Terms & Conditions

Updated: March 8th, 2026

These Terms of Service ("Terms") govern your use of the Cortena platform ("Service"), operated by Cortena B.V. ("Company," "we," "us," "our").

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree, you may not use the Service.

1. Use of the Service

1.1 Eligibility

The Service is intended for use by businesses. By using the Service, you confirm that you are legally capable of entering into a binding agreement on behalf of your organisation.

1.2 Access to the Service

You may access the Service only if you have a valid account. You must provide accurate and complete information during registration and are responsible for maintaining the confidentiality of your account credentials.

1.3 License

We grant you a non-exclusive, non-transferable, limited licence to use the Service for your internal business purposes, subject to these Terms. You may not use the Service for unlawful or unauthorised purposes.

1.4 Compliance with Laws

You are responsible for ensuring that your use of the Service complies with all applicable laws, rules, and regulations.

2. Service Description

The Service provides an AI-powered finance operations platform that helps SMEs and finance teams automate, execute, and manage finance workflows using AI agents. The platform connects fragmented financial data and systems, automates repetitive finance work, and enables finance teams to operate with greater speed, reliability, and control.

The Service is delivered as a modular platform. Current and future capabilities may include, but are not limited to:

Document intake, extraction, and automated classification (e.g., invoices, receipts, financial documents)
Automated application of business rules, accounting logic, cost centre allocation, and VAT treatment
Integration with accounting systems, ERP tools, banking providers, and spend management platforms
Bank transaction connectivity and reconciliation workflows
Receivables management and cash flow operational workflows
Business controlling and financial reporting support
AI-assisted analysis, matching, and workflow execution
Export of structured financial data to connected systems (e.g., DATEV, Exact Online)

The specific features and workflows available to the Client are determined by the subscription plan and any applicable Order Form or Statement of Work.

The Service is a operational support tool and does not replace professional accounting, financial, or legal advice. Users remain responsible for the accuracy of data they provide and for any financial or business decisions made based on the outputs of the Service.

3. Data Privacy and Protection

3.1 Privacy Policy

Your use of the Service is also governed by our Privacy Policy, which explains how we collect, process, and protect your personal data.

3.2 Data Processing Agreement

If required by applicable law (e.g., under GDPR/DSGVO), a Data Processing Agreement (DPA/AVV) is available on request. See our Data Processing Agreement page for details on what it covers and how to request it. Contact: compliance@cortena.ai

4. Intellectual Property

4.1 Ownership

All intellectual property rights in the Service, including software, content, trademarks, and features, are owned by Cortena B.V. or its licensors.

4.2 Restrictions

You may not reproduce, modify, distribute, or create derivative works based on the Service without prior written consent. Reverse-engineering or attempting to extract source code is prohibited unless required by applicable law.

5. Third-Party Services

The Service may include integrations with third-party services (e.g., DATEV, Yapily for banking connectivity, inbound email routing providers). We are not responsible for the content, policies, or availability of third-party services. See our Sub-processors page for details.

6. Termination

6.1 Termination by Company

We may suspend or terminate your access to the Service at any time, with or without cause, and with reasonable notice where practicable.

6.2 Termination by You

You may terminate your account at any time by discontinuing use of the Service and contacting compliance@cortena.ai.

6.3 Effects of Termination

Upon termination, your right to use the Service ceases. Data may be retained for a limited period as required by law or contract, after which it will be securely deleted or anonymised in accordance with our Data Deletion Procedure.

7. Data Retention and Deletion

We retain your data only as long as necessary for service delivery, security, or legal obligations. After retention periods expire, data is securely deleted or anonymised. See our Data Deletion Procedure for details.

8. Security Incident Notification

In the event of a security incident affecting your data, we will notify you in accordance with applicable law (including GDPR Article 33 where applicable) and our contractual commitments.

9. Limitation of Liability

9.1 Exclusion of Damages

To the maximum extent permitted by applicable law, Cortena B.V. will not be liable for any indirect, incidental, or consequential damages, including lost profits, lost data, or business interruption.

9.2 Maximum Liability

Our total aggregate liability will not exceed the greater of: (a) the amount paid by you for the Service in the 12 months preceding the claim, or (b) €500.

10. Disclaimer of Warranties

The Service is provided "as is" and "as available." We disclaim all warranties, express or implied, including merchantability, fitness for a particular purpose, and non-infringement, to the extent permitted by applicable law.

11. Indemnification

You agree to indemnify and hold harmless Cortena B.V., its affiliates, officers, employees, and agents from claims, damages, or expenses arising from your use of the Service or violation of these Terms.

12. Governing Law

These Terms shall be governed and construed in accordance with the laws of the Netherlands, without regard to conflict of law principles.

13. Dispute Resolution

In the event of a dispute, the parties will first attempt to resolve the matter informally. If unresolved within 30 days, disputes will be submitted to the competent courts in Rotterdam, the Netherlands.

14. Miscellaneous

14.1 Severability

If any provision is found invalid or unenforceable, the remaining provisions remain in effect.

14.2 Waiver

Failure to enforce any right or provision shall not constitute a waiver.

14.3 Entire Agreement

These Terms constitute the entire agreement between you and Cortena B.V. regarding the Service.

14.4 Assignment

You may not assign these Terms without our prior written consent. We may assign these Terms with reasonable notice.

15. Contact

For questions or concerns about these Terms:

Compliance / Contracts: compliance@cortena.ai

DPO / Privacy (GDPR): dpo@cortena.ai

Support: support@cortena.ai

Company: Cortena B.V., Stationsplein 45, D3.118, 3013 AK Rotterdam, Netherlands