Terms of Service

These Terms of Service (“Terms”) constitute a legally binding agreement between you (“User,” “you,” or “your”) and MatchLedger(“Company,” “we,” “us,” or “our”), governing your access to and use of the MatchLedger web application and related services (the “Service”).

By creating an account, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you are accepting these Terms on behalf of a business or other legal entity, you represent that you have the authority to bind that entity to these Terms.

If you do not agree to these Terms, do not create an account or use the Service.

1. Definitions

• “Service” means the MatchLedger web application accessible at matchledger.ai, including all features, tools, and functionality provided through the platform.
• “Organization” means a workspace within the Service representing a single legal entity or business. Each Organization has its own data, users, subscription plan, and billing.
• “Customer Data” means all files, documents, and information you upload to the Service, including but not limited to bank statements, credit card statements, ledger reports, and any data extracted or derived from those documents through the Service.
• “Plan” means the subscription tier associated with your Organization: Free, Starter, Professional, or Business.
• “Export” means any file generated by the Service from your Customer Data, including CSV files, Excel spreadsheets, and Google Sheets documents.

2. Service Description and Acceptable Use

2.1 What the Service Does

MatchLedger is an AI-assisted financial document reconciliation tool. The Service allows you to upload bank statements, credit card statements, and accounting ledger exports, extract structured transaction data using artificial intelligence, match transactions across documents, and export reconciliation results.

2.2 What the Service Is Not

The Service is not accounting software, tax preparation software, or a financial advisory service. The Service does not provide accounting, tax, legal, or financial advice. Reconciliation results generated by the Service are produced with the assistance of artificial intelligence and are not guaranteed to be error-free. You are solely responsible for reviewing all results and exercising professional judgment before relying on them for accounting, tax filing, or any other purpose.

2.3 Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree not to:

• Use the Service for any illegal or unauthorized purpose
• Upload files containing malware, viruses, or other harmful code
• Attempt to reverse engineer, decompile, or disassemble any part of the Service
• Scrape, crawl, or use automated means to access the Service outside of its intended interface
• Resell, sublicense, or provide access to the Service to third parties outside of your Organization
• Interfere with or disrupt the integrity or performance of the Service
• Attempt to gain unauthorized access to the Service or its related systems

2.4 One Business Per Organization

Each Organization must represent a single legal entity or business. You may not combine data from multiple unrelated businesses within a single Organization. If you manage reconciliation for multiple businesses, each business must have its own Organization with its own subscription plan.

3. Accounts and Organizations

3.1 Account Registration

To use the Service, you must create an account by providing accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

3.2 Account Security

You agree to notify us immediately at support@matchledger.ai if you become aware of any unauthorized use of your account. We are not liable for any loss or damage arising from your failure to protect your account credentials.

3.3 Organizations

You may create one or more Organizations within the Service. Each Organization is a separate workspace with its own subscription plan, usage limits, and data.

3.4 Organization Creator Responsibility

By creating an Organization, you represent that you have the authority to act on behalf of the business entity that Organization represents. You agree to be responsible for all charges, usage, and activity incurred by that Organization, including activity by other users you invite to join it.

3.5 Inviting Users

Organization owners may invite other registered users to join their Organization. You are responsible for ensuring that all users within your Organization comply with these Terms.

4. Data Handling and Privacy

4.1 Your Data

You retain full ownership of your Customer Data. We do not claim any ownership rights over the files you upload, the data extracted from them, or the reconciliation results generated by the Service.

4.2 Limited License to Process

By uploading Customer Data to the Service, you grant us a limited, non-exclusive license to store, process, and transmit your Customer Data solely for the purpose of providing the Service to you. This license terminates when your Customer Data is deleted from our systems.

4.3 Third-Party AI Processing

The Service uses Anthropic's Claude artificial intelligence to extract structured data from your uploaded documents. By using the Service, you acknowledge and consent to your uploaded documents being transmitted to Anthropic's API for processing. We send only the content necessary for extraction. Anthropic's use of data transmitted through their API is governed by Anthropic's own terms and privacy policy.

