Terms of Service

Last updated 10 October 2026 · general terms for the Reqlio service

Short version: you pay for the people who write, everyone else is free. Your data stays yours, in Germany, and you can export it at any time, including after you leave. Annual plans renew unless you cancel 30 days before the end; monthly plans end at the end of any month. AI suggestions are suggestions, and checking them is your job. Dutch law applies.

1. About these terms

1.1 These terms apply to every agreement under which we make Reqlio available, including free trials and paid pilots. "We" and "us" means Holtstiege Consulting, a sole proprietorship (eenmanszaak) of Jonas Holtstiege, Kon. Wilhelminaplein 1142, 1062 KS Amsterdam, Netherlands, Chamber of Commerce (KvK) 99282240. "You" means the organisation that requests or orders the service.

1.2 Definitions used below:

• Service: the Reqlio application at <your-workspace>.reqlio.eu, its API, MCP server and supplier portal.
• Workspace: your own instance of the Service, with its own database.
• Customer Data: everything you or your users enter into or upload to the Service.
• Order: the plan, number of editors, price and term we agree with you in writing, by email or on an order form or quote you accept.
• Users: the people you or your admins give access to your workspace, including supplier portal guests.

1.3 Your own general terms or purchasing conditions do not apply, even if an order or purchase order refers to them, unless we accept them in writing for a named clause.

1.4 These terms are published at reqlio.eu/terms and can be saved or printed from there. We send them as a PDF on request.

2. Who can use Reqlio

2.1 You get a workspace after you request access and we approve it. We may decline a request without giving reasons. The first time a workspace admin signs in, they accept these terms for your organisation in the Service; until then the workspace cannot be used.

2.2 The Service is for businesses, public bodies, research institutions and other organisations, used in the course of their work. It is not offered to consumers. By requesting access you confirm that you act for an organisation and are authorised to accept these terms for it.

3. Free trial

3.1 A new workspace starts with a free trial of 30 days, with every module and all AI features, within a trial AI allowance of 300 AI actions a month on the standard AI tier (section 6.4). No payment details are needed.

3.2 If you do not order a plan by the end of the trial, the workspace becomes read-only for another 60 days: you and your users can still sign in, read and export everything, but not change it, and no new users can join. We email your workspace's admins 14 days and 3 days before that period ends. After it, we delete the workspace (section 9.5).

3.3 Ordering a plan during the trial or the read-only period continues the same workspace with everything in it.

3.4 We provide trials as they are, without commitments on availability or support, and may end a trial early if it is used for something other than evaluating the Service, or against section 7.5.

4. Subscriptions, term and renewal

4.1 A paid subscription starts on the date in the Order and runs for the term stated there, which is either one month or one year.

4.2 Annual subscriptions renew automatically for another year unless either party cancels at least 30 days before the end of the current year. Monthly subscriptions renew automatically for another month unless either party cancels before the start of the next month.

4.3 You cancel by email to info@reqlio.eu from a workspace admin's address or the billing contact in the Order. We confirm a cancellation in writing.

4.4 A paid pilot runs for the period in its Order and ends then without renewal. Where the Order says so, its fee is credited against the first annual subscription you order.

4.5 Enterprise agreements, dedicated instances, source-code escrow and service levels with credits are agreed in a separate contract. Where that contract differs from these terms, it prevails.

5. Prices and payment

5.1 Prices are those in the Order. Where the Order does not state a price, the price published on reqlio.eu on the date of the Order applies. Discounts (founding customer, startup, pilot credit) apply only as written in the Order.

5.2 All prices are in euros and exclude VAT. For customers in another EU Member State with a valid VAT number, VAT is reverse-charged.

5.3 Fees are invoiced in advance: annual subscriptions once a year, monthly subscriptions once a month.

5.4 Invoices are payable within 30 days of the invoice date by bank transfer or the payment link on the invoice. If payment is late, we send a reminder; after that, statutory commercial interest (art. 6:119a of the Dutch Civil Code) is due from the due date, and we may suspend the Service under section 13.

5.5 Fees already paid are not refunded, except where these terms say otherwise (sections 10.4, 14.3 and 14.4).

5.6 We may change prices with effect from the next renewal, by telling you at least 60 days before it. If you do not accept the new price, you may cancel for the end of the current term even if the notice period in 4.2 has passed. Prices do not change during a term you have paid for.

6. Editors and free roles

6.1 You pay per editor: a user who creates or edits requirements, specifications, activities, risks, FMEA rows or budgets, logs test runs, runs AI actions, or manages baselines and reviews. Workspace admins are editors too. The Service counts editors from the roles your admins assign, and one person is one editor however many projects they work in.

