplatformen.dk |
|---|---|
| Customer | The forening that creates the subscription. Its name, CVR number and address are those given at sign-up, and they appear on the subscription overview and on every invoice. |
| Contact at the forening | The administrator the forening appoints. The forening keeps that name, email and phone up to date in the system, because it is the address notices and invoices are sent to. |
| The agreement consists of | Part A, Part B and Part C together with the price list in force at the time. Where they conflict, Part A prevails over Part B. Part C prevails over both on anything concerning the processing of personal data. |
2. How the agreement is entered into
The agreement is entered into when the forening accepts these terms in the sign-up flow or starts using the platform. Nothing needs to be signed. We record the time, which version of the terms was accepted, and the IP address it was accepted from.
Whoever accepts on the forening's behalf warrants that they are authorised to do so.
3. What the subscription covers
| The platform | Access to the member register, subscription collection, activities and booking, news and the forening's public site, plus the modules the forening switches on. Modules can be switched on and off individually, and the price follows. |
|---|---|
| Operation and hosting | We host the platform on our own hardware in Denmark. Inbound email, mailboxes and MX configuration belong to the forening's own email provider and are not covered. |
| Outbound email | Receipts, reminders, notices and newsletters are sent from the platform. We cannot guarantee that a message lands in the inbox rather than the spam folder, because that is decided at the recipient's provider. |
| Own domain | The forening can use its own domain. That requires the forening either to give us DNS access or to create the records we supply. |
| AI features | Off until the forening switches them on. The models run on our own hardware. The forening's content is not sent to an external AI provider, and never will be without that provider first appearing in Appendix 3 and the forening being notified. |
| Support | By email on working days. We give a first response within 24 hours on working days. That is a response time, not a resolution time. |
| Backup | Automatic backup roughly every six hours, retained on a rolling schedule. The frequency is not a guarantee against data loss between two backups. |
There is no service level agreement with numbers in it, no uptime guarantee and no service credits. We keep the platform running with the care that can reasonably be expected and fix faults as fast as we can. A forening that wants an SLA with numbers must agree one separately and in writing.
4. Prices and payment
| Subscription | According to the price list in force. The price is calculated from the number of users on the ladder shown on the pricing screen, subject to a monthly minimum. |
|---|---|
| Billing period | Monthly in advance unless otherwise agreed. The invoice goes to the forening's billing address and is paid either by bank transfer or by charging the card the forening has on file. |
| Annual commitment | The forening may choose an annual commitment, and in return the subscription is discounted by a set percentage. The commitment runs for 12 months. The discount is for committing, not for paying a year up front, so it can be combined with monthly payment. |
| Setup | According to the price list. If no setup fee is listed, there is none. |
| Usage | SMS per message, AI credits per credit consumed and a fee per completed payment are calculated from the price list and invoiced in arrears with the following period. Usage that is not recorded is not invoiced. |
| Extra storage | According to the price list, when the forening orders a package beyond what the subscription includes. |
| VAT | All prices are exclusive of VAT. VAT is added at the rate applicable when the invoice is issued. |
The invoice shows what has been calculated and how. If the forening disagrees with an invoice it must say so before the due date, state which amount is disputed, and pay the rest on time.
5. Price changes
We may raise the subscription price on 3 months' notice. An increase takes effect from the first subscription period beginning after the notice expires, and never in the middle of a period the forening has already paid for.
Price reductions take effect immediately and without notice. There is no reason to give notice of a lower price.
If the forening is not happy with an increase it may terminate before the change takes effect, regardless of any commitment. The agreement then runs to the end of the period already paid for.
Usage and payment transaction fees follow our own costs at the subprovider and may be adjusted when those change. We state the new rate before it is applied.
6. Term and termination
| Term | The subscription runs until it is terminated. There is no lock-in unless the forening has chosen the annual commitment. |
|---|---|
| Trial | The forening may choose a trial period at sign-up. No subscription is charged during it. If the forening does not cancel before it expires, the subscription continues on ordinary terms. A trial is given once per forening. |
| Free on self sign-up | A forening that creates itself on the platform has it free for 60 days from the day the forening is created. No card is required and nothing is charged during the period. |
| Where no subscription follows | If the 60 free days do not become a subscription, we close access 30 days after the period expires. The forening can export its data throughout that period. The agreement then ends, and the forening's data is deleted or anonymised per clause 8 and Part C. The deadline is stated here because this is the notice: we do not send a separate warning first. This applies to foreninger created on or after 19 August 2026. |
| The forening terminates | In writing to info@medlemsplatformen.dk or from the subscription page. Termination takes effect at the end of the period paid for. A period already started is not refunded. |
| With an annual commitment | The commitment renews for 12 months at a time unless the forening cancels at least 1 month before it expires. |
| We terminate | On 3 months' notice. Subscription paid for the period after termination is refunded. |
| Termination for breach | Either party may terminate for material breach that has not been remedied 30 days after written notice. |
7. Non-payment
If an invoice is not paid on time we send a reminder. If it is still unpaid 7 days after a written reminder, we may close access until payment is made. We do not delete the forening's data because access has been closed.
