Terms of Service

1. Acceptance of these Terms

anyformat.ai is a software platform operated by ANYFORMAT, S.L., a company incorporated under Spanish law, with registered office at Calle María de Molina 41, 28006 Madrid, holder of Tax Identification Number (NIF) B-19.820.828 (“anyformat”, “we”, “us”, or “our”). anyformat develops and operates the software anyformat.ai, through which you can extract all types of data and information, regardless of the nature of the documentation (by way of example, catalogues, invoices, images, audio) and regardless of the medium or format of such documentation (the “Software”).

These Terms and Conditions (the “Terms”) govern the non-exclusive licence to use the Software and your access to and use of it. By creating an account, registering, or otherwise accessing or using the Software, you accept these Terms and agree to be bound by them. If you do not agree to these Terms, do not use the Software.

In these Terms, “you” or the “User” means the person or entity that registers for or uses the Software. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity.

The Service is intended for business and professional use. By registering or using the Software, you confirm that you are doing so for purposes relating to your trade, business, profession or organisation. Nothing in these Terms excludes or limits any rights you may have under mandatory consumer-protection law where it nonetheless applies to you.

2. Grant of Licence

anyformat grants to you, who accept and agree, a non-exclusive licence to use the Software (the “Licence”), subject to the following terms and conditions:

• The Licence is non-exclusive. You may not grant any licence or sub-licence to use the Software to any third party. The Software may be used only by you and, where you register on behalf of an organisation, by that organisation’s authorised users, who must comply with all obligations arising from these Terms. You are responsible for all activity under your account, and may not share your credentials or allow unauthorised third parties to access the Software.
• The Licence granted is non-transferable without anyformat’s prior express written knowledge and consent.
• The term of the Licence runs from the date you accept these Terms until termination in accordance with the “Term” and “Termination” sections below.

3. Price

As consideration for the Licence, you pay the fees for the plan or credits you select (the “Price”). The applicable prices, rates, credits and billing terms are those published on our pricing page and/or presented to you at the time of purchase. Fees are charged through our third-party payment processor: for subscription plans you authorise anyformat to charge the applicable recurring fees to your payment method until you cancel, and pay-as-you-go credits are charged as described on the pricing page. Except where required by law or expressly stated otherwise, fees are non-refundable and are exclusive of any applicable taxes, which are your responsibility.

4. Your Obligations

As a User, you undertake to:

• Pay the Price when due. anyformat may suspend or limit the Service if payment fails or is overdue.
• Respect the good name and reputation of anyformat.
• Ensure that any person you allow to access the Software is bound by the confidentiality obligations described in these Terms and uses the Software solely for the purposes regulated herein.
• Strictly and punctually comply with any other obligation set out in these Terms.

5. Our Obligations and Service

anyformat undertakes to:

• Provide you with access to the Software while the Licence remains in force, in accordance with the availability practices described below.
• Keep the Software operational and make available any updates that may be generated during the term of these Terms (for the avoidance of doubt, without any obligation to deliver updates).
• Maintain its material resources in proper working order, ensuring that obsolescence does not affect proper service delivery.

anyformat’s availability, support and maintenance practices are described in the “Availability, Support and Maintenance” annex below.

6. Warranties and Liability

anyformat shall deliver the data and information extracted by the Software (the “Extracted Information”) “as is”, without any implied or presumed warranties of merchantability, fitness for a particular purpose, absence of defects or errors, or as to the accuracy of the information contained in the documents. Accordingly, service provision under these Terms is an obligation of means, not of result. anyformat shall not be liable for damages arising from your use of the Extracted Information.

Without prejudice to the foregoing, anyformat shall not be liable for any damage not directly attributable to it, including, by way of example but not limitation, damage attributable to you and/or arising from force majeure and/or events where anyformat has not been negligent, including any technical issues arising from accessing the Software other than as provided. In any event, anyformat shall not be liable for indirect, consequential or punitive damages and/or loss of profit.

To the maximum extent permitted by applicable law, anyformat’s total aggregate liability for any and all claims arising out of or relating to these Terms or the Software shall not exceed the greater of (a) the total amount you paid to anyformat for the Software in the twelve (12) months preceding the event giving rise to the claim, or (b) €100. Nothing in these Terms excludes or limits anyformat’s liability where it cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

You shall hold harmless and defend anyformat from any third-party claims, actions, damages, liabilities, costs and expenses (including reasonable attorneys’ fees) arising from: (a) your use of the Software contrary to these Terms; (b) misuse, negligence or unlawful use of the Software; and (c) your breach of applicable law or of these Terms.

7. Intellectual and Industrial Property

By virtue of these Terms, no intellectual and/or industrial property rights owned by the parties are transferred.

All industrial and/or intellectual property rights over the Software are the exclusive property of anyformat, as well as any derivative works thereof and any support materials associated therewith. Accordingly, you shall refrain from modifying, reproducing, distributing, publicly communicating, making available to third parties, decompiling, disassembling, decrypting, electronically scanning, deriving source code from, or performing any acts of reverse engineering on the Software as well as on any derivative works thereof. You shall likewise refrain from applying for registration in your own name of any patents, trademarks or other distinctive signs that are related to the Software.

You may not use the corporate name, trade name, trademark and/or logo of anyformat except as provided in these Terms and/or with anyformat’s express prior written consent. In the case of publications or advertising communications in relation to the collaboration between the parties, the prior written consent of the other party must be obtained as to their content and form.

Your content: from the moment you upload your information and anyformat delivers the Extracted Information, it shall be understood, for all purposes, that such information is your exclusive property. You shall exclusively hold all the economic intellectual property rights over the information uploaded to the Software and the Extracted Information — whatever the format in which it is delivered — particularly the exclusive rights of exploitation, use, reproduction, distribution, transformation, public communication and making available. To that end, and as applicable, anyformat assigns to you, on an exclusive basis, all the economic intellectual property rights over the Extracted Information, with the capacity to assign and to licence, for the maximum term legally established, from its delivery and for all the countries of the world, to be exploited by the means and modalities currently known.

8. Confidentiality

Each party accepts that all information it has received, verbally or in writing, or of which it has become aware through its relationship with the other party, regarding any aspect of the activities and technical, commercial, financial or other operations of the other party, its partners, subsidiaries or affiliates, or its customers and suppliers, as well as information relating to its industrial and/or intellectual property rights and its industrial and business secrets (including, although not limited to, all kinds of know-how, strategy and development plans, financial situation, commercial plans, data, computer programming, commercial documentation, price lists, customer lists, project documentation, market reports and any other kind of information disclosed verbally, in writing or on any other medium) (the “Confidential Information”) is of a secret and confidential nature.

In particular, all information and knowledge relating to the Software shall be considered Confidential Information, which anyformat states is protected under the modality of trade secret and, consequently, its disclosure could significantly harm anyformat.

The parties agree not to disclose and to keep the Confidential Information under strict confidentiality and secrecy, and shall adopt the pertinent measures to ensure that those employees or advisors who have access to it are subject to the confidentiality obligation described in these Terms and use it exclusively for the purposes governed herein. This confidentiality obligation shall not apply to information that: (a) has been published prior to the date of acceptance of these Terms; (b) is already in the possession of the other party and is not subject to a confidentiality agreement, provided that this is brought to the other party’s attention at the time of disclosure; (c) the receiving party can document has been independently developed by it; or (d) must be disclosed in compliance with a judicial or administrative order (in which case the other party must be notified as far in advance as possible).

This confidentiality obligation shall continue in full force and bind the parties even after the termination of these Terms, remaining in force indefinitely for as long as the Confidential Information retains its confidential nature.

9. Data Protection

Both you and anyformat undertake to comply with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data (GDPR) and Organic Law 3/2018 of 5 December on the Protection of Personal Data and guarantee of digital rights (LOPDGDD). Such personal data shall be processed for the following purposes: (a) to execute and maintain these Terms and the relationship arising therefrom; and (b) to comply with the legal obligations deriving from said relationship. The legal basis for the processing is the established relationship, legitimate interest, and compliance with applicable legal obligations. The data will be retained during the course of said relationship and for the years necessary to comply with legal obligations.

The data may be transferred to the Tax Agency and other public administrations for the fulfilment of tax obligations, as well as to financial institutions for the management of collections and payments.

The holders of the personal data may exercise their rights of access, rectification, objection, restriction, erasure, portability and not to be subject to automated decisions by writing to support@anyformat.ai. They may likewise lodge a complaint with the Spanish Data Protection Agency (www.aepd.es), especially where they have not obtained satisfaction in the exercise of their rights.

In order to provide the service, anyformat will have access to your personal data as processor. This relationship is regulated in the Data Processing Agreement set out as an annex to these Terms below. For information on how anyformat processes your account and contact data as controller, see our Privacy Policy.

10. Term

These Terms apply from the moment you accept them and remain in force for as long as you use the Software or maintain an account. You may stop using the Software and close your account at any time.

Where you purchase a subscription plan, it renews automatically for successive billing periods (as described on the pricing page) unless you cancel. You may cancel at any time; the cancellation takes effect at the end of the current billing period, and fees already paid for the current period are not refunded except where required by law.

11. Termination

You may terminate these Terms at any time by closing your account or ceasing to use the Software.

anyformat may suspend or terminate your access to the Software, in whole or in part, if you breach these Terms, fail to pay applicable fees, or use the Software unlawfully or in a way that may harm anyformat, other users or third parties. Where the breach is capable of remedy, anyformat will, where reasonable, give you notice and an opportunity to remedy it before terminating.

Upon termination or expiry, your right to use the Software (the Licence) ceases. The handling, return and deletion of any personal data is governed by the “Data Protection” section and the Data Processing Agreement below.

12. Notices

Any notices or requests related to these Terms must be made by any means that allows proof of receipt. Notices to anyformat shall be addressed to support@anyformat.ai, and notices to you shall be addressed to the email address associated with your account, or to such other addresses as have been previously notified in accordance with these Terms.

13. Severability

If any of the clauses of these Terms were declared, in whole or in part, null or ineffective, such nullity or ineffectiveness shall affect only that provision or the part thereof that is null or ineffective; these Terms shall remain in force in all other respects, with the affected provision or part being deemed unwritten.

14. Changes to these Terms

We may update these Terms from time to time. We will provide at least 30 days’ notice of material changes via email or a prominent notice on the Service. Your continued use of the Software after the effective date of the revised Terms constitutes acceptance of those changes.

15. Governing Law and Jurisdiction

The legal relationships governed by these Terms shall be governed in the first instance by these Terms and, failing that, by the rules provided in the Spanish Commercial Code, special laws and commercial usages, as well as, subsidiarily, by the Spanish Civil Code. These Terms are governed by common Spanish law. The parties submit, to resolve matters of interpretation and/or performance of these Terms, to the jurisdiction of the Courts and Tribunals of the city of Madrid, waiving any other jurisdiction that may correspond to them.

If you use the Software as a consumer, this choice of law and jurisdiction does not deprive you of the protection of the mandatory provisions, or of the jurisdiction, afforded to you by the law of your country of residence.

16. Contact

For any questions about these Terms, or for support, please contact us at support@anyformat.ai.

Availability

anyformat aims to keep the Software available and to maintain a high level of availability, but does not warrant that the Software will be uninterrupted, timely, secure or error-free. In particular, anyformat is not responsible for unavailability or interruptions caused by:

• scheduled interruptions carried out in accordance with the “Maintenance and updates” section below;
• infrastructures, systems, networks or configurations of yours or of third parties not related to anyformat;
• force majeure events;
• non-compliant use of the Software;
• defensive actions taken in response to cyberattacks or similar situations that may compromise the security of the platform.

Support

anyformat provides support by email at support@anyformat.ai. Support availability and response times depend on your plan and, where applicable, are described on the pricing page or in your plan. anyformat will use reasonable efforts to respond to and resolve requests. Custom developments and User-specific adaptations are excluded from ordinary support.

Maintenance and updates

anyformat may carry out scheduled interruptions of the Software for maintenance, improvement, security or update tasks. Such interruptions shall be carried out, whenever possible, outside business hours and, where reasonable, with advance notice. anyformat may deploy corrective and evolutive updates; where such updates materially affect your operations, anyformat shall notify you with reasonable advance notice.

Usage limits

Usage limits — such as document size and number of pages — depend on your plan and are published on the pricing page.

Accuracy and validation

All fields extracted by the Software incorporate a confidence score, calculated based on the degree of certainty of the applied artificial intelligence model. The extraction and validation workflow is governed by the following logic:

• High-confidence fields (those whose score exceeds the threshold defined by the user): delivered automatically as the final result, without need for human intervention.
• Low-confidence fields: identified and flagged for human validation through the quality assurance interface (Quality Assurance — QA), remaining pending review.
• Ambiguous, incomplete or illegible fields: expressly labelled as such and require mandatory human confirmation before final validation.

