Terms & Conditions

1. Scope of the agreement

By creating an account, purchasing a subscription or using Bilbaro, you accept these Terms & Conditions. If you act on behalf of a company or organisation, you confirm that you are authorised to bind that entity.

Bilbaro provides a digital platform. Bilbaro is not the organiser of events created on the platform and is not a party to the agreement between the organiser and the attendee regarding the event itself.

Bilbaro is not the seller of tickets and acts solely as the provider of the technical platform. Bilbaro is not a party to the ticket purchase itself, but only provides the technical platform and payment infrastructure. Any claims from attendees regarding the event, including delivery, access, cancellation, defects, refunds or other non-performance, must be directed to the organiser and not to Bilbaro.

2. Account, access and user responsibility

The organiser is responsible for all actions taken through its account and any users created under that account. Login credentials must be kept confidential, and suspected misuse must be reported to Bilbaro without undue delay.

Bilbaro may temporarily suspend access where necessary for operational, security, payment, fraud, compliance or legal reasons.

Bilbaro may suspend accounts without notice where fraud, misuse, attempts to bypass platform functions, unusual payment behaviour or breaches of law or payment provider requirements are suspected.

3. Platform services

Bilbaro may provide tools for event creation, ticket sales, payment flows, attendee management, check-in, email/SMS communication, reporting, integrations and other related services. The exact scope depends on the solution, subscription or separate agreement selected by the organiser.

Bilbaro may continuously update, improve or discontinue features as part of normal product development, security work, legal compliance or operational needs.

Bilbaro does not guarantee ticket sales, attendance levels or the financial outcome of any event.

Bilbaro does not provide legal, tax or business advice.

4. Pricing, payment and subscriptions

Prices, fees and subscription terms are stated on Bilbaro's pricing pages, order forms, offers or other written agreements. Unless otherwise agreed, subscriptions are invoiced in advance for the relevant billing period.

During the introductory phase up to and including 31 December 2026, use of the Bilbaro system is free for the organiser. During this period Bilbaro does not charge the normal Bilbaro ticket fee of DKK 5 per ticket sold. In the introductory phase, only transaction fees, payment fees and similar fees charged by the connected external payment or transaction provider are charged, together with an administration and transfer fee of DKK 50 per transfer of ticket revenue to a Danish bank account. Transfers to foreign bank accounts may be subject to additional fees and costs, unless otherwise agreed in writing.

Ticket fees, service fees or platform fees may, depending on the selected setup, be paid by the organiser, the attendee or split between the parties. Bilbaro's checkout, pricing pages, order form or other written agreement must state who bears the relevant fee. Whether fees are refundable in the event of cancellation or refund depends on the selected setup, applicable law and the terms disclosed at purchase.

Where a recurring solution is used, it continues until cancelled. Cancellation must take place before the next renewal or billing date unless another notice model is stated in the relevant agreement. Bilbaro may give notice of material price changes before the next renewal.

If payment is overdue, Bilbaro may, after notice, restrict access to the platform, withhold payouts and claim overdue amounts together with reasonable recovery costs.

5. Organiser responsibility

The organiser is responsible for the event content, marketing, ticket text, pricing, VAT, handling of fees, permits, consents, cancellations, access conditions, delivery and customer service. The organiser must ensure that all information shown on event and ticket pages is correct and lawful.

The organiser is also responsible for complying with consumer law, marketing law, payment fee rules, taxes and duties and any other requirements applicable to the organiser's specific type of event, industry and market. The organiser must not create events or content that are unlawful or otherwise in breach of applicable rules.

Bilbaro is not responsible for the organiser's VAT or tax matters.

6. Payment processing, payouts and withholding

Bilbaro may use third-party payment providers to process purchases and handle incoming funds. Bilbaro acts as a limited payment collection agent on behalf of the organiser. To the extent Bilbaro receives payments on behalf of the organiser, this happens solely for the purpose of collecting payments through connected payment providers and settling them in accordance with the applicable setup.

Payment to Bilbaro is deemed payment to the organiser.

Bilbaro is not a bank, payment institution or financial institution.

Any funds held with Bilbaro do not constitute a deposit account, but only a receivable against Bilbaro. Any amounts shown in the organiser account also do not constitute a bank account or deposited funds.

Bilbaro may require identification, documentation and information about the organiser, the event and the flow of funds in order to comply with payment provider requirements, anti-fraud procedures, compliance requirements and applicable law. Missing or insufficient documentation may result in delayed activation, withheld payouts or suspension of the account.

Payouts are made in accordance with the payout setup applicable from time to time.

Bilbaro's obligation to make a payout to the organiser is conditional upon the payment being received from the attendee.

Bilbaro does not guarantee the completion of payments through third-party payment providers.

Bilbaro may withhold or set off funds where there is a reasonable suspicion of fraud, unusual dispute levels, high refund risk, missing documentation, breach of these terms, requirements from payment providers or legal obligations. Bilbaro may also block specific events, payments or transactions where fraud is suspected.

