Terms of Service

1. About these terms

These terms govern the use of Vezna — the app at app.vezna.ai, the Vezna connector for AI assistants, and the related services — provided by Ninefold Ltd (Найнфолд ЕООД), a company registered in Bulgaria, VAT number BG204012589, registered address 6-ti Septemvri St. 4 (ул. „6-ти Септември“ 4), 1000 Sofia, Bulgaria (“Ninefold”, “we”, “us”). Vezna is a brand of Ninefold.

We provide Vezna to businesses under an engagement agreed with each of them (the “engagement”), which sets out the scope of the accounting services, responsibilities, fees and any service levels. These terms apply together with the engagement and our Data Processing Agreement (DPA). If they conflict, the DPA prevails on personal data, the engagement prevails on everything else, and these terms come last.

By using Vezna you accept these terms. If you use Vezna for a company, you confirm that you are authorised to do so and that these terms bind that company.

2. Definitions

Client — the company that has an engagement with us (“you”, where the context is the company).
User — a person with a Vezna account for a client: an owner, a team member or an accountant.
Books — the client’s data in Vezna: transactions, documents, ledgers, reports, conversations and settings.
Accountant — the qualified accountant responsible for the client’s books under the engagement.
Connected assistant — an AI assistant, such as ChatGPT or Claude, that a user connects to Vezna.

3. The service

Vezna combines software agents, an AI assistant and accountant review:

Agents collect documents, read them, categorise transactions, match payments to documents, and ask the client precise questions when something is missing.
Ask Vezna answers questions about the client’s finances from its books.
The general ledger: agents propose journal entries and the accountant approves them.
Month-close preparation: draft sales and purchase ledgers, an estimated VAT position, reimbursement lists and other materials for the accountant’s review.
Connections to the data sources the client chooses: bank and payment APIs, statement uploads, Google Drive and Gmail.

The accounting services themselves — for example bookkeeping and VAT returns — are those agreed in the engagement. We develop Vezna continuously and may change its features; if a change materially reduces something your engagement relies on, we will tell you in advance.

4. Accounts and invitations

Users get accounts by invitation from us or from a client owner, and sign in with an email address and password or with “Continue with Google”.
Roles: owners manage the company’s workspace and can invite colleagues; team members use the workspace; accountants use the accounting workspace. Owners and team members can connect AI assistants; accountants can’t.
Users must be at least 18. Each account is for one person: keep your password confidential, don’t share your account, and tell us at once if you suspect unauthorised use.
The client is responsible for whom it invites, for its users’ actions in Vezna, and for removing access when someone leaves.
We may suspend an account to protect the books, for example after suspicious sign-in activity.

5. Your responsibilities

As a client, you:

provide accurate, complete and timely information and documents, and answer Vezna’s questions — the books can only be as good as what goes into them;
keep your own credentials secure — such as bank access, the Gmail app password and the Google accounts you connect — and revoke them when they are no longer needed; we use them only to provide the service;
make sure you may lawfully share the personal data in your documents with us, for example your employees’ data, and that the people concerned are informed, as the DPA describes;
review what Vezna prepares, especially before you take decisions or anything is filed;
keep your records for the periods the law requires — we provide exports so you can;
cooperate with checks we are legally required to carry out.

Your company remains legally responsible for its accounts, its tax returns and other statutory obligations, and for the decisions it takes using Vezna.

6. Accountant review and filings

Within the scope of the engagement, the accountant reviews exceptions and corrections, approves journal entries, and prepares and files returns and other statutory filings. Vezna’s software never files anything on its own.
Until the accountant has reviewed and filed them, figures in Vezna — including the estimated VAT position, draft VAT returns, draft ledgers and SAF-T previews — are working drafts that may change.
The accountant relies on the information, documents and answers you provide and is not responsible for errors caused by inaccurate, incomplete or late information.
Vezna is not a registered auditor and does not perform statutory audits. Ask Vezna does not give tax, legal or investment advice; questions of that kind go to the accountant within the engagement, or to another qualified adviser.

7. AI features and their limits

Vezna uses AI models to read documents, categorise transactions and answer questions. AI can be wrong: it can misread a document, choose the wrong category or misunderstand a question.
Safeguards: the figures in Ask Vezna’s answers are calculated from the books by Vezna’s own code; automatic bookings happen only above a confidence threshold and are logged for review; and accounting outputs go through the accountant’s review as the engagement describes.
Answers depend on the data available. Bank data is usually synced once a day, so the latest days may be missing. Management reporting in the app is on a cash basis unless an answer comes from the general ledger. Ask Vezna does not forecast or make tax or legal determinations.
Don’t rely on an AI answer alone for an important decision: check the underlying figures, or ask the accountant.

