Terms of Service

This agreement is between PODetectInc. (“PODetect”, “we”, “us”) and the organization on whose behalf an individual accepts it (“Customer”, “you”). The individual accepting these Terms represents that they have authority to bind the Customer. If you do not have that authority, you must not accept these Terms or use the Service.

We may update these Terms from time to time as described in Section 15. Your continued use of the Service after the effective date of an update constitutes acceptance of the updated Terms.

PODetect is an autonomous accounts-payable audit and reconciliation tool built for 10–100 person services firms (agencies, consultancies, multi-clinic groups, and similar professional-services businesses). The Service ingests Customer-supplied invoice documents (PDFs and images), vendor-master files, general-ledger extracts, and integration data, then surfaces vendor-master drift, missing purchase-order matches, duplicate recurring charges, sales-tax anomalies, and similar AP exceptions.

Invoice content is processed through the Polsia AI proxy — a hosted large-language-model routing layer operated by our infrastructure vendor — for field extraction, line-item normalization, and anomaly classification. No third-party model provider is contacted directly from this application.

The Service connects to Customer-authorized accounting systems (currently QuickBooks Online, Xero, and Sage Intacct) through scoped, post-only OAuth credentials, and optionally delivers exception digests to a Customer-controlled Slack channel via an Incoming Webhook. No raw ledger write outside what the Customer explicitly approves.

To use the Service you must register for an account and provide accurate, current, and complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account.

You agree not to:

• Upload documents or data containing personal health information (PHI), payment card data (PCI), or other content for which you lack the necessary legal rights or processing basis.
• Reverse engineer, decompile, or otherwise attempt to derive the source code or underlying models of the Service.
• Interfere with the Service, bypass rate limits or access controls, or use the Service to develop a competing product.
• Upload content that you know or reasonably suspect to be infringing, fraudulent, or in violation of any applicable law.

You retain all right, title, and interest in and to the documents, data, and other content you upload to the Service (“Customer Content”). You grant PODetect a limited, non-exclusive, non-transferable license to host, process, transmit, and display Customer Content solely as necessary to provide the Service, produce aggregated audit findings, and improve the Service in accordance with our Privacy Policy.

Aggregated and derived audit findings (exceptions, vendor drift scores, anomaly classifications) generated by the Service from Customer Content are owned by the Customer.

We will not access, copy, or use Customer Content for any purpose other than to provide the Service, comply with the law, or enforce these Terms.

Each party will protect the other’s non-public business and technical information with the same degree of care it uses to protect its own confidential information of like importance, and in any event with no less than a commercially reasonable degree of care.

We operate the Service using industry-standard safeguards: encryption in transit, encryption at rest for uploaded Customer Content, role-based access controls, and audited production access. The Service has not yet undergone formal third-party security certifications (e.g. SOC 2 Type II); a security overview is available on request.

Paid plans and current pricing are described on the Pricing page. Recurring subscription billing is processed through Stripe Connect on behalf of PODetect. By providing payment-method details you authorize us to charge the applicable recurring fees through that processor.

Unless a plan or signed order states otherwise, fees are billed monthly or annually in advance and are non-refundable except where required by law. Downgrades take effect at the next renewal period; upgrades and seat additions are prorated to the current billing period.

Customer Content submitted for ingestion — including invoice PDFs and images, vendor master files, and ledger extracts — is processed by large-language-model tooling accessed exclusively through the Polsia AI proxy, our hosted LLM routing layer. No Customer Content is used to train third-party foundation models. Model providers do not receive Customer Content directly from this application.

Audit findings produced by the Service are advisory. They are intended to support — not replace — the professional judgment of a controller, auditor, tax advisor, or other qualified professional. PODetect is not accounting, tax, legal, or financial-advice software, and nothing in the Service constitutes a professional opinion.

We use the following categories of third-party sub-processors to operate the Service:

• Platform vendor: Polsia (hosting, database, AI proxy, email proxy, file storage, error monitoring).
• Payment processor: Stripe (subscription billing via Stripe Connect).
• Accounting integrations:Intuit (QuickBooks Online), Xero, and Sage Intacct — only when you choose to connect them.
• Transactional email: routed via the Polsia email proxy.

For an up-to-date sub-processor list, including the legal entity and processing region for each, email podetect@polsia.app. We will give you at least thirty (30) days’ notice by email of any new sub-processor that will process Customer Content.

PODetect retains all right, title, and interest in and to the Service, including the user interface, audit-rule library, branding, and documentation. No rights are granted to you other than the limited license to use the Service in accordance with these Terms.

If you submit feedback, suggestions, or ideas about the Service, you grant us a perpetual, irrevocable, worldwide, royalty-free license to use that feedback without restriction or obligation of confidentiality.

These Terms remain in effect for as long as you have an active account or use the Service. You may terminate at any time by closing your account from the settings page or by emailing podetect@polsia.app.

We may suspend or terminate your access if you breach these Terms, fail to pay fees when due, or if continued operation would create a security or legal risk. Upon termination, Customer Content will be handled per the retention window described in our Privacy Policy (currently up to thirty (30) days from termination for backup purge).

The Service is provided “as is” and “as available”. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that audit findings will identify every exception, that any invoice or transaction is free from error, or that the Service will operate uninterrupted or error-free. PODetect is not accounting, tax, legal, or other professional advice.

To the maximum extent permitted by law, each party’s aggregate liability arising out of or related to these Terms will not exceed the fees paid or payable by Customer to PODetect in the twelve (12) months preceding the event giving rise to the claim. Neither party will be liable for indirect, incidental, consequential, special, or punitive damages, including lost profits or lost data, even if advised of the possibility of such damages.

Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law (such as liability for fraud or for personal injury caused by negligence).

PODetect will defend and indemnify you against any third-party claim alleging that the Service, as provided by us and used in accordance with these Terms, infringes a third-party intellectual-property right, and pay damages finally awarded against you (or a settlement we approve).

You will defend and indemnify us against any third-party claim arising from Customer Content you upload to the Service, your breach of these Terms, or your unlawful or fraudulent use of the Service.

These Terms are governed by the laws of the State of Delaware, United States, without regard to its conflict-of-laws principles. The parties will attempt in good faith to resolve any dispute informally for at least thirty (30) days before commencing formal proceedings. If unresolved, the dispute will be litigated in the state or federal courts located in Delaware, and you consent to the personal jurisdiction of those courts.

We may update these Terms. For material changes we will provide at least thirty (30) days’ notice by email and in-app banner before the change takes effect. Non-material changes (e.g. clarifications, typo fixes, new-section additions with no substantive effect) will be posted with an updated effective date. Continued use of the Service after the effective date constitutes acceptance.

Questions about these Terms? Reach us at podetect@polsia.app.

PODetect, Inc.
548 Market St, San Francisco, CA 94104