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Terms & Conditions
Entry into force : (05/14/2025)1. Company information
Kapanza BV is a Belgian private limited liability company (“Société à Responsabilité Limitée”), registered under number BE0740494040 with the Belgian Crossroads Bank for Enterprises, whose head office is located at Le Corbusierlaan 8, 2050 Antwerp, Belgium ("Kapanza”).
2. Company's Services
Kapanza offers to its Clients (the "Clients") services that enable voice-controlled navigation and control of PowerPoint presentations through a web-based dashboard. The Services provide hands-free presentation capabilities alongside traditional keyboard controls.
The services are accessible through the platform VoiceFlow developed by Kapanza and available at https://voiceflow.us (the "Platform")
The services offered by Kapanza on the Platform (the "Services") are accessible via:
– standard offers as described on the Platform (“Standard offers”),
– a customized offer made following a call and summarized at the time of purchase (the “Customized offer”).
(together an "Offer")
3. Information regarding the Terms and Conditions
Function of the Terms and Conditions
The general terms and conditions (the "Terms and Conditions") constitute the sole document governing Kapanza's contractual relationship with the Client and define:
– the terms of use of the Services,
– the respective obligations of the parties.
Location of the Terms and Conditions
The Client can find them via a direct link at the bottom of the Platform page.
Acceptance of the Terms and Conditions
The Client accepts the Terms and Conditions when registering on the registration form. If the Client does not accept all Terms and Conditions, they cannot access the Services.
The Terms and Conditions may be supplemented by special conditions which, in the event of contradiction, shall prevail over the Terms and Conditions.
4. Hierarchy with the payment service provider's terms of service
All payments made through the Platform are handled by the payment service provider indicated on the Platform (the "Payment Service Provider"). The Client will contract directly with the Payment Service Provider for implementation of these payments by accepting its terms and conditions.
If the Payment Service Provider rejects or terminates the Client’s Subscription, the Client may not use the Services.
Conversely, termination of the contractual relationship between the Client and Kapanza will result in termination of the Client’s contract with the Payment Service Provider.
In the event of any contradiction between the Payment Service Provider's general terms and conditions and the Terms and Conditions, the latter shall prevail.
The Client expressly mandates Kapanza to transmit to the Payment Service Provider all instructions relating to payments made on the Platform.
5. Conditions of access to Services
The Client is a legal entity acting through a natural person with the power or authority required to enter into a contract in the Client's name and on their behalf.
The Client is a professional, understood as any natural person or legal entity acting for purposes within the scope of their commercial, industrial, artisanal, liberal or agricultural activity, including when acting in the name of or on behalf of another professional.
6. Technical requirements
To access the Services, the Client must have the following hardware or software: a computer, a good internet connection, and Google Chrome.
7. Order of the Services and access to the Services
The Client subscribes to the Services on a subscription basis (the "Subscription"). Each subscription provides access to features and usage allowances as specified in the Offer, which may include presentation hours, storage capacity, or other service limits (collectively, "Usage Allowances"). The specific Usage Allowances are indicated in the Offer.
The Client must enter their email address or be registered on one of the third-party websites listed on the Platform and use the login details of the selected third-party website. The Client expressly authorizes Kapanza to access their account data on the relevant third-party website.
The Client must then complete the form available on the Platform and provide Kapanza with all information marked as mandatory. Once the form has been completed, the Client may either subscribe directly to the Services on the Platform or will be put in contact with Kapanza to draw up a Customized offers ‘Subscription.
7.1 In case of Standard offers’ Subscription via the form on the Platform
In case of Standard offers’ Subscription, the details of the Offer will be shown directly on the Platform and the Client will be able to choose the one they want.
7.2 In case of Customized offers ‘Subscription
Once the form has been completed, the Client is put in contact with Kapanza using the contact details. It is Client's responsibility to provide Kapanza with the relevant information and documents to enable it to identify its needs and expectations. Kapanza will then analyze the Client's needs and will draw up a personalized offer on this basis which must be validated by the Client. Kapanza will then send an email link enabling the Client to pay for this Customized offer ‘Subscription. A summary of the Customized offer ‘Subscription will be available at the time of payment (the “Summary”). Payment will constitute acceptance of the Customized offer ‘Subscription. Any validation of a Customized offer ‘Subscription, whether express or implied, implies full acceptance of these Terms and Conditions, in their version in force at the date of the payment of the Customized offer ‘Subscription. Any acceptance subject to a reservation shall be considered null and void.
