Terms and conditions

1. B2B scope and eligibility

Fluxe is offered exclusively to professionals—companies, sole traders, individual enterprises and other entities acting for purposes related to their economic activity. The person opening the account represents that the professional details provided are true and current and that they have the capacity and authority to bind the Client. Any automated lookup or check against public registers is informational and does not replace this representation or the Client's obligation to verify its details.

These Terms, the Data Processing Agreement (DPA), the selected subscription offer and the order summary form the contract between the Provider and the Customer. The Privacy Policy informs about data processing; acknowledging it does not constitute consent to marketing or optional cookies. The Customer's terms apply only if expressly accepted in writing by the Provider.

2. Formation of the contract and proof of acceptance

Before payment, the Customer sees the subscription, period, total price, VAT treatment, and the recurring nature of the subscription. Checking the acceptance of terms and initiating payment constitutes the Customer's request or order. The Supplier confirms receipt of the order without delay by email, on a durable medium; the contract and subscription become effective only after payment and activation are confirmed.

The technical steps are: subscription and period selection, data completion and verification, correction of any displayed errors, acceptance of legal documents, initiation of Stripe payment, and payment and activation confirmation. The order, accepted documents, and commercial summary are archived by the Supplier, and the reproducible confirmation is sent by email. The actual contract is concluded in the language selected at checkout. The Supplier does not currently subscribe to an external code of commercial conduct.

For evidence and security, we retain the exact localised text of the Terms and Policy, the order and payment summary, versions, cryptographic fingerprints, date and time, IP address, user agent and company identity. The Customer receives contract confirmation in an HTML attachment that can be stored and reproduced. When accepting an update to legal documents, it receives by email a PDF copy of the accepted Terms, Privacy Policy and DPA. Accepted copies and acceptance data remain distinct from the public version displayed later.

3. The Service and its limits

Fluxe provides, depending on the subscription and configuration, tools for upload and scanning, OCR, document classification and field extraction, invoicing, organization, preparation of documents and data for administrative control or external review, VAT calculations, bank reconciliation, imports, exports, and integrations. Available features depend on account permissions and active external systems. Features marked beta, preview, or experimental may be modified or withdrawn.

Fluxe is not an accounting firm, tax consultant, lawyer, credit institution, or public authority. The platform does not assume the administrator's function and does not provide services reserved by law for a regulated profession. OCR or AI results, alerts, calculations, classifications, and suggestions are tools for the Customer's control.

Fluxe does not condition the contracting, activation, or use of the platform on the approval of a lawyer, data protection officer (DPO), chartered accountant, authorized accountant, or tax consultant. The Customer independently decides whether to request an opinion or an external review. If the Customer's activity is subject to a special legal obligation regarding accounting organization, DPO designation, or the use of an authorized professional, fulfilling it remains the Customer's responsibility and does not transform Fluxe into the provider of that professional service.

Monetary arithmetic is performed in exact minor units and fiscal rules are versioned where the function allows, but a result may be wrong if the source document, extracted field, VAT status, fiscal period, currency, rate, deductibility regime, ledger account, or selected legal rule are wrong or incomplete. Change in law, authority interpretation or Customer configuration may change the outcome applicable to a transaction.

Allocation of fiscal and accounting responsibilities: Fluxe is a technical software product for automation and management of document flows, not an accounting firm, and does not practice the accounting profession. The Accounting module prepares and organizes documents, data, verifications, and exports for the Customer's control and for any external review they choose. Fluxe does not select, contract, control, or validate the external review and has no relationship with the professional chosen by the Customer. The Customer is responsible for their source data, fiscal options, instructions, and declarations. The Supplier remains responsible for its own contractual and legal obligations, including security and processing under its control; no clause excludes fraud, intent, gross negligence, or liability that cannot be limited by law.

VAT treatment in the platform: issued documents use the active company's tax status. Companies not registered for VAT issue documents without collecting VAT, under the applicable tax regime. By exception, supporting documents received from suppliers and third parties retain and display the original VAT extracted from the issuer's document, since the tax obligation and collection regime belong to that issuer. The Customer must check and validate the VAT treatment applicable to each transaction before approving and recording the document.

4. Account, users and security

The Client provides accurate and up-to-date data, grants access only to authorised persons, and protects credentials, devices and digital certificates. Any incident or unauthorised use must be reported without delay. Activities performed through the account are attributed to the Client until the incident is reported, except where they are attributable to the Provider.

5. Subscriptions, price, VAT and invoicing

The price and currency are those shown in the order summary. The purchase page states whether VAT is included or does not apply, based on the Provider's configured tax profile. Discounts for longer periods apply to the total for the selected period and cannot be combined unless the offer states otherwise.

