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User Agreement PION Document Centre

Version 1.0, 8 September 2026

Introduction

This User Agreement (hereinafter: “Agreement”) governs access to and use of the PION Document Centre at documents.pioncableprotection.com (hereinafter: “Portal”) by PION's distributors and their employees.

The Portal is provided by PION Kunststoffen B.V., trading as PION Cable Protection, having its registered office at Stadsring 147, 3817 BA Amersfoort, the Netherlands, registered with the Dutch Chamber of Commerce under number 32098281 (hereinafter: “PION”).

Please read this Agreement carefully. By confirming it at your first sign-in and by using the Portal, you declare that you have read, understand and accept this Agreement, both personally and on behalf of the Distributor you work for.

Article 1. Definitions

In this Agreement the following capitalised terms have the meaning given below:

  • • Portal: the PION Document Centre at documents.pioncableprotection.com, including all of its parts, such as product pages, documents, imagery, the CrossCube configurator, CAD downloads and the reference projects;
  • • Distributor: the company to which PION has granted access to the Portal, usually a reseller or distribution partner of PION products;
  • • User: any natural person who has access to the Portal through an Account, as a rule an employee of the Distributor;
  • • Account: the access to the Portal linked to an email address of the Distributor, personal or, under the conditions of Article 3.2, shared;
  • • Contact Person: the person or persons the Distributor has designated to PION as the point of contact for the Portal, which in any event includes the Distributor's contact email address known to PION;
  • • Content: all information made available through the Portal, including product specifications, technical drawings, brochures, photographs, videos, 3D models, configurations, CAD files (such as STEP), reference projects and texts;
  • • Credentials: anything a User uses to sign in or stay signed in, such as an email address and password, a sign-in code sent by email, an invitation link or an active session;
  • • Registered Domain: an email domain of the Distributor that PION has registered at the Distributor's request, so that employees with an email address on that domain can sign in with a sign-in code;
  • • Privacy Statement: the Privacy Statement of the PION Document Centre, available through the Portal.

Article 2. Applicability and acceptance

2.1 This Agreement applies to every access to and every use of the Portal by the Distributor and its Users.

2.2 Every User confirms at their first sign-in, and again after every change to this Agreement or the Privacy Statement, that they have read and accept this Agreement and have taken note of the Privacy Statement. Without this confirmation the Portal is not accessible. PION records the confirmation with date, time, Account, the version and a checksum of the text of the confirmed document, and the IP address and browser details with which the confirmation was given.

2.3 The User declares that the Distributor has arranged or allowed their access to the Portal and that they are authorised to bind the Distributor to this Agreement. The Distributor is bound by the use of the Portal by its Users.

2.4 This Agreement does not affect the other arrangements between PION and the Distributor, such as a distribution agreement and PION's general terms and conditions of sale and delivery. In the event of conflict, this Agreement prevails for the use of the Portal.

2.5 The Privacy Statement describes how PION handles personal data in the Portal and forms part of the arrangements for the use of the Portal.

Article 3. Access and Accounts

3.1 PION decides which Distributors are given access to the Portal and which Content, including which products, is visible to a Distributor. Access is granted for the duration of the business relationship and may be changed, restricted or withdrawn by PION at any time.

3.2 An Account is in principle personal and linked to one employee. The Distributor may additionally use a shared functional mailbox (for example “sales@”) as an Account, provided the Distributor itself keeps track of which employees have access to that mailbox, gives that access only to its own employees with a business need, and immediately removes a departing employee's access to that mailbox (including changing its password). Everything done through a shared Account counts as an act of the Distributor. An Account, personal or shared, may not be transferred to or used by persons outside the Distributor's organisation.

3.3 An Account is created through an invitation from PION to a business email address, or automatically at the first sign-in with a sign-in code on a Registered Domain. In both cases the User's business email address is the key to the Portal: whoever no longer has access to that email address should no longer have access to the Portal either.

3.4 The Distributor designates at least one Contact Person and keeps the Contact Person's details with PION up to date. PION may treat requests and notices from the Contact Person, or from an email address on a Registered Domain, as originating from the Distributor without verifying the sender's internal authority.