4.4 Data Residency

Customer Data is stored on servers located in the United States.

4.5 Data Retention

We retain Customer Data only as long as necessary to provide the Service:

• Uploaded source files (bank statements, credit card statements, ledger reports) are automatically deleted 30 days after upload.
• Extracted data and reconciliation results are automatically deleted 30 days after the last reconciliation job that used them.
• Export files (CSV, Excel) are available for download for 30 days after generation.
• Account records and legal compliance data (including records of your acceptance of these Terms) are retained for 3 years following account closure.

You may request deletion of your Customer Data at any time by contacting support@matchledger.ai. We will process deletion requests within 30 days.

4.6 Data Portability

You may export your data from the Service at any time using the built-in export features (CSV, Excel, or Google Sheets, subject to your Plan). Upon account closure, you will have 30 days to export your data before automatic deletion occurs.

4.7 California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell your personal information. For full details, please see our Privacy Policy.

4.8 Privacy Policy

Our collection and use of personal information in connection with the Service is described in our Privacy Policy, which is incorporated into these Terms by reference.

5. Subscriptions, Billing, and Refunds

5.1 Plans and Pricing

The Service is available under the following Plans:

We reserve the right to change pricing with at least 30 days written notice. Price changes will take effect at the start of your next billing cycle following the notice period.

5.2 Free Tier

The Free Plan is available indefinitely at no cost, subject to the usage limits described above. We reserve the right to modify or discontinue the Free Plan with 30 days notice.

5.3 Trial Period

New Organizations start with a 14-day trial of the Professional Plan. At the end of the trial period, your Organization will automatically transition to the Free Plan unless you subscribe to a paid Plan. No payment information is required to start a trial, and no charges will be incurred during or after the trial unless you voluntarily subscribe.

5.4 Billing and Auto-Renewal

5.5 Refunds

Voluntary cancellations are not eligible for prorated refunds. Your access to paid Plan features will continue until the end of your current billing cycle.

If we initiate cancellation of your subscription due to a service shutdown (see Section 8.3), you will receive a prorated refund for the unused portion of your current billing cycle.

5.6 Per-Organization Billing

Each Organization has its own independent subscription plan and billing. Charges for one Organization do not apply to or offset charges for another Organization, even if both are managed by the same user.

6. Service Availability and Disclaimers

6.1 Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to scheduled maintenance, software updates, or circumstances beyond our control.

6.2 No Warranty

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY. WE DISCLAIM ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

6.3 AI Accuracy

6.4 Not Professional Advice

The Service is a tool to assist with financial document reconciliation. It is not a substitute for the judgment of a qualified accountant, bookkeeper, CPA, or other financial professional. We are not responsible for any decisions made or actions taken based on the output of the Service.

7. Intellectual Property

7.1 Our Property

The Service, including its software, algorithms, user interface, design, format template library, documentation, and all related intellectual property, is and remains the exclusive property of the Company. These Terms do not grant you any rights to our intellectual property except the limited right to use the Service as described herein.

7.2 Your Property

You retain all rights to your Customer Data. Nothing in these Terms transfers ownership of your Customer Data to us.

7.3 Feedback

If you provide us with suggestions, ideas, or feedback regarding the Service, you grant us an unrestricted, irrevocable, perpetual, royalty-free license to use that feedback for any purpose without obligation to you.

8. Termination

8.1 Termination by You

You may close your account at any time from your account settings. Upon closure:

• Your subscription (if any) will be canceled at the end of the current billing cycle.
• You will have 30 days from the date of account closure to export your Customer Data.
• After 30 days, all Customer Data associated with your account will be permanently deleted from our systems.

