Terms of Service

These terms (the “Terms”) govern your use of LockedHours (the “Service”), operated by Network Place S.L., tax ID (NIF) B40203689, EU VAT ESB40203689, C/ Pablo Freire, 10, local 3, 28918 Leganés (Madrid), Spain. Registered in the Madrid Commercial Registry (Registro Mercantil de Madrid), sheet M-467773, section 8. (“we”, “us”). They are an agreement between us and the organisation named in your account (“you”). Our Data Processing Agreement (“DPA”) is part of these Terms.

0. How this contract is made

You accept these Terms, including the DPA, by clicking “Continue with Google”, “Continue with Microsoft”, “Email me a sign-in link”, “Create account”, “Sign in” or “Email me a reset link” on our sign-in page, where they are linked right above those buttons. We store the version you accepted, the date and time, and the email address used. You can read, save and print these Terms from this page at any time. Before accepting you can review and correct the email address you entered. These Terms are available in English only. As both parties are businesses, they agree that no separate acknowledgement of acceptance is needed beyond the sign-in email and this page.

1. The Service

1.1 LockedHours provides time tracking, project budgets, reporting and invoicing, and tools to import your data from other services. Features that are not available yet are described as such on our website.

1.2 Business use only. The Service is for businesses, professionals and other organisations acting for purposes related to their trade, business, craft or profession. By accepting these Terms you confirm that you are not acting as a consumer. If you are a consumer, you must not use the Service. Mandatory consumer protection rules that cannot be excluded by contract are not affected.

1.3 Gradual access. We may open access to new accounts in stages. This doesn’t affect accounts that are already active.

2. Accounts

You confirm that you are at least 18, that you accept these Terms on behalf of the organisation named in your account, and that you have authority to bind it. The people you invite (“End Users”) use the Service under your account; you are responsible for their use, for keeping access to your email accounts secure, and for the accuracy of the data you enter or import. A “seat” is any person who can sign in and track time in your organisation. Deactivated people don’t count.

3. Fees and the price lock

3.1 Price. The Service is billed per seat per month, in US dollars, at the per-seat price shown when you start your paid subscription (your “Locked Price”). All features available to any customer are included. There are no usage-based fees and no limits on the number of projects, clients, tasks or invoices.

3.2 Price lock. We will not increase your Locked Price for as long as your subscription remains continuously active. This includes the definition of a “seat” in section 2 and the features available to you when you subscribed: we will not move them into a paid add-on, introduce usage-based fees or per-item charges, or create feature tiers that require you to pay more than your Locked Price per seat to keep using them. Your total bill changes only when you change the number of seats, or when taxes required by law change. We will not terminate or refuse to renew your subscription in order to offer you a higher price. No change under section 16 overrides this section for an active subscription.

3.3 What the lock doesn’t cover. Optional services provided by third parties that you choose to enable and that are charged by them directly (for example, card-processing fees charged by a payment processor if your clients pay your invoices online) are not fees from us and are not affected by the lock. We will never require you to enable them.

3.4 Successors. The price lock binds us and any successor or acquirer of the Service or of Network Place S.L..

3.5 When the lock ends. The lock ends only if (a) you cancel, (b) your subscription remains unpaid more than 30 days after we notify you at your billing email, or (c) we discontinue the Service for all customers under section 9.4. If you subscribe again later, the price in effect at that time applies.

3.6 One price for everyone. Every organisation pays the same price per seat for the same features. We don’t offer introductory, founding or limited-number discounts. The price shown on our pricing page when you subscribe is your Locked Price under section 3.2.

3.7 Free trial. New organisations get a 30-day free trial, starting when the organisation is created. No payment details are needed for the trial, and we will never charge you unless you choose a plan and enter payment details.

3.8 Billing and automatic renewal. Paid subscriptions are billed monthly in advance through our payment processor and renew automatically each month until you cancel. Before your first charge we will show you the renewal terms and ask for your express consent, and we will send you a confirmation and a yearly reminder.

3.9 Taxes. Prices exclude VAT, sales, use and similar taxes, which we add where required by law.

3.10 Overcharges. If we ever charge you more than your Locked Price, we will refund the difference on request. This obligation is not subject to the limitations in section 13.

