Terms

Terms of Service / Subscription Terms (English)

Contracting party: Pomio CRM (“Pomio”) — trade name/brand.

Last updated: 8 October 2026 (Europe/Amsterdam)
Language: English

1. Parties, product and scope

1.1 These terms govern the Trial of and the Subscription to Pomio CRM (“Pomio”), a SaaS multi-tenant Customer Relationship Management (CRM) (helper/SaaS tool) for leads, companies, contacts and pipeline — not an Applicant Tracking System (ATS).

Field	Value
Provider (“we”, “Pomio”)	Pomio CRM (trade name/brand)
Customer (“you”)	The organisation that orders or uses seats

1.2 Pomio is aimed at B2B use (EU / Made in Europe). Consumer use (B2C) is not the intended model; mandatory consumer law prevails where it applies. Formal legal-entity/KvK details are provided on request or on invoice; these terms are trade-name-first.

2. Definitions

2.1 In these terms, the following capitalised terms have the meaning set out below:

Subscription: the agreement under which the Customer obtains paid access to Pomio according to the chosen Plan, number of Seats and Billing Interval.
Order: the order form, quote or any other (electronic) ordering method offered by Pomio in which the Plan, Plan Version, number of Seats, Billing Interval, price and any minimum term are recorded, including any later agreed change.
Plan: a subscription type offered by Pomio with its functions, limits and prices.
Plan Version: the content of a Plan (functions, limits and prices) as it applied at the time of the Order or of a later agreed change.
Seat: one named user account (or as otherwise defined in the Order); Paid Seats are the Seats the Customer pays for under the Order.
Billing Interval: monthly or yearly.
Contract Period: the current month (monthly subscription) or the current year (yearly subscription) billed in advance.
Renewal Date: the date on which a new Contract Period starts.
Trial: free, temporary access to Pomio before a paid Subscription (Article 4).
Retention Period: the limited period after the end of the Trial or the Subscription during which data is still retained (Articles 4 and 12).
Invoicing Provider: the external party Pomio uses to prepare and send invoices (Article 7.5).
Customer Data: the data you enter into your Pomio tenant (Article 14.1).
Privacy Policy: Pomio’s Privacy Policy.
DPA: the data processing agreement available on request (Article 14.3).

3. Conclusion, acceptance and documents

3.1 The Subscription is concluded when the Customer confirms the Order and expressly accepts these terms, and Pomio accepts the Order. Without express acceptance of these terms, a paid Subscription is not activated.

3.2 Before the Order, the Customer is shown or informed of at least: the Plan and Plan Version, the number of Seats, the Billing Interval, the price (excl. VAT), automatic renewal and the notice periods (Article 11), and any minimum term.

3.3 The Privacy Policy is made available with the Order for information; the Customer confirms having taken note of it. This is not a request for consent to data processing. Where Pomio legally needs consent, it is requested separately.

3.4 To the extent Pomio processes personal data as processor for the Customer, a DPA is available on request; a concluded DPA applies (Article 14.3).

3.5 Pomio records the electronic acceptance. This record may include: date and time, the account and user accepting, the organisation, the version of these terms, the version of the Privacy Policy and (where applicable) the DPA, the Plan, the number of Seats, the Billing Interval and the price.

3.6 Earlier versions of these terms and of Orders are not silently overwritten. The version that applied at the Order or at a later agreed change remains traceable for that Order.

4. Trial

4.1 Pomio may offer a free Trial, for example of 14 days. The duration is configured centrally and may differ per offer or campaign. The duration granted at the start of the Trial is recorded; a later change of the default duration does not silently shorten or extend a running Trial.

4.2 Functions and limits during the Trial may correspond to a trial package and differ from a paid Plan, for example for the number of users, companies, contacts, deals, tasks, automations, email and storage.

4.3 The Trial is intended to evaluate Pomio and gives no right to permanent free use.

4.4 The Trial ends early as soon as the Customer chooses a paid Subscription and it is activated. Pomio may take reasonable measures against repeated or abusive Trials.

4.5 Pomio may warn the Customer before the end of the Trial that it is about to expire.

4.6 Billing details are not required during the Trial; they may be required before activation of a paid Subscription (Article 7.6).

4.7 If the Trial ends without a paid Subscription, a limited Retention Period applies, as shown in the app. During that period Pomio may restrict access, for example by blocking changes (mutations), and the Customer can still take out a paid Subscription and submit privacy requests via the contact page or in-product support channels.

4.8 If no paid Subscription is taken out within the Retention Period, the data from the Trial is deleted in a controlled manner, in line with these terms, the Privacy Policy, the DPA, statutory retention obligations and any legal hold.

