Terms of Service

1.Acceptance and Eligibility

You must be at least 18 years old and have the authority to enter into these terms on behalf of yourself or the organisation you represent. If you use LedgiFlow on behalf of an organisation, you confirm that you are authorised to bind that organisation to these terms.

2.The Service

LedgiFlow is a cloud-based platform that structures invoices and bank statements, reconciles them, applies VAT treatment, and produces journal entries for export to external accounting software. The service is a bridge tool: it does not replace your accounting software and does not file returns or make payments on your behalf.

3.Access, Availability and Maintenance

We aim to keep the service available and reliable, but it is provided on a best-effort basis and we do not guarantee a specific uptime level. We may perform scheduled or emergency maintenance and may suspend access where necessary to protect the security or integrity of the service.

4.Term, Renewal and Termination

Subscriptions run for the period selected at sign-up and renew automatically unless cancelled before the end of the current period. You may close your account at any time. We may suspend or terminate access for material breach of these terms, non-payment, or unlawful use. On termination, your Customer Data is handled as described in our Data Processing Agreement.

5.Fees and Payment

Paid plans are billed in advance through our third-party payment provider. Fees are stated exclusive of applicable taxes unless otherwise indicated. You authorise us (and our payment provider) to charge your chosen payment method for recurring fees. Late or failed payments may result in suspension of the service.

6.Acceptable Use

You agree not to:

• upload unlawful, infringing or malicious content;
• attempt to gain unauthorised access to the service or other users’ data;
• reverse engineer, decompile or copy the platform except as permitted by law;
• use the service to send spam or to process data you have no lawful basis to process; or
• interfere with or place an unreasonable load on the service’s infrastructure.

7.Your Data and Third-Party Integrations

You are responsible for the documents and data you upload and for ensuring you have the right to process them. Where you connect third-party services (for example a payment provider or VAT-validation service such as VIES), your use of those services is also subject to their own terms. We are not responsible for third-party services we do not control.

8.Hosting Location

The service is hosted on Oracle Cloud Infrastructure within the European Union. Limited processing may take place outside the European Economic Area through the sub-processors listed in our Data Processing Agreement, in each case protected by appropriate safeguards such as the EU Standard Contractual Clauses.

9.Intellectual Property

We retain all rights in the LedgiFlow platform, software and branding. You retain all rights in the data and documents you upload (“Customer Data”). You grant us a limited licence to host and process Customer Data solely to provide the service.

10.Data Protection

Our processing of personal data is described in our Privacy & Cookie Policy and, where we act as your processor, our Data Processing Agreement, which forms part of these terms.

11.Confidentiality

Each party will protect the other’s confidential information and use it only as needed to perform under these terms, except where disclosure is required by law.

12.Warranties and Disclaimers

The service is provided “as is” and “as available”. LedgiFlow does not provide accounting, tax or legal advice; outputs such as journal entries and VAT treatment are suggestions that you remain responsible for reviewing before relying on them. To the extent permitted by law, we disclaim all implied warranties.

13.Limitation of Liability

To the maximum extent permitted by law, neither party is liable for indirect, incidental or consequential losses. Our total aggregate liability arising out of or relating to the service is limited to the fees you paid in the twelve (12) months preceding the event giving rise to the claim. Nothing in these terms limits liability that cannot be limited by law.

14.Indemnification

You will indemnify us against third-party claims arising from your unlawful use of the service or from Customer Data you were not entitled to process. We will indemnify you against third-party claims that theLedgiFlow platform itself infringes their intellectual property rights.

15.Notices

We may give notices through the service or by email to the address on your account. Legal notices to us should be sent to legal@ledgiflow.com or by telephone on +357 22397742.

16.Governing Law and Disputes

These terms are governed by the laws of the Republic of Cyprus. The parties will first attempt to resolve any dispute amicably; failing that, the dispute is subject to the exclusive jurisdiction of the courts of Nicosia, Cyprus.

17.Changes and Miscellaneous

We may update these terms and will give reasonable advance notice of material changes through the service or by email. If any provision is found unenforceable, the rest remains in effect. These terms, together with the Privacy & Cookie Policy and the Data Processing Agreement, form the entire agreement between you and us regarding the service.