DocuExtract | Smart Document Processing

1. Definitions

"User," "you," or "your" means any individual or entity using the Service.

"Data" means information, files, documents, or content uploaded, stored, or processed via the Service.

"Billing Documents" means invoices, receipts, bills, purchase orders, and other financial documents you upload.

"LLM Outputs" means data extracted or generated by artificial intelligence or large language models through the Service.

"Third-Party Services" means external accounting systems, APIs, or applications (e.g., QuickBooks, Xero, SAP) that you connect to the Service.

"API Keys" means authentication credentials you provide to enable connection to Third-Party Services.

2. Acceptance of Terms

By creating an account, accessing, or using the Service, you agree to these Terms & Conditions and our Privacy Policy. If you do not agree, you must not use the Service.

3. Eligibility

You represent and warrant that you are at least 18 years old (or the legal age of majority in your jurisdiction) and have the authority to bind yourself or the entity you represent to these Terms.

4. Account Registration & Security

You must provide accurate, current, and complete information when registering
You are responsible for maintaining the confidentiality of your account credentials
You must promptly notify us of any unauthorized access or suspected security breaches
You are solely responsible for all activity under your account, including any actions taken using your API keys

5. Service Description

Our Service enables you to:

Upload billing documents and financial records
Extract data from documents using AI/LLM technology
Review, verify, and edit extracted data
Post verified data to connected third-party accounting systems
Manage integrations with external accounting platforms

6. AI/LLM-Generated Content & Data Extraction

6.1 Nature of AI Processing

The Service uses artificial intelligence and large language models to automatically extract data from your uploaded billing documents, including amounts, dates, vendor names, line items, tax information, and other financial details.

6.2 Accuracy Disclaimer

You acknowledge and agree that:

AI/LLM outputs may contain errors, inaccuracies, misinterpretations, or omissions
Extraction accuracy depends on document quality, formatting, and legibility
Complex documents, handwritten text, or non-standard formats may produce less reliable results
LLM outputs should never be solely relied upon for accounting, tax, compliance, or business decisions without human verification

6.3 Your Verification Obligation

You are solely responsible for:

Reviewing all extracted data for accuracy before posting to third-party systems
Verifying amounts, dates, vendor information, and all financial details
Correcting any errors or inaccuracies in extracted data
Ensuring compliance with accounting standards and regulations in your jurisdiction

6.4 No Liability for Extraction Errors

We disclaim all liability for any damages, losses, penalties, or consequences arising from inaccurate, incomplete, or erroneous LLM outputs, including but not limited to incorrect financial postings, tax filing errors, compliance violations, or business decisions based on extracted data.

6.5 Data Storage Limits

You are allocated 100MB of total storage for uploaded documents and extracted data. This limit applies to all subscription tiers.

Storage includes original documents, extracted data, and associated metadata
You are responsible for managing your storage by deleting old documents
If you exceed the 100MB limit, you will be unable to upload new documents until you free up space
We reserve the right to modify storage limits with 30 days' notice

We recommend regularly reviewing and deleting documents you no longer need.

6.6 Automatic Deletion for Non-Payment

If your paid subscription expires and is not renewed:

After 30 days of non-payment: Your account will be suspended and you will lose access to the Service
After 60 days of non-payment: We reserve the right to permanently delete your account and all associated data
We will send email notifications before suspension and deletion
It is your responsibility to maintain current email contact information

You may reactivate your account during the 60-day grace period by renewing your subscription. After permanent deletion, data cannot be recovered.

7. Third-Party API Integrations & API Keys

7.1 API Key Requirements

To post extracted data to third-party accounting systems, you must provide valid API keys or authentication credentials for those systems. You represent and warrant that you have proper authorization to provide these credentials.

7.2 Your Responsibilities

You are solely responsible for:

Obtaining, managing, securing, and rotating your API keys
Ensuring API keys have appropriate permissions and access levels
Immediately revoking or regenerating API keys if compromised or suspected of unauthorized use
All actions taken using your API keys, whether authorized or unauthorized
Complying with all terms of service of the third-party systems you connect

7.3 API Key Security

While we implement reasonable security measures to protect stored API keys (including encryption at rest and in transit), you acknowledge that:

No storage method is completely secure against all threats
We cannot guarantee absolute protection of API keys from unauthorized access, breaches, or misuse
You assume all risk associated with providing API keys to the Service
We recommend using API keys with limited permissions and monitoring their usage through your third-party systems

7.5 Posting Authorization

By providing API keys and approving data postings, you authorize us to transmit extracted data to your connected third-party systems on your behalf. You are solely responsible for reviewing data accuracy before authorizing postings.

8. Document Upload & Data Ownership

8.1 Data Ownership

You retain all ownership rights to your uploaded billing documents and data.

8.4 Data Handling

We handle your Data in accordance with our Privacy Policy. We do not use your financial documents or extracted data to train AI models or for purposes other than providing the Service to you.

