Terms of Service

1. Agreement and eligibility

By creating an account, purchasing credits or a subscription, submitting a job, using an API key, accepting a proposal or statement of work, or otherwise using the Services, you agree to these Terms and our Privacy Policy.

You must be at least 18 years old and legally capable of entering into a contract. The Services are primarily designed for businesses, professionals and adult users. You may not use the Services if applicable law prohibits you from doing so.

If mandatory consumer law applies to you, nothing in these Terms limits rights that cannot lawfully be waived.

2. Services

Skavio provides software and managed services for file, document, image, audio and video processing; OCR; transcription; meeting analysis; structured extraction; workflow automation; APIs; hosting, infrastructure and related technical services. Features, supported formats, limits and processing routes may change as the Services evolve.

Documentation, dashboards, quotes and product pages may describe operational limits and current capabilities. A written order, proposal, statement of work (“SOW”) or enterprise agreement may add or replace terms for a specific project.

3. Accounts, credentials and API keys

You are responsible for information submitted through your account and for keeping passwords, API keys, webhook secrets and other credentials confidential. You must notify us promptly if you believe credentials have been compromised.

API keys are server-side secrets. You must not place them in public source code, client-side applications or public repositories. Activity performed using your credentials is treated as authorized by you unless you notify us of compromise and we have had a reasonable opportunity to disable the credentials.

We may apply rate limits, storage limits, concurrency limits, queue limits, abuse controls and other technical safeguards. Attempts to bypass those controls are prohibited.

4. Orders, proposals and project scope

Managed services and custom projects are limited to the scope stated in the applicable written proposal or SOW. Starting prices shown on the website are not fixed quotes for work outside the stated scope. New features, additional integrations, unusual infrastructure, third-party fees, licences, external APIs, excess storage, materially increased workload or support outside the agreed scope may require a separate quote or written change order.

If an SOW conflicts with these Terms, the SOW controls only for that project and only to the extent of the conflict. A signed data processing agreement or enterprise agreement controls over both for the subject it covers.

5. Billing, Skavio credits, subscriptions, taxes and refunds

USD pricing

Unless a written agreement states otherwise, Skavio LLC lists reference prices in United States dollars (USD). While fiat and card payments are suspended, newly issued Skavio LLC invoices specify the amount payable in native USDC using the chosen Polygon PoS or Base network. Any valuation or conversion is documented on the invoice. Taxes, duties or similar government charges are additional where legally required. See current USDC payment instructions.

Skavio credits

Skavio credits (also referred to internally as Skavio processing tokens) are prepaid service units used to measure processing consumption. They are not money, stored value, cryptocurrency, securities or property, have no cash value, and may not be redeemed for cash or transferred except where Skavio expressly permits it.

Jobs may reserve the displayed estimated credits before processing. A successful job consumes the applicable quote; a failed job releases reserved credits according to the documented job lifecycle. Paid credits do not expire solely because time passes. Monthly plan credits roll over where the applicable pricing page states that they do. Promotional or trial credits may have separate limits.

We may change future credit prices, processing rates or plan allocations prospectively. We will not retroactively reduce an already-purchased paid credit balance merely because pricing changes.

Subscriptions

Subscriptions renew automatically at the disclosed billing interval until canceled. Cancellation takes effect at the end of the current paid billing period unless applicable law requires otherwise. You remain responsible for charges incurred before cancellation.

Refunds

Except where required by law or expressly agreed in writing, completed processing, consumed credits, partially performed custom work and subscription periods already provided are non-refundable. We may refund duplicate, erroneous or failed charges at our discretion. Unused prepaid credits are generally non-refundable. Mandatory consumer withdrawal, cancellation and refund rights remain unaffected.

Payment disputes

If you believe a charge is incorrect, contact work@skavio.eu promptly. Fraudulent or abusive chargebacks may result in account suspension, without limiting rights you have under applicable payment law.

6. Customer Content and permissions

“Customer Content” means files, recordings, documents, images, video, audio, text, URLs, prompts, data and other material you or your users submit to the Services, plus resulting customer-specific outputs.

You retain your rights in Customer Content. You grant Skavio and its subprocessors a limited, non-exclusive licence to host, copy, transmit, transform and otherwise process Customer Content only as reasonably necessary to provide, secure, support and troubleshoot the Services, comply with law, and follow your documented instructions.

You represent and warrant that you have all rights, permissions, consents and lawful bases necessary to submit and process Customer Content, including recordings of meetings or communications and personal data concerning other people.

Do not submit payment-card data, authentication secrets, classified information, regulated health data, biometric templates or other specially regulated data unless the applicable service and a written agreement expressly support it. Skavio is not a HIPAA covered service and does not sign a BAA unless expressly agreed in writing.

Skavio does not claim ownership of Customer Content and does not use Customer Content to train a Skavio-owned general-purpose AI model without your affirmative agreement.

7. Acceptable use

You must not use the Services to:

• violate law, sanctions, export restrictions or third-party rights;
• process content you are not authorized to possess, record, upload or analyze;
• distribute malware, exploit code, spam, phishing, credential theft or fraudulent material;
• attempt unauthorized access, probe security, bypass limits, interfere with other customers or overload infrastructure;
• use the Services to facilitate child sexual abuse material, non-consensual intimate material, trafficking, unlawful surveillance or other serious abuse;
• reverse engineer or copy non-public portions of the Services except where applicable law expressly permits it;
• resell or white-label the Services in a way that misrepresents Skavio’s role or violates an applicable written agreement.

We may investigate suspected abuse and may preserve or disclose information where reasonably necessary to comply with law, protect people or systems, or enforce these Terms.

8. Third-party providers and AI services

The Services may depend on third-party infrastructure, object storage, payment processors, email providers, speech-to-text providers, AI model providers and other vendors. Current processing may include providers such as Stripe, OpenAI, AssemblyAI, Groq, Resend and hosting/storage providers. Provider availability, model behavior, prices, limits and terms may change.

Third-party provider failures or changes may delay, reroute or temporarily prevent processing. Where practical, Skavio may use alternate providers or local processing routes. We do not guarantee that a particular provider or model will always be used unless a written agreement says so.

9. AI, OCR, transcription and human review

Automated extraction, OCR, transcription, diarization, summaries, classifications, generated text and AI-assisted outputs can be incomplete or wrong. You are responsible for reviewing material before relying on it, sending it to another person, importing it into accounting or ERP systems, or using it for legal, financial, medical, employment, compliance or other consequential decisions.

Skavio does not provide legal, accounting, tax, medical, investment or other regulated professional advice through the Services. Generated output is not a substitute for qualified professional judgment.

Skavio Accounting / QuickBooks Online — integration terms

Third-party authorization. Skavio Accounting is a separate service provided by Skavio LLC, not by Intuit. Connecting QuickBooks Online requires an authorized user of the relevant QuickBooks company to grant the requested Intuit OAuth permissions. You are responsible for ensuring that the person granting access is authorized to do so and for maintaining the appropriate roles in Skavio. QuickBooks availability and permitted operations depend on Intuit's products, policies, authorization, regional availability and API limits. A connected company may disconnect through Skavio or revoke permission in QuickBooks.

Accounting workflow and approval. Depending on the supported workflow, Skavio may read company settings and account, item, customer/vendor and tax-code references from QuickBooks, then prepare a Bill, a paid Purchase or a customer Invoice from documents submitted to Skavio. These transaction types are different. An authorized business owner or administrator must review and approve the amount, currency, recipient, date, tax treatment, item/account mapping, paid/unpaid status and supporting evidence before submission. The business remains responsible for bookkeeping, accounting accuracy, applicable taxes and confirming records in QuickBooks. OCR, AI extraction and account suggestions can be wrong; Skavio is not your accountant or tax adviser.

Asynchronous posting, retries and duplicates. A transaction whose export or attachment status is pending, interrupted or uncertain may already exist in QuickBooks. Check its QuickBooks reference and the Accounting status before creating another transaction. Skavio attempts to reconcile provider responses and resume eligible interrupted operations to reduce duplicate postings, but no distributed service can guarantee that every provider failure will be resolved automatically. Do not use repeated manual submissions as a substitute for reconciliation. A successful Skavio export does not guarantee acceptance of your legal or tax treatment by an authority.

Documents, Processing and AI. Uploaded Accounting originals are processed through Skavio Processing; scans and extracted text may be processed by OpenAI for OCR or structured extraction. You confirm that you have the right to upload the documents and authorize this processing, including where documents contain personal data from your customers, staff or suppliers. The specific processing purposes, provider roles, cross-border considerations and retention limitations are set out in the Accounting privacy notice. Do not send information you are not authorized to share.

Deletion and accounting records. Deleting an eligible, unposted Skavio Accounting document requests deletion of the local original, Processing source and result and related unposted fields when technically possible. Posted or approved documents, pending provider evidence, audit trails, accounting/billing metadata and backups may require longer retention and cannot be treated as seven-day temporary files. Deleting or disconnecting content from Skavio does not reverse a posted QuickBooks transaction, delete its attachments inside QuickBooks, remove statutory records or instantly purge provider/back-up copies. For deletion or access requests contact work@skavio.eu.

Provider approval and independent terms. QuickBooks production access and financial posting may be unavailable until Intuit completes any applicable production app assessment and credentials are enabled. Features visible in a development or Sandbox environment must not be interpreted as authorization to use a production QuickBooks company. Use of QuickBooks is separately subject to the terms and controls of Intuit and the connected account. Skavio does not claim that Intuit endorses, certifies or guarantees this integration.

10. Availability, changes, backups and beta features

Unless a written SLA says otherwise, the Services are provided without a guaranteed uptime, response time, processing time or recovery time. Maintenance, provider outages, internet failures, abuse controls, security incidents and force majeure events may interrupt availability.

We may modify, replace or discontinue features. Where reasonably possible, we will avoid materially disrupting paid customers without notice. Beta, preview, experimental or free features may change or end at any time.

Retention and backup features reduce risk but are not a substitute for your own backup of important source files and results. You are responsible for exporting and retaining results needed for legal, accounting or business records.

11. Intellectual property

Skavio and its licensors retain all rights in the Services, software, interfaces, documentation, branding, workflows, designs and technology, excluding Customer Content. No rights are granted except the limited right to use the Services under these Terms.

As between you and Skavio, you may use customer-specific output produced from your Customer Content, subject to applicable law and third-party rights. We do not warrant that AI-generated or automatically generated output is eligible for copyright or other intellectual-property protection in every jurisdiction.

Feedback may be used by Skavio without restriction or compensation, provided we do not identify you publicly without permission.

12. Confidentiality for business customers

Each party must protect the other party’s non-public business, technical and security information using reasonable care and may use it only to perform or receive the Services. Confidential information does not include information that is public through no breach, already lawfully known, independently developed, or lawfully received from a third party.

Disclosure is permitted to personnel, contractors and subprocessors with a need to know and appropriate confidentiality duties, and when required by law. Where legally permitted, the receiving party will provide reasonable notice of compelled disclosure.

13. Suspension and termination

You may stop using the Services at any time and may cancel recurring subscriptions through available billing controls or by contacting us.

We may suspend or restrict access where reasonably necessary for nonpayment, material breach, unlawful activity, sanctions risk, security risk, abusive load, compromised credentials or protection of other customers. Where appropriate, we will give notice and an opportunity to cure.

We may terminate an account for a material uncured breach or serious unlawful conduct. On termination, Customer Content is deleted according to the applicable retention process, subject to backups, legal holds and records we must retain by law. Paid credits do not expire merely with time, but credits associated with an account terminated for fraud, chargeback abuse or material unlawful use may be forfeited to the extent permitted by law.

14. Disclaimers

We do not warrant that the Services will be uninterrupted, error-free, secure against every threat, compatible with every file or system, or that automated or AI-generated output will be accurate, complete or suitable for a particular purpose.

Some jurisdictions do not permit certain warranty exclusions, so those exclusions apply only to the extent legally permitted.

15. Limitation of liability

The limitations apply regardless of the legal theory and even if a remedy fails of its essential purpose. They do not limit liability that cannot legally be limited, including liability for fraud, willful misconduct, or other liability that applicable law makes non-excludable. Mandatory consumer remedies remain unaffected.

16. Indemnification

If you use the Services for business or professional purposes, you will defend, indemnify and hold harmless Skavio and its affiliates, members, officers, contractors and suppliers from third-party claims, damages, penalties, costs and reasonable attorneys’ fees arising from (a) Customer Content, (b) your violation of law or third-party rights, (c) your breach of these Terms, or (d) misuse of the Services by you or users you authorize. This obligation does not apply to the extent a claim results from Skavio’s own breach, gross negligence or willful misconduct.

17. Business-to-business Data Processing Terms

This Section applies when a business customer submits personal data for Skavio to process on the customer’s behalf and is intended to provide the processor terms required by applicable data-protection law, including Article 28 GDPR where applicable.

17.1 Roles and instructions

The customer is the controller (or a processor acting for another controller) and Skavio is the processor for Customer Content, except where Skavio independently determines purposes and means for account administration, billing, fraud prevention, security, legal compliance and its own business records. Skavio will process processor data only on documented instructions contained in the customer’s use of the Services, the applicable SOW, these Terms and written instructions consistent with them. Skavio will inform the customer if, in its reasonable opinion, an instruction violates applicable data-protection law.

17.2 Subject matter, nature and duration

Processing consists of hosting, receiving, transmitting, converting, OCR, transcription, diarization, extraction, transformation, automation, storage, support, security and delivery of Customer Content as requested by the customer. Processing lasts for the customer relationship plus configured retention and backup periods.

17.3 Data and data subjects

Personal data may include names, contact details, account identifiers, business records, document contents, voices, meeting recordings, correspondence, transaction references, technical metadata and any other personal data the customer chooses to submit. Data subjects may include the customer’s personnel, clients, suppliers, contractors, meeting participants and other people appearing in Customer Content.

17.4 Confidentiality and security

Skavio will ensure that people authorized to process Customer Content are bound by confidentiality obligations and will maintain appropriate technical and organizational measures proportionate to risk, including access controls, authentication, tenant separation, encryption in transit, secrets management, logging, backup controls and retention/deletion processes.

17.5 Subprocessors

The customer gives Skavio general authorization to use subprocessors reasonably necessary to provide the Services. Skavio will impose appropriate data-protection obligations on subprocessors. Current categories and key providers are described in the Privacy Policy. We may replace or add subprocessors as the Services evolve. Business customers with a material data-protection objection may contact us promptly; we will work in good faith on a reasonable alternative where available.

17.6 Assistance

Taking into account the nature of processing, Skavio will provide reasonable assistance with data-subject requests, security obligations, breach response, data-protection impact assessments and regulator inquiries where required by applicable law and where the relevant information is available to Skavio. Additional work outside normal product functionality may be chargeable at agreed rates.

17.7 Security incidents

Skavio will notify the customer without undue delay after confirming a personal-data breach affecting processor data where notification is required by law, and will provide information reasonably available to support the customer’s obligations. Notification is not an admission of fault or liability.

17.8 Return and deletion

At the end of processing, Skavio will delete or return processor data according to the customer’s instructions and service functionality, unless law requires retention. Deletion from active systems may precede deletion from backups, which are removed according to normal backup rotation and remain protected from ordinary use.

17.9 Audits

Skavio will make information reasonably necessary to demonstrate compliance with these processor obligations available to the customer. On reasonable advance notice, a business customer may request a proportionate audit or independent evidence of controls. Audits must protect other customers, security information and Skavio confidentiality, avoid unnecessary disruption, and may be subject to reasonable cost reimbursement unless required because of a confirmed material breach by Skavio.

17.10 International transfers

Where a restricted international transfer of processor data occurs, the parties will use an appropriate lawful transfer mechanism required by the applicable jurisdiction, which may include the European Commission Standard Contractual Clauses, the UK International Data Transfer Addendum or IDTA, an adequacy mechanism, or another legally valid safeguard. Customers with a specific transfer-mechanism requirement should contact Skavio before submitting regulated data.

17.11 Precedence

If the parties sign a separate Data Processing Addendum, that addendum supersedes this Section for personal-data processing.

18. Sanctions, export controls and restricted use

You may not use the Services if you are prohibited from receiving them under applicable U.S. sanctions or export-control law, or to support prohibited parties, destinations or activities. You are responsible for compliance with laws applicable to your content, users and intended use.

19. Governing law and disputes

Before filing a formal claim, the parties will attempt in good faith to resolve the dispute by written notice and at least 30 days of informal discussion, unless urgent injunctive relief is reasonably necessary.

For business and professional users, these Terms and disputes arising from them are governed by the laws of the State of New Mexico and applicable United States federal law, without regard to conflict-of-law rules. The state and federal courts located in Bernalillo County, New Mexico will have exclusive jurisdiction, and each party consents to personal jurisdiction and venue there.

For consumers, the governing-law and forum provisions apply only to the extent permitted by mandatory law. You retain any non-waivable right to bring a claim in another court or forum provided by the law of your habitual residence.

20. Changes to these Terms

We may update these Terms to reflect legal, security, product or business changes. The current version and effective date will be posted here. If a change materially reduces rights for an existing paid service, we will provide reasonable notice when legally required. Continued use after the effective date of revised Terms constitutes acceptance to the extent permitted by law.

21. General terms

Entire agreement. These Terms, the Privacy Policy and any applicable SOW, DPA or enterprise agreement are the complete agreement regarding the Services they cover.

Severability. If a provision is unenforceable, it will be enforced to the maximum lawful extent and the remainder will continue in effect.

No waiver. Failure to enforce a provision is not a waiver.

Assignment. You may not assign these Terms without our written consent, except as part of a bona fide merger or sale of substantially all relevant business assets. Skavio may assign these Terms as part of a reorganization, financing, merger, acquisition or sale of business/assets, subject to applicable law.

Force majeure. Neither party is liable for delay caused by events beyond reasonable control, excluding payment obligations already due.

Electronic communications. You agree that notices, invoices, receipts, account messages and agreements may be provided electronically.

Language. English is the controlling language of these Terms. Any translation is for convenience only.

22. Company and legal contact

Skavio LLC
Registered office / legal notices:
1209 Mountain Road Pl NE, Ste R
Albuquerque, NM 87110
United States

Email: work@skavio.eu