Squena Terms of Use

1. Who publishes Squena

Squena is published by Alexis Demarecaux, sole trader (entrepreneur individuel, EI) under French law.

SIREN: 921 114 815. Address: 78 rue Beaubourg, apartment 115, 75003 Paris, France. Phone: provided on request at contact@squena.com.

Contact: contact@squena.com

Publication director: Alexis Demarecaux.

VAT not applicable, article 293 B of the French Tax Code (CGI).

In these terms, "Squena", "we" and "us" mean this publisher. The site and the application are hosted by Railway Corporation (see the legal notice).

2. Words used in these terms

• Service: the squena.com site and the squena.app application, and everything they let you do.
• You, the User: the person who has an Account or who answers a Request. When you act for an organisation, "you" also means that organisation.
• Account: your personal access, tied to your email address.
• Organisation: the structure (company, association, freelancer) for which a Workspace is opened. For a paid Plan, the Organisation is our customer.
• Workspace: an Organisation's working space. It is kept separate from all others.
• Member: a person invited into a Workspace, with a role.
• Organiser: a User who prepares events in a Workspace.
• Supplier: a professional who provides a service for an event (caterer, venue, technical crew…), with or without an Account.
• Supplier space: the part of the Service reserved for Suppliers. It is tied to their Account, not to an Organisation.
• Directory listing: the profile a Supplier publishes in the Directory themselves.
• Directory: all Directory listings, which Organisers can browse.
• Supplier database: the list of Suppliers an Organisation keeps in its Workspace.
• Request: a request for a quote or for details that an Organisation sends to a Supplier.
• Content: everything a User enters, uploads or sends in the Service (text, listings, quotes, documents, messages, notes, signature…).
• Clara: the artificial-intelligence assistant built into the Service.
• Plan: Free, Pro or Agency, as described on the Pricing page (squena.com/pricing).

3. What these terms cover, and how you accept them

3.1 Squena is the workspace for event organisers. The Service has two uses:

• organising: opening a Workspace and running your events, budget, team, documents and Supplier database there, sending Requests and talking to your Suppliers;
• being a supplier: answering the Requests you receive, with or without an Account. With an Account, a Supplier also manages their Directory listing and conversations from the Supplier space.

3.2 The Service is for professionals only. It supports a business or non-profit activity, not private use. You must be an adult and have the authority to bind the organisation you act for. If you nonetheless use the Service as a consumer, or for a non-profit organisation that is not acting for professional purposes, the mandatory rules of French consumer law apply, and any clause of these terms that conflicts with them cannot be enforced against you.

3.3 When you create your Account, you accept these terms by ticking the box provided, which also confirms that you are acting for your business. If your Account was created without that box (with Google from the application, through an invitation, or before these terms were published), you accept them on the screen that shows them to you the next time you sign in. A Supplier who answers a Request without an Account accepts these terms by sending their answer: the answer page shows them, with a link, before the send button. We keep the version you accepted and the date you accepted it.

3.4 These terms form one agreement with the Pricing page and, for Organisations, the data processing agreement set out in the appendix. The privacy policy (squena.com/privacy) tells you how your data is used. If these documents contradict each other, these terms prevail, except on prices: for prices, the Pricing page and the checkout page prevail, or the quote Squena gave you.

4. Creating your account and signing in

4.1 There is no password. You sign in in one of these ways:

• with your Google account, as long as Google has verified your address;
• with a six-digit code sent to your email address. It is valid for 15 minutes, works only once, and stops working after five wrong attempts.

A Supplier who received a Request can also sign in with the sign-in link sent to the address that received the Request.

4.2 Never share your code. Squena will never ask you for it, by email or by phone. Anyone who can get into your mailbox can get into your Account, so protect it. A session stays open for up to 30 days on a device. On a shared device, sign out.

4.3 The information you give is accurate and up to date: your name and email address and, if you are a Supplier, your business and contact details.

4.4 One account per person. An Account is personal. You may not share it, lend it or sell it. Everyone who works in a Workspace has their own Account, which is also what Plans count. Do not create several Accounts or Workspaces to get around a Plan's limits.

