Terms of service

1. Who we are and who can use Digitizer

Digitizer is provided by Codester OÜ, an Estonian company with registry code 16353798, at Paekivi tn 8, Vasalemma alevik, Lääne-Harju vald, 76101 Harju maakond, Estonia. Contact us at [email protected].

These terms apply to the dashboard, document-processing API, email processing, and related services. Digitizer is intended for business and professional use. An Individual workspace is an account format, not a consumer subscription. You must be at least 18 and have authority to act for any organisation you represent. Mandatory consumer protections still apply where the law gives you consumer status.

Creating an account or workspace signifies agreement to these terms. The Data Processing Agreement forms part of our agreement when we process personal data in your documents on your behalf. The Privacy Policy explains our own processing of account and service data; it is a notice, not a request for blanket consent.

2. Accounts, businesses, and your team

Keep your account and invoice details accurate. Protect your password, API credentials, and callback signing secrets, and tell us promptly if you suspect unauthorised access. Workspace owners control business access, invitations, credentials, and billing. They are responsible for use by authorised team members and integrations.

A workspace may contain multiple businesses. An Organisation workspace enables collaboration; changing the workspace type alone does not incur a charge. Do not share accounts when separate team access is available.

3. Processing and reviewing documents

Digitizer uses proprietary document-processing technology to convert files into structured data. Results, classifications, confidence scores, duplicate matches, and registry suggestions can be incomplete or incorrect. Review results before accounting, tax reporting, payment, or other decisions. Digitizer does not provide accounting, tax, or legal advice, or replace your statutory record-keeping duties.

One document is one successfully processed uploaded file, rather than one invoice found inside a file. Failed processing is not charged as a completed document. Duplicate detection is a review aid and does not automatically exempt a separately processed upload from usage. Three pages are included in the document price; we currently charge no extra-page fee, subject to the published file and page limits.

Callbacks send data to the destination you configure. Email processing depends on sender approval and authentication checks. You are responsible for destination security and recipients. We cannot retract copies already delivered to your systems or third parties.

4. Usage, prices, and invoices

Retail pricing applies per billing account, combining dashboard and email documents across its assigned businesses and users. Businesses can be billed separately or share a payer. Payer changes take effect from the next UTC calendar month; processed and reserved usage stays with its original payer. Each UTC calendar month starts afresh. The final usage selects a single tier: Free covers 0–10 documents at €0; Solo 11–50 at €3.90; Grow 51–200 at €5.90; and Scale 201–500 at €11.90. Each started block of 100 above 500 adds €2. For example, 501–600 documents cost €13.90. Earlier tiers are not added together, and no tier selection or mid-month proration is needed.

API usage is billed separately. Each billing account receives a one-time allowance of 100 API documents. Paid API processing requires the owner's opt-in. Monthly billable documents use graduated rates: the first 10,000 at €0.05 each, the next 40,000 at €0.035, the next 50,000 at €0.025, and the next 150,000 at €0.020. Above 250,000 billable API documents requires an agreed custom rate. The pricing guide contains the current operational limits and examples.

All prices are in euros. VAT is not charged while Codester OÜ is not VAT-registered; any legally required future VAT and prospective price changes will be communicated before they apply. We issue invoices for chargeable completed monthly usage, payable within seven days of issue unless agreed otherwise. Deleting a document does not reverse usage already incurred. Report an invoice error to [email protected] so we can investigate and correct it where appropriate.

Stopping use avoids new usage charges. Pausing paid API processing does not cancel charges already incurred or processing already accepted. We will give at least 30 days' notice of material price changes and apply them prospectively, not to documents already processed.

5. Your content and acceptable use

You retain your rights in your documents and data. You authorise us to process, store, transmit, and display them only as needed to provide the service, follow your instructions, secure the service, and meet legal duties. You are responsible for having a lawful basis and any required notices or permissions for the data you upload.

Do not upload unlawful material, malware, payment-card security codes, or content you are not entitled to process. Do not attempt to access another customer's data, bypass safeguards, disrupt the service, or use credentials without permission. Do not intentionally use Digitizer for special-category or criminal-offence data unless we have separately agreed appropriate safeguards.

Digitizer's software, design, and proprietary processing technology remain ours or our licensors'. Your right to use the service does not transfer those rights. We do not use your customer documents to train general-purpose models.

6. Privacy, location, and retention

Our production service stores and processes customer documents and extracted data in EU data centres. The Privacy Policy and Data Processing Agreement explain the scope of this commitment, service-provider arrangements, and customer-directed exports and integrations.

Customer content is retained until you delete it or close the workspace, subject to your instructions and legal obligations. Deletion of a processed document is separate from deletion of its source email or copies sent to an integration. Contact us for removal of source email, remaining related content, or the whole workspace. Deleted content is removed from backup copies within 30 days. Legally required billing records may be retained separately.

7. Availability and suspension

We maintain the service with reasonable care, but do not guarantee uninterrupted availability or error-free extraction. Maintenance, security incidents, and third-party outages can affect delivery. No specific uptime commitment applies unless separately agreed in writing.

We may restrict access proportionately to address a security risk, unlawful use, material breach, or overdue payment. We will give notice and an opportunity to resolve the issue where reasonably possible, except where immediate action is necessary. Statutory rights to access or retrieve data are unaffected.

8. Closing your workspace

An owner can request closure and deletion at [email protected]. We verify the requester's authority and coordinate any requested export before deleting active customer content. Export the records you need to retain for your own accounting obligations. Amounts incurred before closure remain payable; unused calendar months do not create a recurring retail tier charge.

We may terminate for a material breach that is not remedied after reasonable notice, or where continued service would be unlawful. Data return and deletion follow the Data Processing Agreement. We do not assume ownership of your documents when the agreement ends.

9. Responsibility and applicable law

Each party is responsible for its obligations under this agreement and applicable law. Nothing excludes liability that cannot lawfully be excluded, including liability for intentional misconduct, or restricts an individual's rights under data-protection law. The need to review extraction results does not remove our responsibility to provide the agreed service with reasonable care.

Estonian law governs these terms. Please contact us first to resolve a dispute. Courts with jurisdiction under applicable law may hear unresolved disputes; mandatory consumer protections and rights to contact a supervisory authority are not restricted.

We will notify workspace owners of material changes to these terms at least 30 days before they take effect, unless a shorter period is required by law or an urgent security issue. Changes do not apply retrospectively. Where fresh agreement is legally necessary, we will request it.