pairoli by Marshmallow
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Terms and conditions

These terms apply to everyone who uses Pairoli. We’ve written them as plainly as we can. Take your time reading them, and if anything is unclear, just email us.

Last updated:

Who provides Pairoli

Name
Marshmallow
Address
Flemingweg 18-P
2408 AV Alphen aan den Rijn
The Netherlands
Chamber of Commerce (KvK) number
76656756
VAT number
NL860728328B01
Email
support@pairoli.com

Article 1 Definitions

  1. 1.1 Pairoli, we, us: Marshmallow, the business that develops and provides Pairoli, with the details shown at the top of these terms.
  2. 1.2 Service: the online software Pairoli, available at pairoli.com, including the forwarding address for invoices, reading and matching credit card statements, the exports and the connection for AI assistants.
  3. 1.3 Customer, you: the natural person or legal entity that creates an account and uses the service in the course of a profession or business.
  4. 1.4 User: anyone who has access to a team in Pairoli through the customer’s account.
  5. 1.5 Team: the space in Pairoli where the customer’s invoices, statements and settings are kept. An account has at least one team.
  6. 1.6 Plan: the free or paid package (Free, Starter, Pro or Team) the customer has chosen, with the features and limits shown on the pricing page.
  7. 1.7 Customer data: all data the customer or its users put into Pairoli or have sent to it, such as forwarded emails, invoices, credit card statements and statement lines, and the data Pairoli derives from them.
  8. 1.8 Agreement: the agreement between Pairoli and the customer on the use of the service, which includes these terms and the privacy statement.

Article 2 Applicability

  1. 2.1 These terms apply to every use of the service and to every agreement between Pairoli and the customer.
  2. 2.2 Pairoli is meant for business use by freelancers and small businesses. By creating an account you confirm that you act in the course of a profession or business.
  3. 2.3 The customer’s own general terms or purchasing conditions do not apply, unless we have agreed so in writing.
  4. 2.4 If a provision of these terms is void or annulled, the other provisions remain in force. We will then replace that provision with a valid one that comes as close as possible to the original intent.
  5. 2.5 These terms are available in Dutch and English. If the two versions differ, the Dutch version prevails.

Article 3 The service

  1. 3.1 With Pairoli you forward supplier invoices to a personal forwarding address or upload them yourself. At the end of the month you upload your credit card statement as a PDF or CSV. Pairoli matches the lines on the statement to the invoices and builds one merged PDF for your bookkeeper.
  2. 3.2 Pairoli is not accounting software, an accountant or a tax adviser. The service helps you get your records complete; the bookkeeping and tax filings themselves are done, by you or someone else, outside Pairoli.
  3. 3.3 Pairoli has no access to your bank account or credit card. You provide statements yourself.
  4. 3.4 We keep developing Pairoli. We may add, change or discontinue features. If a feature that is essential to your paid plan is removed, we will tell you in advance and you may cancel your plan as of the date the change takes effect.
  5. 3.5 Features marked “coming soon” are not yet available. You cannot derive any rights from them.

Article 4 Account and team

  1. 4.1 To use Pairoli you create an account with correct and complete details. You keep those details up to date.
  2. 4.2 You are responsible for your login details and for everything that happens through your account. Choose a strong password and preferably turn on two-factor authentication. If you suspect someone else has access to your account, let us know straight away at support@pairoli.com.
  3. 4.3 Your personal forwarding address is linked to your team. Anyone who knows this address can send email to it. Only share it with suppliers and people you trust.
  4. 4.4 If you invite other users to a team, they get access to the customer data in that team. You decide whom to invite and make sure they follow these terms. What they do in the team counts towards us as your own actions.
  5. 4.5 The account belongs to the customer. A user who leaves a team loses access to that team; the data in the team remains the customer’s.

Article 5 Plans and prices

  1. 5.1 Pairoli has a free plan and the paid plans Starter, Pro and Team. The features and limits of each plan are shown on the pricing page as it applied when you took out or renewed the plan.
  2. 5.2 You take out a paid plan per month or per year. A yearly plan costs ten times the monthly price and is paid upfront.
  3. 5.3 All prices are in euros and exclude VAT.
  4. 5.4 You can move to a higher plan at any time; it takes effect immediately. Moving to a lower plan takes effect at the start of the next billing period. If your usage is above the limits of the lower plan, you can still view existing data but not add more until you are back within the limit.
  5. 5.5 We may change our prices. We will email you about a price increase at least 30 days before it applies to you. It only applies from your next billing period. If you don’t agree, you can cancel your plan before the new price takes effect.
  6. 5.6 We may change or end the free plan. We will tell you at least 30 days in advance.

Article 6 Payment, VAT and renewal

  1. 6.1 You pay for a paid plan upfront per billing period. Payments are handled by our payment provider Stripe. You receive your invoice by email.
  2. 6.2 We charge VAT in line with the applicable rules. You make sure your business details, such as your VAT number, are filled in correctly.
  3. 6.3 A paid plan renews automatically at the end of each period for a period of the same length, at the price that applies then, until you cancel it.
  4. 6.4 If a payment fails, we try again and let you know. If the payment still hasn’t succeeded 14 days after our notice, we may move your account to the free plan or suspend the service until payment is made.

Article 7 Cancelling and refunds

  1. 7.1 You can cancel a monthly plan every month. The cancellation takes effect at the end of the current month.
  2. 7.2 You can cancel a yearly plan at any time, effective at the end of the current year. It will then not renew.
  3. 7.3 When a cancelled paid plan ends, your account moves to the free plan. Your data is kept, unless you delete your account or team (see the article Termination and deletion of data).
  4. 7.4 We do not refund amounts already paid for a current period, including when you stop early or use less, unless the law requires us to.

Article 8 Fair use

  1. 8.1 Some plans say “unlimited” or “unlimited*”. That means unlimited within fair use: the use that fits the own records of one business, with that business’s own credit cards.
  2. 8.2 Examples of use that is not fair: processing the records of several businesses or clients with one account (for example as a bookkeeping firm), uploading files that have nothing to do with your credit card statements, or putting automated load on Pairoli in a way that slows the service down for others.
  3. 8.3 If your use is structurally far above what is reasonable, we will contact you first. Together we look for a suitable solution, such as a different plan. If we can’t reach one, we may limit your use to a reasonable level after 30 days.
  4. 8.4 Automatic reading and matching with AI is subject to a limit per period, to keep costs under control. Once that limit is reached, Pairoli stops using AI for the rest of that period. You can still match lines yourself.

Article 9 What is not allowed

  1. 9.1 You only use Pairoli for your own, lawful records. You may not use Pairoli to break the law or to infringe the rights of others.
  2. 9.2 You may not: bypass or test Pairoli’s security without our written permission; try to access other customers’ data; send malware, spam or other harmful content to Pairoli; copy, resell or make the service available to third parties; or reverse engineer or decompile the software, except where the law allows it.
  3. 9.3 You only send data to Pairoli that you are allowed to process. You have the rights and permissions needed to do so.

Article 10 Your data

  1. 10.1 The customer data is and remains yours. Pairoli only gets the right to use it as far as needed to provide, secure and improve the service, as described in these terms and the privacy statement.
  2. 10.2 We do not use the content of your invoices and statements for other purposes, do not sell it and do not use it to train AI models.
  3. 10.3 You can download your merged PDFs and exports at any time. You are responsible for keeping your records for as long as the law requires; Pairoli is not an archive for statutory record-keeping.
  4. 10.4 For your account and your plan, we are the controller of the personal data ourselves. How we handle it is described in our privacy statement: https://pairoli.com/en/privacy.

Article 11 Data processing terms

  1. 11.1 Invoices, emails and statements can contain personal data. For that data you are the controller and Pairoli is the processor within the meaning of the General Data Protection Regulation (GDPR). This article serves as the data processing agreement between you and Pairoli.
  2. 11.2 We only process this personal data to provide the service to you and on your instructions. Your instructions are the settings and actions you take in Pairoli and this agreement. If the law requires us to process it otherwise, we will tell you in advance, unless the law forbids that.
  3. 11.3 Everyone at Pairoli with access to this data is bound by confidentiality.
  4. 11.4 We take appropriate technical and organisational measures to secure the data. They are described in our privacy statement.
  5. 11.5 You give us general authorisation to engage the sub-processors listed in our privacy statement. With each sub-processor we have agreements that offer at least the same protection as this article. If we want to add or replace a sub-processor, we update the list in advance and let you know by email. If you have a reasonable ground to object, we look for a solution together; if that fails, you may terminate the agreement.
  6. 11.6 We help you, as far as reasonable, with requests from data subjects (for example for access or deletion) and with your other obligations under the GDPR, such as a data protection impact assessment.
  7. 11.7 If we discover a personal data breach affecting your data, we will notify you without undue delay. We give you the information you need to report the breach to the supervisory authority and to data subjects yourself where required.
  8. 11.8 We process the data within the European Economic Area. Transfers to a country outside it only take place with appropriate safeguards, as described in the privacy statement.
  9. 11.9 After the agreement ends, we delete the data as described in the article Termination and deletion of data, unless the law requires us to keep it.
  10. 11.10 On request we give you the information needed to show that we comply with this article. An audit by an independent expert is possible after consultation, at your cost and no more than once a year, unless there is a concrete indication that we are not keeping to these terms.

