Terms of Service

These terms (the “Terms”) govern your access to and use of AeroXpense (the “Service”), an expense management and reconciliation product for aviation flight departments and charter operators. By accessing or using the Service you agree to these Terms. This document is intended to be transparent and specific; it is not legal advice, and final language should be reviewed by your counsel before relying on it for a regulated engagement.

1. Eligibility and accounts

You must be at least 18 and, if you are creating an account on behalf of an organisation, authorised to bind that organisation. The organisation that subscribes (the “Operator”) is responsible for the users it invites, for keeping credentials confidential, and for enabling MFA for admin accounts. Roles inside the Service are:

• Pilot — uploads receipts, tags them to flight legs.
• Accountant — reviews receipts, reconciles bank/card feeds, exports reports.
• Admin — manages users, plan tier, billing, and third-party connections (Plaid, FL3XX, JetInsight, etc.).

2. Acceptable use

Do not misuse the Service: no unlawful, infringing or harmful activity, no reverse engineering except as permitted by law, no scraping or bulk export beyond the Service's own reporting features, and no interference with the Service or its users. Do not upload data you are not entitled to process (for example, personal receipts of individuals who have not consented, or third-party bank data you do not own or manage).

3. Subscriptions, plans and billing

The Service is offered in three tiers — Starter (manual capture), Pro (AI-assisted receipt capture) and Premium (adds automated bank/card matching through Plaid). Paid plans renew automatically until cancelled. You may change tier or cancel at any time from Settings → Plan. Where enabled, payments are processed by Stripe; AeroXpense does not store your full card number. Refunds are governed by our Refund Policy.

4. Customer data

You retain all rights to data you submit, including receipts, expense records, flight-ops data and bank/card data received on your behalf through Plaid (“Customer Data”). You grant us a limited, worldwide, non-exclusive licence to host, process and display Customer Data solely to provide, secure and improve the Service for you and your Operator. We do not sell Customer Data. We do not use Customer Data to train third-party AI models.

5. AI-assisted processing

The Service uses machine-learning models (via a third-party AI processor) to read receipts and to suggest matches between card transactions and receipts. These outputs are advisory: they can be wrong, they can misread amounts, dates, currencies or merchants, and they can propose incorrect matches. A human user (a pilot, accountant or admin) must review and confirm the result before anything is posted to accounting or treated as a reconciled record. AeroXpense is not responsible for accounting, tax or audit consequences of unreviewed AI output.

6. Third-party services and integrations

The Service integrates with third parties. Your use of each integration is also governed by that third party's own terms and privacy policy.

6.1 Plaid (bank and card connectivity)

When you connect a bank or credit-card account, you authorise Plaid to share account metadata (institution, account name, last 4 digits, type/subtype) and transactions (date, merchant, amount, currency, pending status) with AeroXpense. Plaid, not AeroXpense, handles the credentials you use with your bank. You can revoke the connection at any time from Settings → Bank connection, from your bank's own app, or from the Plaid Portal.

6.2 FL3XX, JetInsight and other flight-ops providers

When your admin connects a flight-operations system such as FL3XX, JetInsight or another provider, the admin represents and warrants that (a) they are authorised by the Operator to make the connection, (b) they may lawfully share the API credentials with AeroXpense for this purpose, and (c) they will rotate or revoke those credentials when a person with access to them leaves the Operator. The Operator is responsible for keeping the credentials current; sync failures caused by expired or revoked credentials are not a fault of the Service.

6.3 AI processing provider

Receipt OCR and match suggestions are produced by models accessed through our AI processing provider. See Section 5 for the review requirement.

6.4 Stripe

Payment processing for paid plans is handled by Stripe under Stripe's own terms.

7. Admin responsibilities

• Provision and de-provision users promptly, including when a pilot or accountant leaves the Operator.
• Rotate third-party API keys (FL3XX, JetInsight, other) at least when a person with access to them leaves the Operator.
• Monitor sync errors surfaced on the admin dashboard and act on them.
• Enable MFA for admin accounts.

8. Security — shared responsibility

AeroXpense is responsible for the security of the platform (encryption in transit and at rest, row-level isolation between Operators, server-only storage of Plaid tokens and integration keys, restricted production access, MFA for our own staff). The Operator is responsible for the security of its user accounts (credentials, MFA, offboarding), the devices its users sign in from, and the third-party accounts it connects. Further detail is on our Security & Compliance page.

9. Confidentiality

Each party will protect the other's confidential information using at least the same care it uses for its own and only use it to perform under these Terms.

10. Warranties & disclaimers

The Service is provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we disclaim all implied warranties, including merchantability, fitness for a particular purpose and non-infringement. Without limiting the foregoing, we specifically disclaim any warranty that AI-extracted fields, auto-matches, or data returned by third-party integrations (Plaid, FL3XX, JetInsight, other) will be accurate, complete, timely or free of error. Reports produced by the Service are a reconciliation aid; they are not a substitute for professional accounting, tax or audit advice.

11. Limitation of liability

To the maximum extent permitted by law, neither party will be liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, lost revenue, lost data or business interruption. Our aggregate liability arising out of or relating to these Terms will not exceed the fees you paid to us in the twelve (12) months preceding the event giving rise to the claim.

12. Indemnity

You will defend and indemnify us against claims arising from your Customer Data, your unauthorised connection of a third-party account, your users' conduct, or your breach of these Terms; we will defend and indemnify you against third-party claims that the Service, used as permitted, infringes their intellectual property rights.

13. Suspension and termination

You may stop using the Service at any time. We may suspend or terminate access for material breach, non-payment, security risk, or to comply with law. On termination we will delete Customer Data per our Privacy Policy. Before termination the Operator's admin may export receipts, expenses and reports from the Service.

14. Governing law

These Terms are governed by the laws of the jurisdiction in which AeroXpense is incorporated, excluding its conflicts-of-law rules.

15. Changes

We may update these Terms. Material changes will be posted on this page and notified to Operator admins by email where appropriate.

16. Contact

hi@sidd.hu