Terms of Service

1. About these terms

These Terms of Service ("Terms") are the agreement between you and Guidance Belgium EUCV, based in Ypres, Belgium ("FolioMatch", "we", "us"), covering your use of the FolioMatch website and application, including Event Reviews, reports, workspaces and any purchase made through the service (together, "FolioMatch" or "the Service").

By creating an account, uploading documents or paying for a plan, you agree to these Terms. If you are acting for a company, hotel, venue or agency, you agree on behalf of that organisation and you confirm you are authorised to bind it. If you do not agree, do not use FolioMatch.

These Terms sit alongside our Privacy Policy, which explains how we handle personal information. Where the two conflict on personal data, the Privacy Policy governs that subject.

2. Who can use FolioMatch

FolioMatch is a business service for event planners, meeting professionals, hotels, venues and the organisations that bill or reconcile event invoices. It is not directed at consumers acting outside a trade, business or profession, and at present new accounts must be registered with a business email address.

You must be able to enter into a binding contract, and you must use FolioMatch only for lawful purposes and only in connection with documents you have the right to use.

3. Your account and security

You must give accurate information, keep your sign-in credentials confidential and tell us promptly at hello@foliomatch.io if you believe your account has been accessed by someone else. Actions taken under your account are treated as yours until we are told otherwise.

You can add a second authentication factor (two-step verification) to your account from your profile page and we recommend it, particularly for workspace owners and administrators. Where you enable it, you are responsible for keeping your authenticator device or recovery codes available; we cannot remove a second factor on the strength of an email request alone.

FolioMatch keeps a record of review decisions and team changes, including the person's name and the time of the action, so the history of a workspace stays complete. That history is not editable afterwards.

4. What FolioMatch does

FolioMatch compares a final event bill with the agreement behind it. You upload the relevant documents — a contract, banquet event orders (BEOs), amendments, addenda, change orders, the final bill and, optionally, a CSV invoice export — and FolioMatch reads the pages, extracts the terms and bill lines, and compares the amounts using its own calculation rules. Each comparison is an Event Review.

Each Event Review produces findings, and you can generate a reconciliation report as a PDF. Documents and reports are kept in private storage, visible only to members of the workspace that owns the review.

Analysis currently supports documents written in English. Documents in other languages are marked as unsupported and are not analysed; we may add languages over time.

The Service is provided as it is built and available. Features may be added, changed or withdrawn as FolioMatch develops.

5. Findings are not decisions

A finding is a possible discrepancy, not a conclusion that a hotel, venue or client billed incorrectly. Every finding is designed to be checked by a person: the agreement terms used, the evidence from the source pages and the calculation are shown so your team can verify it.

Whether a finding is correct, whether money is owed, and what you do about it — raising it with the other party, adjusting an invoice, accepting a charge, closing a review — are your decisions and your responsibility. FolioMatch does not act as your agent, does not negotiate for you, and does not contact hotels, venues or clients on your behalf.

Findings are also limited by what was uploaded: if a document, approval or later amendment is not in the review, FolioMatch cannot take it into account.

6. Not legal, accounting or audit advice

FolioMatch is a reconciliation tool. It is not a legal, accounting, tax, financial or auditing service, and nothing in the Service is advice on which you should rely. An Event Review is not a statutory audit, a forensic examination or an assurance engagement, and a FolioMatch report should not be presented as one.

For decisions with legal, accounting or tax consequences, consult a qualified professional in the relevant jurisdiction.

7. Your documents and content

You keep ownership of the documents you upload and of the reports you generate. You give us the access we need to provide the Service: storing, reading, analysing and displaying them for your workspace, and transmitting page text, file names and images of scanned pages to the AI provider described in the Privacy Policy.

You confirm that you have the right to upload and process each document, including any personal information inside it, and that doing so does not breach an obligation to someone else. Where a document belongs to another party — a hotel's contract, a client's bill — you are responsible for having the right to use it in this way.

You are responsible for the accuracy and completeness of what you upload. We do not review or monitor customer documents, and we are not responsible for content you or your teammates upload.

8. Acceptable use

You agree not to:

• upload files that contain malware, or files you have no right to use;
• use FolioMatch to process documents or personal information you are not entitled to process;
• attempt to gain unauthorised access to the Service, another workspace's data, or our systems, or to test for weaknesses without our written permission;
• copy, modify, sell, licence, reverse-engineer or decompile any part of FolioMatch, or scrape its content;
• use automated tools to create accounts, run reviews or extract data in ways the Service is not intended for;
• interfere with the Service, overload it, or exceed the stated limits for file size (50 MB per document) and document types (PDF and CSV);
• use FolioMatch to make claims against another party that you know to be unfounded, or to present a FolioMatch finding as a settled fact.

9. Workspaces, teams and roles

A workspace is the account that owns reviews, documents and reports — a planner organisation or a venue property. People join a workspace by invitation and have a role: owner, admin, member or viewer. Roles decide what a person can see and do; the Service enforces this at the database level.

Owners and admins manage the team. Billing is managed by the workspace owner. You are responsible for the actions of people you invite and for removing people who should no longer have access; when someone is removed, their access ends immediately, although their earlier actions remain in the workspace's history.

Reviews, documents and reports belong to the workspace that created them, not to the individual who ran them.

10. Plans, Event Reviews and credits

FolioMatch is sold as monthly subscription plans with a number of Event Reviews included in each billing period, as one-off purchases, and — for venues — a free first Event Review. The plans, prices and included reviews are those shown on the Pricing page when you buy.

Each review that is analysed uses one Event Review credit from your plan allowance or from a purchase. Re-running a review that has already been analysed does not charge you again. If you reach your limit, you can upgrade your plan or buy an additional review where offered; FolioMatch does not charge you automatically beyond your plan.

Credits have no cash value, are not transferable between organisations, and are not a deposit or stored value.

11. Billing, subscriptions and renewals

Payments are processed by Stripe in United States dollars. Card details are entered in Stripe's checkout form and are not stored by FolioMatch. When you pay, you authorise the charge for the amount shown, plus any tax that applies.

Monthly subscriptions renew automatically at the end of each billing period at the price then in effect, until you cancel. You can cancel through the billing area of your workspace; the subscription then runs to the end of the current period and does not renew. Reviews included in a period do not carry over to the next one unless stated otherwise.

You are responsible for any bank or currency conversion charges, and for keeping the payment details on your account up to date. If a payment fails, we may suspend the affected purchases or plan until the payment is resolved.

12. The free first Event Review for venues

Venue workspaces receive one free first Event Review per venue account, without a payment card. It is a one-time promotional offer, not a trial that converts into a paid subscription, and it cannot be obtained again for the same account. We may withdraw the offer for accounts created in the future, but not for one already used.

13. Refunds

If something is genuinely wrong on our side — a duplicate charge, a payment taken for a review that never ran, or a purchase made in error before it was used — contact us at hello@foliomatch.io and we will put it right, normally by refunding the amount.

Because the value of a review is delivered when it is analysed, a review that has run cannot be refunded. Subscription fees are not refunded for the part of a period already used, and cancelling does not refund the current period. Where you have a legal right to a refund, these Terms do not limit that right.

14. Changes to prices and plans

Prices may change. The price shown at checkout is the price you pay. If we change the price of a plan you are subscribed to, we will tell you in advance — by email or in the application — and the new price applies from your next renewal, so you can cancel before it takes effect.

15. Availability and support

We aim to keep FolioMatch available and reliable, but the Service is provided without an uptime guarantee. It may be unavailable for maintenance, updates or reasons outside our control. Questions and support requests can be sent to hello@foliomatch.io; we do not commit to a specific response time unless agreed with you in writing.

16. Intellectual property

FolioMatch, including the application, its design, analysis rules and reports, belongs to us or our providers. Nothing in these Terms gives you any right to our intellectual property beyond using the Service as described here. You keep your own documents and the reports you generate from them, and you may share them with anyone you choose — including the hotel or venue you are reviewing.

17. Confidentiality and data protection

We treat customer documents and review content as confidential and use them only to provide FolioMatch to your workspace, as described in the Privacy Policy. You should treat what you see in a workspace as confidential to that workspace.

For the personal information inside your reviews and documents, we act as your processor and you are the controller; for your account and billing information we act as a controller. We process personal data as set out in the Privacy Policy, and if you need written data protection terms or a list of the sub-processors we use, ask us at hello@foliomatch.io.

18. Third-party services

FolioMatch depends on services we do not control: hosting, database, storage and sign-in; the AI models that help analyse documents; Stripe for payments; and Google for sign-in and web fonts. Their own terms and privacy practices apply to what they process, and we are not responsible for their acts or omissions, except where consumer or other mandatory law says otherwise.

19. Suspension and termination

You can stop using FolioMatch at any time. We may suspend or limit access to the Service, or to a workspace, if you breach these Terms, if payment is not made, if we are required to by law, or to protect FolioMatch, its customers or its data — for example during a security incident. Where we reasonably can, we will tell you why and give you a chance to put things right.

Deletion of reviews, documents, workspaces or accounts is not yet available in the application. To ask for a copy of your data or for it to be deleted, email hello@foliomatch.io. Deletion may take time, and we may retain information where we have a legal or legitimate reason to do so, such as accounting records or a dispute.

20. Disclaimers

To the fullest extent the law allows, FolioMatch is provided "as is" and "as available" without warranties of any kind, whether express or implied, including that it will be accurate, complete, uninterrupted or fit for a particular purpose. We do not warrant that a review will find every discrepancy, that a finding is correct, or that raising a finding will result in any adjustment, credit or payment.

21. Liability limits

Where you act for a business, we are not liable for loss of profit, revenue, goodwill, business opportunity or anticipated savings, or for any indirect or consequential loss. Our total liability for all claims arising from these Terms or your use of FolioMatch is limited to the total amount you paid to FolioMatch in the 12 months before the event that gives rise to the claim.

These limits do not apply to anything that cannot lawfully be limited: our fraud or wilful misconduct, our gross negligence, death or personal injury caused by us, and, where you are a consumer, your rights under mandatory law — including where a limitation would remove a core contractual obligation or is otherwise unfair to you.

22. If someone brings a claim because of your use

Where you use FolioMatch for a business, you will defend us and cover our reasonable costs if a third party brings a claim against us arising from documents you uploaded without the right to do so, your breach of these Terms, or your use of a finding or report — for example a claim that you raised a dispute with another party on the basis of something you knew to be unfounded.

23. Withdrawal right for consumers

If you buy FolioMatch as a consumer in the European Union or the European Economic Area, you normally have 14 days to withdraw from the purchase without giving a reason.

Where you buy a review or a plan for immediate use, you ask us to start providing it during that period and you acknowledge that you lose the right of withdrawal once the service has been performed — for example once a review has been analysed. This does not affect the refunds commitment above or your statutory rights.

24. Governing law and disputes

These Terms are governed by Belgian law, and the courts with jurisdiction over our registered office in Belgium are competent for disputes, without prejudice to the mandatory rules and courts that apply to you as a consumer in your country of residence.

Before going to court, please contact us — most problems are resolved by email. If you are a consumer, you may also be able to use an out-of-court dispute resolution body; ask us at hello@foliomatch.io and we will tell you which one applies to FolioMatch.

25. Changes to these Terms

We may update these Terms as FolioMatch develops. We will update the date at the top of this page and, for material changes, give you reasonable notice by email or in the application. Continued use of FolioMatch after a change takes effect means you accept it; if you do not, you can stop using the Service and cancel any subscription. Your rights under mandatory consumer law are not reduced by a change.

26. General provisions

These Terms, together with the Privacy Policy, are the complete agreement between us about your use of FolioMatch and replace anything said before. If a provision is unenforceable, the rest continues to apply. If we do not insist on a provision, that is not a waiver of it.

You may not transfer your account or these Terms to someone else without our written agreement, except as part of a merger or transfer of the business that uses FolioMatch, and you will tell us when that happens. We may transfer our side of the agreement to an entity that takes over the Service, on the basis that your rights are not weakened.

These Terms are provided in English.

27. Contact

Questions about these Terms: hello@foliomatch.io.
FolioMatch is operated by Guidance Belgium EUCV, based in Ypres, Belgium.