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Terms & Conditions

Terms of Use and Privacy Statements for all EzzyBills Users:

Terms of Use: These Terms are binding on any use of the Service and apply to You, a registered user, from the time that EzzyBills provides You with access to the Service.

  • EzzyBills Services will evolve over time with updates on the website. It is Your obligation to ensure that You have read, understood and agree to the most recent terms of use on the Website.
  • EzzyBills process invoice data for you. The definition of invoice on this webpage includes all document you submitted to EzzyBills for processing, such as a purchase bill, sale invoice, receipt, order confirmation and any other document you submitted to EzzyBills for processing.
  • The free trial is limited to 14 days and maximum 100 invoices. After the free trail, it is Your obligation to pay for the service if you wish to continue to use. It is Your obligation not to apply different user names for the same service. Use of the EzzyBills Service may be subject to limitations, including but not limited to annual transaction volumes.
  • During the free trial, you will provide us with your email address. This email address will be used for communication between us and you. We may add your email address to our newsletter email address database. If you do not want to receive newsletters, you can unsubscribe by clicking the “unsubscribe” button at the end of each newsletter.
  • During the free trial, you may provide us with your phone number. This is optional. We may call this number to check whether you have any questions that we can help you with.
  • Your invoice data remain Your property. However, Your access to the data is contingent on full payment of the EzzyBills subscriptions when due. For your account that is not paid for the services for longer than a year, EzzyBills may delete the data from its database without notice.
  • You must maintain copies of all data input into the Service. EzzyBills adheres to its best practice data back-up regime and accounting industries’ best practices in record keeping for a minimum of seven years.  EzzyBills does not make any guarantees that there will be no loss of data. EzzyBills expressly excludes liability for any loss of data no matter how caused.
  • EzzyBills automatically processes the invoice data for you, and it acknowledges that the success rate is less than 100% due to various reasons. EzzyBills attempts to extract line items from each invoice, however it does not guaranteed that the line items on all invoices will be extracted due to various reasons. It is Your obligations to validate all EzzyBills invoice data extraction before using them for accounting and any other purposes. EzzyBills excludes any liability for any inaccuracy of the invoice data extraction.
  • Unless you’re in a free trial, you’ll need to pay for a subscription based on the pricing of your selected plan. The pricing details and other terms of your subscription are explained when you select your plan. Subscription fees and pricing plans may vary by region and are set out in the applicable offer details and pricing information published on the EzzyBills website and within the EzzyBills application. EzzyBills may update, amend, or replace its pricing plans from time to time. The applicable pricing plan forms part of these Terms. Any changes to pricing plans will apply only to future subscription periods and will not affect fees already paid for the current subscription term. Current pricing is available on the EzzyBills website pricing page and on the “Buy” page within the EzzyBills application.

  • Each EzzyBills subscription includes a maximum document quota for the applicable subscription period. All documents processed, created, generated, or otherwise produced by or through the EzzyBills service are counted against the document quota allocated to Your paid subscription.

  • To continue using the EzzyBills service, Your subscription must be renewed when the subscription period expires or when Your available document quota is exhausted.

    If your account’s billing status is set to Automatic Billing Active, EzzyBills may automatically renew your subscription when either the subscription period expires or your remaining document quota falls below 100 documents.

    If a renewal is triggered by a low document quota (rather than the end of a subscription period), any unused documents from the current subscription will be carried forward to the renewed subscription.

    If Your account’s Billing Status is not set to Automatic Billing Active, EzzyBills may send You a renewal notification. To renew Your subscription, You must log in to Your account and buy a subscription manually.

  • An EzzyBills account may be renamed at any time. Connections to accounting software, business systems, or other third-party services may be added, removed, disconnected, or reconnected as required.

Privacy Statements:

  • EzzyBills collects the minimal amount of personal data from You, for the sole purpose of performing document processing services to You.
  • EzzyBills collects Your personal data You provided when You registered and is committed to protecting the security of Your personal information.
  • EzzyBills keep a copy of all document you submitted to EzzyBills for processing, for the purpose of tax office record keeping and EzzyBills internal record keeping.
  • EzzyBills periodically obtain accounting data from your nominated accounting system, authorized by You for the connection with EzzyBills. Only relevant data will be obtained for the sole purpose of perform document processing services to You.
  • EzzyBills may monitor Your invoice data processing, for the sole purpose of improving invoice processing accuracy for You.
  • EzzyBills will not disclose Your personal information, document and accounting information to a third party unless You have provided Your explicit consent or compelled by the court orders.
  • EzzyBills does not store Your payment card information.

