Terms of Service

1. Acceptance of Terms

By accessing or using ScanLedger ("the Service"), you agree to be bound by these Terms of Service ("Terms"), our Privacy Policy, Acceptable Use Policy, and Cookie Policy. If you do not agree, you must not use the Service. These Terms apply to all visitors, registered users, and paying subscribers.

2. Description of Service

ScanLedger is an AI-powered business data platform. It provides:

• Smart Data Capture — AI-powered extraction of structured data from documents including handwritten notes, receipts, invoices, inventory logs, and more
• Inventory & POS — product management, stock tracking, and point-of-sale transaction processing
• Bank Reconciliation — AI-assisted matching of bank statement transactions to your records
• Datasets & AI Chat — structured data collections with import/export and natural-language querying
• File Management — folders, uploads, and AI-powered search across your files
• Team Collaboration — role-based access, workspace switching, and real-time notifications

3. Account Registration

To use certain features you must register for an account. You agree to:

• Provide accurate and complete registration information
• Maintain the confidentiality of your account credentials
• Promptly update your information if it changes
• Accept responsibility for all activities that occur under your account
• Notify us immediately of any unauthorized access at [email protected]

You may sign up with email and password or via Google OAuth. Each individual may create only one account. You must be at least 16 years old to create an account.

4. Subscription Plans & Payment

ScanLedger offers three plans:

• Free — 5 document scans per day, 100 MB storage, 1 team member, 7-day data retention, 15 products, 30 monthly sales, 1 store
• Pro — unlimited scans, 1.5 GB storage, up to 5 team members, unlimited retention, full inventory & POS, bank reconciliation, datasets, AI chat, CSV export
• Enterprise — everything in Pro plus 5 GB storage, unlimited team members, custom roles & permissions

Paid plans are billed monthly or yearly. Yearly plans include two months free. We accept payments in NGN, USD, CAD, GBP, and EUR. NGN payments are processed by Paystack; all other currencies by Stripe. By subscribing you authorize recurring charges until you cancel.

When you upgrade mid-cycle, we prorate your charge — you receive credit for the unused portion of your current plan and pay only the difference for the new plan.

5. Free Tier & Trials

The Free plan is available indefinitely with the limits described above. We may also offer promotional coupons that grant time-limited free access to paid features or percentage discounts. Coupon terms are specified at the time of redemption and may not be combined.

6. Cancellation & Refunds

You may cancel your subscription at any time from your account settings. On cancellation:

• Your paid features remain active until the end of your current billing period
• At the end of the period your account reverts to the Free plan
• Excess team members are disabled (not deleted) and restored if you resubscribe
• Premium data is retained but becomes inaccessible until you upgrade again

For full refund details, see our Refund Policy.

7. Your Content & Data

You retain full ownership of all documents, datasets, inventory data, and other content you upload to the Service ("Your Content"). By using the Service, you grant us a limited, non-exclusive licence to:

• Process, store, and back up Your Content to provide the Service
• Transmit Your Content to AI providers solely to perform extraction and chat features you initiate
• Use anonymized, aggregated, non-identifiable data to improve our platform

You represent that you have the right to upload Your Content and that it does not violate any third-party rights. You can export your data at any time (CSV for datasets, direct download for documents).

8. Acceptable Use

Your use of the Service is subject to our Acceptable Use Policy. In summary, you agree not to use the Service for illegal activity, to upload harmful or offensive content, to attempt unauthorized access, to interfere with the Service, or to redistribute the Service without permission.

9. AI-Powered Features

Our Service uses third-party AI models (OpenAI, Google) for document extraction and dataset chat. You acknowledge that:

• AI-extracted data may contain errors — items below our confidence threshold are flagged for your review, but you are responsible for verifying accuracy
• AI chat responses are informational and should not be relied upon as professional financial, legal, or tax advice
• We are not responsible for decisions you make based on AI-generated output

10. Team Workspaces

If you invite team members to your workspace:

• You (the workspace Owner) are responsible for managing roles and permissions
• Team members can access workspace data according to the permissions you assign
• The number of team members is limited by your plan (Free: 1, Pro: 5, Enterprise: unlimited)
• If you downgrade and exceed the team limit, excess members are disabled, not deleted

11. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted or error-free service. We may perform scheduled maintenance with reasonable advance notice. We are not liable for downtime, data loss, or service interruptions caused by factors beyond our reasonable control, including internet outages, third-party service failures, or force majeure events.

12. Intellectual Property

The Service — including its design, source code, user interface, logos, and documentation — is owned by ScanLedger and protected by applicable intellectual property laws. You may not copy, modify, reverse-engineer, or create derivative works of the Service without our explicit written permission.

13. Disclaimer of Warranties

The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be error-free, secure, or uninterrupted. OCR and AI extraction accuracy may vary based on document quality, complexity, and handwriting legibility.

14. Limitation of Liability

To the maximum extent permitted by law, ScanLedger shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunities, or goodwill, arising from your use of the Service. Our total aggregate liability shall not exceed the amount you paid us in the twelve (12) months preceding the claim.

15. Indemnification

You agree to indemnify and hold harmless ScanLedger, its officers, directors, employees, and agents from any claims, damages, losses, liabilities, costs, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your infringement of any third-party rights.

16. Termination

We may suspend or terminate your account if you:

• Violate these Terms or the Acceptable Use Policy
• Engage in fraudulent or illegal activity
• Fail to pay subscription fees after a reasonable grace period
• Abuse the Service or its users

You may delete your account at any time from your settings. Upon termination, your right to use the Service ceases immediately. We will retain your data for 30 days to allow recovery, after which it will be permanently deleted (except where retention is required by law).

17. Changes to Terms

We may modify these Terms at any time. We will notify you of material changes at least 14 days in advance via email or a prominent notice within the Service. Your continued use after the effective date constitutes acceptance. If you disagree with updated Terms, you must stop using the Service and may request account deletion.

18. Governing Law & Disputes

These Terms are governed by the laws of the Federal Republic of Nigeria. Any dispute arising from these Terms or your use of the Service shall first be attempted to be resolved through good-faith negotiation. If negotiation fails, disputes shall be resolved through binding arbitration administered in Lagos, Nigeria, in accordance with the Arbitration and Conciliation Act, unless prohibited by your local law. Nothing in these Terms limits your right to seek injunctive or other equitable relief in a court of competent jurisdiction.

19. Contact Information

For questions about these Terms: