Terms of Service

1. Who we are

Xanawave is an internet radio hosting service operated by Xania Media, Rue du Général Fleury 29, 7700 Mouscron, Hainaut, Belgium, VAT BE0875444103.

You can reach us at info@xanawave.com or +32 488 03 76 04. Written support runs through the Support page in your account, which is the fastest route and keeps a record of the conversation.

These terms form the agreement between you and us. By creating an account you accept them. If you are entering into them for a company, you confirm you may bind that company.

2. What the service is

We provide software and server capacity that lets you upload audio, organise it into playlists, schedule programming, broadcast a continuous stream, and present that stream on a public page, in embeddable players and, on some plans, in a mobile application.

Every station has its own plan. Which features a station can use depends on the plan chosen for it. We describe the plans on our pricing page, and we may add, change or retire individual features as the service develops. Where a change removes something you rely on, we will tell you at least 30 days beforehand.

We provide the tools. What you broadcast, and whether you have the right to broadcast it, is yours to decide and yours to answer for.

3. Your account

You must give accurate registration details and keep them current. You must be at least 18 years old, or have the consent of a parent or legal guardian.

Keep your password to yourself. We strongly recommend turning on two-factor authentication, which is available in your account settings. You are responsible for everything done under your account, including by team members, managers and DJs you invite — so invite carefully, and remove access when someone leaves.

Tell us promptly if you believe someone else has gained access to your account.

4. Music licensing is yours

We do not provide music licences and no hosting service can. Broadcasting recorded music almost always requires permission from rights holders and collecting societies in the country you broadcast from — in Belgium that means SABAM for the composition and Simim for the recording, and elsewhere their local equivalents.

Obtaining those licences, paying the fees and filing the reports they require is entirely your responsibility. The same applies to podcasts you publish, to jingles containing commercial music, and to any recording of a live show you make available afterwards.

By uploading anything you confirm you hold every right needed to broadcast it. We may ask for evidence of licensing, and we may suspend a station where rights are credibly disputed or where a rights holder issues a valid complaint.

If music you own outright is all you broadcast — your own recordings, or tracks you created yourself — much of this does not apply to you, but the responsibility for judging that remains yours.

5. Plans, listening hours and fair use

Plans are measured in listening hours: one person listening for one hour. It is the unit that reflects what a station actually costs to run, and the figure advertisers ask you for.

We warn you by email when you reach 80% of your monthly allowance. If the allowance runs out, broadcasting pauses until the start of the next month or until you move to a plan with more hours. Your files, settings and schedule are untouched while a station is paused.

Storage, bitrate, listeners and the other limits are set by each station's plan and shown in your account. When a station moves to a plan with a lower maximum bitrate, it switches to the highest bitrate that plan allows; its stream restarts, which listeners hear as a few seconds of silence. We may throttle or suspend usage that threatens the stability of the platform for other customers, and we will tell you why if we do.

6. Payment

Plans are billed in advance, monthly or yearly, through our payment provider Mollie, by Bancontact or card. The first payment covers your first period and activates everything on your plan straight away; from then on the same amount is taken automatically at the start of each period, from the card or account you paid with. A payment by Bancontact is then taken by direct debit and can take a few days to complete. Each station's plan is paid on its own.

A plan keeps the price it started at for as long as it runs. A plan chosen later, or a change to another plan, is at the price of the day.

Prices are shown in euro and are the amount you pay. We operate under the Belgian small-business exemption scheme, so no VAT is charged and the price you see is the price you are billed, wherever you are. Every invoice carries the legal mention required by article 56bis of the Belgian VAT Code, and all invoices are available for download in your account.

If a payment for a plan does not go through — your bank or card declines it, it is not completed, or the authorisation you gave Mollie is no longer valid — we do not try again. The plan stops at that moment and we tell you by email. The station keeps broadcasting for 3 more days; after that it is suspended until you choose its plan again in your account. While no plan of yours is running, your account opens only Billing and Support.

If you ask your bank to reverse a payment you made to us (a chargeback), the plan that payment was for stops at once, as when a payment does not go through, and we contact you. The invoice for that payment stays as it was issued. If the reversal was a mistake, write to us and we will sort it out with you.

Changing plan. You can move a station to another plan from your account at any time:

• A bigger plan, or yearly instead of monthly, starts at once. On the same billing period, you pay the difference between the two plans for the days left of the period you have already paid, and the renewal date stays the same. From monthly to yearly, a yearly period starts that day: you pay the yearly price, less the part of your month you have not used. The amount is taken from the card or account you pay with, as a renewal is; if that payment does not go through, the plan stops as described above.
• A smaller plan, or monthly instead of yearly, starts when the period you have paid for ends. Until then nothing changes, and nothing is refunded or credited for the plan you leave. You can drop such a change before it takes effect.

