COBIQO Terms and Conditions

Version 1.0 · Effective from 26 October 2026

1. Definitions

In these Terms and Conditions the following terms have the meaning set out below, unless the context requires otherwise:

• "Account": the environment created by or on behalf of the Customer to access the Service, with its own database and files, and with one or more Companies.
• "Administrator": the owner or an administrator of the Account as designated in the Service; the Administrator manages users, permissions and settings on behalf of the Customer.
• "Cobiqo": Cobofam South SL, C/ Alejandro Dumas 17, 29004 Málaga, Spain, NIF B93938421, VAT ESB93938421, registered in the Registro Mercantil de Málaga, sheet MA-200924 (EUID ES29023.000702027), with a branch office in Belgium (Opperstraat 158, 1770 Liedekerke), which provides the Service under the name COBIQO.
• "Cobofam Group": Cobiqo and all its affiliated or related entities.
• "Third-Party Services": external services, platforms, software, APIs or systems of third parties that work with or are integrated into the Service, including Peppol access points, banks and payment services, e-commerce platforms, mail and hosting providers and AI providers.
• "Service": the COBIQO software platform (app.cobiqo.com) and all related services, features, modules, integrations, APIs, documentation and support.
• "Company": a business (legal entity or self-employed person) whose administration the Customer keeps in the Service.
• "Authorised User": any natural person authorised by the Customer to use the Service under the Customer's Account, including an external accountant.
• "Customer": the legal entity or natural person acting in a professional capacity that subscribes to the Service.
• "Customer Data": all data, documents, information or materials provided, stored or processed through the Service by or on behalf of the Customer or its Authorised Users, including invoices, accounting data, bank data and employee data.
• "Support Access": access to the Account by Cobiqo for support, as set out in article 16.
• "Output": all data, insights, suggestions, booking proposals, reports, texts or other materials generated by the Service, including AI-generated content such as read invoices.
• "Subscription": the Customer's right to use the Service in accordance with these Terms and the chosen plan, during the Subscription Term.
• "Statutory Transmissions": transmissions the Customer is legally required to make or receive and which run through the Service, such as e-invoices via Peppol and registrations with the Spanish tax authority (VeriFactu).
• "Terms": these Terms and Conditions, as amended from time to time.

2. Scope of the Service

2.1 Description

The Service is a cloud-based software platform with which businesses keep their administration. Depending on the Subscription and configuration, the Service may include: sales and purchase invoices, reading documents with AI, accounting and VAT overviews, bank connections, e-invoicing via Peppol, VeriFactu registration, CRM, personnel and payroll data, tasks and time tracking, and webshop connections.

2.2 Nature of the Service

The Service is a tool. The Customer remains responsible for its administration, its returns and compliance with its legal obligations, also when using the Service for them. The Service does not replace an accountant, auditor, tax adviser or payroll provider.

2.3 Statutory Transmissions

Statutory Transmissions are made on the basis of the data the Customer enters or approves. Cobiqo uses reasonable efforts to send them on time, but is not responsible for their content, nor for refusals or delays by the recipient, the Peppol network or the tax authority. Statutory Transmissions continue when the Account or a Company is suspended or locked (article 4.7).

2.4 Dependence on Third-Party Services

The Service depends on Third-Party Services for essential functionality. The Customer acknowledges that the availability and operation of features may be affected by changes, outages or discontinuation by those third parties, over which Cobiqo has no control.

2.5 No guaranteed availability of features

Cobiqo does not guarantee that all features are available at all times, remain unchanged or are included in every plan. Cobiqo may change, replace, limit or discontinue features, provided the general nature of the Service is not materially affected.

2.6 No professional or regulated advice

The Service may provide calculations, suggestions, checks and reports, including on VAT, bookings and payroll. These are offered for support only. Cobiqo does not provide accounting, tax, legal, employment or other regulated advice. The Customer checks, or has a qualified adviser check, what it files, books or pays.

2.7 AI functionality

Parts of the Service rely on artificial intelligence, such as reading invoices and suggesting bookings. All Output is offered for support only, may be incomplete or incorrect, and must be checked by the Customer before booking or use, without prejudice to article 11.

2.8 Future development

References to future or planned features are indicative only and do not constitute a binding commitment.

3. Eligibility and professional use

3.1 Professional use only

The Service is intended exclusively for Customers acting in the course of a trade or business. The Customer declares that it uses the Service for professional purposes and not as a consumer. To the extent permitted by law, consumer law does not apply.

