1. Scope and order of precedence
1.1 These Free Trial Terms (the "Trial Terms") apply to the Customer's use of the Supplier Reconciliation Agent (the "Agent") during the free trial. The Agent compares the Customer's supplier invoices with the Customer's offers and budgets in Qondor, and suggests matches and deviations.
1.2 The trial is available to customers with an active Qondor subscription. The Customer's existing agreement with Qondor (order form, Qondor Terms of Service and Data Processing Agreement) continues to apply. For anything concerning the Agent, these Trial Terms prevail over the order form and the Qondor Terms of Service. The Customer's Data Processing Agreement continues to apply to personal data processed by the Agent, together with clause 6.
1.3 The person accepting these Trial Terms confirms that they are authorised to bind the Customer.
2. Trial period
2.1 The trial starts when the Agent is activated for the Customer, at the earliest on 2 November 2026, and ends on 30 November 2026. If the Agent is activated after 16 November 2026, the trial ends 14 days after activation (the "Trial Period"). Qondor may extend the Trial Period by notice to the Customer.
2.2 The trial is free of charge. It does not convert to a paid subscription automatically. Continued use after the Trial Period requires a separate order.
2.3 Either party may end the trial at any time, without cause, by written notice (e-mail is sufficient). Qondor will give at least 5 business days' notice unless the trial is ended for the reasons in clause 5.3.
2.4 During the Trial Period, the Agent may be used for up to 200 supplier invoices per Customer. Each invoice counts once, even if it is processed again. When the limit is reached, further invoices are not processed until the Customer places an order. Qondor may raise the limit on request, and may suspend processing if usage is unusually high or automated.
3. Early release and changes
3.1 The Agent is an early release. It is provided "as is" and "as available". There is no commitment on uptime, response times, accuracy or support levels during the Trial Period. Support is provided through Qondor's normal support channels on a reasonable-efforts basis.
3.2 Qondor may change, suspend or withdraw the Agent or any of its features, including the AI models and infrastructure it uses, during the Trial Period. Qondor will notify the Customer of material changes where reasonably possible.
4. Output and the Customer's approval
4.1 The Agent's output (matches, deviations, flags and other suggestions) is decision support only. Output is generated using AI models and may be inaccurate or incomplete. The Agent may also fail to flag a deviation.
4.2 The Agent does not approve, post or pay invoices, and takes no binding action on the Customer's behalf. The Customer reviews all output and is solely responsible for approving invoices, reconciliations and related entries, and for its bookkeeping, payments and internal controls.
4.3 Qondor does not warrant the accuracy, completeness or fitness for purpose of any output and is not responsible for decisions the Customer makes on the basis of output.
5. The Customer's responsibilities
5.1 The Customer warrants that it has the right to upload and process the documents it submits to the Agent, including supplier invoices, offers and other information belonging to third parties, and that doing so does not breach any confidentiality obligation towards its suppliers.
5.2 The Customer is responsible for assessing the content of the documents it uploads. Documents must not contain special categories of personal data (Article 9 GDPR), such as health information about travellers or guests. The Customer shall remove any such data before upload.
5.3 The Customer shall use the Agent only to reconcile its own supplier invoices and shall not attempt to probe, reverse engineer or extract the underlying AI models, circumvent technical limits, or use the Agent for any unlawful purpose. Qondor may suspend access immediately if this clause is breached or the Customer's use poses a security risk.
5.4 The Customer is responsible for ensuring that its staff using the Agent have a sufficient understanding of how it works and of its limitations (AI literacy, Article 4 of the EU AI Act). The Customer shall inform Qondor without undue delay of serious errors or malfunctions in the Agent's output.
6. Data processing and sub-processors
6.1 Qondor processes personal data contained in documents submitted to the Agent as the Customer's data processor, under the Customer's existing Data Processing Agreement with Qondor. The Agent processes the supplier invoice in full and the purchase side of the Customer's offer: product names, quantities, purchase prices, VAT rates, dates, number of persons and the supplier's name, organisation number and VAT number. Sales prices, margins, customer and project names, participant lists and notes are not used. Supplier invoices may contain names and contact details of travellers, guests, employees and supplier contacts.