AI voice credit. On the Pro and Business plans, each station has a monthly allowance of AI voice characters, which starts again on the first of each month; unused characters do not carry over. Packs of extra credit (5, 10 or 25 euro, 1,000 characters per euro) are paid once, are for the whole account, stay valid for 12 months from purchase and are not refunded.

The Android app. The app is included when every station in it is on the Business plan; otherwise it has its own subscription, billed like a plan.

We may change prices with at least 30 days' notice, taking effect at your next renewal. You may cancel before then if the new price does not suit you.

7. Free trial

A new account gets 14 days of the Pro plan for its first station, without a card. Further stations are paid from the first day. Nothing is charged and nothing renews automatically: at the end of the trial you choose a plan or broadcasting stops. Your files stay available for 30 days afterwards, so nothing is lost while you decide.

8. Cancellation, withdrawal and refunds

You can cancel a station's plan at any time from your account. The plan then runs to the end of the period you have already paid for, the station keeps broadcasting until then, and nothing more is taken. Until that day you can keep the plan after all, from the same page.

If you are a consumer in the EU you have a legal right to withdraw within 14 days of purchase. Because the service begins immediately, before each payment — a plan, a change to a bigger plan, AI voice credit or the app subscription — you are asked to confirm that you want it to start straight away and that you understand you then lose your 14-day right of withdrawal. We keep a record of that confirmation: the words shown, when, and from which address. Where you have not used the service, we refund in full.

Beyond that, we do not refund periods that have already run. If something on our side went badly wrong, tell us — we would rather put it right than argue about it.

9. Your content, and what we may do with it

Everything you upload stays yours. We claim no ownership of your audio, your artwork, your station name or your listener data.

You grant us only the permission needed to run the service: to store your files, transcode them for broadcast, deliver them to your listeners, generate artwork and social images, and produce backups. Nothing more, and nothing that outlives your account.

You can download or delete your content at any time. When an account closes we delete its content after 30 days, and backups age out within 6 months.

Some features speak with AI voices: AI voice announcements, the virtual presenter and the Imaging page. You choose the words and you are responsible for them. The voices are synthetic, not people: tell your listeners that the voice they hear is AI-generated, as the voice services ask of everyone who puts their voices on air. Do not use them to imitate a real person or to mislead your listeners about who is speaking.

10. Acceptable use

Our Acceptable Use Policy forms part of these terms. It sets out what may not be broadcast or done on the platform, and we ask you to read it — it is short and it is written plainly.

11. Suspension and termination

We may suspend or close an account or a station that breaches these terms or the acceptable use policy, whose plan has stopped and not been chosen again (section 6), or where the law requires us to act. Except where a matter is urgent or legally binding on us, we contact you first and give you a chance to put it right.

A station we suspend stays off air until we lift the suspension; you cannot put it back on air yourself. Write to us from the Support page if you think we have got it wrong.

You may close your account at any time. On termination, and after the 30 days described above, we delete your content.

12. Availability and support

We work to keep the service running continuously, and our systems restart stations automatically when something fails. We do not promise uninterrupted broadcasting: maintenance, provider incidents, network failures and events outside our control can interrupt it.

Planned maintenance that takes stations off air is announced at least 7 days ahead, by email to station owners and in the panel. It takes place at night, at 02:30 Belgian time, and stations are back within about 30 minutes.

We do not offer a contractual uptime guarantee or service credits. What we do offer is honesty: if something breaks we say so, we say why, and we tell you what we changed.

Support runs by email and through the Support page in your account, in English, French, Dutch or Romanian. We aim to reply within one working day.

13. Third parties

Parts of the service rely on other companies: our payment provider, our email provider, the servers our infrastructure runs on, and — where you use them — the AI voice services that speak your texts and the platform that builds your mobile application. Our Privacy Policy lists them and explains what each one handles.

Where you connect the service to something else, for example publishing a podcast feed to a directory, that other service has its own terms and we are not responsible for it.

14. Liability

Nothing here limits liability that cannot be limited by law, including for death, personal injury, fraud or gross negligence.

Otherwise, our total liability in any twelve-month period is limited to what you paid us during that period. We are not liable for lost listeners, lost advertising revenue, lost profits, or for data loss beyond what our backups can restore.

You are responsible for claims arising from what you broadcast — including rights holder claims — and you agree to cover us for costs we incur because of them.

15. Changes to these terms

We may update these terms. For minor corrections we simply publish the new version with a new date. For changes that materially affect you, we email you at least 30 days beforehand, and you may cancel before they take effect.

16. Governing law and disputes

Belgian law governs these terms. Disputes go to the competent courts of Belgium. If you are a consumer, this does not deprive you of the protection of the mandatory law of the country where you live, nor of the right to bring proceedings there.

Before going to court, please write to us — most things are quicker to fix than to argue about. Consumers in the EU may also use the European Commission's online dispute resolution platform.