Terms of Service

1. Introduction

Welcome to Belgium Accounting, accessible at belgiumaccounting.com ("the Service"), a professional accounting system for Belgian businesses. By accessing or using our Service, you agree to be bound by these Terms of Service ("Terms").

The Service is operated by Fontaine Farm BV (BCE/KBO: 1004.190.223) and provides accounting, invoice management, and financial reporting services for companies in Belgium.

2. SPF Finances Integration

2.1 SPF User Convention

By using the SPF Finances integration features (MyMinFin document access, VAT return submission via Intervat), you acknowledge and agree that:

• Existence of Convention: A formal User Convention exists between Belgium Accounting (Fontaine Farm BV) and SPF Finances Belgium that governs API access, security requirements, data handling, and compliance obligations.
• User Rights: You can request a copy of the complete User Convention by contacting our support team (see Section 9 below).
• API Access Terms: SPF Finances maintains control over API access and may revoke authorization at any time in case of non-compliance or security concerns.
• Data Processing: SPF Finances acts as Data Controller for your tax and financial data. belgiumaccounting.com acts as a technical intermediary to facilitate access to your SPF data.

2.2 No Direct SPF Support

2.3 Security and Access Control

You are responsible for:

• Access Security: Maintaining the confidentiality of your login credentials and OAuth tokens.
• Unauthorized Access: Immediately reporting any suspected compromise or unauthorized access to your account to contabilite.space support.
• Authentication: Using strong passwords and enabling all available security features.
• Compliance: Ensuring your use of SPF integration features complies with Belgian tax law and data protection regulations.

2.4 Reporting Compromised Access

If you believe your access credentials or SPF authorization has been compromised:

1. Immediately change your password via the Settings page
2. Contact belgiumaccounting.com support at: support@belgiumaccounting.com
3. Provide details of the suspected security incident
4. We will revoke your SPF OAuth tokens and assist with re-authorization

2.5 Data Retention and Audit Trail

As required by the SPF Finances User Convention:

• Audit Logging: All authentication attempts, SPF API calls, and transactions are logged with timestamps, IP addresses, browser information, and operating system details.
• Retention Period: Audit logs are retained for a minimum of 12 months for compliance purposes.
• SPF Audits: SPF Finances reserves the right to audit our API usage and request audit trail data. We are required to provide such data within 72 hours upon request.
• Your Access: You can request a copy of your audit trail data by contacting support (see Section 9).

2.6 Rate Limits and Fair Use

SPF Finances imposes rate limits on API access:

• MyMinFin Search: Limited to 1 search per 10 minutes per company
• Document Downloads: Limited to 12 downloads per minute in production
• Intervat Submissions: Subject to SPF rate limits (varies by operation)

Exceeding these limits may result in temporary suspension of API access. We implement client-side controls to prevent exceeding these limits.

2.7 Right to Request Data Return

SPF Finances reserves the right to request the return or deletion of data obtained via their APIs. If such a request is made, we will comply immediately and may be required to delete cached SPF data from your account without prior notice.

3. User Accounts and Responsibilities

3.1 Account Registration

To use the Service, you must:

• Provide accurate and complete registration information
• Be authorized to represent the company you register
• Have a valid Belgian enterprise number (BCE/KBO number)
• Maintain the accuracy of your account information

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized use
• Using strong, unique passwords

3.3 Acceptable Use

You agree NOT to:

• Use the Service for any illegal or unauthorized purpose
• Attempt to gain unauthorized access to any part of the Service
• Interfere with or disrupt the Service or servers
• Use automated tools to extract data (scraping, bots, etc.)
• Share your account credentials with unauthorized persons
• Violate any applicable Belgian or EU laws or regulations

4. Data Protection and Privacy

4.1 GDPR Compliance

We process your personal and company data in accordance with the EU General Data Protection Regulation (GDPR) and Belgian data protection law. For details on how we collect, use, and protect your data, please see our Privacy Policy.

4.2 Data Processing

We process the following types of data:

• Account Data: Company name, BCE number, VAT number, contact information
• Authentication Data: Username, password (encrypted), login timestamps, IP addresses
• Financial Data: Invoices, client information, revenue statistics
• SPF Data: OAuth tokens (encrypted), MyMinFin documents, Intervat submissions
• Audit Data: API access logs, authentication attempts, browser/OS information

4.3 Data Security

We implement industry-standard security measures:

• AES-256-GCM encryption for OAuth tokens
• Bcrypt password hashing
• TLS/SSL encryption for all data in transit
• Database encryption at rest (Neon PostgreSQL)
• Regular security audits and monitoring
• Rate limiting and brute-force protection

4.4 Data Breach Notification

In the event of a data breach affecting your personal or financial data, we will:

• Notify you within 72 hours of becoming aware of the breach
• Provide details about the nature and extent of the breach
• Describe the measures taken to address the breach
• Advise on steps you should take to protect your data
• Report the breach to Belgian Data Protection Authority (APD/GBA) as required by GDPR

5. Service Availability and Support

5.1 Availability

We strive to maintain 99.5% uptime but do not guarantee uninterrupted access to the Service. We may perform scheduled maintenance with advance notice.

5.2 Service Modifications

We reserve the right to:

• Modify or discontinue features with 30 days' notice
• Update these Terms with notice to users
• Change pricing with 60 days' notice for existing users

5.3 Support

We provide technical support via email. Support is available in Dutch, French, English, and German.

6. Marketing and Branding

You agree that:

• We may display your company name in our public company list (unless you request removal)
• We do not use SPF Finances logos or claim official endorsement by SPF
• Our SPF integration is clearly labeled as "compatible with MyMinfin of SPF Finances"

7. Liability and Disclaimers

7.1 Service "As Is"

The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, either express or implied.

7.2 Limitation of Liability

To the maximum extent permitted by Belgian law:

• We are not liable for indirect, incidental, or consequential damages
• Our total liability is limited to the amount you paid for the Service in the 12 months preceding the claim
• We are not responsible for errors in data you input or decisions based on Service data

7.3 Tax and Accounting Compliance

Important: This Service is a tool to help manage your accounting. It does not replace professional accounting or tax advice. You are solely responsible for:

• Accuracy of data entered into the system
• Compliance with Belgian tax laws and VAT requirements
• Timely submission of tax returns and payments
• Consulting with qualified accountants and tax advisors

7.4 SPF Integration Disclaimer

We are not responsible for:

• SPF Finances API downtime or service interruptions
• Changes to SPF API specifications or requirements
• Errors in data provided by SPF Finances APIs
• Decisions made by SPF Finances regarding API access or compliance

8. Termination

8.1 Termination by You

You may terminate your account at any time by contacting support. Upon termination:

• Your SPF OAuth tokens will be immediately revoked
• Your financial data will be available for export for 30 days
• Your account data will be deleted after 90 days (audit logs retained for 12 months)

8.2 Termination by Us

We may suspend or terminate your account if:

• You violate these Terms of Service
• You engage in fraudulent or illegal activity
• Your account poses a security risk
• You fail to pay fees (if applicable)
• SPF Finances revokes our API access due to your actions

9. Contact Information

10. Governing Law

These Terms are governed by Belgian law. Any disputes shall be resolved in the courts of Belgium.

11. Changes to Terms

We may update these Terms from time to time. We will notify you of significant changes via email or prominent notice on the Service. Continued use of the Service after changes constitutes acceptance of the updated Terms.

12. Acknowledgment

By using belgiumaccounting.com, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service, including the specific obligations and limitations related to the SPF Finances integration.