These terms are the agreement between you and whoever operates Zilda Expenses. By creating an account or using the application, you agree to them.
Three names are used throughout, and they mean different things. Zilda Expenses is the service at zildaexpenses.com and whoever operates it. The Zilda Expenses Team is the people who answer messages sent to it. The application is the software itself — the website, and anything that connects to it.
You are the person using an account. Where an employer or another organisation pays for or administers your account, these terms still describe your own use of it.
The Privacy Policy forms part of these terms and describes what is collected and where it is kept. Where the two documents disagree about what happens to information, the Privacy Policy is the one to follow, because it is written against the running application.
Zilda Expenses reads receipts and invoices, records what they say, and helps you assemble that into an expense claim or a set of records for a tax return.
It is not an accountant, a tax agent, or a financial adviser, and nothing it produces is advice. The application computes; it does not advise. It suggests categories, applies GST arithmetic, and totals figures — and every one of those outputs is a starting point for a person who knows facts the application does not. Business-use percentage is the clearest case: it depends entirely on how a thing was actually used, which only you know. Commuting between home and a regular workplace is generally not business travel, whatever a receipt says.
You are responsible for what you lodge. Checking a claim or a return before it is submitted is your obligation and cannot be delegated to software. If a figure matters, check it against the document behind it — the application shows you that document at the moment it asks you to confirm a reading, precisely because a reading is not the same as a fact.
Zilda Expenses does not lodge anything with the Australian Taxation Office on your behalf, does not communicate with the ATO, and is not a registered tax agent service within the meaning of the Tax Agent Services Act 2009.
You must be at least 18 years old to have an account. The application is not designed for, or offered to, anyone younger.
You are responsible for what happens under your account, including keeping your sign-in credentials to yourself. Sign-in is handled by Clerk, an identity provider; your password is held by them and never by Zilda Expenses.
One credential deserves particular attention. If you use the forwarding address that lets receipts be emailed in, anybody who knows that address can put a receipt into your account. It should be treated like a password. It can be replaced at any time from Settings, which immediately stops the old one working.
Accounts are currently issued by invitation. Zilda Expenses may decline to create an account, and may close one, for the reasons in section 9.
The receipts you upload, the expenses you record and everything derived from them are yours. Zilda Expenses claims no ownership of them.
You grant Zilda Expenses only the permission it needs to run the service for you: to store your records, to show them back to you, to send a receipt to the reading service described in section 5 of the Privacy Policy, and to keep them in the storage you chose. That permission exists so the application can function, ends when your account ends, and extends to nothing else. Your records are not used to train anything, are not sold, and are not disclosed to anyone except as the Privacy Policy sets out.
You can export your records at any time, and deleting your account removes them — section 11 of the Privacy Policy says what that means in practice, and how long anything survives it.
The application offers more than one place to keep receipt files, and the choice has consequences that are worth understanding before you make it.
Your own Dropbox. Files are saved into your account, under your agreement with Dropbox, and Zilda Expenses cannot read them. What happens to that account — its availability, its pricing, its deletion — is between you and Dropbox, and Zilda Expenses is not responsible for it.
Hosted storage. Files are encrypted by your browser before they are sent and are stored sealed, so the storage provider cannot read them. Zilda Expenses holds the key that opens them, which means Zilda Expenses can. That is stated plainly in section 6 of the Privacy Policy, and it is the whole difference between the two options.
Anything you email in passes through Zilda Expenses regardless of that choice, and can be read by it until you bring the receipt into the application. Section 7 of the Privacy Policy explains why.
Keeping your own copies of anything you would be unable to replace remains sensible. Section 11 limits what Zilda Expenses is liable for if a file is lost.
Zilda Expenses does not currently charge for use of the application. If that changes, you will be told before any charge applies to your account, and you will be able to stop using the service rather than pay.
Nothing in this section limits your rights under the Australian Consumer Law.
You must not:
If you find a security problem, the Security page says how to report it. Reporting one in good faith is welcome and is not a breach of these terms.
The application is provided as it is, without a guarantee that it will be available at any particular time. There is no service level agreement, no promised uptime, and no commitment that any feature will continue to exist.
The service depends on third parties — for hosting, for sign-in, for reading receipts, for storage and for receiving email — and an outage at any of them is an outage here. The Privacy Policy names them.
Notice will be given of any change that removes something you rely on, where it is practical to give it. Deadlines matter in this product: an outage during the days before a claim or a lodgement is due is foreseeable, and keeping your own copies of what you would need is the only real protection against it.
You may stop using the application at any time and delete your account from within it.
Zilda Expenses may suspend or close an account that is being used in breach of section 7, where the law requires it, or where continuing would put other people’s records at risk. Where the reason allows, you will be told first and given a chance to put it right.
An account closed for any reason other than a serious breach will be given a reasonable opportunity to export its records first.
These terms may change. A material change will be notified in the application or by email before it takes effect, and the effective date at the top of this page will move. Continuing to use the application after that date means you accept the changed terms; if you do not, stop using it and delete your account.
Nothing in these terms excludes, restricts or modifies any guarantee, right or remedy you have under the Australian Consumer Law or any other law that cannot be excluded by agreement. Where a liability cannot be excluded but can be limited, Zilda Expenses’ liability is limited, at its option, to supplying the service again or paying the cost of having it supplied again.
Subject to that, Zilda Expenses is not liable for indirect or consequential loss, for loss of profits or revenue, or for any penalty, interest or additional tax assessed against you. It remains your responsibility to check what you lodge.
To the extent permitted by law, total liability arising out of or in connection with these terms is capped at the greater of the amount you paid for the service in the twelve months before the claim, and one hundred Australian dollars.
You are responsible for loss suffered by Zilda Expenses arising from your use of the application in breach of section 7, or from records you uploaded that you had no right to upload — except to the extent Zilda Expenses caused that loss itself.
These terms are governed by the laws of New South Wales, Australia, and the courts of that State have jurisdiction. This does not deprive you of the protection of any law of the place where you live that cannot be departed from by agreement.
If any provision of these terms is unenforceable, it is severed and the rest continues to apply. A failure to enforce a provision is not a waiver of it. These terms, together with the Privacy Policy, are the entire agreement about the application and replace anything said beforehand.
You may not transfer your rights under these terms. Zilda Expenses may transfer them to a successor operating the same service, and will tell you if that happens.
Questions about these terms go to the Zilda Expenses Team through the contact page.