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PestScan Service Terms

This summary may differ. Always refer to the original document.

1 May, 2025

Quotations and Orders

  • Quotations issued by PestScan are valid for 30 days from the date stated on the quotation, unless otherwise agreed in writing.

Product Development and Improvements

  • PestScan automatically provides customers with new features at no additional cost when they become available.

  • Customers may request new features. PestScan will evaluate whether these features can be implemented free of charge or if a cost contribution is required.

Prices and Payments

  • All prices are exclusive of VAT. For EU customers, VAT can be reversed if a valid VAT number is provided.

  • Payment obligations must be fulfilled in accordance with the terms stated on the invoice. The currency stated on the invoice is binding.

  • PestScan reserves the right to deactivate services in the event of overdue payments.

  • Paid license fees are non-refundable.

Support and Service Level Agreement (SLA)

  • Details regarding support are defined in our Service Level Agreement (SLA). By using our services, you agree to the SLA, which applies throughout the entire contract period.

License Fees and Price Adjustments

  • PestScan reserves the right to adjust the monthly license fee annually based on inflation or market-related factors.

Usage and Responsibilities

  • The customer is responsible for the necessary hardware and internet connectivity.

  • PestScan guarantees uptime of the software, excluding connectivity issues on the customer’s side.

  • Regular updates are performed outside business hours to minimize disruption. In exceptional cases where an urgent update is required to ensure usability, PestScan reserves the right to perform updates during business hours without prior notice.

Ownership and Liability

  • The customer is responsible for any purchased hardware and any resulting costs due to damage or loss.

  • PestScan’s liability for data loss, data damage, or data theft is limited to €10 per customer, with a maximum of €2000 per incident.

Contract Duration and Termination

  • The contract can be terminated monthly, with no minimum contract term. Termination must be made in writing.

Data Security and GDPR

  • PestScan ensures data security in accordance with the highest standards and the GDPR. Acceptance of these terms also implies agreement with our Data Pro Statement.

Final Provisions

  • PestScan reserves the right to amend these terms. New versions will be published on our website.

  • Dutch law applies to this agreement.

Acceptance of the Terms and Service Level Agreement (SLA):
By using PestScan’s services, the customer confirms they have read and accepted these service terms and the SLA.

Data Processing Agreement

This summary may differ. Always refer to the original document.

Version: 01/05/2025

Overview

The PestScan Data Processing Agreement consists of:

  • Part 1: Data Pro Statement

  • Part 2: Standard Clauses for Processing

Part 1: Data Pro Statement

General Information

  • Prepared by: PestScan B.V., Edisonstraat 39, 2811 EM Reeuwijk, The Netherlands.

  • Contact: sales@pestscan.eu | +31 182 796 080

  • The document is updated regularly; new versions are announced on the website.

Products and Services Covered

  • PestScan platform: mobile app, office software, and customer portal.

Product Description

  • PestScan is a digital solution for pest control companies and businesses managing quality systems.

Intended Use

  • Processes client data like names, addresses, and financial information.

  • Not intended for processing sensitive personal data (e.g., health data) or government-issued IDs.

Privacy by Design / Default

  • Users should only process pest control-related data.

  • Deletion settings are configurable and automatically managed by PestScan after the retention period.

Standard Clauses

  • PestScan provides its own Standard Clauses for Processing.

Data Processing Location

  • All data is processed within the EU/EEA.

Sub-processors

  • None by default. Clients may export data to external systems at their own responsibility.

Support with Data Subject Requests

  • Deletion requests and access assistance are available via the helpdesk (may incur costs).

Support with Data Privacy Impact Assessments (DPIA)

  • Available on request; time investment may be charged.

Data Deletion After Contract Termination

  • Personal data is deleted within 3 months after termination unless retention is requested or reasonably expected.

Return of Data

  • A backup file can be provided upon request for a modest fee (manual included).

Security Policy

  • Described in the “PestScan Security.pdf,” available via the helpdesk.

Incident Management

  • Also covered in the “PestScan Security.pdf.”

Part 2: Standard Clauses for Processing

Definitions

  • Key GDPR-related definitions like “Data Processor,” “Data Controller,” and “Personal Data” are clarified.

General

  • PestScan processes personal data solely according to the Client’s written instructions.

  • PestScan updates the Data Pro Statement if necessary and will notify clients.

  • Clients are responsible for lawful data use and system security.

Security

  • PestScan implements technical and organizational measures appropriate to the risk level.

  • Changes to security measures are documented and shared when significant.

Data Breaches

  • PestScan will promptly notify the client of personal data breaches.

  • Clients are responsible for reporting breaches to authorities or individuals if necessary.

Confidentiality

  • Personnel are bound to confidentiality.

  • Personal data may be disclosed to authorities if legally required.

Duration and Termination

  • The processing agreement remains in force during the service contract and ends upon contract termination.

  • Data is deleted or returned after termination unless legal retention is required.

Data Subjects’ Rights, DPIA, and Audits

  • PestScan assists with reasonable requests regarding data subjects’ rights and DPIAs.

  • One audit per year is allowed at the client’s expense if additional assurance is needed.

Sub-Processors

  • PestScan informs clients about any changes in sub-processors.

  • Clients may object to sub-processor changes.

Miscellaneous

  • The Data Processing Agreement is an integral part of the broader service agreement, and all related rights and obligations apply.

NLdigital General Terms