This system balances automation and human oversight, optimising processing efficiency without compromising the quality and reliability of the extracted information.

First — Purpose

The purpose of this Agreement is to enable anyformat, as Data Processor, to process on your behalf the personal data necessary to fulfil the purpose of these Terms, and to define the conditions under which anyformat will process the personal data to which it has access during the performance of these Terms.

Second — Nature and description of the processing

anyformat is authorised to process, on your behalf, the personal data necessary to comply with these Terms. The processing operations entrusted may include: collection, extraction, storage, structuring, recording, use, erasure and destruction.

The categories of data subjects depend, in each case, on the data you upload, and may include, among others: employees, customers, suppliers, website users, candidates and other categories such as patients.

The types of personal data depend, in each case, on the data you upload, and may include, among others: identification data, professional occupation, personal characteristics, social circumstances, image, academic and professional data, transactions involving goods and services, economic and financial data and commercial information. Where you upload special categories of personal data, anyformat may also process such special categories strictly in accordance with applicable data protection legislation.

Third — Purpose of the processing

anyformat undertakes to process the personal data strictly in accordance with your documented instructions and the applicable legislation, limiting its processing activities to those strictly necessary to properly perform the purpose of these Terms, and shall not apply or use the personal data for any purpose other than that expressly set out herein. Under no circumstances shall anyformat process the personal data for its own purposes.

Fourth — Instructions for the processing

The instructions governing the processing are those set forth in these Terms, those you may issue from time to time, and those contained in this Agreement, including, without limitation:

• anyformat shall not disclose personal data to third parties, not even for storage purposes, unless it has obtained your prior and express authorisation, or where such disclosure is legally required.
• anyformat shall immediately inform you if, in its opinion, any instruction infringes the GDPR or any other applicable data protection provision.
• Where, for technical or operational reasons, it is strictly necessary to create a copy or perform an extraction of personal data, anyformat undertakes to: (a) implement appropriate security measures to protect such copy, including data encryption and access control; (b) restrict access to such copy to personnel strictly necessary for the relevant task; and (c) securely and immediately delete the copy once the task justifying its creation has been completed, duly documenting the deletion process.
• anyformat guarantees that the means used to perform the service, including any artificial intelligence system, machine learning algorithm or similar technology, shall not infringe third-party intellectual property rights, and shall indemnify you against any claims relating to such infringement.
• anyformat undertakes not to use the personal data accessed or processed under this Agreement to train, improve or develop any artificial intelligence model, machine learning algorithm or similar technology, nor for any purpose other than the performance of the service expressly agreed herein. This prohibition includes, without limitation, copying, reproducing, storing, processing, analysing or any other use of the data that is not strictly necessary for the provision of the service.
• anyformat undertakes to maintain strict confidentiality with respect to any personal data accessed under this engagement, even after the termination of its purpose.
• anyformat undertakes to comply with your instructions regarding the retention of personal data and, unless otherwise specified in a reversibility procedure, to securely delete or return, at your choice and without undue delay, all personal data to you during the term and upon completion of the services related to the processing. All existing copies shall be securely deleted, unless applicable legislation requires retention. Upon your request, anyformat shall provide written certification of such deletion or return. Notwithstanding the foregoing, anyformat may retain a duly blocked copy of the personal data for as long as liabilities arising from the performance of the services may subsist.

Fifth — Confidentiality

All information you provide to anyformat shall be deemed strictly confidential. anyformat shall be responsible for ensuring that no information obtained as a result of this relationship is disclosed to third parties and undertakes to keep and process the personal data segregated from its own data and from the data of other customers or suppliers, at least on a logical basis. anyformat shall be bound by a duty of professional secrecy with respect to any personal data to which it has access, which shall survive the termination of the relationship.

Sixth — Term

This Agreement shall enter into force on the date you accept these Terms and shall remain in effect until its termination. Notwithstanding the foregoing, the confidentiality obligation shall remain in force indefinitely, for as long as the confidential information retains its confidential nature.

Seventh — Your obligations as Data Controller

As Data Controller, you undertake to:

• Ensure and monitor compliance by anyformat with the obligations set forth in this Agreement and supervise the processing of personal data carried out by anyformat.
• Comply with all obligations incumbent upon you as Data Controller under the applicable data protection legislation.

Eighth — anyformat’s obligations as Data Processor

anyformat undertakes to:

• Maintain a written record of processing activities carried out on your behalf, containing at a minimum the information required under Article 30 of the GDPR.
• Provide sufficient guarantees that persons authorised to process personal data comply with the obligations set out in this Agreement.
• Implement the necessary measures to ensure that only authorised persons who need access to the personal data in order to perform their duties, acting under your instructions, may access such data.
• Inform and require all authorised persons to comply with the obligations contained in this Agreement, and to make them aware of the confidential nature of the information and of their liability in the event of unauthorised disclosure.
• Ensure that all authorised persons have expressly and in writing undertaken confidentiality obligations and comply with the applicable security measures, evidence of which shall be made available to you upon simple request.
• Ensure that all authorised persons receive appropriate training in personal data protection matters, repeated on an annual basis.
• Data subject rights: where data subjects exercise their rights of access, rectification, erasure, objection, restriction, portability, or the right not to be subject to automated decision-making directly before anyformat, anyformat shall immediately inform you, by email to the address associated with your account, and shall not respond to such requests unless expressly instructed to do so by you.
• Security breach notification: anyformat shall notify you, without undue delay and in any event within a maximum period of seventy-two (72) hours, and by email to the address associated with your account, of any personal data security breaches of which it becomes aware, together with all relevant information (at a minimum, the information required under Article 33.3 of the GDPR), and shall assist you in complying with your obligations to notify the competent authority and, where applicable, the affected data subjects.
• Security measures: at the commencement of the services, anyformat shall assess the risks inherent in the processing and implement appropriate measures to mitigate such risks, ensuring an appropriate level of security and applying the mechanisms set out in Article 32 of the GDPR.
• Audits: anyformat shall allow you to carry out compliance audits, provided that they are requested with at least one (1) month’s prior notice; the costs of such audits shall be borne by you. anyformat shall also assist you in carrying out data protection impact assessments and, where applicable, prior consultations with the competent supervisory authority.

Ninth — Subprocessing

anyformat engages third parties (subprocessors) who process personal data for which you are responsible; some of these arrangements are necessary for the provision of the services. The list of current subprocessors is available at trust.anyformat.ai/subprocessors. anyformat ensures that all subprocessors are bound by contracts imposing at least the same data protection obligations as those set out in this Agreement and that they provide sufficient guarantees. You hereby authorise the subprocessing arrangements listed above. Where it becomes necessary to appoint an additional subprocessor, anyformat shall notify you no less than ten (10) business days in advance, providing sufficient information for you to exercise your right to object, and you may object within ten (10) business days from receipt of the notification. The subprocessing shall be deemed authorised if you do not object within that period.

Tenth — International transfers

Where anyformat carries out international transfers of personal data to a third country or to an international organisation, it guarantees that such transfers shall be carried out in compliance with Chapter V of the GDPR. Where the engagement of a subprocessor involves an international transfer within the meaning of Chapter V of the GDPR, both anyformat and the subprocessor shall ensure compliance with Chapter V by using the Standard Contractual Clauses adopted by the European Commission pursuant to Article 46(2) of the GDPR, provided that the conditions for their use are met.

Eleventh — Termination and data disposition

In the event of a breach by either party of the obligations assumed under this Agreement, the other party shall be entitled to terminate the Agreement after giving thirty (30) days’ prior written notice. The Agreement shall remain in force if the breaching party remedies the breach to the reasonable satisfaction of the other party within such notice period.

Upon termination or expiry, anyformat shall, at your choice, either:

• return all processed personal data and copies thereof to you; or
• destroy all personal data and certify such destruction in writing, unless anyformat is legally required to retain the personal data, in which case it shall inform you in writing of the legal obligations preventing such destruction.

Notwithstanding the foregoing, anyformat may retain a duly blocked copy of the personal data for as long as liabilities arising from the performance of the services may subsist.

Twelfth — Governing law and jurisdiction

This Agreement shall be governed by and construed in accordance with the “Governing Law and Jurisdiction” section of these Terms, from which it derives.