Please review these terms before activating a subscription.
These terms are a practical protection template for Cyprus-based business use and EU privacy awareness, but they are not legal advice. A qualified Cyprus lawyer should review them before you rely on them commercially.
CyCS is provided as a paid software service for managing company projects, payments, invoices, reports, contacts, uploaded documents, users, and financial records. Access is allowed only while the company account, subscription, and users remain active and compliant with these terms.
By activating a subscription, the company admin confirms that they have authority to accept these terms on behalf of the company and all users invited to the company account.
These terms are intended to be governed by the laws of the Republic of Cyprus and applicable European Union law, including mandatory commercial, electronic services, privacy, data protection, cybersecurity, and digital service rules where they apply. Any dispute should first be handled in good faith and, if unresolved, may be submitted to the competent courts of Cyprus unless mandatory law requires otherwise.
The company is responsible for keeping all company, billing, project, accounting, employee, supplier, subcontractor, client, invoice, payment, VAT, tax, and document information accurate, lawful, and up to date.
The company may enter personal data and private business data, including names, emails, phone numbers, addresses, VAT numbers, bank details, employee information, client information, supplier information, invoices, receipts, contracts, and payment documents. The company remains responsible for deciding what data is uploaded and who may access it.
Where applicable, the company must use CyCS in compliance with the EU General Data Protection Regulation (GDPR), Cyprus data protection laws, and any other applicable privacy rules. The company should only upload data it has a lawful basis to process and must handle data subject requests, retention periods, notices, and internal policies where required.
Users should not upload unnecessary sensitive personal data, special-category data, passwords, private keys, illegal content, or documents they are not authorised to process. The company is responsible for ensuring confidential business information is shared only with authorised users.
The company admin is responsible for inviting the correct users, assigning correct roles, removing users who should no longer have access, protecting login credentials, and reviewing suspicious activity. Users must keep their devices, email accounts, and passwords secure.
CyCS may include AI-assisted features for invoice scanning, accounting review, alerts, summaries, suggestions, automation, and document analysis. AI results may be inaccurate, incomplete, outdated, biased, or unsuitable for a specific legal, accounting, tax, safety, construction, or business decision.
By accepting these Terms and Conditions, anonymous AI learning is activated automatically for the company. The learning store collects privacy-safe numerical and categorical patterns from two sources: (a) invoices and amounts — correction ratios between AI-extracted and user-confirmed invoice totals, VAT rates, and payment/invoice/offer amount comparisons; and (b) supplier and subcontractor offers — agreed offer values, anonymous trade or supply categories (for example electrical, tiling, marbles), whether the offer came from a supplier or subcontractor, and, when an agreed amount was changed, the original-to-corrected ratio.
These patterns are aggregated across all companies into a single global learning store, so AI-assisted features such as invoice scanning and offer analysis improve for every company using CyCS, not only the company that contributed a given pattern. The store does not record company identity, company name, contact names, contact details, uploaded files, invoice numbers, offer references, bank details, chat or discussion content, or any other information intended to identify the company or a person. Only anonymous numerical values and trade/supply categories are kept.
The company admin may deactivate or reactivate anonymous AI learning at any time from Company Settings. Deactivation stops new data from the company from being contributed to the global learning store and does not prevent the company from continuing to use AI-assisted features, which may still benefit from patterns contributed by other companies.
Users must review and approve AI-generated information before relying on it. The company remains responsible for checking extracted invoice data, VAT amounts, payment status, supplier names, project allocations, alerts, reports, and any recommendation produced by AI.
CyCS and its AI features do not provide legal, tax, accounting, engineering, construction, audit, financial, or professional advice. The company should consult qualified professionals before making official filings, contractual decisions, payment decisions, tax submissions, employment decisions, safety decisions, or legal decisions.
Reports, balances, invoices, payment statuses, project totals, cash flow, and financial calculations depend on data entered by users or extracted from uploaded files. The company must review and verify all information before relying on it for accounting, management, tax, audit, legal, or operational purposes.
The company is responsible for ensuring uploaded invoices, receipts, payment proofs, contracts, statements, and other documents are correct, lawful, virus-free, and do not violate third-party rights, confidentiality duties, or privacy obligations.
No software system can guarantee that data will never be lost, corrupted, delayed, deleted, unavailable, or affected by user error, third-party failures, cyber incidents, hosting problems, integration errors, AI processing errors, payment-provider issues, or force majeure events. The company should keep independent backups of important invoices, receipts, contracts, accounting records, tax documents, and project files.
CyCS may occasionally be unavailable due to maintenance, updates, internet issues, hosting providers, Stripe, AI providers, file storage, integrations, security incidents, or events outside reasonable control. Continuous uninterrupted access is not guaranteed.
The app may rely on third-party services for payments, hosting, AI, file storage, email, and integrations. Their availability, processing, security, and own terms may affect the service. The app owner is not responsible for failures caused by third-party providers outside reasonable control.
Subscriptions are billed through Stripe according to the selected monthly or yearly plan and are intended to renew automatically until cancelled. Stripe and payment providers may process subscription data, payment status, billing email, customer ID, subscription ID, payment method details, invoices, receipts, tax information, and transaction metadata needed to manage billing. Full card details are handled by Stripe and are not intended to be stored directly inside CyCS.
After a paid subscription is activated, payments are non-refundable to the maximum extent permitted by applicable Cyprus and EU law. If the company cancels a subscription, cancellation stops future renewals, but the subscription remains active until the end of the already-paid billing period. No money returns, partial refunds, or credits are provided for unused time unless required by mandatory law or expressly agreed in writing.
The Company Subscription includes 3 projects at no additional cost. From the 4th project onward, each additional project slot costs €50 (fifty euros), charged once per slot. Additional project slots are purchased from the Subscription page via Stripe and become permanently available to the company once payment is confirmed. When the company reaches its current project limit, creation of new projects is disabled until further slots are purchased. Purchased project slots are non-refundable to the maximum extent permitted by applicable law.
If a subscription is cancelled, reaches the end of its paid billing period, and is not renewed for one year, the company account data may be permanently deleted. The admin will be notified by email at the registered company admin email approximately one month before the scheduled data deletion date. The company is responsible for exporting or backing up any important data before deletion.
Users must not misuse the app, attempt unauthorised access, upload harmful content, interfere with the service, copy or resell the service without permission, use it for unlawful purposes, or process data in a way that breaches Cyprus, EU, or other applicable laws.
To the maximum extent permitted by applicable law, the app owner is not liable for indirect loss, loss of profit, loss of business, loss of reputation, loss of opportunity, loss of data, business interruption, incorrect user input, incorrect AI output, accounting errors, tax penalties, unauthorised user actions, or decisions made using the app. Any liability should be limited to the amount paid for the service during the relevant subscription period, unless Cyprus law does not allow such limitation.
These terms may be updated from time to time to reflect legal, operational, security, billing, AI, or data protection changes. Continued use of the app after updated terms are made available may be treated as acceptance of the updated terms.
Before activating a subscription, the company admin must tick the Terms and Conditions agreement box. This confirms acceptance of the subscription terms, payment terms, data protection terms, AI-use terms, automatic activation of anonymous AI learning with the right to disable it from Company Settings, no-refund terms, cancellation rules, and data deletion rules on behalf of the company. The Terms and Conditions can also be found under Settings.
By activating a subscription, the company admin confirms that the company has read, understood, and accepted these terms.