Terms and conditions

1. Scope and contracting parties

These general terms and conditions (Allgemeine Geschäftsbedingungen, AGB) govern the contractual relationship between FluxonLab (sole proprietorship, Einzelunternehmen, owner: Çağrı Bozgeyik), Arndtstraße 68, Tür 3, 1120 Wien, Austria (hereinafter "Provider"), and its customers (hereinafter "Customer" or "User") regarding the use of the software platform Saldek.

The offer is directed exclusively at businesses within the meaning of § 1(1) no. 1 and (2) of the Austrian Consumer Protection Act (Konsumentenschutzgesetz, KSchG) or § 14 of the German Civil Code (BGB) and at legal persons under public law. Consumers are excluded from use. By registering, the Customer confirms acting as a business. Transactions a natural person enters into before starting their business (§ 1(3) KSchG) are not covered; in that case registration is not permitted. If the Customer falsely states that they act as a business, the Provider may terminate the contract for good cause. Deviating, conflicting or supplementary general terms and conditions of the Customer do not become part of the contract, even if the Provider is aware of them, unless the Provider has expressly agreed to their validity in writing.

2. Subject of the contract and scope of services

The Provider makes available to the Customer a web-based software-as-a-service (SaaS) platform comprising the following core functions:

• Digital document intake (PDF, image files, e-mail forwarding).
• Automated optical character recognition (OCR) and structured data extraction (invoice number, date, VAT IDs, tax rates, amounts).
• Generation of booking proposals based on the Austrian standard chart of accounts (Einheitskontenrahmen, EKR) or SKR03/SKR04.
• Tamper-proof archiving of posted documents (WORM) to support the retention obligations under § 132 BAO and § 147 AO.
• Export function for tax advisers' practice software (DATEV, BMD).

Which functions a plan includes is set out in the pricing overview.

4. Retention obligations (§ 132 BAO, § 147 AO)

The statutory retention obligation lies with the Customer. In Austria it is generally seven years under § 132 BAO; in Germany, under § 147(3) AO, it is eight years for accounting vouchers and ten years for books, records and annual financial statements; it can be extended for as long as records matter for pending proceedings. Saldek supports the Customer: documents that are the basis of a posted entry are locked against alteration and deletion in WORM storage with a SHA-256 checksum, for Austrian organisations for seven years and for German organisations for eight years from the end of the calendar year; organisations in other countries get the same seven-year lock, which the Customer must reconcile with their national periods. Documents not yet posted are not locked. Books and records that must be kept longer than the lock lasts (ten years in Germany) are secured by the Customer with the exports under clause 11.

5. Availability, support and data centres

The Provider aims for an availability of the software platform of 99.5% on an annual average. This value is a non-binding target and not an assurance of any particular availability; the statutory warranty (section 8) remains unaffected. The Provider announces planned maintenance to the Customer in good time. A contractually assured availability (service level agreement) applies only if it is set out in a separate written agreement with the Customer on the Enterprise plan.

The software platform and its databases run on servers of Hetzner Online GmbH in Germany; documents are stored with Amazon Web Services in the Frankfurt am Main region (Germany). In the "Standard" mode, documents, booking details and imported bank transactions are transmitted to AI services in the USA (TypeSafe, OpenAI and, if OpenAI does not respond or responds with nothing usable, Google); the basis is the EU standard contractual clauses, for Google the EU-US Data Privacy Framework, otherwise also the EU standard contractual clauses. In the "Without AI" mode, this transmission does not take place. Regardless of the mode, Resend in the USA sends the service's e-mails (for example invitations, confirmation codes and the invoices the Customer sends from Saldek to their customers); the basis is also the EU standard contractual clauses. Details are given in the list of sub-processors.

6. Fees, terms of payment and term of the contract

The fee depends on the subscription plan chosen by the Customer (Starter, Business, Pro, Enterprise) according to the pricing overview, which also states the scope of services and the AI credits of each plan. All prices are in euro (EUR). The Provider is a small business: no VAT is charged under § 6(1) no. 27 of the Austrian VAT Act (UStG).

