General Terms and Conditions

Last updated: 2026-04-29

These General Terms and Conditions (“GTC”) govern the use of the KontoMatch platform (“Service”), operated by Gordian Analytics SA, a company incorporated under the laws of Switzerland, with its registered office at Canton of Vaud, Switzerland, (“KontoMatch”, “we”, “us”, “our”).

1.2 Acceptance

By creating an account or using the Service, you (“User”, “you”, “your”) agree to be bound by these GTC and our Privacy Policy. If you do not agree, you must not use the Service.

1.3 Eligibility

The Service is available only to: (a) Natural persons who are at least 18 years of age; and (b) Legal entities represented by authorised persons. By creating an account, you confirm that you meet these eligibility requirements. If you are acting on behalf of a legal entity (such as a GmbH, AG, or other company), you confirm that you have the authority to bind that entity to these GTC.

1.4 Amendments

KontoMatch reserves the right to amend these GTC at any time. The current version of the GTC is always available at https://kontomatch.com/legal/terms. It is the User’s responsibility to review the GTC periodically. Continued use of the Service after any changes constitutes acceptance of the amended GTC. If you do not agree to the changes, you may terminate your account at any time.

1.5 Governing Law and Jurisdiction

These GTC are governed by Swiss law, excluding the conflict of law provisions and the United Nations Convention on Contracts for the International Sale of Goods (CISG). The exclusive place of jurisdiction is Zurich, Switzerland. Mandatory consumer protection provisions of the User’s country of residence remain unaffected.

1.6 Language

These GTC are available in German and English. In the event of any discrepancy between the German and English versions, the English version shall prevail.

2. Description of the Service

2.1 Core Functionality

KontoMatch is a web-based tool that enables Users to: (a) Upload financial documents including invoices, receipts, bills, credit notes, and other expense or revenue documents (“Documents”); (b) Upload bank statements in various formats (“Bank Statements”); (c) Use AI-powered analysis to automatically match Documents to corresponding Bank Statement transactions (“Matching”); (d) Review, adjust, and approve Matching results; (e) Export matched and categorised data in various formats for further processing.

2.2 Definitions

(a) A “Document” is defined as one uploaded file (PDF, image, or other supported format) representing one invoice, receipt, bill, credit note, or similar financial document. Each uploaded file counts as one Document regardless of the number of pages it contains. (b) A “Bank Statement” is a file representing a bank or financial institution’s record of transactions for a given period. Bank Statements are excluded from Document counts and are not subject to plan limits. (c) A “Matching Run” is the process of uploading Documents and Bank Statements and having KontoMatch’s AI match them. Users may perform unlimited Matching Runs within their plan. The only usage limit is the total number of Documents uploaded per calendar month. (d) Document counts reset on the first day of each calendar month (UTC).

2.3 Nature of the Service

KontoMatch is a document-matching and pre-accounting preparation tool. KontoMatch is expressly NOT: (a) Accounting software (Buchhaltungssoftware); (b) A tax advisory service (Steuerberatung); (c) An auditing or assurance service (Wirtschaftsprüfung); (d) A financial advisory service (Finanzberatung); (e) A certified archiving system (revisionssicheres Archiv) under GoBD or Swiss law. The Service prepares data for further processing by qualified professionals (such as Steuerberater, Treuhänder, or tax advisors) or for the User’s own records.

2.4 No Guarantee of Accuracy

The AI-powered Matching is probabilistic in nature. KontoMatch may: (a) Produce incorrect matches (matching a Document to the wrong transaction); (b) Miss matches (failing to match a Document to its corresponding transaction); (c) Misclassify documents (assigning incorrect categories); (d) Incorrectly extract data from Documents (OCR errors in amounts, dates, or vendor names). The User is solely responsible for reviewing and verifying all Matching results before exporting or relying on them. KontoMatch does not guarantee the accuracy, completeness, or correctness of any result.

2.5 No Tax or Legal Advice

Nothing provided by KontoMatch constitutes tax advice, legal advice, or financial advice. Users should consult qualified professionals for matters relating to tax compliance, financial reporting, or legal obligations.

3. User Obligations

3.1 Account Registration

Users must provide accurate and complete information during registration. Each account is personal and non-transferable. Users are responsible for maintaining the confidentiality of their login credentials and for all activity that occurs under their account.

