Terms of Service

Users must be at least 18 years old and authorised by the subscribing organisation, referred to in these Terms as the Operator. The Operator is responsible for the accuracy of its company information, the users it provisions and the permissions it assigns. An administrator may create pilot and accounting accounts and distribute initial access details directly. The Operator must ensure that access details reach only the intended recipient and that users protect and update their credentials as appropriate.

Administrators control membership, card assignments, available integrations and subscription settings. Users must not share accounts or allow unauthorised persons to act through them. The Operator should promptly remove access when responsibilities change and report suspected compromise without delay. Multi-factor authentication should be enabled where available, especially for administrators with access to financial connections or company-wide records.

AeroXpense supports three company-level workflows. Starter provides manual expense and receipt capture with manual statement reconciliation. Pro adds AI-assisted reading of receipts and assistance with matching records against administrator-uploaded statements. Neither Starter nor Pro includes an automatic Plaid transaction feed. Premium combines AI assistance with authorised corporate credit-card connectivity through Plaid.

Under Premium, card charges flow from the connected provider and the company administrator uploads statements for verification. Premium pilots are not required to upload receipts for these card charges. An unresolved statement comparison is a company reconciliation matter, not a pilot receipt obligation. A statement is evidence used to compare existing financial records; it must not be understood as a new source of card spending or an instruction to move funds.

The Operator and its users may use the service only for lawful internal business purposes and only with information they are authorised to process. They must not upload fabricated financial evidence, infringe another person’s rights, connect accounts without authority, introduce malicious code, attempt to bypass access controls or interfere with another customer’s workspace. Use of reporting features does not permit access to information outside the user’s authorised company and role.

The Operator is responsible for obtaining necessary notices, permissions and legal grounds for processing personnel and operational information. Customers should avoid uploading banking passwords, full payment card details, unrelated passenger records or other information that is unnecessary for the reconciliation task. Restrictions on reverse engineering apply only to the extent permitted by applicable law.

The selected plan, billing interval and applicable pilot-seat charges are described in the subscription settings or the written commercial agreement. Subscriptions may be billed monthly or annually in advance. Where recurring billing is enabled, the subscription renews according to the terms accepted at purchase until cancelled. Taxes, invoicing arrangements and any agreed professional services are governed by the applicable purchase terms.

An authorised administrator may request cancellation or a plan change through the available subscription controls or by contacting hi@sidd.hu. Changes may affect future access to AI features, financial connectivity or other plan-specific functions. Payments, where enabled, are processed through Stripe; AeroXpense does not store full payment card details for subscription billing. Refund eligibility and handling are described in the Refund Policy, including the existing daily pro-rata treatment of unused subscription time.

The Operator retains its rights in receipts, statements, expense records, flight references and authorised financial information supplied to its workspace. It grants AeroXpense permission to host, process, transmit and display that information as necessary to provide, support and secure the service and comply with lawful obligations. This permission does not transfer ownership of the Operator’s underlying financial or operational records.

The Operator is responsible for the accuracy, legality and completeness of the information it provides and for deciding which records satisfy its internal policies and legal duties. AeroXpense does not sell Customer Data or use customer records to train third-party AI models. Processing of personal information is further described in the Privacy Policy and any applicable data processing agreement.

AI-assisted extraction and statement analysis use Anthropic Claude to interpret documents and assist comparisons. Automated output may be incomplete or inaccurate, particularly where documents are unclear, currencies differ, dates are ambiguous or merchants use inconsistent descriptions. Match and verification statuses describe the application’s processing result; they are not a guarantee of authenticity, a statutory audit opinion or a substitute for professional judgement.

The Operator remains responsible for reviewing reports, resolving exceptions and determining whether records meet its accounting, tax, reimbursement and audit requirements. The service does not independently authorise reimbursements or make accounting decisions on behalf of the Operator. Customers should retain the source evidence required by their own policies and applicable law.

Only an authorised administrator may connect the Operator’s financial institution through Plaid Link and assign corporate credit cards to pilots. The administrator authorises the sharing of permitted account metadata and card transactions for the service. Banking credentials entered in Plaid Link are handled by Plaid and the institution, not collected as an AeroXpense login credential. The service is intended to retrieve corporate credit-card activity rather than general bank-account transactions.

