Terms and conditions

1. Definitions

AiBitches: the contractor, based at Lange Viestraat 2b, 3511 BK Utrecht, the Netherlands, registered with the Dutch Chamber of Commerce under number 98974505. Client: the organisation that places an assignment. Participant: the person who takes part in a training or team game. Assignment: the work as set out in the quote or order confirmation. Agreement: any arrangement between AiBitches and the client regarding the delivery of an assignment, including these terms. Working day: Monday to Friday, excluding recognised Dutch public holidays.

2. Applicability

These terms apply to every quote and agreement between AiBitches and the client. The client's purchasing terms only apply if AiBitches has accepted them in writing. Deviating arrangements only apply if they have been recorded in writing.

3. Quotes and formation of the agreement

Quotes are valid for 30 days unless stated otherwise, and are based on the information supplied by the client. The agreement comes into effect the moment the client confirms the quote in writing or by email, or when delivery has begun with the client's consent. Obvious errors in a quote are not binding on AiBitches.

4. Prices

Stated prices exclude VAT and travel and accommodation costs, unless stated otherwise. Costs charged by third parties, such as venue, catering, materials or software licences, are passed on unless included in the quote. If the client expands the assignment after confirmation, AiBitches will invoice the additional work at the agreed rates.

5. Payment

For all sessions with a fixed date, such as trainings, workshops, team games and other gatherings on location or online, the invoice must be paid in full no later than five working days before the agreed date. Payment is made without deduction or suspension to the account number stated on the invoice.

If the invoice has not been paid in full five working days before the agreed date, the session will not go ahead. AiBitches will notify the client of this in writing or by email. The agreed fee remains fully payable in that case, because the date falls within the cancellation period set out in article 6 at that point. A new date will only be scheduled once the invoice has been paid and if AiBitches has capacity available. Where an assignment consists of several sessions, this term applies per session, unless a different payment moment has been agreed in the quote.

For assignments without a fixed session date, such as implementation and staffing, a payment term of fourteen days after the invoice date applies, unless agreed otherwise in writing.

In the event of late payment, the client owes the statutory commercial interest rate, and the costs of collection, both out-of-court and judicial, are for the client's account. AiBitches may request a deposit for assignments above 1,500 euros excluding VAT.

6. Rescheduling and cancelling

Cancelling or rescheduling is possible free of charge up to 21 calendar days before the agreed date, provided it is communicated in writing or by email.

From 21 calendar days before the agreed date, cancellation is no longer possible and the full agreed fee remains payable. The full fee also remains payable in the event of a no-show.

Rescheduling within 21 days is only possible by mutual agreement and only if AiBitches has a suitable new date available. An assignment may be rescheduled once. If a rescheduled date is changed again, this counts as a cancellation and the full fee remains payable.

Costs already incurred with third parties, such as venue or material costs, are always passed on. If AiBitches is unable to deliver on the agreed date due to a cause beyond its control, AiBitches will propose a new date or an equivalent replacement. If that is not possible, the fee for that part lapses.

7. Delivery

AiBitches carries out the assignment to the best of its knowledge and ability. Trainings are delivered incompany, at the location designated by the client or via the working environment agreed by the parties. AiBitches may have the assignment carried out by its own staff or by carefully selected experts, without this affecting the agreed quality. We may adjust the content of a programme if it improves the outcome for the group, provided the structure and duration remain equivalent.

8. Client's obligations

The client will provide, in good time, the information, cooperation, participant list, suitable workspaces and working software licences and access rights needed for delivery. If a training cannot be given, or not fully, because access, licences or facilities are missing, the agreed fee remains payable. In that case AiBitches will first discuss whether rescheduling to a new date is possible.

9. Group size and participants

Group trainings, workshops and team games are delivered for groups from 3 up to a maximum of 1,500 participants. The maximum per session is recorded in the quote and depends on the chosen format, the venue and the number of facilitators. If the actual number of participants differs from what is stated in the quote, AiBitches may adjust the format and price in consultation. The client may replace a participant with another participant up until the start. A lower number of participants than agreed does not lead to a lower fee.

10. Staffing

With staffing, AiBitches makes a professional available for the agreed period and number of hours. The client gives daily instructions about the work, but no employment relationship arises between the client and the professional. Invoicing takes place monthly in arrears based on hours worked, unless agreed otherwise. The arrangement may be terminated with three months' written notice. The client will not employ the professional or approach them directly for work during the assignment and for twelve months afterwards, unless AiBitches agrees to this in writing. In the event of a breach, the client owes AiBitches a fee, the amount of which is set out in advance in the quote or order confirmation.

11. Intellectual property

All rights to training material, presentations, exercises, team games, prompts, templates and other resources developed by AiBitches remain with AiBitches. The client receives a non-transferable right to use this material within its own organisation for the purposes of the assignment. Distributing, selling or reusing it for the client's own trainings for third parties is only allowed with AiBitches's written consent. AiBitches may freely use the knowledge and methods gained for other assignments.

12. Confidentiality

Both parties will keep confidential information received from each other secret and will not share it with third parties, unless legally required or necessary for delivering the assignment. This obligation remains in force after the agreement ends.

13. Personal data

AiBitches processes participants' personal data only for delivering the assignment and in accordance with the GDPR. If AiBitches processes personal data on behalf of the client, the parties will enter into a data processing agreement on request. The client warrants that it is entitled to lawfully share the data it provides.

14. Use of AI

Trainings and implementations concern the use of third-party AI systems. AiBitches has no influence over the operation, availability, price or terms of those systems and is not liable for changes to them. The client remains responsible for the content created with AI, for checking it and for compliance with laws and regulations within its own organisation. Output from AI systems can be incorrect and always requires human review.

15. Liability

AiBitches's liability is limited to the amount invoiced for the relevant assignment, and for assignments lasting longer than three months, to the amount invoiced over the last three months. AiBitches is not liable for indirect damage, such as lost profit, missed savings, data loss or business interruption. These limitations do not apply in the event of intent or deliberate recklessness on the part of AiBitches.

16. Force majeure

If AiBitches is unable to deliver the assignment due to force majeure, such as illness of the trainer, supplier outages, software failure or government measures, the obligations are suspended. If the force majeure lasts longer than two months, either party may terminate the agreement in writing without compensation. Work already delivered will in that case be settled proportionally.

17. Complaints

The client will report complaints about delivery to AiBitches in writing within fourteen days, with a clear description. AiBitches will respond within ten working days. A complaint does not suspend the payment obligation.

18. Amendment of the terms

AiBitches may amend these terms. For agreements already in progress, the version that applied when the agreement was concluded remains valid.

19. Governing law

These terms and all agreements are governed by Dutch law. Disputes will be submitted to the competent court in the district of Midden-Nederland, unless the law mandatorily designates another court.