1. Acceptance of Terms

By accessing or using Vaultledge ("the Service"), you agree to be bound by these Terms of Service. If you do not agree, do not use the Service.

2. Description of Service

Vaultledge is a financial transaction categorization platform that uses AI to help users organize and categorize bank transactions for tax preparation and bookkeeping purposes.

3. Account Responsibilities

You must provide accurate information when creating an account
You are responsible for maintaining the security of your account credentials
You must notify us immediately of any unauthorized use of your account
You must be at least 18 years old to use the Service

4. Acceptable Use

You agree not to:

Use the Service for any illegal purpose
Upload malicious files or attempt to compromise the Service
Share your account with unauthorized users
Attempt to reverse-engineer the Service
Exceed rate limits or abuse the API

5. Subscription & Billing

Vaultledge offers free and paid plans. Paid subscriptions are billed monthly. You may cancel at any time. Refunds are handled on a case-by-case basis. We reserve the right to change pricing with 30 days' notice.

6. AI Categorization Disclaimer

AI-powered transaction categorization is provided as a suggestion tool only. Vaultledge is not a licensed accounting firm and does not provide tax advice. You are responsible for reviewing and approving all categorizations before using them for tax or financial reporting purposes. Always consult a qualified tax professional.

7. Data Ownership

You retain full ownership of all data you upload to Vaultledge. We do not claim any intellectual property rights over your transaction data. You may export or delete your data at any time.

8. Payroll Processing Disclaimer

The payroll module provides tax withholding calculations, pay stub generation, and tax form preparation (Forms 941, 940, W-2, 1099-NEC) based on published IRS rates and state tax tables. These calculations are estimates provided for informational purposes only.

You are solely responsible for verifying all tax calculations, withholdings, and filings before submitting them to the IRS, state agencies, or any other authority.
VaultLedge is not a registered payroll service provider, Certified Public Accountant (CPA), or tax advisor. We do not file tax forms on your behalf.
You must engage a qualified tax professional or payroll provider to review and certify all payroll tax filings.
VaultLedge shall not be liable for penalties, interest, audit adjustments, or any other losses resulting from reliance on payroll calculations provided by the Service.

9. Payment Processing & Fund Flow

VaultLedge is not a money transmitter, bank, or financial institution. We do not hold, custody, manage, or control your funds or your clients' funds at any time.

Invoice payments: When your clients pay an invoice through VaultLedge, the payment is processed by Stripe and deposited directly into your Stripe Connect account. VaultLedge does not receive, hold, or route the funds.
Payroll direct deposits: Payroll funds are transferred from your firm's bank account directly to employee bank accounts via ACH through Stripe Connect. VaultLedge initiates the transfer request on your behalf but does not hold funds in escrow at any point.
Bank feeds: VaultLedge connects to your bank accounts via Plaid in read-only mode to import transaction data. We cannot initiate transfers, withdrawals, or any other financial transactions through your bank accounts.

All payment processing is subject to Stripe's Terms of Service. VaultLedge does not require a Money Transmitter License (MTL) as we do not transmit, hold, or control funds.

10. ACH & Direct Deposit Terms

By using the payroll direct deposit feature, you acknowledge:

Direct deposits are processed via ACH and typically take 1–3 business days to settle.
Once a deposit has been submitted for processing, it cannot be reversed or cancelled through VaultLedge. For deposit errors, contact your bank directly.
You are responsible for ensuring employee bank account details are accurate. VaultLedge is not liable for misdirected deposits due to incorrect account information.
ACH transfers are subject to your bank's processing schedule and may be delayed due to bank holidays, weekends, or processing cutoff times.

11. Regulatory Status

VaultLedge is a software-as-a-service platform. We are not regulated by or registered with the IRS, Department of Labor, state labor departments, FINRA, the OCC, or any state banking regulator. VaultLedge does not provide tax, legal, or financial advice. The Service is a tool to assist accounting professionals and business owners in managing financial data — it does not replace professional judgment.

12. Limitation of Liability

Vaultledge is provided "as is" without warranties of any kind. We are not liable for any indirect, incidental, or consequential damages arising from your use of the Service, including but not limited to financial losses from incorrect categorizations, payroll miscalculations, tax filing errors, misdirected payments, or any penalties assessed by government agencies.

13. Termination

We may suspend or terminate your account if you violate these Terms. You may delete your account at any time through the Settings page.

14. Changes to Terms

We may update these Terms from time to time. Continued use of the Service after changes constitutes acceptance of the new Terms.