W System / Peppol mandate and live sending terms, version 2 (archived)

W System Peppol mandate and live sending terms

Version 2, effective 21 October 2026. Version 2 replaces version 1 of 20 October 2026, which stays available at https://wsystem.dev/legal/peppol-mandate-terms-v1. These terms are between the company named in the acceptance form (the "Company") and W System Hungary Kft., Harmat u. 208., 1108 Budapest, Hungary, company registration number 01-09-470081, EU VAT HU33119856 ("W System", "we"). They apply when the Company uses W System to register on the Peppol network and to send or receive e-invoices in live mode.

1. Mandate

1.1 The Company appoints W System as its Mandate Holder for Peppol registration and e-invoicing management. W System may, on the Company's behalf: (a) register the Company on the Peppol network and obtain or manage its Peppol participant identifier (for example its VAT or enterprise number); (b) send and receive e-invoices and related business documents for the Company; (c) act as the intermediary between the Company and W System's Peppol access point partner; and (d) buy and manage the transmission credits needed for this.

1.2 W System uses E-invoice BV (e-invoice.be, Zemst, Belgium) as the Company's certified Peppol Access Point and Service Metadata Publisher (SMP). The Company authorises E-invoice BV to register it on the Peppol network as an end user, to claim its Peppol participant identifier if it is unclaimed or held on a default government platform, and, if the identifier is registered with another access point, to start the standard Peppol transfer to E-invoice BV's SMP.

1.3 The person accepting these terms confirms that they are authorised to bind the Company and to grant this mandate. W System records the acceptance (company details, name and role of the person accepting, the version and fingerprint of these terms, date and time, IP address and browser) and issues a signed receipt. That record is the Company's signed mandate.

1.4 The Company can end the mandate at any time through the API or by e-mail to [email protected]. W System will then inform E-invoice BV, which will either transfer the Company's Peppol registration to another access point chosen by the Company or keep it under a direct relationship with the Company, subject to E-invoice BV's own terms. E-invoice BV charges a one-time administrative fee of up to €100 (excluding VAT) to release and transfer a Peppol participant identifier from its SMP to another provider. If the Company asks for such a transfer, W System passes this fee on to the Company at cost, without mark-up, and the transfer starts once it has been paid.

2. Company information and verification

2.1 The Company gives accurate and complete information (company name, VAT or enterprise number, e-mail, phone, the person granting the mandate and the company representative) and tells W System promptly about changes, including changes of legal status.

2.2 W System verifies the Company before live sending starts (for example VAT number in VIES, business register, authority of the person accepting, sanctions screening) and may ask for documents. Live sending starts only after this check. W System may share this information with E-invoice BV and the Peppol authorities where needed to provide the service.

3. Lawful use and responsibility for content

3.1 The Company uses the service only for lawful purposes and only to exchange genuine business documents. It must not send unsolicited invoices or other spam, transmit unlawful or harmful content or malware, probe or test the security of the service or the Peppol network, overload or interfere with the service, or try to access other accounts or systems. The Company is responsible for the content, accuracy and legal compliance of every document it sends, including tax rules and e-invoicing mandates. W System and E-invoice BV transmit the documents the Company submits; they do not check or approve their commercial or tax content.

3.2 The Company indemnifies W System and E-invoice BV against third-party claims, fines imposed by authorities and reasonable costs (including reasonable legal fees) to the extent they result from documents or data the Company submits, or from the Company's breach of section 2 or 3.1. W System will tell the Company promptly about such a claim, let it take part in the defence, and not settle the claim at the Company's expense without its consent, which it will not unreasonably withhold.

4. Intellectual property

W System and its suppliers (including E-invoice BV) keep all rights in the service, the API, the software and documentation. The Company gets a limited, non-exclusive, non-transferable, revocable right to use the service for its own business. It must not copy, resell, reverse engineer or otherwise exploit the service except as these terms allow. Feedback may be used by W System freely.

5. Data

5.1 The Company owns its data, including the invoices it sends and receives. W System and E-invoice BV do not acquire exclusive rights to it. The Company can retrieve its documents through the API while the account is active and for 30 days after it ends (see also section 7.1(d)).