6.2 Reviewers (who read, comment, vote and approve or request changes on review steps), approvers, viewers and supplier portal guests are free and not limited in number.

6.3 The number of editors in the Order is the number your workspace can have at one time. To add editors, ask us; we enable them and invoice the additional editors pro rata for the rest of the current term. A reduction takes effect at the next renewal.

6.4 The AI allowance of your plan (for example, a number of AI actions per editor per month) and its AI tier are described on the pricing page and in the Order. When the allowance is used up, AI keeps working on a lower-cost model until the next month, up to as many further actions again as the allowance itself; after that, AI is paused until the next month. Extra AI is not charged unless the Order says so.

7. Your responsibilities

7.1 You decide who has access, with which role, and you keep sign-in credentials, recovery codes and API or MCP tokens confidential. Tell us without delay if you suspect an account has been compromised. You are responsible for what happens under your users' accounts, unless it is caused by a failure on our side.

7.2 You make sure your users, including supplier portal guests, follow these terms.

7.3 You and your users may not:

• upload content that is unlawful or infringes someone else's rights;
• use the Service to send malware, spam or anything designed to harm other systems;
• probe, scan or test the security of the Service without our written consent. Report vulnerabilities as described in our security.txt;
• put load on the Service far beyond normal use, including through the API or MCP server; we may rate-limit automated access;
• resell or sublicense access to third parties, other than giving supplier portal access to your own partners;
• copy, decompile or reverse-engineer the Service, except where the law allows it and that right cannot be excluded.

7.4 Sensitive and export-controlled data. The Service is not designed for special categories of personal data (art. 9 GDPR) or classified information, and you will not enter them. You are responsible for checking that putting technical data into the Service is allowed under the export-control rules that apply to it (for example the EU Dual-Use Regulation, ITAR or EAR). Customer Data is stored in Germany; requirement text leaves the EU only through AI features (section 8.3), so switch AI off for any project whose data must not leave the EU.

7.5 Competing products. You and your users may not use the Service to develop, improve or benchmark a product or service that competes with it, or to copy its features, screens, data model or documentation. If your organisation develops or sells requirements management, systems engineering or ALM software, tell us when you request access: you then get a workspace only with our written consent, which states what the evaluation may cover and whether its results may be published. This section does not restrict rights the law gives you that cannot be excluded by contract. If the Service is used against this section, we may end the trial or subscription with immediate effect.

8. AI features

8.1 AI features produce suggestions: rewrites, decompositions, trace links, verification methods, risks, failure modes and glossary entries. They can be wrong or incomplete. You are responsible for checking AI output before you rely on it, and for the engineering decisions you base on it.

8.2 As between you and us, AI output created in your workspace is Customer Data and belongs to you.

8.3 For projects with AI enabled, the text needed for a request is sent to the model provider listed on our security page. Providers do not use it to train models. AI is on by default and an admin can switch it off per project at any time; after that, nothing from the project is sent to a model provider.

9. Your data

9.1 Customer Data belongs to you. You give us the right to store, process and transmit it only as far as needed to provide the Service to you, to support your users, and to keep the Service secure. We do not use it for any other purpose.

9.2 For personal data in Customer Data, you are the controller and we are your processor. Our data processing agreement (DPA), based on the European Commission's standard contractual clauses, forms part of these terms and applies from the start of the trial, whether or not it has also been signed separately. On data protection it prevails over these terms. We send it on request, ready to sign, together with the list of sub-processors, which is also on the security page.

9.3 You can export Customer Data at any time, at no extra cost, in ReqIF, XLSX, CSV, Word and PDF formats, during a trial, during a subscription, while the Service is suspended, and in the read-only period after it ends.

9.4 After a paid subscription ends, your workspace stays read-only, with export, for twelve months. After a trial that does not convert, it stays read-only for 60 days (section 3.2).

9.5 At the end of the read-only period, or earlier if you ask in writing, we delete your workspace, its database and its attachments. We warn your admins by email 14 and 3 days before a scheduled deletion. Backup copies age out within six months and are not restored except to recover from a disaster, in which case the deletion is applied again. We confirm deletion in writing on request.

9.6 We keep backups as described on the security page, for disaster recovery. They are not a service for restoring individual records you deleted.

9.7 We may use aggregate statistics about how the Service is used, which identify neither you nor your users, to run and improve it.

10. Availability, support and changes to the Service

10.1 We run the Service with care and monitor it continuously; current availability is shown on our status page. Unless your Order includes a service level, we do not guarantee a particular availability. We announce planned maintenance that interrupts the Service in advance where we can.

10.2 Support is by email to info@reqlio.eu on Dutch working days. On the Business plan we respond within one working day. Other response times apply only if they are in the Order.