8.2 Termination by Us (For Cause)

We may suspend or terminate your account immediately and without prior notice if you:

• Violate these Terms, including the Acceptable Use provisions in Section 2
• Fail to pay applicable subscription fees after reasonable notice and a grace period
• Engage in activity that we reasonably believe is fraudulent, harmful to other users, or damaging to the Service

If we terminate your account for cause, you will have 30 days from the date of termination to export your Customer Data, unless the termination is due to illegal activity, in which case we may delete your data immediately as required by law.

8.3 Service Discontinuation

If we decide to discontinue the Service, we will provide you with at least 30 days written notice before the Service is shut down. The notice will include:

• The date the Service will be discontinued
• The last date you can access the Service
• A 60-day data export window during which you can download all of your Customer Data, including uploaded source files, extracted transaction data, and reconciliation history
• The date on which all Customer Data will be permanently deleted
• Details of any applicable refund

If you are on a paid Plan at the time of discontinuation, you will receive a prorated refund for the unused portion of your current billing cycle.

After the data export window closes, all Customer Data will be permanently deleted from our systems, including from backups. You may request written confirmation of deletion.

8.4 Survival

Sections 4.1 (Your Data), 7 (Intellectual Property), 9 (Limitation of Liability), 10 (Governing Law), and 12 (Miscellaneous) survive termination of these Terms.

9. Limitation of Liability

9.1 Liability Cap

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE COMPANY'S TOTAL AGGREGATE LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE TOTAL AMOUNT YOU PAID TO US IN THE 12 MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM. IF YOU HAVE NOT PAID ANY FEES, OUR MAXIMUM LIABILITY SHALL BE $100.

9.2 Exclusion of Consequential Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL THE COMPANY BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, LOSS OF DATA, LOSS OF BUSINESS OPPORTUNITY, OR COST OF PROCUREMENT OF SUBSTITUTE SERVICES, REGARDLESS OF THE CAUSE OF ACTION OR THE THEORY OF LIABILITY, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

9.3 Third-Party Services

We are not liable for any failures, interruptions, or errors caused by third-party services that the Service relies on, including but not limited to cloud hosting providers, artificial intelligence providers, and payment processors.

10. Governing Law and Dispute Resolution

10.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Delaware, United States, without regard to its conflict of law provisions.

10.2 Dispute Resolution

Any dispute, controversy, or claim arising out of or relating to these Terms or the Service shall be resolved through binding arbitration administered in accordance with the rules of the American Arbitration Association. Arbitration may be conducted remotely (by telephone, videoconference, or written submission) at the election of either party.

10.3 Small Claims Exception

Notwithstanding the above, either party may bring an individual action in small claims court for disputes within the court's jurisdiction.

10.4 No Class Actions

You agree that any dispute resolution proceedings will be conducted on an individual basis and not as part of a class, consolidated, or representative action.

11. Changes to These Terms

11.1 Notice of Changes

We may update these Terms from time to time. When we do, we will publish the revised Terms with a new effective date and version number, and we will notify you at least 30 days before the changes take effect via email and an in-app notification.

11.2 Acceptance of Changes

When a new version of these Terms takes effect, you will be required to review and explicitly accept the updated Terms before continuing to use the Service. If you do not accept the updated Terms, you may export your Customer Data and close your account. Your continued use of the Service after accepting the updated Terms constitutes your agreement to the revised Terms.

12. Miscellaneous

12.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and the Company regarding the Service and supersede all prior agreements and understandings.

12.2 Severability

If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be enforced to the maximum extent permissible, and the remaining provisions shall remain in full force and effect.

12.3 Assignment

We may assign or transfer these Terms, in whole or in part, in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets, without your consent. You may not assign or transfer these Terms without our prior written consent.

12.4 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. A waiver of any provision shall only be effective if made in writing and signed by the Company.

12.5 Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under these Terms due to circumstances beyond its reasonable control, including but not limited to natural disasters, acts of government, internet or infrastructure failures, cyberattacks, pandemics, or labor disputes.

12.6 Contact

If you have any questions about these Terms, please contact us at:

MatchLedger
Email: support@matchledger.ai