Payment is processed by Stripe or the processor identified at checkout. The Client authorises the processor to charge the payment method upon activation and at each renewal. The invoice and payment confirmation are made available electronically. Bank charges, currency-conversion costs and card-issuer fees are borne by the Client.

6. Duration, renewal, and subscription change

The subscription starts when payment is confirmed and renews automatically for the same period until cancelled. The next renewal date is shown in your account. Upgrades, downgrades and billing-period changes are confirmed separately before payment; their financial effect and effective date are those shown at checkout or in the Stripe portal.

The Supplier may change prices for future periods with reasonable prior notice. The price of an already paid period does not change retroactively.

7. Cancellation and refund

The Client may stop renewal from the Subscription page or Stripe portal. Cancellation takes effect at the end of the paid period and access continues until then. Account deletion stops future renewals for all Stripe subscriptions before local data is removed; amounts already due or being recovered remain governed by existing invoices, while account access ends upon deletion.

B2B payments for periods that have already started are not automatically refundable. A refund may be granted for a duplicate charge, an error attributable to the Provider, unannounced material unavailability or where required by applicable law. The request must include the invoice details and a verifiable reason.

8. Client data, export and deletion

The Client retains all rights in the data and documents it uploads. The Client grants the Provider a limited, non-exclusive and temporary licence to host, technically copy and process them as necessary to provide the service. The Client must have a legal basis for any third-party data entered into the platform.

Before deleting the account, the Client must export every invoice and document it is independently required to archive. Upon the deletion request, the Client's professional content is removed according to its instructions; transient technical copies may remain in backups for up to 7 days. The Provider separately retains only its own invoices, contract confirmation, payment, security records and evidence for as long as required by law or limitation periods.

The import models describe the supported technical structure, but do not certify the accuracy, legality or completeness of the imported data. The client checks the global period and filters of each export, recipient, access rights and protection of the resulting file. After downloading, the Customer is responsible for the secure storage, transmission and deletion of the exported copy.

Legal electronic archiving according to Law no. 82/1991 and Law no. 135/2007: Fluxe provides operational software tools for storing and accessing current documents, but it does not constitute and does not substitute an accredited electronic archive within the meaning of Law no. 135/2007, except in cases where such an accredited service is contracted separately. The Client is responsible for periodic export, compliance with the general 5-year retention period and any special applicable period, as well as for safe keeping of original files, ANAF receipts, and electronically signed documents.

9. External integrations, ANAF and artificial intelligence

Integrations with ANAF, SPV, e-Factura, e-Transport, banks, public registers, email and Stripe depend on third-party systems, authorisations and data supplied by the Client. A local submission confirmation does not replace an official receipt or authority validation. The Provider does not guarantee the availability or decisions of third-party systems, but will display the status it receives.

By accepting the Terms and connecting the SPV account, the Client authorizes Fluxe to execute, on its behalf and instruction, the technical operations of generating and transmitting to RO e-Factura and RO e-Transport that an authorized user initiates or that the Client activates through an automatic rule. The Client declares that the person granting access has the right of representation, is a designated or authorized representative, and that the data and certificate used are authorized. The Client may stop the automation or revoke the integration for the future; operations already transmitted and official receipts remain in the authority's records.

AI and OCR features may transmit the selected file or text and the instructions needed for analysis to the active provider. AI Assistant, when active, may transmit the message and conversational context needed for the response. Document and assistant providers are identified separately in the List of subprocessors. Local processing remains on Fluxe infrastructure. The platform checks the active company, permissions, calculations, confirmations and execution of actions. Results may omit, reverse or misinterpret dates, decimals, signs, currencies, tax IDs, VAT rates and amounts. A confidence score and the absence of a warning are not guarantees of accuracy.

Bank matching is a proposal based on clues such as amount, date, reference and counterparty; it does not alone prove the economic nature, the payment or the correct supporting document. Confirmation of a match rests with the authorized user. No OCR, AI or reconciliation result should be treated as legal truth, definitive record or statement submitted without the review required below.

Regulation (EU) 2024/1689 (AI Act) and external APIs: AI analysis and OCR features, including those using external API services, are assistance tools and do not independently make legal, financial or tax decisions affecting the Customer. Integrations with ANAF SPV, RO e-Factura, RO e-Transport, eMAG Marketplace, WooCommerce, Stripe and banking institutions also depend on third parties' terms, availability and limitations. The Provider does not control a third party's unavailability or decision, but remains responsible for its own implementation, monitoring and information within the contract and the law.

