Terms of service

1. The agreement

1.1 These terms apply between Docentra ApS, CVR 46853539, Marselisborg Allé 3B, 4. tv., 8000 Aarhus C, Denmark ("Docentra", "we", "us") and the business that uses Docentra (the "Customer", "you").

1.2 The person who creates a company in Docentra, or accepts these terms in Settings, accepts them on the Customer's behalf and confirms that they have authority to bind the Customer.

1.3 The agreement consists of these terms, the data processing agreement and any order or offer we agree with you. On price and term, the order or offer takes precedence over these terms. On personal data, the data processing agreement takes precedence over both.

1.4 We offer Docentra to businesses only. Consumer protection rules do not apply.

2. The service

2.1 The Docentra service (the "Service") reads the supplier documents you send or connect, such as invoices, credit notes, statements and agreements. It checks what you were billed against what you agreed, and shows you what it finds.

2.2 We develop the Service continuously and may change it. If a change materially reduces what you pay for, we will tell you at least one month in advance, and you may end the agreement before the change takes effect and get back what you have paid in advance for the time after.

3. Users and access

3.1 You decide who in your business uses the Service. You are responsible for what they do in it, and for what is done with your access keys.

3.2 Keep sign-in details and access keys confidential, and tell us immediately if you suspect misuse.

4. Acceptable use

4.1 You may not:

• use the Service unlawfully, or with documents you are not entitled to share with us;
• try to access other customers' data, or get around security measures or limits;
• copy, decompile or reverse-engineer the Service, or try to deduce how it works, except as mandatory law allows;
• access the Service by automated means other than the access keys and interfaces we provide;
• use the Service or its output to build or train a competing product; or
• make the Service available to anyone outside your business.

4.2 We may suspend access to stop a serious breach of these terms or to deal with a security risk. Where we can, we will tell you first, and we will restore access as soon as the reason has gone.

5. Your data

5.1 The documents and data you give us, and what the Service produces from them, belong to you.

5.2 We process them only to provide, secure and support the Service, and to find and correct errors in it, as set out in the data processing agreement. We don't use them to train AI models.

5.3 We may use statistics that identify neither you nor any individual to run and develop the Service.

5.4 You can export your data at any time under Settings › Export.

6. Findings and your decisions

6.1 Findings, amounts, drafts and answers in the Service are produced partly by automated means, including AI. They may be wrong or incomplete, and they are not legal, tax or accounting advice.

6.2 Check each finding before you act on it, for example before you ask a supplier for a credit note or withhold a payment. We do not contact your suppliers on your behalf, and we do not guarantee that any amount will be recovered.

7. Connected systems

When you connect your accounting system or another service, that provider's terms apply between you and the provider. We are not responsible for its availability, and a connection may stop working if the provider changes how it can be accessed.

8. Price and payment

8.1 Price, invoicing and term are as agreed with you. Prices are in DKK and exclude VAT unless otherwise agreed.

8.2 Invoices are due 14 days after the invoice date. If you pay late, we may charge interest under the Danish Interest Act and, after a written reminder, suspend access until the invoice is paid. We keep your data in the meantime.

8.3 We give at least one month's notice of any price change. You may end the agreement before it takes effect and get back what you have paid in advance for the time after.

8.4 A free trial runs for the period we agree, and either party may end it at any time. If no paid agreement follows, the agreement ends with the trial.

9. Availability and support

We aim to keep the Service available at all times, but we do not guarantee uninterrupted operation. Where we can, we plan maintenance outside business hours. We provide support by email on Danish business days, in Danish or English.

10. Liability

10.1 Neither party is liable for indirect loss, such as lost profit, lost savings or amounts not recovered from suppliers.

10.2 Our total liability in any period of 12 months is limited to the amount you paid for the Service in the 12 months before the event that caused the loss. We have no liability during a free trial.

10.3 These limits do not apply to loss caused intentionally or through gross negligence, or where the law does not allow liability to be limited.

11. Confidentiality

Each party will keep the other's confidential information confidential, both during the agreement and after it ends. This includes your data and the non-public parts of how the Service works. It does not include information that is public, already known to the recipient, or required by law to be disclosed.

12. Intellectual property

We own the Service, including its software and methods. You may use the Service's output freely in your business. If you give us feedback, we may use it without any obligation to you.

13. Term and termination

13.1 The agreement runs from acceptance until it is ended. Unless we have agreed a fixed term, either party may end it on one month's notice, to the end of a calendar month.

13.2 Either party may end it immediately if the other party materially breaches it and has not remedied the breach within 14 days of written notice.

13.3 After the agreement ends, you have 30 days to export your data. We then delete it as described in the data processing agreement.

14. Changes to these terms

We may change these terms. For a change that is to your disadvantage, we give at least one month's notice by email and in the Service, and you may end the agreement before the change takes effect and get back what you have paid in advance for the time after. Other changes apply from publication. We keep earlier versions and send them on request.

15. General

15.1 We send notices by email to the users with the Owner role in your company in the Service. You can write to us at hello@docentra.app.

15.2 Neither party is liable for delay or failure caused by circumstances beyond its reasonable control.

15.3 We may transfer the agreement to a company that takes over our business, and we will tell you if we do. You may transfer it only with our consent.

15.4 If any provision is invalid, the rest of the agreement still applies.

16. Governing law and disputes

Danish law applies. Disputes are settled by the Danish courts, with the City Court of Aarhus as the court of first instance. The Danish and English versions are equally valid; if they differ, the Danish version prevails.