9. Acceptable Use

You agree not to:

Use the Service for unlawful purposes or fraudulent transactions
Upload malicious code, viruses, or harmful content
Attempt to reverse engineer, copy, or resell the Service
Interfere with system integrity, security, or other users
Share or expose your API keys to unauthorized parties
Use stolen, invalid, or unauthorized API credentials
Upload documents you do not have the right to process

10. Data Security & Breach Liability

10.1 Security Measures

We implement commercially reasonable security safeguards to protect your Data and API keys, including:

Encryption at rest and in transit
Access controls and authentication
Regular security audits
Secure storage practices

10.2 Security Limitations

However, you acknowledge and agree that:

No method of transmission or electronic storage is 100% secure
We cannot guarantee absolute protection against unauthorized access, hacking, breaches, or data loss
Internet-based services are inherently vulnerable to security risks

11. Subscriptions, Payments & Refunds

Certain features require a paid subscription. Fees are billed in advance on a monthly or annual basis and are non-refundable, except where required by law. Pricing and plans may change with reasonable prior notice.

12. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted, error-free, or secure access to the Service.

13. Termination & Suspension

13.1 By Us

We may suspend or terminate your access immediately if you violate these Terms, fail to pay fees, or engage in prohibited activity.

13.2 By You

You may terminate your account at any time through account settings.

13.3 Upon Termination

Your right to use the Service ends immediately
You will have 30 days to export your data and revoke API keys
After 30 days, we may permanently delete your Data
We are not responsible for data loss after account termination

13.4 Service Discontinuation

If we discontinue the Service due to business closure, acquisition, regulatory requirements, force majeure, or other circumstances:

We will provide 60 days' notice via email (where reasonably feasible)
You will have the notice period to export your data
We will provide reasonable data export tools or assistance
After the notice period, all data may be permanently deleted
We reserve the right to shorter notice periods if required by law or circumstances beyond our control

In cases of immediate regulatory prohibition or force majeure, we may be unable to provide advance notice.

14. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, INCLUDING:

Merchantability, fitness for a particular purpose, or non-infringement
Accuracy, completeness, or reliability of AI/LLM extracted data
Uninterrupted, secure, or error-free operation
Security of API keys or protection against breaches

15. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
WE ARE NOT LIABLE FOR DATA LOSS, LOST PROFITS, OR BUSINESS INTERRUPTION
WE ARE NOT LIABLE FOR DAMAGES FROM INACCURATE LLM OUTPUTS OR INCORRECT FINANCIAL POSTINGS
WE ARE NOT LIABLE FOR UNAUTHORIZED ACCESS TO OR MISUSE OF YOUR API KEYS

OUR AGGREGATE LIABILITY SHALL NOT EXCEED THE FEES PAID BY YOU IN THE 12 MONTHS PRECEDING THE CLAIM, OR USD $100, WHICHEVER IS GREATER.

16. Indemnification

You agree to indemnify, defend, and hold harmless [COMPANY_NAME] from all claims arising from:

Your use of the Service or violation of these Terms
Reliance on or use of inaccurate AI/LLM extracted data
Unauthorized access, loss, or misuse of your API keys
Tax, accounting, or compliance violations resulting from Service use

17. Governing Law & Dispute Resolution

These Terms are governed by the laws of Malaysia. Disputes shall be settled exclusively in the courts or arbitration tribunals in [CITY_MALAYSIA], Malaysia.

Nothing in these Terms limits mandatory consumer protection laws applicable in your jurisdiction.

18. Force Majeure

We are not liable for failures caused by events beyond our control, including natural disasters, cyberattacks, or government actions.

19. Changes to Terms

We may update these Terms with 30 days' notice. Continued use after updates constitutes acceptance.

20. Severability & Entire Agreement

If any provision is found invalid, the remaining provisions remain in effect. These Terms and our Privacy Policy constitute the entire agreement.

21. Contact Information

Legal Inquiries: [LEGAL_EMAIL]

Customer Support: [SUPPORT_EMAIL]

Data Protection Officer: [DPO_EMAIL]

Business Address: [COMPANY_ADDRESS]

Required Acknowledgments

By creating an account, you acknowledge and agree to the following:

✓ General Terms

I have read and agree to all Terms & Conditions and understand my obligations when using this Service.

✓ AI/LLM Data Extraction

I understand that AI-extracted data may contain errors and I am solely responsible for verifying all extracted information for accuracy before posting to any accounting system.

✓ API Keys & Third-Party Integration

I understand that I am providing API keys to connect to third-party accounting systems and I am solely responsible for the security and management of these credentials.

✓ Liability Limitations

I acknowledge the limitations of liability, disclaimer of warranties, and indemnification provisions in these Terms.

You must acknowledge all four sections to proceed with account creation. Please read each section carefully.

Terms & Conditions

Important Notice About This Service