LedgerLink Terms and Conditions

Effective date: 19 October 2026

These Terms and Conditions govern the use of LedgerLink by business customers. LedgerLink is a trading name of VoltStation B.V., with its business address at Straatweg 29, 8535 WG Follega, the Netherlands, registered with the Netherlands Chamber of Commerce under number 97250325, VAT identification number NL867969684B01. Enquiries may be sent to support@ledgerlink.nl.

The Data Processing Agreement (https://ledgerlink.nl/dpa) forms part of these Terms and Conditions insofar as VoltStation B.V. processes personal data on behalf of the Customer. The Privacy Notice (https://ledgerlink.nl/privacy) explains how LedgerLink processes personal data for its own purposes. Reading the Privacy Notice does not constitute consent as a legal basis for processing.

1. Definitions and scope

1. LedgerLink: the online AI assistant that, following authorisation, can interact with supported parts of a Moneybird administration.
2. Customer: the business or self-employed professional subscribing to LedgerLink for business purposes.
3. User: a natural person accessing the service on behalf of the Customer.
4. Proposal: a specific set of intended changes displayed to an authorised User and requiring separate approval.
5. These Terms and Conditions apply to registration, use and, where applicable, the conclusion and performance of a paid subscription. The Data Processing Agreement forms part of these Terms and Conditions for processing carried out on the Customer's behalf and prevails in that respect in the event of a conflict.
6. The applicable version is made available electronically before acceptance in a form that can be saved and consulted later. Any departure from these Terms and Conditions is effective only if agreed in writing by the parties.

2. Business use, access and authority

LedgerLink is intended exclusively for business use. A person registering declares that the intended use is business-related, that they are authorised to represent the Customer and that the Customer is entitled to connect the relevant Moneybird administration. Selecting a business-use checkbox does not remove any mandatory rights of a person who is, in fact, acting as a consumer.

The Customer is responsible for granting and withdrawing access for its Users, safeguarding authentication credentials and keeping permissions within the administration up to date. The service uses an external identity provider and may require a recently verified additional authentication factor for sensitive actions.

During the beta period, LedgerLink may limit the number of admitted accounts, place new registrations on a waiting list and make individual features available only after separate technical qualification. Describing a capability in these Terms and Conditions does not mean that it has already been enabled.

3. Services and use of AI

Depending on which features are actually enabled, LedgerLink may retrieve relevant Moneybird data, answer questions, produce analyses and prepare specific proposals for changes. LedgerLink is not an accountant, tax adviser or legal adviser. The service is not a substitute for professional review or advice.

AI-generated answers and proposals may be inaccurate, incomplete or outdated. The Customer remains responsible for its accounting and tax obligations, and for independently verifying material amounts, conclusions and proposed actions. Before approving a Proposal, the User must in particular check the selected administration, affected records, amounts, descriptions, counterparties and possible consequences.

The Customer must provide only data for which it has the necessary rights and authority. Passwords, secret access keys and special categories of personal data that are not necessary for the task must not be entered into ordinary queries. File uploads are not part of the initial beta unless the feature is subsequently offered expressly with updated information and terms.

4. Proposals and approval of changes

A change in Moneybird is not executed merely because the AI model requests it or interprets a response as consent. A Proposal is displayed first. The User may then expressly approve it by sending a standalone message consisting of 'ja' or 'yes', or by using the approval button associated with that Proposal. 'nee', 'no' or the rejection button rejects the Proposal. A message such as 'yes, but change the amount' does not constitute approval.

The server binds approval to the specific Proposal displayed, the User, the administration and the applicable permissions. Proposals expire; changes to access rights or data may also prevent execution. A revised Proposal requires a new and separate approval.

In the current beta, a Proposal may contain a maximum of ten operations. These are performed sequentially and do not constitute an all-or-nothing transaction. If an error occurs, earlier operations may already have been completed permanently while later operations are not performed. LedgerLink does not automatically retry an operation whose outcome is uncertain. The User can view the execution status where available and must check the accounting records before taking further manual action.

Approval constitutes an instruction from the Customer, not a waiver of LedgerLink's statutory or contractual obligations. Changes already made in Moneybird are not automatically reversed when the connection is disconnected or the LedgerLink subscription is cancelled.