3.5 Users are at least 16 years old and use the Portal solely in the course of their work for the Distributor.

Article 4. The Distributor's responsibility for its Users

4.1 The Distributor is responsible for managing its Users. PION carries out the technical administration (creating, blocking and deleting Accounts, registering domains), but does so on the basis of the information the Distributor provides. The Distributor ensures that this information is correct, complete and current.

4.2 In particular, the Distributor ensures the following:

  • • only its own employees, or third parties approved by PION in writing such as contracted engineers, with a business need obtain or retain access to the Portal;
  • • the Distributor keeps a current overview of the persons who have access on its behalf, and reviews this overview at least once a year and additionally at every organisational change;
  • • the Distributor notifies PION without delay, and at the latest within five working days, when a User leaves the company, changes role, is absent for a prolonged period or for any other reason should no longer have access, with the request to block or delete the Account;
  • • where a Registered Domain is used, the Distributor ensures that a departing employee's mailbox is closed or revoked immediately, so that no new sign-in codes can be received, and additionally reports the departing employee to PION so that the existing Account is blocked as well;
  • • the Distributor notifies PION when a Registered Domain is no longer used exclusively by the Distributor, is transferred, expires or is discontinued, because anyone able to receive email on that domain could otherwise sign in;
  • • the Distributor instructs its Users about this Agreement and ensures that they comply with it;
  • • the Distributor informs its Users about the processing of their personal data by PION as described in Article 11 and in the Privacy Statement.

4.3 The Distributor is responsible towards PION for every use of the Portal through its Users' Accounts, including use by a person who no longer works for the Distributor, for as long as the Distributor has not asked PION to block that access in accordance with this Article.

Article 5. The User's responsibility

5.1 Every User:

  • • uses the Portal solely for business purposes in the course of their work for the Distributor;
  • • keeps the Credentials strictly confidential, shares passwords, sign-in codes or invitation links with no one other than the colleagues the Distributor has authorised for a shared Account, and does not store them unprotected;
  • • signs out after using the Portal on a shared or public device;
  • • reports any suspected loss, theft or misuse of Credentials, or any unauthorised access to an Account, immediately to the Distributor and to PION;
  • • keeps the name and email address of the Account correct and current;
  • • complies with the restrictions on use in Article 8 and the confidentiality in Article 12;
  • • reports inaccuracies or errors in the Content they notice to PION, so that PION can correct them.

5.2 A User can have their Account blocked or deleted through the Distributor's Contact Person or directly with PION.

Article 6. Blocking access, offboarding and ending Accounts

6.1 Only PION can technically block, unblock and delete Accounts. The Distributor cannot do this itself in the Portal and is therefore obliged to inform PION in good time as set out in Article 4.

6.2 A request to block or delete an Account can be made by the Contact Person, by the User concerned, or from an email address on a Registered Domain of the Distributor. PION carries out such a request as soon as possible, as a rule on the next working day, ends all active sessions of the Account in doing so, and confirms completion to the requester.

6.3 PION may block or withdraw an Account, a Registered Domain or a Distributor's access as a whole at any time and without prior notice, among other things in the event of:

  • • suspected misuse, unauthorised access or shared Credentials;
  • • conduct in breach of this Agreement;
  • • security incidents or technical necessity;
  • • the end or suspension of the business relationship between PION and the Distributor;
  • • an Account that has not been used for a prolonged period.

6.4 When a User leaves (offboarding), the Distributor ensures the following:

  • • the Account is reported to PION in accordance with Article 4;
  • • the departing employee's business mailbox is closed or reassigned to another employee, so that sign-in codes and password reset emails no longer reach the person who has left;
  • • if the departing employee had access to a shared Account, the password of the shared mailbox and of the Account is changed and the departing employee's access to that mailbox is revoked;
  • • Content the departing employee downloaded from the Portal stays within the Distributor's organisation and is not taken along or used further by the person who has left;
  • • ongoing matters, such as submitted reference projects or open questions to PION, are handed over to another User.

6.5 Blocking an Account is reversible: the Account continues to exist and can be reactivated at the Distributor's request. Deleting an Account is final: the account data is erased in accordance with Article 11. The Distributor states in its request which of the two it wants; in case of doubt PION blocks.

6.6 When the Distributor's access as a whole ends, all of the Distributor's Accounts are blocked or deleted and all of the Distributor's Registered Domains lapse.

Article 7. Timely communication with PION

7.1 A well-functioning and secure Portal requires that PION is informed of relevant changes in good time. The Distributor and its Users therefore inform PION without delay of:

  • • Users joining or leaving the company, changing role or being absent for a prolonged period (Article 4);
  • • a change of Contact Person or of the Contact Person's details;
  • • changes to the Distributor's email domains, including new domains, transferred or discontinued domains and mergers or acquisitions affecting the use of a domain;
  • • any (suspected) security breach, such as lost or shared Credentials, a compromised mailbox, unauthorised access or the loss of a device on which a session was active;
  • • Content unintentionally reaching unauthorised persons;
  • • inaccuracies or errors in the Content.

7.2 Notifications are made by email to info@pioncableprotection.com or by telephone on +31 (0)33 253 8630. Security incidents are preferably also reported by telephone. PION confirms receipt of a notification and contacts the sender for further information where needed.

7.3 PION informs the Distributor through the Portal or by email to the Contact Person about important changes to the Portal, to this Agreement or to the Privacy Statement, and about security incidents affecting the Distributor or its Users.

Article 8. Permitted use and restrictions

8.1 PION grants the Distributor and its Users a limited, non-exclusive, non-transferable and revocable right to consult, download and use the Content for the Distributor's own business activities relating to PION products, such as advising and informing customers, preparing quotations, specifying and preparing projects and providing product documentation to customers, engineers and principals in the context of a specific project involving PION products.

8.2 The Distributor and its Users are not permitted to:

  • • share Credentials beyond the employees the Distributor has authorised for them, or give third parties, including PION's competitors, access to the Portal;
  • • make Content public, for example on public websites, social media or in public databases, other than with PION's prior written consent;
  • • use Content to develop, copy or have manufactured products that compete with or are similar to PION products, or to use CAD files, 3D models and dimensions for that purpose;
  • • remove, alter or replace PION's trademarks, logos, article numbers, proprietary notices or other identifying marks in the Content, or present Content as their own work;
  • • retrieve the Content systematically or by automated means (for example by scraping or bulk downloads), copy it or mirror it in a system of their own, other than the occasional saving of documents for the permitted use;
  • • circumvent, test or overload the security or access restrictions of the Portal, or use the Portal in a way that disrupts its operation;
  • • use the Portal or the Content in breach of laws or regulations, including export control and sanctions legislation.

8.3 Content the Distributor shares with its own customers is shared only to the extent needed for the project concerned. The Distributor ensures that the customer does not distribute the Content further than that project requires.

8.4 Where in doubt whether a particular use is permitted, the Distributor asks PION for written permission in advance.

Article 9. Intellectual property

9.1 All intellectual property rights in the Portal and the Content, including copyrights, trademark rights, database rights and rights in drawings, models and CAD files, are vested in PION or its licensors. Nothing in this Agreement transfers any intellectual property right to the Distributor or a User.

9.2 PION's product names, including PION, Utilis, CrossCube and SmartClick, are trademarks of PION and are used by the Distributor only as provided by PION and with a view to selling the PION products concerned.

9.3 Configurations, images, parts lists and CAD files created with the CrossCube configurator are derived from PION's models and data. The Distributor may use them for the permitted use under Article 8; all rights in them remain with PION.

Article 10. Content submitted by the Distributor

10.1 Where the Portal allows it, the Distributor can submit reference projects consisting of texts, photographs, location details and product references. PION reviews every submission and decides at its own discretion whether, when and in what form it is published. PION may edit, shorten and translate submissions, place them on the map and, on publication, credit the Distributor by name as partner.

10.2 The Distributor warrants that it is entitled to provide the submitted content to PION and have it published, that the content does not infringe the rights of third parties and that the necessary permissions have been obtained, including from the project's principal, from the photographer and from persons recognisably depicted. The Distributor does not submit content that is confidential or that contains personal data of third parties for which no permission exists.

10.3 The Distributor grants PION a non-exclusive, worldwide and royalty-free licence to use the submitted content in the Portal and in PION's other communication about reference projects, such as PION's website and presentations. The Distributor can ask PION to remove a published project; PION complies within a reasonable period, except for materials already printed or distributed.