4.5 Everything done from your Account is treated as done by you. If someone gets into it without your permission, tell us right away at contact@squena.com.

4.6 To protect the Service, Squena may limit the number of codes, attempts or sign-ups, and may ask for an anti-bot check.

5. Workspaces, roles and members

5.1 Each Workspace belongs to its Organisation and is kept separate from the others. Its data is visible only to its Members, according to their role.

5.2 A Workspace has three base roles:

• owner: access to everything, including the subscription and permissions;
• organiser: works on the events;
• volunteer: sees their own schedule and tasks, with no amounts and no conversations.

An owner can adjust each person's permissions.

5.3 The Organisation decides who it invites and what each person can do. An invitation is valid for seven days, works only once, and only for the address invited. When someone leaves the organisation, it is up to the Organisation to remove their access.

5.4 A Workspace always keeps at least one owner. An owner who leaves must first hand over to another owner.

6. Plans, price and payment

6.1 Plans. Squena offers a Free plan with no end date and two paid Plans, Pro and Agency. The Pricing page describes what each Plan includes and what it costs: number of people, number of active events, available features, and advertised allowances. The Supplier database is unlimited on every Plan. Beyond Agency, Squena provides a quote. Answering a Request and using the Supplier space are free.

6.2 Limits. A Plan limit applies when you create something: inviting one more person, opening one more active event, duplicating an edition. It never deletes anything that already exists. The Pricing page also advertises Clara credits and storage for each Plan. Squena may enforce them.

6.3 Price. The price that applies is the one on the Pricing page on the day you subscribe. It is repeated on the checkout page. You are billed in euros if the interface is in French, and in US dollars otherwise. Squena benefits from the French VAT franchise: VAT not applicable, article 293 B of the French Tax Code. The price shown is therefore the price you pay. If Squena becomes liable for VAT, VAT at the statutory rate is added to the displayed price from the next invoice. We tell you by email as soon as we know, and you can cancel.

6.4 Payment. Only a Member with the right to manage the subscription — an owner, by default — can subscribe. Payment is handled by Stripe, our payment provider: Squena never sees or stores your card number. Subscriptions are monthly or yearly and are paid in advance. They renew automatically until you cancel. For a yearly subscription, we write to you between three months and one month before it renews, to remind you that you can stop it. Your invoices are available in the billing portal.

6.5 Changing Plan. You change Plan from the billing portal. You also change the number of people on Pro there. The change applies at once, prorated, at the amount the portal shows you before you confirm.

6.6 Cancelling. There is no commitment. An owner can cancel at any time from the billing portal, with no call and no form. Cancellation takes effect at the end of the period already paid, and that period is not refunded. The Workspace then moves back to the Free plan. It is neither closed nor emptied: everything in it can still be viewed. Anything above the Free plan's limits stays in place, but you cannot create more beyond those limits.

6.7 A failed payment. The Workspace stays open while Stripe retries the payment. If the payment still does not go through, the Workspace may become read-only. Your data then stays intact, viewable and retrievable, and everything reopens as soon as the payment is settled.

Between professionals, any sum that is due and unpaid bears, from the day after its due date and without any reminder, late-payment interest at three times the French statutory interest rate, plus the fixed €40 recovery fee per invoice provided by Article D441-5 of the French Commercial Code.

6.8 Free days.

• Referrals: a new User who opens their first Workspace with a referrer's code gets seven days of the Pro plan, with no credit card. On the eighth day, the Workspace moves back to the Free plan and loses nothing. The referrer receives nothing.
• Example workspace: a Workspace filled with made-up data, for discovering the Service. You cannot take out a subscription on it, and it becomes read-only after seven days.

6.9 If prices change. We tell you at least 30 days in advance. The new price applies from your next renewal. Until then, you can cancel.

7. What you agree to do, and not to do

7.1 You use the Service fairly and lawfully.

7.2 Your Content. You are responsible for what you enter, upload and send, and you have the right to do so. That means: holding the rights to the documents, respecting confidentiality obligations and agreements, and respecting the people you write about.

