TERMS OF USE

Preamble

These Terms of Use (hereinafter "Terms") govern the use of the ONexpense application, published by ONAPPLI SAS, with a share capital of €32,000, registered with the Toulouse Trade and Companies Register under number 793 220 914, with its registered office located at 52 chemin des Vivans, 31600 Muret, France (hereinafter "ONappli").

ONexpense is an expense management application that allows the capture, analysis, and archiving of professional expense receipts. ONexpense and ONappli are registered trademarks.

The use of the ONexpense application implies full and complete acceptance of these Terms. Pricing and payment terms are defined in the Terms of Sale.

Article 1 - Acceptance of Terms

By creating an account and clicking on the "I accept" button during registration, the user declares and warrants to ONappli that:

• they have read these Terms and accept all of the provisions in their entirety;
• they are at least 18 years of age;
• they have the legal capacity to enter into commitments under these Terms;
• the information provided during registration is accurate and up to date.

If the user does not accept these Terms, they will not be able to use the ONexpense application.

Article 2 - Description of the Service

ONexpense offers the following features:

• Capture of expense receipts by photo or file import;
• Automatic recognition of information (amount, date, vendor, VAT);
• Creation and management of expense reports;
• Accounting export to third-party software;
• Legally binding document archiving (optional, see Article 9).

A free 30-day trial offer with 2 demo licenses is available to allow users to test the service.

Article 3 - User Obligations

The user agrees to:

• use the application in accordance with its intended purpose and these Terms;
• provide accurate and up-to-date information during registration and throughout the use of the service;
• keep their login credentials confidential and not share them with third parties;
• immediately inform ONappli in case of loss, theft, or fraudulent use of their credentials;
• verify the accuracy of data automatically extracted by the application before validation;
• only submit authentic professional expense receipts.

The user is solely responsible for the use of their account and the consequences thereof.

Article 4 - Prohibited Conduct

The user is strictly prohibited from:

• using the application for illegal purposes or purposes contrary to public order;
• submitting falsified, fraudulent documents or documents that do not correspond to actual professional expenses;
• submitting images or files unrelated to expense report management;
• attempting to bypass, disable, or interfere with the security measures of the application;
• reverse engineering, decompiling, or disassembling the software;
• copying, modifying, distributing, or creating derivative works from the application;
• using the application to collect personal data of third parties without authorization;
• transmitting viruses, malware, or any malicious code through the application;
• impersonating another person or entity;
• using ONappli's servers as storage space for files unrelated to the service.

Any breach of these prohibitions may result in immediate suspension or termination of the account, without notice or refund, and without prejudice to any damages that ONappli may claim.

Article 5 - Conditions of Service Use

5.1 Nature of Accepted Documents

The ONexpense application is exclusively dedicated to the analysis of professional expense receipts (tickets, receipts, invoices). Any document not falling into this category will be excluded from processing and may be deleted without notice.

5.2 Image Quality

To ensure optimal processing, photos of receipts must be:

• properly framed (entire document visible);
• clear and legible;
• oriented in the normal reading direction.

ONappli cannot be held responsible for recognition errors resulting from poor quality images.

5.3 Automatic Processing

The application uses optical character recognition (OCR) and artificial intelligence technologies to automatically extract information from receipts. This processing is performed within seconds.

Important: The results of automatic processing may contain errors. The user must verify and validate the extracted information before using it. ONappli does not guarantee a 100% recognition rate.

5.4 Prohibited Content

Images that do not relate to expense receipts or whose content violates French or European law will be deleted immediately without notice. In case of repeat offenses, the account will be permanently deleted without refund.

Article 6 - Data Deletion

ONappli reserves the right to delete, modify, or move data recorded by the user in the following cases:

• the data exceeds the storage capacity allocated to the account;
• the data violates these Terms;
• deletion is necessary for technical or maintenance reasons;
• the data constitutes an obstacle to the proper functioning of the service;
• deletion is required by a competent authority or by law.

ONappli cannot be held liable for damages resulting from data deletion carried out in accordance with these Terms.

Article 7 - Intellectual Property

All elements comprising the ONexpense application (software, interface, texts, images, logos, databases, algorithms) are the exclusive property of ONappli and are protected by French and international intellectual property laws.

The user has a personal, non-exclusive, and non-transferable right to use the application, limited to the duration of their subscription and solely for the needs of their professional activity.

Any reproduction, representation, modification, publication, or adaptation of all or part of the application elements is strictly prohibited without the prior written authorization of ONappli.

Data entered by the user remains their exclusive property.

Article 8 - Confidentiality

The user agrees to consider as confidential all information relating to the operation, performance, and technical characteristics of the ONexpense application.

This confidentiality obligation applies throughout the use of the service and for a period of five (5) years after the end of use.

ONappli reciprocally undertakes to treat the user's data confidentially, in accordance with its Privacy Policy.

Article 9 - Legally Binding Archiving

ONappli offers a legally binding archiving service that allows expense reports to be stored in compliance with French tax regulations (articles 102 B-1 and 102 B-2 of the Tax Procedures Book).

9.1 Triggering Archiving

Legally binding archiving is triggered only when the user has completed the entire expense report validation process and explicitly clicks on the "Archive with legal value" button. This action is voluntary and irreversible.

No automatic archiving is performed without explicit user action.

9.2 Archiving Process

When the user triggers archiving, the following process is executed:

1. PDF Generation: a PDF document is generated for each expense report, including all associated receipts and metadata.
2. Signing and Timestamping: the PDF is sent to Universign, a qualified eIDAS certification authority, for electronic signature and certified timestamping.
3. Long-term Archiving: the signed and timestamped document is transmitted to Novarchive, a state-approved trusted third-party archiver compliant with NF Z 42-013 standard, for secure storage for the legal period of 10 years.

Once archived, the document is read-only and can no longer be modified or deleted.

9.3 Quota and Pricing

The monthly subscription includes a quota of 40 receipts sent for legally binding archiving per month per license.

This quota is company-wide: it accumulates across all subscribed licenses. For example, a company with 10 licenses has a monthly quota of 400 archivable receipts (10 × 40).

Any exceeding of the monthly quota results in an additional charge of €0.10 excl. VAT per additional receipt archived. This surcharge is invoiced at the end of the month with the subscription.

9.4 Document Quality

Archived images must comply with legal requirements: legible, faithful to the original, and usable by the tax administration. The user is responsible for the quality of the images submitted. ONappli cannot be held liable in case of rejection by the administration of illegible or poor quality documents.

9.5 Archive Retrieval

The Client may at any time request from ONappli, by simple email sent to support@onexpense.com, the retrieval of electronically signed and timestamped documents corresponding to the first step of the archiving process (Universign signing and timestamping). This retrieval is performed at no additional cost to the Client.

These documents, from storage managed by ONappli, constitute sufficient proof of authenticity and integrity of the receipts in the context of a standard tax audit.

For the extraction of documents from Novarchive servers (second step of the long-term archiving process), the following procedure applies:

• The request must be sent in writing to ONappli (registered letter with acknowledgment of receipt and email to support@onexpense.com) with a minimum notice of 15 business days;
• Documents are returned by Novarchive on an encrypted hard drive handed over in person to the Client or their duly authorized representative;
• The decryption key is transmitted separately, also in person, in accordance with current security requirements.

The pricing for this extraction service from Novarchive is entirely managed by ONappli, which undertakes to re-invoice the Client the exact amount charged by Novarchive, without any margin. A quote will be communicated to the Client prior to any extraction.

9.6 Destruction of Paper Originals

In accordance with the provisions of article A 102 B-2 of the Tax Procedures Book, the Client is authorized to destroy the original paper receipts provided that all of the following conditions are met:

• The documents have been digitized in compliance with legal requirements (identical reproduction, legibility, integrity);
• The digital copies have been electronically signed and timestamped by a qualified certification authority (Universign);
• The signed and timestamped documents have been transmitted to an approved third-party archiver (Novarchive) for storage for the legal period of 10 years;
• The entire legally binding archiving process has been properly completed via the ONexpense application.

Important: The destruction of paper originals is carried out under the sole responsibility of the Client. ONappli recommends ensuring, prior to any destruction, that electronic archiving has been properly performed and that documents are accessible in the application. In case of doubt, the Client is advised to keep the paper originals as a precaution.

Article 10 - Disclaimer of Warranty

The ONexpense application is provided "as is." ONappli does not guarantee that the service will be free from errors, interruptions, or malfunctions.

ONappli specifically disclaims any warranty regarding:

• the accuracy of data automatically extracted from receipts;
• the continuous and uninterrupted availability of the service;
• the compatibility of the service with all user equipment and software.

The user is solely responsible for verifying automatically extracted data before validation.

Regarding data retention:

• Legally archived documents (Article 9): ONappli guarantees their retention and integrity for the legal period of 10 years, in accordance with commitments made with third-party archiver Novarchive. In case of loss attributable to ONappli or its service providers, ONappli's liability may be engaged within the limits provided in Article 11.
• Other data (non-archived expense reports, drafts, account data): ONappli implements appropriate technical measures to ensure the protection of this data, including regular backups and restoration procedures in case of incident. However, ONappli cannot absolutely guarantee the absence of data loss in case of major technical failure. The user is encouraged to perform regular exports for data they consider critical.

Article 11 - Limitation of Liability

ONappli's liability may only be engaged in case of proven fault and will be limited to direct and foreseeable damages.

ONappli cannot under any circumstances be held liable for indirect damages such as: data loss, loss of revenue, loss of customers, damage to reputation, commercial harm.

In any event, ONappli's total liability under these Terms is limited to the amounts actually paid by the user during the twelve (12) months preceding the event giving rise to the damage.

Article 12 - Support

Support requests may be sent to ONappli through one of the following channels:

• By email at: support@onexpense.com
• Via the contact form available on the ONexpense website
• Via the support form integrated into the mobile application

ONappli undertakes to respond to support requests within 48 business hours from receipt of the request.

In case of persistent difficulties or if the nature of the problem requires it, a phone call may be arranged as a second step, at the suggestion of ONappli support or at the Client's request.

Specific support conditions (priority assistance, training, dedicated support) may be defined in a separate enterprise contract.

Any bug report must be made by email with a detailed description of the problem encountered, accompanied if possible by screenshots or any useful information for its resolution.

Article 13 - Duration and Termination

These Terms are concluded for the duration of the subscription taken out by the user.

ONappli reserves the right to terminate access to the service at any time, with or without cause, particularly in case of violation of these Terms.

In case of termination, the user retains the ability to export their data for a period of 30 days following the effective date of termination. After this period, the data may be permanently deleted.

Confidentiality obligations and clauses relating to intellectual property survive the termination of these Terms.

Article 14 - Personal Data Protection

ONappli undertakes to comply with applicable regulations regarding the protection of personal data, particularly the General Data Protection Regulation (GDPR).

The methods of collection, processing, and retention of personal data are detailed in the Privacy Policy and in the Terms of Sale.

For any request relating to your personal data (access, rectification, deletion, portability), you may contact: dpo@onexpense.com

Article 15 - Modifications to the Terms

ONappli reserves the right to modify these Terms at any time. Users will be informed of substantial modifications by email or by notification in the application.

Continued use of the service after notification of modifications constitutes acceptance of the new Terms.

Article 16 - General Provisions

If any clause of these Terms is declared null or unenforceable, the other clauses shall retain their full force and effect.

The failure of ONappli to exercise a right or to require the performance of an obligation under these Terms shall not constitute a waiver of that right or obligation.

These Terms constitute the entire agreement between the user and ONappli regarding the use of the service. The user may not assign their rights and obligations under these Terms without the prior written consent of ONappli.

Article 17 - Applicable Law and Jurisdiction

These Terms are governed by French law.

In case of dispute relating to the interpretation or execution of these Terms, the parties shall endeavor to find an amicable solution. Failing amicable agreement within 30 days, the dispute shall be submitted to the exclusive jurisdiction of the courts of Toulouse.

Contact

For any questions regarding these Terms, you may contact us:

• By email: support@onexpense.com
• By mail: ONappli SAS, 52 chemin des Vivans, 31600 Muret, France