Terms and Conditions of Service

1. Definitions

• Service Provider: QFactuur (acting as the commercial name for [Your Legal Name/Entity]), located in Mortsel, Belgium.
• Client: The professional entity (B2B) utilizing the services.
• Service: The technical conversion of administrative documents (Excel, PDF, Photo) into Peppol-compliant formats (UBL XML) and their transmission to the Peppol network.

2. Nature of the Service

QFactuur acts exclusively as an administrative assistant and technical intermediary.

2.1. Role Distribution under European Compliance Rules

For the processing of personal data and invoice data:

• The Client acts as the Data Controller. The Client owns all data and remains fully responsible for the content, accuracy, and legality of the data.
• QFactuur acts solely as the Data Processor. QFactuur processes data solely on the Client's instructions for technical conversion and transmission. QFactuur is not responsible for the substantive accuracy of the data itself.

2.2. Administrative Support Only – No Tax or Accounting Services

CRITICAL DISCLAIMER: QFactuur provides administrative support and technical format conversion only. We do not provide tax advice, accounting services, or verify the fiscal validity of the content. The Client is fully responsible for the accuracy of prices, VAT rates, and all fiscal aspects of the invoices.

• We are not an accounting firm, tax advisor, or bookkeeper.
• We do not provide fiscal advice, tax optimization strategies, or VAT declarations.
• We do not verify the fiscal validity of invoice content.
• We do not validate the accuracy of prices, VAT rates, or tax calculations.
• The Client retains full responsibility for their own tax compliance and accounting obligations.

2.3. Client Responsibility for Content

The Client is fully responsible for:

• The accuracy of all prices, amounts, and calculations in source documents.
• The correct application of VAT rates and the accuracy of VAT amounts.
• The legality and completeness of invoice data.
• The identity and details of the counterparty (customer).

QFactuur is not liable for errors in invoice content resulting from incorrect or incomplete information provided by the Client, including but not limited to incorrect prices, VAT rates, or tax calculations.

3. Verification & Approval Protocol

A. Standard Procedure (Approval Required)

By default, QFactuur operates on a "Human-in-the-Loop" basis. For every invoice processed, QFactuur will provide a visual proof (screenshot, PDF, or draft) to the Client. The Client must confirm accuracy before transmission.

Liability Waiver upon Approval: By approving the draft, the Client acknowledges that they have reviewed the content and agree to transmission. Once approved by the Client, QFactuur is not liable for errors in the transmitted invoice, including but not limited to: prices, VAT amounts, counterparty details, or other substantive errors that the Client could have noticed during approval. The Client indemnifies QFactuur against all claims, fines, or tax adjustments resulting from invoices approved by the Client.

B. Delegated Authority ("Auto-Pilot")

The Client may explicitly authorize QFactuur in writing (e.g., via email or checkbox) to transmit invoices immediately without prior case-by-case approval.

• Waiver of Liability: If the Client opts for Delegated Authority, the Client acknowledges that they waive the right to preview documents.
• Indemnification: The Client accepts full responsibility for any errors (including but not limited to content, price, VAT rates, and counterparties) transmitted under this delegation and indemnifies QFactuur against any resulting claims, fines, or tax adjustments.

4. Client Archiving Obligations (Critical)

• No Long-Term Archiving: QFactuur is a data processing service, not a digital vault.
• Client Responsibility: The Client remains the sole custodian of their financial data. The Client is legally required to retain the original copies of all source documents and final invoices for the statutory period required by Belgian law (typically 7 years).
• Data Deletion: The Client acknowledges that QFactuur permanently deletes source files 30 days after processing and cannot recover them.

5. Input Quality & Fair Use

If source files (e.g., handwriting, low-quality photos) are illegible, QFactuur reserves the right to request clarification or reject the file. Continuous submission of illegible data may result in a requirement to upgrade to a "Premium" tier to cover manual deciphering costs.

6. Limitation of Liability

QFactuur is not liable for technical failures of third-party networks (Peppol Access Points, Government Gateways). In all cases, QFactuur's total liability is limited to the monetary value of the subscription fee paid by the Client for the specific month in which the alleged error occurred.

7. Governing Law

These terms are governed by Belgian law. Any disputes shall be settled by the courts of the judicial district of Antwerp.