Procys legal documentation

Procys Terms of Service

These terms of service (hereinafter referred to as “Terms”) constitute a binding agreement between the Client (as defined hereinbelow) and Procys B.V. registered with the Dutch Chamber of Commerce under registration number 24193147 (hereinafter referred to as “Procys”) for any purpose, including for accessing information, conducting transactions, making use of any service or functionality provided by Procys through its Procys API Platform (as defined hereinbelow) or through its website available at the domain name (hereinafter referred to as “Website“).

For the purpose of these Terms, the terms “we”, “us” or “our” are references to Procys, and the terms “you” and “your” are references to the Client, as defined hereinbelow.    

These Terms shall be read in conjunction with the Privacy Policy available at Your access to and use of the Procys API Platform and the Website is conditional upon your acceptance of these Terms and the Privacy Policy. You represent that you are above 18 years of age and competent to enter into legally binding contracts. By accessing and/ or using the Procys API Platform and/ or Website, you represent that you have read, understood and agree to be bound by these Terms and Privacy Policy.

1. Definitions

All capitalized definitions in these Terms, both plural and singular, are defined as indicated below.

Agreement: Shall include any agreement between Procys and User/ Client with respect to the Services.

API Integration: shall mean an integration between the Procys API and a Third Party Application.

Client: Shall mean any natural and/ or legal person that has entered into an Agreement with Procys

Client Data: Shall mean any and all information, data, metadata or other materials provided, uploaded or submitted by Client or its Users to the Services, via the Procys API Platform/Website or otherwise, including parts of information (automatically) extracted by Procys from Client Data.

Confidential Information: Shall mean all non-public information disclosed to or obtained by one party from the other, including all information relating to that other’s business, operations, systems, processes, products, trade secrets, know how, contracts, finances, plans, strategies or current, former or prospective clients, customers, partners or suppliers (together with copies made of any of the foregoing) and which information, at the time of disclosure is marked as being “Confidential” or bearing a similar legend and all other information that the receiving party reasonably should have known was Confidential Information of the disclosing party unless otherwise specified or the context so requires.

Intellectual Property Rights: Shall mean any and all rights associated with intangible assets owned by a person or company including, but not limited to, copyright, database rights, domain names, trade name rights, trademark rights, design rights, neighbouring rights, patent rights,as well as rights to know-how, whether registered or unregistered.

Order Form: Shall mean an online order page or an ordering document specifying the Services to be provided by Procys to Client.

Procys: Shall mean the company Procys B.V. registered with the Dutch Chamber of Commerce under registration number 24193147.

Procys API: Shall mean the application programming interface made available by Procys permitting Client to let Third Party Applications interact with the Service via an API Integration, in which all Intellectual Property is owned by Procys.

Documentation: Shall mean any instructions, specifications and technical documentation related to the use of the Services, such as the Procys API, as made available by Procys.

Quotation: Shall mean a (online) written offer from Procys in respect of the provision of Services.

Service: Shall mean any service provided by Procys to Client as described in the Agreement for instance, access to the Procys cloud-based technology for automated data extraction from documents submitted by Client via the Procys API or otherwise.

Third Party Application: Shall mean a (cloud) software application used by Client and provided by Client itself or a third party, which interoperates with the Service via an API Integration.

User: means a natural person who is authorized by Client to use the Service.

2. Applicability, interpretation, and conclusion of the Agreement

  1. These Terms shall apply to all Quotations from Procys and the performance of subsequent Agreement(s) by or in the name of Procys.
  2. Any general purchase conditions or other general terms and conditions of Client do not apply to the Agreement unless the applicability thereof is expressly accepted by Procys in writing. In case Client submits such terms prior to the conclusion of the Agreement, Procys hereby explicitly rejects the applicability thereof.
  3. The Agreement shall be executed upon:
  4. Client’s completion of an Order Form followed by a written order confirmation from Procys, automated or otherwise; or
  5. Procys’ receipt of Client’s written acceptance of a Quotation.
  6. Any Quotation from Procys is valid for a period of thirty (30) days from the date of the Quotation. After expiry of this thirty (30) day period, Client may still notify Procys of its acceptance of the Quotation, however in such a case, the Agreement shall only be executed upon subsequent written confirmation by Procys.
  7. If any part, provision, representation or warranty of the Agreement is prohibited or which is held to be null and void or unenforceable or annulled, the remaining parts, provisions, representation and warranties of the Agreement will stay in full force and effect. Parties will then replace the null and void or annulled provisions by new provisions, whereby the purpose and purport of the null and void or unenforceable or annulled provision will be taken into account as much as possible.

3. License

  1. Upon conclusion of the Agreement and for the duration thereof, and subject to timely payment of applicable fees, Procys grants Client a limited, non-exclusive, non-transferable, non-assignable, non-sublicensable and revocable licence to access and use the Services and Documentation provided under the Agreement, in accordance with the provisions of the Agreement.
  2. Client shall only use Services and Documentation in and for its own business or organisation and exclusively for the intended purpose the Service is provided for.

4. Provision of Services

  1. Upon conclusion of the Agreement, Procys shall use reasonable endeavours to initiate fulfilment of the Agreement and the provision of the Services.
  2. Procys shall endeavour to provide the Services with due observance, care, and expertise. Services are solely provided on the basis of an obligation for Procys to use reasonable endeavours, unless agreed otherwise.
  3. Client will follow all reasonable instructions from Procys and will provide all reasonably needed assistance to make it possible for Procys to deliver the Services. Client represents and warrants the accuracy and completeness of all information supplied by it, or on its behalf, to Procys.
  4. Procys may provide Client with Documentation in respect of the use of the Services, such as the Procys API.
  5. Client shall be solely responsible for the correct implementation of the Procys API, the development and maintenance of any API Integrations it desires, and the procurement of licenses required for the use of Third Party Software that are interoperating with the Service via Clients’ API Integrations.
  6. Procys makes no representatives in respect of any Third Party Software and has no obligation to develop, maintain, support, or assist Client in realizing desired API Integrations. Procys shall in this regard only be responsible for making the Procys API available to Client.
  7. Procys will use reasonable endeavours to protect the Services against misuse, abuse, and unauthorised access to Client Data.

5. Access to the Services

  1. In order to use and access certain Services, such as the Procys API, additional authentication  may be required. The necessary credentials for such authentication, such as the login credentials for online user accounts or API-tokens for using the Procys API, will be provided by Procys to Client or, if such feature is made available in future, may be generated by Client itself. In any case, such credentials shall not be shared with third parties, except for third parties that are engaged by Client for the purpose of developing and maintaining API Integrations for Client itself.
  2. Client is obliged to keep its authentication credentials, such as passwords and API-tokens, secure and strictly confidential. Procys has the right to assume that all acts performed following authentication with these credentials have been performed under the supervision and/ or with the approval of Client. Client is obliged to notify Procys immediately and no later than 24 hours, if it suspects abuse and/or unauthorised use of its credentials and Client must then still take all available measures to prevent any (future) abuse and/or unauthorised use.
  3. Client is fully responsible for the actions and omissions of its Users and third parties using the Services on its behalf.

6. Use of the Services

  1. Client is prohibited to use Services in a manner that is in violation with the Agreement or any applicable laws and regulations.
  2. Client may not use Services in a manner that causes nuisance, hindrance, or loss and/or damage to Procys and third parties, including other clients of Procys. This prohibition includes, without limitation, the use of scripts or programs for up- or downloading large amounts of data or excessively often accessing the Procys API. Client will defend, indemnify and hold Procys, its affiliates and licensors, as the case may be, and each of Procys’ respective officers, directors, employees and representatives from and against any claims, damaged, losses, liabilities, costs and expenses (including attorneys’ fees) arising out of or relating to any such nuisance, hindrance, breach of Terms and representation and warranties given by Client hereunder or loss and/or damage to Procys and third parties, including other clients of Procys, as a result of the Client’s use of Services.
  3. Client shall not access, store, distribute or transmit any information during the course of its use of the Services that:
  4. is libellous, defamatory, insulting, racist or discriminating, or incites hate;
  5. infringes third-party rights, in any case including but not limited to Intellectual Property Rights;
  6. violates the privacy of third parties, in any case including but not limited to distributing third-party personal data without a valid legal basis;
  7. is otherwise illegal or causes damage or injury to any person or property;
  8. is in violation with any  usage instructions given by Procys at any point during the term of the Agreement. Shall not directly or indirectly, republish, issue copies, distribute, communicate to the public the Procys API and/or reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Procyc API used to provide the Services or access the Procys or Services or use any Confidential Information in order to build a similar product or competitive product or  remove any proprietary notices or labels belonging to Procys.
  9. Use of Service, including the Procys API and/ or Website, may be subject to specific usage limitations (for example with regards to the maximum number of API calls allowed per specific time frame). If this is the case, the usage limitations will be specified in the Agreement or Documentation. If the Agreement or Documentation does not contain specific usage limitations, the use of the Service shall be subject to a “fair use” policy reflected in the article “16. Fair Use”. Client will be considered to exceed normal usage patterns if Client uses the Service in an excessively higher manner compared to other clients of Procys under comparable circumstances. If Client exceeds the applicable usage limitations, Procys cannot be held liable if the Service becomes inaccessible or does not fully function properly.
  10. If Procys takes notice of any (suspected) unlawful or unauthorized use of the Service, Procys shall have the right to take all reasonable measures to stop the (suspected) unlawful or unauthorized use including stopping Client’s/User’s access to the Services and shall not be liable for any damage resulting from measures taken.
  11. If, in Procys’ reasonable opinion, the continued functioning of the computer systems or -network of Procys or its engaged third parties or affiliates is being, or under threat of being, damaged or jeopardized, Procys may take all steps it deems reasonably necessary to end or avert such damage or jeopardy. These measures may, without limitation, include the (temporarily) suspension of the provision of affected Services.
  12. Procys may recover from Client any loss or damage sustained as a result of its breach of the Agreement. Client shall indemnify and hold Procys harmless against any and all third-party claims pertaining to loss and/or damages arising from Client’s violation of the Agreement.

