1. Acceptance of Terms
1.1 Agreement to Terms
These Terms of Service ("Terms," "Agreement") constitute a legally binding agreement between you and Eloope LLC governing your access to and use of the Eloope Expense application, website, APIs, and related services (collectively, the "Service").
By accessing or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms, and "you" refers to both you individually and the organization.
1.2 Eligibility
To use the Service, you must be at least 18 years of age or the age of majority in your jurisdiction, have the legal capacity to enter into binding contracts, not be prohibited from using the Service under applicable law, and provide accurate and complete registration information.
1.3 Modifications to Terms
We reserve the right to modify these Terms at any time. Material changes will be communicated via email notification to your registered address, prominent notice within the Service, and an updated "Last Updated" date at the top of these Terms. Your continued use of the Service after modifications become effective constitutes acceptance of the revised Terms. If you do not agree to the modified Terms, you must discontinue use of the Service.
1.4 Additional Terms
Certain features or services may be subject to additional terms, policies, or guidelines. Such additional terms are incorporated by reference into these Terms when you use those features.
2. Description of Service
2.1 Service Overview
Eloope Expense is a cloud-based expense management platform that provides expense tracking and submission, receipt capture and OCR (Optical Character Recognition), expense report creation and management, approval workflows, reimbursement processing, mileage tracking, analytics and reporting, third-party integrations, and automation capabilities.
2.2 Service Availability
We strive to maintain high availability of the Service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to scheduled maintenance (with advance notice when possible), unscheduled maintenance or emergency repairs, force majeure events, or factors beyond our reasonable control.
2.3 Service Modifications
We continuously improve the Service and may add, modify, or remove features, update the user interface, change system requirements, or discontinue aspects of the Service with reasonable notice.
2.4 Beta Features
We may offer beta or experimental features ("Beta Features"). Beta Features are provided "AS IS" without warranty, may contain bugs or errors, may be modified or discontinued without notice, and should not be relied upon for critical business processes.
3. Account Registration and Security
3.1 Account Creation
To access the Service, you must create an account by providing a valid email address, a strong password, organization information if applicable, and other required registration information. You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate and complete.
3.2 Account Types
Individual accounts are designed for personal use for expense tracking with limited organizational features. Organization accounts support multiple users with administrative controls, team management features, and custom policies and workflows. Administrator accounts have full organization management capabilities including user provisioning, access control, billing and subscription management, and integration configuration.
3.3 Account Security
You are responsible for maintaining the confidentiality of your login credentials, all activities that occur under your account, immediately notifying us of any unauthorized access, using strong and unique passwords, and enabling multi-factor authentication (recommended). We will never ask for your password via email or phone. Report suspected phishing attempts to security@eloope.com.
3.4 Organization Administrators
If you are an administrator for an organization account, you have authority to manage users and settings, you are responsible for your organization's compliance with these Terms, you may access and manage your organization's data, and you must ensure users under your organization agree to these Terms.
3.5 Account Suspension
We may suspend your account if we suspect unauthorized or fraudulent activity, you violate these Terms or our Acceptable Use Policy, required by law or legal process, your payment is past due, or your account poses a security risk.
4. Subscription Plans and Payment
4.1 Subscription Plans
The Service is offered through various subscription plans. The Free Plan offers limited features and usage, subject to usage restrictions, with no service level guarantees. The Plus Plan provides enhanced features and limits, priority support, and additional integrations. The Pro Plan includes full feature access, advanced analytics, premium support, and custom configurations. The Enterprise Plan offers custom pricing and features, dedicated support, custom SLA, and advanced security features. Current plan details and pricing are available at https://expense.eloope.com/pricing.
4.2 Billing and Payment
Subscription fees are billed in advance with monthly or annual billing cycles available. Payment is due upon invoice or subscription renewal, and all fees are non-refundable except as stated herein. We accept credit and debit cards including Visa, MasterCard, and American Express, as well as bank transfer for Enterprise plans. Subscriptions automatically renew at the end of each billing period, and you will be charged using your payment method on file. Cancel before your renewal date to avoid charges.
4.3 Price Changes and Taxes
We may change subscription prices with 30 days' advance notice. Price changes take effect at your next renewal. If you do not agree to the new prices, you may cancel before the renewal date. Subscription fees are exclusive of applicable taxes, and you are responsible for paying all taxes, levies, and duties imposed by tax authorities. We will collect taxes where legally required.
