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; social media management, which lets you link Facebook Pages, Instagram professional accounts, LinkedIn company pages and Google Business Profile locations to a brand, compose, internally approve, schedule and publish posts to them, see statistics and reports on how the profiles and their posts perform and, where available, reply to comments, reviews and messages (see section 6); dashboards; an activity log; and notifications in the app and by email. Features may change over time as described in section 13.

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 or social media profile 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. Social media accounts

The Social feature lets you connect social media profiles to a brand through each platform's own authorisation screen and act on them from Bentokai. How we handle the data involved is described in section 4 of the Privacy Policy.

Your authorisation. By connecting a profile, you confirm that you hold the role on the platform needed to manage it and that the profile's owner has authorised you to connect it to Bentokai and to publish, schedule, reply and view statistics on it through Bentokai. If that authorisation ends, you must disconnect the profile.

Your instructions and your content. Bentokai publishes and replies on a connected profile only on the instructions of you and the users you give access to the Social feature: the posts they write, approve and schedule, and the replies they write. You are responsible for all content that you or your users publish, schedule, approve or reply with through Bentokai, and for holding all the rights, licences and permissions it needs, including for any text, images, videos, music, trademarks and personal data it contains. The approval step is a tool for your own internal review: Bentokai does not check content for accuracy, lawfulness or compliance with platform rules.

The platforms' terms. Each platform's terms and policies apply to you directly, and you must comply with them, including: for Facebook and Instagram, Facebook's Terms of Service, the Instagram Terms of Use, the Meta Commercial Terms and Meta's Pages, Groups and Events Policies; for LinkedIn, the User Agreement and the LinkedIn Pages Terms; and for Google Business Profile, the Google Terms of Service, the Google Business Profile Additional Terms of Service and the Business Profile policies and guidelines, including the third-party policies when you manage a profile for a business you do not own. Bentokai's own access to the platforms is governed by the Meta Platform Terms, the LinkedIn API Terms of Use, the Google APIs Terms of Service and the Google API Services User Data Policy, and you must not use Bentokai in a way that would cause us to breach them.

The platforms control their services. Each platform decides on its own whether, when and how to accept, show and keep content. A platform may reject, delay, review, remove or limit the reach of a post; change, restrict or withdraw access to its API; limit the number of requests Bentokai can make; or restrict, suspend or remove your profiles or accounts. Features that depend on a platform may therefore change, be limited or stop being available. Bentokai does not control these decisions and cannot guarantee that a post will be published at the scheduled time, or at all, or that it will remain published.

Scheduling, retries and uncertain outcomes. When a platform reports a temporary error, Bentokai retries automatically for a limited time. If a scheduled post cannot be sent within several hours of its scheduled time, Bentokai does not publish it late: it marks it as missed and notifies the users who wrote and approved it, and you can retry it. If Bentokai cannot confirm whether a post was published (for example, because the platform did not answer, or answered with an error after receiving the post), it does not publish it again on its own and tells you so. Before retrying such a post, check the profile on the platform: the post may already be live, and a retry could publish it twice.

Media. Images and videos you upload for publication may be converted or resized to meet each platform's requirements. Some platforms only accept them by fetching them from a web address; for those, while a post is being published, Bentokai places a temporary copy of the file at a public but unguessable address and removes it within 48 hours. Storage for uploaded media is limited per brand: once a brand reaches its limit, new uploads are refused until space is freed or the limit is raised.

Statistics and reports. Profile and post statistics, and the reports built from them, including scheduled email reports, are based on the figures each platform provides. Those figures may arrive late, be revised, be incomplete or be unavailable for some periods, metrics or posts, and may differ from those shown in the platform's own tools.

Disconnecting. You can disconnect a profile in Bentokai at any time, and you can also revoke Bentokai's access in the platform's own settings, as described in section 4 of the Privacy Policy. Once a profile is disconnected, Bentokai stops acting on it and cancels the posts still waiting to be published to it. Bentokai does not delete posts that have already been published: they stay on the platform until you remove them there.

7. 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.

8. 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.

9. Acceptable use

You agree not to misuse the service, and to make sure that your users do not. In particular, you must not:

• attempt to access data you are not authorised to access, disrupt the service or reverse-engineer it;
• use it to violate any law or third-party rights;
• connect, or publish or reply on, a social media profile you are not authorised to manage;
• use it to send spam, or for automated or mass messaging, commenting or other engagement that breaches a platform's rules;
• publish or send misleading, deceptive or unlawful content;
• attempt to circumvent the limits and rules that the platforms apply, such as request limits and content or review requirements, or the limits that Bentokai applies.

10. Your data and privacy

Our handling of personal data is described in our Privacy Policy, which forms part of these terms. Where we process personal data on your behalf, section 11 applies.

11. Processing personal data on your behalf (data processing agreement)

This section is the contract required by Article 28 of the General Data Protection Regulation (GDPR) and Article 33 of Spanish Organic Law 3/2018. It applies wherever Umai Media processes personal data as a processor on behalf of the business customer that holds the Bentokai account ("you", as controller). In particular, it covers the personal data of other people that you and your users store in Bentokai, such as your contacts, the customers and suppliers in your invoices and other records, and the counterparties in the bank transactions you import; and the personal data of other people that reaches Bentokai through your connected social media profiles, such as the names and content in comments, reviews and messages; and the data about the people you serve through Bentokai: the visitors to your websites, the people who search on them, and the people who subscribe to your status pages or use your support and project portals, as described in section 2 of the Privacy Policy. The processing we carry out as controller is described in the Privacy Policy. For the processing covered here, this section prevails over any other provision of these terms.

• Subject matter and duration. The processing needed to provide the Bentokai features you use, for as long as you use the service, and afterwards only to return or delete the data as described below.
• Nature and purpose. Hosting, storing, organising, displaying, calculating with, exporting and deleting the data, collecting and aggregating the data that your websites and public pages send to Bentokai, and transmitting it to the platforms and providers you connect, solely to provide the features you use.
• Types of personal data. Identification and contact details (such as names, email and postal addresses, phone numbers and tax identification numbers); billing, payment and bank-transaction details; the content of the notes, documents and messages you store or receive through Bentokai, including through your support and project portals; from connected social media profiles, public names, usernames, profile pictures and the content of comments, reviews and messages; about the visitors to your websites, visitor codes derived daily from the IP address and user agent, the pages they view and how they reached them, their device, browser, language and approximate location and, where you enable it, the links they click; the terms searched on your websites and the Google Search queries through which they are found; and the email addresses of your status-page subscribers. Bentokai is not designed to process special categories of personal data or data about criminal convictions, and you should not use it to do so.
• Categories of data subjects. Your contacts; your customers and suppliers and their representatives; members of the public who interact with your connected social media profiles, for example by commenting, reviewing or sending a message; the visitors to your websites and the people who search on them; the people who subscribe to your status pages or contact you through your support portal or website forms, and the clients you invite to your project portal; and your users, as far as their personal data forms part of the content you manage in Bentokai.
• Your instructions. We process the data only on your documented instructions, which are these terms and the way you and your users configure and use Bentokai's features, including with regard to transfers outside the European Economic Area, unless EU or Spanish law requires us to do otherwise; in that case we will tell you before processing, unless that law prohibits it. We will tell you promptly if, in our opinion, an instruction infringes data-protection law. As controller, you are responsible for the lawfulness of your instructions and for having a legal basis for the processing.
• Confidentiality. Everyone we authorise to process the data is bound by an obligation of confidentiality, under contract or by law.
• Security. We apply the technical and organisational measures required by Article 32 GDPR, described in section 10 of the Privacy Policy, and keep them under review.
• Sub-processors. You give us general written authorisation to engage the sub-processors listed in section 6 of the Privacy Policy. We will inform you of any intended addition or replacement by updating that list at least 30 days before the change takes effect, and you may object to it on reasonable data-protection grounds by writing to privacy@bentokai.com within that period. If we cannot resolve your objection, you may stop using the feature concerned or end the service. We bind each sub-processor by contract to data-protection obligations equivalent to those in this section and remain responsible to you for its performance. Where a sub-processor processes the data outside the European Economic Area, the safeguards described in section 7 of the Privacy Policy apply. The social media platforms you connect are not our sub-processors: they receive the content you publish or reply with on your instructions and handle it under their own terms. Nor are the public services and the tax authority described in section 6 of the Privacy Policy.
• Assistance. Taking into account the nature of the processing, we help you respond to requests from people exercising their data-protection rights, through Bentokai's own features (such as editing, exporting and deleting records and disconnecting profiles) and otherwise on request; if such a request reaches us directly, we pass it on to you. Taking into account the information available to us, we also help you comply with your obligations under Articles 32 to 36 GDPR (security, breach notification, data-protection impact assessments and prior consultation).
• Personal data breaches. We notify you without undue delay after becoming aware of a personal data breach affecting this data, with the information you need to meet your own notification obligations, as that information becomes available.
• End of the service. When the service ends, we delete the data or, if you ask us before it ends, first return it to you (Bentokai's exports also let you take a copy yourself), and then delete the existing copies, unless EU or Spanish law requires us to keep them.
• Demonstrating compliance and audits. We make available to you the information necessary to demonstrate compliance with this section, and allow for and contribute to audits, including inspections, carried out by you or an auditor you mandate, on reasonable prior notice, during business hours, without unreasonable disruption to our operations and subject to confidentiality obligations. Audits are at your expense, unless one reveals that we have materially breached this section, in which case we bear its reasonable costs.

12. 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. When you or your users publish a post or send a reply through Bentokai, you also grant us the rights needed to reproduce it, adapt it technically to each platform's requirements (for example, by converting or resizing images and videos) and transmit it to the platforms you chose. Once content is on a platform, its use there is governed by that platform's terms, including the licence you grant the platform.

13. 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.

14. 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. The same applies to social media statistics and other data provided by the platforms, and whether, when and how a post is published, shown or kept is decided by the platform concerned. Calculations, totals, reports, exports and generated documents are produced from the data you enter; verify important figures against your own records before using them.

15. 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, from the availability, accuracy or timeliness of data provided by banks or third-party providers, from the actions, decisions or outages of social media platforms (including rejected, delayed or removed posts, restricted or suspended profiles or accounts, changes to or withdrawal of their APIs, request limits, and data they provide late, incomplete or not at all), or from retrying a post that Bentokai reported it could not confirm as published without first checking the profile. 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.

16. 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. When the service ends, the personal data we process on your behalf is returned or deleted as described in section 11.

17. 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.

18. Contact

Questions about these terms: legal@bentokai.com.