Terms of service

Article 1. Scope

(1) These terms apply to all contracts between RADOM UG (haftungsbeschränkt), Telemannstr. 2, 60323 Frankfurt am Main, Germany (“we”) and the customer (“you”) about the use of xaf-ok.nl and the services offered on it.

(2) xaf-ok.nl is intended exclusively for business use. By creating an account or taking out a paid plan, you confirm that you act in the course of a trade, business or profession, for example as a company, accountant or bookkeeping firm, and not as a consumer.

(3) These terms apply exclusively. Your own deviating or additional terms only apply if we have expressly agreed to them in writing.

Article 2. The service

(1) xaf-ok.nl is web-based software with two functions:

• XAF viewer: open an existing XAF audit file (version 3.x or 4.0), check it for errors and, with a free account, download it as Excel.
• Converter: convert a general ledger export (CSV, Excel or PDF) into an XAF 4.0 audit file, mapping ledger accounts to RGS codes where possible.

(2) What you can use depends on your plan (free without an account, free with an account, Starter, Professional or Business) as described on the pricing page, including the number of exports per day and the maximum number of lines per file.

(3) We use Microsoft Azure OpenAI to suggest an RGS code for ledger accounts that our fixed rules cannot map reliably, and to read PDF ledgers. The privacy policy describes which data we send for this.

(4) We keep developing the service. Features may change as a result; the essential features of your paid plan are retained.

Article 3. Account and conclusion of the contract

(1) You can use the XAF viewer and a limited conversion without an account. For an account, you sign in with a link we send to your email address.

(2) The contract for a free account is concluded when you sign in for the first time. A paid plan is concluded when you complete checkout with Stripe.

(3) You make sure that your email address is correct and that only authorised persons have access to it.

(4) We may refuse an account without giving reasons.

Article 4. Prices and payment

(1) Current prices are shown on the pricing page. VAT is calculated at checkout under the applicable rules and shown on the invoice.

(2) You can use the free plans for an unlimited time, without any obligation to pay.

(3) Paid plans are billed monthly in advance. Payment is handled by Stripe; by taking out a paid plan you authorise us to collect the amounts due through Stripe.

(4) If a payment fails, your account falls back to the free plan until the payment succeeds.

(5) You can switch to another paid plan at any time on the pricing page. The price difference for the rest of the current billing period is settled immediately: for a more expensive plan it is charged at once and the new plan starts as soon as that payment succeeds; for a cheaper plan the credit is offset against your next invoices.

Article 5. Use of the service

(1) You receive a non-exclusive, non-transferable right to use the service within your plan.

(2) You may not:

• use the service for unlawful purposes;
• circumvent technical safeguards or the limits of your plan, for example by using several accounts;
• overload or disrupt the service;
• give third parties access to your account.

Article 6. Data and confidentiality

(1) The files you upload and the results remain yours. We acquire no rights to your data.

(2) We treat your data confidentially and process it only to provide the service. Conversions are deleted automatically: without an account after 7 days, in an account after 90 days. Keep the files you need yourself.

(3) You confirm that you are entitled to process the data you upload. If your files contain personal data of third parties, such as names of customers, suppliers or employees, we process it as your processor. Our data processing agreement applies to this and forms part of these terms.

Article 7. Availability

(1) We aim for high availability but cannot guarantee 100% availability.

(2) We carry out planned maintenance at times of low usage wherever possible.

(3) We are not liable for force majeure, such as failures of power or telecommunication networks or at our suppliers.

Article 8. Liability

(1) We are liable without limitation for personal injury and for damage caused intentionally or by gross negligence.

(2) In cases of slight negligence we are only liable for breach of an essential contractual obligation, and then limited to the foreseeable damage typical for this kind of contract.

(3) XAF files, RGS mappings and the viewer’s checks are tools, not an audit. You check the result before you use it or pass it on to third parties such as the Dutch Tax Administration or your accountant. We are not liable for the correctness of RGS suggestions made by Azure OpenAI.

(4) These limitations also apply to the persons we engage to perform the contract.

Article 9. Term and termination

(1) The contract runs for an indefinite period.

(2) You can end a free account at any time by deleting it in your dashboard.

(3) You can cancel a paid plan at any time with effect from the end of the current billing period, under “Manage subscription” in your dashboard or by email to support@xaf-ok.nl. You keep access until the end of that period; your account then falls back to the free plan.

(4) Either party may terminate the contract with immediate effect for good cause.

Article 10. Changes

We may change these terms. We will notify you of changes by email at least 30 days in advance. If you do not object within that period, the changed terms apply. If you object, you can cancel your plan.

Article 11. Final provisions

(1) This contract is governed by the law of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).

(2) The courts of Frankfurt am Main, Germany, have exclusive jurisdiction over all disputes arising from this contract, to the extent permitted by law.

(3) If a provision of these terms is invalid, the remaining provisions remain in force.

(4) These terms exist in Dutch and English. In case of differences, the Dutch text prevails.