5. Licence, seats and users

5.1 We grant you a limited, non-exclusive, non-transferable, revocable right to use Pomio during the Trial and the paid subscription period, solely for internal business purposes, under these terms.

5.2 Access is licensed per Seat.

5.3 Minimum: 5 seats.

5.4 No sublicensing, rental or resale unless agreed in writing.

5.5 The number of Paid Seats is confirmed in the Order before activation.

5.6 The number of active users may not structurally exceed the number of Paid Seats. Pomio may check the number of active users and ask the Customer to purchase additional Seats or deactivate users.

5.7 Adding seats: always allowed. Adding users above the number of Paid Seats means additional Paid Seats; each added seat is billed at the then-current rate of the chosen Plan, where necessary through an additional invoice. For yearly subscriptions, Article 10.1 also applies.

5.8 Reducing the number of Seats may depend on first deactivating users (Article 9.5). A lower number of Seats does not lead to automatic deletion of users or data (Article 9.6).

6. Plans, prices and VAT

6.1 Pomio may offer one or more Plans. Names, functions, limits and prices of Plans may change; for running Subscriptions, Articles 6.7 and 6.8 apply.

6.2 A Plan may contain limits, among others for Seats, companies, contacts, deals, active tasks, automations, mailbox integrations, email volume, storage, calendar and other integrations, additional functionality and fair use (Article 13.2). A limit only applies to the extent the relevant function is available in the Plan.

6.3 The price shown applies. The applicable price is the price shown with the Subscription the Customer chooses at that moment. The content and price of the Plan are shown or communicated before subscribing, on the pricing page, in the app, in a quote or in the Order. The price may depend on the Plan, the number of Seats, the Billing Interval and agreed terms. The Customer chooses a suitable Plan and number of Seats.

6.4 The amount due per Contract Period is the number of Paid Seats × the price per Seat of the chosen Plan × the number of months in the Contract Period, unless stated otherwise in the Order.

6.5 No fixed amounts: these terms do not fix any price amounts. If a price shown elsewhere differs from the price confirmed in the Order, the Order prevails.

6.6 Promotional or custom pricing may be agreed in writing or via the Order. The minimum of Article 5.3 applies to every Plan unless otherwise agreed in the Order.

6.7 Price changes: Pomio may change prices. A price change is announced in advance with reasonable notice where required and applies from a future Contract Period, as a rule the first renewal after the announcement. Running Contract Periods and existing arrangements are not changed retroactively.

6.8 Plan Versions: Pomio may offer Plans in versions. An existing Customer may remain on an earlier Plan Version until a new Contract Period starts for which a change was announced in time, the Customer expressly changes Plan, a legally announced migration takes place, or a new agreement is concluded. New Plan Versions do not retroactively change historic invoices, Orders or periods already paid; there is no silent retroactive deterioration.

6.9 VAT: all prices are exclusive of VAT and other taxes unless expressly stated otherwise. VAT due is charged under the applicable tax regime; invoices are issued in accordance with tax rules. You are responsible for applicable taxes and provide correct tax details, including your VAT number. No Pomio VAT number is published in these terms.

7. Invoicing and payment

7.1 Monthly: fees are invoiced monthly in advance; the Subscription renews per month (Article 11).

7.2 Yearly: the full yearly subscription is invoiced and paid in advance as one amount; there are no twelve instalments.

7.3 Every payment is preceded by an invoice with a unique invoice number. Invoices are payable in the manner and within the term stated on the invoice or in the Order. Pomio may invoice and collect amounts owed.

7.4 The subscription data recorded in Pomio — Plan, Plan Version, Seats, price, Billing Interval, term and rights — is authoritative. The Invoicing Provider is not the source of that data.

7.5 Invoicing Provider: Pomio prepares invoices through an external Invoicing Provider, currently WeFact or a comparable invoicing provider. The Customer agrees that Pomio shares the necessary data with the Invoicing Provider for this purpose: company and legal name, billing address, billing email, chamber of commerce or registration number, VAT number, country, subscription, number of Seats, and invoice and order data. Pomio remains responsible for the commercial logic (Article 7.4).

7.6 Billing details: the Customer provides correct and complete billing details: legal name, address, billing email, VAT number, country, registration number and, for Dutch organisations, the KvK (chamber of commerce) number. These are not required during the Trial but may be required before activation of a paid Subscription. The Customer is responsible for their accuracy and keeping them up to date. Changes to billing details do not alter invoices already issued.

7.7 Invoices are provided electronically, by email and/or via the Invoicing Provider. The Customer ensures a correct and reachable billing email address.

7.8 An outage at the Invoicing Provider does not release the Customer from the obligation to pay. Pomio may run the invoicing again later and in doing so prevents duplicate invoices, duplicate payments and duplicate changes; any duplicate invoice that does arise is corrected.

8. Payment arrears and suspension

8.1 If an invoice is not paid on time, the original invoice remains valid; no second invoice is created for the same amount. Pomio may ask the Customer to pay after all or by another method. The status of the Subscription may then become ‘past due’. Amounts outstanding remain due.

8.2 Payment arrears do not lead to immediate deletion of data.

8.3 After a reasonable warning, Pomio may restrict functions, block mutations, make the account read-only or temporarily suspend access. Pomio follows a reasonable warning procedure.

8.4 After full payment, Pomio lifts a restriction or suspension within a reasonable time. If payment is still not made after suspension, Pomio may terminate the Subscription (Article 12.2).

9. Changes to the subscription

9.1 Where Pomio offers this, the Customer may change the Plan, the number of Seats, the Billing Interval or a combination, for example from a lower to a higher Plan or vice versa, from 5 to 8 users or from 8 to 5, from monthly to yearly or vice versa, or an upgrade combined with extra users. Changes are requested via the contact page or in-product support channels.

9.2 Before a change is confirmed, Pomio communicates: the current and new Plan, the current and new number of Seats, the new price, the Billing Interval, the start date, any additional payment, and whether the change applies immediately or from the next Renewal Date.

9.3 Upgrades and extra Seats take effect immediately or at an indicated moment. The consequences, including any additional amount, are communicated before confirmation. Activation may depend on successful payment.

9.4 Downgrades are possible if usage fits within the limits of the new Plan and take effect by default from the next Renewal Date. On a yearly subscription, a downgrade must be requested at least 2 months before the end of the current year, the same deadline as for cancelling or switching to monthly (Article 11.2); on a monthly subscription Article 11.3 applies. If usage exceeds the new limits, Pomio may block or schedule the downgrade, or ask the Customer to reduce usage first.

9.5 Fewer Seats take effect by default from the next relevant Renewal Date and are requested within the deadlines in Article 11.2 (yearly: at least 2 months before the end of the year) and Article 11.3 (monthly). Pomio may require the number of active users to be equal to or below the new number of Seats before that date. Example: with 8 active users and a reduction to 5 Seats, 3 users must first be deactivated.

9.6 No deletion because of a downgrade or fewer Seats: existing data is not deleted solely because of a downgrade or a lower number of Seats. Pomio may block or postpone the change, limit new actions, or ask the Customer to reduce usage or deactivate users. Normal deletion after termination or after a Retention Period (Articles 4.8 and 12.4) continues to apply. A downgrade or seat reduction gives no right to a refund (Article 10.3).

9.7 Switching from monthly to yearly is possible from the next Renewal Date or, if Pomio offers it, mid-term. After that, each full year is invoiced in advance (Article 7.2).

9.8 Switching from yearly to monthly is only possible at the end of the paid year and must be requested at least 2 months before the end of that year (Article 11.2). There is no early termination or refund; the monthly subscription starts after the paid year.

10. Seats on yearly subscriptions, refunds and credit invoices

10.1 Peak seats (yearly): the highest seat count in the year bills for the whole year; mid-year reductions create no credit or discount on the yearly amount already due.

10.2 No refunds: subscription fees paid are in principle not refunded, because a Trial/demo was available to evaluate the service before payment, except where mandatory law applies or by express written commitment.

10.3 A downgrade or a reduction in the number of Seats gives no right to an automatic refund.

10.4 A refund approved by Pomio or a reversed payment may lead to a credit invoice in accordance with tax rules.

11. Term, renewal and cancellation

11.1 The Subscription renews automatically for the same period: a monthly subscription by one month, a yearly subscription by one year. The Customer consents to recurring invoicing and payment at each renewal.

11.2 Yearly: you commit for twelve (12) months with full prepayment; no mid-year walk-away. Cancelling, switching to monthly or requesting a downgrade (lower Plan or fewer Seats) from the next renewal is possible at the latest 2 months before the end of the current year. If this is not done in time, the Subscription renews automatically for a new year and the full yearly price is invoiced and due.
Example: if the year ends on 31 December 2027, the deadline is 31 October 2027. A request from 1 November 2027 is too late for that renewal and, unless Pomio expressly allows otherwise, is processed for a later renewal.