7.3 Opening and creating a Workspace
Payment of an Offer automatically opens a workspace in the Client’s name (a "Workspace") enabling the Client to access the Services using their login and password. The address entered will be designated as administrator and will be able to invite in the Workspace members users (the "Users") up to the number specified in the subscribed Services. The Client is solely responsible for creating accesses for Users and for their personal use of the Platform.
The Client can choose to open a new Workspace for another team. In this case, they will have to take out a new subscription for the new workspace. There must be one Subscription per workspace.
8. Description of the Services
Before subscribing, the Client acknowledges that they have been able to review, on the Platform, the characteristics of the Services and their limitations, in particular the technical requirements. The Client understands that use of the Services requires an Internet connection and that the quality and availability of the Services depend on this connection, for which the Provider is not responsible.
The Services that may be subscribed to are indicated on the Platform. Depending on the Offer chosen, the Client will have access to the Services described in the Summary or to the Services described on the Platform.
8.1 Voice-controlled presentation dashboard
The Provider offers the Client, via the Platform, access to an online dashboard enabling the upload of presentation files in .pptx format (the "Presentation Files") and, where applicable, other compatible formats indicated on the Platform. Through this dashboard, the Client can display and present their Presentation Files and control their navigation using voice commands (the "Voice Commands") issued by the Client.
Using the Services, the Client can in particular start and stop the presentation, move forward or backward between slides, and trigger certain actions made available on the Platform by means of Voice Commands. The effectiveness of Voice Commands depends, in particular, on the quality of the Client’s audio equipment, the configuration of their device and their environment (such as background noise), for which the Provider cannot be held responsible.
The Client remains solely responsible for the content of the Presentation Files uploaded to the Platform, for holding the necessary rights to use such content, and for any information or data disclosed during the use of the Services.
8.2 Presentation Management
The Client may upload, store, organize, and manage multiple Presentation Files through the dashboard. The Client is responsible for ensuring that their Presentation Files comply with the technical requirements specified on the Platform, including file format, size limitations, and compatibility requirements.
Kapanza reserves the right to offer any other Service.
9. Maintenance, hosting, and technical support
9.1 Maintenance
For the duration of the Services, the Client benefits from maintenance, in particular corrective and ongoing maintenance. In this context, access to the Platform may be limited or suspended.
Kapanza makes every effort to provide the Client with corrective maintenance to correct any malfunction or bug found on the Platform. The Client also benefits from ongoing maintenance, which Kapanza may carry out automatically and without prior notice, and which includes improvements to the Platform's functionalities, the addition of new functionalities and/or technical installations used within the framework of the Platform (aiming to introduce minor or major extensions). Kapanza reserves the right to charge for certain functions. Access to the Platform may also be limited or suspended for planned maintenance purposes, which may include the corrective and ongoing maintenance operations referred to above.
9.2 Hosting
Kapanza uses its best efforts to host the Platform, as well as the data produced on the Platform, via a professional hosting service provider, and on servers located in a territory of the European Union.
9.3 Technical support
In the event of any difficulty encountered while using our Services, the Client may contact Kapanza directly on the Platform. Technical support service is available from Monday to Friday, excluding French public holidays, from 9 am to 6 pm, Paris time. Depending on the need identified, Kapanza will estimate the response time and inform the Client accordingly.
10. Modification of the Offer
If the Client wishes to modify the content of its Subscription (and in particular the Usage Allowances), they must:
- If the Client wants to upgrade the Offer
- If the Client has a Standard offer: the Client can choose another Standard offer or contact Kapanza to have a Customized offer.
- If the Client has a Customized Offer, the Client must contact Kapanza to obtain a new Customized Offer.
When the Client upgrades from one Offer to another superior, the Subscription they had ends on the day they subscribe to the new upgrade Offer, which then begins on the day of payment. Unused Usage Allowances from the current Subscription may be carried over or forfeited as specified in the applicable Offer terms.
- If the Client wants to downgrade the Offer
- If the Client has a Standard offer: the Client can choose another Standard offer or contact Kapanza to have a Customized offer.