A newly created organisation can try Saldek with all features free of charge for 30 days, with up to 300 documents, without providing a means of payment. The trial does not turn into a paid subscription automatically and costs nothing. The Provider reminds the Customer by e-mail seven, three and one day before the trial ends and on its last day. There is no permanent free plan: to keep using Saldek without restriction after the trial, the Customer chooses a paid subscription plan.

The trial and the 1,000 starter AI credits are granted once per person: only the first organisation a person creates receives them. Every further organisation of the same person gets no further trial and no starter credits; it needs a paid subscription plan from the start. The starter credits expire when the trial ends.

Read-only mode without a subscription: If an organisation has no paid subscription plan after the end of the trial or of a subscription, it continues read-only (read-only mode). The Customer can still sign in, view and search all data, download original documents, create all exports (among them PDF, CSV, DATEV, BMD, ZIP and the personal-data export), manage the existing members, contact support, take out a subscription plan and close or delete the organisation. Not available in read-only mode are, in particular, uploading and receiving new documents (in the browser, by e-mail, through connections and messengers), AI functions, connecting mailboxes and storage, new invoices and sending them, bank statement imports and new bookings. Existing connections are paused, not deleted. No data is deleted because of non-payment. Once a subscription plan is taken out, the features of the chosen plan are available again immediately.

The billing period of a paid subscription plan is one month or one year, at the Customer's choice. The fee is charged in advance for the whole billing period, so with yearly payment the yearly fee is paid in advance. The subscription renews automatically for the chosen billing period unless it is cancelled before that period ends. The Customer can cancel at any time in the application under "Billing → Manage subscription" or by e-mail to contact@fluxonlab.com; the cancellation takes effect at the end of the paid billing period (month or year), and the plan remains usable until then. Fees already paid are not refunded pro rata unless these terms or mandatory law provide otherwise.

6a. Price changes

The Provider may change the prices with effect from the next billing period. It announces the change by e-mail at least 30 days before it takes effect. If the Customer does not agree, they can cancel the subscription at the end of the current billing period; the previous price applies until then.

6b. Plan changes and refunds

The Customer changes the subscription plan in the application under "Billing".

Changing to a higher subscription plan (a higher plan, or from monthly to yearly payment): the new subscription plan starts at once, with a new billing period from the day of the change. The Customer pays the price of the new plan minus the remaining value of the previous plan. The remaining value is the price paid for the previous plan for the current billing period (after discounts) multiplied by the smaller of two shares: the part of the paid billing period that has not yet passed, and the part of the AI credits granted with the payment for that period that has not been consumed (with yearly payment: those granted up to the change). Amounts already refunded, and the credits removed with them, are not counted. The remaining value is rounded to the cent in the Customer's favour. If it is higher than the price of the new plan, the difference is set off against the following invoices.

Changing to a lower subscription plan (a lower plan, or from yearly to monthly payment): the change takes effect at the end of the paid billing period; the previous plan remains usable until then. Nothing is refunded for the rest of the period.

Refunds: Fees already paid are not refunded pro rata (section 6). If the Provider grants a refund voluntarily in an individual case, the refund is the payment for the current billing period, less amounts already refunded, multiplied by the same smaller share as for the remaining value. The subscription then ends at once; without a new subscription plan the organisation continues read-only (read-only mode, section 6).

7. AI credits

The automated reading of documents and other AI functions consume AI credits. How many credits an operation consumes depends on the document type and the number of pages (pricing overview). The credits expected to be needed are reserved before processing; credits not consumed are returned. Credits that expire first are consumed first. In the rules on credits from a subscription plan , a month is the respective monthly period of the plan that starts with the beginning of the subscription or the plan, not the calendar month. This provision does not apply to the validity of credit packs.

Credits from a paid subscription plan: Every paid subscription plan includes the number of AI credits stated in the pricing overview each month; with yearly payment, they are credited monthly. Credits of a month that are not consumed remain usable in the following month and expire at its end; there is no further carry-over. When changing to a higher subscription plan (section 6b), the organisation receives the full monthly allowance of the new plan at once; the unconsumed credits of the previous plan from the current billing period lapse, because their value is set off in the remaining value. Credit packs and still usable credits from earlier months are not affected.

Credit packs: Credit packs purchased in addition are valid for 12 months from the purchase and expire afterwards.

