Terms & Conditions

1. Introduction

Welcome! You have clicked on the Terms and Conditions of Nova Finance AI BV, a private limited liability company (besloten vennootschap) incorporated under the laws of the Netherlands ("Nova Finance AI", "we", "us", "our").

These Terms & Conditions (“Terms”) govern the access to and use of the services provided by us. Our Company provides an AI-powered Control Layer for ERP-driven finance teams, enabling automation, monitoring, analysis, and execution across core finance processes.

By accessing or using our website, platform, applications, APIs, or AI assistants and your agreements with us (collectively, the "Services"), you agree to be bound by these Terms. If you have any remarks or suggestions, please let us know by emailing at info@nova-finance.ai so we can try to find a solution together.

These Terms & Conditions apply to all visitors, users and other parties who wish to gain access or use our Services, as well as any additional terms and conditions which we and you agree to in writing.

2. Description of the Services

We provide a software-as-a-service (SaaS) platform that integrates with enterprise resource planning (ERP) systems and automates core finance processes end-to-end.

Our platform acts as an AI Control Layer across financial operations, provides real-time insights, monitoring, and alerts and offers AI-assisted analysis and task execution, including recommendations, anomaly detection, and workflow support. Our AI outputs are generated probabilistically and may not be error-free.

Real-time insights depend on the availability of the ERP system, the frequency of the data refresh queries and third-party performance, who are sending crucial information for our Services. Nova Finance AI is not liable for any errors resulting from changes in the API or interfaces of the supplier of the ERP system and does not guarantee continuous real-time accuracy or uninterrupted data flow.

Our platform does not guarantee regulatory or accounting compliance and audit outcomes. For more information about our services, please visit our website athttps://nova-finance.ai.

3. Acceptance and modifications to our Terms and Conditions

Our Services are intended to support our clients and not replace their professional judgment. Clients who are accessing or using our Services confirm that they have the right to legally represent and have the authority to bind their legal entity to these terms and conditions.

We may make modifications to these Terms and Conditions at any time. These modifications will become effective 30 days after a notification of these changes via our website.

4. Registration

To make use of our Services you need to be created to access our platform. This customer account can be filled in via the online registration form, including your name and a valid email address. You are responsible for safeguarding credentials and filling in complete and accurate information.

You may not create more than one account without prior written approval from us. You will not transfer their account to any other party without our prior written consent and will inform us immediately if there is any unauthorized use of their account.

Nova Finance AI reserves the right to suspend or terminate the customer account if any information provided by the Client proves to be incorrect, inaccurate, or otherwise in violation of this Agreement.

By creating an customer account on our platform, you agree that we can use your customer details for communication purposes, such as newsletters, marketing or promotional materials, and other information we may send.

5. Customer's Responsibility

The Customer is responsible for the completeness and accuracy of the any data provided to our platform. Nova Finance AI relies on this data provided by you to provide the professional services to the best of our abilities.

You remain responsible for reviewing the AI-generated outputs, approving financial decisions and transactions and ensuring compliance with accounting standards, tax legislations and other regulatory obligations.

Nova Finance AI is not responsible for the acts, omissions, or solvency of any broker, agent, or independent contractor or other advisor or professional associated with your use of our Services and the Customer Data submitted to us. In addition, you are responsible for retaining copies of all Customer Data and the Results for any legal or other compliance purpose.

6. Data Security

The Client retain full ownership of all financial, operational, and transactional data submitted or accessed via ERP integrations (“Client Data”). You grant Nova Finance AI a limited, non-exclusive license to process Client Data solely to provide our Services.

You agree to provide Nova Finance AI with remote access, when necessary, to your accounting and bank feed systems, as may be required by our Services. You are solely responsible for the adequacy of its security measures for remote access users. You represent and warrant that your use of our Services will not violate any agreement or terms to which you are subject.

‍Nova Finance AI may use anonymized and aggregated data for model training and improvement, product analytics and benchmarking (without identifying clients).

7. Automation & Execution Authority

Certain Services may enable automated execution of tasks (e.g., reconciliations, postings, validations, workflow triggers). You will remain fully responsible for setting the thresholds used to enable these tasks and you provide your human-in-the-loop business requirements.

Our Services allows you to post, store and share certain information to third parties. You are responsible for the Content that you post on or through our platform, including its legality, reliability, and appropriateness.

We take no responsibility and assume no liability for the Content you or any third party posts on or through our Services. By posting content using our Services, you grant us the right and license to use, modify, publicly perform, publicly display, reproduce, and distribute such content on and through our services.

8. Fees

Our Services are billed on a subscription basis, billed periodically in advance through direct debit. Billing cycles are set on a monthly basis. The pricing is based on the number of users, the number of ERP entities, the transaction volumes and the enabled AI modules. For first time adoption of our Services an implementation fee can be charged one-time. This fee will be specified in our offer and is based on the complexity of the implementation of the customer account.

The subscription period is set on a yearly basis. After this first year your subscription will automatically renewed, unless you and Nova Finance AI agrees otherwise. You may cancel your subscription renewal either through the online account management page or through contact with the customer support department.

Payment will occur via a valid payment method. You shall provide Nova Finance AI with accurate and complete billing and payment information. With this information you automatically authorized Nova Finance AI to charge all subscription fees through your subscription account to your banking account or credit card. In case automatic billing

In case a direct debit fails for any reason, a second attempt to collect will be triggered. Any additional costs occurred by Nova Finance AI to collect outstanding invoices from you, will be recharged accordingly. Overdue fees are subject to a charge up to 1,5% per month simple interest.

Nova Finance AI may immediately suspend the Services if your account is past due. Nova Finance AI will in no event be liable for any damages caused by such suspension. Except to the extent expressly set forth in this Agreement, all payments are non-refundable and non-creditable. Nova Finance AI may change the pricing applicable to each Renewal Term upon at least thirty (30) days written notice (including email) prior to the renewal date.

9. Fee changes

Nova Finance AI, at its sole discretion and at any time, may modify Subscription fees for the subscriptions. Any Subscription fee change will become effective at the end of the then-current Billing Cycle.

With reasonable prior notice you will be notified of any changes in the Subscription fees to give you an opportunity to terminate your Subscription before such change becomes effective. Continued usage of our Services results in your agreement to the modified subscription fee.

10. Intellectual Property

The platform, software, AI modules, algorithms, workflow processes, procedures, user interface, designs, and other technologies provided as part of our Services will remain the exclusive property of Nova Finance AI No ownership of the AI models or platform is transferred to the client.

Any feedback or suggestions (“Feedback”) you provide us about our Services is owned by Nova Finance AI, and we may use such Feedback without any payment or other obligation to you. Nova Finance AI reserves all rights in our Services unless expressly granted in this Agreement.

Nova Finance AI and it’s logo unauthorized use is strictly prohibited.

11. Confidentiality, Privacy & Data Protection

Each party agrees to protect confidential business, financial, and technical information. Confidentiality obligations survive termination.

Personal data is processed in according with GDPR and Nova Finance AI’s Privacy Policy. A Data Processing Agreement (DPA) applies where required.

12. Warranties & Disclaimers

Our Services are provided on an “as is” and “as available basis. No guarantee is given that the AI outputs are complete or accurate and that errors or anomalies will always be detected. Nova Finance AI nor any person associated with us makes no representations or warranties of any kind, express or implied, as to the operation of our Services or the information, content, or materials included therein. You expressly agree that your use of our Services, their content, and any services or items obtained from us is at your sole risk. Neither content, and any services or items obtained.

13. Limitation of Liability

Liability is limited to the fees paid in the preceding 12 months, to the extent permitted by law. Nova Finance AI, its Directors, employees and external contractors associated with us, are not liable for financial decision making based on AI outputs, regulatory penalties or compliance failures and indirect or consequential damages.

14. Indemnification

Clients indemnify Nova Finance AI against claims arising from unauthorized ERP access, misuse of the AI-generated outputs and violation of applicable laws or accounting standards.

15. Termination

‍Nova Finance AI may terminate or suspend your account to their Service immediately, without prior notice or liability, under our sole discretion, for any reason whatsoever and without limitation, including but not limited to a breach of Terms. If you wish to terminate your account, you may simply discontinue using Service. All provisions of Terms that by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

Upon termination data handling follows contractual and legal retention rules.

16. Governing Law & Jurisdiction

‍These Terms shall be governed and construed in accordance with the laws of the Netherlands. Disputes shall be submitted to the competent courts in the Netherlands.

17. Amendments To Terms

‍The Terms may be amended by us at any time by posting the amended terms on our website. It is your responsibility to review these Terms periodically. Your continued use of the Platform following the posting of revised Terms means that you accept and agree to the changes. By continuing to access or use our Service after any revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you are no longer authorized to use the Service.

18. Supporting Legal Documents

These Terms should be read together with our Privacy Policy, our Data Processing Agreement (DPA) and our Acceptable Use Policy.