3.2 Lawful Use

Users must only upload Documents and Bank Statements that they are legally authorised to process. Users warrant that they have obtained all necessary consents or authorisations to upload and process documents that contain personal data of third parties.

3.3 Third-Party Personal Data

Users acknowledge that uploaded Documents may contain personal data of third parties (e.g., vendor names, employee names, client details). The User, as data controller, is responsible for: (a) Ensuring a lawful basis exists for processing such third-party personal data; (b) Informing affected third parties about the processing where required by applicable law; (c) Responding to any data subject requests from affected third parties.

3.4 Content Responsibility

Users are solely responsible for the content, accuracy, and legality of all Documents and data they upload to the Service. KontoMatch does not verify the authenticity, accuracy, or legality of uploaded Documents.

3.5 Review Obligation

Users must review all AI-generated Matching results and categorisations before exporting or relying on them. KontoMatch provides automated suggestions; the User makes the final decision. By exporting data from KontoMatch, the User confirms they have reviewed and accepted the results.

3.6 Prohibited Uses

Users must not: (a) Use the Service for any unlawful purpose, including money laundering, tax evasion, or fraud; (b) Upload malicious files, viruses, or content designed to disrupt the Service; (c) Attempt to reverse-engineer, decompile, disassemble, or extract the underlying algorithms, source code, or models of the Service; (d) Share account credentials with unauthorised persons; (e) Use the Service to process data in violation of applicable data protection laws; (f) Use the Service in automated or bulk processing modes not intended by the standard user interface, unless expressly authorised by KontoMatch; (g) Resell, sublicence, or commercially redistribute the Service or its outputs without written consent from KontoMatch.

3.7 Indemnification by User

The User agrees to indemnify, defend, and hold harmless KontoMatch, Gordian Analytics SA, and its directors, employees, and affiliates from and against any and all claims, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from or related to: (a) the User’s uploaded content; (b) the User’s use of the Service; (c) the User’s violation of these GTC; (d) the User’s violation of any applicable law; or (e) the User’s infringement of any third-party rights.

4. Data Processing and Privacy

4.1 Data Controller and Processor

Under the Swiss Federal Act on Data Protection (FADP/nDSG) and, where applicable, the EU General Data Protection Regulation (GDPR): (a) The User is the data controller for all personal data contained within uploaded Documents and Bank Statements. (b) KontoMatch acts as a data processor on behalf of the User.

4.2 Types of Data Processed

The Service processes the following categories of data: (a) Account Data: Name, email address, company name (if applicable), billing address, and payment information provided during registration. (b) Uploaded Content: Documents and Bank Statements uploaded by the User. These may contain personal data including but not limited to names, addresses, bank account numbers (IBANs), transaction amounts, dates, tax identification numbers, and any other information present on the uploaded documents. (c) Processed Data: Data extracted from uploaded content by the AI processing, including OCR results, categorisation labels, and Matching results. (d) Usage Data: Technical data relating to the User’s interaction with the Service, including IP address, browser type, device information, and access times.

IMPORTANT: By using the Service, and specifically by uploading Documents and Bank Statements, the User expressly consents to the processing of uploaded content by third-party artificial intelligence services as described in this Section 4.

4.4 Use of Third-Party AI Services

KontoMatch uses Google Gemini, a third-party artificial intelligence service provided by Google LLC, Mountain View, California, USA (“Google”), to process uploaded Documents and Bank Statements. This processing includes: (a) Optical Character Recognition (OCR): Extracting text and data from uploaded PDF files, images, and scanned documents. (b) Document Analysis: Identifying document types, extracting key fields (amounts, dates, vendor names, tax information), and categorising documents. (c) Matching Analysis: Comparing extracted document data against Bank Statement transaction data to identify corresponding entries.

4.5 Data Transmitted to Google

When you upload Documents and Bank Statements to KontoMatch, the content of those documents is transmitted to Google’s Gemini API for processing. This means that the following data may be transmitted to and processed by Google: (a) Financial amounts and currencies (b) Vendor and customer names (c) Bank account numbers (IBANs) and bank details (d) Transaction dates and descriptions (e) Tax identification numbers and VAT/MwSt amounts (f) Addresses and contact information (g) Any other text, numbers, or data present on the uploaded documents

4.6 No Data Masking

KontoMatch does not currently anonymise, pseudonymise, mask, or tokenise document content before transmitting it to Google Gemini for processing. The data is transmitted in its original form as extracted from the uploaded documents. KontoMatch may introduce data masking capabilities in future versions of the Service.

4.7 Google’s Data Processing

Google processes data transmitted through the Gemini API in accordance with Google’s Cloud Data Processing Addendum. Users should be aware that: (a) Google’s servers are located globally, including in the United States. (b) Google acts as a sub-processor of KontoMatch. Data transfers are governed by appropriate safeguards including the EU-US Data Privacy Framework and Standard Contractual Clauses (SCCs). (c) According to Google’s API terms as of the date of these GTC, data submitted through the Gemini API for paid services is not used by Google to train its AI models. KontoMatch cannot independently verify Google’s internal data handling practices. (d) Users are encouraged to review Google’s current terms at https://cloud.google.com/terms/data-processing-addendum.

4.8 Data Retention

(a) Uploaded Documents and Bank Statements: Retained for as long as the User maintains an active account. Upon account deletion, data is retained for 90 days to allow for data export, after which it is permanently deleted on our servers. (b) Processed and Matched Data: Retained for the same period as uploaded content. (c) Account Data: Retained for the duration of the account plus any period required by applicable law. (d) Usage Data: Retained for a maximum of 24 months, after which it is anonymised or deleted. (e) Payment Data: Payment card details are not stored by KontoMatch. Payment processing is handled by Stripe payment platform.

4.9 Data Location and Hosting

(a) KontoMatch Infrastructure: User data, uploaded Documents, Bank Statements, and Matching results are stored on servers operated by Hetzner Online GmbH (“Hetzner”), a German hosting provider with data centres in Germany and Finland (European Union). (b) AI Processing: Document content processed via Google Gemini may be processed on Google servers located outside of Switzerland and the EEA, including in the United States. See Section 4.7. (c) Your stored data resides exclusively on Hetzner’s EU-based infrastructure. Only during active AI processing is document content temporarily transmitted to Google’s infrastructure.

4.10 User Rights

Under the FADP/nDSG and, where applicable, the GDPR, Users have the following rights: (a) Right of access: Request information about your processed personal data. (b) Right to rectification: Request correction of inaccurate personal data. (c) Right to deletion: Request deletion of your personal data, subject to legal retention requirements. (d) Right to data portability: Request export of your data in CSV or XLSX format. (e) Right to withdraw consent: Withdraw consent to AI processing at any time. This will result in the inability to use the Service. (f) Right to lodge a complaint: Lodge a complaint with the Swiss FDPIC or, for EU Users, with the competent supervisory authority. To exercise any of these rights, contact: info@kontomatch.com

4.11 Data Security

KontoMatch implements appropriate technical and organisational measures to protect User data, including: (a) Encryption of data in transit using TLS 1.2 or higher; (b) Encryption of data at rest; (c) Access controls limiting employee access to User data; (d) Regular security assessments and software updates; (e) Backup procedures to prevent data loss. KontoMatch cannot guarantee absolute security. No method of electronic storage or transmission is completely secure.

4.12 Data Breach Notification

In the event of a personal data breach that is likely to result in a high risk to the rights of affected individuals, KontoMatch will notify the Swiss FDPIC and affected Users in accordance with applicable data protection law.

4.13 Sub-Processors

KontoMatch uses the following sub-processors: (a) Google LLC (Google Gemini API) - Purpose: Document OCR, data extraction, analysis, and Matching - Location: United States / global infrastructure (b) Hetzner Online GmbH - Purpose: Server infrastructure, data storage, application hosting - Location: Germany and Finland (EU) (c) Stripe - Purpose: Payment processing and subscription management - Location: United States / global infrastructure

4.14 Data Processing Agreement (DPA)

Business Users who require a formal Data Processing Agreement (Auftragsverarbeitungsvertrag / AVV) in accordance with GDPR Art. 28 or nDSG Art. 9 may request one at: info@kontomatch.com

4.15 Audit Rights

Users acting as data controllers may verify KontoMatch’s compliance with data protection obligations by: (a) Submitting written questions about security and data protection practices to info@kontomatch.com. (b) Requesting documentation of technical and organisational security measures. (c) Where available, requesting third-party audit reports or certifications.