4.4 Failed Payments and Refunds
If payment fails, we will notify you and attempt to charge again. Access may be restricted after multiple failed attempts, and you are responsible for updating payment information. Outstanding balances may be subject to collection. For refunds, monthly subscriptions are not eligible for refunds for partial months. Annual subscriptions may receive a pro-rata refund for unused months upon request within 30 days of renewal. Refund requests should be sent to billing@eloope.com. If offered a free trial, you will have full access to applicable plan features during the trial period with no charge until the trial ends. Cancel before the trial ends to avoid charges. One trial is available per organization.
5. User Content and Data
5.1 Your Content and Ownership
"User Content" includes all data, information, files, and materials you submit to the Service, including expense records and reports, receipt images and attachments, comments and notes, profile information, and configuration settings. You retain all ownership rights in your User Content. By using the Service, you grant Eloope a limited license to store and process your User Content, display User Content to you and authorized users, transmit User Content to connected integrations, create backups and archives, and perform necessary technical operations. This license is non-exclusive, royalty-free, limited to providing and improving the Service, and terminable upon account closure subject to retention requirements.
5.2 Your Responsibilities
You are solely responsible for the accuracy and legality of your User Content, ensuring you have rights to upload User Content, backing up important data, and compliance with applicable laws and regulations. You may not submit User Content that infringes intellectual property rights, contains malware or harmful code, violates any applicable law, contains false or misleading information, or includes sensitive personal data without proper authorization.
5.3 Data Processing, Export, and Deletion
We use automated systems including OCR and AI to extract data from receipts to provide Service functionality. Accuracy is not guaranteed, and you should verify extracted data. We may analyze usage patterns to improve the Service using aggregated and anonymized data where possible. You may export your User Content at any time through built-in export features such as CSV, PDF, and JSON, API access where available, or data portability request. Upon account termination, you may request data export before deletion, User Content is deleted within 30 days, backup copies are purged within 90 days, and data required by law may be retained longer.
6. Acceptable Use Policy
6.1 Permitted Use
The Service is intended for legitimate business expense management purposes. You may use the Service to track and manage business expenses, process reimbursement requests, generate expense reports, integrate with authorized business systems, and collaborate with team members.
6.2 Prohibited Conduct
You agree not to engage in security violations such as attempting to gain unauthorized access to the Service, probing or scanning system vulnerabilities, circumventing security features, interfering with other users' access, deploying malware, or conducting denial-of-service attacks. You also agree not to use the Service for illegal purposes, submit fraudulent expense claims, misrepresent your identity, harass or harm others, spam or send unsolicited communications, or scrape or harvest data. You may not infringe copyrights, trademarks, or other intellectual property rights, reverse engineer the Service, decompile software components, or remove proprietary notices. Additionally, you may not overload Service infrastructure, automate access beyond API rate limits, resell the Service without authorization, or use the Service to compete directly with Eloope.
6.3 Enforcement
Violations may result in warning notification, temporary suspension, permanent account termination, legal action, or reporting to law enforcement.
7. Third-Party Integrations
7.1 Integration Availability and Authorization
The Service supports integrations with third-party applications including accounting and financial software, cloud storage providers, communication platforms, calendar and productivity tools, payment processors, and business intelligence tools. When you connect a third-party integration, you authorize data exchange between services, agree to the third party's terms and privacy policy, represent you have authority to authorize the connection, and understand we access only data necessary for functionality.
7.2 Data Handling
We receive only data you authorize us to access and data necessary for integration functionality. We send expense data you choose to sync, report information for export, and notifications and alerts as configured. Integration data is subject to our Privacy Policy, we process data only for disclosed purposes, and we do not sell integration data. You may disconnect integrations at any time through the Service settings or through the third-party application. Data sync will stop upon disconnection, though previously synced data may remain in both systems.
7.3 Third-Party Terms and No Warranty
Third-party integrations are governed by their respective terms. We are not responsible for third-party service availability, third-party data practices are governed by their policies, issues with third-party services should be directed to them, and third-party services may change or discontinue without notice. We do not warrant that integrations will be error-free or uninterrupted, that data will sync accurately in all cases, that third-party services will remain compatible, or that all features will work with all integrations.
8. Intellectual Property Rights
8.1 Eloope Intellectual Property
The Service, including all software, designs, text, graphics, logos, and other content (excluding User Content), is owned by Eloope or its licensors and is protected by copyright, trademark, and other intellectual property laws.
8.2 Limited License
Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes, use the Service in accordance with these Terms, and access documentation and help materials. This license does not include the right to sublicense, sell, or redistribute the Service, modify, adapt, or create derivative works, reverse engineer or decompile the software, remove proprietary notices or labels, or use our trademarks without written permission.
