Terms of Service

What We Provide

EncryptInvoice is a cloud-based E-Invoicing platform that enables you to create, send, receive, and manage invoices, quotes, and expenses. We provide connectivity to E-Invoicing networks (PEPPOL, Singapore InvoiceNow, France Chorus Pro, FNE Côte d'Ivoire, etc.) via certified network providers. We offer different subscription plans with varying features, limits, and guarantees.

Account Responsibilities

• You must provide accurate information when creating your account
• You are responsible for maintaining the security of your account credentials
• You must notify us immediately of any unauthorized access
• You are responsible for all activity under your account
• One person or legal entity may not maintain multiple free accounts to circumvent usage limits

Acceptable Use Policy

You agree not to:

• Use the service for any illegal activity or to transmit fraudulent invoices
• Attempt to gain unauthorized access to our systems or other users' data
• Abuse, harass, threaten, or impersonate others
• Upload malware, viruses, or any harmful code
• Reverse engineer, decompile, or attempt to extract our source code
• Use automated systems (bots, scrapers) to access the service except via our official API
• Resell or redistribute the service without our written permission
• Exceed API or usage rate limits intentionally to disrupt service

Violation of this Acceptable Use Policy may result in immediate account suspension or termination without refund.

Plan Features & Limits

We offer multiple subscription plans with different features, quotas, and guarantees:

• Free plan: Core invoicing with limited e-invoicing sends and usage quotas — enough to use the service in earnest at no cost.
• Paid plans: Higher or unlimited quotas, additional organizations and storage, and — on designated plans — Archive-Vault long-term archival and an uptime SLA.

The current features, quotas, and prices of each plan are stated on the pricing page and at checkout; the values displayed when you subscribe (or when a change is announced to you) are the ones that apply to your subscription. All plans include unlimited received e-invoices and multi-currency support. Limits are subject to fair use and technical constraints (no abuse or automated high-volume usage).

Billing & Payment Terms

• Paid plans are billed monthly or annually in advance via Stripe
• Prices are in EUR and may vary by country (country-specific discounts applied automatically at checkout)
• You authorize us to charge your payment method on each billing cycle
• If payment fails, we will notify you and may suspend service after a grace period
• You may purchase additional storage (€5/GB/month) as an add-on to any plan
• All fees are non-refundable except as required by law or our refund policy

Country-Specific Pricing

Pricing may vary by country and is displayed in your local currency where available (e.g., XOF for Côte d'Ivoire). Final pricing is shown at checkout based on your billing country and cannot be combined with other promotions.

Plan Changes & Cancellations

• Upgrades: Take effect immediately; you are charged a prorated amount for the remainder of the billing period
• Downgrades: Take effect at the end of your current billing period; no refunds for unused time
• Cancellations: You may cancel at any time; service continues until the end of the paid period; no refunds for partial months

Retention Period Guidance (Convenience Feature)

EncryptInvoice calculates recommended retention periods based on your location and common statutory requirements:

• Belgium, Germany, France, Italy: 10 years for invoices and credit notes
• Netherlands, EU Default: 7 years for invoices and credit notes
• All Jurisdictions: 3 years for quotes

Important: This guidance is provided as a convenience only and does not constitute legal or accounting advice. Local laws vary and may change. Consult with your accountant or tax advisor to understand your specific retention requirements.

GDPR Right to Erasure & Deletion Requests

Under GDPR Article 17, you have the right to request deletion of your data at any time. EncryptInvoice fully honors this right, even if documents are within recommended retention periods. However:

Plans without Archive-Vault: User Responsibility

Free and Pro plans do not include Archive-Vault or long-term archival guarantees. You are legally responsible for:

• Understanding your jurisdiction's invoice retention requirements
• Regularly exporting your data for your own backup and archival
• Storing and protecting exported data to meet statutory retention obligations
• Downloading all documents before requesting account deletion

Upon cancellation or downgrade, you have 30 days to export your data before it may be permanently deleted.

Plans with Archive-Vault: Long-Term Archival Included

Plans that include Archive-Vault (as shown on the pricing page) get our long-term archival service designed to support your compliance obligations:

• 10-year retention guarantee: We commit to storing your invoices and e-invoices securely for 10 years (or custom period for Enterprise)
• Tamper-evident storage: Integrity checks and audit trails designed to evidence document integrity
• Audit-ready exports: Exports include verification checksums and metadata for compliance audits
• Extended backup retention: 90-day+ backup retention (vs. 30 days on plans without Archive-Vault)
• Compliance documentation: Exports and audit-trail records to support regulatory audits

Note: Archive-Vault is a storage and integrity service — a tool, not a transfer of responsibility. Statutory retention compliance remains your responsibility on every plan, with or without Archive-Vault. It does not validate the legality or accuracy of your invoice content. You remain responsible for the correctness of your invoices and compliance with local laws. Even with Archive-Vault, you have the GDPR right to request deletion at any time (with acknowledgment if during retention).