5. Trial use, fees and usage limits

The planned paid beta offers one subscription at €19 per month, excluding VAT. LedgerLink provides a one-off trial allowance of €2 in internally calculated AI usage costs per account, separate from an allowance of €8 for each paid subscription period. The current price, applicable VAT and commencement date are displayed in the payment environment before a paid subscription is concluded.

These AI usage amounts are internal usage measures, not monetary balances, are not redeemable for cash and do not guarantee any volume of service from a model provider. Trial usage is not deducted from the first paid period. Unused allowance is neither carried over to another period nor refunded. Usage may be counted where an interrupted or unsuccessful model call nevertheless incurred costs. The service does not offer automatic paid overages.

The paid usage period follows the actual start and renewal dates of the subscription; it need not begin on the first day of a calendar month. Daily limits, rate limits, an account cap, security measures and technical availability may impose additional restrictions. Where possible, the service indicates why a limit has been reached.

6. Payment, renewal and cancellation

A paid subscription renews monthly until cancelled. Payment, invoicing and any applicable VAT processing take place through the Stripe payment environment made available; the Customer must provide accurate invoicing details. If payment is not made, LedgerLink may restrict paid features following appropriate notice, insofar as technically and legally permissible.

The Customer may cancel a subscription at any time through the available account feature or payment portal. Ordinary cancellation ends renewal at the end of the current paid period. Access remains available until that point, unless there is another lawful reason for suspension. Unused time or AI usage allowance is not partially refunded upon ordinary cancellation, except where mandatory law or a correction owed due to an error requires otherwise.

Account deletion is different from subscription cancellation. When an account is deleted, access to LedgerLink ends immediately, and an instruction to terminate further subscription charges immediately is durably recorded and processed. If the payment provider is temporarily unavailable, the cancellation instruction is retained and retried. Account deletion also does not ordinarily entitle the Customer to a partial refund for ending a paid period early, except where mandatory law or a correction owed due to an error requires otherwise. An amount wrongly collected after the deletion request will be investigated and, where required, corrected. Payment obligations that have already lawfully fallen due remain in effect.

7. Data, ownership and confidentiality

The Customer retains its rights in its own accounting data. It authorises LedgerLink to process those data solely to provide the instructed service, maintain security and carry out expressly approved changes, subject to the Data Processing Agreement. LedgerLink acquires no ownership of Moneybird data.

VoltStation B.V. retains the rights in the software, design, documentation and other components of the service. For the term of the agreement, the Customer receives a limited, non-transferable right to use the service for its own business operations. The Customer must not misuse the service, automate its use beyond permitted limits, circumvent security or use the service for unlawful activities.

LedgerLink processes data using technical and organisational security measures, such as access restrictions, encryption of sensitive fields and separation of execution permissions. No absolute guarantee can be given against outages or security incidents. Further details concerning personal data and retention periods are set out in the Privacy Notice and Data Processing Agreement.

8. Availability, support and suspension

LedgerLink is provided during the beta without any guaranteed availability percentage or response time. We take reasonable measures to limit disruptions and address security incidents. Support is provided exclusively by email at support@ledgerlink.nl. The separate provisions of the Privacy Notice govern the retention of support correspondence; they do not limit statutory response deadlines for privacy requests or incidents.

Where there are reasonable grounds to suspect misuse, a serious security issue, insufficient authority or a risk of incorrect accounting changes, we may temporarily restrict or suspend the affected feature. Where reasonably possible, we will inform the Customer of the reason and the steps towards restoration, unless doing so would prejudice security, an investigation or legal obligations. In the event of a material breach, the parties will, where appropriate, allow each other an opportunity to remedy it; immediate measures remain possible where necessary.