5. Pricing and Payment

5.1 Pricing Plans

KontoMatch offers the following pricing plans. All plans include unlimited Matching Runs and unlimited Bank Statement uploads. The only limit is the number of Documents per month. (a) Free - EUR 0 forever. Includes: up to 20 Documents, AI matching and categorisation, xlsx export, datev export. Does not include: priority processing, multi-month history. (b) Pay As You Go - EUR 3 per Matching Run. Includes: up to 50 Documents per Matching Run, AI matching and categorisation, xlsx and datev export, missing document flagging, full audit trail, priority processing, 12 months history and archive. (c) Starter (monthly subscription) - EUR 5 per month. Includes: up to 100 Documents per month, AI matching and categorisation, xlsx and datev export, missing document flagging, full audit trail, priority processing, 12 months history and archive. (d) Pro (monthly subscription) - EUR 12 per month. Includes: up to 500 Documents per month, AI matching and categorisation, xlsx and datev export, full audit trail, priority processing, 24 months history and archive, early access to new features.

5.2 Document Counting

(a) Each uploaded file counts as one Document regardless of the number of pages it contains. (b) Document counts reset on the first day of each calendar month (UTC). (c) Documents that fail to process due to a Service error are not counted against the User’s limit.

5.3 Exceeding Document Limits

If a User reaches the Document limit of their plan: (a) Free Users: needs to buy credit or subscribe to a service. (b) Pay-as-you-go Users: May purchase an additional Matching Run. (c) Starter Users: May purchase additional Documents at the Pay-as-you-go rate, or upgrade to Pro. (d) Pro Users: May contact info@kontomatch.com for custom arrangements.

5.4 Currency and Taxes

(a) All prices are stated in EUR and are exclusive of any applicable value-added tax (MwSt/VAT). (b) For business Users in the European Union with a valid VAT identification number, the reverse charge mechanism applies.

5.5 Price Changes

KontoMatch may change prices. The current prices are always published at https://kontomatch.com. For monthly subscribers, any price increase applies at the start of the next billing cycle. Users may cancel their subscription at any time.

5.6 Payment Terms

(a) Pay-as-you-go: Charged after each Matching Run is processed. (b) Monthly subscriptions: Billed in advance at the start of each billing cycle. (c) Accepted payment methods are displayed during checkout. (d) Late payments may result in suspension of the account.

5.7 Refunds

All sales are final. Refunds are not provided except where required by applicable consumer protection law. Requests may be submitted to info@kontomatch.com.

5.8 Free Tier

KontoMatch reserves the right to modify the limitations of the free tier at any time.

6. Intellectual Property

6.1 KontoMatch IP

All intellectual property rights in the Service belong to KontoMatch or its licensors. Users receive a non-exclusive, non-transferable, revocable licence to use the Service for its intended purpose.

6.2 User Data

Users retain all rights to their uploaded Documents, Bank Statements, and data. By uploading content, Users grant KontoMatch a limited licence to process it solely for the purpose of providing the Service.

6.3 No Training on User Data

KontoMatch does not use uploaded User Documents or Bank Statements to train its own AI models or algorithms. This clause does not apply to Google’s handling of data, which is governed by Google’s own terms as referenced in Section 4.7.

6.4 Feedback

If a User voluntarily provides feedback or suggestions, KontoMatch may use such feedback for any purpose without obligation or compensation.

7. Liability and Warranty

7.1 No Warranty

The Service is provided “as is” and “as available.” KontoMatch makes no warranties, express or implied, regarding the accuracy, reliability, completeness, or fitness for a particular purpose of the Service or its results.

7.2 Limitation of Liability

To the maximum extent permitted by Swiss law: (a) KontoMatch shall not be liable for any indirect, incidental, special, consequential, or punitive damages. (b) KontoMatch shall not be liable for any loss or damage arising from: reliance on AI-generated Matching results that were not verified by the User; incorrect tax filings, financial reports, or submissions based on KontoMatch output; documents or data uploaded in error by the User; actions taken by third parties based on KontoMatch exports. (c) KontoMatch’s total aggregate liability shall not exceed the total amount paid by the User to KontoMatch in the 12 months preceding the claim.

7.3 Mandatory Liability

Nothing in these GTC excludes or limits liability for: (a) Intentional misconduct (Vorsatz) or gross negligence (grobe Fahrlässigkeit); (b) Personal injury or death caused by negligence; (c) Fraud or fraudulent misrepresentation; (d) Any other liability that cannot be excluded under Swiss mandatory law.