General terms and conditions of sale and use
Workplan service · version in force as of 17 October 2026
1. Purpose and parties
These terms govern access to the Workplan online service (scheduling, time tracking, management of absences and personnel files), provided by PHOENIX GROUP, 91, rue Cents, L-1319 Luxembourg, RCS B287017 (“PHOENIX GROUP”), to any business customer (the “Customer”). The service is reserved for professionals; consumer law does not apply.
2. Account and users
The Customer creates a space, appoints one or more administrators and invites its users (managers and employees). It guarantees the accuracy of the information provided and the confidentiality of access credentials. Each user accepts these terms of use on first login.
3. Free trial
A 7-day free trial is offered once per company, without a payment method. All features and options are included during the trial, whatever the plan chosen. Workplan may contact the Customer during the trial to support them (questions, demonstration, data import, configuration). At the end, without payment, administrator access is suspended: data is kept, employees keep clocking in, and everything is restored as soon as payment is made (by card only).
4. Prices, invoicing and payment
Prices are stated exclusive of tax; Luxembourg VAT (17 %) is added. The plan is assigned according to the number of employees declared by the Customer: 6 to 14 Essential, 15 to 34 Pro, 35 and more Enterprise (minimum 6). The Customer may choose a higher plan, but not a plan lower than the one corresponding to its headcount. The plan minimum (6, 15 or 35 employees) is always billed, even if not reached, and is covered by the base price. Each employee above this minimum is billed at the plan's per-employee supplement, pro rata for the days on which they are on the Customer's account and not archived. If the Customer's headcount falls below its plan's threshold, the Customer may, at its choice, switch to the lower plan with supplements or keep its plan. The subscription is monthly or annual and is paid by credit card (payment processed by Stripe). Billing follows the calendar month. Monthly, the base plan is payable in advance on the 1st of each month; for the first month it is due pro rata by day, from the day of the first payment (trial days are never billed) to the end of the month (price × remaining days / days in the month). Annual, the base plan is payable in advance in one instalment, at the annual price, on the day of payment, then on the same date each year. Employees above the plan minimum and options (“Extras”) are always billed at the monthly price, with no annual discount, pro rata by day (for each day, non-archived employees above the minimum and options active that day, × monthly price / days in the month), in arrears on the 1st of the following month, on monthly and annual billing alike. An upgrade to a higher plan takes effect immediately until the end of the current period, whose date does not change: the unused part of the previous plan is credited and the new plan is charged, pro rata for the remaining days; the Customer pays the difference. A downgrade or a change of billing cycle takes effect at renewal, at the Customer's request. An invoice is issued by PHOENIX GROUP for each payment. The Time tracking option, when subscribed, is billed for all employees on the account, whether they clock in or not. In the event of non-payment, the Customer receives reminders for 7 days, during which publishing new schedules is suspended; after that, the account is suspended and manager access is limited to the payment page. In the event of suspension for non-payment, data is kept and employees keep access to time clocking. To reactivate the account, the Customer pays in a single payment, before access is restored: every day elapsed since the end of the last paid period, at the plan's monthly price, including for an annual subscription, prorated by day for each full or partial calendar month (monthly price × days / days in the month); no Extras are charged for those days, as the account is limited to time clocking, but Extras due before the suspension remain due; plus the current month, prorated from the day of reactivation. The breakdown is shown on the payment page before paying; full access is restored upon payment, and the subscription then resumes on the 1st of the following month according to the chosen billing cycle. Late-payment interest at the Luxembourg statutory rate and the fixed €40 recovery fee are due.
4a. Hardware (Kiosk Pack)
The Kiosk Pack (professional 11" tablet, locked anti-theft wall enclosure, kiosk licence) is sold, not rented, at a price of €549 excl. VAT per unit (€642.33 incl. VAT, 17 % Luxembourg VAT on top), payable on order. Installation in Luxembourg is offered as an option at €149 excl. VAT per site (€174.33 incl. VAT). The hardware is delivered configured; ownership passes to the Customer upon full payment. It benefits from the legal guarantee of conformity.
5. Term and termination
The monthly subscription has no commitment. The subscription can be cancelled at any time from the Subscription page of the app (account administrator), after confirmation. Cancellation takes effect at the end of the period already paid: for monthly billing, at the end of the current calendar month; for annual billing, at the end of the annual contract, the annual subscription remaining due for the whole year and renewing on the same date unless cancelled before it falls due. Until that date, access remains complete and the Customer can undo the cancellation. No further payment is taken, except the Extras of the last month, billed on the 1st of the following month. At the end of the subscription, access to management is suspended; employees can still clock in. All account data (employees, time records, schedules, documents) is permanently deleted 30 days after the end of access, unless there is a legal retention obligation (notably invoices); the deletion date is shown when the cancellation is confirmed. Before that date, the Customer can request an export of its data at support@workplan.lu. A cancelled subscription cannot be resumed: to use Workplan again, the Customer creates a new account, which starts with no data. Suspension for non-payment is not a cancellation: it is governed by article 4.
6. Personal data
For the data of the Customer's employees, the Customer is the controller and PHOENIX GROUP is a processor within the meaning of Article 28 GDPR. The data processing agreement (DPA) contained in the privacy policy forms an integral part of the contract. The Customer is solely responsible for informing its employees and, where applicable, for consulting the staff delegation, in particular for geolocation and the photo at clock-in.
7. Availability and support
PHOENIX GROUP uses reasonable means to ensure the availability of the service, excluding announced maintenance. Support is provided by email (support@workplan.lu) on working days, according to the plan subscribed. Backups are made daily.
8. Liability
Workplan is a management tool. Calculations (POT, overtime, leave) are based on the settings and data entered by the Customer and do not constitute legal or HR advice. PHOENIX GROUP's liability is limited to direct damage and capped at the amounts paid by the Customer over the last 12 months.
9. Intellectual property
The software remains the property of PHOENIX GROUP. The Customer receives a non-exclusive, non-transferable right of use for the duration of the subscription. The data entered remains the property of the Customer.
10. Changes
PHOENIX GROUP may change these terms or its prices with 30 days' notice by email. The Customer may terminate before they take effect.
11. Governing law
These terms are governed by Luxembourg law. Any dispute falls under the exclusive jurisdiction of the courts of Luxembourg City.