Terms and conditions

1. Who we are, and who this is for

Ultimate Bookings is booking software for artists, agencies and studios. The service is provided by Ultimate Bookings, a trade name of Afreaka BV, registered with the Dutch Chamber of Commerce (KvK) under number 77973569, VAT number NL861218310B01, established at Delta 151, 6825 MP Arnhem, the Netherlands.

These terms apply to business use: you use Ultimate Bookings for your profession or business. If you are a private individual without a business, please contact us first. Different, mandatory consumer rules then apply, and we would rather go through them with you in advance than afterwards.

These terms are about the use of the software. They say nothing about the agreements you make with your clients: contracts, fees and invoices you create in the app are and remain your agreements with your client.

2. The agreement and your account

The agreement is formed as soon as you create an account. You create an account for yourself and an organisation for your business or act; each account may create up to three organisations of its own.

You are responsible for what happens under your account and for keeping your password secret. If you invite team members, you decide their role and what they can see; removing a team member ends their access immediately, including their personal calendar link.

We recommend turning on the second login step (2FA) and keeping your recovery codes safe. If you lose both your phone and your recovery codes, we cannot open your account. That step is deliberately built this way.

3. Trial period

Every new organisation gets 14 days of all features (Ultimate Agency), without payment details. You do not need to cancel anything: the trial ends by itself.

If you do not choose a plan at the end of the trial, the organisation becomes read-only. Your data stays in place and visible (viewing, searching, downloading PDFs and exporting keeps working), but creating and editing only work again once a plan is running. There is no free tier after the trial.

About a week before the trial ends, you will see a notice in the app.

4. Prices, VAT and payment

The current plans and prices are on the website and in the app: Artist €19.00 · Ultimate Artist €49.00 · Agency €79.00 plus €9.00 per active artist · Ultimate Agency €99.00 plus €12.00 per active artist per month. The API is an extra of €15.00 per month with Artist and Agency and is included in the Ultimate plans. All amounts we state are exclusive of VAT.

Agency and Ultimate Agency are billed per active artist. If artists are added partway through the period, you pay the pro rata difference for the rest of that period. If artists are removed, this takes effect at the next billing date.

If you are established in the Netherlands, 21% VAT is added. If your business is established in another EU country and you enter a valid VAT identification number, the reverse charge applies and you pay the net price. Outside the EU we do not charge Dutch VAT. VAT is always shown separately on your invoice.

Payment is made by recurring SEPA Direct Debit, processed by our payment service provider Mollie. We do not store any payment details ourselves. For every successful direct debit you receive an invoice by email; all invoices are also available in the app.

If a direct debit fails, we try again and you get a week of grace in which you can keep working as normal. If payment is still not received, the organisation becomes read-only until the payment has been received.

We announce price changes at least 30 days in advance. If you do not agree, you can cancel before the change takes effect.

5. Term, cancellation and changing plans

The subscription runs monthly and can be cancelled at any time in the app (Settings → Subscription). Cancellation takes effect at the end of the period you have already paid for: until that date everything keeps working as normal; after that, nothing more is charged and the organisation becomes read-only. We do not refund remaining days.

You can also change plans at any time. Your current plan keeps working until the first payment for the new plan has been received; at that same moment the old subscription stops, so two subscriptions never run side by side. Please note: that first payment is immediately a full month of the new plan, and any days left in your current month are forfeited. So preferably change plans shortly before your next charge.

We may terminate the agreement with 30 days' notice; in that case we refund the overpaid part of the current period.

6. No cooling-off period: the service starts immediately

Ultimate Bookings is a business service. The statutory right of withdrawal (a 14-day cooling-off period) applies to consumers and not to business customers; that is why there is no cooling-off period with us.

Should you exceptionally buy as a consumer after all, the following applies: by creating your account and starting to use the service straight away, you expressly request us to start providing the service immediately, and you acknowledge that you lose your right of withdrawal once we have fully provided the service. If you do not want that, do not use the service and let us know within 14 days.

In either case: you start with a trial period in which you pay nothing, so you can try the service free of charge before any money is ever charged.