10.4 The Distributor indemnifies PION against third-party claims arising from content submitted by the Distributor.

Article 11. Personal data and data processing

11.1 PION is the controller for the personal data of Users processed in connection with the Portal. The Privacy Statement applies to this processing; this Article additionally describes what applies specifically to the Portal.

11.2 Which data. For every User, PION processes: name, business email address, the Distributor the User belongs to, the role in the Portal, the status of the Account (active or blocked), the language preference, the confirmation of this Agreement and the Privacy Statement (date, time, version and checksum of the text, IP address and browser details) and the setting whether the configurator walkthrough has been viewed. When signing in, PION additionally processes the time and outcome of sign-in attempts and the IP address from which the sign-in is made. When PION administers Accounts or access, it records which administrator carried out which action and when. When a reference project is submitted, it records which User and which Distributor submitted it.

11.3 For what purpose. PION uses this data solely to create and manage Accounts, to arrange each Distributor's access to the right Content, to send Users invitations, sign-in codes, password resets and service messages by email, to secure the Portal (including limiting the number of sign-in attempts and investigating incidents), to demonstrate compliance with this Agreement and to meet legal obligations. The legal basis is the performance of this Agreement and PION's legitimate interest in a secure and well-managed Portal.

11.4 What PION does not do. The Portal uses no advertising or tracking cookies and no third-party analytics services; only functional cookies are used, for the sign-in session and the language choice. PION does not sell personal data and does not use Users' data for marketing without separate consent. No automated decision-making takes place. PION does not keep track per User of which Content is viewed or downloaded.

11.5 Processors and storage. The Portal and its database are hosted within the European Union (application servers in Amsterdam, database and file storage in Frankfurt). PION engages service providers for hosting the application, for database, authentication and file storage, for sending email, for the automatic translation of product texts and submitted project texts (only those texts, and never Users' data, are sent for this purpose) and for looking up project locations on the map (only the entered place name or address is sent for this purpose). A current list of these providers is available from PION on request. PION concludes data processing agreements with processors where the law requires it; where processing takes place outside the European Economic Area, appropriate safeguards are put in place in accordance with Chapter V of the GDPR.

11.6 Retention periods. Account data is kept for as long as the Account exists and is erased when the Account is deleted. Pending invitations expire after 14 days. Sign-in and administration logs are kept for security purposes only and are deleted automatically after a limited period. The recorded confirmation of this Agreement is kept for as long as the Account exists. Deleted data remains present in secured backups for a limited time until these are overwritten automatically.

11.7 The Distributor's role. The Distributor is itself the controller for the personal data of its employees and for the personal data in content it submits. The Distributor informs its Users about the processing by PION as described in this Article, and ensures a valid legal basis for personal data of third parties it provides to PION. The Distributor and PION give each other reasonable assistance with requests from data subjects and with security incidents.

11.8 Users' rights. Users can access, correct or have deleted their data and object to the processing, as described in the Privacy Statement. Requests can be sent to info@pioncableprotection.com. Deleting an Account means that the User no longer has access to the Portal.

11.9 Data breaches. If a personal data breach occurs that affects the Distributor's Users, PION informs the Distributor's Contact Person without delay and otherwise acts in accordance with the GDPR. The Distributor reports a breach on its side that affects the Portal to PION in the same way.

Article 12. Confidentiality

12.1 The Content is intended for PION's distributors and is not public. The Distributor and its Users treat the Content, in particular technical drawings, CAD files, 3D models, product information not yet made public, information about future products and unpublished reference projects, as confidential and use it solely for the use permitted under Article 8.

12.2 The confidentiality obligation does not apply to information PION has itself made public, such as documentation on PION's public website, nor to the extent disclosure is required by law.

12.3 The confidentiality obligation remains in force after this Agreement ends.

Article 13. Security

13.1 PION takes appropriate technical and organisational measures to protect the Portal and the Content, including encrypted connections (TLS), access control per Distributor and per product enforced at database level, Accounts tied to business email addresses, short-lived single-use sign-in codes, limits on the number of sign-in attempts, logging of administrative actions, hosting within the European Union, regular backups and periodic security reviews.

