Terms of Service

Last updated: July 31, 2026

1. Who we are

Scanly ("the Service", "we") is a document management and expense/invoice tracking tool for Romanian micro-businesses (SRL/PFA), operated by DOTUX SRL.

By creating an account or using the Service, you ("the User") agree to these Terms of Service.

2. What the Service does

The Service allows you to:

• Upload photographs, PDFs, or images of receipts and invoices
• Have documents processed by automated extraction tools (including third-party AI services) to identify supplier, tax ID (CUI), amounts, dates, and currency
• Review, correct, and categorize the extracted data
• View dashboards, currency conversions, and fiscal threshold estimates
• Export your data and documents for yourself or your accountant

3. Accounts

• You must provide accurate information and keep your password secure
• You may register via email/password or Google Sign-In
• You must notify us promptly of suspected unauthorized access
• We may suspend accounts that violate these Terms or pose a security risk

4. Subscriptions and payment

The Service is offered under the following monthly subscription plans, each with a limit on documents processed per calendar month:

• Subscriptions are billed monthly in advance. The billing cycle is anchored to the 1st of the calendar month; a first partial period is prorated.
• Payments are processed by Stripe Payments Europe, Ltd. We do not store or have access to your full card details.
• The document limit is indicative: exceeding it produces a warning but does not block uploads. Uploading new documents is suspended only if a payment fails or the subscription is cancelled.
• You may cancel at any time from the billing portal linked on your profile page. Cancellation takes effect at the end of the period already paid for, and access continues until then.
• Prices may change with at least 30 days' prior notice, effective from the next billing period.

Fees paid are non-refundable except where mandatory law requires otherwise. If you use the Service as a consumer within the meaning of Romanian GEO no. 34/2014, you have a 14-day right of withdrawal from conclusion of the contract; by requesting immediate performance of the service, you acknowledge that this right ends once the service has been fully performed.

5. Not financial, tax, or legal advice

The Service uses automated tools to produce estimates, categorizations, and informational content, including suggested expense categories, deductibility hints, fiscal threshold projections, and currency conversions.

All such output is provided for informational convenience only and does not constitute tax, accounting, financial, or legal advice. Automated extraction may contain errors. Threshold projections are estimates assuming a constant pace of activity; actual thresholds may differ.

You are solely responsible for verifying all figures and projections with a qualified accountant before relying on them for any filing or business decision.

6. Limitation of liability

To the maximum extent permitted by Romanian law, the Service is provided "as is," without warranties as to accuracy of extracted or calculated data. We are not liable for indirect or consequential damages. Our total liability is limited to the amount you paid in the 12 months preceding the claim.

7. Your data and content

• You retain ownership of all documents and data you upload ("Your Content")
• You grant us a limited license to store and process Your Content solely to provide the Service
• You are responsible for ensuring you have the right to upload any document
• You may export or delete Your Content at any time

8. Third-party services

The Service relies on the following third-party providers:

• Google (Gemini API, paid tier) — automated document data extraction
• Stripe Payments Europe, Ltd. — payment processing and subscription management
• Resend — transactional email
• Google Sign-In — optional OAuth authentication
• Hostinger — hosting for the application, database, and documents (data centre in Frankfurt, Germany)

A detailed sub-processor list, including processing locations, is set out in our Privacy Policy.

9. Acceptable use

You agree not to:

• Upload documents you do not have the legal right to process
• Attempt to reverse-engineer or overload the Service
• Use the Service for unlawful or fraudulent content
• Share your account credentials with unauthorized parties

10. Termination

Either party may terminate at any time. Upon termination, your access ends immediately and your data is handled per our Privacy Policy.

11. Governing law and disputes

These Terms are governed by the laws of Romania. Disputes are subject to the exclusive jurisdiction of the competent courts of Romania, except where mandatory consumer protection law provides otherwise.

12. Changes to these Terms

We may update these Terms from time to time. Material changes will be notified at least 14 days before taking effect.

13. Contact

Questions about these Terms: contact@scanly.ro