ExpenseCaptureAI

Terms of Service

Business-use-only terms governing access to ExpenseCaptureAI, including payment, customer responsibilities, disclaimers, and liability limits.

Effective

2026-03-31

Last updated

2026-03-31

Version

1.0

Applies to

ExpenseCaptureAI business customers and authorised users

On this page 20 items

These Terms of Service ("Terms") govern access to and use of the ExpenseCaptureAI service operated by Luminyst Estates, Lda ("Company", "we", "us", or "our").

By creating an account, placing an order, using the Service, or allowing others to use the Service through your account or organisation, you agree to these Terms.

1. Business Use Only

ExpenseCaptureAI is offered on a business-use-only basis.

For these Terms, "business use" includes use by:

  • companies and other legal entities
  • sole traders
  • freelancers
  • consultants
  • other natural persons acting in a professional, trade, craft, or business capacity

The Service is not offered for purely personal, household, or consumer use. By using the Service, you represent that you are acting in a business or professional capacity and, if you are accepting on behalf of an organisation, that you have authority to bind that organisation.

2. Definitions

In these Terms:

  • "Customer" means the business, organisation, or professionally acting individual that enters into these Terms.
  • "Service" means the ExpenseCaptureAI software, website, APIs, and related functionality we make available.
  • "User" means an individual authorised by the Customer to use the Service.
  • "Customer Content" means documents, data, attachments, uploads, communications, and other content submitted to the Service by or on behalf of the Customer.
  • "Output" means structured data, classifications, extraction results, exports, reports, or other material generated by the Service from Customer Content.

3. The Service

ExpenseCaptureAI is a workflow tool for:

  • collecting and storing business expense documents
  • extracting structured information from those documents
  • organising, reviewing, correcting, and exporting expense data
  • supporting business expense administration and accountant handoff workflows

The Service is intended to help Customers handle receipts, invoices, and related expense records more efficiently. It is not a bookkeeping firm, accounting firm, law firm, or tax adviser.

4. Accounts and Security

The Customer is responsible for:

  • providing accurate registration and account information
  • keeping account credentials confidential
  • ensuring Users only access the Service as authorised
  • promptly notifying us of suspected unauthorised access or misuse

We may suspend or restrict accounts where we reasonably believe there is:

  • a security issue
  • fraud or suspected fraud
  • unauthorised use
  • unlawful use
  • a material breach of these Terms

5. Customer Content and Permissions

The Customer retains ownership of Customer Content.

The Customer grants us a non-exclusive, worldwide, limited licence to host, copy, transmit, transform, analyse, store, and otherwise process Customer Content only as reasonably necessary to:

  • provide the Service
  • operate and support the Service
  • maintain security and prevent abuse
  • troubleshoot and improve service reliability
  • comply with law or lawful requests
  • enforce our agreements

The Customer represents and warrants that it has all rights, permissions, and lawful bases needed to submit Customer Content to the Service and to instruct us to process it.

6. Customer Responsibilities

The Customer is responsible for:

  • making sure Customer Content is lawfully obtained and lawfully submitted to the Service
  • reviewing Output before relying on it for accounting, tax, reimbursement, compliance, reporting, or any other business decision
  • keeping company/workspace settings accurate
  • deciding what data to upload, correct, retain, export, or delete
  • complying with all laws applicable to the Customer's use of the Service

The Customer must not treat the Service as a substitute for professional accounting, tax, legal, or regulatory advice.

7. AI, Extraction, and Review

The Service may use automated processing and third-party AI providers to analyse Customer Content and produce Output.

The Customer acknowledges that:

  • Output may be incomplete, incorrect, inconsistent, or unsuitable for a particular purpose
  • document quality, formatting, language, and source-material quality can affect results
  • users may need to review, correct, or supplement Output before it is used externally

The Customer is solely responsible for checking Output before relying on it or exporting it for downstream accounting or finance purposes.

8. Prohibited Uses

The Customer must not, and must not allow any User or third party to:

  • use the Service unlawfully or fraudulently
  • upload content that the Customer has no right to use
  • interfere with or disrupt the Service or its security features
  • attempt to gain unauthorised access to the Service or related systems
  • reverse engineer, scrape, or copy the Service except where prohibited by law from restricting that activity
  • use the Service to build a competing service or dataset in breach of these Terms
  • upload malware, exploit code, or harmful content
  • use the Service for high-risk or regulated processing where the Service is not suitable
  • intentionally upload special-category personal data, criminal-offence data, or minors' data unless the Customer has a lawful basis, the upload is genuinely necessary, and the Customer accepts the associated legal risk

9. Fees, Plans, Credits, and Payment

Some parts of the Service may require a paid subscription, credit purchase, or other paid plan.

Unless we agree otherwise in writing:

  • fees are stated exclusive of any applicable taxes
  • subscription or plan fees are billed in advance
  • credits, allowances, or usage limits may apply according to the applicable plan
  • non-payment may result in suspension, downgrade, or restricted functionality

Live customer payments are processed through Stripe or a replacement payment provider we designate from time to time. The Customer authorises us and our payment processor to charge the applicable fees, taxes, and other agreed charges using the payment method the Customer provides.

Except where required by law or expressly stated by us in writing, fees are non-refundable.

10. Changes to the Service or Pricing

We may modify, improve, replace, suspend, or discontinue any part of the Service at any time. We may also change fees or plan structures from time to time.

Where a change is material to an active paid Customer, we will try to provide reasonable prior notice through the Service, by email, or both.

11. Suspension and Termination

We may suspend or terminate access to the Service immediately if:

  • the Customer materially breaches these Terms
  • the Customer fails to pay fees when due
  • we reasonably believe continued access creates security, legal, regulatory, or operational risk
  • the Customer uses the Service unlawfully or in a way that exposes us or others to harm

The Customer may stop using the Service and cancel according to the applicable plan and billing flow.

Termination or cancellation does not affect:

  • accrued payment obligations
  • rights or remedies that arose before termination
  • provisions that by their nature should survive termination

12. Confidentiality

Each party may receive non-public information from the other in connection with the Service. Each party will use the other party's confidential information only as needed for the relationship and will protect it with reasonable care.

Confidential information does not include information that:

  • is or becomes public without breach of these Terms
  • was already lawfully known without a duty of confidentiality
  • is lawfully received from a third party without a duty of confidentiality
  • is independently developed without use of the other party's confidential information

13. Intellectual Property

We and our licensors retain all right, title, and interest in and to the Service, including all related software, interfaces, designs, documentation, and intellectual property rights.

These Terms do not transfer ownership of the Service or any part of it to the Customer.

We may use feedback or suggestions provided by the Customer without restriction or payment obligation.

14. Data Protection

Where we process personal data in Customer Content on behalf of a Customer, our Data Processing Addendum applies and is incorporated by reference into these Terms.

The Customer remains responsible for:

  • deciding why personal data is used in the Service
  • ensuring there is a lawful basis for that use
  • giving any notices required by law

15. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE."

WE DO NOT WARRANT THAT:

  • THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR COMPLETELY SECURE
  • OUTPUT WILL BE COMPLETE, ACCURATE, OR FIT FOR A PARTICULAR PURPOSE
  • THE SERVICE WILL SATISFY EVERY CUSTOMER WORKFLOW OR LEGAL REQUIREMENT

EXPENSECAPTUREAI IS NOT AN ACCOUNTING, TAX, LEGAL, OR COMPLIANCE ADVISORY SERVICE.

16. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

  1. WE ARE NOT LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, GOODWILL, DATA, BUSINESS OPPORTUNITY, OR BUSINESS INTERRUPTION.
  2. OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE GREATER OF:
    • THE AMOUNT PAID BY THE CUSTOMER TO US FOR THE SERVICE IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM
    • EUR 100
  3. THE LIMITATIONS IN THIS SECTION APPLY WHETHER THE CLAIM IS BASED ON CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY, STATUTE, OR ANY OTHER THEORY.

Nothing in these Terms excludes or limits liability to the extent such exclusion or limitation is prohibited by applicable law.

17. Indemnity

The Customer will defend, indemnify, and hold harmless the Company and its affiliates, officers, directors, employees, and contractors from and against claims, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) arising out of or relating to:

  • Customer Content
  • the Customer's or a User's unlawful use of the Service
  • breach of these Terms
  • violation of applicable law
  • infringement or alleged infringement of third-party rights by Customer Content

18. Governing Law and Disputes

These Terms are governed by the laws of Portugal, excluding conflict-of-law rules to the extent permitted by law.

The courts of Lisbon, Portugal will have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Service, except where mandatory law requires otherwise.

19. Changes to These Terms

We may update these Terms from time to time. The latest version will be dated above. Continued use of the Service after an update becomes effective constitutes acceptance of the updated Terms, unless applicable law requires a different process.

20. Contact

  • Support: support@expensecaptureai.com
  • Legal: legal@expensecaptureai.com
  • Privacy: privacy@expensecaptureai.com
  • Security: security@expensecaptureai.com