Legal

Terms of Service

Last updated: 4 July 2026

These Terms of Service (“Terms”) are a legal agreement between you and Studio-Lumière BV, a company registered in Belgium, operating the SmartSOP platform at https://www.smartsop.io(“SmartSOP”, “we”, “our”, or “us”).

By creating an account or using SmartSOP, you confirm that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree, please do not use the platform.

1. About SmartSOP

SmartSOP is an AI-powered business documentation platform. It helps small and medium-sized businesses generate professional documents including Standard Operating Procedures (SOPs), employee handbooks, onboarding guides, training manuals, safety procedures, checklists, job descriptions, and other business documentation using artificial intelligence.

SmartSOP is a software-as-a-service (SaaS) product. Access is provided via subscription over the internet and requires a compatible web browser. No software installation is required.

2. Accounts

To use SmartSOP you must create an account. You agree to:

  • Provide accurate, complete, and current information when registering and when generating documents
  • Maintain the confidentiality of your login credentials and not share them with others
  • Take full responsibility for all activity that occurs under your account
  • Notify us immediately at legal@smartsop.io if you become aware of any unauthorised access or security breach
  • Maintain only one account per person — creating multiple accounts to circumvent document generation limits is not permitted

You must be at least 18 years old to create an account. By registering, you represent that you have the legal authority to enter into a binding agreement, either on your own behalf or on behalf of the organisation you represent.

3. Subscriptions and billing

SmartSOP offers a free tier and three paid subscription plans, billed monthly. All prices are in euros (€) and include applicable Belgian VAT where required.

  • Free tier: 3 documents, no time limit, no payment required
  • Starter — €29/month: 20 documents per month, all 21 document types
  • Professional — €59/month: Unlimited documents, all document types, priority support
  • Enterprise — €99/month: Unlimited documents, 5 team seats, dedicated support

14-day free trial: Paid plans include a 14-day trial period. You will be asked to provide a valid payment method to start a trial, but you will not be charged until the trial ends. You may cancel at any time during the trial period without cost.

Auto-renewal: Subscriptions renew automatically at the end of each billing period (monthly). By subscribing, you authorise us to charge your payment method on a recurring monthly basis until you cancel. You will receive a receipt by email after each charge.

Cancellation: You may cancel your subscription at any time from your account settings or by contacting us. Cancellation takes effect at the end of your current billing period. You retain full access to the platform until then and will not be charged for subsequent periods.

Payments are processed securely by Stripe. We do not store your payment card details. Stripe's use of your payment data is governed by their own privacy policy and terms.

4. Refund policy and right of withdrawal

EU right of withdrawal: Under EU consumer law (Directive 2011/83/EU), you ordinarily have the right to withdraw from a contract for digital services within 14 days of entering into it, without giving any reason.

Waiver of withdrawal right: However, by starting a paid plan or free trial and beginning to use the SmartSOP platform to generate documents, you expressly consent to the immediate performance of the service and acknowledge that you lose your right of withdrawal once the service has begun. This is the standard approach for digital SaaS services under EU law (Article 16(m) of Directive 2011/83/EU).

Refunds: We do not offer refunds for partial billing periods or unused document credits. If you cancel mid-period, your access continues until the end of that period at no additional charge. Exceptionally, if you have not used the platform at all during a billing period and contact us within 7 days of a charge, we will consider a refund request at our discretion.

If you believe a charge is incorrect, contact us at legal@smartsop.io within 30 days and we will investigate promptly.

5. Important: AI-generated content disclaimer

Documents generated by SmartSOP are AI-generated drafts. They are produced by a large language model (Anthropic Claude) based on the information you provide. AI systems can make mistakes, omit important details, or produce content that is outdated, inaccurate, or inappropriate for your specific business context.

You are solely responsible for reviewing, editing, and validating every document before using it in your business — including verifying that it is accurate, complete, and compliant with all applicable laws, industry regulations, and professional standards in your jurisdiction and sector (including but not limited to health and safety law, employment law, food safety regulations, and medical or clinical guidelines).

SmartSOP does not provide legal, medical, safety, HR, financial, or any other form of professional advice. Our platform generates documentation drafts as a starting point. Where your documents will be relied upon for compliance, legal, or safety purposes, you should have them reviewed by a suitably qualified professional before use.