8.3 Trademarks and Feedback
"Eloope," "Eloope Expense," and associated logos are trademarks of Eloope LLC. You may not use our trademarks without prior written consent except as permitted by applicable law. If you provide feedback, suggestions, or ideas, we may use such feedback without obligation to you, the feedback becomes our property, no compensation is due for feedback, and you waive moral rights in feedback to the extent permitted by law.
8.4 Open Source
The Service may include open-source software components. Such components are subject to their respective open-source licenses, which prevail over these Terms to the extent of any conflict.
9. Confidentiality
9.1 Confidential Information
"Confidential Information" means non-public information disclosed by one party to the other, including business strategies and plans, financial information, technical data and specifications, customer lists and data, pricing information, and trade secrets. Confidential Information does not include information that is or becomes publicly available without breach, was known to the receiving party before disclosure, is independently developed by the receiving party, or is disclosed by a third party without restriction.
9.2 Obligations
Each party agrees to protect Confidential Information with reasonable care, use Confidential Information only for purposes of this Agreement, not disclose Confidential Information to third parties except as needed, and limit access to employees and contractors with a need to know. If legally compelled to disclose Confidential Information, the receiving party must provide prompt notice to the disclosing party if permitted, disclose only information legally required, and cooperate in seeking protective measures.
9.3 Return of Information
Upon termination or request, Confidential Information must be returned or destroyed, with certification of destruction if requested. Retention is permitted for legal or regulatory requirements.
10. Privacy and Data Protection
10.1 Privacy Policy
Our collection and use of personal information is governed by our Privacy Policy, available at https://expense.eloope.com/privacy. By using the Service, you consent to our Privacy Policy. For organizations subject to GDPR or similar data protection laws, we offer a Data Processing Agreement (DPA) upon request. Contact legal@eloope.com for details.
10.2 Security Measures
We implement appropriate technical and organizational measures to protect your data, including encryption in transit and at rest, access controls and authentication, regular security assessments, incident response procedures, and employee training and awareness. We use third-party service providers (subprocessors) to help deliver the Service. A list of subprocessors is available upon request.
10.3 Data Breach Notification
In the event of a data breach affecting your personal information, we will notify affected users within 72 hours, notify relevant authorities as required, and provide information about remediation steps.
11. Disclaimers and Limitations of Liability
11.1 Service Provided "As Is"
THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, ACCURACY OR COMPLETENESS OF CONTENT, OR UNINTERRUPTED OR ERROR-FREE OPERATION.
11.2 No Professional Advice
The Service is a software tool and does not provide tax advice or tax preparation services, legal, accounting, or financial advice, audit or compliance verification, or professional consulting services. Consult qualified professionals for such matters.
11.3 OCR, AI, and Integration Disclaimers
We do not warrant that OCR will accurately extract all receipt data, that AI categorization will be correct in all cases, or that automated processing will be error-free. Always review and verify extracted data. We also do not warrant that third-party integrations will function without error, that data will sync correctly in all circumstances, that third-party services will remain available, or that integration features will meet your requirements.
11.4 Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW, IN NO EVENT SHALL ELOOPE BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, DATA, USE, GOODWILL, OR OTHER INTANGIBLE LOSSES. ELOOPE'S TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF THE AMOUNT YOU PAID TO ELOOPE IN THE 12 MONTHS PRECEDING THE CLAIM, OR ONE HUNDRED DOLLARS ($100). THESE LIMITATIONS APPLY REGARDLESS OF THE LEGAL THEORY, WHETHER CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE, AND EVEN IF ELOOPE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
11.5 Essential Purpose and Jurisdictional Limitations
The parties agree that the limitations set forth in this section are essential elements of this Agreement and that the pricing reflects this allocation of risk. Some jurisdictions do not allow certain limitations of liability. In such jurisdictions, the above limitations may not apply to you to the extent prohibited by law.
12. Indemnification
12.1 Your Indemnification
You agree to indemnify, defend, and hold harmless Eloope and its officers, directors, employees, agents, and affiliates from any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising from your use of the Service, your User Content, your violation of these Terms, your violation of any third-party rights, your violation of applicable laws or regulations, or fraudulent or false expense claims submitted through the Service. We will provide prompt notice of any claim, allow you to control the defense with our approval of counsel, cooperate reasonably in the defense, and have the right to participate with counsel of our choice. You may not settle any claim without our prior written consent.
12.2 Our Indemnification
We will indemnify you against third-party claims that the Service infringes any valid U.S. patent, copyright, or trade secret, provided you notify us promptly, allow us to control the defense, and cooperate reasonably. If infringement is found or likely, we may obtain rights for you to continue using the Service, modify the Service to be non-infringing, or terminate your subscription with pro-rata refund. We have no obligation if infringement arises from modification of the Service by you, combination with non-Eloope products, your continued use after receiving notice to cease, or use not in accordance with these Terms.
13. Term and Termination
13.1 Term
These Terms begin when you first access the Service and continue until terminated as provided herein.
13.2 Termination
You may terminate your account at any time by using the account deletion feature in Settings, contacting support@eloope.com, or providing written notice to us. We may terminate or suspend your account for convenience with 30 days' notice, immediately for breach of these Terms, immediately if required by law, immediately for fraudulent or illegal activity, or if you fail to pay fees when due.
13.3 Effects of Termination
Upon termination, you may export your data before termination takes effect and receive a pro-rata refund for prepaid annual subscriptions if terminated by us for convenience. We will discontinue your access to the Service, delete your User Content subject to retention requirements, and retain data as required by law or for legitimate business purposes. The following sections survive termination: User Content and Data (ownership provisions), Intellectual Property, Confidentiality, Disclaimers and Limitations, Indemnification, Dispute Resolution, and General Provisions.
13.4 Data Export
Upon termination notice, you have 30 days to export your data. We may assist with data export upon request. After 30 days, data may be deleted.
14. Dispute Resolution
14.1 Informal Resolution and Governing Law
Before filing any formal dispute, you agree to contact us at legal@eloope.com to attempt informal resolution. Most disputes can be resolved without formal proceedings. These Terms are governed by the laws of the State of Delaware, USA, without regard to conflict of law principles.
14.2 Arbitration Agreement
Any dispute arising from or relating to these Terms or the Service shall be resolved by binding arbitration administered by JAMS under its Comprehensive Arbitration Rules. Arbitration will take place in Wilmington, Delaware or via video conference, in English, with one neutral arbitrator and limited discovery as appropriate. YOU AGREE TO RESOLVE DISPUTES ON AN INDIVIDUAL BASIS AND WAIVE THE RIGHT TO PARTICIPATE IN CLASS ACTIONS, CLASS ARBITRATIONS, OR REPRESENTATIVE ACTIONS. Either party may seek injunctive relief in court for intellectual property infringement, unauthorized access to the Service, or violation of confidentiality obligations.
14.3 Opt-Out, Small Claims, and Jurisdiction
You may opt out of arbitration by sending written notice to legal@eloope.com within 30 days of first using the Service. The notice must include your name, address, and a clear statement that you wish to opt out. Either party may bring a dispute in small claims court if it qualifies for such jurisdiction. For any matters not subject to arbitration, the parties consent to the exclusive jurisdiction and venue of the state and federal courts located in Wilmington, Delaware.
15. General Provisions
15.1 Entire Agreement, Severability, and Waiver
These Terms, together with the Privacy Policy and any additional terms for specific features, constitute the entire agreement between you and Eloope regarding the Service and supersede all prior agreements. If any provision of these Terms is found unenforceable, the remaining provisions will continue in full force and effect, and the unenforceable provision will be modified to the minimum extent necessary to make it enforceable. Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision or our right to enforce it later.
15.2 Assignment and Notices
You may not assign or transfer these Terms without our prior written consent. We may assign these Terms to an affiliate or in connection with a merger, acquisition, or sale of assets. Notices to you may be sent to your registered email address, through in-app notifications, or by posting on the Service. Notices to us should be sent to legal@eloope.com.
15.3 Force Majeure and Relationships
Neither party shall be liable for delays or failures in performance due to causes beyond reasonable control, including natural disasters, war, terrorism, strikes, government actions, or infrastructure failures. The parties are independent contractors. Nothing in these Terms creates a partnership, joint venture, employment, or agency relationship.
15.4 Additional Provisions
These Terms do not confer any rights on third parties, except that our affiliates and service providers may enforce provisions related to limitations of liability and indemnification. Section headings are for convenience only and do not affect interpretation of these Terms. These Terms are in English, and if translated, the English version prevails in case of conflict. The Service may be subject to U.S. export control laws, and you agree to comply with all applicable export and re-export restrictions and not to use the Service in any embargoed country. If you are a U.S. government entity, the Service is "Commercial Computer Software" under FAR 12.212, use is subject to these Terms, and additional provisions may apply. We are committed to accessibility; contact accessibility@eloope.com for accommodations or to report accessibility issues.