7. Availability and maintenance

  1. Unless the Agreement contains specific guarantees or explicitly agreed upon otherwise between the parties, the Services will be made available on an “as-is” basis. Procys does not warrant that the Service will be free of errors or that the Service will be fit to interoperate with all combinations of hardware and software selected and used by Client. In case of errors in the Service, Procys will endeavor to rectify these as quickly as possible and shall be entitled to introduce temporary solutions or workarounds.
  2. From time to time, Procys may perform maintenance on its Services and make changes to the Services in the form of updates or upgrades. Such updates or upgrades may result in a change in the functionality of the Services. Suggestions from Client for improvement of the Services are always welcome, but in the end Procys may solely determine which changes will be made. Procys is not obliged to maintain and keep available older versions of the Service for individual clients.
  3. The performance of maintenance-related activities may result in interruptions in the availability of the Services. In case Procys is able to foresee that certain maintenance-related activities may result in interruptions, it will use reasonable endeavors to ensure the activities do not take place during peak hours – but instead during times when the general demand for access to the Services is lowest.
  4. Procys will use all reasonable endeavors to notify Client of planned maintenance-related activities – through email or via the Services – where possible in advance. Emergency maintenance may occur at any time without prior notification to Client.
  5. Updates or upgrades to the Services are performed at times to be determined by Procys. Client will not be able to use an older version of the Service (e.g. older version of the Procys API) once an update or upgrade has been performed unless Procys decides otherwise. Nor will Client have any right or claim to an update or upgrade that was announced by Procys but was eventually not performed.
  6. Procys does not guarantee that Procys API or Website will be available at all times . Client may experience hardware, software or other problems or need to perform maintenance related thereto, resulting in interruptions, delays, bugs or errors. Client agreed that Procys has no liability whatsoever for any loss, damage, or inconvenience caused by Client’s inability to access or use Procys API or Website during any downtime or discontinuance of Service.

8. Support

  1. Documentation with regard to troubleshooting and general use of the Services may be made available by Procys to be used by Client and its Users. In addition to such Documentation, Procys may, but is not obligated to, provide support to Client and its Users in respect of usage of the Services. If such support is offered, Procys will use reasonable endeavors to respond to support requests as quickly as possible. Yet Procys cannot warrant that a response or solution will be provided in a set amount of time, as such response times are dependent on the nature and complexity of the question or issue at hand. Procys may assume that Client and its User will consult the available Documentation before contacting Procys for available support. Procys may refer Client and Users back to the Documentation in case the question or issue can be answered or solved by consulting such Documentation.