7.3 Other people's data. When you record the contact details of a supplier, a volunteer or a team member, your Organisation must be allowed to do so under the GDPR. It must also answer those people's requests. Internal notes and reviews about a supplier are never published, but you are still responsible for what you write in them: keep them factual.

7.4 No impersonation. You present yourself under your real identity and that of your organisation. You do not pretend to be someone else:

• a Supplier does not publish a listing for a business that is not theirs, and does not use its name, company number or logo;
• an Organiser does not send a Request on behalf of an organisation they do not represent.

7.5 No soliciting through Requests. A Request answers a real need of one of your events. You do not use Requests:

• to prospect or sell;
• to send messages that have nothing to do with the event;
• to write in bulk to suppliers who have not asked to hear from you.

Messaging is for talking to the suppliers in your database, not for soliciting. Squena may limit the number of Requests and recipients, especially for a new Account or a Free plan.

7.6 No harm to the Service. You must not:

• try to access a Workspace that is not yours;
• get around a limit or a protection;
• copy the Directory in bulk, by a bot or otherwise;
• decompile the Service;
• upload malicious files to it;
• overload it.

If you find a vulnerability, do not exploit it: write to contact@squena.com and we will answer.

7.7 No unlawful content. You publish nothing defamatory, discriminatory, infringing or fraudulent. In particular: no fake deposit requests and no fake bank details.

8. The supplier Directory

8.1 Who publishes. Suppliers publish their Directory listing themselves, from their Supplier space, by clicking "Save". Nothing is published automatically. A listing filled in from a Request waits until you sign in, and you are the one who publishes it. You can edit it or remove it from the Directory at any time without deleting your Account.

8.2 Who sees it. Only Organisers signed in to Squena. The Directory has no public page and shows no prices, ratings or reviews. Your listing shows your name, your trade, your city, your description, and whether you accept requests. Your email address and phone number are not shown on it.

8.3 Receiving requests. The "I want to receive requests" box is ticked by default.

• If you untick it, your listing stays visible, but an Organisation that does not already have you in its database cannot add you from the Directory.
• If it is ticked, an Organisation can add you to its database. Your contact and technical details are then copied into it, and the Organisation can send you Requests.

8.4 A copy stays a copy. An Organisation that added you to its database keeps what it copied there, even if you later edit or remove your listing: it is their database. To have your details removed from it, contact that Organisation directly.

8.5 The "Unverified" label. A listing is labelled "Unverified" until an Organisation, other than its author's own, has written to that Supplier through Squena (a Request or a message). While it carries the label, the contact address passed to Organisations is the Account's address. The label disappears once an Organisation has written to the Supplier. Its absence never means that Squena has checked anything.

8.6 Squena does not vouch for Suppliers. We do not check:

• their identity or legal existence;
• their insurance, permits or qualifications;
• the quality, price or availability of their services.

Before you commit, run the usual checks. Also run the ones the law requires of whoever places the order, such as, in France, the "attestation de vigilance" above certain amounts.

8.7 Contracts and payments happen between you. Squena is not a party to, an intermediary in, or a guarantor of any contract between an Organisation and a Supplier. No payment between you goes through Squena, and we take no commission. Marking a supplier as "paid" in Squena is only a way to keep track, not a payment. Any dispute between you is settled between you.

8.8 Squena may refuse, hide or remove a listing that breaks these terms, for example impersonation, a fake listing or unlawful content. Its author is told why (sections 15.3 and 16.2).

9. Requests, quotes, messaging and signatures

9.1 Requests. An Organisation sends a Request by email, one message per Supplier. The reply link is valid for a limited time, stated in the Request. The Supplier can answer without an Account, or decline in one click.

9.2 What the Supplier sends. Their quote, attachments and the legal details from their listing go to the Organisation that consulted them. They are copied at the moment of sending: if you edit your listing later, a quote already sent does not change. The Supplier is responsible for their quote: amounts, VAT, mandatory details and terms. The VAT calculation shown on screen is a convenience, not advice.

9.3 Messaging. An Organisation talks to the Suppliers in its database. A Supplier can reply from the email they received, with no Account, or from their Supplier space. They never see the Organisation's internal notes, its reviews, the details of its follow-up, or which of its members wrote to them. They only see whether their quote was selected or not.

9.4 The signature: what it is. A Supplier can draw their signature and place it on a quote. Squena copies it onto that quote with the date recorded by the server, and prints it on the quote, on both the Supplier's and the Organisation's side. On the Organisation's side, the "Signed" stage is only an internal way to track progress.

9.5 The signature: what it is not. It is neither an advanced nor a qualified electronic signature under the EU eIDAS Regulation. Squena does not check the signer's identity and issues no certificate. It is a simple electronic signature: it can be used as evidence, but a court decides how much weight to give it. For an important contract, also sign it by a suitable method: a dedicated e-signature tool, or on paper. Signing a quote in Squena never makes Squena a party to the contract.

10. Clara, the AI assistant

10.1 Clara is an artificial intelligence. Her answers are generated automatically by a Mistral AI language model. They can be wrong, incomplete or out of date. Check them before relying on them, especially for an amount, a date, a legal obligation or a commitment.

10.2 Clara suggests, you decide. Clara reads your Workspace to answer you. To act on your behalf, she needs three things:

• that the action is switched on under "What Clara can do", in "My account": all actions start switched on, and you switch off the ones you do not want;
• that your role allows that action;
• that the Workspace is not read-only.

An owner can also switch these actions off for the whole Workspace. Whatever Clara does with your authorisation is done in your name: a task she creates carries your name. Clara never sends a Request herself: she prepares it, and it only goes out when you click "Send".

10.3 Your data. To answer you, Clara sends Mistral AI the text and documents she needs, taken from your Workspace only. She never receives another Organisation's data. The details are in the privacy policy.

10.4 Availability. Clara depends on an outside service and may be unavailable. She does not work in a read-only Workspace. Her use follows the allowances advertised on the Pricing page (section 6.2).

11. Your Content and your data

11.1 It is yours. Content remains the property of whoever created it, and a Workspace's data belongs to its Organisation. Squena does not sell it and does not use it to train any model.

11.2 What you allow us to do with it. You allow Squena to host, back up, display and transmit your Content, and to entrust it to its processors, only as far as is needed to run the Service. That means:

• showing it to the people you chose;
• sending it to the recipients you name;
• having Clara process it when you ask her to.

For a Supplier, this includes showing their Directory listing to Organisers and copying it into an Organisation's database (section 8). This permission is free of charge, worldwide, and lasts as long as the Service needs it.

11.3 Personal data. The privacy policy describes what Squena processes on its own behalf: Accounts, the Directory and security. For the data an Organisation enters in its Workspace (its suppliers, team and volunteers), the Organisation decides, and Squena processes that data for it, following its instructions, under the data processing agreement in the appendix.

11.4 Getting your data back. Write to contact@squena.com. Whatever your Plan, including Free, we send you all of your Workspace's data within 72 business hours: suppliers, events, budgets, documents. Self-service export does not exist yet.

11.5 The bin. A deleted event, supplier, task or note stays in "Recently deleted" for 30 days. During that time, you can restore it or delete it permanently. After 30 days, it is deleted automatically.

11.6 Keep a copy of your important documents. Squena is a work tool, not an archiving service.

12. Intellectual property

12.1 Squena owns the Service: software, interfaces, text, trade mark and logo. Squena also owns the Directory as a database, but each listing stays with its author. We give you a personal, non-exclusive, non-transferable right to use the Service for your business, for as long as your Account exists. No other right is granted.

12.2 If you send us suggestions, we may use them freely and without payment to improve Squena.

13. Availability and changes to the Service

13.1 We do our best to keep the Service running and reachable, but we do not guarantee that it will always be available. It may be interrupted for maintenance, an update, or an outage at an outside provider: hosting, email delivery, payments or the AI model.

13.2 Squena changes over time: features are added, changed or removed. If a change removes a significant feature from your paid Plan, we tell you at least 30 days in advance, and you can cancel.

13.3 If Squena shuts down. We give you at least three months' notice before the Service closes, and we hand back all of your data before we close.