Institution support, transaction history, pending-to-posted changes, outages and refresh frequency depend on third parties. AeroXpense does not promise instantaneous delivery of every charge. The Operator must monitor connection problems, maintain necessary authorisations and check that the correct cards and pilots are assigned. Revoking a connection stops future access through it but does not by itself delete historical reconciliation records.

An available flight-operations integration may associate expenses with aircraft, crew and flight references. The Operator must hold the necessary rights to supply the provider’s credentials and information and must revoke or rotate credentials when required. Support for a provider depends on the integration actually enabled for the workspace; mention of a provider does not constitute a commitment to deliver an unavailable connector.

Plaid, Stripe, flight-operations systems and other third-party services operate under their own applicable terms and privacy practices. Their availability and data quality are outside AeroXpense’s direct control. The Operator is responsible for its subscriptions and authorisations with those providers. No authority to initiate payments or modify an external operational system should be inferred from a read or reconciliation connection.

Each party must use the other party’s confidential information only for the purposes of the service relationship and protect it with reasonable care. Confidential information includes non-public financial records, credentials, operational information and commercial terms. Information that becomes public without a breach, is independently developed, is lawfully received without restriction or must be disclosed by law is subject to the usual limits of confidentiality protection.

AeroXpense maintains access restrictions and company-scoped permissions to protect service information. The Operator remains responsible for membership, endpoint security, access credentials and its connected accounts. No system is immune from security incidents. Certification, data residency, service levels and particular technical safeguards are contractual commitments only where expressly confirmed; they should not be inferred from general descriptions of the platform.

The service may be interrupted for maintenance, updates, infrastructure failures or third-party outages. Unless separately agreed in writing, these Terms do not establish a guaranteed uptime, support response time or recovery objective. Customers should maintain appropriate business continuity procedures and export the records needed for their internal archives.

To the extent permitted by law, the service is provided on an as-available basis without implied warranties of merchantability, fitness for a particular purpose or non-infringement. AeroXpense is a reconciliation tool and does not provide accounting, tax, legal, banking or aviation safety advice. Nothing in these Terms excludes a warranty or remedy that applicable law does not permit the parties to exclude.

To the maximum extent permitted by applicable law, neither party is liable under these Terms for indirect, incidental, special, consequential or punitive loss, including lost profits, revenue or business interruption. AeroXpense’s aggregate liability arising out of the service is limited to the fees paid to AeroXpense in the twelve months preceding the event giving rise to the claim. These limitations do not apply where applicable law prohibits the limitation concerned.

The Operator will defend and indemnify AeroXpense against third-party claims arising from unlawful Customer Data, unauthorised account connections or use that breaches these Terms. AeroXpense will defend and indemnify the Operator against third-party claims that the service, used as permitted, infringes intellectual property rights. A party seeking indemnification must promptly notify the other, provide reasonable cooperation and allow the defending party appropriate control of the defence; no settlement may impose an unagreed obligation on the protected party.

Access may be restricted or suspended in response to non-payment, a material breach, a credible security risk or a legal requirement. Where practicable and appropriate, the Operator will be informed of the reason and the steps needed to restore access. A suspension does not remove the Operator’s responsibility to protect credentials, meet outstanding payment obligations or maintain its own required records.

On termination, the Operator should arrange any required exports and address retention or deletion instructions with us. Historical information may remain subject to legal recordkeeping duties, unresolved disputes or backup expiry. The Privacy Policy describes the distinction between disconnecting an integration, ending access and deleting stored information. Obligations that by their nature survive termination, including confidentiality and accrued payment obligations, continue to apply.

These Terms are governed by the laws of the jurisdiction in which the AeroXpense contracting entity is incorporated, excluding conflict-of-law rules, subject to mandatory protections that cannot lawfully be displaced. Customers requiring a named contracting entity, registered address, governing jurisdiction or dispute forum for procurement should obtain those details in a signed agreement. This page does not designate an unverified jurisdiction or registered office.

Updates may be made to reflect changes in the service or applicable law. Material changes will be identified through an appropriate notice where required. Questions about these Terms, a customer agreement or procurement requirements should be directed to hi@sidd.hu.