13.2 The Distributor takes appropriate measures on its side, including:

  • • securing its business email environment, preferably with multi-factor authentication, because a User's mailbox gives access to sign-in codes and password resets;
  • • using current, supported browsers and operating systems on managed devices;
  • • storing downloaded Content securely within its own organisation;
  • • revoking email access immediately and informing PION when employees leave (Articles 4 and 6);
  • • reporting security incidents immediately (Article 7).

13.3 Carrying out security tests, penetration tests or vulnerability scans on the Portal without PION's prior written consent is not permitted. Anyone who discovers a vulnerability reports it confidentially to PION and does not disclose it publicly.

Article 14. Availability, maintenance and changes to the Portal

14.1 PION endeavours to keep the Portal available but does not guarantee uninterrupted or error-free operation. PION may take the Portal out of service temporarily at any time for maintenance, security or improvement, and may change, extend or discontinue features, the Content and a Distributor's access rights.

14.2 The Portal is provided without service level commitments unless these have been agreed separately in writing. PION owes no compensation for the Portal being unavailable.

Article 15. Accuracy of the Content and liability

15.1 PION takes the greatest possible care over the Content. Nevertheless, Content may be incomplete, outdated or incorrect. The Content is intended as product information and as an aid and does not replace the Distributor's own assessment or that of an expert, nor the specifications in a specific quotation or agreement. Obvious errors are not binding on PION.

15.2 Configurations, images, parts lists and CAD files from the CrossCube configurator are planning aids. For every application the Distributor itself verifies whether a configuration, its dimensions, load class and installation meet the requirements of the project and the applicable standards, and asks PION for advice where in doubt.

15.3 PION is not liable for direct or indirect damage arising from the use of the Portal or the Content, from the Portal being unavailable, or from the conduct of Users, except in cases of intent or deliberate recklessness on PION's part. Insofar as PION is nevertheless liable, its liability is limited to the amount paid out in the case concerned under PION's liability insurance.

15.4 The Distributor indemnifies PION against third-party claims and compensates PION for damage arising from the use of the Portal by its Users in breach of this Agreement, or from the Distributor's failure to inform PION in good time in accordance with Articles 4, 6 and 7.

Article 16. Term, suspension and termination

16.1 This Agreement applies from the first confirmation by a User of the Distributor and remains in force for as long as the Distributor or any of its Users has access to the Portal.

16.2 The Distributor can end its access at any time by notifying PION in writing. PION can suspend or end the access of the Distributor or of individual Users at any time in accordance with Article 6.

16.3 After termination the Distributor ceases all use of the Portal. Content the Distributor lawfully obtained for ongoing projects involving PION products may continue to be used by the Distributor for those projects; other Content is not used or distributed further. Articles 8, 9, 10, 11, 12 and 15 remain in force after termination.

Article 17. Changes to this Agreement

17.1 PION may change this Agreement, for example when the Portal gains new features or laws or regulations give reason to do so. A changed version is published in the Portal with a new version date. Every User is asked to confirm the changed Agreement at their next sign-in; without confirmation the Portal is not accessible. For substantial changes PION additionally informs the Contact Person by email.

17.2 If the Distributor does not accept a change, it can end its access in accordance with Article 16.

Article 18. Other provisions

18.1 This Agreement is drawn up in Dutch and in English. In the event of differences in interpretation, the Dutch text prevails.

18.2 If any provision of this Agreement proves to be void or unenforceable, the remaining provisions remain in force and the provision concerned is replaced by a valid provision that approximates its intent as closely as possible.

18.3 The Distributor may not transfer rights and obligations under this Agreement to a third party without PION's written consent.

Article 19. Governing law and disputes

19.1 This Agreement is governed by the laws of the Netherlands.

19.2 Disputes are first discussed in good faith between the Distributor and PION. Disputes that are not resolved by consultation are submitted to the competent court of the Rechtbank Midden-Nederland (District Court of the Central Netherlands), unless mandatory law provides otherwise.

Article 20. Contact

Questions about this Agreement, notifications as referred to in Article 7 and requests concerning Accounts can be addressed to:

PION Kunststoffen B.V. trading as PION Cable Protection Stadsring 147 3817 BA Amersfoort, Netherlands Phone: +31 (0)33 253 8630 Email: info@pioncableprotection.com Chamber of Commerce (KvK): 32098281 VAT: NL8124.31.935.B01