4. Your data

4.1 You own all data you enter or import (“Customer Data”). You grant us a worldwide, non-exclusive licence to host, copy, process and display it only to provide, secure and support the Service for you, as described in our Privacy Policy and the DPA. We never use the content of Customer Data for our own purposes.

4.2 You can export all Customer Data, in CSV (one file per table) and JSON, from Settings at any time, free of charge.

4.3 When your account is closed, everything in it, including the invoices you issued, is permanently deleted 30 days later. During those 30 days you can still export it or cancel the closure. After that it cannot be recovered. We do not promise backups of Customer Data: keeping your own copies, including of invoices you must keep for tax purposes, is your responsibility.

5. Importing from other services

When you ask us to import data from another service, you confirm that you are authorised, under your agreement with the provider of that service (such as Harvest), to export your data and to let us access it on your behalf with the credentials you provide. We act as your agent for that access. We only read; we never write to the other service. Import credentials are encrypted, deleted when the import finishes, and in any case within 25 hours. You can also revoke them at any time in that service. We are not responsible for third-party services, their availability or changes to their APIs.

6. Acceptable use, illegal content and copyright

6.1 You must not, and must not let anyone else: (a) break the law or infringe anyone’s rights; (b) send spam, phishing or misleading emails through the Service, or use it to send messages that impersonate another person or organisation; (c) upload malware or content you don’t have the right to use; (d) attempt to access other customers’ data or to probe, scan or circumvent our security; (e) overload or disrupt the Service, or access it by automated means other than features or APIs we provide; (f) resell the Service or use it to build a competing product; or (g) use the Service in breach of the terms of third-party services you connect. Invoices and reminders you send are your communications to your clients: you are responsible for their content, for having a lawful basis to send them, and for honouring your clients’ requests. We may limit sending volumes to protect deliverability.

6.2 Reporting illegal content. LockedHours stores information for our customers; it is not a public platform. If you believe content stored in LockedHours is illegal, email [email protected] with: an explanation of why you believe it is illegal; its exact location (for example, the invoice link); your name and email (unless the report concerns child sexual abuse material); and a statement that you are making the report in good faith. We will confirm receipt, handle the report diligently and tell you our decision. If we restrict a customer’s content or account, we will tell the customer why and how to contest it (Regulation (EU) 2022/2065, Articles 16 and 17). Our single point of contact for authorities and users is [email protected] (English or Spanish).

6.3 Copyright complaints (DMCA). We respect intellectual property rights. If you believe content hosted on LockedHours (for example, a logo or text on a shared invoice) infringes your copyright, send a notice to our designated agent with: (1) your physical or electronic signature; (2) identification of the copyrighted work; (3) identification of the infringing material and its URL; (4) your contact details; (5) a statement that you have a good-faith belief the use is not authorised by the owner, its agent or the law; and (6) a statement, under penalty of perjury, that the information is accurate and that you are the owner or authorised to act for the owner. Designated agent: Legal, Network Place S.L., C/ Pablo Freire, 10, local 3, 28918 Leganés (Madrid), Spain, [email protected]. We will remove or disable access to the material and notify the customer, who may send a counter-notice under 17 U.S.C. §512(g). In appropriate circumstances we terminate the accounts of repeat infringers.

7. Invoicing compliance

7.1 Invoices generated by the Service are documents that you issue in your own name. You are responsible for their content, for including the information your tax rules require (for example, VAT numbers and any reverse-charge or exemption wording) and for keeping them for as long as the law requires, including by exporting them before closing your account.

7.2 The Service is not yet a certified invoicing system under Spain’s anti-fraud invoicing rules (Royal Decree 1007/2023, “VERI*FACTU”), and it doesn’t provide structured electronic invoicing (for example, under Spanish Law 18/2022 or other countries’ e-invoicing mandates). If those rules apply to you, you must not rely on the Service to issue your invoices until we announce that it supports them.

7.3 Invoices and invoice pages sent through the Service show a small “Created with LockedHours” note.

8. Support

Support is provided by email to [email protected], asynchronously, in English. We aim to reply within 2 business days (Monday to Friday, excluding public holidays). This is a service target, not a guarantee giving rise to compensation. We don’t offer phone support, calls or demos. We may use AI tools to help draft or translate replies; a person on our team reviews and sends every reply, and replies drafted with AI say so (see our Privacy Policy). Nothing in a support reply changes these Terms.