We may charge default interest and reasonable reminder fees under the Danish Interest Act. Closing access does not release the forening from paying for what it has used.
If the forening disputes the invoice in good faith and said so before the due date, we do not close access over the disputed amount while the matter is resolved.
8. The forening's data
The forening's data belongs to the forening. We use it to run the platform for the forening and for nothing else.
The forening can export its data in a common format while the agreement runs and for 30 days after it ends. After that we delete or anonymise it in accordance with Part C.
Where no agreement ever came about — a forening that created itself and did not continue after the 60 free days — the agreement ends after the deadline in clause 6, and the rules above then apply as they do to any other ended agreement. What we keep afterwards is only accounting material and documentation of what was entered into: which terms were accepted, by whom and when.
Accounting records are kept for five years plus the current year, because the Danish Bookkeeping Act requires it. That applies whether or not the agreement has ended.
Part B: Terms of the subscription
1. Words used
The agreement is Part A, Part B, Part C and the price list.
Users are the people the forening gives access: the board, administrators, members and anyone else the forening lets in. The forening is responsible for all of them.
Working day is Monday to Friday excluding Danish public holidays.
The forening's data is everything the forening and its users put into, or have generated in, the platform.
Usage is SMS, AI credits, payment transactions and storage beyond what is included.
2. The right to use the platform
The forening gets a right to use the platform for as long as the agreement runs and payment is made. The right is non-exclusive and cannot be transferred.
No software is sold. We retain all rights to the platform, the code, the configuration and what we have built.
The forening may not resell access, make the platform available to anyone other than its own users, copy it, attempt to take it apart or circumvent technical restrictions. Umbrella organisations that have been given access to several clubs through that feature are not caught by this restriction.
3. Accounts and security
The forening is responsible for what happens on its accounts, for keeping credentials confidential, and for closing access for those who should no longer have it.
Sign-in is by email and password. Passkeys are supported and can be used instead. We recommend them for administrator accounts.
Users can end their own active sessions. We may end a session or block a password where there is suspicion of misuse or where security requires it.
The forening must tell us as soon as possible if it discovers unauthorised access or misuse.
4. Our operational responsibility
We run the platform with the skill and care that can reasonably be expected, and maintain technical and organisational security measures appropriate to the task. Appendix 2 describes them.
Our operational responsibility covers what we control ourselves. We are not responsible for the forening's own equipment, its DNS, its email provider, its internet connection, telecoms operators, payment providers or other services outside the platform.
We use subcontractors for parts of the operation. They are listed in Appendix 3, and we are responsible for their work as for our own.
5. Updates
The platform is updated continuously. There are no fixed deployment windows, and updates may arrive during the day.
We deploy fixes, security updates, changes to AI models and new features when they are ready. We avoid unnecessary disruption, but a brief interruption in connection with a deployment is not a breach.
We may change or remove features that are marked as experimental, or that rest on a third party that goes away. If we remove something the forening uses day to day, we give notice first.
6. Integrations and third parties
Integrations are provided as available. The forening obtains the accounts, keys and permissions its own systems require.
If a third party fails, changes its prices or shuts down, we may suspend the affected integration, move to another provider or adjust the price. We say so before we do, unless security requires us to act first.
7. AI features
The AI features run on our own hardware. We may change model, update, reconfigure or replace a model to improve quality, security or speed. We do not guarantee that a particular model, version or response time stays the same.
AI answers can be wrong, incomplete or out of date. The forening must read them before acting on them, passing them on or publishing them.
The forening may not use the AI features to make decisions about individuals that have legal effect or similarly significant consequences for them, nor for biometric recognition or for employment and credit decisions.
The forening may not put special categories of personal data, criminal offence data or health data into the AI features without a separate written agreement with us.
We do not use the forening's content to train or fine-tune AI models. We use operational data, error reports and feedback to improve the platform, which is a different thing.
8. The forening's responsibility for content
The forening decides what is recorded and is responsible for it being lawful, accurate and something it is entitled to process. That includes free-text fields such as notes, minutes and incident reports.
The forening may not put unlawful material, malicious code or content it does not hold the rights to into the platform.
We log use of the platform in order to run it, secure it, find faults, account for usage and detect misuse. Logs may contain user id, time, IP address, action and, for AI features, prompt and answer. They are kept only for as long as the purpose requires.