10. Customer Control, its instructions and responsibility

Before issuance, registration, declaration, transmission to an authority, reconciliation or export, the Customer checks the original document and at least the identity of the parties, the number and date, the fiscal period, the currency, the basis, the VAT rate and amount, the total, the deductibility regime, the accounts, the maturity, the duplicates and the supporting documents. The action of confirming, approving, issuing, exporting or transmitting by an authorized user represents the Customer's validation of that operation.

No external approval from a lawyer, DPO, chartered accountant, authorized accountant, or tax consultant is required by Fluxe before an authorized transmission by the Client. Any potential external review is organized separately and exclusively by the Client and does not suspend instructions given to the platform, unless the Client expressly stops the automation or integration.

If Customer activates rules, recurring imports, or other automation, Customer establishes responsible persons, thresholds, exceptions, and monitoring of results. The customer keeps the original documents and official receipts and does not rely exclusively on a copy, notification or local status from the platform for archiving or meeting a legal deadline.

The customer bears the consequences of false, inaccurate, incomplete, duplicated or wrongly uploaded source data, misconfiguration of the company or VAT, instructions and approvals given by its users, omission of reasonable control and non-compliance with deadlines under its control. This allocation does not transfer to the Customer the liability for a breach of the Supplier's own and cannot exclude the liability for the Supplier's own intent or gross negligence or other mandatory liabilities.

To the extent permitted by law, the Client bears the proven claims and costs that are directly caused by illegal content introduced by them, by their instructions contrary to the law, or by the unauthorized use of third-party data. This allocation applies only to the extent of the Client's contribution to the damage and does not cover the act, omission, fault, GDPR obligations, or the Supplier's own breach.

11. Permitted use

Fraud, fictitious documents, infringement of third-party rights, malware uploads, unauthorised security testing, access to other accounts, unauthorised resale, intentional overloading and circumvention of technical or commercial limits are prohibited. The Client is responsible for its content and the instructions it gives the platform.

12. Intellectual Property and Feedback

The platform, code, design, trademarks and documentation belong to the Provider or its licensors. The Client receives a limited, non-exclusive, non-transferable and revocable right to use them for the duration of the subscription. The Client may freely use documents and exports generated from its own data. Feedback may be used for improvement without disclosing the Client's confidential information.

13. Privacy and data processing on behalf of the Client

Each party protects confidential information received and uses it only for the contract. For personal data in the Customer's documents, the Customer is controller or, where applicable, an authorised processor, and the Provider is processor or subprocessor within the meaning of Article 28 GDPR, in accordance with the DPA.

The Provider processes this data for the duration of the service, solely on the Customer's documented instructions, for hosting, extraction, organisation, transmission and support; it ensures staff confidentiality, appropriate security measures, assistance with data subjects' rights and incidents, erasure or return on termination, and information reasonably necessary for audits. The Provider may use subprocessors identified in the public register under the DPA and remains liable to the Customer for performance of their obligations. The Customer may raise reasoned objections before a material change.

The Client's instructions include the international transfers described in the privacy policy. If the law requires the Provider to perform other processing, it informs the Client beforehand unless the law prohibits such notice. The Provider notifies the Client without undue delay of incidents and of any instruction it considers contrary to the GDPR.

Taking account of the nature of processing, the Provider assists the Client with data-subject requests and obligations under GDPR Articles 32–36, including security, incident notification, impact assessments and prior consultation. At termination, at the Client's choice, it returns available exports and deletes the data, or retains it only where applicable law requires this.

The Provider makes available the information needed to demonstrate compliance and permits reasonable audits or inspections while protecting the security and confidentiality of other clients. Sub-processors are contractually bound by the same essential data-protection obligations, and the Provider remains liable to the Client for their performance.

Data protection documents

Privacy Policy — Recipients and subprocessors.

14. Availability, backup and support

The service is provided on a commercially reasonable-efforts basis, without a guaranteed percentage SLA. Planned maintenance is communicated where possible, and urgent security work may be carried out without notice.

Support is provided through the displayed channels, with an initial response target of 48 business hours; this is not a guaranteed resolution time. Technical backups do not replace the Client's obligation to archive and retain documents as required by law.

15. Suspension and termination

The Provider may suspend access proportionately for non-payment, security risks, illegal use or a material breach, after giving notice where circumstances allow. Access may be suspended immediately in response to an urgent risk. The Client may request an export of its data, provided that doing so would not perpetuate the risk or a legal violation.

16. Warranties and Limitation of Liability

Each party is liable for direct, foreseeable and proven damages caused by the breach of contract. Provider applies reasonable design, testing and remediation measures, but does not promise that the software, OCR, AI, integrations or interpretation of rules will be uninterrupted or error-free.