Bilbaro may retain a reserve of funds to cover future refunds, chargebacks or other risks until the organiser's obligations have been fulfilled or adequate security has been provided.

If the organiser's account has a negative balance, the organiser must immediately pay the outstanding amount.

Unless otherwise agreed, funds being processed or withheld do not accrue interest.

7. Cancellations, refunds and disputes

If an event is cancelled, materially postponed or not delivered as promised, the organiser is generally responsible for refunds or other correct handling towards attendees. Bilbaro may require the organiser to cooperate quickly and loyally on refunds, documentation and attendee communication.

Refunds may be processed through the platform or through the payment provider, depending on the setup.

If Bilbaro or a payment provider receives chargebacks, disputes or claims caused by the organiser's event, content or non-delivery, Bilbaro may pass the claim on to the organiser and set off or recover the amount. The organiser is responsible for all costs associated with chargebacks, including fees charged by payment providers.

Bilbaro may, at its sole discretion, issue refunds without the organiser's consent where this is necessary to limit fraud, breach, harm, reputational damage or payment provider exposure.

The organiser shall indemnify and hold Bilbaro harmless from any third-party claims, losses, costs and expenses, including claims from attendees, authorities and payment providers, to the extent such claims arise out of the organiser's event, content, conduct or breach.

8. Support, operations and availability

Bilbaro aims to provide a stable and secure service, but the platform is a digital service where outages, maintenance, third-party failures, internet issues and security incidents may occur. Bilbaro therefore does not guarantee uninterrupted or error-free availability.

Support is provided to the extent included in the selected plan or separate agreement. Bilbaro may prioritise operational and security-critical matters over general requests.

9. Data, personal data and processor role

The organiser is generally the data controller for personal data relating to attendees, customers and others collected or processed through Bilbaro. Bilbaro is the data controller for its own account, support, security and operations data and acts as a data processor for the organiser where relevant.

Bilbaro processes personal data in accordance with Bilbaro's privacy policy and any applicable data processing agreement. Bilbaro may process data as necessary to provide, secure, improve and document the platform and to comply with legal, accounting and payment provider requirements.

Where supported by the selected solution, the organiser may during the active term or for a short period after termination request an export of relevant data. Data is not necessarily available indefinitely after termination, and Bilbaro may delete or anonymise data in accordance with the applicable retention setup, data processing agreement, accounting rules, security needs and legal obligations.

10. Intellectual property

All rights to Bilbaro's software, design, documentation, domains, code, reports and other platform materials belong to Bilbaro or Bilbaro's licensors. The organiser receives only a limited, non-exclusive and non-transferable right to use the platform during the subscription period and in accordance with these terms.

The organiser may not copy, resell, reverse engineer or otherwise exploit the platform beyond what is necessary for normal use.

11. Liability and limitation of liability

Bilbaro is not responsible for the organiser's events, cancellations, misleading descriptions, unlawful content, fee handling errors, VAT matters, third-party claims or other matters arising from the organiser's own business or event operations.

Bilbaro is also not responsible for poor ticket sales, low attendance or an event failing to achieve the organiser's expected financial outcome.

To the extent permitted by law, Bilbaro's total liability towards the organiser is limited to the amount paid by the organiser to Bilbaro during the preceding 12 months for the relevant solution. Bilbaro is not liable for indirect loss, including loss of profit, loss of goodwill, loss of data, loss of savings or consequential claims.

This limitation does not apply in cases of wilful misconduct, gross negligence or where liability cannot lawfully be excluded or limited.

12. Force majeure

Bilbaro is not liable for failure to perform where this is caused by circumstances outside Bilbaro's reasonable control, including war, terrorism, strikes, fire, natural disasters, public authority orders, cyber attacks, major supplier outages or failures in telecom or payment infrastructure.

13. Breach and termination

Bilbaro may suspend or terminate the agreement in whole or in part in the event of material breach, including non-payment, repeated complaints, fraud, attempts to bypass platform security, unlawful use or conduct that harms Bilbaro, attendees or other users.

Upon termination, the organiser's access to the platform ends in accordance with Bilbaro's applicable shutdown, retention and deletion process. If data export is supported by the solution and the organiser wishes to retain data, the organiser must request this within the period where the data remains available after termination. Data may still be retained to the extent required by law, accounting rules, security, documentation or a data processing agreement.

14. Changes to these terms

Bilbaro may update these Terms & Conditions where necessary due to legal changes, security requirements, product development, payment infrastructure or the way the platform is delivered. Material changes will as a rule be notified before they take effect.

If you continue using the platform after the effective date, the updated terms are considered accepted unless mandatory law requires otherwise.

15. Governing law and disputes

These Terms & Conditions are governed by Danish law. Disputes should first be attempted resolved amicably. If that is not possible, disputes shall be settled by the Danish courts with Bilbaro's venue as the agreed forum unless mandatory law provides otherwise.

16. Contact

Questions regarding these Terms & Conditions may be sent to support@bilbaro.com.