Terms of Service

1. Who we are

The Service is provided by voan (“voan”, “we”, “us”, “our”). “You” means the accounting practice, firm or professional using the Service.

By creating an account or using voan (the “Service”), you agree to these Terms. If you are agreeing on behalf of a firm, you confirm you have authority to bind that firm.

Questions about these Terms can be sent to info@voan.ai.

2. What the Service does

voan sends automated reminders to your clients asking them to upload documents you have requested, and stores those documents so you can retrieve them. You decide which documents to request, from whom, and by when.

We provide the tool. We do not review, verify, or give any opinion on the documents your clients upload, and we do not provide accounting, tax, or legal advice.

3. Free trial and payment

New accounts get a 14-day free trial. No payment details are required to start the trial, and the trial does not convert to a paid plan automatically — if you want to continue after it ends, you choose to add a payment method.

Paid plans are charged at a flat €29 per month for your practice, whatever number of clients, staff users or document requests you have. There are no per-user fees and no minimum number of seats. Billing is monthly in advance through our payment provider, Paddle. Paddle acts as the merchant of record and their terms apply to the transaction itself.

4. Cancellation and refunds

You can cancel at any time from within the app. Cancellation takes effect at the end of the period you have already paid for, and you keep access until then.

Because billing is monthly and in advance, we do not refund the unused part of a month that has already started, except where the law requires it or where we have charged you in error.

If we have charged you in error — a duplicate charge, a charge after cancellation, or any amount other than the flat €29 monthly fee — email info@voan.ai and we will refund it in full. Refunds are issued through Paddle to the original payment method, normally within 5 to 10 business days.

Nothing here affects any statutory right you have as a consumer under Irish or EU law.

5. Your account and your clients

You are responsible for keeping your login details secure and for everything done through your account. You are also responsible for making sure you have a lawful basis to send reminder emails to the client contacts you add.

Each client receives a private upload link. Treat those links as confidential — anyone holding a link can upload against that request.

6. Data protection

For the personal data your clients submit, you are the data controller and we act as your data processor under the GDPR. We process that data only to run the Service and only on your instructions.

Documents are stored encrypted, and we do not sell data or use your clients' documents to train models. Full detail is in our Privacy Policy and Data Processing Agreement.

You can export or delete your data at any time. After account closure we delete stored documents within 30 days, except where we are legally required to keep them.

7. Acceptable use

You agree not to use the Service to:

• • send unsolicited bulk email to people who are not your clients
• • upload or request material that is unlawful, or that you have no right to hold
• • attempt to access another firm's account, data, or upload links
• • interfere with, overload, or reverse engineer the Service

8. Availability

We aim to keep the Service running continuously, but we do not guarantee uninterrupted availability. We may occasionally take it offline for maintenance, and we will give notice where reasonably possible.

Reminder emails depend on third-party mail infrastructure. We cannot guarantee that every email reaches every inbox, and you remain responsible for meeting your own filing deadlines.

9. Liability

Nothing in these Terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited under Irish law.

Subject to that, we are not liable for indirect or consequential loss, loss of profit, or missed filing deadlines, and our total liability in any twelve-month period is limited to the fees you paid us in that period.

10. Ending the agreement

You may close your account at any time from within the app. We may suspend or close an account that breaches these Terms, or where we are required to by law, and we will tell you why unless we are prevented from doing so.

11. Changes to these Terms

We may update these Terms. If a change materially affects you, we will email you at least 30 days before it takes effect. Continuing to use the Service after that date means you accept the updated Terms.

12. Governing law

These Terms are governed by the laws of Ireland, and the courts of Ireland have exclusive jurisdiction over any dispute.

13. Contact

Questions about these Terms, your data, or your account: info@voan.ai.