To the extent permitted by law, the Provider is not responsible for indirect losses, unrealized profit, sanctions or decisions resulting from unverified data, errors or actions of the Client's users, confirmation of a wrong proposal that could be observed through the required control, the unavailability or response of third parties or the lack of backup copies and original documents of the Client. However, the supplier is liable for the directly proven damage caused by his own violation, within the limits below.

The Provider's total aggregate liability is limited to the amounts paid by the Client for the service during the 12 months preceding the event. The limit does not apply to fraud, wilful misconduct, gross negligence, breaches of confidentiality or data protection where limitation is prohibited, personal injury, or any other liability that cannot lawfully be excluded.

The Customer is the entity that organizes the accounting, establishes the tax treatment, and keeps the documents and receipts required by Accounting Law no. 82/1991, the Fiscal Code, GEO no. 120/2021, and other applicable regulations. The Supplier is not liable for a sanction caused exclusively by false data, an incorrect tax option, or the Customer's omission of control; however, it is liable, under the terms of this section and imperative regulations, for direct damage caused by its own breach.

17. Force majeure, changes and assignment

Neither party is liable for delays caused by events reasonably beyond its control, provided that it gives notice and takes reasonable steps to mitigate the effects. Material changes to the Terms are communicated before they take effect and receive a new version; continuation for a new period may require renewed acceptance. The Client may not assign the contract without the Provider's consent, except as part of a reorganisation that does not affect the obligations.

18. Governing law and disputes

The contract is governed by Romanian law. The parties will attempt to resolve disputes amicably for 30 days after notice is given; if no agreement is reached, B2B disputes will be resolved by the competent Romanian courts in accordance with Romanian law. If any clause is invalid, the remaining clauses remain unaffected.

B2B contract regime: Fluxe services are contracted by professionals, companies, PFA, individual or family enterprises, and legal entities for their professional activity. The right of withdrawal reserved for consumers does not apply to a Customer who contracts in this capacity. Payment and activation confirm the execution of the B2B contract and the express acceptance of the unusual clauses presented separately; cancellation and any refund follow the dedicated section and the mandatory rules applicable to the specific situation.

19. Contact and notifications

Contractual notices are sent to the account email address and the Provider's official address. For support or contract questions: contact@fluxe.ro.

20. Legal framework of reference

These terms are to be interpreted in conjunction with Romanian law and European Union law applicable on the date of the operation. The legal benchmarks and basic normative acts governing this contract, the limits of liability, and the operating regime of the Fluxe platform are:

• Civil Code (Law no. 287/2009): Art. 1.166 et seq. (The Contract), Art. 1.201–1.203 (Standard, unusual clauses, and express acceptance), Art. 1.270 (Binding force of the contract), Art. 1.350–1.355 (Liability and admissible limits of liability clauses);
• Electronic Commerce Law (Law no. 365/2002): Art. 7–9 regarding the formation and validity of contracts concluded by electronic means and the storage of consent as legal proof;
• Accounting Law no. 82/1991 (republished) and MFP Order no. 2.634/2015: regarding the exclusive obligations of the economic entity (the Client) to draw up, organize, sign, and keep financial-accounting documents and mandatory accounting registers;
• Fiscal Code (Law no. 227/2015) and Fiscal Procedure Code (Law no. 207/2015): regarding the declarative regime, the calculation and deduction of VAT, and the individual tax liability of the taxpayer;
• OUG no. 120/2021: regarding the national RO e-Factura system, the platform operating exclusively as an IT technical solution (art. 4), the transmission of data to ANAF / SPV being carried out under the mandate, authentication, and control of the Customer;
• Law no. 214/2024 and Regulation (EU) no. 910/2014 (eIDAS): regarding the use of electronic signatures, timestamps, and the provision of trust services;
• Law no. 135/2007 and Government Decision No. 432/2009: regarding the archiving of documents in electronic form;
• Regulation (EU) 2016/679 (GDPR), Law no. 190/2018 and Law no. 506/2004: regarding personal data protection, the DPA agreement, processing security, and the cookie policy;
• Regulation (EU) 2024/1689 (AI Act): Article 4 on AI literacy; Articles 14 and 26 on oversight and user obligations apply only to systems classified as high-risk. Checking OCR and AI proposals as required by these Terms is a contractual obligation and does not constitute such a classification;
• Law no. 8/1996: regarding copyright and related rights, for the protection of the source code, the Fluxe computer program, and the Administrator's databases;
• OUG no. 34/2014: regarding consumer rights (Articles 2 and 3 — B2B exclusion, confirming that relations between professionals are not subject to the right of withdrawal).

The official texts and rules in force on the date of the economic fact prevail over any summary, example, template, alert or technical version in the platform. The client must ask for a professional opinion for an unclear, material situation or with a high fiscal or legal risk.