9. Confidentiality

  1. The parties will treat as confidential the information they provide to each other before, during, or after the performance of the Agreement if this information has been marked as confidential or if the receiving party knows or should reasonably assume that this information was intended to be confidential. The parties also impose this obligation on their employees and on the third parties engaged by them for the performance of the Agreement. These provisions continue to apply after the Agreement ends for any reason whatsoever and for as long as the disclosing Party has the right to invoke the confidential nature of the information. Each party will use the same degree of care in protecting the Confidential Information of the disclosing party as it uses in protecting its own Confidential Information but in no event less than reasonable care.
  2. This article will not apply to any information which (a) is or becomes generally available to the public other than as a result of a disclosure by the receiving party in breach of the Agreement; (b) was within the receiving party’s possession prior to its disclosure to it by or on behalf of the disclosing party; (c) becomes available to the receiving party on a non-confidential basis from a source other than the disclosing party not under obligation to keep such information confidential; or (d) is developed independently by the receiving party.
  3. In the event that a receiving party becomes legally compelled to disclose any Confidential Information provided pursuant to the Agreement, such receiving party will provide the disclosing party with prompt written notice so that such disclosing party may seek a protective order or other appropriate remedy and/or waive compliance with the confidentiality provisions of the Agreement. Any Confidential Information provided hereunder will remain the exclusive property of the disclosing party.
  4. After the expiration or termination of the Agreement for any reason, each receiving party will delete or destroy all originals and copies of any material in any form containing or representing the Confidential Information in its possession, unless agreed otherwise.
  5. Procys reserves the right at all times to use the knowledge increased by the performance of the Agreement for other clients to the extent this does not involve Confidential Information of Client.
  6. Procys will not examine Client Data that is stored and/or disseminated by Client through the Services, unless such is necessary for the proper performance of the Services or if Procys is obliged to do so pursuant to a statutory provision or court order. In such cases, Procys will endeavour to limit the examination of Client Data as much as possible, to the extent it is able to do so.

10. Intellectual Property Rights and Client Data

  1. Nothing in the Agreement shall be interpreted or construed to transfer any right, title or interest in any Intellectual Property Rights of a party to the other party. All Intellectual Property Rights in relation to the Services and the Documentation, and excluding Client Data, shall remain vested exclusively in Procys or its licensors. Client is not permitted to delete or alter any indication of Intellectual Property Rights embedded in the Services and Documentation. Client is not entitled to make copies of the Documentation when the Documentation is made available in other forms than downloadable files.
  2. All Client Data will remain the property of Client, its Users or licensors. Procys will not make any proprietary claims with regard to any Client Data.
  3. Client grants Procys a non-transferable, and as far as necessary for performance of the Agreement, sublicensable right to use Client Data for the duration of the Agreement, insofar this is required for the provision of Services. In addition, Procys receives a non-exclusive perpetual right to use the Client Data (except Client’s Confidential Information), and any feedback given by Client and its Users, or feedback that may be derived from its use of the Services, for the improvement of the Services. Procys may introduce technical measures to protect the Services, including the Procys API, Documentation or other materials. Client shall then be prohibited from removing or circumventing any such technical measure, either directly or indirectly.
  4. Client grants Procys the perpetual right to use Client’s tradename and logo in a range of materials, including but not confined to advertising and promotional materials, pitches and use cases on Procys’ website. Procys will adhere to any reasonable request from Client in respect of the manner in which Procys makes use of this right.
  5. Client warrants and represents that its submission or uploading of Client Data to the Services is lawful and that the processing of such Client Data in accordance with the Agreement does not contravene any applicable laws and regulations.

11. Prices and payment

  1. The fee to be paid is defined on the Website under the section “Prices” unless the client has an agreement that supersedes this agreement.
  2. All prices quoted by Procys are in Euros and are exclusive of VAT and other government taxes and duties.
  3. Unless agreed otherwise, one-time, and recurring fees are payable and invoiced in advance, and fees that cannot be calculated in advance, such as pay-per-use fees, will be invoiced monthly in arrears.
  4. Procys will issue invoices for amounts due and is entitled to invoice electronically. Invoices must be paid within thirty (30) days after the invoice date via the payment methods accepted by Procys. Such methods may change during the term of the Agreement.
  5. The timely payment of fees and/ or payment of the invoices issued by Procys forms the essence of the Agreement.
  6. If Procys has not received (complete) payment by the end of the applicable payment term, and without prejudice to any other rights and remedies of Procys, (a) Procys shall be under no obligation to provide any or all of the Services while the invoices concerned remain unpaid; and (b) the statutory commercial interest, as referred to in Section 6:119a of the Dutch Civil Code, shall accrue on the outstanding amount. Furthermore, Client shall be obliged to pay all the judicial and extrajudicial collection costs, including reasonable costs of lawyers, bailiffs and debt-collection agencies.
  7. Client may not invoke any suspension, set-off or deduction. Procys shall be entitled to suspend its performance of the Agreement, in part or in full, until Client complies with any of its outstanding obligations.
  8. The relevant documents and information recorded by the administration or systems of Procys will operate as complete evidence of the Services provided by Procys and the amounts due by Client for these, without prejudice to Client’s right to provide evidence to the contrary.
  9. During the term of the Agreement, Procys shall be entitled to (a) increase the fees for its Services each year in accordance with the consumer price index of the previous calendar year as published by Statistics Netherlands plus a maximum of fifteen percent, and (b) increase the fees for its Services in the event of any increase in the costs incurred by Procys in which case Procys will notify any such price increase no later than one month before the date on which the change becomes effective, and (c) to increase fees at the start of each renewal of the Agreement or Service upon fourteen days’ prior notice to Client which will give Client the right to terminate the Agreement from the date the change becomes effective.

12. Liability

  1. Procys’ liability for loss and/or damages resulting from a failure in the performance of the Agreement, an unlawful act or otherwise, is limited to the amount that Client has paid under its last invoice immediately preceding the breach or the act giving rise to liability (exclusive of VAT) but will in any event not exceed the amount of ten thousand Euros at any given time.
  2. Procys can only be held liable for direct provable loss and/or damage arising from an attributable failure in the performance of the Agreement. Direct loss and/or damage is solely understood to mean any and all loss and/or damage consisting of (a) reasonable and demonstrable costs Client has had to incur in demanding that Procys properly performs the Agreement, unless the defective performance is not attributable to Procys, and (b) reasonable costs to determine the cause and the extent of the direct loss and/or damage, and (c) reasonable and demonstrable costs incurred by Client to prevent or limit the direct loss and/or damage, insofar as Client can demonstrate that such costs have resulted in limitation of the direct loss and/or damage, and (d) reasonable and demonstrable costs for having the Agreement fulfilled by a third party, where Procys, after receiving notice from Client, fails to ensure proper performance within the reasonable term stipulated in the notice.
  3. Procys is not responsible or liable for Client’s and its User’s use of the Service, the integration and implementation of the Services and the proper functioning thereof in connection with Client’s IT-infrastructure including Third Party Applications used by the Client.
  4. Unless performance by Procys is permanently impossible, Procys will only be liable due to an attributable failure in the performance of an obligation if Client notifies Procys without delay in writing of being in default and therewith granting Procys a reasonable term of 7 working days to remedy the breach (except when such breach is on account of Force Majeure), and Procys culpably fails to fulfil its obligations also after this reasonable term has expired. The notice of default must describe the breach as comprehensively and in as much detail as possible in order to give Procys the opportunity to respond adequately.
  5. Any right to claim compensation is at all times subject to the condition that Client notifies Procys of the loss and/or damage in writing within no more than two months of its discovery.

13. Force majeure

  1. Procys cannot be obliged to perform any obligation under the Agreement if the performance is prevented due to force majeure. Procys is not liable for any interruption and/ or delay and/or loss and/or damage due to a force majeure event. Force majeure events include but are not limited to (i) acts of God, fire, flood, drought, famine, earthquake, hurricane, typhoon, tsunami, or other natural calamity or natural disaster; (ii) epidemic or pandemic; (iii) terrorism or terrorist attack, insurrection, civil war, civil commotion or riots, war, biological or chemical warfare, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; (iv) nuclear explosion, radioactive or chemical contamination, sonic boom, ionizing radiation; (v) any labor or trade dispute, strikes, industrial action, lockout, non-availability/ restriction of water or electric supply, (vi) any acts/ orders/ directions of any statutory authority; prohibition or restriction by a statutory authority; affecting Procys’ ability to perform any of its Services, or such performance of Services is interrupted or delayed.
  2. If a force majeure situation has lasted for more than ninety days, both parties will be entitled to give the notice to terminate the Agreement in writing with immediate effect. The Services which in that case have been provided by Procys before the force majeure situation and during the force majeure situation will be paid for on a pro-rata basis.

14. Amendments

  1. Procys may amend these Terms at any time if the changes are not significant or are required by applicable mandatory law. Procys will endeavor to announce such changes to Client at least fourteen (14) days before they take effect to enable Client to take note of them.
  2. Changes of nature outside of the scope of the previous subsection are allowed, provided that Procys gives Client at least thirty (30) days’ notice before those changes take effect. If Client does not wish to accept such changes, Client may give the notice to terminate the Agreement up until the date the changes take effect. Use of the Services after the effective date will be regarded as acceptance of the amended or supplemented Terms of Service.

