Oteo Terms of Service

1.1Oteo is a trade name of J. von Oven, sole proprietorship (eenmanszaak), registered with the Netherlands Chamber of Commerce (KvK) under number 82061386, established in The Hague, VAT identification number NL228953042B01 ("Oteo", "we").

1.2You can reach us at support@getoteo.com or through Help in the app.

• Service: the Oteo software at www.getoteo.com and in the app, with all its features and integrations.
• Customer: the business that creates an account and uses the Service ("you").
• User: any person who signs in through the Customer's workspace, such as a team member or accountant.
• Workspace: the Customer's protected environment in the Service.
• Customer Data: all documents, files, emails, bank lines and other data that the Customer or its Users put into the Service or have it fetch.
• Suggestion: an outcome the Service produces automatically, such as extracted invoice data, a category, a payment suggestion or a tip.

3.1These terms apply to every use of the Service, including during the trial.

3.2The Data Processing Agreement and the Privacy Statement form part of these terms. Where personal data in Customer Data is concerned, the Data Processing Agreement prevails.

3.3The Customer's own general terms do not apply, even if the Customer refers to them.

4.1The Service is meant for businesses and organisations. By signing up you declare that you act in the course of a trade, business or profession, and that you are 18 or older.

4.2Anyone who signs up on behalf of a business declares that they are authorised to represent it.

4.3Rules that apply only to consumers, such as the right of withdrawal, do not apply.

4.4The Customer decides whom it invites, such as team members or an accountant, and which rights they get. The Customer is responsible for what they do in the workspace.

5.1Oteo collects and reads invoices, receipts and bank lines, makes Suggestions and helps you keep track of your money.

5.2Oteo is a tool. Oteo does not:

• make payments or manage money;
• file tax returns;
• give accounting, tax, legal or financial advice;
• keep or store the Customer's statutory records in the Customer's place.

5.3Suggestions are made with software and artificial intelligence and may contain errors. The Customer checks every Suggestion before relying on it, basing a payment on it, or passing it on to an accountant or the tax authorities.

5.4Autopilot. If the Customer turns Autopilot on, Oteo may process documents from suppliers the Customer previously confirmed itself as "to pay" without a new confirmation. Oteo holds back documents that deviate, such as a new IBAN or an unusual amount. The Customer remains responsible for what it pays. Autopilot is switched on or off per workspace and can be turned off at any time.

5.5Features marked "beta" or "coming soon" are offered without warranty. We may change or stop them.

6.1The Customer makes sure the details given at sign-up are correct and keeps them up to date.

6.2The Customer makes sure that only authorised persons have access to its email address and account. The Customer is responsible for what happens through its account.

6.3If the Customer notices misuse or a breach, it reports this to Oteo immediately.

7.1A new workspace gets a free 14-day trial with up to 50 documents. No payment card is needed.

7.2Some features are not available during the trial, such as Telegram. The plans page shows what each plan includes.

7.3After the trial the workspace remains available read-only until the Customer chooses a plan or has the workspace deleted. Nothing is charged automatically.

8.1The current plans, limits and prices are on www.getoteo.com/plans. Prices are in euros and are final amounts, including VAT where due.

8.2A subscription runs per month or per year, as the Customer chooses. Payment is made in advance, through Stripe.

8.3A subscription renews automatically for the same period until the Customer cancels.

8.4Extra documents (packs) are paid in advance, are valid for 12 months from purchase and are not refunded.

8.5If a payment fails, Stripe tries again and the Customer receives an email. If payment has still not been made after 14 days, Oteo may set the workspace to read-only until payment is made.

8.6Oteo may change its prices. We announce an increase by email at least 30 days in advance. It applies from the next renewal. If the Customer does not agree, it can cancel before the increase takes effect.

8.7If you disagree with a charge, please contact Oteo first. We reply within 2 working days and look for a solution together. If the Customer starts a chargeback without that contact, Oteo may suspend the account until it is resolved and charge the costs of the chargeback if it turns out to be unjustified.

9.1The Customer can cancel at any time in the app, under Settings > Subscription. The cancellation takes effect at the end of the current month or year. Everything keeps working until then.

9.2Periods and packs already paid are not refunded, in whole or in part, unless the law requires it.

9.3Oteo can end a subscription with 2 months' notice. We then refund any amount paid in advance for the period after that.

9.4Oteo may suspend access or end the agreement with immediate effect if the Customer seriously breaches these terms, misuses the Service, or goes bankrupt.

9.5There is one free trial per business. Anyone who creates several accounts to keep trying again or to get around limits may be refused or suspended by Oteo.

