The full conditions of our services.

These conditions apply to services Arquely provides to companies and professionals: process automation projects (Arquely Business Automation) and the document reading pilot and services (Arquely Document Intelligence).

They apply only between businesses or in the exercise of a professional activity. Where consumer law applies — for example, a service contracted by an individual outside their business — mandatory consumer rights prevail.

Use of the site is governed by the Terms of Use; personal data processing, by the Privacy Policy. These conditions do not alter either document.

• 1st — the signed contract and any amendments expressly changing it.
• 2nd — the proposal accepted in writing, including the scope, price and deadlines it sets.
• 3rd — the specific annexes: data processing agreement, service levels, subprocessor list.
• 4th — these Service Conditions, for anything the previous documents do not govern.
• 5th — communications between the parties, which clarify but do not replace the documents above.

Every project has its own contract. Where several documents exist, the order of precedence, from strongest to weakest, is:

• Client — the company or professional contracting the services.
• Proposal — Arquely's written document setting out scope, price, deadlines and specific conditions.
• Contract — the proposal accepted in writing, with the applicable annexes.
• Automation project — the custom service that removes or reduces repetitive manual work, as described in the proposal.
• Pilot — limited participation in the document programme, with its own scope, duration and conditions.
• Documents — the files the Client submits or makes available for processing (invoices, waybills, purchase orders, contracts, or others described in the proposal).
• Authorised users — the people the Client designates to use the service or receive results.
• Deliverables — what Arquely delivers: production workflow, integrations, extracted fields, exports, documentation and basic training.
• Integration — the connection between the solution and the Client's existing systems (ERP, invoicing, archive, email).
• Production environment — where the Client works for real, as opposed to demonstrations and tests.
• Client Data — documents, content and information the Client provides or the service processes on its behalf.
• Human review — validation of outputs by a person, mandatory before any use with effects.
• Support — the contact channel and response times defined in section 18.
• Point of contact — the person each party designates to manage the project.

Proposals are written in concrete language: scope, exclusions, effort, deadlines, price and payment terms. Unless stated otherwise, a proposal is valid for 30 days from the date it is sent and can be adjusted after a technical conversation.

The contract is formed when the Client accepts the proposal in writing — an email reply confirming it is enough, provided it identifies the proposal and its conditions. Work only starts after that acceptance.

Exploratory conversations, presentations and exchanges of ideas create no obligation to perform and no exclusivity, for either side. If the Client needs exclusivity or reserved capacity, that appears in the proposal.

Arquely builds custom automation and deploys the document service in stages, with visible results at each one. We do not sell off-the-shelf packages: the scope is designed with the Client, from the real process.

On the Client's side, collaboration is a condition of the outcome: access, real samples (anonymised where needed), timely decisions and a responsible point of contact.

• Mapping: sessions with the people who run the process today; a document with steps, volumes, exceptions, systems and pain points.
• Design: proposed solution, effort, risks and a fixed price; a decision by the Client before anything is built.
• Build: short cycles with frequent demonstrations; tests with training or anonymised data; documented adjustments when something changes.
• Delivery: move to production, plain documentation, training for authorised users and a follow-up period defined in the proposal.

The project starts with one concrete process — not a whole department. The first process is chosen together, on simple criteria: work volume, error frequency, time spent and how easy it is to measure before and after.

The result is a production solution that runs the defined process, with records of what it did, alerts when something deviates and enough documentation that the team does not depend on us day to day.

• Third-party software licences needed for the project are contracted and paid for by the Client, unless the proposal says otherwise in writing.
• Cloud infrastructure and services beyond what the proposal covers are the Client's costs.
• Scope changes (new processes, new rules, new integrations) are quoted as an amendment before being executed.
• Arquely does not provide legal, tax, accounting or financial advice; see section 14.
• Arquely is not responsible for failures or unavailability of third-party systems, but works with the Client and the providers to resolve them.

The service receives documents — by email or upload — and returns structured information: fields defined with the Client, extracted through a combination of OCR and artificial intelligence models, with duplicate detection and a per-document history.

It is built for teams that process many documents, such as importers and distributors, carriers, accountants and finance departments: supplier invoices and waybills, purchase orders, delivery notes and other types defined in the proposal.

In production, the service is configured case by case and fed only with the Client's data, processed under the contract and the data protection annex.

• Intake: documents arrive through a dedicated email address or an upload; the service records origin and receipt date.
• Reading: OCR extracts the text and AI identifies the agreed fields; scan quality affects the result.
• Duplicates: repeated documents are flagged, with a reference to the original, so they are not counted twice.
• Validation: extractions with low confidence, inconsistent values or missing fields go to human review; a person confirms or corrects.
• Export: the result leaves in the agreed format — for example a delimited file (CSV) or a direct integration with the system named in the proposal.

The pilot exists to prove value with evidence, before any larger commitment. It has a limited duration and scope, defined in writing: type and number of documents, people involved and what will be measured — for example, average time per document, share of fields correct first time, and number of human corrections.

The pilot uses anonymised or sample documents wherever possible. When it requires real documents, this is agreed in writing before any processing, with defined purposes and deadlines and the minimum data necessary.

At the end, Arquely delivers a report with results, observed limitations and an honest recommendation: move to production, adjust or stop. The Client decides, with no obligation to continue.

• Perform with professional diligence, with competent people and means adequate to the agreed scope.
• Communicate clearly: work status, identified risks, difficulties and pending Client decisions.
• Protect Client data in transit and at rest, with the measures in section 23.
• Inform authorised users about known limits of the solutions and the steps that require human review.
• Keep a responsive point of contact during normal hours and respond as set out in section 18.
• Comply with the law applicable to the service, including the data protection duties that fall to it.

• Provide access, samples and correct information, and respond to decision requests within the agreed deadlines.
• Ensure it has the right to process and share the documents and data it provides to the service.
• Anonymise unnecessary personal data before providing samples or documents for tests, where foreseen.
• Designate authorised users and keep their credentials secure.
• Review extractions under the agreed procedure and never skip human review in matters with tax, accounting or legal effects.
• Keep backups of the original documents, as set out in section 7.
• Inform Arquely immediately of incidents, systematic errors or suspected misuse of the service.

Artificial intelligence is probabilistic: it can be wrong, and it errs differently depending on scan quality, document formats and supplier variety. No OCR and AI system delivers 100% accuracy, and Arquely does not promise that figure.

The service is therefore designed with mandatory human review: a person validates extractions before any use with effects — accounting, tax, payment or decisions about third parties. Arquely provides exception queues and confidence indicators to make that review fast, but the final decision is always human.

The Client is responsible for keeping that step in its process. If it chooses to fully automate a flow, it takes that risk on its own account and responsibility, and Arquely is not liable for the results of that choice.

Arquely is an automation and document processing company. It does not issue legal, tax or accounting opinions, does not certify documents and does not assume the duties the law assigns to certified accountants, auditors or other regulated professions.

No page, sample or service output should be read as a statement of compliance with tax obligations. Compliance depends on technical and legal validation by the company itself and its professionals, and it is the Client that ensures it before the authorities.

Where a project touches reporting obligations, the design includes the necessary checkpoints and exports, but validation — including any the law requires from certified professionals — stays on the Client's side.

Prices are stated in euros, with the taxes in force at invoice date. Invoices are issued on the proposal's schedule — per completed project, per milestone or monthly — and are payable within 15 days, unless a different period is set in the proposal.

Late payments may incur interest at the applicable legal rate and, after written notice without regularisation within 10 days, suspension of ongoing services. Suspension does not excuse payment for work already delivered.

If the Client disputes an invoice, it must state the reason in writing within the deadline; the undisputed part remains payable. Refunds exist only for amounts paid for services not provided due to cause attributable to Arquely.

The pilot's commercial conditions are defined in writing before it starts: it may be free, at reduced cost, or with an integration cost, depending on scope. What the pilot proposal agrees prevails over this section.

After the pilot, the Client decides freely: move to production under a new proposal, adjust the scope, or stop. Neither party is obliged to continue.

During normal hours (business days, 09:00–18:00 Lisbon time), the support channel is contact@arquely.com. In the pilot, Arquely normally replies within one business day; in production, response and recovery times are set out in the service level annex to the contract.

Incidents are graded by severity: full service blockage, significant degradation affecting processing, or a question with no immediate impact. Incidents that prevent processing take priority over improvement requests and are reported to the Client with regular status until resolved.

Planned maintenance is notified at least 48 hours in advance and carried out, where possible, outside peak use hours.

Services evolve: rules, formats and integrations may require adjustments over time. Small adjustments within the described scope are made at no extra cost; scope changes — new processes, new systems, volumes far above plan — are quoted as an amendment before being executed.

When an external change (for example, a new mandatory document layout or a rule change) makes an alteration necessary, Arquely informs the Client in advance and presents options with effort and cost.

Each party keeps confidential the other's information accessed through the contract: processes, prices, lists, documents, code, metrics and anything that by its nature should be treated as reserved.

The duty lasts throughout the contract and for 5 years after it ends. It ends earlier if the information becomes public without fault of the recipient, was already lawfully known, or must be disclosed by law or authority order — in which case the obliged party informs the other, unless the law forbids it.

At the end of the contract, each party returns or destroys the other's confidential information held in its own systems, without prejudice to copies required by law and information needed to evidence rights.

• The Client's documents, data and content remain the Client's: Arquely processes them only to perform the contract.
• Arquely retains ownership of its software, models, methods, base code, internal documentation and know-how, including what results from experience accumulated across projects (without identifying the Client or revealing its information).
• Project-specific deliverables — automations, flows, configurations and integrations built for the Client — are licensed to the Client perpetually, non-exclusively and limited to internal use in its business, after full payment.
• Third-party components included in the solution remain subject to their own licences, identified to the Client where relevant.
• The Client may give feedback on the services; that feedback may be used by Arquely to improve products, with no compensation obligation and without identifying the Client.
• References to cases, client names or metrics in public materials only with the Client's written permission.