9. Liability

1. The Customer is responsible for its own accounting and tax decisions, the accuracy of the information it provides and the review of AI-generated answers and Proposals. LedgerLink does not warrant that AI content is error-free or suitable for any specific accounting, tax or legal purpose.
2. To the extent permitted by law, VoltStation B.V. is not liable for loss arising from inaccurate or incomplete AI-generated answers, analyses or advice relied upon by the Customer, or from substantively incorrect Proposals that were displayed with sufficient clarity, separately and validly approved by an authorised User, and subsequently executed in accordance with the approved Proposal.
3. That exclusion does not apply to a breach of VoltStation B.V.'s own obligations attributable to it, such as execution without valid approval, execution that materially deviates from the Proposal actually approved, or another breach of its own obligations. Approval does not in itself constitute a waiver of claims arising from such a breach.
4. To the extent permitted by law, the total contractual liability of VoltStation B.V. for demonstrable direct loss per Customer, in respect of all claims arising from loss-causing events within the same calendar year taken together, is limited to the subscription fees payable by the Customer for LedgerLink in that calendar year, excluding VAT. Unused AI usage allowance and the internal trial allowance do not count as subscription fees. There is no separate minimum amount: where the Customer has used only the free trial, this contractual cap may be €0. This provision applies only to liability that may lawfully be limited under applicable law.
5. To the extent permitted by law, liability for indirect or consequential loss is excluded, including loss of profit, lost revenue or savings, business interruption, reputational damage and lost business opportunities.
6. The Customer must report an alleged breach and resulting loss within a reasonable time after discovery and must reasonably cooperate with investigations and measures to limit further loss. Where appropriate and required by law, VoltStation B.V. will have an opportunity to remedy the breach. This does not establish a separate contractual forfeiture period.
7. The exclusions and limitations do not apply where and to the extent that their application in a particular case would conflict with mandatory law, including applicable restrictions on excluding liability for intent or deliberate recklessness. They do not limit the independent statutory rights of data subjects under the GDPR.
8. Termination of the subscription or deletion of an account does not, in principle, affect the application of this article to events occurring during the provision of the service. Account deletion does not constitute a waiver of existing or future statutory claims for damages.

10. Changes to terms and prices

LedgerLink may amend its terms, prices and services in response to product development, security, changes in legislation or business operations. Price increases and material contractual amendments will be announced at least thirty days before their effective date through an appropriate direct customer contact channel. Price increases do not apply retroactively.

Where an amendment is materially adverse to the Customer, the Customer may cancel before it takes effect. For an already-paid period, an ordinary adverse amendment will in principle take effect only in a subsequent subscription period beginning after the notice period; this prevents the Customer from being required to accept an adverse amendment during a period already paid for. Necessary urgent measures for security or compliance with mandatory law may take effect sooner; LedgerLink will provide information about them as soon as reasonably possible.

Where renewed acceptance of the Terms and Conditions or Data Processing Agreement is required, further access to protected functionality may be restricted until reacceptance. Available data rights, export, account deletion and ordinary subscription cancellation remain accessible. A confirmation that the Privacy Notice has been read is not consent as a legal basis under the GDPR.

11. Force majeure

A party is not required to perform an obligation for the duration of a force majeure event insofar as its non-performance cannot be attributed to that party under applicable law. Outages affecting external infrastructure, network, AI or payment service providers do not automatically constitute force majeure; attribution is assessed in light of the circumstances. If a force majeure event lasts longer than sixty days and prevents the provision of material services, either party may terminate the agreement, without prejudice to rights arising under applicable law.

12. Termination, export and disputes

The Customer may export the available LedgerLink service data before deleting its account. Upon termination, the return and erasure of personal data processed on the Customer's behalf are handled in accordance with the Data Processing Agreement; downloading the data beforehand through the normal export function is the usual method. Disconnecting Moneybird terminates the relevant authorisation and removes the associated conversation history; it does not constitute ordinary subscription cancellation. Account deletion terminates access immediately but does not delete data from the original Moneybird administration or reverse changes previously made there.

Data that must still lawfully be retained because of a statutory retention duty or a specific outstanding security, settlement or dispute-related obligation are handled separately and are limited to what is necessary. The Privacy Notice (https://ledgerlink.nl/privacy) describes retention periods and distinguishes existing arrangements from planned retention measures.

The agreement is governed by Dutch law. The parties will first attempt to resolve disputes amicably by contacting support@ledgerlink.nl. Failing that, the dispute will be submitted to the Dutch court having jurisdiction under applicable law. Mandatory rules on jurisdiction remain unaffected.

Contact: support@ledgerlink.nl · Other documents: Privacy Notice (https://ledgerlink.nl/privacy) · Data Processing Agreement (https://ledgerlink.nl/dpa) · Sub-processors (https://ledgerlink.nl/sub-processors).