10.1After the subscription ends, the workspace remains available read-only for 90 days. During that time the Customer can export everything: the documents themselves and the export for the accountant. Oteo sends a reminder by email on day 60 and day 85.

10.2After that, Oteo deletes the Customer Data within 30 days, except what Oteo is legally required to keep, such as the invoices for the subscription. If a dispute is ongoing, Oteo may postpone deletion until it is resolved. Oteo confirms the deletion by email. Copies in backups are overwritten within the normal backup retention period.

10.3The Customer remains responsible for the statutory retention of its records (7 years in the Netherlands). It therefore exports its data in good time.

10.4The Customer can also ask Oteo to delete the workspace earlier. Oteo will first ask the Customer to confirm that the export has been made.

11.1Customer Data remains the Customer's. Oteo uses it only to provide, secure and improve the Service, as described in the Data Processing Agreement.

11.2For that purpose the Customer grants Oteo the right to store, read, process and display Customer Data.

11.3The Customer makes sure it is allowed to put Customer Data into Oteo. If it connects a mailbox, Drive or other service, it makes sure it is authorised to do so.

11.4Oteo does not sell Customer Data and does not use it for advertising. Oteo does not let external AI services train on Customer Data.

11.5Oteo may use anonymised and aggregated data, for example to count how often recognition is correct, as long as no one can be identified from it.

11.6Oteo uses data from Google services only to collect and display invoices and receipts for the Customer, in line with the Google API Services User Data Policy, including the Limited Use requirements.

11.7The Customer indemnifies Oteo against third-party claims arising because the Customer put data into Oteo without being allowed to, or used the Service in breach of these terms or the law.

The Customer and its Users do not use the Service to:

• do anything unlawful, such as fraud, money laundering or creating false invoices;
• store content that is illegal or infringes the rights of others;
• hack or overload the Service, scrape it automatically or get around limits;
• resell access or rebuild the Service.

13.1Oteo stores customers' files and is therefore a hosting service within the meaning of the Digital Services Act.

13.2Anyone who comes across illegal content in Oteo can report it to support@getoteo.com with "Content report" in the subject line. This address is also the point of contact for authorities.

13.3Oteo assesses reports carefully and may remove content or suspend an account. We tell the Customer why, unless we are not allowed to.

14.1Oteo does its best to keep the Service working well and without interruption, but cannot guarantee this. There is no agreed availability percentage.

14.2We carry out planned maintenance outside working hours as much as possible.

14.3Oteo may change and improve the Service. If we remove an important feature from a paid plan, we announce it 30 days in advance and the Customer may cancel with a refund of the remaining period.

Oteo works with services of others, such as Gmail, Outlook, Google Drive, Telegram, Stripe and accounting packages. Those services have their own terms. Oteo is not responsible if such a service stops, changes or blocks an integration.

16.1Oteo is only liable for direct damage the Customer suffers because Oteo attributably fails to perform these terms.

16.2Oteo is not liable for indirect damage, such as lost profit, missed savings, fines or additional tax assessments, interest, damage from business interruption, or damage because the Customer relied on a Suggestion without checking it.

16.3Oteo's total liability per year is limited to the amount the Customer paid Oteo in the 12 months before the event that caused the damage, with a maximum of €5,000. During a free trial it is €100.

16.4These limitations do not apply in case of intent or deliberate recklessness on Oteo's part.

16.5The Customer must report damage in writing within 30 days of discovering it. A claim lapses 12 months after the event.

Oteo is not liable if it cannot meet its obligations due to force majeure, such as an outage at a hosting or AI provider, a cyberattack, an internet or power outage, or government measures.

18.1All rights to the Service, the software, the design and the Oteo name and logo remain with Oteo.

18.2For the duration of the subscription, the Customer receives a non-transferable right to use the Service for its own business.

18.3If the Customer gives feedback or ideas, Oteo may use them freely.

19.1Oteo may change these terms. We announce a change that is unfavourable to the Customer at least 30 days in advance by email and in the app.

19.2If the Customer does not agree with an unfavourable change, it can cancel before the change takes effect. It then receives a refund of the amount paid in advance for the rest of the period.

20.1These terms and all agreements with Oteo are governed by Dutch law.

20.2Disputes are submitted to the competent court of the District Court of The Hague (Rechtbank Den Haag).

20.3If a provision is invalid, the other provisions remain in force. The invalid provision is replaced by a valid one that comes as close as possible to its intent.

20.4Oteo may transfer the agreement to another legal entity that continues the Service, for example its own private limited company (bv). Oteo announces this in advance and the arrangements stay the same. The Customer may only transfer the agreement with Oteo's consent.

20.5These terms, the Data Processing Agreement and the Privacy Statement together form the entire agreement between the Customer and Oteo.