Use of AI-generated documents without appropriate review is at your own risk.

6. Acceptable use

You agree not to use SmartSOP to:

  • Generate, store, or distribute illegal, harmful, fraudulent, discriminatory, or defamatory content
  • Violate any applicable law or regulation, including GDPR and data protection law
  • Infringe the intellectual property rights of any third party
  • Attempt to reverse-engineer, extract, copy, or replicate our AI prompts, platform logic, or proprietary systems
  • Circumvent document generation limits through automation, scripts, bots, or multiple accounts
  • Resell or sublicence access to the SmartSOP platform or offer a competing AI documentation service using our generated output as a primary product
  • Abuse the platform in a way that places disproportionate load on our infrastructure or degrades service quality for other users

We reserve the right to suspend or permanently terminate any account that violates these Terms, with or without notice, and without refund where the violation is material.

7. Intellectual property

Your documents: You retain full ownership of all content you input into SmartSOP and all documents generated on your behalf. By using the platform, you grant us a limited, non-exclusive licence to process your content solely to provide the service. We do not claim ownership of your generated documents and we do not use your document content to train AI models.

The platform: The SmartSOP platform — including its design, source code, AI prompt architecture, original written content, branding, and trademarks — is owned by Studio-Lumière BV and is protected by intellectual property law. You may not copy, modify, decompile, or create derivative works from the platform.

Your use of generated documents: You may use, modify, and distribute your generated documents for your own internal business purposes. You may not resell, licence, or distribute AI-generated documents as a documentation template product or SaaS service competing with SmartSOP.

8. Limitation of liability and warranty disclaimer

No warranty:SmartSOP is provided “as is” and “as available” without warranties of any kind, whether express, implied, or statutory. We do not warrant that the platform will be uninterrupted, error-free, or secure, or that AI-generated documents will be accurate, complete, or fit for any particular purpose.

Limitation: To the maximum extent permitted by applicable law, Studio-Lumière BV and its directors, employees, and contractors shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use SmartSOP, including but not limited to loss of profits, loss of data, business interruption, or reputational harm.

Our total aggregate liability to you for any and all claims arising under or in connection with these Terms shall not exceed the total amount you paid to us in the three (3) calendar months immediately preceding the event giving rise to the claim.

Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded under Belgian law or applicable EU consumer protection rules.

9. Data protection and privacy

We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable Belgian data protection law. Studio-Lumière BV acts as the data controller for the personal data you provide when using SmartSOP.

How we collect, use, store, and protect your personal data — including your rights as a data subject — is described in full in our Privacy Policy, which forms part of these Terms.

By using SmartSOP, you consent to the processing of your personal data as described in our Privacy Policy. If you have questions about data protection, contact us at privacy@smartsop.io.

10. Termination

You may close your account at any time by contacting us at legal@smartsop.io or through your account settings. Upon termination, your access to the platform ceases and your data will be deleted in accordance with our Privacy Policy.

We may suspend or terminate your account if you breach these Terms, if we are required to do so by law, or if we discontinue the service. Where possible, we will give you reasonable notice. In the event of termination by us without cause, we will refund any prepaid fees for the unused portion of your current billing period.

11. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes by email and by updating the “Last updated” date at the top of this page. We will provide at least 30 days' notice before material changes take effect for existing subscribers. Your continued use of SmartSOP after changes take effect constitutes your acceptance of the revised Terms. If you do not agree to the revised Terms, you may cancel your subscription before the changes take effect.

12. Governing law and disputes

These Terms are governed by and construed in accordance with the laws of Belgium, without regard to its conflict of law provisions.

Any dispute arising from or in connection with these Terms or your use of SmartSOP that cannot be resolved amicably shall be subject to the exclusive jurisdiction of the courts of Antwerp, Belgium.

If you are a consumer resident in the EU, you may also have the right to use the European Commission's Online Dispute Resolution platform or to bring proceedings in the courts of your country of residence under mandatory consumer protection rules.

13. Contact

For questions about these Terms, contact us at:

Studio-Lumière BV
Dambruggestraat 55
2060 Antwerp, Belgium
BCE/KBO: 0741.851.941
legal@smartsop.io