End of a subscription: If a paid subscription ends, the organisation's remaining credits are kept until their regular expiry: credits from the subscription plan until the end of the month following their crediting, credit packs until the end of their validity. They cannot be used in read-only mode (clause 6); with a new subscription plan they are usable again until they expire.

Refunds: If a payment is refunded, the credits granted with this payment lapse to the extent that they have not yet been consumed. With a full refund, all credits of this payment not yet consumed lapse. With a partial refund, at most the refunded share of the credits granted with this payment lapses, limited to those not yet consumed; if, for example, half of a payment is refunded, at most half of its credits lapse. Credits already consumed remain consumed; the credit balance does not become negative as a result. If the Provider voluntarily refunds the remaining value (section 6b), all credits from the payment for the current billing period that have not yet been consumed lapse.

Voluntary credits: Credits that the Provider grants without payment (for example as a goodwill gesture or as part of a promotion) are valid until the expiry stated when they are granted.

No monetary value: AI credits are a usage allowance of the software platform. They have no monetary value and are neither paid out, nor bear interest, nor are exchanged for money. Credits are available only to the organisation to which they were credited; expired credits are not replaced.

8. Liability and warranty

The Provider gives warranty in accordance with the statutory provisions of Austrian law.

The Provider is liable without limitation for intent and gross negligence and for personal injury. Liability for slight negligence is excluded. Where liability for slight negligence exists by mandatory law, it is excluded for indirect damage, consequential damage and lost profit and limited per incident to the fees the Customer paid in the twelve months before the damaging event. The Provider is not liable for tax disadvantages that arise because the Customer approved proposals of Saldek without the review under clause 3.

9. Data protection and data processing agreement (AVV)

Insofar as the Provider processes personal data on behalf of the Customer in the course of providing the services (for example document data of the User's business partners), the parties conclude a data processing agreement under Art. 28 GDPR (AVV). The AVV consists of the European Commission's standard contractual clauses under Implementing Decision (EU) 2021/915 with Annexes I–IV and the supplementary provisions on the AVV page; it is part of these terms and is concluded on registration. The detailed data protection provisions can be found in the privacy policy.

10. Applicable law and place of jurisdiction

This contract and all disputes arising from it are governed exclusively by the law of the Republic of Austria, excluding the conflict-of-laws rules of private international law and the UN Convention on Contracts for the International Sale of Goods (CISG).

The exclusive place of jurisdiction for all disputes arising from or in connection with this contract is the court with subject-matter jurisdiction at the Provider's seat in Vienna, Austria.

11. End of the contract and data export

When the trial or a paid subscription ends without a new subscription plan, the organisation continues in read-only mode (clause 6); documents and entries remain stored and can be exported at any time (documents, journal, DATEV and BMD export). No data is deleted because of non-payment. The Customer can close the organisation in the settings — it then stays stored read-only and exportable and is deleted automatically after the end of the retention period for Austrian organisations, for others once the Customer deletes it — or delete it immediately; before a deletion the Customer should create an export. The statutory retention obligation remains with the Customer (clause 4).

12. Conclusion of the contract, contract language and changes to the terms

Conclusion of the contract (§ 9 ECG): The Customer fills in the sign-up form, confirms acting as a business, accepts these terms including the AVV and submits the form with "Create account"; this concludes the contract for use during the trial and in read-only mode. The Customer orders a paid subscription or a credit pack in the application under "Billing"; that contract is concluded when the payment on Stripe's payment page is completed. The Customer can identify and correct input errors in the form fields and on the payment page before submitting. The Provider stores which version of the terms the Customer accepted; the current version is available at any time under Terms and can be saved and printed. The contract language is German; translations are for information.

Changes to the terms: The Provider announces changes to these terms by e-mail at least 30 days before they take effect. If the Customer does not object by the time they take effect, the changes are deemed accepted; the Provider points out this consequence and the right to object in the notice. If the Customer objects, either party may terminate the contract as of the date the change takes effect.

13. Suspension of access

The Provider may suspend access if a payment due remains unpaid for 14 days despite a reminder or if the Customer uses the platform unlawfully or contrary to these terms; it announces the suspension in advance where reasonable. The data export remains possible during a suspension.