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Claimio Terms & Conditions

Effective date: 4 April 2026

These Terms and Conditions apply to the Claimio app (hereby referred to as "Application") for mobile devices, created by Claimio (hereby referred to as "Service Provider" or "we" or "us") as a Freemium service.

Upon downloading or utilising the Application, you are automatically agreeing to the following terms. It is strongly advised that you thoroughly read and understand these terms prior to using the Application. If you do not agree to these terms, do not download or use the Application.

1. Intellectual Property

Claimio and the Claimio logo are trademarks of the Service Provider. The Application, its design, features, underlying code, and all related intellectual property rights — including trademarks, copyrights, database rights, and trade secrets — remain the exclusive property of the Service Provider. All rights not expressly granted in these Terms are reserved.

You are granted a limited, non-exclusive, non-transferable, revocable licence to use the Application for its intended purpose of business expense management, subject to these Terms.

You must not:

  • Copy, modify, or create derivative works from the Application or any part of it
  • Attempt to extract, decompile, reverse-engineer, or translate the source code of the Application
  • Use the Claimio name, logo, or branding without prior written consent from the Service Provider
  • Remove or alter any copyright, trademark, or proprietary notices displayed within the Application

You retain ownership of all content you submit to the Application (including receipts, expense data, and documents). By submitting content, you grant the Service Provider a limited, worldwide licence to store, process, and transmit that content solely to provide and improve the service. The Service Provider does not claim ownership over your data.

AI-generated insights, chatbot responses, and analytics outputs are produced using third-party AI services. The Service Provider does not warrant that AI-generated content is original or free from third-party intellectual property rights. Such content is provided for guidance only.

If you believe any content within the Application infringes your intellectual property rights, please contact legal@claimio.org with full details of the alleged infringement, including the nature of the right, the content in question, and your contact information.

2. Account Registration and Third-Party Sign-In

You may register and sign in to the Application using your email address and password, or via Google or Apple Sign-In.

By signing in with Google or Apple, you authorise the Service Provider to access the basic profile information (name and email address) provided by those services solely for account creation and identification purposes. Your Claimio account created via third-party sign-in is subject to these Terms in full, regardless of sign-in method.

You are responsible for:

  • Maintaining the security and confidentiality of your account credentials
  • All activity that occurs under your account
  • Ensuring that the email address associated with your account is accurate and accessible

If you use Apple's "Hide My Email" feature, Apple provides a private relay email address. All communications from Claimio will be sent to that relay. The Service Provider is not responsible for delivery failures resulting from the configuration of your Apple relay settings.

The Service Provider is not liable for any loss or damage arising from unauthorised access to your account or your third-party sign-in provider.

3. Service Modifications and Charges

The Service Provider is dedicated to ensuring that the Application is as beneficial and efficient as possible. As such, they reserve the right to modify the Application or charge for their services at any time and for any reason. The Service Provider assures you that any charges for the Application or its services will be clearly communicated to you.

4. Personal Data and Device Security

The Application stores and processes personal data that you have provided to the Service Provider in order to provide the Service. It is your responsibility to maintain the security of your phone and access to the Application. The Service Provider strongly advises against jailbreaking or rooting your phone, which involves removing software restrictions and limitations imposed by the official operating system of your device. Such actions could expose your phone to malware, viruses, and malicious programs, compromise your phone's security features, and may result in the Application not functioning correctly or at all.

5. Subscriptions and Payments

The Application offers paid subscription plans (Pro and Business) billed on a monthly or annual basis. Subscriptions are processed through the Apple App Store or Google Play Store depending on your device. By purchasing a subscription, you agree to the following:

  • Subscriptions automatically renew unless cancelled at least 24 hours before the end of the current billing period.
  • Your account will be charged for renewal within 24 hours prior to the end of the current period at the rate of your selected plan.
  • You can manage and cancel your subscription at any time through your App Store or Google Play account settings.
  • No refunds are provided for partial subscription periods, except where required by applicable law.
  • A 7-day free trial may be offered to new users. The trial will automatically convert to a paid subscription unless cancelled before the trial period ends.

Payments are processed by Stripe, Inc. By making a payment through the Application, you also agree to Stripe's Terms of Service available at https://stripe.com/legal.

