Terms of Service

1. Who we are and what these terms cover

TomIT is provided by TomIT B.V., registered in the Netherlands ("TomIT", "we", "us"). These terms are an agreement between you (the person creating a workspace, or the organisation they represent) and TomIT, and they apply to every use of the TomIT service and its Windows and Apple agents.

By creating a workspace, signing in or installing an agent you accept these terms. If you accept them on behalf of a company, you confirm you are allowed to bind that company.

2. The service

TomIT is a hosted (SaaS) IT asset management workspace. It helps you keep an inventory of hardware, SIM cards and other assets, track warranties, contracts, costs and software licenses, publish an internal knowledge base, and run optional agents that report device data.

We may improve or change the service over time — for example adding portals, changing screens or replacing underlying components — as long as the core function described here remains available.

3. Your account and your workspace

One workspace belongs to one organisation. The person who creates it is the workspace owner and is responsible for the workspace and for everyone they invite.

• Keep your credentials secret. You are responsible for activity under your account and for the API keys and agent keys you generate.
• Only invite people who are allowed to see the data in the workspace.
• An agent key is a machine credential: whoever holds it can add and update assets in the workspace. Revoke keys you no longer use.
• Tell us promptly through the contact page if you believe an account or key has been compromised.

4. Plans, fees and billing

Plans and current prices are shown on the pricing page. The free plan can be used indefinitely within its published limits (currently one admin account and 500 assets). Paid plans increase admin seats, limits and support priority.

Paid plans are activated for your workspace by us, and invoices are issued for the agreed period. Unless stated otherwise, prices are in euro and exclude VAT and other applicable taxes, and invoices are payable within 14 days. If a payment is overdue we may downgrade the workspace to the free plan or suspend it after a reasonable reminder.

We may change prices with at least 30 days notice before your next renewal period. If you do not agree, you can stop using the paid plan before it takes effect.

5. Trials and the demo workspace

You can evaluate TomIT on the free plan for as long as you like, and we provide a public demo workspace for trying features. The demo workspace is shared and is reset automatically, so never enter confidential data there.

6. Your data stays yours

You own all data you put into the workspace — assets, users, contracts, documents, articles and everything else. We process it only to run and support the service, to keep it secure, and as described in our privacy policy.

You can export your data (for example asset and cost lists as CSV) at any time, and you can delete your workspace. Export and deletion are also available if you decide to leave.

7. Who is responsible for the data in your workspace

For personal data you enter about your colleagues or other people (names, usernames, work email addresses, assignment history), your organisation is the controller and TomIT acts as a processor. We process that data on your instructions and keep it isolated per workspace.

A data processing agreement (DPA) is available on request through the contact page. Our privacy policy describes the technical and organisational measures we take.

8. Agents and device data

The Windows and Apple agents are optional. If you install an agent on a device, you confirm that you are authorised to do so and to have the device report technical data (hardware details, serial number, installed software, battery health, operating system and similar) to your workspace.

Some features use third-party services you enable yourself — for example manufacturer warranty lookups that send a device serial number to HP or Lenovo, or Apple Business Manager to read purchase dates. Their results are indicative and may be incomplete or delayed; the responsibility for warranty and purchase decisions remains with you.

9. Acceptable use

You agree not to use TomIT to break the law or to harm the service, other customers or anyone else. In particular you will not:

• enter data you are not allowed to process, or use the service to track people or devices without a lawful basis;
• attempt to access another workspace, probe our infrastructure, or bypass authentication, tenant isolation, rate limits or plan limits;
• resell or white-label the service without a written agreement with us;
• upload malware, or use AI features to generate unlawful or harmful content;
• reverse engineer the service except where the law expressly permits it.

10. Availability and support

We aim to keep TomIT available and to perform maintenance outside busy hours where possible. Support priority depends on your plan. We do not promise a specific uptime percentage; scheduled maintenance and events outside our reasonable control can interrupt the service.

Backups are made regularly and are encrypted. If something goes wrong, tell us through the contact page and we will do our best to restore your data.

11. Beta and experimental features

Features marked as beta or preview (for example new agents or AI-assisted imports) are provided as-is, may change without notice, and may be less reliable than the rest of the service. Use them for evaluation before relying on them in production.

12. Intellectual property

TomIT, the software, the agents, the design and the documentation remain our property (or that of our licensors). You get a non-exclusive, non-transferable right to use the service for your organisation during your subscription.

If you send us feedback or suggestions, we may use them to improve the service without obligation to you.

13. Suspension and termination

You can stop using TomIT and delete your workspace at any time. We may suspend or terminate a workspace if these terms are seriously or repeatedly breached, if the workspace is used unlawfully, if payment is overdue, or if we are required to do so by law. Where possible we will warn you first and give you the chance to export your data.

After termination we delete the workspace data; encrypted backups are rotated out within 30 days. Sections that by their nature should survive (data ownership, liability, governing law) stay in force.

14. Disclaimers

TomIT is a management tool: it records what you and your agents report, and it displays third-party information such as warranty and purchase data. It does not make decisions for you, and it cannot guarantee that a device, licence or contract is compliant, covered or correctly registered.

The service is otherwise provided "as is" and "as available", without other warranties than those that cannot be excluded by law. We do not guarantee that the service will be error-free or uninterrupted, or that data reported by agents or third-party services is complete or accurate.

15. Liability

We are liable without limitation for intent and gross negligence, and for any liability that cannot be limited by law.

For other damage, our total liability per year is limited to the amount you paid us for the service in the twelve months before the event (or, on the free plan, to €100). We are not liable for indirect or consequential damage, such as lost profit, lost data that you could have exported, or damage caused by third-party services or by decisions you made based on reported data.

16. Changes to these terms

We may update these terms when the service or the law changes. If a change is material, we will announce it in the workspace or by email before it takes effect. Continuing to use TomIT after that means you accept the new version; if you do not agree, you can stop using the service.

17. Governing law

These terms are governed by the law of the Netherlands. Disputes are brought before the competent court in the Netherlands, unless mandatory law gives you the right to go to another court.

The service and these terms are in English. Translations, if any, are for convenience only.