3.2 Authority

The person accepting these Terms on behalf of the Customer declares that they are duly authorised to do so, also for the Companies they add to the Account.

3.3 Responsibility for Authorised Users

The Customer ensures that all Authorised Users comply with these Terms. The Customer remains fully liable for their acts and omissions as if they were its own.

4. Access to the Service

4.1 Grant of access

Subject to these Terms and the applicable Subscription, Cobiqo grants the Customer a limited, non-exclusive, non-transferable and non-sublicensable right to use the Service during the Subscription Term for its internal business and that of its Companies.

4.2 Account management

The Customer designates at least one Administrator. The Customer is responsible for the accuracy of the information provided, for managing user permissions and for revoking access in time for persons who are no longer authorised. Cobiqo may rely on instructions and actions carried out through the Account.

4.3 Security and credentials

The Customer keeps credentials confidential and reports any suspected unauthorised access without delay. Administrators always confirm their sign-in in two steps; for other users the Administrator can enable this. The Customer remains responsible for all activity through its Account.

4.4 Connected services

When the Customer connects the Service to a Third-Party Service (such as a bank, payment service or webshop), it warrants that it is entitled to do so. The Customer may revoke that connection at any time; it acknowledges that the Service may then no longer function in whole or in part.

4.5 Restrictions

The Customer will not, and will not allow any third party to: use the Service beyond the scope of the Subscription; gain unauthorised access to the Service or related systems; disrupt the integrity, security or performance of the Service; circumvent usage limits, access controls or security measures; or use the Service in a way that may harm Cobiqo, its systems or other customers.

4.6 Personal logins

Each login is intended for one identifiable natural person. Sharing credentials and using generic or group logins is not permitted. One person may use the same login to access several Accounts.

4.7 Suspension and locking

Cobiqo may suspend access to the Account or to a Company in whole or in part, or make it read-only, for example in the event of non-payment, at the Customer's request, in a dispute, in case of suspected misuse or a security incident, or to comply with a legal obligation. Where necessary this happens without prior notice. The Administrators are informed. In read-only mode, viewing and exporting remain possible. A suspension does not delete any data, and Statutory Transmissions continue. Cobiqo restores access as soon as reasonably possible once the cause has been removed.

5. Subscription and commercial terms

5.1 Subscription model

Access to the Service is granted on a subscription basis. The features, usage limits (including the number of Companies, users, documents and AI scans per year) and fees are determined by the chosen plan and, where applicable, the order form.

5.2 Bundles and credit

Cobiqo may grant or sell additional bundles that raise a limit for a certain period, and grant credit that is set off against future invoices. Credit cannot be exchanged for money and lapses on termination, unless agreed otherwise.

5.3 Fees

Unless stated otherwise, all prices are in euro (EUR), exclusive of VAT and other applicable taxes, and non-refundable save as otherwise required by mandatory law or expressly agreed.

5.4 Invoicing and payment

Cobiqo invoices according to the agreed billing cycle, via Peppol where possible. Invoices are payable within the term stated on the invoice and, failing that, within thirty (30) days of the invoice date.

5.5 Late payment

In the event of late payment, interest is due by operation of law and without notice of default in accordance with the applicable legislation on late payment in commercial transactions, plus the statutory flat-rate compensation for recovery costs. After prior notice, Cobiqo may suspend the Account or make it read-only until payment in full (article 4.7).

5.6 Exceeding limits

When usage exceeds the limits of the chosen plan, Cobiqo may restrict certain features until a bundle is taken or the plan is changed, or ask the Customer to upgrade.

5.7 Price changes

Cobiqo may change its prices. New prices apply to existing Customers from the next renewal and are announced at least thirty (30) days in advance.

5.8 Changes to the Subscription

Upgrades may take effect immediately; downgrades take effect at the next renewal, unless agreed otherwise.

5.9 No set-off

The Customer may not withhold, set off or reduce payments due, save as required by mandatory law.

6. Term and termination

6.1 Term

These Terms apply from first acceptance or first use of the Service and remain in force during the Subscription Term.

6.2 Automatic renewal

Unless agreed otherwise in writing, the Subscription renews automatically for successive periods equal to the original term. Either party may terminate with effect from the renewal date, giving notice at least thirty (30) days in advance.

6.3 Termination for cause

Either party may terminate the Subscription with immediate effect in writing if the other party commits a material breach and fails to remedy it within a reasonable period after written notice, becomes insolvent or ceases its business.