The Client is the controller of the personal data contained in documents it provides to the service; Arquely acts as processor, on the Client's instructions and under a data processing agreement (annexed to the contract).

Arquely processes data only to provide and maintain the service, never for its own purposes, never sells it and never shares it outside the subprocessor list applicable to the project — which is communicated and kept up to date, with a right of objection for the Client.

In the event of a personal data breach, Arquely informs the Client without undue delay, with the information needed for the Client to meet its obligations, including towards authorities.

At the end of the contract, Client data is returned or deleted at the Client's choice, within a maximum of 30 days, unless a legal duty of retention applies.

Arquely supports the Client, to a reasonable extent, in meeting its impact assessment duties, responding to data subject requests and dealing with supervisory authorities.

• Encryption in transit (HTTPS/TLS) on all connections and encryption at rest in the services that support it.
• Individual access, with minimal permissions and periodic reviews; no shared accounts.
• Multi-factor authentication on the services that support it.
• Separation between demonstration, test and production environments, with their own rules for access to real data.
• Minimisation: test environments use samples or anonymised documents wherever possible.
• Operating records sufficient to diagnose problems and detect unauthorised access, without collecting unnecessary personal data.
• An incident response procedure, with risk assessment and notification within legal and contractual deadlines.

Arquely may subcontract part of the services — hosting, OCR, AI models, technical support — remaining fully responsible to the Client for performing the contract, as if it performed directly.

Subcontractors relevant to each project are listed in the applicable annex and bound by confidentiality and security duties equivalent to our own. Any replacement is notified in advance, with the right of objection in section 22.

Arquely is liable for direct damage caused through fault in performing the contract, under the general rules of law. Without prejudice to higher limits set in the contract, Arquely's liability is capped, in each 12-month period, at the amount the Client paid in that period for the services concerned.

In unpaid pilots, liability is limited to the maximum mandatory law allows, excluding, to the extent permitted, indirect damage, lost profits and loss of data not resulting from a breach attributable to Arquely.

No limitation applies to wilful misconduct, gross negligence, breach of confidentiality, damage caused by a data protection breach attributable to Arquely, or rights the law does not allow to be limited.

Neither party is liable for failure caused by events beyond its reasonable control — disasters, conflict, widespread power or telecom failures, acts of authority, serious unavailability of essential third parties. The affected party notifies the other, states the expected duration and resumes performance as soon as possible.

If the situation lasts more than 60 consecutive days, either party may terminate ongoing services, settling only what has already been delivered.

The contract may be terminated at any time by written agreement. Either party may terminate it with 30 days' notice, without compensation beyond payment for work done to that date.

Arquely may suspend or terminate immediately, in writing, in the event of serious Client breach — non-payment after notice, unlawful use of the service, breach of confidentiality or data protection — or where law requires it.

Termination does not affect clauses that by their nature must survive: confidentiality, intellectual property, data protection, liability and applicable law.

• The Client may no longer use the solutions and associated licences from the effective termination date.
• Client data and documents are returned or deleted within the period in section 22, at the Client's choice.
• Invoices for work already done remain payable; accepted deliverables remain with the Client.
• Each party returns materials and access belonging to the other that it holds.

These conditions may be revised to reflect new services, new legal requirements or lessons from projects. The version in force is always published on this site, with the date at the top.

Material changes apply to ongoing contracts only with 30 days' notice and a right for the Client to reject them, in which case the previous contract continues until its normal end. For new contracts, the version published at the date of proposal acceptance applies.

Formal communications between the parties are made in writing, by email, to the addresses stated in the contract or used between the parties. A request or decision affecting the project must clearly identify the project and what is sought.

Communications are deemed received on the next business day after sending, unless delivery failure is proven or a different period is set in the contract. The parties communicate in Portuguese or English, as agreed.

The Client may not assign its contractual position or the rights arising from it without Arquely's written permission. Arquely may assign its position to a group company or a successor in the activity, keeping the Client's rights intact.

• Severability: if a clause is invalid, the rest remain and the invalid clause is replaced by the one best matching its purpose.
• No waiver: one-off tolerance of a breach does not waive the corresponding right.
• Entire agreement: the contract, with its annexes and these conditions in the order of section 2, is the complete agreement between the parties on its subject matter.
• Headings: section headings are for ease of reading only and do not limit the content of the clauses.

The contract is governed by Portuguese law. Where the Client or the processing is subject to Mozambican law, the applicable law to that extent is Mozambican law, including Law No. 3/2017 for personal data protection. Mandatory data protection rules always apply where data of data subjects covered by them is processed.

In the event of a dispute, the parties undertake to negotiate in good faith for 30 days, at the level of the points of contact and, if needed, of their management. Failing agreement, the dispute goes to the competent Portuguese courts, unless mandatory law determines another jurisdiction — for example, the consumer's courts of residence, where applicable.

If the Client is a consumer, it may also use the registered alternative dispute resolution entities; the official list is on the Consumer Portal (www.consumidor.gov.pt).

All questions about these conditions, proposals or ongoing projects: contact@arquely.com. We normally reply within the same business day and never leave a proposal or decision request unanswered.