Terms of Use and Privacy Statements for Google Drive Access:

EzzyBills’ usage of Google Drive is described below.

  • EzzyBills only reads files from the dedicated folder You created on Your Google Drive named “EzzyBillsUpload”
  • Once a file has been uploaded to the folder (“EzzyBillsUpload”) by You, it is processed by EzzyBills for invoice data automation and moved to a folder named “EzzyBillsDone”, which will be created by EzzyBills if it does not exist.
  • EzzyBills does not delete any files in Your google drive.
  • EzzyBills extracts invoice data from the files in your Good Drive folder “EzzyBillsUpload” and exports them to Your accounting package that You have authorised EzzyBills to integrate with. Other than this, EzzyBills does not share any of Your google drive files and the information contained on the files with any other third party.

Terms of Use and Privacy Statements for Gmail and Office365 Access:

EzzyBills’ usage of Google and Office365 Email as described below.

  • After you authorize the connection EzzyBills will create an EZZYBILLS folder an EZZYBILLS/BILLS folder and a EZZYBILLS/STATEMENT folder.
  • EzzyBills only reads emails in the INBOX or the EZZYBILLS folder.
  • In Automatic mode, any emails that you receive (to your INBOX) will be read. If they contain an invoice, these invoices will get processed and exported to your accounting system, and afterwards they will be moved to the EZZYBILLS/BILLS folder.
  • In Manual mode, any emails moved to the EZZYBILLS folder will be read, and if it contain an invoice, the invoice will get processed and exported to your accounting system. If an email does contain an invoice it will get moved to the EZZYBILLS/BILLS folder.
  • EzzyBills does not delete any emails from your account.
  • EzzyBills extracts invoice data from your incoming emails. It then exports invoice data and these files to the accounting application that You have authorised EzzyBills to integrate with. Other than this, EzzyBills does not share any of Your emails or information contained in the emails with any other third party.
  • EzzyBills’ use of information received, and EzzyBills’ transfer of information to any other applications, from Google APIs will adhere to Google’s Limited Use Requirements.

GDPR Compliance

In 2012, the European Commission began a process to reform Europe’s existing data protection laws by proposing a new data protection regulation to replace the current Data Protection Directive. GDPR was agreed and adopted in 2016 and will take effect on 25 May 2018.

At EzzyBills, we take our responsibilities under GDPR seriously. That’s why our security and development teams have identified and implemented necessary changes to be compliant with GDPR. We have stringent procedures to key data subject rights, such as subject access requests and the right to request deletion.

The data privacy principles that EzzyBills have adopted from the inception, as detailed on this web page above, have positioned us correctly for the introduction of any data privacy initiatives such as GDPR. Here is a summary of the key features we have, including changes we have made recently for the GDPR compliance:

  • Minimal collection of private information. The primary item of information that EzzyBills collects from users is an email address. This is collected at initial user sign-up. Subsequently, document, such as bills, sale invoices and receipts, are uploaded by users to EzzyBills for data extraction and processing. The extracted data, and/or a copy of the document are exported to the user’s accounting system. EzzyBills also obtains minimum user’s data from user’s accounting system, the connection to which is authorized by the user at the initial setup.
  • Compliant use of private information. User email addresses are used only for communication with the user and not distributed or used in any other way. Document files are uploaded by the user for data processing and then exported to user’s accounting systems. Document files are stored by EzzyBills for the sole purchase purpose of complying with relevant tax office requirement of record keeping and the EzzyBills’ own record keeping. Data from the user’s accounting system are obtained for the sole purpose of exporting the correct invoice data to the accounting system or alerting the user for supplier item price rise. All user data are not distributed to any third party or used in any other way.
  • Compliant storage of private information. Similar to many SaaS providers, we use a top-tier, third-party data hosting provider (Microsoft Azure web services) with servers located at Hong Kong, to host our online services. A copy of the document kept in EzzyBills in Microsoft Azure cloud storage at Hong Kong. Currently Microsoft complies with EU Privacy Shield. Find out more on Micorsoft’s compliance with GDPR.
  • User access to data. EzzyBills users with a valid subscription have unrestricted access to their private data, including email address and stored document copies at any time, via EzzyBills online portal. The user can access the data EzzyBills obtained from the user’s accounting system via the user’s accounting system, with EzzyBills data lagging behind for the maximum of one week.
  • Right to erasure. User email address, invoice document,  and the user data from the user’s accounting system can be deleted by EzzyBills upon special request from the user. This will invalidate EzzyBills’s commitment to satisfy tax office’s requirement of record keeping for the past document processed.
  • Right to restrict processing. EzzyBills has user Settings. In the Settings, a user can choose not to use certain services of EzzyBills to restrict processing of relevant data. When user subscription is expired, EzzyBills stops processing user data.
  • Right to data portability. EzzyBills provides methods for users to obtain past document data in a user friendly, commonly used and machine readable format. The user then can freely transmit that data to another controller.
  • Right to object. An EzzyBills user has the right to object the usage of user data. The consequence of that will be notified and explained to the user.
  • User contracts and terms and conditions. The terms and conditions are available above, on EzzyBills’ website. Upon special request, a written contract can be provided to the user for signing.
  • Breach notification. Breach notification will be sent to the member where a data breach is likely to “result in a risk for the rights and freedoms of individuals”. This must be done within 72 hours of first having become aware of the breach. EzzyBills will notify their customers, the controllers, “without undue delay” after first becoming aware of a data breach.

Fair Usage Policy

To ensure all users enjoy a seamless and high-quality experience while using our services, as an EzzyBills user,

  • You must use our services solely for lawful and legitimate business purposes.
  • You must use our services only as advertised, described in our user guides or training materials, or as instructed by our team during the demo or training sessions.
  • You must not exploit or manipulate the design of our services & systems for undue advantage.
  • You must not use our services fraudulently, in connection with any criminal activity, or in violation of any law or statutory duty. This includes sending, uploading, downloading, or using materials that are offensive, abusive, indecent, defamatory, obscene, threatening, a nuisance (including to our staff), a hoax, or in breach of privacy or any other rights.

The examples above are not exhaustive. Other activities we reasonably consider outside of legitimate use may also breach this Fair Usage Policy.

If EzzyBills reasonably determines that your use of the service exceeds fair usage, we may request that you moderate your activity or upgrade your subscription to the recommended tier. In extreme or persistent cases, we may suspend or terminate your access to EzzyBills’ services.

Termination

  • Duration of Terms: These Terms will remain in effect until terminated by either you or EzzyBills, as described below.
  • Termination by You:

    You may terminate your subscription by notifying EzzyBills that you do not wish to renew your subscription. Where your subscription renews automatically, you must provide at least one month’s written notice prior to the renewal date. Your subscription will remain active until the end of the subscription period for which fees have been paid.

    For your initial EzzyBills subscription, refunds are not provided as EzzyBills provides a substantial trial period and onboarding process to allow customers to evaluate the service before subscribing. For subscription renewals, if you request cancellation within seven (7) days after the renewal date, EzzyBills may, at its sole discretion, provide a pro-rata refund for the unused portion of the renewed subscription period. Cancellation requests made more than seven (7) days after the renewal date are not eligible for a refund.

  • You may terminate your subscription by 1) choosing not to renew your subscription before the end of the subscription period, or 2) providing EzzyBills with a one-month written notice of your intention not to renew before the end of the subscription period. Your subscription continues for the period covered by the subscription fee paid. Your first EzzyBills subscription may be cancelled at any time; however, refunds are not provided for change of mind or changes in circumstances. EzzyBills provides a substantial trial period and onboarding process to allow customers to evaluate the service before subscribing.  For subscription renewals, if you cancel within 7 days after the renewal date, EzzyBills may provide a pro-rata refund for the unused portion of the renewed subscription. Cancellations requested more than 7 days after the renewal date are not eligible for a refund.
  • Termination by EzzyBills:
    EzzyBills may terminate your service at any time if:
    1. You fail to renew your subscription at the end of the subscription period, or
    2. You breach or are suspected of intending to breach any part of these Terms, or
    3. EzzyBills is required to terminate by applicable law, or,
    4. EzzyBills determines, in its reasonable opinion, that providing services to you is no longer commercially viable, or your conduct damages EzzyBills’ reputation or name.