11.3 Monthly: cancelling, or requesting a change for the next renewal, is possible at the latest 10 days before the Renewal Date. If this is not done in time, the next renewal is due and the Subscription ends at the end of that paid month. Fees for a month already started remain due.
Example: with a Renewal Date of 1 November, the deadline is 22 October. A cancellation on 25 October does not prevent the 1 November renewal; the Subscription then ends at the end of the month starting on 1 November.

11.4 Switching from monthly to yearly is possible from the next Renewal Date or mid-term (Article 9.7). Switching from yearly to monthly follows Articles 11.2 and 9.8: at the latest 2 months before the end of the year, effective after the paid year and without refund.

11.5 Changes requested and scheduled in time are applied at the Renewal Date.

11.6 You can cancel via the contact page or in-product support channels, following the process we provide. Timeliness is determined by the date the request reaches Pomio.

11.7 Apart from the periods in this Article, no other general notice periods apply, unless expressly agreed otherwise in the Order.

12. Termination, suspension and data after the end

12.1 Either party may terminate for material breach not cured within a reasonable period after written notice.

12.2 We may suspend or terminate for unlawful use, fraud or security risk, and for continued payment arrears after the procedure in Article 8.

12.3 On termination, your right of access ends. You get a reasonable opportunity to export Customer Data.

12.4 After that, we may delete CRM content in a controlled manner after a Retention Period, subject to the Privacy Policy / DPA, statutory retention obligations and any legal hold.

13. Acceptable use and fair use

13.1 You may not (and may not allow users to):

Violate law, third-party rights or export rules
Overload, disrupt or probe the service or other tenants for abuse
Upload malware, scrape improperly, or reverse-engineer except as mandatory law permits
Use Pomio for unlawful spam or unlawful data processing
Circumvent seat licences or security

13.2 Fair use: a fair use policy may apply to cost-sensitive functions, among others email, mailbox integrations, automations, API use, storage and AI functions, to the extent available in the Plan. In case of excessive use, Pomio may warn, temporarily limit usage, propose a more suitable Plan or make additional arrangements. Pomio does not apply fair use arbitrarily.

13.3 We may investigate and suspend for serious or repeated breaches.

14. Customer data, ownership and DPA

14.1 You retain ownership of data you enter into your Pomio tenant (“Customer Data”).

14.2 You grant us a limited licence to host, process and display Customer Data solely to provide the service, prevent abuse and comply with law.

14.3 For personal data in Customer Data, you are controller and Pomio is processor. A data processing agreement (DPA) is available on request via the contact page. See the Privacy Policy.

15. Availability and support

15.1 We aim for reliable availability but offer no formal SLA unless separately agreed in writing. The service is provided “as available”.

15.2 Maintenance, incidents and force majeure may cause downtime. Support via the contact page and/or in-product channels.

16. Intellectual property

Pomio software, brands, documentation and related IP remain ours (or our licensors’). These terms transfer no ownership.

17. Warranties and disclaimers

17.1 The service is provided with reasonable care for B2B SaaS, “as is” / “as available” to the extent permitted by law.

17.2 Pomio is a SaaS helper tool for CRM — not legal, tax or compliance advice. You remain responsible for data accuracy, user rights and lawful use.

17.3 Unless mandatory law provides otherwise, we exclude warranties of uninterrupted or error-free operation and fitness for a particular purpose.

18. Liability (B2B)

18.1 Nothing excludes liability that cannot be limited under Dutch mandatory law (intent or wilful recklessness).

18.2 Subject to 18.1, our total liability in any 12-month period is capped at the fees you paid us for Pomio in the same 12 months.

18.3 To the extent permitted, we are not liable for server downtime, outages, use or non-use of the service, data-entry errors by you or users, or indirect or consequential damages (lost profit, data loss, business interruption).

19. Confidentiality

Each party keeps the other’s non-public business information confidential and uses it only to perform these terms, except where disclosure is required by law.

20. Governing law and disputes

20.1 Dutch law, excluding conflict-of-law rules that would lead to another law.

20.2 Disputes: competent courts of the Netherlands, preferably Amsterdam.

21. General

21.1 If a provision is void, the others remain in force.

21.2 You may not assign without our consent, except to a legal successor; we may assign to an affiliate or legal successor.

21.3 These terms plus the Order and, where concluded, the DPA form the entire agreement on the Subscription.

21.4 These terms are also available in other languages. In case of differences between language versions, the Dutch text prevails.

22. Contact

Pomio CRM
Contact: via the contact page (forms on this site) and/or in-product support channels.

End of Terms (EN).