1. Definitions
- "Service": The PepCerto web application, software, and related services.
- "User," "You": The individual or business entity that creates an account and uses the Service.
- "We," "Us," "Our": PepCerto, a company based in Belgium.
- "Access Point": The certified third-party Peppol Access Point provider we use to transmit your invoices to the Peppol network.
- "Content": Any data you enter into the Service, including but not limited to invoice details, client information, and financial data.
2. Description of Service
The Service lets you create invoices and send them to the Peppol e-invoicing network via our chosen third-party Access Point. Our role is limited to providing the software interface for invoice creation and passing the generated document to the Access Point.
3. User accounts and responsibilities
- Account security: You are responsible for keeping your password confidential and for all activity under your account.
- Accuracy of information: You alone are responsible for the accuracy, lawfulness, and completeness of all Content you create. This includes correct recipient details, VAT calculations, legal mentions, bank account numbers, and amounts due.
- No financial advice: We provide software, not accounting or legal services. The Service does not replace professional financial or tax advice. You remain responsible for your own tax and legal compliance.
- Authorised use: You will not use the Service for any unlawful or unauthorised purpose.
4. Data protection and privacy (GDPR)
This section is important for operating in Europe.
- Roles: For personal data of your clients that you include in invoices, you are the data controller and we are the data processor. You warrant that you have a lawful basis to process the personal data you enter.
- Our processing: We process your Content only to provide, secure, and improve the Service, and as you instruct us. We will not access your Content for other purposes without your explicit consent.
- Data we collect: We collect account registration data (name, email) and data necessary for the Service to function.
- Sub-processors: You acknowledge that we use third-party sub-processors. Our main sub-processor is the Access Point, which must receive invoice data for delivery. A list of major sub-processors is in our Privacy Policy.
- Storage: Your data is stored on servers in the European Economic Area (EEA).
5. Third-party services: Peppol Access Point
- Sending invoices depends on our third-party Access Point provider.
- We do not control and are not liable for the availability, performance, or failures of the Access Point or the Peppol network.
- Our liability is limited to successfully transmitting your generated invoice data to the Access Point. We do not guarantee delivery through Peppol to the final recipient.
6. Fees and payment
- The Service is billed by subscription as described on our pricing page.
- Fees are payable in advance and are non-refundable.
- We may change our fees with at least 30 days' notice.
7. Limitation of liability
The Service is provided on an "as is" and "as available" basis.
To the fullest extent permitted by law, PepCerto is not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to:
- Loss of profits, data, or goodwill.
- Errors, inaccuracies, or omissions in your invoice Content.
- Failures, delays, or interruptions of the Peppol network or the Access Point.
- Damage arising from your failure to meet tax or legal obligations.
Our total aggregate liability for any claim relating to these Terms is limited to the greater of (a) €100 or (b) the total fees you paid us in the 12 months before the event giving rise to the claim.
8. Indemnification
You agree to indemnify and hold harmless PepCerto and its staff against any claims, damages, liabilities, and costs arising from your use of the Service, your breach of these Terms, or your infringement of any law or third-party rights.
9. Term and termination
- These Terms apply until your subscription is ended by you or us.
- We may suspend or terminate your account at any time, including for breach of these Terms.
- After termination, you are responsible for exporting any Content you wish to keep.
- Voluntary cancellation: If you cancel your account, you have a 30-day period in which you may log in only to export your data (invoices, clients, and related content). After that period, your account and associated data will be removed in line with our retention policy. Cancellation is final and cannot be undone once confirmed. Your PEPPOL identifier will also be deactivated after this period; deactivation is handled by our administration.
10. Quotes and online acceptance
PepCerto may help you send a quote by email and let your customer make a simple online choice (accept or decline). This is a practical tool to record agreements.
- Not a party to your contract: PepCerto is not a party to the agreement between you and your customer.
- No legal advice: We do not guarantee that this form of acceptance is sufficient in every situation or sector. You remain solely responsible for assessing whether it fits your case and for obtaining professional advice where needed.
- Double confirmation: When your customer accepts online, you must still confirm yourself in your PepCerto account before converting the quote to an invoice.
11. Governing law and jurisdiction
These Terms are governed by the laws of Belgium. Any dispute shall be subject to the exclusive jurisdiction of the courts of Brussels, Belgium.
12. Changes to these Terms
We may amend these Terms. We will give at least 30 days' notice of material changes. Continued use of the Service after the new Terms take effect constitutes acceptance.
13. Contact
Questions about these Terms? Contact us at support@pepcerto.com.