15. Term and termination

  1. Unless otherwise stipulated in the Quotation or the description of the acquired Services, Services will be provided for an indefinite term. In such case, either party may terminate the Service by sending a written notice to the other party (delivered by email and courier) taking into account a notice period of two (2) months.
  2. If a Service is provided for a specified (minimum) term, the term shall subsequently be renewed with such additional periods that are equal to or greater than the initial period. Either party may prevent such renewal by providing a written termination notice to the other party (delivered by email and courier) taking into account a notice period of one (1) month.
  3. Termination of the Agreement will in no case affect amounts owed or payable to Procys under the Agreement. Furthermore, termination or dissolvement of the Agreement will in no case result in the restitution of amounts paid to Procys under the Agreement.
  4. Without prejudice to any other rights and remedies hereunder, Procys will be entitled to terminate the Agreement if Client commits a breach of any of its obligations under the Agreement and such breach is irremediable or – if such breach is remediable – Client fails to remedy that breach within a reasonable after being notified by Procys in writing to do so. Procys may suspend or give notice to terminate the Agreement in writing with immediate effect, without notice of default being required, in the event Client is declared bankrupt or insolvent, applies for or is granted suspension of payments, or its activities are ceased or its business is wound up or its involved in illegal activities.
  5. Where Procys suspends the performance of the Agreement, Procys will retain all its rights and claims under the Agreement and the applicable laws and regulations.
  6. In the event that the Agreement is terminated, any amounts owed to Procys by Client will become immediately due and payable, irrespective of the reason for the termination.

16. Fair Use

  1. Users of the Procys: platform and APIs shall, unless receiving prior express approval by the Company, not disrupt the service by Overloading the platform. The Customer shall abide by these limits, in aggregate over all concurrent sessions pertaining to their Access Order (organization account).
  2. No more than 400 API requests per minute.
  3. No more than 400 application page loads per minute.
  4. No more than 400 application logins or API logins per hour.
  5. No more than 400 document uploads per hour, in a total size of no more than 4000 MB of data.
  6. Another activity that could reasonably be understood as a Denial-of-Service attack.
  7. Attacking the security of the platform, by manually or automatically attempting to breach any security controls, including brute forcing passwords or secret tokens, attempting to exploit software vulnerabilities, or systematically attempting to access API objects not associated with their Access Order (organization account).


  1. The Agreement shall exclusively be governed by Dutch law.
  2. Any dispute between the parties in connection with or rising from the Agreement will be submitted to the competent court in the Netherlands in the district where Procys has its registered office unless Procys submits the dispute to a different competent court.
  3. Where the Agreement refers to “written” or “in writing”, this also includes communication via email, or for Procys only also via the Services, provided the identity of the sender and the integrity of the content can be adequately established.
  4. Client will not be authorized to transfer the Agreement or assign any of its rights and obligations arising therefrom to a third party without the express written consent of Procys. Procys is authorized to transfer the Agreement and all its rights and obligations arising therefrom to a third party that acquires the business operations to which this Agreement is subject.
  5. Procys’ failure to exercise or enforce any right or provision of these Terms and/ or Agreement shall not constitute a waiver of such right or provision. If any provision of these Terms is found by a court of competent jurisdiction to be invalid, the parties nevertheless agree that the court should endeavor to give effect to the parties’ intentions as reflected in the provision, and the other provisions of these Terms and/ or Agreement remain in full force and effect.  

Privacy Policy

This Application collects some Personal Data from its Users.

Types of Data collected

Among the types of Personal Data that this Application collects, by itself or through third parties, there are: Cookies; Usage Data; first name; last name; phone number; company name; email address.

Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection. Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Application.
Unless specified otherwise, all Data requested by this Application is mandatory and failure to provide this Data may make it impossible for this Application to provide its services. In cases where this Application specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.

Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.
Any use of Cookies – or of other tracking tools – by this Application or by the owners of third-party services used by this Application serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy, if available.

Users are responsible for any third-party Personal Data obtained, published or shared through this Application and confirm that they have the third party’s consent to provide the Data to the Owner.

Mode and place of processing the Data

Methods of processing

The Owner takes appropriate security measures to prevent unauthorized access, disclosure, modification, or unauthorized destruction of the Data.

The Data processing is carried out using computers and/or IT enabled tools, following organizational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Application (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.

Legal basis of processing

The Owner may process Personal Data relating to Users if one of the following applies:

  • Users have given their consent for one or more specific purposes. Note: Under some legislations the Owner may be allowed to process Personal Data until the User objects to such processing (“opt-out”), without having to rely on consent or any other of the following legal bases. This, however, does not apply, whenever the processing of Personal Data is subject to European data protection law;
  • provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
  • processing is necessary for compliance with a legal obligation to which the Owner is subject;
  • processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
  • processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.

In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.


The Data is processed at the Owner’s operating offices and in any other places where the parties involved in the processing are located.

Depending on the User’s location, data transfers may involve transferring the User’s Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.

Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organization governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.

If any such transfer takes place, Users can find out more by checking the relevant sections of this document or inquire with the Owner using the information provided in the contact section.

Retention time

Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.


  • Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
  • Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.

The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.

Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

The purposes of processing

The Data concerning the User is collected to allow the Owner to provide its Services, as well as for the following purposes: Analytics, Interaction with external social networks and platforms and Contacting the User.

