Agreement to these terms
These Terms of Service ("Terms") are a binding agreement between you and DocuBalance regarding your access to and use of the website at docubalance.com (the "Site") and related online services, including OCR-powered tools that help users extract, review, categorize, and export data from PDF documents such as bank and card statements (collectively, the "Services").
By accessing or using the Services - including by creating an account, uploading documents, or clicking an "accept" or similar button where presented - you agree to these Terms. If you do not agree, do not use the Services.
Our Privacy Policy explains how we collect and use personal information and is incorporated by reference. Capitalized terms used in the Privacy Policy have the same meaning here unless otherwise defined.
If you use the Services on behalf of a company or other legal entity, you represent that you have authority to bind that entity to these Terms, and "you" refers to that entity.
The services
DocuBalance provides OCR-powered software tools to extract transaction data from PDF statements, with optional AI-powered categorization and smart tagging. Features include batch processing, in-browser editing, export to multiple formats, and session management. Features may change over time. We may add, modify, suspend, or discontinue any part of the Services, including beta or experimental features, with or without notice, subject to applicable law and any commitments we make in a separate written agreement with you.
Important clarifications: The Services are not a bank, broker, custodian, or payment processor. We do not hold your funds, execute transactions on your behalf, or verify the accuracy of financial institutions' records. We provide tools only - you remain fully responsible for reconciliation, accuracy, and compliance with all applicable laws and regulations.
Safety and data security
Your financial data security is our number 1 priority. Because you are entrusting us with bank statements and financial records, we apply the strictest data protection standards:
- Instant deletion: PDFs are permanently and immediately deleted after processing. No backups, no archives, no exceptions. Files never persist on our servers.
- No data retention: Extracted transaction data is not retained unless you explicitly save it to your account. Sessions are cleared when you log out.
- No secondary use: Your financial data is never used to train models, build consumer profiles, test theories, or improve unrelated services. Period.
- No third-party sharing: Your statements and transactions are never shared with marketing platforms, ad networks, data brokers, financial institutions, or any party outside our direct operations.
- Encrypted always: All data in transit uses TLS encryption. Session data runs in your browser using secure storage, not transmitted to our servers unless you save explicitly.
- Audit-ready compliance: We maintain logs, follow industry best practices, and can prove compliance if audited or legally required to disclose.
If you ever have concerns about how your data is handled, contact us immediately. We believe transparency and honest answers are the foundation of trust with financial data.
Eligibility, registration, and account security
Eligibility
You must be at least 18 years old (or the age of majority where you live) to use the Services. By using the Services, you represent that you meet this requirement.
Accounts
You may need to create an account. You agree to provide accurate information and keep it updated. You are responsible for safeguarding your credentials and for all activity under your account, except to the extent caused by our negligence or a security failure solely on our side.
Notify us promptly through the Contact page if you suspect unauthorized access.
Your content and data
"User Content" means documents, files, text, labels, exports, and other materials you submit to the Services, including PDFs and derived outputs you generate.
Your responsibilities
- You are solely responsible for the legality, quality, and accuracy of User Content and for your use of outputs from the Services.
- You represent that you have all rights and authority needed to upload and process User Content, including any financial or personal information contained in your documents, and that doing so does not violate law, regulation, or agreements applicable to you (such as bank terms, employer policies, or professional confidentiality duties).
- You will not upload malware or content you do not have permission to use.
License to operate the Services
You grant DocuBalance a non-exclusive, worldwide, royalty-free license to host, process, transmit, display, and create derivative works from User Content solely as reasonably necessary to provide, secure, and improve the Services for you - including OCR extraction, format conversion, tagging, export, troubleshooting, and abuse prevention - consistent with our Privacy Policy.
Except for the rights granted above, DocuBalance does not claim ownership of your User Content.
OCR extraction and AI features
OCR Technology: We use optical character recognition to read PDF documents and extract transaction data (dates, amounts, merchant names, descriptions). OCR is accurate but not perfect. Errors can occur with unusual fonts, scanned documents, handwritten entries, or low-quality images. You should always verify extracted data against the original document before using it.
AI Smart Tagging (Optional): Certain features use machine learning to suggest expense categories based on merchant names and descriptions. These suggestions are optional and may be inaccurate, incomplete, or unsuitable for your specific situation, business type, or accounting method.
You agree to review all automated results (extracted data, categorization, totals) before relying on them for any decisions with financial, tax, legal, or compliance impact. Our processing of inputs and outputs for these features is described in detail in our Privacy Policy.
Acceptable use
You agree not to:
- Use the Services in violation of law or regulation, or to infringe others' rights;
- Attempt to gain unauthorized access to the Services, other users' data, or our systems;
- Interfere with or disrupt the Services (including by introducing malware or excessive automated traffic);
- Reverse engineer, decompile, or attempt to extract source code or models except where applicable law forbids this restriction;
- Use the Services to build a competing product by systematic scraping, harvesting, or benchmarking without our written consent;
- Misrepresent your identity or affiliation, or use the Services to send spam or deceptive communications; or
- Use the Services in connection with activities subject to specialized regulations where we have not agreed in writing to support such use.