Article 12 Automatic matching and AI

  1. 12.1 Pairoli reads invoices and statements automatically and suggests matches. It does this with fixed rules first; only in case of doubt does an AI model from Mistral AI help, as described in the privacy statement.
  2. 12.2 We check what the AI returns on our servers: Pairoli only links a line to an invoice that is already in your own team.
  3. 12.3 Automatic reading and matching is a tool and can make mistakes, such as a wrong amount, a wrong date or a wrong match. Check the result before you pass it on to your bookkeeper. You can change every match yourself.
  4. 12.4 You remain responsible for your records, your bookkeeping and your tax filings, including VAT returns. Pairoli is not liable for the consequences of an error in read or matched data that you could have spotted by checking the result.

Article 13 Connecting your own AI assistant

  1. 13.1 On some plans you can connect your own AI assistant (such as Claude) to Pairoli, for example to fetch missing invoices. You set up that connection yourself, through a secure sign-in (OAuth).
  2. 13.2 The assistant works under your own account with that provider and under that provider’s terms. What you have the assistant look up or do in Pairoli is your responsibility. The provider of the assistant is not a sub-processor of Pairoli.
  3. 13.3 Pairoli stores no passwords or login details of your suppliers. Your assistant fetches invoices in your own browser.

Article 14 Availability and maintenance

  1. 14.1 We do our best to keep Pairoli available and working well at all times. We do not guarantee any particular availability; there is no service level agreement (SLA).
  2. 14.2 Pairoli may be unavailable or limited for a while during maintenance and updates. We schedule planned maintenance outside office hours where possible and announce longer maintenance in advance.
  3. 14.3 Pairoli depends on third-party services, such as receiving email and the AI service. If such a service is temporarily down, part of Pairoli may be processed later or not work for a while.

Article 15 Liability

  1. 15.1 If Pairoli is liable to the customer, that liability is limited to direct damage and to no more than the amount the customer paid Pairoli for the service in the twelve months before the event that caused the damage.
  2. 15.2 Pairoli is not liable for indirect damage, including consequential damage, lost profits, missed savings, damage from business interruption, fines or additional assessments from the tax authorities, and loss of or damage to data to the extent the customer could have kept it themselves.
  3. 15.3 The limitations in this article do not apply if the damage results from intent or deliberate recklessness on the part of Pairoli or its management.
  4. 15.4 You can only claim compensation if you report the damage to us in writing as soon as possible, and no later than twelve months after you discovered it.
  5. 15.5 Pairoli is not liable if it cannot meet its obligations due to force majeure, such as outages at suppliers or internet providers, power failures, cyberattacks we could not reasonably prevent, or government measures.

Article 16 Suspension

  1. 16.1 We may temporarily block or limit your access to Pairoli if you act in breach of these terms, if a payment remains outstanding after a reminder, or if that is necessary to prevent damage to Pairoli, other customers or third parties.
  2. 16.2 Where possible we warn you first and give you the chance to fix the problem. We lift the block as soon as the reason for it has been removed.

Article 17 Termination and deletion of data

  1. 17.1 You can end the agreement at any time by deleting your account in the settings or by emailing us at support@pairoli.com. For a running paid plan, the article Cancelling and refunds applies.
  2. 17.2 We may end the agreement with at least 30 days’ notice. In case of a serious or repeated breach of these terms, we may end the agreement immediately.
  3. 17.3 If you delete your account, we immediately delete your user details and your access to your teams. Invoices, statements and other customer data belong to a team. If you delete a team, it is no longer accessible straight away.
  4. 17.4 Want us to permanently delete all of your team’s data, including the stored files? Email privacy@pairoli.com. We delete the data within 30 days of your request and confirm this to you. Forwarded emails in their original form are deleted automatically 90 days after receipt in any case.
  5. 17.5 Data we are legally required to keep, such as our invoices to you and the related payment details, is kept for as long as that legal obligation applies.
  6. 17.6 Download your merged PDFs and exports before you delete your account or team. Once data has been permanently deleted, we cannot recover it.

Article 18 Intellectual property

  1. 18.1 All rights to Pairoli, such as the software, the design, the texts, the fetch recipes and the brand, remain with Pairoli or its licensors. For the duration of the agreement you get a non-exclusive, non-transferable right to use the service in line with these terms.
  2. 18.2 If you send us ideas or suggestions for Pairoli, we may use them freely, without owing you anything for them.

Article 19 Changes to these terms

  1. 19.1 We may change these terms. We will email you about material changes at least 30 days before they take effect. Small or purely editorial changes are made without notice.
  2. 19.2 If you don’t agree with a material change, you can end the agreement before the change takes effect. If you keep using Pairoli after the effective date, the changed terms apply.
  3. 19.3 The current version is always on this page, with the date of the last change.

Article 20 Governing law and disputes

  1. 20.1 The agreement and these terms are governed by Dutch law.
  2. 20.2 If you have a complaint or a dispute with us, please email us first at support@pairoli.com. We will try to resolve it together through consultation. If that doesn’t work, we can jointly agree to bring in a mediator.
  3. 20.3 If we can’t resolve it through consultation or mediation, disputes will be submitted to the competent court in the district of The Hague (Den Haag).