Terms of Service

These Terms of Service govern your use of this website and of the Bentokai platform at app.bentokai.com. By creating an account or using the service, you agree to these terms.

1. Who provides the service

Bentokai is operated by Umai Media, S.L. (VAT ESB26634485), Calle San Gerardo 50, 28035 Madrid, Spain ("Umai Media", "we", "us"). These terms are a contract between you and Umai Media, S.L.

2. The service

Bentokai is a business-management platform for companies and their brands. Depending on your configuration, it provides tools such as brand, user and permission management; a contacts directory; invoicing (proformas, invoices, credit notes, numbering series and payment tracking); accounting features based on the Spanish general chart of accounts; tax-filing tracking and an informational fiscal calendar; a Treasury feature that lets you connect your own bank accounts to view balances and transactions; document import with automated data extraction; search and web-performance analytics; dashboards; an activity log; and notifications in the app and by email. Features may change over time as described in section 11.

3. Eligibility and accounts

Bentokai is intended for business use by authorised representatives of a company. You are responsible for the accuracy of the information you provide, for keeping your credentials secure, and for the activity that takes place under your account. You must be authorised to connect any bank account you link.

4. Your responsibility to review final data

Bentokai is a tool: it computes, formats, stores and transmits the information that you and your team put into it, and you remain solely responsible for that information and for everything you produce with it. In particular, you are responsible for reviewing all final data before relying on it or acting on it: invoices and credit notes before issuing them (issued documents are immutable), accounting entries and reports before filing or sharing them, deadlines before relying on them, imported or automatically extracted data before saving it, and any figures before making business decisions based on them. Bentokai does not review your data for correctness or legal compliance.

5. Bank connections and third-party providers

When you connect a bank account, you authorise the connection directly with your bank through a licensed account-information service provider (Enable Banking or, where applicable, GoCardless Bank Account Data). This access is read only: Bentokai retrieves balances and transactions to display them to you and does not initiate payments or move funds. Your online banking credentials are never seen or stored by Bentokai. You can disconnect a linked account at any time. Availability of specific banks and data depends on those providers and on your bank.

6. Invoicing and tax compliance

The invoicing, accounting and tax features are designed to help you meet the rules that apply to your business (including, where you activate it, the generation of verifiable billing records under Spanish regulations), but using them does not by itself make you compliant. You are the issuer of your invoices and the party responsible for your accounting and tax obligations: the correctness, completeness and timely filing of invoices, ledgers and tax returns remain your responsibility. Deadlines and calendar information shown in the platform are informational and may not reflect every rule that applies to your case; verify them against official sources or your advisor.

7. Automated processing and AI features

Some features process your documents or text automatically, for example extracting invoice fields from an imported PDF or translating catalog and help content, using third-party AI providers as described in the Privacy Policy. Automated output can be wrong or incomplete. It is always presented for your review, and you must check it before saving, issuing or otherwise relying on it.

8. Acceptable use

You agree not to misuse the service, including attempting to access data you are not authorised to access, disrupting the service, reverse-engineering it, or using it to violate any law or third-party rights.

9. Your data and privacy

Our handling of personal data is described in our Privacy Policy, which forms part of these terms.

10. Intellectual property

The Bentokai platform (its software, design and branding) is and remains the property of Umai Media, S.L. You retain ownership of the content and data you bring into the platform, and you grant us only the rights needed to host, process and display it in order to provide the service to you.

11. Availability and changes

We aim to keep the service available and reliable but do not guarantee uninterrupted access, and we may suspend the service for maintenance or security reasons. We may update, add or remove features, and may revise these terms; material changes will be posted here. Continued use after changes means you accept them.

12. Disclaimers

The service is provided "as is" and "as available", without warranties of any kind, express or implied, including fitness for a particular purpose. Nothing in Bentokai constitutes accounting, tax, legal or financial advice. Financial information shown in Bentokai is imported from third-party providers and your banks, may be delayed, incomplete or inaccurate, and is for informational purposes only. Calculations, totals, reports, exports and generated documents are produced from the data you enter; verify important figures against your own records before using them.

13. Limitation of liability

To the maximum extent permitted by law, Umai Media, S.L. is not liable for indirect or consequential damages; loss of profits, business or data; penalties or surcharges imposed by tax or other authorities; or any loss arising from decisions you make based on information shown in the platform, from data you did not review as described in section 4, or from the availability, accuracy or timeliness of data provided by banks or third-party providers. To the same extent, Umai Media, S.L.'s total aggregate liability under these terms is limited to the amounts you paid for the service in the twelve months before the event giving rise to the claim. Nothing in these terms excludes liability that cannot be excluded under applicable law.

14. Termination

You may stop using the service and request deletion of your account at any time. We may suspend or terminate access if these terms are breached or where required to protect the service or comply with the law.

15. Governing law and jurisdiction

These terms are governed by the laws of Spain. Any dispute arising from them is subject to the courts of the city of Madrid, without prejudice to any mandatory consumer or data-protection rights you may have under your local law.

16. Contact

Questions about these terms: legal@bentokai.com.