14. Liability

14.1 Squena commits to using reasonable means to provide the Service. This is an obligation of means, not of result.

14.2 Squena is not liable for:

• dealings, contracts, services and payments between Organisations and Suppliers;
• Content published or sent by Users;
• a decision based on one of Clara's answers without checking it;
• any use of the Service that breaks these terms;
• access to your Account by someone who controls your mailbox or your Google account;
• indirect losses: loss of revenue, customers, reputation or an opportunity, or the cancellation of an event.

14.3 If Squena is found liable, its total liability for all losses is limited to the amounts paid for the Service in respect of the three months before the event giving rise to the claim; for a yearly subscription, to one quarter of its price. It is never less than €100, and it is €100 for any free use of the Service: the Free plan, free days, the Supplier space or answering a Request.

14.4 These limits do not apply to gross negligence or wilful misconduct, to personal injury, or where the law forbids limiting liability.

14.5 If a third party makes a claim against Squena because of your Content or a use of the Service that breaks these terms, you bear the resulting damages awarded and reasonable defence costs. We tell you without delay and let you take part in the defence.

14.6 Neither party is liable for a failure caused by force majeure within the meaning of Article 1218 of the French Civil Code.

15. Suspending or deleting an account

15.1 Deleting your Account. You do it from "My account", or from "Settings" in the Supplier space, by retyping your email address. Deletion is immediate and final: there is no bin for an Account. An email confirms the deletion.

15.2 What deletion causes.

• If you are the only owner of a Workspace where other people work, deletion is refused. First hand over to another owner.
• If you own a Workspace with a monthly subscription, you name, as you leave, the person who takes it over: a member of your team, or an email address, which receives an invitation. They become the Workspace's owner. The subscription stays active for seven days after you leave, and the person you named has until the fourteenth day to take it over in their own name; otherwise, it is closed at the end of that period. If you name nobody, it is closed after seven days. A yearly subscription is cancelled and stays active until the end of the year already paid for; the person you named also becomes owner, and can take it over in their own name before that date so that it continues. Once the subscription is closed, the Workspace moves back to the Free plan and loses nothing. Nothing is refunded.
• If you were the last Member of a Workspace, its subscription is cancelled, with no refund.
• If you were the last Member of a Workspace, that Workspace is emptied: its events, budgets, tasks, notes, documents and messages are deleted. The entries in its Supplier database are kept, with no Account able to reach them, for 30 days at most, and are then erased. Everything is gone from our backups no later than 90 days afterwards.
• What you did in other people's Workspaces stays there, without your name: it shows as "Deleted account".
• If you are a Supplier, your Directory listing is deleted with your Account. Organisations keep what they already hold: their copy of your details, the quotes they received and the messages you exchanged.
• Invoices, and any data the law requires us to keep, are kept for the legal period.

15.3 When Squena suspends or deletes. If these terms are seriously breached, Squena may suspend or delete an Account, a Workspace or a Directory listing. This covers in particular impersonation, soliciting, unlawful content, fraud and security attacks. Except in urgent cases, we warn you first and give you time to fix the problem. In every case we tell you why, as set out in section 16.2, and you can challenge the decision by writing to contact@squena.com. A suspension does not stop you getting your data back, unless the law or an authority forbids it, or the data itself is unlawful.

16. Reporting content

16.1 If you see unlawful content in Squena, or content that breaks these terms (an impersonated listing, a fake deposit request, an abusive message…), write to contact@squena.com stating:

• where it is, as precisely as possible (page address, listing name);
• why you believe it is unlawful, with what supports this;
• your name and email address, except for child sexual abuse material, which you may report without giving your name;
• a sentence confirming that you make this report in good faith and that what you state is accurate and complete.

16.2 We acknowledge every report, examine it carefully and objectively, and tell its author what we decided and how to challenge it. Moderation is done by a person, never by an automated tool; only volume limits and the anti-bot check (sections 4.6 and 7.5) apply automatically. If we remove, hide or restrict content, or suspend an Account, we tell the person concerned: the measure and how long it lasts, the facts behind it, whether it follows a report, the rule of law or section of these terms involved, and how to seek redress: by writing to us to challenge it, then before the courts.