9. Term, cancellation, suspension and termination

9.1 Cancellation. Your subscription runs month to month until cancelled. You can cancel online at any time from Settings. Cancellation takes effect at the end of the current paid month and you keep access until then. Fees already paid are non-refundable, except where required by law or under sections 3.10, 9.4 and 16.

9.2 Suspension. We may suspend access, after notice by email and, where possible, a reasonable opportunity to fix the issue, if (a) payment is more than 30 days overdue after notice, or (b) we are required to by law. We may suspend immediately if your use creates a security risk, breaks the law or seriously breaches section 6. We will restore access as soon as the reason is resolved. Suspension doesn’t delete your data.

9.3 Termination by us. We may terminate your subscription only (a) for a material breach that you don’t remedy within 30 days of our notice, or (b) under section 9.4.

9.4 Discontinuation. We may discontinue the Service for all customers by giving at least 6 months’ notice by email. Until the end of that period you can keep using the Service and export your Customer Data, export stays available for the retrieval period in section 10.4, and we will refund any fees you prepaid for time after the Service ends. We will not use this section to replace the Service with a substantially similar service offered to existing customers at a higher price.

9.5 Sections 3.10, 4, 10, 11, 12, 13, 14, 17 and 18 survive termination.

10. Switching provider and getting your data back

10.1 You can ask at any time to switch to another provider or to your own systems. Your notice period is at most 2 months; you may also simply cancel under section 9.1.

10.2 During a transitional period of up to 30 calendar days from the end of your notice period (extendable once, if technically necessary, by notice to you), we will keep the Service available, assist you reasonably and act in good faith to make the switch effective, without extra charge.

10.3 Exportable data: all Customer Data, meaning every record you entered or imported (people, rates, clients, contacts, projects, tasks, assignments, time entries, invoices with their lines and payments, recurring invoices, estimates, expenses and company settings). It is provided in CSV (one file per table) and JSON from Settings. Our internal operational data (security logs, source code, internal metrics) is not included.

10.4 Retrieval period: you can download your export for at least 30 calendar days after the transitional period, or after your subscription ends if you don’t request a switch.

10.5 After the retrieval period, or once you confirm the switch is complete, we erase all exportable data and digital assets as described in section 4.3 and the DPA, and the contract ends.

10.6 We do not charge for switching or data export.

10.7 This section implements Articles 23 to 26 of Regulation (EU) 2023/2854 (Data Act) and is interpreted in accordance with it.

11. Intellectual property, confidentiality and feedback

11.1 We and our licensors own the Service, including its software, design and content. These Terms give you no rights in it other than to use the Service during your subscription.

11.2 Confidentiality. Each party will keep the other’s non-public information confidential, use it only for these Terms, and protect it with at least reasonable care. This doesn’t apply to information that is public, already known, independently developed, or that must be disclosed by law (with prompt notice where lawful).

11.3 Feedback. If you send us suggestions, we may use them without obligation to you.

12. Warranties

We will provide the Service with reasonable skill and care and in line with its description on our website. EXCEPT AS EXPRESSLY STATED IN THESE TERMS, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE”, AND TO THE MAXIMUM EXTENT PERMITTED BY LAW WE DISCLAIM ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE, THAT THIRD-PARTY SERVICES (SUCH AS THE APIS WE IMPORT FROM) WILL REMAIN AVAILABLE, OR THAT DATA WILL BE RECOVERABLE ONCE DELETED. YOU ARE RESPONSIBLE FOR CHECKING INVOICES AND TAX AMOUNTS BEFORE YOU ISSUE THEM.

13. Limitation of liability

13.1 TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES, OR FOR LOSS OF PROFITS, REVENUE, BUSINESS, GOODWILL OR DATA, EVEN IF ADVISED OF THEIR POSSIBILITY.

13.2 TO THE MAXIMUM EXTENT PERMITTED BY LAW, EACH PARTY’S TOTAL LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS IN ANY 12-MONTH PERIOD IS LIMITED TO THE GREATER OF (a) THE FEES YOU PAID US IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, AND (b) US$500.