6.2 All processing for the Agent takes place within the EU/EEA. By accepting these Trial Terms, the Customer expressly approves the following sub-processors for the Agent, in addition to those already listed under the Customer's Data Processing Agreement, irrespective of any notice period for new sub-processors in that agreement:
Sub-processor
Location of processing
Purpose
Microsoft Ireland Operations Ltd (Azure)
Ireland (North Europe)
Hosting and storage of documents, reconciliation results and logs
Mistral AI SAS
EU
Text recognition (OCR) of invoice documents
Monterro Services AB (Monterro Enclave), with its sub-processor Grunden AI AB and Grunden's infrastructure provider GleSYS (Stockholm)
Sweden (Stockholm)
Processing by large language models to extract invoice and offer lines and suggest matches
6.3 Monterro Enclave processes the content transiently to provide the service, keeps operational logs for up to 30 days and does not use the content to train or improve AI models. Mistral AI keeps documents sent for text recognition for up to 30 days for abuse monitoring and does not use them to train its models. If a sub-processor is unavailable, Qondor does not move the processing outside the EU/EEA. The Agent may instead be unavailable until the service is restored.
6.4 Qondor will notify the Customer before adding or replacing a sub-processor for the Agent, or without undue delay where an urgent change is required for security or availability reasons. If the Customer objects, it may end the trial under clause 2.3.
7. Use of trial data to improve the Agent
7.1 The Customer grants Qondor a non-exclusive, royalty-free right to use documents submitted to the Agent, reconciliation results and the Customer's corrections and feedback ("Trial Data") to test, evaluate and improve the Agent. This includes changing the Agent's matching logic, the instructions given to the AI models and the tools available to them, and building test cases to verify such changes. Qondor does not use Trial Data to train or fine-tune AI models. This right is a condition of the free trial.
7.2 Qondor will:
keep Trial Data used under this clause in Qondor's own environment within the EU/EEA, with access limited to Qondor staff working on the Agent;
never disclose Trial Data to other customers, or use it in a way that identifies the Customer, its suppliers or its prices to others;
never make Trial Data available to third-party AI model providers for training their own models;
remove or pseudonymise personal data in Trial Data where this is practicable without making it unusable for testing; and
delete Trial Data used under this clause no later than 90 days after the end of the Trial Period, or earlier at the Customer's written request.
7.3 Qondor may create and use aggregated statistics derived from the trial (for example match rates and processing times), provided that neither the Customer, its suppliers nor any individual can be identified.
7.4 Qondor may create synthetic test data based on Trial Data and keep it without time limit, provided that it contains no content from the Customer's documents and that neither the Customer, its suppliers nor any individual can be identified from it.
7.5 Documents submitted to the Agent may incidentally contain personal data, such as names of travellers or guests. The Agent's matching does not rely on such data. To the extent Trial Data used under this clause contains personal data, Qondor processes it as an independent controller on the basis of its legitimate interest in testing and improving the Agent (Article 6(1)(f) GDPR), within the limits in clause 7.2. The Customer confirms that it may make the documents available to Qondor for this purpose.
8. Ownership and confidentiality
8.1 The Customer retains all rights to the documents it submits and to the output generated for it. Qondor retains all rights to the Agent, including improvements made under clause 7.
8.2 Qondor treats Trial Data as the Customer's confidential information under the Customer's agreement with Qondor.
9. Liability
9.1 Qondor is not liable for indirect or consequential loss, including loss of profit, loss of data, or loss arising from the Customer's reliance on output it has not reviewed.
9.2 Qondor's total liability arising out of the trial is limited to NOK 10,000.
9.3 The limitations in this clause do not apply in cases of intent or gross negligence, or where liability cannot be limited under mandatory law.
9.4 The Customer shall hold Qondor harmless against third-party claims arising from documents the Customer had no right to submit, from the Customer's use of the Agent's output, or from the Customer's breach of clause 5.
10. End of the trial
10.1 When the trial ends, the Customer's access to the Agent ends unless the Customer has placed an order.
10.2 If the Customer does not place an order, its documents and reconciliation results are kept only as Trial Data under clause 7, and are deleted no later than 90 days after the end of the Trial Period.
11. Changes, governing law and acceptance
11.1 Qondor may update these Trial Terms by notice to the e-mail address the Customer provides when signing up. If the Customer does not accept an update, it may end the trial under clause 2.3.
11.2 These Trial Terms are governed by Norwegian law, and disputes are resolved as set out in the Customer's agreement with Qondor.
11.3 The Customer accepts these Trial Terms electronically when signing up for the trial, either in the sign-up form or when activating the trial in Qondor. The Agent is not activated, and no documents are processed, before the Trial Terms have been accepted. Qondor keeps a record of the version accepted, the time of acceptance and who accepted it.