6. Artificial Intelligence

6.1 AI Features

The Application incorporates Artificial Intelligence (AI) technologies provided by Microsoft Azure to deliver features including:

  • Receipt scanning and optical character recognition (OCR)
  • Expense data extraction and categorisation
  • An AI-powered virtual assistant (chatbot)
  • Automated claim compliance checking against organisation policies
  • Analytics insights and spending projections
  • Natural language policy parsing for administrators

6.2 Claim Compliance Checking

When you submit an expense claim, it may be automatically assessed by AI against your organisation's active expense policies. This check is advisory in nature and is intended to assist administrators. Final approval or rejection decisions remain with your organisation's administrators. The Service Provider accepts no liability for claim outcomes resulting from AI compliance checks.

6.3 AI Credits

Use of the AI virtual assistant is subject to monthly credit limits based on your subscription plan, as published on our website at https://claimio.org and within the Application. Credits reset monthly in line with your billing cycle. The Service Provider reserves the right to adjust credit limits at any time with reasonable notice.

6.4 No Professional Advice

AI-generated responses, insights, projections, and analytics within the Application are informational and illustrative only. They do not constitute professional tax, accounting, legal, or financial advice. Tax rules, allowable expenses, and reporting obligations vary significantly by country and change over time. Projected and forecast figures are estimates based on historical data and are not guaranteed to be accurate. The Service Provider accepts no liability for any decisions made based on AI-generated outputs. You are strongly advised to verify all AI-generated information with a qualified professional adviser in your jurisdiction before taking any action.

6.5 Data Processing by AI

By using AI features within the Application, you acknowledge and agree that relevant data — including receipt images, claim details, expense summaries, and organisation policy text — may be transmitted to Microsoft Azure for processing in order to deliver these functionalities. The Service Provider ensures that all AI usage complies with applicable data protection laws. Full details are set out in our Privacy Policy at https://claimio.org.

7. Third-Party Services

The Application utilises third-party services that have their own Terms and Conditions. Below are the links to the Terms and Conditions of the third-party service providers used by the Application:

8. Connectivity and Device Responsibility

Certain functions of the Application require an active internet connection, which can be Wi-Fi or provided by your mobile network provider. The Service Provider cannot be held responsible if the Application does not function at full capacity due to lack of access to Wi-Fi or if you have exhausted your data allowance.

If you are using the Application outside of a Wi-Fi area, your mobile network provider's agreement terms still apply. You may incur charges from your mobile provider for data usage, including roaming data charges if you use the Application outside of your home territory without disabling data roaming. If you are not the bill payer for the device on which you are using the Application, the Service Provider assumes that you have obtained permission from the bill payer.

It is your responsibility to ensure that your device remains charged. If your device runs out of battery and you are unable to access the Service, the Service Provider cannot be held responsible.

9. Accuracy and Availability

While the Service Provider strives to ensure that the Application is updated and accurate at all times, they rely on third parties to provide certain information and cannot guarantee the accuracy, completeness, or timeliness of all content. The Service Provider accepts no liability for any loss, direct or indirect, that you experience as a result of relying on the functionality of the Application.

The Service Provider may update the Application from time to time. You agree to accept updates to the Application when offered. The Service Provider does not guarantee that it will always update the Application so that it is relevant to you or compatible with the operating system version installed on your device. The Service Provider may also cease providing the Application and may terminate its use at any time. Unless informed otherwise, upon termination: (a) the rights and licences granted to you under these terms will end; and (b) you must cease using the Application and delete it from your device.

10. Limitation of Liability

To the maximum extent permitted by applicable law, the Service Provider shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, loss of data, or business interruption, arising out of or in connection with your use of the Application or its AI features. The Service Provider's total liability to you for any claim arising under these terms shall not exceed the amount paid by you to the Service Provider in the 12 months preceding the claim.

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by applicable law.

11. Governing Law

These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

12. Changes to These Terms

The Service Provider may periodically update these Terms and Conditions. You are advised to review this page regularly for any changes. The Service Provider will notify you of any material changes by posting the updated Terms and Conditions on this page and, where appropriate, through an in-app notification. Continued use of the Application following any changes constitutes your acceptance of the revised terms.

13. Contact Us

If you have any questions or suggestions about these Terms and Conditions, please contact the Service Provider at: