Terms of Service

1Agreement to these terms

These Terms of Service ("Terms") form a binding agreement between ReconcileCore ("we", "us", "our") and the person or organisation that opens an account ("you", "your"). They apply every time you access or use ReconcileCore, whether or not you are signed in.

By creating an account, signing in, or uploading a file to the anonymous demo, you accept these Terms. If you are accepting on behalf of a firm or company, you confirm that you have authority to bind it, and "you" then refers to that organisation.

If you do not accept these Terms, please do not use the service. The Privacy Policy and the Cookie Policy are incorporated into this agreement by reference.

2Definitions

• "Service" means the ReconcileCore web application, its interfaces, and any documentation or support made available with it.
• "Workspace" means the container holding your clients, bank accounts, reconciliation runs, rules and audit history. Every record in the Service belongs to exactly one workspace.
• "Client" means an entity whose books you reconcile inside a workspace. A client is a record in our system, not a party to this agreement.
• "Customer Data" means the files you upload and everything derived from them, including parsed transactions, matches, exceptions, rules and audit events.
• "Run" means a single reconciliation job covering one client, one period, and the files attached to it.
• "Plan" means the subscription tier applied to your workspace, together with the transaction, document and file limits published for that tier.

3What the Service does

The Service ingests bank statements and accounting ledgers, normalises them into a common transaction format, and proposes matches between the two sides using a weighted score across amount, date, reference and counterparty name. Entries the engine scores highly are matched automatically. Entries below that threshold are put in front of you for review. Entries that cannot be matched at all are raised as exceptions with a stated reason.

Supported inputs currently include delimited text files, Excel workbooks, SWIFT MT940 and MT950 statement files, and scanned or photographed documents in PDF and common image formats. Scanned and photographed documents are read by an automated document understanding model rather than a fixed template.

We develop the Service continuously. Features may be added, changed or withdrawn. Section 18 sets out how we handle a change that materially reduces something your paid plan relies on.

4Accounts and eligibility

You must be at least 18 years old and able to form a binding contract. Accounts belong to identified people. Please do not share one set of credentials between several people, and do not transfer an account to someone else without our written consent.

You are responsible for the credentials used to reach your workspace, including any account linked through a third party sign-in provider. Tell us promptly through the contact page at reconcilecore.com/contact if you believe an account has been reached without authorisation. Activity carried out through your account is attributed to you in the audit trail, and we treat it as yours unless the evidence shows otherwise.

Registration details should be accurate and kept current. We may suspend an account where the details given are materially false.

5Workspaces, members and clients

Each workspace has an owner. The owner controls membership and is accountable for what the members of that workspace do. Anyone you invite can read and act on the Customer Data in that workspace, so invite only people entitled to see the financial records it holds.

Where you use the Service to reconcile books belonging to your own clients, you remain the party responsible to those clients. We have no direct relationship with them, we do not contact them, and we do not act on their instructions.

Records are scoped to a single workspace at the query level. Removing a member ends their access from that point forward. It does not remove the audit entries recording what they did while they had it, because an audit trail that can be edited after the fact is not an audit trail.

6The data you upload

Customer Data belongs to you. This agreement gives us no ownership of it. You grant us a limited, non-exclusive licence to host, process, transmit and display Customer Data strictly in order to operate the Service for you, to provide support you ask for, and to meet our legal obligations. That licence ends when the data is deleted.

You confirm that you hold the rights needed to upload each file, that doing so does not breach a duty you owe to a bank, a client or a regulator, and that there is a lawful basis for any personal data the file contains. Counterparty names, payment references and account identifiers are frequently personal data, and should be treated as such.

We do not sell Customer Data. We do not share it with advertisers. We do not use it to train machine learning models, our own or anyone else's.

7Professional judgment stays with you

The Service is a tool used by accountants, bookkeepers and finance teams. It is not an accountant, an auditor or a tax adviser, and nothing it produces is accounting, audit, tax or legal advice.

Matching is probabilistic. A high score means the evidence lines up well, not that a match is certainly correct. Extraction from scanned and photographed documents is automated and can misread a figure, particularly where the source is low resolution, handwritten or partly obscured.

Reviewing output before you rely on it, file it, or put it in front of a client or a regulator is your responsibility. The review tools exist for exactly that: the score on each proposed match, the stated reason on every exception, the breakdown of what a difference is made of, and the audit trail behind each decision. Sign-off is yours.

8Plans, fees and billing

Paid plans are billed monthly in advance, in the currency shown at checkout, and renew automatically until cancelled. Prices and the limits attached to each plan are published on the pricing page, and those published limits are the limits the application actually enforces.

Fees exclude value added tax and any other applicable sales or transaction tax, which is added where required. Where a payment is subject to withholding, the amount due to us is grossed up so that we receive the sum invoiced.

Card details are handled by our payment processor and are not stored on our servers. A failed payment may lead to suspension after we have notified you and a reasonable period has passed.

You may cancel at any time, with effect from the end of the current billing period. Cancelling stops future charges, and the plan stays available to you until that period ends. Except where the law requires otherwise, fees already paid for the current period are not refunded.

We may change prices. A change takes effect for you at the start of the billing period beginning at least 30 days after we notify you, which leaves a full period in which to cancel instead.

9Usage limits

Each plan carries limits on transactions processed per month, on scanned pages per month, on pages per individual scanned document, and on files per bulk upload. A page is consumed only by a document read visually: a PDF consumes one page for each of its pages, a photographed document consumes one, and files in structured formats such as CSV, Excel and MT940 consume none however many rows they contain. These are enforced in the application rather than merely advertised. Work that would exceed a limit is refused with a message naming the limit reached.

Where a plan publishes an overage rate, additional volume is charged at that rate. Where it does not, the limit is a stop until the next billing period begins or the plan is upgraded.

Limits described as unlimited remain subject to section 10. Usage that materially degrades the Service for other customers may be rate limited after we have contacted you about it.

10Acceptable use

The Service is built for reconciling bank records against accounting ledgers, for a business you run or a client who has engaged you. Normal professional use, including bulk uploads and several client workspaces on a plan that allows them, is what it is designed to carry. The following are not permitted.

• Attempting to reach a workspace, account or record that is not yours, whether by manipulating an identifier, a request or a session.
• Probing, scanning or testing the security of the platform without our prior written permission. Reporting something you found without looking for it is welcome, and section 21 says where to send it.
• Interfering with the Service or the infrastructure behind it, including denial of service attempts and malicious code.
• Working around authentication, rate limits or plan limits, including by spreading activity across accounts or opening several accounts to obtain more free usage.
• Falsifying or concealing financial records, or using the Service to further money laundering, sanctions evasion, tax evasion or any other financial crime.
• Uploading data you have no right to hold or to disclose to a service provider, or acting for a client without their authority.
• Reselling or sublicensing the Service, other than as a firm serving its own clients inside a workspace you control.
• Copying, decompiling or reverse engineering the Service, or using it to build or assist a competing product.
• Scraping the Service, or reaching it through automated means other than an interface we provide for that purpose.

Where we believe this section has been broken, our response is proportionate to what happened, and in most cases that means contacting you first. If you have a legitimate need for higher throughput, please ask through the contact page at reconcilecore.com/contact rather than working around a limit. We would rather raise one for a real workload.

11Intellectual property

The Service, including its software, matching logic, interface, documentation and brand, remains our property and that of our licensors. These Terms grant you a limited, revocable, non-exclusive and non-transferable right to use the Service for the duration of your subscription, and nothing beyond that.

Please do not copy, decompile or reverse engineer the Service, except to the extent applicable law expressly permits despite this restriction, and do not remove or obscure a proprietary notice.

If you send us feedback, ideas or suggestions, we may use them without restriction and without obligation to you. Feedback is given voluntarily and is not treated as confidential.

12Confidentiality

Each party may receive information the other treats as confidential. Each party will use the other's confidential information only to perform this agreement, protect it with at least the care it applies to its own confidential information, and disclose it only to people who need it and are bound by comparable obligations.

These obligations do not apply to information that is public through no fault of the receiving party, was already lawfully held, is developed independently without reference to the disclosure, or must be disclosed by law. Where disclosure is compelled and notice is lawfully permitted, the receiving party gives the other reasonable notice first.

13Third party services

The Service depends on infrastructure and processing providers, which are named in the Privacy Policy. Where you choose to sign in through a third party identity provider, your use of that provider is governed by its own terms rather than by these Terms.

We select providers with care and remain responsible for their processing of Customer Data on our behalf, on the terms set out in the Privacy Policy. We are not responsible for a third party service you connect to independently of the Service.

14Suspension and termination

You may close your account at any time from workspace settings. We may suspend or end access where you materially breach these Terms, where an account is used unlawfully, where payment remains outstanding after notice, or where continuing to operate would expose us or another customer to material risk.

Except where the breach is serious, or where the law or a regulator requires immediate action, we give notice and a reasonable opportunity to put the matter right before suspending.

On termination your right to use the Service ends, so please export your data before closing the account. The sections covering ownership, confidentiality, disclaimers, liability, indemnity and governing law survive termination.

15Disclaimers

To the fullest extent permitted by law, the Service is provided on an "as is" and "as available" basis. We disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the Service will be uninterrupted or free of error, that every proposed match is correct, that every figure read from a scanned document is accurate, or that output satisfies a particular accounting standard, regulatory requirement or audit expectation. Section 7 applies.

Nothing in these Terms limits a right you hold as a consumer under mandatory law, or excludes liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

16Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect or consequential loss, or for loss of profit, revenue, goodwill, business opportunity or anticipated saving, whether or not it was foreseeable.

Our total aggregate liability arising out of or in connection with this agreement, whether in contract, in tort including negligence, or otherwise, is limited to the greater of the fees you paid us in the twelve months before the event giving rise to the claim, or one hundred United States dollars.

Each party is expected to take reasonable steps to limit its loss. This section does not limit your obligation to pay fees properly due, nor either party's liability for the matters listed in the final paragraph of section 15.

17Indemnity

You will defend and indemnify us against third party claims, and the reasonable legal costs of them, arising from Customer Data uploaded without the necessary rights, from a breach of section 10, or from use of output in a way section 7 says should not be relied on without review.

We will notify you promptly of any such claim, give you control of the defence to the extent the law allows, and cooperate at your expense. Please do not settle a claim in a way that imposes an obligation or an admission on us without our consent.

18Changes to the Service and to these Terms

We may update these Terms. The revision date at the top of this page always reflects the current version. Where a change materially affects your rights or obligations, we notify account owners by email or in the application at least 30 days before it takes effect, and continued use after that date counts as acceptance.

Where a change materially reduces a capability your paid plan relies on, you may cancel before it takes effect and receive a pro rata refund of the unused part of the current period.

Corrections that do not change meaning, such as fixing a typographical error or clarifying wording, take effect on publication.

19Governing law and disputes

This agreement, and any dispute arising out of it or its subject matter, is governed by the laws of the Kingdom of Saudi Arabia, without regard to conflict of law rules. The parties submit to the exclusive jurisdiction of the competent courts of the Kingdom of Saudi Arabia, save that either party may seek injunctive relief in any competent court to protect its intellectual property or confidential information.

Before starting proceedings, please raise the issue with us through the contact page at reconcilecore.com/contact. Most disputes are settled faster in writing than in court, and we will engage in good faith for at least 30 days.

If you are a consumer, you keep the benefit of any mandatory protection and any right to bring proceedings in the courts of your country of residence.

20General

• Entire agreement. These Terms and the documents they incorporate are the whole agreement between the parties on this subject, and replace any earlier understanding.
• Severability. If a provision is held unenforceable, it is modified to the minimum extent needed to make it enforceable, and the rest continues in force.
• No waiver. Not enforcing a right on one occasion does not waive it.
• Assignment. You may not assign this agreement without our written consent. We may assign it to an affiliate, or in connection with a merger or a sale of assets, on notice to you.
• No partnership. Nothing here creates a partnership, agency, employment or joint venture between the parties.
• Force majeure. Neither party is liable for a failure caused by an event beyond its reasonable control, provided it takes reasonable steps to limit the effect.
• Third parties. A person who is not a party to this agreement has no right to enforce it.
• Notices. Notices to us go to the address published on the contact page at reconcilecore.com/contact. Notices to you go to the email address on the account.

21Contact

Questions about these Terms go through the contact page at reconcilecore.com/contact. Questions about how data is handled are answered in the Privacy Policy, and anything left over goes to the same place.