Data Export & Portability

All plans allow you to export your data at any time in standard formats (PDF/A-3, UBL XML, JSON, CSV). Exports include all invoices, quotes, credit notes, expenses, contacts, and attachments. We strongly recommend regular exports (weekly or monthly) for your own backup purposes, regardless of your plan level.

Liability Disclaimer

EncryptInvoice is not liable for any consequences arising from your failure to maintain adequate financial records, including but not limited to tax penalties, legal issues, audit failures, or business disruptions. This limitation applies even if you request deletion during a recommended retention period after acknowledging your responsibility.

Service Level Commitments

• Plans without an uptime SLA: Service is provided "as is" without guaranteed uptime. We strive for high availability but do not commit to specific SLAs. Scheduled maintenance may occur with reasonable notice.
• Plans that include an uptime SLA (as stated on the pricing page): Monthly uptime commitment of 99.5% or 99.9% as designated for your plan, with priority incident response on the highest tier.

Service credits: If we miss your plan's uptime commitment in a calendar month, you may claim a service credit of 10% of that month's plan fee for each full percentage point of availability below the commitment, capped at 100% of that month's fee. Claims must be submitted within 30 days after the end of the affected month via our support email, with the affected period identified. Credits are applied to future invoices and are your exclusive remedy for missed SLA commitments.

Uptime excludes scheduled maintenance, force majeure events, third-party service failures (e-invoicing network providers, payment processors, hosting providers), and issues caused by your actions or equipment.

Limitation of Liability

We are not liable for: indirect, incidental, consequential, or punitive damages; lost profits; data loss (except where we guaranteed archival and failed); business interruption; or damages arising from third-party services (E-Invoicing networks, payment processors). This limitation applies to the maximum extent permitted by law.

Mandatory-law exceptions: Nothing in these Terms excludes or limits our liability for gross negligence or willful misconduct, for death or personal injury caused by our negligence, for fraud, or for any liability that cannot be excluded or limited under applicable law (including liability under Article 82 GDPR to the extent it cannot be limited). The caps above do not apply to those cases.

Disclaimer of Warranties

The service is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to merchantability, fitness for a particular purpose, or non-infringement. We do not guarantee that the service will be error-free, secure, or uninterrupted. Plans that include an uptime SLA carry the explicit commitments stated above.

Your Right to Terminate

You may cancel your subscription at any time from your account settings or by contacting support. Cancellation is effective at the end of your current billing period. No refunds are provided for partial months or unused quota.

Our Right to Suspend or Terminate

We may suspend or terminate your account immediately without notice if:

• You violate these Terms or our Acceptable Use Policy
• Your payment fails after reasonable attempts to collect
• We are required to do so by law or court order
• You engage in fraudulent or illegal activity
• Your use poses a security risk to our systems or other users

If we terminate for cause, no refund is provided. If we terminate without cause (rare), we will provide a prorated refund of unused subscription fees.

Termination for Convenience by Us

We may terminate any account without cause with at least 30 days' written notice (for example, when discontinuing the service or a plan). In that case we refund the prorated unused portion of any prepaid fees, and the data-export windows below apply from the effective termination date.

Data Access After Termination

We will send email reminders before data deletion. It is your responsibility to export your data during the grace period.

Intellectual Property

Your Content: You retain all rights to the data you create (invoices, quotes, contacts). You grant us a limited license to store, process, and transmit your data solely to provide the service.

Our Platform: EncryptInvoice, our software, APIs, documentation, and branding are our intellectual property (or licensed to us). You may not copy, modify, distribute, or reverse engineer our platform.

Third-Party Services

We integrate with third-party services (Storecove for e-invoicing, Stripe for payments). Your use of these services is subject to their respective terms and privacy policies. We are not responsible for third-party service failures or changes.

Data Processing Agreement

Where we process personal data on your behalf, our Data Processing Agreement is incorporated into these Terms by reference and applies to all plans without separate signature (a countersigned copy is available on request). For data-processing matters the DPA prevails over these Terms; for everything else, including the liability caps above, these Terms prevail. Liability under the DPA is subject to the same caps and mandatory-law exceptions as these Terms.

Governing Law

These Terms are governed by the laws of Belgium (where Soatdev IT Consulting SRL is registered), without regard to conflict of law principles. If you are a consumer in the European Union, you retain the protection of mandatory consumer laws in your country of residence.

Dispute Resolution

For Business Users & Enterprise: Any disputes will be subject to the exclusive jurisdiction of the courts of Brussels, Belgium, or as specified in your individually negotiated contract.

For EU Consumers: You have the right to bring disputes in the courts of your country of residence. You may also use the European Commission's Online Dispute Resolution platform: ec.europa.eu/consumers/odr

Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated via email and posted on our website at least 30 days before taking effect. Continued use after changes constitutes acceptance. If you do not agree to the new terms, you may terminate your account.

Contact

Legal Inquiries: legal@encryptinvoice.com

General Support: support@encryptinvoice.com

Data Protection Officer: dpo@encryptinvoice.com

Soatdev IT Consulting SRL
Company Registration: BE1014.369.580
Registered Address: Leopold de Waelplaats 28, Antwerpen
VAT Number: BE1014.369.580