Terms and Conditions

1. Preamble and Acceptance of Terms

This document ("Terms and Conditions" or "Agreement") constitutes a legally binding contract between IMFS Group S.R.L. ("Provider", "We", "Company") and you ("Client", "User", "Beneficiary Company"), governing access to and use of the integrated IMFS One platform, including ERP, CRM, AI Hub modules, electronic invoicing solutions, human resources, and taxation.

By accessing, registering, implementing, or using our APIs and services, you confirm that you have the legal authority to bind the legal entity you represent and that you commit to full compliance with these Terms. If you do not agree to these Terms, you are not authorized to access the Platform.

2. Extended Definitions

• Platform / Ecosystem:The IMFS One cloud-based software infrastructure, hosted on secure servers (EU-RO), accessible via web or API.
• Enterprise Subscription:The recurring commercial agreement that grants the Client usage licenses, cloud resource allocation, and technical support, defined in the services contract.
• Client Data:All financial, commercial, personal, or business data uploaded, generated, or imported by Users into the IMFS ecosystem.
• IMFS AI Hub:The proprietary artificial intelligence module, including natural language processing (LLM) and optical character recognition (OCR).

3. Licensing and Usage Rights

Subject to subscription payment, IMFS grants the Client a limited, non-exclusive, non-transferable, and revocable right to access and use the Platform strictly for internal business operations.

Restrictions. The Client agrees NOT to:

• Copy, modify, distribute, sell, or reverse engineer the source code or AI models.
• Use the Platform to develop a competing product or service.
• Transfer or share access credentials with unauthorized persons or outside the contracting organization.
• Use the IMFS infrastructure to store or transmit illegal materials, malware, or content that infringes third-party intellectual property rights.

4. Operation of AI / Autonomous Modules

• The Client agrees that anonymized data may be used exclusively for improving internal OCR and ML algorithms (opt-out available upon written request).
• Certain interactions with state systems (e-Factura, SPV, D406) are conditional upon the validity of the electronic signature held by the Client and securely uploaded to the platform.

5. SLA (Service Level Agreement) and Uptime

We commit to ensuring a guaranteed uptime of 99.9% for critical infrastructure (ERP, eFactura, CRM), measured on a monthly basis.

• Scheduled Maintenance: Interventions will take place outside normal working hours (usually between 23:00 - 05:00 EET), with the client notified at least 48 hours in advance.
• Security: The platform performs incremental backups every 6 hours and features AES-256 encryption for data at-rest and TLS 1.3 for data in-transit.
• SLA Compensations, in case of failure to meet guaranteed uptime, will be reflected in credits applied to the next invoice, according to the specific Enterprise B2B contract.

6. Ownership and GDPR Compliance

IMFS acts as a Data Processor for the personal data entered by the Client. The Client acts exclusively as a Data Controller.

All our servers are physically located within the European Union (Germany / Romania) with strict compliance with the General Data Protection Regulation (GDPR). The Client has the unhindered right to export the entirety of their data in standard formats (.CSV, .JSON, .XML) at any time.

7. Subscriptions, Billing, and Usage Limits

• Billing is done in advance, on a monthly or annual basis, in the currency agreed upon in the contract (RON or EUR).
• Certain integrations utilizing third-party providers or high computational resources (automated SMS, complex LLM model queries) are billed separately based on consumption (Pay-as-you-go), subject to transparent cost display in the administrator's Control/Billing panel.
• Payments unmet for 15 days from the due date may result in partial or total restriction of editing functions ("read-only mode") until the balance is regularized.

8. Express Limitation of Liability

Please read this paragraph carefully

To the maximum extent permitted by applicable Romanian law, IMFS GROUP is not liable to the Client or third parties for any indirect, incidental, special, or punitive damages, including but not limited to loss of profits, revenues, business interruption, or data loss or tax penalties imposed by state institutions, even if IMFS has been advised of the possibility of such damages.

The cumulative total liability of the Provider for any claims arising from or related to the provision of IMFS services shall under no circumstances exceed the total amount paid by the Client to IMFS in the last 6 (six) calendar months of subscription prior to the damage-causing event.

9. Terms Update and Force Majeure

We reserve the right to modify these Terms to reflect technological innovations, service updates, or new legal obligations. Enterprise Clients will be notified at least 30 days before substantial modifications take effect.

Neither party will be liable for failure to perform obligations caused by force majeure (including, but not limited to, natural disasters, national/European infrastructure outages, or governmental actions).

10. Online Payments, Payment Processing, and Refund Policy

Subscription payments can be made online by bank card (Visa, Mastercard). Online payments are processed by PayU S.A., an authorized payment institution, through secure (TLS-encrypted) connections. IMFS GROUP does not store or have access to your full card details; these are entered directly into the payment processor's PCI-DSS certified environment.

• Prices and currency: Subscription prices are displayed on the pricing page and are expressed in EUR. Online card payments are processed in RON, converted at the National Bank of Romania (BNR) exchange rate of the payment date. The Provider is not registered for VAT purposes; invoices are issued without VAT, in accordance with applicable tax law. A fiscal invoice is issued for every payment.
• Service delivery: Access to the Platform is granted electronically, immediately or within a maximum of 24 hours after payment confirmation, to the account of the Beneficiary Company.
• Cancellation: The Client may cancel the subscription at any time from the billing panel or by written request to billing@imfs.ro; cancellation takes effect at the end of the paid billing period, with no additional charges thereafter.
• Refunds: Amounts already paid for the current billing period are non-refundable, except for: (a) duplicate payments or technical processing errors — refunded in full; (b) the Provider's definitive failure to deliver the contracted service. Approved refunds are made to the card used for payment, within 5–10 business days of approval.
• Refund requests and billing disputes are submitted to billing@imfs.ro and are answered within a maximum of 5 business days.

To the extent the Client acts as a consumer within the meaning of applicable law, the legal provisions on consumer protection apply, including access to alternative dispute resolution (ANPC-SAL) and the European Online Dispute Resolution platform (SOL/ODR), linked in the footer of this site.