Terms of Use

These Terms of Use (“Terms”) govern your use of Pleaxy: the web app, the website, the API and the MCP server (together, the “Service”). The Service is provided by Pleaxy Inc., a Delaware corporation (“Pleaxy”, “we”, “us”).

Pleaxy is for businesses. You accept these Terms on behalf of the company or organisation you work for (the “Customer”, or “you”), and by accepting you confirm that you are authorised to bind it.

If your company has signed an order form or other written agreement with us, that agreement takes priority where it conflicts with these Terms.

Our Privacy Policy explains how we handle personal data. If you need a Data Processing Agreement (DPA), email support@pleaxy.ai. We are finalising our standard DPA, which will include the EU Standard Contractual Clauses and the UK Addendum. Once signed, it forms part of these Terms.

A workspace is one part of your business in Pleaxy (for example a subsidiary or region), with its own approval chains, suppliers and billing. A workspace is either a buyer workspace or a supplier workspace.

Your administrators invite users and assign each one a role. You are responsible for:

• who you invite;
• the roles you give them;
• everything done under your users' accounts and your API keys.

Keep passwords and API keys secret — an API key is shown only once. If you think a key or account has been compromised, revoke the key or remove the user, and tell us at support@pleaxy.ai.

Users must be at least 18 and must use Pleaxy for work. Give us accurate account and company information, and keep it up to date.

Pleaxy serves two kinds of Customer:

• Buyers, who use Pleaxy to run purchasing, approvals and invoice matching.
• Suppliers, whom a buyer invites to receive purchase orders and send invoices.

Buyers and suppliers each use Pleaxy under the plan their workspace signs up for. What each plan costs and includes is shown on our pricing page or in your order form — see Plans, fees and billing.

We are not a party to your purchases. Every purchase order, contract, invoice and payment in Pleaxy is between the buyer and the supplier. Pleaxy does not sell or buy the goods or services, does not guarantee that either side will perform, and is not responsible for price, quality, delivery, tax treatment or payment. Resolve disputes directly with the other party — Pleaxy's records, such as approval history, may help you do that.

Payment and late payment terms. A supplier can state payment terms and late payment terms (such as interest or a fixed charge after a due date) for invoices it sends through Pleaxy. Pleaxy shows those terms to the buyer as the supplier states them, and also shows a supplier's late payment terms on invoices the buyer records for that supplier. Pleaxy does not check whether they were agreed, are lawful or can be enforced; does not calculate or charge any late payment amount; and does not change what either party owes. If an invoice does not state a due date, Pleaxy may show a default due date (such as Net 30) for display only; it is not a contractual due date. Whether any late payment terms apply is a matter between the buyer and the supplier under their contract and the applicable law. A supplier that states late payment terms confirms they have been agreed with the buyer or apply by law.

We do not vet your counterparties. A supplier's details and documents (for example W-9, W-8BEN, certificates of insurance and bank letters) come from the supplier, and we do not verify them. Check what you rely on — especially bank details before you pay.

When you connect with another company in Pleaxy, you choose to share the relevant records with it: purchase orders, invoices, documents and contacts, including notes such as rejection reasons. You also share your company name, logo, region, countries, currency, billing email and billing address: a buyer's with a supplier once the supplier accepts its invite, and a supplier's with a buyer once the supplier starts that buyer's questionnaire. It can see and keep what you share.

Pleaxy keeps track of purchase orders, invoices and their approval and payment status. A buyer can pay a supplier in two ways: outside Pleaxy, then record the payment in Pleaxy; or, where it is offered, through Pleaxy with Stripe. Either way, Pleaxy never holds or receives the money. Pleaxy is not a bank, payment institution, money transmitter or escrow agent.