Use of the administration. We also record which administration screens are opened, how often and when last. The purpose is to improve the product and to follow up on the relationship with the forening, that is, to see whether a module you bought has actually been put to use. It is stored as screen name, time and user id, never as content: no search text, no field values and nothing about individual members. It is recorded only in the administration, not on the member pages and not on the forening's public site, and nothing is placed on the user's device. We process this as an independent controller on the basis of our legitimate interest in running the customer relationship. The forening's administrators may object by writing to info@medlemsplatformen.dk, and we can switch the recording off for the forening.
Our own notes about the forening. We write internal notes about the relationship: what we discussed, what we agreed, and what we are to follow up on. The notes are about arrangements and agreements, not about people, and they are visible only to us. These too we process as an independent controller on the basis of our legitimate interest in running the customer relationship. Anyone named in a note has the right of access to it. Notes are deleted no later than 12 months after the agreement ends.
9. Acceptable use
The platform may not be used to break the law, send spam, phish, spread malicious code, attack systems, load the infrastructure unnecessarily or extract data beyond what access was given for.
The forening must comply with the law applicable to its own use, including on marketing, data protection and collection of payments.
Where we reasonably conclude that there is misuse, or that the service or other foreninger are at risk, we may remove content, throttle usage or close access. We say why.
10. Confidentiality
We keep the forening's affairs confidential, and the forening keeps ours. This does not apply to information that is already public, that the recipient already knew, or that must be disclosed under the law or by decision of an authority or court.
11. Rights and feedback
We keep the rights to the platform. The forening keeps the rights to its own content.
If the forening suggests an improvement, we may build it without that triggering payment or giving the forening any right to the result. We do not disclose the forening's confidential information in doing so.
Configurations and templates we make for the forening may be used for as long as the agreement runs. They are not transferred.
12. Limitation of liability
We are not liable for indirect loss. That includes loss of operation, lost profit, lost revenue, loss of goodwill, lost savings and loss of data.
Our total liability cannot exceed the subscription fees the forening has paid for the most recent 12 months of use before the matter the claim concerns. Where the agreement has run for less than that, the cap is what has actually been paid.
The limitations do not apply in cases of intent or gross negligence, nor to liability that cannot be limited under Danish law. They do not limit the forening's obligation to pay for what it has used.
The forening must mitigate its loss and tell us as soon as possible when something has happened that may lead to a claim.
13. What we warrant
We warrant that the platform is delivered with the skill and care that can reasonably be expected. If it does not work, we fix it. If we cannot fix it within a reasonable time, the forening may terminate the affected part of the subscription and have the unused amount refunded.
Beyond that the platform is provided as it is. We do not warrant that it is free of faults, that it is never unavailable, that it suits a particular purpose, or that AI answers are correct.
14. Indemnity
If a third party brings a claim against us because of the forening's data, the forening's use of the platform or the forening's instructions, the forening indemnifies us.
If a third party claims that the platform as we provide it infringes a right, we deal with it and bear the cost. We may change the platform, obtain the right to continue, or end the affected part of the agreement. This does not cover claims arising from the forening's own content, the forening's modifications or use outside the agreement.
15. Force majeure
Neither party is liable for matters outside its reasonable control: natural disaster, war, strike, action by public authorities, failure of power supply or internet infrastructure, widespread cyber attack or a supplier outage. The affected party does what it can to limit the consequences and get going again. Force majeure does not release a party from paying for what has already been delivered.
16. Notices
Legal notices are sent by email to the address each party has given. Operational messages may be given in the platform. The forening keeps its contact details up to date, and a notice sent to the address given has been received.
17. Assignment
The forening cannot assign the agreement without our written consent. If the forening merges or changes legal form, the agreement may follow.
We may assign the agreement to a company in the same group or to a buyer of the business, and we may use subcontractors. We remain responsible for what they do.
18. Changes to the terms
We may change these terms on 3 months' notice. The notice is sent to the forening's contact address and shown in the platform.
If the change is materially to the forening's disadvantage, it may terminate before the change takes effect, regardless of any commitment. Changes required by law or security may take effect on shorter notice, and we say so as early as we can.
Each version of the terms has a number and a date. We record which version the forening accepted.
19. Governing law and venue
Danish law applies, excluding its conflict of law rules and excluding the UN Convention on Contracts for the International Sale of Goods (CISG).
This English text is a translation. The Danish version is authoritative and prevails if the two differ.
If there is a disagreement we first try to settle it by talking. If that does not succeed within 30 days, it is decided by Københavns Byret.
20. Entire agreement
The agreement is what has been agreed and replaces anything said along the way. The forening's own purchasing or tender conditions do not apply unless we have signed them.