5.2 For personal data in the documents the Company is the controller and W System is a processor. The W System Data Processing Agreement (https://wsystem.dev/legal/dpa, in the version in force) applies and forms part of these terms. The Company agrees that W System uses E-invoice BV and its sub-processors as sub-processors.

5.3 The Company allows W System and E-invoice BV to use its data in anonymised and aggregated form to run, secure and improve the service and to produce statistics, never in a way that identifies the Company or any person.

6. Disclaimers

6.1 The service is provided "as is" and "as available", without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose and non-infringement. Uptime targets are goals, not guarantees.

6.2 The Peppol network is third-party infrastructure. Neither W System nor E-invoice BV is responsible for its availability or for delays, delivery failures or data corruption inside it, or for the receiver's systems. Validation results, route lookups, VAT checks and other automated outputs are aids, not legal, tax or accounting advice. The Company remains responsible for complying with e-invoicing and tax law.

7. Continuity if the access point changes or fails

7.1 If E-invoice BV stops providing access point or SMP services for the Company (for example because W System's agreement with E-invoice BV ends, E-invoice BV becomes insolvent, loses its Peppol certification or suspends its service), or if W System stops offering live sending, W System will:

(a) tell the Company by e-mail without undue delay: at least 30 days in advance for a planned end, and as soon as W System becomes aware of an unplanned one;

(b) never report a document as sent unless the access point has confirmed it (state SENT or in transit). Documents without that confirmation are reported as not transmitted, so the Company can send them by another route, and they are not charged;

(c) help the Company move its Peppol participant identifier and SMP registration to another access point of the Company's choice, including asking E-invoice BV to release the identifier (section 1.4 applies to any release fee E-invoice BV charges); and

(d) keep the Company's documents and transmission records available for export through the API, or in another reasonable format on request, for at least 30 days after the service ends, and then delete them as set out in the DPA, unless the law requires W System to keep them.

7.2 W System moves the Company to a replacement access point that W System contracts with only after telling the Company which provider it is and with the Company's acceptance of updated terms through the API. Until then the Company's registration is not transferred without its instruction.

8. Limitation of liability

8.1 To the fullest extent permitted by law, neither W System nor E-invoice BV, nor their affiliates, suppliers, officers or employees, is liable for indirect, special, incidental, consequential or punitive damages, or for lost profits, revenue, data or business interruption.

8.2 W System's total liability under these terms and the W System terms of service together is limited to the greater of (a) the amounts the Company paid W System in the 12 months before the event giving rise to the claim and (b) €100.

8.3 Nothing in these terms limits or excludes liability for damage caused intentionally or by gross negligence, for harm to life, physical integrity or health, or any other liability that cannot be limited under applicable law.

8.4 E-invoice BV is a third-party beneficiary of sections 3 to 6 and 8 and may rely on them directly.

9. Fees, suspension, termination

9.1 Live sending is available on the Peppol plans published at https://wsystem.dev/pricing, or at fees agreed in writing. Each plan includes a monthly number of live documents; a document counts once the access point has confirmed it as sent or in transit, and received documents count the same way if receiving is enabled for the Company. When the monthly allowance is used up, live sending stops until the next month or an upgrade; nothing is charged beyond the plan price unless agreed in writing.

9.2 W System may suspend live sending immediately if the Company breaches these terms, if there are serious indications of misuse or fraud, on a lawful request from an authority, or for non-payment, and will tell the Company by e-mail.

9.3 Either party may end these terms at any time (the Company per section 1.4; W System with 30 days' notice, or immediately for serious breach). Section 7.1 applies when the service ends. Sections 3.2, 4, 5 and 8 survive.

10. General

10.1 These terms, and any non-contractual obligations arising out of them, are governed by Hungarian law. The courts of Budapest, Hungary have exclusive jurisdiction, unless mandatory law provides otherwise.

10.2 W System may update these terms with 30 days' notice by e-mail; the Company accepts a new version through the API before continued live use. If a provision is invalid, the rest stays in force.

10.3 Contact: [email protected]. Company details: see https://wsystem.dev/imprint.

Archived. Version 2, effective 21 October 2026, replaced by version 3 on 21 October 2026 (no mandate was accepted under version 2). SHA-256 of this text: 14bb9f81f006b60c463425c4317336ff34539f655d6ce8584b6aca4723480b99.