Users can find further detailed information about such purposes of processing and about the specific Personal Data used for each purpose in the respective sections of this document.

Detailed information on the processing of Personal Data

Personal Data is collected for the following purposes and using the following services:

  • Analytics
  • Contacting the User
  • Interaction with external social networks and platforms

The rights of Users

Users may exercise certain rights regarding their Data processed by the Owner.

Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.

In particular, Users have the right to do the following:

  • Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
  • Object to processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. Further details are provided in the dedicated section below.
  • Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.
  • Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
  • Restrict the processing of their Data. Users have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
  • Have their Personal Data deleted or otherwise removed. Users have the right, under certain circumstances, to obtain the erasure of their Data from the Owner.
  • Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on the User’s consent, on a contract which the User is part of or on pre-contractual obligations thereof.
  • Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.

Details about the right to object to processing

Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time without providing any justification. To learn, whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.

How to exercise these rights

Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. These requests can be exercised free of charge and will be addressed by the Owner as early as possible and always within one month.

Additional information about Data collection and processing

Legal action

Definitions and legal references

The User’s Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Application or the related Services.

The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.

Additional information about User’s Personal Data

In addition to the information contained in this privacy policy, this Application may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.

System logs and maintenance

For operation and maintenance purposes, this Application and any third-party services may collect files that record interaction with this Application (System logs) use other Personal Data (such as the IP Address) for this purpose.

Information not contained in this policy

More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.

How “Do Not Track” requests are handled

This Application does not support “Do Not Track” requests. To determine whether any of the third-party services it uses honor the “Do Not Track” requests, please read their privacy policies.

Changes to this privacy policy

The Owner reserves the right to make changes to this privacy policy at any time by giving notice to its Users on this page and possibly within this Application and/or – as far as technically and legally feasible – sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.

Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.

Latest update: June 10th, 2020.

Service Level Agreement (SLA)

Scope of the Service Level Agreement

Procys is committed to maintaining the highest standards of information security. As part of this commitment, Procys is ISO/IEC 27001:2013 certified. This certification ensures that Procys has established and implemented a robust Information Security Management System (ISMS) to manage and protect customer data effectively. The procedures and practices outlined in this SLA are designed to comply with ISO/IEC 27001:2013 standards, ensuring the confidentiality, integrity, and availability of information. This SLA describes the product availability and support provided by Procys towards Customer. The following API and Services are supported by Procys:

API Service

Document data recognition (OCR) and classification (ML)

Through Procys RESTful API Customer extracts data from documents based on the list of standard fields available.:

Fields defined on the API documentations:

Using API method POST, Customer sends an invoice file to Procys for automatic data extraction
Acceptable Invoice formats include PDF, JPG, or PNG and contain a single invoice (Max. 15 pages)
Native-text files are processed by Procys <45 secs, scanned documents <60 secs per page
PDF invoices can contain native text & images (like company logos) or be image-based (scans)
Procys returns extracted invoice data via API method GET to the Customers chosen interface
Customer returns manually validated invoice data via API method PUT to retrain Procys engine

Custom invoice fields and/or additional machine learning options (different document types) are available during Access where sufficient data is available to train the Procys data extraction engine (i.e. 1,000+ documents per month).

Procys will monitor the availability and correct workings of the API(s) and Services & will take the appropriate incident management actions when such API(s) and interfaces are not functioning as designed.

Service Window

The Service Window for Procys managed services and support is as stated in the table below. During this window it is expected that Procys support is available to accept and resolve incidents.

24 Hours per day Working Hours (CET)

Working hours are defined as Monday to Friday from 08:00 to 18:00 CET. Exceptions to Working Hour support are made for official public holidays in the European Union and Russia.

Service Entries

Service Entries are contact points for incidents, problems and disruptions, both during and outside business hours, for any incidents or service requests the following contacts will apply:

Procys - General Support Whatsapp: +34 674 39 82 43 Email & Support Form

Service Availability

Procys will ensure that the Service Availability percentage (i.e. Uptime) will meet or exceed the value(s) mentioned in below table

Document Data Extraction API 98% Month

Maintenance Windows in which (maintenance) releases/changes/ML engine training are deployed, are not taken into consideration for Service Availability (i.e. Up- or Downtime during these Windows does not affect Service Availability). 

When the agreed Service Availability is expected to become less than agreed for a certain period, Procys will inform Customer immediately or at latest within 1 business day.

Incident and Problem Management

Incidents and Problems are determined based on the “Impact” and “Urgency” of the disruption and help us apply the correct response and target resolution times. All incident management procedures are aligned with ISO/IEC 27001:2013 standards to ensure a systematic approach to managing and resolving incidents.