Paying through Pleaxy. Payments made through Pleaxy are processed by Stripe, Inc. and its affiliates (“Stripe”), not by Pleaxy. They go by US bank transfer from the buyer's bank account to the supplier's own Stripe account. The buyer authorizes each payment in Stripe's checkout, under Stripe's terms for that payment. The buyer pays the invoice amount plus Stripe's processing fee, which is shown before it pays, so that the supplier receives the full invoice amount. Pleaxy charges no fee for payments.

Getting paid through Pleaxy. To be paid through Pleaxy, a supplier connects its own Stripe account. Payment processing services for suppliers are provided by Stripe and are subject to the Stripe Connected Account Agreement, which includes the Stripe Services Agreement (together, the “Stripe Services Agreement”). By connecting a Stripe account through Pleaxy, a supplier agrees to the Stripe Services Agreement, as Stripe may change it from time to time. As a condition of Pleaxy enabling payments through Stripe, the supplier agrees to give Pleaxy accurate and complete information about itself and its business, and authorizes Pleaxy to share it, and information about payments made through Pleaxy, with Stripe. Stripe, not Pleaxy, verifies the supplier and its bank account.

Pleaxy marks an invoice paid when Stripe confirms the payment; if a bank transfer fails or is returned, the invoice shows as unpaid again. Refunds, returns and disputes about a payment are between the buyer and the supplier and are handled through Stripe. Pleaxy can't reverse, cancel or refund a payment.

Recording a payment made outside Pleaxy. Recording a payment or exporting invoices for payment in Pleaxy keeps a record; it does not make a payment. You make those payments through your own bank or payment provider. When you record a payment, Pleaxy shows the details you enter to the supplier and sends it a remittance advice marked as recorded by you. You are responsible for those details being accurate, and for recording only payments you have already sent. Pleaxy does not check that a recorded payment was made or received.

Each workspace uses Pleaxy under the plan it signs up for. Prices and plan features are those shown on our pricing page, or in your order form, when you subscribe. Features marked “coming soon” are not part of any plan until they are released.

Card subscriptions are billed in advance through our payment processor, Stripe, and renew automatically for the same period until cancelled. Annual plans may instead be invoiced and paid in advance, as set out in the order form. We may also invoice a plan directly, as agreed with you in writing.

• Cancelling. You can cancel at any time in the app, or, for a plan we invoice directly, by contacting us. Cancellation takes effect at the end of the current billing period, and the workspace then moves to any free plan we offer at the time, or its paid features are paused. We do not refund part-periods unless the law requires it or we agree otherwise in writing.
• Late payment. If a payment fails and isn't fixed, we may move the workspace to any free plan we offer at the time, or suspend paid features. We will tell you first.
• Price changes. We may change prices for future billing periods, with at least 30 days' notice. You may cancel before the change takes effect.
• Taxes. Fees exclude taxes. You pay any applicable sales, use, VAT or similar taxes, other than taxes on our income.

AI allowances. Your plan includes the Pleaxy Assistant message allowance shown on our pricing page or in your order form. On a paid plan, buyer and supplier users of the same workspace share that allowance. The daily limits shown on our pricing page also apply. Messages that fail because of an error on our side do not count. When you reach your allowance or a daily limit, the assistant pauses until it resets; the rest of Pleaxy keeps working. If a workspace's use is unusually costly to serve, the assistant may run with reduced capability until its allowance resets; the allowance itself does not change. Free-plan accounts, buyer or supplier, use the assistant on a best-effort basis and may be paused when shared capacity is used up. We may slow or pause use that is automated, abusive, or clearly beyond normal business use of a procurement tool, and we will tell you if we do. We will not reduce a paid plan's stated allowance during a paid-up billing period.

You own your data. “Customer Data” means everything your workspace puts into Pleaxy: purchase orders, invoices, contracts, supplier records and documents, approval history, cloud billing data, and the personal data in them.

You give us permission to host, copy, process and display Customer Data only as needed to provide, secure and support the Service, and as you direct — including sharing records with the counterparties you connect with.

We do not sell Customer Data, and we do not use it to train AI models.

