Last Updated: 2025-09-09
These Terms and Conditions (the “Terms”) govern your access to and use of Ledgentic AB’s software-as-a-service accounts payable automation and related services (collectively, the “Service”). By executing an order form, service agreement, or by using the Service, you (the “Customer”) agree to be bound by these Terms. If you do not agree, you may not use the Service.
The Service provides foundational accounts payable automation to help capture, route, and process supplier invoices and related records. Functionality may include invoice intake, basic matching/approvals, and connectivity to supported systems. Specific features, interfaces, and limits vary by plan, configuration, and integration and may change over time.
We provide the Service as multi-tenant SaaS hosted with reputable infrastructure providers. We may use third‑party sub‑processors. Integrations are implemented using supported connectors, APIs, or file interfaces as documented from time to time. Feature availability, performance characteristics, and supported integrations may vary by region, plan, and customer environment; not all features are available in every environment.
The Service assists with automation and decision support but does not replace Customer’s internal controls or professional judgment. We do not guarantee that all exceptions, duplicate invoices, noncompliant spend, or fraudulent activity will be detected or prevented.
We may designate certain features as beta, preview, or trial. Such features are provided solely for evaluation, may be modified or withdrawn at any time, and are provided “as is.”
Any references to future functionality, enhancements, or timelines are for information only and are not commitments. We may change or remove features at any time in our sole discretion.
Customers will provide reasonable cooperation and timely access to information, configurations, and systems necessary for the Service (e.g., ERP, purchase orders, receipts, supplier master, chart of accounts). We will provide implementation guidance and reasonable assistance. Customers will review and approve configurations and mappings prior to go‑live. If access or information is delayed or incomplete, timelines and deliverables may shift; we are not responsible for resulting delays and may reasonably defer milestones or suspend affected activities until prerequisites are met.
Customers will use the Service in compliance with all applicable laws and regulations (including accounting, tax, sanctions/export, and data protection laws such as the GDPR) and are responsible for ensuring a lawful basis for processing any personal data and invoice/supplier information within the Service.
Customer remains responsible for the accuracy and legality of Customer Data, the configuration of approval workflows and segregation of duties, and for validating postings to its ERP and downstream systems.
Customers will maintain the confidentiality of user credentials, promptly disable access for departed personnel, and notify us without undue delay of any suspected compromise.
Customers will use the Service only for its internal business purposes and in accordance with the documentation. Customer will not (a) resell, sublicense, or provide the Service to third parties as a service bureau; (b) copy, modify, create derivative works of, reverse engineer, or attempt to extract source code from the Service except to the extent permitted by law; (c) circumvent or interfere with security or access controls; (d) use the Service to build a competing product; (e) exceed usage limits stated in the order form or documentation; or (f) use the Service in a manner that is unlawful, infringes third‑party rights, or introduces malware. We may suspend the Service immediately to address material violations of this Section.
To the extent we process personal data on Customer’s behalf as part of providing the Service, Customer is the controller and Ledgentic AB is the processor under the GDPR. We will process personal data only on documented instructions from Customer, as set out in these Terms and any applicable data processing agreement (“DPA”). In the event of conflict, the DPA prevails over these Terms with respect to personal data processing.
We maintain appropriate technical and organizational measures designed to protect data processed by the Service against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. Further details may be provided in our security documentation or the DPA.
We may engage sub‑processors to support the Service and will remain responsible for their performance. Where personal data is transferred outside the EEA/UK, we will implement appropriate safeguards (e.g., Standard Contractual Clauses) as required by applicable law.
4.4 Data Retention
We retain invoice images, metadata, and related processing logs only for as long as necessary to provide the Service and for a short period thereafter to support auditability and dispute resolution, unless otherwise agreed in writing. After that period, the data will be deleted or irreversibly anonymized in accordance with our DPA.
Important: Customers are responsible for exporting and retaining any records they are legally required to keep under applicable accounting or tax laws (for example, the Swedish Bokföringslagen requires companies to retain accounting materials for seven (7) years). Ledgentic does not undertake to store Customer Data for statutory retention periods unless explicitly agreed in writing.
We will provide reasonable assistance with data subject requests and regulatory inquiries that relate to the Service, and will notify Customer without undue delay after becoming aware of a personal data breach affecting Customer Data, as required by law.
We may collect and use data related to the setup, performance, and use of the Service ("Service Data"), as well as de‑identified or aggregated data derived from Customer Data, for security, analytics, and to develop and improve the Service and our offerings. We will not use Service Data or such de‑identified/aggregated data to identify Customer or any individual.
All intellectual property rights in and to the Service, software, connectors, documentation, models, and know-how are and remain the exclusive property of Ledgentic AB and its licensors. No rights are granted except as expressly set out in these Terms.
Customer retains all right, title, and interest in and to data provided to or collected on Customer’s behalf by the Service (“Customer Data”). We process Customer Data solely to provide and improve the Service and as otherwise permitted by these Terms and the DPA.
We may use and incorporate into the Service any suggestions or feedback provided by the Customer, without obligation.
Customers will pay the fees set forth in the applicable order form or service agreement. Unless stated otherwise, fees are subscription‑based and/or usage‑based as specified in the order form and are non‑cancellable and non‑refundable.
We will invoice according to the agreed billing schedule. Invoices are due as stated on the invoice. Customers are responsible for applicable taxes, duties, and withholdings (excluding taxes based on our net income).
Overdue amounts may accrue interest at the rate specified in the order form or, if none, the maximum permitted by law. We may suspend the Service for material non‑payment after reasonable notice.