13.3 These limits do not apply to your payment obligations, to section 3.10, to either party’s indemnity obligations under section 14, to breach of confidentiality, or to liability that cannot be limited or excluded by law, including for fraud, wilful misconduct (dolo) or gross negligence.

14. Indemnities

14.1 By you. You will defend and indemnify us against third-party claims arising from your Customer Data, the invoices and messages you send through the Service, or your breach of section 6, and pay resulting damages and reasonable costs finally awarded or agreed in settlement.

14.2 By us. We will defend you against third-party claims that the Service, as we provide it, infringes their intellectual property rights, and pay resulting damages and reasonable costs finally awarded or agreed in settlement. If such a claim is made, we may modify the Service, obtain a licence, or end your subscription and refund prepaid fees for the unused period. This doesn’t cover claims caused by your Customer Data or by combinations with things we didn’t provide.

14.3 Process. The indemnified party must notify the other promptly, let it control the defence, and cooperate reasonably.

15. Export controls and sanctions

You confirm that you and your End Users are not located in, organised under the laws of, or ordinarily resident in a country or region subject to comprehensive EU, Spanish, UN or US sanctions, and are not named on, or owned or controlled by anyone named on, any EU, UN or US restricted-party list (including OFAC’s SDN List). You will not use or let anyone use the Service in breach of applicable export-control or sanctions laws.

16. Changes to these Terms

We may update these Terms by giving at least 30 days’ notice by email and in the app. If you don’t agree, you can cancel before the change takes effect and we will refund prepaid fees for the unused period. Continuing to use the Service after that date means you accept the change. No change will override section 3 for an active subscription.

17. Governing law and disputes

17.1 Customers outside the United States. These Terms and any non-contractual obligations arising from them are governed by Spanish law, without regard to its conflict-of-law rules. The courts of the city of Madrid, Spain, have exclusive jurisdiction, and each party submits to them (Article 25 of Regulation (EU) No 1215/2012), except that we may also bring claims for unpaid fees where you are established.

17.2 Customers in the United States. If your billing address is in the United States, these Terms are governed by the laws of the State of New York and the U.S. Federal Arbitration Act, without regard to conflict-of-law rules. Any dispute arising out of or relating to these Terms or the Service will be resolved by binding arbitration administered by the International Centre for Dispute Resolution (ICDR) under its International Arbitration Rules, by a single arbitrator, in English, seated in New York, New York. Hearings will be held by video unless the arbitrator decides otherwise. For claims under US$25,000 the arbitration will be decided on written submissions only, unless the arbitrator decides a hearing is necessary. Either party may instead bring an individual claim in small-claims court, and either party may seek urgent injunctive relief, or relief for infringement of intellectual property, in any competent court.

17.3 Class action waiver. To the extent permitted by law, claims may be brought only individually, not as a plaintiff or class member in any class, collective or representative proceeding, and the arbitrator may not consolidate claims of different customers.

17.4 Opt-out. If section 17.2 applies to you, you may opt out of arbitration within 30 days of first accepting these Terms by emailing [email protected] with your organisation name. In that case, the state and federal courts located in New York County, New York have exclusive jurisdiction.

17.5 The United Nations Convention on Contracts for the International Sale of Goods does not apply.

18. General

18.1 Assignment. You may not assign these Terms without our consent, except to a successor of your business. We may assign them, on notice, to an affiliate or successor that takes over the Service, which remains bound by section 3. 18.2 Force majeure. Neither party is liable for delays caused by events beyond its reasonable control. 18.3 Entire agreement. These Terms (including the DPA) and any order form are the entire agreement on their subject and prevail over any purchase-order terms. 18.4 Severability; no waiver. If a provision is unenforceable, the rest remains in effect; failing to enforce a right is not a waiver. 18.5 Notices. We send notices to your account admins’ email; you send notices to [email protected]. 18.6 Language. These Terms are drafted in English; any translation is for convenience only.

Contact: [email protected]. Company details: see our Legal notice.

LockedHours is an independent product of Network Place S.L.. It is not affiliated with, endorsed or sponsored by Harvest or its owners. Harvest is a trademark of its respective owner, used only to describe data import compatibility.