We may investigate and suspend or terminate access if we reasonably believe you have violated these Terms or created risk for us or other users.
Fees, billing, subscriptions, and taxes
Some features require payment. Fees, plan limits, and billing cycles are described at checkout or in your account. Unless stated otherwise, fees are billed in advance, non-refundable except where required by law or expressly stated in writing.
You authorize us and our payment processors to charge your chosen payment method. You are responsible for applicable taxes (other than taxes on our net income). If a payment fails, we may suspend paid features until payment succeeds.
We may change prices or introduce new fees with reasonable advance notice where required. Continued use after the effective date may constitute acceptance; if you do not agree, you may cancel as described in your plan or contact us.
Free trials or promotional credits may expire or convert to paid plans as disclosed at signup.
Intellectual property
DocuBalance and its licensors own the Services, the Site, and all associated software, branding, and documentation, subject to open-source licenses where applicable. Except for the limited rights expressly granted in these Terms, we reserve all rights.
Feedback you voluntarily provide about the Services may be used by us without obligation or restriction.
Third-party services
The Services may integrate with or link to third-party websites, APIs, or tools. Third parties are not controlled by DocuBalance. Your use of third-party services is at your own risk and subject to their terms and privacy policies. We carefully vet vendors, especially those handling financial data, but do not guarantee third-party security or compliance.
Disclaimers
THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE." TO THE MAXIMUM EXTENT PERMITTED BY LAW, DOCUBALANCE DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT, AND ANY WARRANTIES ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.
We do not warrant that the Services will be uninterrupted, error-free, or free of harmful components, or that OCR extraction will be accurate, complete, or suitable for any particular compliance purpose. Extracted data may contain errors. AI categorization may be inaccurate.
Some jurisdictions do not allow certain disclaimers; in those jurisdictions, disclaimers apply only to the extent permitted.
Limitation of liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW: IN NO EVENT WILL DOCUBALANCE OR ITS AFFILIATES, OFFICERS, DIRECTORS, EMPLOYEES, OR SUPPLIERS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS INTERRUPTION, ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES, EVEN IF ADVISED OF THE POSSIBILITY.
DOCUBALANCE'S AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICES WILL NOT EXCEED THE GREATER OF (A) THE AMOUNTS YOU PAID DOCUBALANCE FOR THE SERVICES IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM OR (B) ONE HUNDRED U.S. DOLLARS (US $100), EXCEPT WHERE LIABILITY CANNOT BE LIMITED UNDER APPLICABLE LAW.
These limitations apply to any theory of liability, whether contract, tort (including negligence), strict liability, or otherwise. If you are responsible for reconciling extracted data and verifying accuracy before use, DocuBalance's role is limited to providing tools.
Indemnity
To the maximum extent permitted by law, you will defend, indemnify, and hold harmless DocuBalance and its affiliates, officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your User Content; (b) your use of the Services in violation of these Terms or law; or (c) your violation of anyone else's rights. This includes claims arising from reliance on inaccurate extracted data or incorrect categorization.
Suspension and termination
You may stop using the Services at any time. We may suspend or terminate your access if you materially breach these Terms, if we must comply with law, or if continued provision would create unreasonable risk. We may also suspend for safety reasons related to financial data security.
Upon termination, your right to use the Services ceases. Provisions that by their nature should survive (including intellectual property, disclaimers, limitations of liability, indemnity, and governing law) will survive. Your User Content will be deleted consistent with our data retention policies.
Governing law and venue
These Terms are governed by the laws of the United States and the State of Delaware, without regard to conflict-of-law principles that would require application of another jurisdiction's laws, except where preempted by applicable law.
Subject to mandatory local procedures where you reside, you agree that the state and federal courts located in Delaware will have exclusive jurisdiction over disputes arising out of or relating to these Terms or the Services, and you consent to personal jurisdiction there.
General
Changes
We may modify these Terms from time to time. We will post the updated Terms on the Site and update the "Last updated" date. If a change is material, we will provide reasonable notice where required by law. Continued use after the effective date may constitute acceptance. If you do not agree, you must stop using the Services.
Export and sanctions
You may not use or export the Services in violation of U.S. or other applicable export control or sanctions laws. You represent that you are not prohibited from using the Services under those laws.
Assignment
You may not assign or transfer these Terms without our consent. We may assign these Terms in connection with a merger, acquisition, corporate reorganization, or sale of assets.
Entire agreement; severability
These Terms, together with the Privacy Policy and any order form or enterprise agreement you enter with us, constitute the entire agreement regarding the Services. If any provision is unenforceable, the remainder remains in effect.
No waiver; independent contractors
Failure to enforce a provision is not a waiver. DocuBalance and you are independent contractors; nothing creates a partnership, agency, or employment relationship.
Electronic communications
You consent to receive communications from us electronically, including notices posted on the Site or sent to the email associated with your account, where applicable.
Questions or concerns?
For questions about these Terms or how we protect your financial data, contact us. For privacy matters, see our Privacy Policy.