- If the Client has a Customized Offer, the Client must contact Kapanza to obtain a new Customized Offer.
When the Client downgrade from one Offer to another lower, the new Offer subscribed will begin on the renewal date of the Subscription following the initial subscription period. Unused Usage Allowances at the end of the Period cannot be carried forward or refunded.
11. Duration of the Services
The Subscription starts on the day of subscription for an initial period as indicated on the Platform. It is tacitly renewed, for successive periods of the same duration as the initial period (together with the initial period, the "Periods"), from date to date, unless the Subscription is terminated under the conditions of article "Termination of the Services".
12. Financial terms
12.1.Price of Services
The price of the Services subscribed by the Client is indicated:
– On the Platform, in case of subscription to a Customized offer,
– In the Summary, in case of subscription to a Customized offer.
The price is indicated in euros and excludes tax. Unused Usage Allowances are not refunded or carried forward. If an exchange rate is applied, exchange charges applicable on the date of payment of the price shall be borne by the Client. Where applicable, the Client is solely responsible for the payment of all bank charges relating to the payment of prices, with the exception of Kapanza's bank charges.
12.3.Consequences of late or non-payment
In the event of default or delay in payment, Kapanza reserves the right, from the day after the due date shown on the invoice, to:
– Immediately suspend the Services in progress until full payment of the amounts due,
– Charge interest on arrears equal to 3 times the legal interest rate, based on the amount of sums not paid by the due date, and a flat-rate indemnity of 40 euros for collection costs, without prejudice to additional compensation if the collection costs actually incurred exceed this amount.
13. Intellectual property rights and image rights
13.1 Intellectual property rights on the Platform
The Platform is Kapanza’s property, as are Kapanza’s software, infrastructures, databases and content of any kind (texts, images, visuals, music, logos, brands, etc.). They are protected by all intellectual property rights or database producers' rights in force. The Client as well as the Users are granted a non-exclusive, personal and non-transferable license to use the Platform in SaaS mode for the duration specified in the article "Duration of the Services".
13.2 Intellectual property on the Presentation Files and Voice Settings
The Presentation Files, Voice Settings, and any other content uploaded or created by the Client on the Platform (collectively, the "Client Content") remain the property of the Client and may be protected by all industrial and intellectual property rights.
In order to implement the services described in the “Description of Services” section, in particular to host, display and allow voice-controlled navigation of the Presentation Files, and to improve the Services, the Client grants Kapanza, free of charge, a worldwide license to use the Client Content, which includes:
- The right to reproduce, host, store and fix the Client Content on any medium necessary for the operation of the Services.
- The right to represent the Client Content, in particular by displaying the Presentation Files through the Platform for the Client and the Users.
- The right to adapt, translate, modify, arrange, transform, and correct the Client Content where strictly necessary for technical reasons related to the provision of the Services, including, but not limited to, through format conversion, compression, layout adjustments or other similar operations.
- The right to train Kapanza’s artificial intelligence models, where applicable, for the purpose of improving the Services (for example, voice recognition or command interpretation).
- The right to promote the Services and the activity of Kapanza, subject to the Client’s prior consent where required by applicable law.
The Client guarantees that the Client Content, including the Presentation Files and any audio or voice data transmitted through the Platform, does not contain any element likely to infringe the rights of a third party, particularly in terms of counterfeiting, unfair competition or even privacy and image rights, or likely to undermine public order or morality, and that this license does not infringe the rights of third parties, whatever they may be.
As a result, the Client guarantees Kapanza against any infringement of third-party rights, including but not limited to any claims, actions, proceedings, or demands made by a third party against Kapanza due to a violation of intellectual property rights, contracts, personality rights, or any other legal or regulatory violation.
The Client specifically guarantees to Kapanza that it holds the necessary rights in the event that the Client Content, the Presentation Files or the use of the Services involve the image, voice or personal data of a third party, including a celebrity or a minor.
The Client is solely responsible for obtaining the authorizations relating to the personality rights (image, voice, name, etc.) of the persons whose image, voice or personal data appear in the Client Content, for the uses they wish to make as well as for the uses made by Kapanza as set out above. The Client is solely responsible for complying with any limitations imposed by said persons.
14. Testimonies
By subscribing to the Services, the Client may provide testimonies regarding their use of the Services (the “Testimonies”).
