Effective Date: 15.07.2025
These Terms of Use ("Terms") govern the use of the Kilobanan Chat Bot platform ("Service", "Platform"), a SaaS solution designed for tax and finance management for small and medium-sized businesses (SMBs) in Portugal. By accessing or using the Service, you ("Client", "User") agree to be bound by these Terms. If you do not agree with any part of these Terms, do not use the Service.
Kilobanan Chat Bot is a personal finance platform that assists SMBs in Portugal in managing taxes, generating and submitting tax declarations, and organizing financial records including invoices and expenses.
2.1 Mandatory Use for Finance Document Generation & Submission
Clients must use Kilobanan Chat Bot exclusively to generate and submit financial documents, including but not limited to invoices and expense records. The use of third-party tools, side applications, including AT and SS official portals, or manual submission workflows outside the platform is strictly prohibited.
2.2 Client Responsibility and Consequences
Clients acknowledge and accept full responsibility for any penalties, rejections, or complications arising from non-compliant or unauthorized use of external systems. In such cases, the correction of errors may:
2.3 Timely Submission Requirements
Clients are solely responsible for submitting primary documents (including invoices and expenses) within the timelines required by Portuguese tax law. Backdating of any financial data is not supported. Late submission of documents may lead to:
3.1 Binding Nature of Bot Notifications
The Client agrees to monitor and comply with all automatic notifications issued by the Kilobanan Chat Bot platform, including but not limited to reminders regarding tax payments, document submission deadlines, or system alerts. These notifications form an integral part of the Service's workflow and are considered binding for compliance purposes.
3.2 Responsibility for Action Within Deadlines
The Client bears full responsibility for taking the necessary actions communicated through such notifications within the specified deadlines. Failure to act accordingly may result in:
3.3 No Liability for Ignored Notifications
Kilobanan shall not be held liable for any adverse outcomes resulting from the Client’s failure to read, acknowledge, or act on bot-issued alerts and instructions in a timely manner.
4.1 Plan-Based Functionality and Obligations
The features, tools, and support levels available to the Client, as well as Kilobanan’s obligations to provide specific functionalities, are determined by the pricing plan the Client subscribes to. Kilobanan is only responsible for delivering the services explicitly included in the Client’s active plan. Functionality not covered by the current plan may require an upgrade or add-on purchase.
4.2 Accuracy of Information
Clients are fully responsible for ensuring the accuracy and truthfulness of the information they enter into the application. If errors are discovered in client-submitted documents, Kilobanan reserves the right to charge a separate correction fee to process and amend such entries, if correction is technically or legally possible.
5.1 No Suspension of Service Without Termination
Subscription pauses or payment suspensions are not allowed while the service contract remains active. If the Client stops payment during an active contract period without full termination:
5.2 Termination
To fully terminate the service, the Client must submit a written termination request with 30 days' notice. Termination does not relieve the Client of any outstanding obligations under these Terms, including unpaid fees.
6.1 Timely Payment of Tax Obligations
The Client is solely responsible for ensuring the payment of all taxes and contributions by the deadlines set forth in notifications or alerts issued by the Platform.
6.2 Legal Consequences of Tax Evasion
The Client acknowledges that failure to pay due taxes may not only result in penalties and interest but also constitute criminal offenses such as tax fraud or abuse of fiscal trust, punishable by fines and/or imprisonment.
6.3 Disclaimer of Tax Liability
Kilobanan Tax Bot provides automation and assistance tools, but the Client is ultimately responsible for:
7.1 Standard Support
Kilobanan offers support via email on business days (Monday–Friday, 9:00–18:00 Western European Time). Response times may vary depending on the nature and severity of the issue.
7.2 Planned Maintenance and Downtime
Kilobanan may schedule periodic maintenance, during which the Service may be unavailable. Clients will be notified of planned downtime via the Platform or registered email, when feasible.
7.3 Service Level Limitations
While Kilobanan aims to provide uninterrupted access, no guarantees are made regarding uptime, response time, or system performance. Emergency maintenance may occur without prior notice.
8.1 User Credentials
Clients are responsible for maintaining the confidentiality of their access credentials and agree not to share login information with unauthorized users.
8.2 Account Suspension
Kilobanan may suspend access to the Platform in case of:
8.3 Account Reinstatement
Suspended accounts may be reinstated at Kilobanan’s discretion, subject to a reinstatement request and the correction of the breach. Fees may apply.
9.1 Data Collection and Use
Kilobanan collects and processes Client data solely for the purpose of providing the Service in compliance with the General Data Protection Regulation (GDPR) and applicable Portuguese data protection laws.
9.2 Data Ownership
All data submitted by the Client remains the property of the Client. Kilobanan acts as a data processor and does not claim ownership over any Client-submitted content.
9.3 Data Retention and Deletion
Upon termination of the Service, Client data will be retained for up to 90 days unless a longer retention period is required by law. Clients may request early deletion of data in writing, subject to legal and compliance constraints.
9.4 Data Access and Security
Kilobanan implements industry-standard technical and organizational measures to protect data against unauthorized access, alteration, or loss. However, Kilobanan cannot guarantee absolute security and shall not be liable for breaches resulting from factors beyond its control.
9.5 Processor Obligations under GDPR
Kilobanan, in the capacity of a Processor, agrees to process personal data on behalf of the Client (Controller) in full compliance with the GDPR and documented Client instructions, including:
10.1 Platform Ownership
All rights, title, and interest in and to the Kilobanan Platform (including source code, content, design, and proprietary algorithms) are and shall remain the exclusive property of Kilobanan or its licensors.
10.2 License Grant
Kilobanan grants Clients a limited, non-transferable, non-exclusive license to use the Service strictly in accordance with these Terms. No ownership rights are transferred through this license.
11.1 No Responsibility for External Tools
Kilobanan may offer optional integrations with third-party software or data sources. Kilobanan does not warrant the functionality or security of third-party tools and is not responsible for errors or breaches arising from their use.
11.2 Authorization
Clients using integrations are solely responsible for authorizing data exchange between Kilobanan and the third-party application.
12.1 Amendments
Kilobanan reserves the right to update or change these Terms at any time. Updates will be posted on the Platform or sent to the respective communication channel associated with your account. Continued use of the Service after such changes constitutes acceptance of the new Terms.
12.2 Governing Law
These Terms are governed by and construed in accordance with the laws of Portugal. Any dispute arising under these Terms shall be subject to the exclusive jurisdiction of the courts located in Portugal.
12.3 Force Majeure
Kilobanan shall not be liable for failure or delay in performance of its obligations under these Terms due to causes beyond its reasonable control, including acts of God, natural disasters, government regulations, labor disputes, power failures, or internet outages.
12.4 Severability and Waiver
If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. The failure of either party to enforce any right or provision shall not constitute a waiver of future enforcement.
For questions about these Terms or any aspect of the Kilobanan Chat Bot service, please contact:
Email: tax@kilobanan.com
Address: Travessa do Fala-só, 13B 1250-109 Lisbon
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