Payments will be made in full, without set‑off or counterclaim and free and clear of any deductions or withholdings, except as required by law. Customers are responsible for all taxes, duties, and similar charges (excluding taxes based on our net income). If any withholding is required by law, Customer will provide reasonable evidence of such withholding and will cooperate in good faith to reduce or eliminate it where permitted.
If specified in the order form, subscriptions will automatically renew for successive terms at the then‑current rates unless either party gives at least thirty (30) days’ notice of non‑renewal prior to the end of the then‑current term. We will provide advance notice of any material fee changes for a renewal term.
“Confidential Information” means non‑public information disclosed by a party that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.
Each party will: (a) use the other party’s confidential information only to perform under these Terms; and (b) protect it using at least the same degree of care it uses to protect its own confidential information, but no less than reasonable care.
Confidential Information does not include information that is or becomes public through no fault of the receiving party; was known to the receiving party without confidentiality obligations; is independently developed without use of the disclosing party’s information; or is rightfully obtained from a third party without restriction. A party may disclose confidential information to the extent required by law, provided it gives reasonable notice and cooperates (if legally permitted).
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON‑INFRINGEMENT, OR ACCURACY.
WHILE THE SERVICE AUTOMATES AP WORKFLOWS AND OFFERS INSIGHTS, WE DO NOT GUARANTEE THAT ALL ERRORS, DUPLICATES, FRAUDULENT ACTIVITY, OR NON‑COMPLIANT TRANSACTIONS WILL BE DETECTED OR PREVENTED.
WE ARE NOT RESPONSIBLE FOR THE AVAILABILITY, SECURITY, OR ACCURACY OF DATA PROVIDED BY THIRD‑PARTY SYSTEMS (INCLUDING ERPS OR OTHER DATA PROVIDERS) OR FOR CUSTOMER’S CONFIGURATION OF SUCH SYSTEMS.
To the extent an applicable support policy or service level agreement (SLA) is referenced in the order form, any service credits or re‑performance set out therein are Customer’s sole and exclusive remedies for the specified issues. For other non‑conformities, our sole obligation is to use reasonable efforts to correct or provide a workaround; if we cannot do so within a reasonable time, Customer may terminate the affected subscription and receive a pro‑rata refund of prepaid, unused fees for the terminated portion as Customer’s exclusive remedy.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR LOSS OF PROFITS, REVENUE, GOODWILL, OR DATA, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
TO THE MAXIMUM EXTENT PERMITTED BY LAW, EACH PARTY’S AGGREGATE LIABILITY ARISING OUT OF OR RELATING TO THESE TERMS WILL NOT EXCEED THE TOTAL FEES PAID OR PAYABLE BY CUSTOMER FOR THE SERVICE IN THE SIX (6) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY.
THE LIMITATIONS IN THIS SECTION APPLY REGARDLESS OF THE FORM OF ACTION AND EVEN IF A LIMITED REMEDY FAILS OF ITS ESSENTIAL PURPOSE.
The limitations and exclusions in this Section do not limit Customer’s obligations to pay fees and taxes when due, and do not apply to Customer’s breach of Section 3.5 (Acceptable Use and Restrictions) or misappropriation or infringement of our intellectual property rights.
These Terms apply for the subscription term set forth in the applicable order form and continue so long as Customer has access to the Service.
Either party may terminate these Terms upon written notice if the other party materially breaches and fails to cure within thirty (30) days of notice. We may immediately suspend the Service for security risk, suspected fraud/abuse, or non‑payment.
Upon termination or expiration, Customer will stop using the Service. We will delete or return Customer Data in accordance with the DPA and our retention commitments, unless further retention is required by law.
For thirty (30) days following termination or expiration, Customer may export Customer Data using the available self‑service tools. Any additional export assistance is provided at our then‑current professional services rates.
These Terms are governed by the laws of Sweden, without regard to conflict of laws rules.
The parties submit to the exclusive jurisdiction of the courts located in Stockholm, Sweden, unless otherwise agreed in writing.
We may update these Terms from time to time. Material changes will be notified to the Customer, and continued use after the effective date constitutes acceptance.
If there is a conflict, the order of precedence is: (1) the Sales Agreement (including any Order Form), (2) the DPA (solely with respect to personal data processing obligations), (3) these Terms (the Agreement), (4) any online documentation.
Neither party may assign these Terms without the other’s prior written consent, except that either party may assign without consent to an affiliate or in connection with a merger, acquisition, corporate reorganization, or sale of substantially all assets.
If any provision is held unenforceable, the remaining provisions will remain in effect. A party’s failure to enforce any provision is not a waiver of its right to do so later.
Notices must be in writing and are deemed given when sent by registered mail, courier with tracking, or email to the contacts specified on the order form.
These Terms, together with the applicable order form and DPA, constitute the entire agreement between the parties regarding the Service and supersede prior or contemporaneous agreements on the same subject.
Unless Customer opts out by written notice, we may use Customer’s name and logo in a list of customers and in non‑misleading marketing materials.
Neither party is liable for delay or failure to perform due to events beyond its reasonable control (including acts of God, epidemic, war, labor disputes, utility or internet failures, government actions). Payment obligations are not excused.
Customer represents that it is not subject to sanctions and will comply with applicable export, re‑export, and sanctions laws in connection with its use of the Service. Customer will not permit users in embargoed or sanctioned jurisdictions to access the Service.
Sections that by their nature should survive (including 3.5, 4, 5, 6, 7, 8, 9, 10.3–10.4, 11, and 12\) will survive termination or expiration.
If you have questions about these Terms or the Service, please contact:
Ledgentic AB
By accessing or using the Service, you acknowledge that you have read, understood, and agree to these Terms and Conditions.