Consequently, the Client agrees that Kapanza may:
- distribute the Testimonies free of charge on the Platform and on any other French or foreign websites, published by any companies with which Kapanza has agreements, by any means and on any medium, for the purposes of promoting the Platform,
- translate Testimonies into any language,
- adapt the Testimonies to the technical constraints of the Platform.
15. Commercial references
The parties may use their respective names, brands and logos, and refer to their respective platforms, as commercial references, for the duration of their contractual relationship and 3 years thereafter.
16. Client’s obligations and liability
Without prejudice to the other obligations set out in the Terms and Conditions, the Client undertakes to comply with the following obligations:
- 16.1 Concerning the provision of information
The Client undertakes to provide Kapanza with all the information required to subscribe to and use the Services. - 16.2 Concerning the Client’s Workspace
The Client:- guarantees that the information provided in the form is accurate and undertakes to keep it up to date,
- acknowledges that this information is proof of their identity and is binding as soon as it is validated,
- is responsible for maintaining the confidentiality and security of their login and password. Any access to the Platform using their login and password is deemed to have been made by the Client.
- 16.3 Concerning the use of the Services
The Client is responsible for their use of the Services and any information they share in this context. They are also responsible for the use of the Services and any information shared by Users. The Client undertakes to ensure that the Services are used exclusively by them and/or Users, who are subject to the same obligations as the Client in their use of the Services. - The Client undertakes not to use the Services for purposes other than those for which they were designed, in particular to:
- engage in any illegal or fraudulent activity,
- undermine public order and morality, infringe the rights of third parties,
- promote their services and/or websites or those of a third party,
- assist or incite a third party to commit the acts listed above.
- The Client is responsible for all Client Content uploaded to or created on the Platform. Kapanza shall not be liable if the Client Content is contrary to the law and/or injures a third party.
- The Client acknowledges and accepts that Kapanza may modify, update, add or remove features from the Platform at any time, provided that core voice-controlled presentation functionality remains available as described in the applicable Offer.
- The Client is solely responsible for the use and presentation of their Presentation Files, including any commercial or public use of presentations delivered through the Services.
- The Client acknowledges that voice recognition technology may have limitations in accuracy and performance. The Client should test their Voice Settings and maintain backup control methods for critical presentations.
17. Kapanza’s obligations and liability
Kapanza undertakes to provide the Services with diligence, it being specified that it is bound by a best-effort obligation. Kapanza undertakes to comply with all applicable regulations.
However, Kapanza shall not be held liable for temporary difficulties or impossibilities in accessing its Services resulting from:
- circumstances external to its network,
- failure of equipment, cabling, services or networks not under its responsibility,
- interruption by telecom operators or Internet service providers,
- force majeure.
18. Limitation of liability
Kapanza’s liability is limited to proven direct damages suffered by the Client. Except for bodily injury, death and gross negligence, and subject to having made a claim within one month, Kapanza’s liability shall not exceed the amounts received by Kapanza in the 12 months preceding the event.
19. Proof
Proof may be established by any means. Messages exchanged via the Platform and data collected constitute the main accepted mode of proof.
20. Personal data processing
The parties undertake to comply with all data protection obligations (GDPR, Belgian Law). Each party acts as data controller for its own contacts. You may consult our Privacy Policy for full details.
21. Confidentiality
Each party undertakes to keep confidential all information received during the contractual relationship and for three years thereafter, except information that is public or lawfully received from a third party.
22. Force majeure
Neither party is liable for failures due to force majeure (Art. 1148 of the Belgian Civil Code). Obligations are suspended during the event and must resume once it has ceased.
23. End of Services
Termination must be notified 72 hours before period end. Services end at period’s close and access is then revoked.
24. Sanctions for breach
In case of breach, termination occurs automatically 15 days after formal notice. For serious defaults (non-payment, IP violations, illegal activities), Kapanza may terminate immediately.
25. Modification of Terms
Kapanza may update these Terms at any time, with 10 days’ notice. If you do not accept, you must terminate your Subscription.
26. Language
In case of conflict, the English version prevails.
27. Applicable law and jurisdiction
These Terms are governed by Belgian law. Disputes are subject to the exclusive jurisdiction of Antwerp courts.