Impact is determined by looking at the service availability and/or other factors that negatively affect the usage or delivery of the API/Services and are impacted by the incident or problem reported. Urgency will be determined by the extent to which the incident or problem resolution can bear delay, e.g., how critical the affected function is for the product to function and how fast it will lead to business impact.

INCIDENT TYPE Service Unavailable Service Unavailable Minor Service Disruption

Incident Response and Resolution

Based on the Procys Priority scale, the Incidents are mapped to the below Service Level Agreement goals for Incident Response and Resolution times.

RESPONSE TIME Immediate (Max. 4 hours) Within 1 working day Within 2 working days
RESOLUTION TIME Within 3 working days Within 5 working days Within 30 Calendar days

The RESPONSE TIME is the period between Customer sending a ticket to Procys and confirmation that the message or ticket from Customer has been received.

The RESOLUTION TIME is the time between confirmation that the message or ticket from Customer has been received and the ticket being resolved or closed by Customer.

Measurement of Resolution times starts either from (whichever comes first) the moment of:

  1. Confirmation of receipt of the Incident at the Procys service desk, or
  2. Incident logging in the Procys ticketing tool (if applicable), or
  3. Event notification by Procys monitoring tool/process.

Major Incidents and Escalation (Contacts)

Customer and Procys will have frequent (or even continuous) communication, in terms of progress, impact and updates. When requested, Procys will be available to join technical meetings or escalation sessions on short notice.

Where required, issues can be escalated hierarchically. This can be the case for major incidents or where maintenance and support agreements and/or additional services are not met.

PROCYS (3) Support Channel -
PROCYS (2) Product Manager Andrey Balyko
PROCYS (1) Company Director Hicham El Hafed

Versioning and Maintenance

Maintenance Windows for preventive, corrective and adaptive maintenance are to be aligned between Customer and Procys. The following standard maintenance windows are defined for Procys :

API / SERVICE (ML Engine Update) WITH Impact or Outage or Risk
WITH NO Impact or Outage or Risk
Our Machine Learning Engine is trained every working day during 00.00-02.00 CET. No Impact, Outage or Risk is expected Not fixed. Deployments possible at all times but will always be aligned with Customer upfront
Not fixed. Deployments possible at all times, no notification required

Procys maintenance schedule/releases/changes within such Maintenance Windows, excludes public holidays, freeze periods, and waivers received from Customer in writing.

Procys may deploy (maintenance) releases/changes at any time without prior notice to Customer if such releases or changes have no impact/outage or high risk for the API and Services agreed.

Procys ensures to deploy new versions, releases, and updates to the API and Services to solve defects and/or errors, keep the API and Services up-to-date  or otherwise improve the operation or functionality of the API and Services, which may include bug fixes.


Monitoring is required for all essential functionalities of the API and Services. This will ensure that the API and Services are functioning and performing (together) the way they should, and according to the defined service levels. Procys will implement the appropriate monitoring for all of the services (e.g., functions, systems, interfaces, etc.) in its scope during the delivery of the service, including system, performance, stability, usage, and security monitoring.

All monitoring activities are conducted in compliance with ISO/IEC 27001:2013 standards, ensuring that any anomalies or issues are promptly detected and addressed to maintain the security and performance of the services.

Data Storage

For the avoidance of any doubt, Procys will store a copy of the OCR processed document within its data storage servers hosted by Amazon Web Services, at locations inside the European Union. Storage of training data is located at our stage environment in the Netherlands. Storage of documents can be restricted to ONLY territories within the European Union at the written request from Customer at any time during the delivery of the service.

All data handling and storage practices are conducted in compliance with ISO/IEC 27001:2013 standards, ensuring robust security measures are in place to protect against unauthorized access, data breaches, and other security threats. This includes regular audits, risk assessments, and implementation of necessary controls to safeguard customer data.


Procys will provide reporting functions to Customer for the purpose of tracking invoice processing activity. Access to reports will be through a user interface provided by Procys or Monthly Summary reports manually sent to Customer.

All reporting activities will adhere to ISO/IEC 27001:2013 standards, ensuring accurate and secure reporting of service performance, incidents, and other relevant metrics.

MONTHLY SUMMARY - USAGE REPORTING: Monthly summary of billed usage
- INCIDENT SUMMARY: Achieved Service Levels versus KPI´s
- SERVICE PERFORMANCE: Achieved Service Levels or KPI´s
- IMPROVEMENTS: Improvements implemented or in progress
- OUTLOOK: Planned changes, deployments and/or risks