16.3 Authorities can contact us at the same address, in French or English.

17. When these terms change

17.1 Every version has a number and a date, and stays online, printable, at an address that does not change (squena.com/terms/1.0 for this one). We keep the version you accepted and the date you accepted it, including for five years after your Account is deleted, so the agreement can be proved in a dispute.

17.2 For any significant change, we notify you by email or in the application at least 30 days before it takes effect. A wording correction, or a change required by law or for security, may apply sooner.

17.3 If you do not accept the new version, you can cancel your subscription and delete your Account before it takes effect. The next time you sign in, a screen shows you the new version: you accept it to keep using the Service.

18. General provisions

• Language. These terms exist in French and English. If they differ, the French version prevails.
• Evidence. Squena's records are evidence between us unless proven otherwise: dates recorded by the server, logs, accepted version.
• Online contract. Between professionals, the parties exclude points 1° to 5° of Article 1127-1 and Article 1127-2 of the French Civil Code.
• Severability. If a clause is held invalid, the other clauses still apply.
• No waiver. If either party does not enforce a right at some point, it does not give that right up.
• Transfer. Squena may transfer this contract to the person or company that takes over the Service, after telling you. You may not transfer your Account.
• Contact. Write to contact@squena.com. We write to you at your Account's address.

19. Governing law and disputes

19.1 These terms are governed by French law.

19.2 If we disagree, write to us first. We will look for an amicable solution together for 30 days.

19.3 If no solution is found, the dispute goes to the competent courts. If you and Squena are both traders under French commercial law, only the courts of Paris, France, have jurisdiction.

Appendix — Data processing agreement

This appendix is the agreement required by Article 28 of the GDPR. It applies to the personal data an Organisation enters in its Workspace. For that data, the Organisation is the controller and Squena is its processor.

A.1 What is processed.

• Subject and purpose: providing the Service to the Organisation, that is storing, displaying, sending, and having Clara process what it enters.
• Data subjects: the suppliers in its database and their contacts, its team members, its volunteers, and anyone mentioned in its Content.
• Data: names, business contact details, job titles, availability, quotes, documents, messages and notes.
• Duration: as long as the Organisation uses the Service, then the erasure period set out in A.7.

A.2 Instructions. Squena processes this data only on the Organisation's documented instructions, including for any transfer outside the European Union. These terms and the way the Organisation uses the Service are its instructions. If the law requires Squena to process the data otherwise, we tell the Organisation beforehand, unless the law forbids it. If an instruction seems to us to breach the GDPR, we tell the Organisation at once.

A.3 Confidentiality. The people who access this data for Squena are bound by confidentiality. They access it only when necessary: for support the Organisation asked for, for security, or to meet a legal obligation.

A.4 Security. Squena takes measures suited to the risk: separate Workspaces, role-based access, encrypted connections, an activity log.

A.5 Squena's sub-processors. The Organisation authorises Squena to use the sub-processors named in the privacy policy (hosting, email, file storage, Clara). Squena binds them by contract to the obligations of this appendix and remains fully liable to the Organisation for their compliance. Squena tells the Organisation, by email or in the application, before adding or replacing one. The Organisation may object on legitimate grounds, and cancel if no solution is found. Any transfer outside the European Union relies on an adequacy decision or on the European Commission's standard contractual clauses.

A.6 Helping the Organisation. Squena helps the Organisation answer people who exercise their rights, keep its data secure and, where needed, carry out an impact assessment and consult the supervisory authority beforehand. If a personal data breach affects it, Squena tells the Organisation without undue delay, and at the latest 48 hours after becoming aware of it, with the information it has.

A.7 At the end. At any time, the Organisation can choose to get its data back (clause 11.4) or to have its Workspace deleted, on request. When its Workspace is deleted or emptied, its data is erased within the periods set out in clause 15.2, from our backups no later than 90 days afterwards, and at our sub-processors at the end of their own periods (30 days at Mistral AI), except data the law requires us to keep.

A.8 Audits. Squena makes available to the Organisation the information that shows it complies with this appendix. The Organisation may request an audit, including an inspection, at its own cost, with 30 days' notice. It is carried out on documents first and then, if they are not enough, on site or remotely.