Terms and conditions

1. Definitions

• Services: SaaS platform for invoice and receipt processing with AI, including Tandem connections.
• Client: the accountancy firm (or comparable organisation) that takes out a subscription.
• Administration: a specific client administration within the firm.
• Processing: one processing operation of a single document completed successfully by Agentancy, resulting in a (draft) posting. If the same document is processed again, that counts as a new Processing.
• Processor: New Generation Company B.V. (Agentancy).
• Controller: the Client.

2. AI output, duty to check and liability

The Client remains fully responsible for the tax and accounting correctness of all postings, including those proposed by AI or posted automatically.

• AI suggestions are a tool, not advice and not a substitute for professional checking. The Services are provided on the basis of a best-efforts obligation; Agentancy does not guarantee that the AI output is error-free or complete.
• Automatic posting mode can be switched on per administration / contact; responsibility for checking and final responsibility remain with the Client.
• Agentancy is not liable for incorrect postings, undetected errors or the tax consequences thereof, except in the event of intent or deliberate recklessness on our part.
• Agentancy is never liable for indirect damage (including consequential loss, lost profit, fines or additional tax assessments). Liability for corruption, destruction or loss of data is excluded.
• Total liability is limited to the amount the Client paid to Agentancy in the 12 months preceding the claim.
• The Client indemnifies Agentancy against third-party claims arising from the use of the Services or the AI output.

3. Tandem mode and third-party services

• Agentancy offers Tandem connections with various external scan & recognise platforms, including Exact Online Scan & Herken.
• The Client explicitly authorises Agentancy to log in to these services on its behalf using the credentials supplied by the Client, and declares that it is contractually entitled to grant this authorisation to a third party.
• The Services depend on third-party services (accounting packages, scan & recognise solutions, AI providers and hosting). Agentancy is not liable for malfunctions, changes or downtime caused directly or indirectly by these third-party services, including a changed UI or API that temporarily breaks a Tandem function.

4. Data and retention periods

• Core hosting and database are located in the Netherlands, Amsterdam region (EU); document storage and queue remain within European regions.
• Document and text AI uses Google Vertex AI in the fixed EU multi-region, EUrouter with a selected upstream provider, or OpenAI (contracting party OpenAI Ireland Ltd, with transfers under the EU-US Data Privacy Framework and EU Standard Contractual Clauses). On the EUrouter and OpenAI routes, content may be retained for up to 30 days in line with the provider policy; training and data collection are switched off and there is no silent provider fallback.
• The optional Gemini Live support feature is a separate worldwide processing operation started by the user. Google does not use paid service content for model improvement, but may retain content for abuse detection for up to 55 days.
• Source documents and the audit trail are retained for 7 years in accordance with the AWR / Wbftma. For property-related postings, 10 years applies.
• On termination of the contract: a 90-day grace period for data export, followed byredact-but-retain (personal data pseudonymised, source documents kept for the statutory retention obligation).

5. GDPR / Data processing agreement

• The data processing agreement (DPA) forms an integral part of these terms and conditions. One combined click-wrap agreement records both documents separately, each with its own version number.
• For liability connected with the processing of personal data, including fines from a supervisory authority, claims by data subjects under Article 82 GDPR and recourse between the parties, §8 of the data processing agreement applies. Where this conflicts with §2 of these terms and conditions, §8 DPA prevails, including the maximum stated there, which replaces the limit in §2 for that event rather than applying alongside it.
• Sub-processors are listed in the Privacy Statement. Changes are notified 30 days in advance.

6. Price and invoicing

• Subscriptions are invoiced monthly via Stripe; all rates are exclusive of VAT.
• Billing is per Processing, not per document. Where this article says "per document" or "documents", the count is per Processing. Every successfully completed Processing counts separately: for the trial period, for the volume tiers, for the numbers included per Administration, for excess usage and for line splitting. If the Client has the same document processed again (using the "Reprocess" function in the application, including in bulk), that is an additional Processing which counts additionally, regardless of the reason for reprocessing. A processing operation that is not completed successfully does not count. The Client can check the count per Administration in the application at any time.
• The first 100 documents or 30 days, whichever comes first, are free of charge (trial period; no payment method required).
• Tandem (alongside the existing scan & recognise solution): the total number of the firm's exception documents successfully processed by Agentancy in the calendar month is billed cumulatively: the first 1.000 documents €0,40 per document, the next 2.000 €0,30 per document and everything above that €0,20 per document. The firm minimum for Tandem is €40 per month. Line splitting costs an extra €0,20 per document.
• Totaal (full processing): active Administrations are billed cumulatively per tier. The first 15 active Administrations cost €9 per Administration, the next 35 €6 and every active Administration from number 51 onwards €3,95 on a monthly contract or €3,49 on an annual contract. Each price applies only to Administrations within that tier. The firm minimum is €90 per month. "Active" = at least 3 successfully processed documents in the preceding 3 calendar months; dormant Administrations are not invoiced. Per active Administration and per calendar month, 30 documents are included, not pooled with other Administrations. Only documents above 30 at that same Administration are settled at €0,19 per document. From 200 active Administrations onwards Agentancy caps, after the Client has stated a positive current monthly amount and the latest supplier invoice has been checked, the full Totaal monthly price at the verified monthly amount the Client is paying for scan & recognise at that moment. Any excess usage and optional line splitting fall within this cap. A rate change is announced at least 30 days in advance and never applies retroactively.
• Archive module (optional): for €199 per firm per month Agentancy acts as a digital archive of source documents, retaining all documents and postings processed via Agentancy in accordance with the periods in article 4, a one-off import of the existing archive (documents and posting data) from a connected scan & recognise package in so far as that package makes those data available via its connection, and unlimited bulk export of the entire archive (ZIP with documents and postings as CSV/JSON). Activation takes place in the application by a user authorised to do so and is recorded in the audit log; cancellable monthly, after which article 4 (retention periods) and article 8 (data export) continue to apply to items already stored.
• For Tandem, the document price above applies. For Totaal, only €0,19 above the fair use applies. Line splitting costs €0,20 per document in Tandem and €0,09 per document in Totaal. There is no price per user.
• VAT handling for EU B2B clients in accordance with the reverse-charge rules via Stripe Tax.
• Invoices are collected automatically via Stripe; for manual invoicing a payment term of 14 days applies. If payment is not made on time, Agentancy may suspend the Services.
• Agentancy may index the rates annually on 1 January in line with the CBS price index, with a minimum of 3%.

7. Custom work and cooperation

• The subscription covers the standard technical configuration and regular use. Work beyond that ('custom work'), such as client-specific posting logic, setting up specific general ledger schemes, or problems arising from the configuration of the Client's systems, is invoiced separately at the applicable hourly rate, subject to prior written approval.
• The Client provides the necessary cooperation in good time (correct data, and for connections the necessary access/credentials). Delays or additional costs resulting from a failure to do so are for the Client's account.

8. Cancellation

• The monthly contract can be cancelled monthly. The annual contract has an initial fixed term of 12 months and is invoiced monthly. After that it continues for an indefinite period and can be cancelled monthly.
• On cancellation: the current month is still invoiced; a data export window of 90 days applies.

9. Service level and support

• Best-effort uptime, no 24/7 guarantee during the MVP phase.
• In the event of an outage: no credit or refund, except for downtime of >72 consecutive hours (pro rata credit on the next invoice).
• Support is provided on working days during office hours (9:00–17:00) and is a best-efforts obligation: we aim to respond in good time, but do not guarantee that every reported problem will be resolved (in full).
• For support, administration and troubleshooting, an Agentancy system administrator can temporarily log in as your firm to look along and, where necessary, carry out actions. This is done under confidentiality, is limited to your firm, expires automatically, is visible through a banner and is fully audited. The safeguards are set out in the Data Processing Agreement (DPA).

10. Name use and reference

• New Generation Company B.V. (Agentancy) may use the trade name, company name and logo of the Client as a reference in its external communications, including the website and (online) expressions such as newsletters, social media and presentations, to identify the Client as a user of the Services.
• The Client may object to this in writing at any time (by email to info@agentancy.nl); Agentancy will then stop the use for future communications within a reasonable period.

11. Right of use, intellectual property and usage restrictions

• For the term of the agreement, the Client obtains a non-exclusive, non-transferable and non-sublicensable right of use in respect of the Services, solely for internal use within its own organisation for the purposes of its own (client) administrations.
• All intellectual property rights in the Services, including the software, the user interface, the AI configuration and prompts, the connections, documentation and other materials, vest exclusively in Agentancy or its licensors. No intellectual property rights are transferred to the Client.
• The Client is not permitted, except in so far as mandatory law allows: to copy, reverse-engineer or decompile the Services or parts thereof, or to create (or have created) derivative works from them; to access or read out the Services in an automated way (including scraping, crawling or automated data extraction), other than through the connections Agentancy offers for that purpose; to use the Services or their operation, screens, structure or output to develop, train or improve (or have developed, trained or improved) a product or service competing with the Services, including an AI model; or to give third parties, including (potential) competitors of Agentancy, access to the Services for analysis, benchmarking or development purposes, without Agentancy's prior written consent.
• Accounts and trial periods are intended solely for the Client's own organisation. Creating or using an account (partly) for the benefit of a competitor of Agentancy counts as a material breach; in that case Agentancy is entitled to suspend access immediately or to terminate the agreement with immediate effect, without prejudice to its other rights (including the right to compensation).

12. Changes

Material changes are announced 30 days in advance by email. If the Client objects, it may cancel.

13. Governing law

Dutch law. Midden-Nederland District Court.

Consent trail

At signup, the firm owner records these terms and the data processing agreement with a single click-wrap agreement. The following are recorded: both versions, who gave consent (name, email and job title), the moment (timestamp), the IP address and the user agent, plus a snapshot of the legal counterparty (Chamber of Commerce number and legal name). The trail is kept for 7 years.

These terms and conditions (version 1.17) are effective from 12 August 2026. For substantive questions: info@agentancy.nl.