6.4 Immediate termination by Cobiqo

Cobiqo may suspend or terminate access with immediate effect in case of fraud, misuse or unlawful use, serious or repeated breaches of these Terms, to comply with the law, or in case of material non-payment.

6.5 Effects of termination

On termination the right of use ends, all outstanding fees become immediately due and Cobiqo may deactivate the Account.

6.6 Export, deletion and retention

• Export. During the Subscription and until the Account is deleted, the Administrator can obtain a full export. It contains the database, the files, a readable file per table and the posted sales invoices as PDF. The Administrators receive a download link valid for seven (7) days.
• Deletion. After termination, or at the Customer's request, Cobiqo deletes the Account. Cobiqo notifies the owner of the Account of a scheduled deletion in advance, with a waiting period of at least forty-eight (48) hours during which they can cancel it. Before deletion, Cobiqo automatically makes a full export.
• Retention. Cobiqo keeps that export encrypted and inaccessible for use. It is kept solely so that the Customer or a competent authority can be given access while the statutory retention period for invoices and accounting runs, and for no more than ten (10) years. It is then destroyed.
• Backups. Copies in backups disappear in the normal backup cycle, no later than twelve (12) months after deletion.
• Customer's own obligation. The Customer remains responsible for its own statutory retention obligations.

6.7 Survival

Provisions which by their nature are intended to survive termination (including payment, intellectual property, confidentiality, limitation of liability, article 6.6 and governing law) remain in force.

7. Acceptable use

7.1 General obligations

The Customer uses the Service only for lawful business purposes and in accordance with these Terms, applicable law (including tax, accounting, employment and data protection rules) and the rights of third parties.

7.2 Prohibited conduct

The Customer may not: use the Service for unlawful, fraudulent or misleading purposes, including false or fictitious invoices; send unsolicited communications or spam; disrupt the operation or security of the Service; reverse-engineer the source code except as permitted by mandatory law; use automated means exceeding normal usage limits; or circumvent technical or contractual restrictions.

7.3 Fair use

Certain features may be subject to fair-use limits. Cobiqo may impose technical limits to prevent excessive load on the infrastructure or adverse impact on other customers.

7.4 Enforcement

In the event of a breach of this article, Cobiqo may issue a warning, restrict or suspend access (article 4.7) or terminate the Subscription, without prior notice where necessary.

8. Customer Data

8.1 Ownership

All rights in Customer Data remain with the Customer. Nothing in these Terms transfers ownership of Customer Data to Cobiqo.

8.2 Licence

The Customer grants Cobiqo a non-exclusive, royalty-free licence to process Customer Data to the extent necessary to provide, maintain and secure the Service, to provide support and to comply with legal obligations.

8.3 Aggregated and anonymised data

Cobiqo may use aggregated and anonymised data derived from Customer Data, provided it does not (re)identify the Customer, a Company or any natural person, for analysis and improvement of the Service, including AI functionality. Such data is not Customer Data.

8.4 Responsibility

The Customer is solely responsible for the accuracy, completeness and lawfulness of Customer Data and warrants that it has all necessary rights and legal bases to process it in the Service.

8.5 Backups

Cobiqo makes a daily backup of each Account. These backups are encrypted and stored at another location: daily backups for thirty (30) days, monthly backups for twelve (12) months. Cobiqo regularly tests restoring them. To the extent permitted by law, Cobiqo is not liable for loss of or damage to Customer Data that cannot be restored from the latest backup, except in case of wilful misconduct or gross negligence.

9. Data protection

9.1 Compliance

Each party complies with its obligations under applicable data protection law, including the General Data Protection Regulation (GDPR).

9.2 Roles

For personal data in Customer Data, Cobiqo acts as processor and the Customer as controller. For personal data Cobiqo processes for its own purposes (account management, invoicing, security, service analytics), Cobiqo acts as an independent controller, as described in the Privacy Policy.

9.3 Data Processing Agreement

Where Cobiqo acts as processor, the processing is governed by the Data Processing Agreement, which forms an integral part of these Terms. In case of conflict, the Data Processing Agreement prevails for the processing of personal data.

9.4 Sub-processors and international transfers

The Customer authorises Cobiqo to engage sub-processors as listed in the Data Processing Agreement. Cobiqo stores Customer Data in the European Economic Area. Transfers outside it take place only with appropriate safeguards, such as standard contractual clauses.

9.5 Security and breaches

Cobiqo takes appropriate technical and organisational measures and notifies personal data breaches affecting Customer Data without undue delay, as set out in the Data Processing Agreement.

10. Third-Party Services and integrations

10.1 Use of Third-Party Services

The Service works with or relies on Third-Party Services, including Peppol access points, banks and payment services, e-commerce platforms, mail and storage services and AI providers.

10.2 No control or responsibility

Third-Party Services are provided by independent third parties. Cobiqo is not liable for their availability, changes, errors or data issues arising with them.

10.3 Customer's responsibility

The Customer is responsible for activating integrations, complying with those third parties' terms and maintaining valid accounts and access rights.

10.4 Data sharing with third parties

To provide the Service, Customer Data may be passed to Third-Party Services as activated by the Customer or as required for Statutory Transmissions.

11. AI features and Output

11.1 Nature of AI Output

The AI features work on the basis of probabilistic models and may produce incomplete or incorrect results, for example a misread amount, VAT rate or supplier. Output is generated automatically without human verification by Cobiqo.

11.2 Customer's responsibility

The Customer checks Output before booking, filing, paying or sending it, and remains responsible for all decisions based on Output.

11.3 No warranty and no liability for Output

To the extent permitted by law, Cobiqo does not warrant that Output is accurate or complete, and is not liable for damage resulting from the use of or reliance on Output.

11.4 AI providers

AI features rely on Third-Party Services. Documents and data needed for them are passed to those providers. Cobiqo uses business accounts with OpenAI, Anthropic and TypeSafe AI (Jev model) for this, under terms where the provider does not use the input to train its models.

12. Beta features

Cobiqo may offer features on a beta, preview or trial basis ("Beta Features"). Beta Features may contain errors, may be changed or discontinued at any time, and are provided "as is", without warranty and, to the extent permitted by law, without liability. The Customer uses Beta Features at its own risk.

13. Intellectual property

13.1 Ownership of the Service

All rights in the Service, including the software, underlying technology, models, interfaces, designs and documentation, remain the exclusive property of Cobiqo and its licensors.

13.2 Use of Output

Subject to compliance with these Terms, the Customer may use Output for its business purposes. No rights in the underlying technology are transferred.

13.3 Restrictions

The Customer will not copy, modify or create derivative works of the Service, will not reverse-engineer it except as permitted by mandatory law, and will not use the Service to develop competing products.

13.4 Feedback and trademarks

Cobiqo may use feedback without restriction, perpetually and royalty-free. All trademarks, trade names and logos of Cobiqo and the Cobofam Group remain their exclusive property.

14. Confidentiality

Each party keeps the other party's confidential information strictly secret, uses it only to perform these Terms and shares it only with employees or advisers who need to know it and are bound by confidentiality, or where the law requires disclosure. This obligation applies during the Subscription Term and for five (5) years thereafter. Information that is public, already known, independently developed or lawfully obtained from a third party is excluded.

15. Availability and support

15.1 Availability

Cobiqo uses commercially reasonable efforts to keep the Service available, but does not guarantee uninterrupted or error-free operation.

15.2 Maintenance

Cobiqo may carry out planned or unplanned maintenance that may cause temporary interruptions and endeavours to limit disruption. Planned maintenance is announced in the Service in advance where possible.

15.3 Support and no SLA

Support is provided on a reasonable-efforts basis through the channels designated by Cobiqo, without guaranteed response or resolution times, unless expressly agreed in writing.

16. Access to the Account by Cobiqo for support

16.1 Cobiqo and the support staff it appoints may, without the Customer's prior consent, access the Customer's Account and view the Service as the Customer or its users see it ("Support Access").

16.2 Support Access takes place solely for one of the following purposes:

• a) handling a support request or incident reported by or on behalf of the Customer;
• b) investigating and resolving a technical fault, error or security incident affecting the Customer or the Service;
• c) complying with a legal obligation or a lawful request from a competent authority;
• d) investigating a suspected breach of these terms.

16.3 Every Support Access session is logged with at least: the identity of the staff member, the start and end time, and the reason. These logs are kept for twelve (12) months and then deleted. The Customer's Administrator can consult them in the Account (Security menu) or on request.

16.4 Support Access is read-only by default. During Support Access, Cobiqo makes no changes to the Customer's data or settings, unless the Customer expressly requests it or the change is necessary to remedy a fault or security incident. In the latter case the Customer is informed afterwards. Changes are only possible after the staff member has enabled them, stating a reason; that time and reason are logged separately and are visible as set out in 16.3. Users' passwords and two-step verification cannot be viewed or changed during Support Access.

16.5 Staff carrying out Support Access are bound by confidentiality and only have access to the extent necessary for the purpose. Cobiqo does not use information obtained through Support Access for purposes other than those listed in 16.2.

16.6 To the extent Support Access concerns personal data for which the Customer is the controller, Support Access constitutes a documented instruction of the Customer within the meaning of the Data Processing Agreement.

17. Warranties and disclaimer

Except as expressly provided in these Terms, the Service is provided "as is" and "as available". To the extent permitted by law, Cobiqo disclaims all implied warranties, including fitness for a particular purpose and uninterrupted operation. In particular, Cobiqo does not guarantee that calculations, returns or bookings made with the Service will be accepted by a tax or other authority.

18. Limitation of liability

18.1 Exclusion of indirect damage

To the extent permitted by law, Cobiqo is not liable for indirect, incidental, special or consequential damage; loss of profit, revenue or savings; loss of customers, contracts or goodwill; tax or administrative fines, surcharges or late-payment interest; or the cost of substitute services, regardless of the legal basis of the claim.

18.2 Liability cap

To the extent permitted by law, Cobiqo's total cumulative liability is limited to the total fees actually paid by the Customer for the Service in the twelve (12) months preceding the event giving rise to the damage.

18.3 Free, trial or beta use

For use on a free, trial or beta basis, Cobiqo accepts no liability whatsoever, to the extent permitted by law.

18.4 Single aggregate cap and exceptions

The cap in article 18.2 is a single aggregate cap for all claims together. Nothing in these Terms excludes liability that cannot be excluded by law, including liability for fraud or wilful misconduct.

18.5 Allocation of risk

The Customer acknowledges that the pricing of the Service reflects the allocation of risk in these Terms and that the limitations of liability are an essential part of the agreement.

19. Indemnity

The Customer indemnifies Cobiqo and the Cobofam Group, and their directors, employees and agents, against all third-party claims, damage and costs (including reasonable legal fees) arising from: the Customer's use of the Service; breaches of these Terms by the Customer or its Authorised Users; Customer Data, including the content of invoices and returns; and the use of Third-Party Services. Cobiqo notifies claims promptly and provides reasonable cooperation at the Customer's expense.

20. Changes to the Service and to the Terms

20.1 Changes to the Service

The Service is a continuously evolving software product. Cobiqo may add, change or remove features and adjust integrations. For changes that materially affect the general nature of the Service, Cobiqo informs the Customer in advance.

20.2 Changes to the Terms

Cobiqo may amend these Terms. Material changes are announced at least thirty (30) days in advance by email or in the Service, and the Administrator is asked to accept the new version. If a material change has a demonstrably negative impact on the Customer, the Customer may terminate before it takes effect, with effect from the end of the current Subscription Term.

21. Governing law and jurisdiction

These Terms and any dispute arising from or in connection with them are governed by Spanish law, excluding its conflict-of-law rules. Any dispute falls under the exclusive jurisdiction of the courts of Málaga, to the extent permitted by law.

22. Miscellaneous

22.1 Force majeure

Cobiqo is not liable for delay or non-performance due to events beyond its reasonable control, including natural disasters, war or terrorism, labour disputes, utility or telecom failures, failure of hosting providers or Third-Party Services, cyberattacks or large-scale internet disruptions.

22.2 Assignment and subcontracting

The Customer may not assign its rights or obligations without Cobiqo's prior written consent. Cobiqo may assign these Terms to an entity within the Cobofam Group or to a successor, and may subcontract obligations while remaining responsible for their performance.

22.3 Severability and waiver

If a provision proves invalid or unenforceable, the remainder remains in full force. Failure to exercise a right does not constitute a waiver of it.

22.4 Entire agreement

These Terms, together with the applicable order form, the Data Processing Agreement and the Privacy Policy, constitute the entire agreement between the parties.

22.5 Notices

Notices are given in writing and may be sent by email to the address of the owner or the Administrators of the Account, or through the Service. Electronic communication suffices as contractual notice, unless mandatory law provides otherwise.

22.6 Languages

These Terms exist in Dutch, English and Spanish. In case of differences between the language versions, the English version prevails.