10.3 We develop the Service continuously and may change, add or remove features. During a term you have paid for, we will not remove or materially reduce a core function the Service had when your Order started: managing requirements and specifications, traceability, verification, reviews, baselines, risks, or export.

10.4 If we do so anyway, you may terminate the subscription with immediate effect and we refund the fees paid for the rest of the term.

11. Confidentiality and intellectual property

11.1 Each party keeps the other's non-public information confidential and uses it only for this agreement, during the agreement and for five years after it ends. This does not apply to information that is or becomes public without fault of the receiving party, was already known to it, or must be disclosed by law or court order.

11.2 We own the Service, its software and its documentation. During your subscription or trial you have a non-exclusive, non-transferable right to use the Service for your organisation's own purposes, within these terms.

11.3 If you send us suggestions or feedback, we may use them freely, without any obligation to you. We do not name you as a customer or reference without your consent.

12. Liability

12.1 Our total liability under or in connection with an agreement is limited, per contract year, to the fees you paid or owe for the twelve months before the event that caused the damage. For a free trial, we are not liable, except as set out in 12.4.

12.2 We are not liable for indirect or consequential damage, including lost profit, lost savings, damage from delay to your projects, and damage to your reputation.

12.3 For loss or corruption of Customer Data, our liability is limited to restoring it from our most recent backup.

12.4 These limits do not apply to damage caused by our intent or deliberate recklessness (opzet of bewuste roekeloosheid), to death or personal injury, or where the law does not allow liability to be limited. Nothing in these terms limits the rights of data subjects under art. 82 GDPR.

12.5 A claim must be notified to us in writing, with a description of the damage, within twelve months of the day you became aware of it, or it lapses.

12.6 Neither party is liable for failures caused by circumstances beyond its reasonable control (force majeure), such as large-scale outages of internet or power infrastructure, attacks on it that could not reasonably have been prevented, or government measures. If force majeure lasts more than 30 days, either party may terminate the affected subscription, and we refund fees paid for the period after termination.

13. Suspension

13.1 We may suspend access to the Service, in whole or for particular users or tokens, where that is necessary to prevent a security incident or serious harm to the Service or other customers, or where you or your users materially breach section 7. We tell you why, and lift the suspension as soon as the reason is gone.

13.2 If an invoice is still unpaid 14 days after a written reminder, we may make the workspace read-only until it is paid. Exports stay available throughout.

14. Termination

14.1 Either party may terminate an agreement with immediate effect by written notice if the other party materially breaches it and does not remedy the breach within 30 days of a written notice describing it.

14.2 You may also terminate under 5.6 (price change), 10.4 (removed core function), 12.6 (force majeure), 15.2 (changed terms) and, as clause B.3.1 of the DPA provides, if you object to a new sub-processor.

14.3 If you terminate because of our breach, or under 10.4 or 15.2, we refund the fees paid for the period after termination.

14.4 If we decide to discontinue the Service, we tell you at least six months in advance, refund the fees paid for the period after it ends, and keep exports available until then.

14.5 On termination, section 9.4 and 9.5 (read-only period and deletion) apply, and so do the sections that by their nature continue: 9, 11, 12 and 16.

15. Changes to these terms

15.1 We may change these terms. We announce changes by email to your workspace's admins and billing contact at least 30 days before they take effect, and publish them here with a new date.

15.2 For a paid subscription, a change takes effect at your next renewal, unless it is required by law or only benefits you. If you do not accept a change, you may terminate the subscription for the date the change would take effect.

16. General

16.1 Order of precedence. If documents conflict, this order applies: a separate signed contract (4.5), the Order, the DPA (on data protection), these terms, the pricing page.

16.2 Notices. Notices under these terms may be given by email. Ours go to the admin and billing addresses you gave us; yours go to info@reqlio.eu.

16.3 Transfer. You agree in advance that we may transfer the agreement, with all rights and obligations, to a company that continues the Reqlio business, such as a private limited company (B.V.) set up by Jonas Holtstiege or a buyer of the business, provided the DPA and these terms continue to apply unchanged. We tell you in writing beforehand. You may transfer the agreement only with our written consent, which we will not withhold unreasonably for a transfer within your group or to a buyer of your business.

16.4 Severability. If a provision is invalid, the rest stays in force, and the parties replace it with a valid one that comes as close as possible to its purpose.

16.5 Law and courts. These terms and every agreement under them are governed by Dutch law. The UN Convention on Contracts for the International Sale of Goods (CISG) does not apply. Disputes go to the competent court in Amsterdam.

16.6 Language. These terms are written in English, and the English version is binding. Translations are provided for convenience.

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