These Terms of Service (the “Terms”) are entered into between Kogniflow AS (“Kogniflow”, “we”, “us”) and the organization accepting them (“Customer”). They apply to the Kogniflow website, platform, APIs, analysis features, and related services (together, the “Service”). Any signed order form or other written agreement forms part of the agreement and takes precedence over these Terms to the extent of a conflict.
“Covered Organization” means an organization whose accounting or related business data the Customer is authorized to process through the Service. The Customer may itself be the Covered Organization.
1. Agreement and authority
The Service is intended for businesses and professional users. The person accepting these Terms must be at least 18 years old, have legal capacity, and have authority to bind the Customer. If the Customer uses the Service for a Covered Organization, the Customer confirms that it has the permissions, instructions, and authority needed to process that organization's data.
2. The Service
Kogniflow analyzes accounting and related business data after it has been recorded in the relevant source systems. The Service may help identify errors, gaps, unusual patterns, compliance indicators, and business opportunities. Kogniflow is not an accounting system, does not perform bookkeeping, and does not replace professional judgment, statutory audit, legal advice, or the Customer's own controls. The Customer remains responsible for reviewing outputs and deciding whether and how to act on them.
3. Accounts and access
The Customer must provide accurate account information, keep authentication credentials confidential, assign access according to each user's role, and promptly remove access that is no longer needed. Accounts are personal and may not be shared. The Customer is responsible for activity carried out through its accounts unless caused by Kogniflow's breach of this agreement. Suspected unauthorized access must be reported without undue delay.
4. Acceptable use
The Customer and its users must not:
- use the Service unlawfully or infringe the rights of others;
- upload data without the required rights, authority, or lawful basis;
- attempt to bypass access controls, probe vulnerabilities, or disrupt the Service;
- introduce malicious code or use the Service to distribute harmful material;
- reverse engineer the Service except where such a restriction is prohibited by law; or
- use automated means in a way that unreasonably burdens the Service.
We may restrict or suspend access where reasonably necessary to protect the Service, customers, or third parties, or to address a material breach. Where practicable, we will notify the Customer and allow it to remedy the issue.
5. Subscriptions and fees
Subscription periods, included usage, prices, usage-based charges, currency, taxes, and payment terms are shown in the Service, an order form, or another written agreement. The Customer must pay undisputed amounts when due and keep billing information current. Usage above an included allowance may result in additional charges where the applicable pricing terms say so. We may change pricing for a future renewal period by giving reasonable prior notice. Payment responsibility is determined by the applicable subscription, order, or billing arrangement—not by the Customer's authority to process a Covered Organization's data.
6. Third-party integrations
The Customer may connect the Service to accounting, identity, payment, document, or other third-party services. The Customer instructs Kogniflow to exchange data with integrations it enables and is responsible for the relevant third-party terms, permissions, and source-data quality. Third-party services are outside Kogniflow's control, and their availability or changes may affect an integration. We will take reasonable steps to maintain supported integrations but do not guarantee third-party services.
7. Customer data and instructions
The Customer retains its rights in data, files, instructions, and other content submitted to the Service (“Customer Data”). The Customer grants Kogniflow the limited right to host, copy, transmit, transform, and otherwise process Customer Data only as needed to provide, secure, support, and maintain the Service and as otherwise documented in the agreement. The Customer is responsible for the accuracy and legality of Customer Data and for its instructions, including instructions concerning Covered Organizations.
Kogniflow may use selected infrastructure and artificial-intelligence providers to deliver the Service. Personal data is processed only to the extent necessary for the relevant functionality and subject to contractual security, confidentiality, and privacy requirements. Current providers are listed on the Subprocessors page.
8. Privacy and data processing
Where Kogniflow processes personal data on the Customer's behalf, the Data Processing Agreement forms part of this agreement. It applies whether the Customer is the controller using Kogniflow for itself or a processor appointing Kogniflow as a subprocessor for a Covered Organization. Kogniflow's processing as an independent controller is described in the Privacy Policy.
9. Intellectual property
Kogniflow and its licensors retain all rights in the Service, software, documentation, designs, models, methods, and improvements. Subject to this agreement and payment of applicable fees, Kogniflow grants the Customer a limited, non-exclusive, non-transferable right to use the Service during the subscription period for its internal business purposes and to provide agreed services to Covered Organizations. Feedback may be used to improve the Service without identifying the Customer or disclosing Customer Data.
10. Confidentiality
Each party must protect the other party's non-public business, technical, and commercial information using reasonable care and use it only to perform the agreement. Confidential information may be disclosed to personnel and suppliers who need it and are bound by confidentiality obligations, or where disclosure is required by law. These obligations do not apply to information that is public without breach, independently developed, or lawfully received without restriction.
11. Availability and changes
We work to keep the Service secure and available but do not promise uninterrupted or error-free operation unless a separate service level is agreed in writing. Maintenance, security work, third-party outages, and events outside reasonable control may affect availability. We may improve, replace, or discontinue features. For a material reduction in core paid functionality, we will provide reasonable notice where practicable and consider reasonable transition measures.
12. Termination and deletion
Either party may terminate as stated in the applicable subscription or order form. Either party may terminate for an unremedied material breach after reasonable written notice, or immediately where the breach cannot be remedied, continued performance would be unlawful, or the other party becomes insolvent. On termination, access ends and outstanding fees become due. Customer Data will be returned or deleted in accordance with the Data Processing Agreement, the Customer's documented choice, applicable law, and any agreed export period. Data required by law or contained in protected backups may be retained only for the required period and remains protected until deletion.
13. Warranties and liability
Each party warrants that it has authority to enter into the agreement. The Service is provided with reasonable care and skill. To the extent permitted by law, no other warranty is given, including that every error, risk, or opportunity will be identified. Neither party is liable for indirect or consequential loss, loss of profit, revenue, goodwill, or anticipated savings, except where such exclusion is prohibited by law.
To the extent permitted by mandatory law, each party's aggregate liability arising from the agreement is limited to the fees paid or payable for the Service during the 12 months before the event giving rise to the claim. The limit does not apply to payment obligations, fraud, wilful misconduct, breach of confidentiality, infringement of the other party's intellectual property rights, or liability that cannot legally be limited.
14. Changes to these Terms
We may update these Terms to reflect legal, security, or Service changes. We will give reasonable advance notice of material changes through the Service, by email, or by another agreed channel. A material new version may require renewed acceptance before continued use. The effective date above identifies the version that applies. Non-material clarifications may take effect when published.
15. Governing law and disputes
These Terms are governed by Norwegian law, without regard to conflict-of-law rules. The parties will first try in good faith to resolve a dispute through discussion. If no solution is reached, Vestfold District Court, Norway, is the agreed venue and has jurisdiction, unless mandatory law requires otherwise.
16. Contact
Questions or notices about these Terms may be sent to support@kogniflow.com or by post to Kogniflow AS, Rambergveien 1, 3115 Tønsberg, Norway.