8. Connected assistants

Owners and team members can connect their own AI assistant, such as ChatGPT or Claude, to a company’s books through the Vezna connector. It is optional. How it works.
A connected assistant acts with the access of the owner who connected it, and only through the tools Vezna provides: it can read the books, search the connected mailbox, submit documents and answer Vezna’s open questions for the client. It cannot make payments, file returns, approve ledger entries, change users or settings, or delete data.
Answers and documents submitted through an assistant count as the client’s, and are recorded as coming from that user through that assistant. Review what your assistant does on your behalf.
The data your assistant receives from Vezna is processed by the assistant’s provider under your agreement with that provider. We are not responsible for that provider’s processing.
You can revoke a connection at any time. We may disable a connection to protect the service or the books.

9. Acceptable use

You must not:

access, or try to access, books or accounts you are not authorised to use;
probe, scan or test Vezna’s security without our written permission — report suspected vulnerabilities to support@vezna.ai instead;
interfere with or overload the service, or get around its limits;
upload malware, or content you have no right to share;
use Vezna for unlawful purposes, including fraud, money laundering or concealing transactions;
copy, resell or reverse-engineer Vezna, except as the law allows;
access Vezna by automated means other than the connector and the features we provide.

10. Confidentiality

We keep the client’s books and other non-public information confidential. We use them only to provide, secure and support the service, and disclose them only to people and sub-processors who need them for that and are bound by confidentiality, or where the law requires.
We never share one client’s books with another client.
We may use general, non-personal knowledge about businesses gained while providing the service — for example how a supplier’s name appears on bank statements — to improve Vezna for all clients. This never includes a client’s books, amounts or information about individuals.
The client keeps the engagement terms and other non-public information about Vezna confidential.

11. Your data and exports

The client owns its books and documents. It gives us the limited right to process them to provide, secure and support the service, as the DPA describes.
You can download month-close packs and ledger exports from the app at any time. On request, and when the service ends, we provide a full export of your books and documents in common formats, such as CSV and PDF.
Vezna itself — its software, templates and documentation — remains ours. If you send us feedback, we may use it without obligation to you.

12. Availability and support

We work to keep Vezna available and secure, but unless the engagement says otherwise we provide it without a guaranteed level of availability. We may interrupt it for maintenance or urgent security work.
Vezna depends on third parties — banks, payment providers, Google, Anthropic and the providers of connected assistants. Their outages or changes can delay data or affect features.
Support: support@vezna.ai. Response times: within one business day, or as the engagement sets out. See Support.

13. Fees

Fees, invoicing and payment terms are as agreed in the client’s engagement.

14. Liability

Nothing in these terms limits liability that cannot be limited under Bulgarian law, including liability for intent or gross negligence.
Otherwise, our total liability arising from or relating to Vezna in any 12-month period is limited to the fees the client paid for the service in that period.
We are not liable for indirect or consequential loss or lost profit; for penalties, interest or tax resulting from information the client provided late, incompletely or inaccurately, or from decisions it took without the accountant’s review; or for services provided by third parties the client connects.
The client is responsible for claims arising from data it gives us without the right to do so.

15. Suspension and termination

Either party may end the engagement as the engagement provides.
We may suspend access immediately where needed to protect the service or the books, where the law requires it, or for a serious breach of these terms. We will tell the client promptly and restore access once the issue is resolved.
When the service ends, users lose access and connected assistants are disconnected. We keep the books for 90 days so that the client can export them or ask us for the export; then we delete them from our systems, and from our backups within about two months, except data the law requires us to keep. Data in the client’s own Google Drive or mailbox stays there.
Provisions that by their nature should continue — including confidentiality, liability, data return and deletion, and governing law — survive the end of the service.

16. Changes

We may update these terms. We will post the new version here with its effective date and, for material changes, tell account owners by email at least 30 days before the change takes effect. A client that does not accept a material change may end the engagement before it takes effect.

17. Governing law and disputes

These terms are governed by the laws of Bulgaria. We will first try to resolve any dispute informally, so please contact us. Disputes that can’t be resolved that way go to the competent courts in Sofia, Bulgaria.

18. General

These terms, the engagement and the DPA are the entire agreement on their subject.
We may transfer our rights and obligations to a successor of our business, with notice to the client.
If a provision is found invalid, the rest remains in effect. Not enforcing a provision is not a waiver of it.
We send notices by email to the client’s owners; send yours to support@vezna.ai.

19. Contact

Ninefold Ltd (Найнфолд ЕООД)
6-ti Septemvri St. 4 (ул. „6-ти Септември“ 4), 1000 Sofia, Bulgaria, Bulgaria
Email: support@vezna.ai