We may use data we generate about how the Service runs — usage counts, error logs and performance metrics — to operate, secure and improve it. We never publish it in a form that identifies you or your users.

We keep Customer Data confidential. Only people who need access to run the Service can reach it, and we disclose it only as our Privacy Policy describes or where the law requires it.

You are responsible for having the right to put Customer Data into Pleaxy, including informing your employees and supplier contacts and having a lawful basis for the personal data you add. For what happens when your account ends, see Suspension and closing your account.

The assistant. Pleaxy includes an in-app AI assistant that runs on Anthropic's Claude models through Amazon Bedrock. To answer, it reads your workspace's records within your own permissions.

• Some actions it only proposes — approving an invoice, recording a payment, rejecting an invoice (with the reason you give), resolving discrepancies and changing automation rules. A person must confirm those with a button.
• It can also carry out certain other actions without a separate confirmation step, such as rejecting a purchase order, creating a purchase order, turning a purchase order into an invoice or sending a reminder. It is designed to do this only when you ask, so check what it tells you it is about to do. These actions are your company's actions.

The Help assistant. The Help page has a separate, read-only AI assistant for questions about Pleaxy. It reads our help articles, your plan, your assistant usage, your role, your connection health and any one invoice or purchase order you name, within your own permissions. It cannot create, change, approve or reject anything. It can draft a support case for you to check, but only you can send it.

AI output can be wrong. Check the assistant's answers and proposals before you rely on them. You are responsible for what you confirm or ask it to do.

Automation you configure. If you turn on rules that approve small purchases automatically, approvals under those rules are yours, and you are responsible for setting the thresholds.

Actions through the API or MCP are yours. A purchase order, invoice or other action made with your API key — including by an AI agent or tool you connect through our MCP server — is your company's action, just as if a user had done it. An API key cannot approve or reject an approval step; approvals made automatically under rules you have turned on are recorded as automatic.

Your own AI tools. If you connect a third-party AI client to Pleaxy through the API or MCP, the data it reads goes to that client's provider under your agreement with that provider. That provider is not our sub-processor.

You must not, and must not let anyone else:

• break the law — including sanctions, anti-bribery, tax and data-protection law — or use Pleaxy to commit fraud, for example with fake suppliers, invoices or bank details;
• state payment or late payment terms that you have not agreed with the buyer and that do not apply by law, or use them to mislead or harass a buyer;
• record a payment you haven't made, or use payment records or remittance advice to mislead a supplier;
• upload content you have no right to share, or malware;
• post content that is defamatory, harassing, discriminatory or otherwise unlawful, including in notes or reasons that other companies see or in support cases, or personal details the other company, or our support team, doesn't need;
• access another workspace's data, or try to get around permissions, approval controls or usage limits;
• probe, scan, load-test or disrupt the Service without our written permission;
• share accounts, or resell the Service without our agreement;
• reverse engineer the Service, except where the law allows it;
• use the Service to build a competing product, or scrape it.

If you find a security weakness, please tell us at support@pleaxy.ai and do not exploit it.

To report content in Pleaxy that you believe is unlawful, email support@pleaxy.ai.

We may remove or disable access to content that we reasonably believe breaks this section or the law, as narrowly as we can. We will tell you when we do, unless the law or a security risk prevents it.

• Pleaxy is an early-stage product. Features may change, be added or be removed. If a change materially reduces a paid feature you rely on, we will give reasonable notice, and you may cancel.
• No uptime commitment. We work to keep Pleaxy available, but we do not offer a service-level agreement or uptime guarantee, and there may be maintenance and outages.
• Support is in the app (Help, where you can open a case) and by email at support@pleaxy.ai.
  • Paid plans have response targets, shown on our pricing page and in the app when you open a case. Free workspaces, buyer or supplier, get support on a best-effort basis, with no target.
  • Business days are Monday to Friday, 09:00 to 17:00 US Pacific time, excluding US federal holidays and any other day we close, announced in advance in the app.
  • Response targets are aims, not guarantees. Missing one does not entitle you to a refund or credit.
  • We don't offer 24/7 support or a support phone line.
  • We won't materially reduce the support included in a paid plan during a paid term.
  • If the pricing page and this section differ, this section governs.
• Demo and sandbox data. Demo workspaces, sample data and any sandbox environment are for trying Pleaxy out. We may reset or delete them without notice, and no real money moves in them. Don't store data there that you need to keep.
• We may send you service messages about your account, security, billing and changes to these Terms.

You may connect services we don't control — for example your cloud accounts (for cloud billing data), a supplier's punchout catalogue, e-invoicing feeds, a Stripe account for payments, or an AI client through MCP. Your use of them is governed by your agreement with their provider, and we are not responsible for them.

For cloud billing connections, you grant Pleaxy read-only billing access, which you can withdraw at any time.

You can stop using Pleaxy at any time. To close a workspace or your whole account, email support@pleaxy.ai — account closure is not self-serve yet.

We may suspend access, as narrowly as reasonably possible, if needed to stop a security threat or unlawful use, stop a serious breach of these Terms, or handle an unpaid balance. We will tell you why, unless the law or a security risk prevents it.

We may end these Terms if you materially breach them and don't fix the breach within 30 days of our notice, or for any reason on 60 days' notice. If we end them without cause, we refund any prepaid fees for the unused period.

After closure, you can ask us for an export of your Customer Data within 30 days. We then delete it, except where the law requires us to keep it, and backups roll off within a further 35 days.

Sections that by their nature should survive closure do survive — for example fees owed, your data, disclaimers and limits on liability, and governing law.

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”. To the fullest extent the law allows, we disclaim all implied warranties, including merchantability, fitness for a particular purpose, title and non-infringement.

We do not warrant that:

• the Service will be uninterrupted or error-free;
• AI output, invoice matching or data from third parties will be accurate;
• payment terms, due dates or late payment terms shown in the Service are agreed, lawful or enforceable, or that any late payment amount is due;
• a payment recorded in the Service was made, or has been received;
• the Service will meet any tax, accounting, e-invoicing or other legal requirement that applies to you.

You remain responsible for your own purchasing, accounting, tax and payment decisions.

To the fullest extent the law allows, neither party is liable for indirect, incidental, special, consequential or punitive damages; lost profits, revenue or savings; lost goodwill; or lost data where the loss could have been avoided with reasonable backups.

Each party's total liability arising out of or relating to these Terms is limited to the greater of (a) the fees you paid Pleaxy in the 12 months before the event giving rise to the claim, and (b) US$100.

These limits do not apply to your obligation to pay fees, to either party's liability for fraud or wilful misconduct, or to anything else the law does not allow to be limited.

Claims arising from your own dealings. You are responsible for claims brought against Pleaxy by a third party that arise from your Customer Data, your breach of the Acceptable use section, or your dealings with your buyers or suppliers.

Governing law. These Terms are governed by the laws of the State of Delaware, USA, without regard to its conflict-of-laws rules. Disputes will be heard exclusively in the state or federal courts located in King County, Washington, USA. Mandatory consumer or local law that cannot be excluded still applies.

Changes. We may update these Terms. For material changes we will give at least 30 days' notice by email or in the app before they take effect; the “Last updated” date shows the current version. If you keep using Pleaxy after a change takes effect, you accept it. If you don't agree, you can cancel before then.

General. These Terms, with any order form or DPA, are the whole agreement between us about the Service. If a part is unenforceable, the rest still applies. Not enforcing a right is not a waiver. Neither party may transfer these Terms without the other's consent, except as part of a merger or sale of the business. Neither party is liable for delays caused by events beyond its reasonable control.

Contact. Pleaxy Inc., 1318 SE 26th Street, Bellevue, WA 98005, USA. Email: support@pleaxy.ai.