7. Your data remains yours

All bookings, contacts, invoices, contracts and other data you enter or import remain your property. We only use them to make the service work for you and for our market research (see below), never for advertising, never to sell and never to train AI models.

Market research. By accepting these terms you agree that we keep our own copy of your fees and shows for our market research: date, venue, city, country, type of show, fee and status, with the name of your organisation. Never your contacts, notes, show titles, addresses or which artist performed. Only we see that copy; we do not sell it and do not pass it on. If you do not want to take part, turn market research off under Settings → Account: we then remove your copy immediately, and the service keeps working exactly the same. After your organisation has been closed, you can no longer turn it off yourself; ask us instead, and we will remove the copy within 30 days.

For the personal data you put in the app (your contacts, your artists, your clients), you are the controller and we are the processor. What we may and may not do with it is set out in the privacy statement and in our data processing agreement, which you can request from us.

You can download your entire administration as an Excel file at any time (Settings → Account). Do this before you cancel.

8. What happens when you stop

If you delete only your personal account, your name, your login details and your personal calendar links disappear. The organisation keeps running for your colleagues. If you are the only owner of an organisation, we first ask you to make a team member owner or to close that organisation; otherwise an administration would be left behind that nobody can access.

If you close the organisation, bookings, contracts, calendar items, email history, drafts, fan data, integrations, connected mailboxes and the team overview disappear. This happens immediately and is final; there is no recycle bin.

If your organisation takes part in market research (article 7), our copy of your fees and shows also remains, without contacts, until you ask us to remove it. If you do not want that, turn market research off first under Settings → Account.

Two things remain because the law requires it: your invoices and the invoices we sent to you (statutory tax retention obligation, seven years). We anonymise the personal data attached to them at that same moment. What remains: company name, street, postcode, town or city, country and VAT number, exactly what the law requires on an invoice. What is removed: names of individuals, email addresses, phone numbers, notes and preferences. After those seven years, the rest disappears too.

9. The AI agent does nothing without your approval

The built-in agent reads connected mailboxes read-only, recognises booking requests and writes draft replies, reminders and proposals. Nothing is ever sent automatically: every message waits for your approval, message by message. That rule is not just an agreement; it is enforced in the database.

AI drafts may contain mistakes. Always check amounts, dates and names before you approve anything. You remain ultimately responsible for what you send and invoice. The agent does not give legal, tax or financial advice.

10. Availability, maintenance and integrations

We do our best to keep the service available, but we do not guarantee uninterrupted operation and do not agree to an availability percentage. Maintenance and outages may occur; where possible, we schedule maintenance outside office hours.

The service uses integrations with third-party services, including for email, payments, maps and imports. Those third parties may change, restrict or discontinue their service. If that happens, the related feature lapses; that is not a failure on our part, and the app keeps working without that feature.

We keep developing the service; features may change. If a change materially worsens your plan, you may cancel with effect from the date the change takes effect.

11. What you may not do

Not permitted: sending spam or unsolicited bulk email, infringing the rights of others, circumventing or testing the security without our written permission, reselling the service as your own product, or causing so much automated traffic that other customers are affected.

In case of misuse, we may restrict or terminate an account. Where possible we warn you first; in case of serious misuse or an acute security risk, we act immediately.

12. Liability

Our liability is limited to direct damage and to no more than the amount you paid in subscription fees in the three months before the event that caused the damage.

We are not liable for indirect damage: missed bookings, lost revenue, consequential damage, reputational damage or loss of data that you could have prevented with an export. Nor for mistakes in AI drafts that you approved, and not for the failure of third-party integrations.

These limitations do not apply in the case of intent or deliberate recklessness on our part, nor to liability that may not be limited by law.

You must report damage within 30 days of discovering it; after that, the claim lapses.

13. Applicable law and complaints

These terms are governed by Dutch law. Disputes will be submitted to the competent court in the Netherlands.

If you have a complaint, please let us know first. We would rather solve it together. Our contact details are on the contact page.

These terms may change. In the case of material changes, we will announce this at least 30 days in advance in the app or by email; the current version is always on this page.