Terms of service
1. General terms:
1.1. Service provider:
Name: IAmAnn OÜ (hereinafter referred to as ANN)
Address: Harju maakond, Tallinn, Põhja-Tallinna linnaosa, Jahu tn 14-129, 10416
Registration code: 16899965
Contact Information: info@minuaastaaruanne.ee
1.2. Service recipient and user:
The service recipient is a legal entity (hereinafter referred to as the Client) for whom the service is used to prepare financial statements.
The customer has the right to receive the service in accordance with these terms of service (hereinafter referred to as the Terms).
The service user is an individual acting on behalf of the Client, who registers for the use of this service.
The service user is obliged to use the service lawfully and in good faith.
The service user is obliged not to disclose their access credentials to third parties.
The service user is obliged to promptly inform ANN of any issues arising during the use of the service.
2. Service:
2.1. Service name:
ANN - Web-based annual report preparation tool for micro entity*.
*Micro-company is a private limited company whose indicators meet all of the following conditions as of the balance sheet date of the reporting year:
total assets up to 175 000 euros. This amount includes all the assets owned by the company, such as cash, unpaid invoices customer invoices, inventory, and fixed assets.
liabilities not exceeding equity. This means that a company's debts should not exceed its equity, which is the difference between its assets and liabilities.
sales revenue in the reporting year up to 50 000 euros. This amount includes all the revenue generated by the company from its sales.
one shareholder who is also a member of the management board. This condition distinguishes a micro entity from a regular limited liability company, where there can be multiple shareholders and board members.
NB! Please note that in the e-Business Register, in the first two financial years, a company that otherwise meets the criteria for a micro-company but has multiple shareholders, at least one of whom is also a board member, may submit a micro-company's annual report. However, from the third financial year onwards, a company with two or more shareholders must submit a small business annual report.
2.2. Terms of service usage:
During the period of the financial year report being prepared, the Client:
is not a VAT payer;
has not paid wages and/or dividends;
has not received and/or given loans.
The service user must authenticate themselves using Smart-ID, Mobile-ID, or ID-card.
The Client uses the following EUR bank accounts or payment solutions:
Swedbank
LHV Pank
SEB Pank
Coop Pank
Wise
Revolut
The service is not suitable for use if the Client has a bank account in a bank or financial services provider other than those listed above.
The service is also suitable for use if the Client does not have a bank account.
Bank accounts must be in euros.
2.3. Service description:
ANN is a web-based platform (hereinafter referred to as the Platform) for preparing and submitting annual reports for micro-entrepreneurs in accordance with the laws of the Republic of Estonia.
The Platform's purpose is to generate the necessary XBRL file for the annual report based on the entered information, which the Client or their authorised representative can upload to the e-Business Register. The created file includes the following information:
Balance sheet
Profit and loss statement (scheme 1)
Annex 1: Accounting principles
Annex 2: Labor costs
Annex 3: Related parties
2.4. To use the service, it is required for the service user to:
Authenticate themselves using Smart-ID, Mobile-ID, or ID-card.
Locate the company for which the report is intended by entering the company name or registration code. The Platform is integrated with the e-Business Register, enabling the search to be conducted through the respective interface.
Choose the reporting period for which the report will be prepared. A query is made to the e-Business Register for the initial balances of the respective reporting period.
Pay a one-time fee for the service according to the price list. The price includes the preparation of one report for one company.
Upload the service recipient's bank statement and define the content of transactions.
Enter transactions that were not reflected in the company's bank account.
Verify the reports created based on the entered data - balance sheet and profit and loss statement.
Download the XBRL file ready for uploading to the e-Business Register.
Submit the XBRL file created by the platform to the e-Business Register. If desired, the user may delete the report. The platform deletes all reports three years after their creation.
3. Help information:
The platform is a technical tool, and the management board manages the accounting of the limited company. If necessary, consult with an accountant.
Other documents (sales invoices, expense invoices, receipts) do not need to be and cannot be stored in the platform, but they are necessary to justify incurred expenses. A member of the management board is responsible for the existence and preservation of documents related to the company.
The balance sheet prepared based on the data entered into the platform corresponds to the balance sheet scheme of the e-Business Register, which means that the balance sheet lines are presented as aggregated amounts.
4. Data processing, storage, and security:
All the necessary data for compiling the annual report is the Client's property, and the Platform acts solely as a processor of the data entered by the service user.
The Client is obligated to ensure that all data uploaded to the platform is accurate, complete, and legal, and is responsible for the accuracy of the data, including the accuracy of the data entered by the individual using the Platform on behalf of the Client.
The Platform acts as a data processor and enables the creation of financial reports based on the data. The data uploaded to the Platform includes bank statements, which may contain personal data (such as names and bank account numbers). The responsible data controller for the personal data uploaded to the platform by the user is the Client, and the authorised processor is ANN.
For processing payments for the service, ANN collects and transmits the necessary data (such as the Client's name, bank account number) to the authorised processor, Maksekeskus AS.
All data is stored in encrypted form.
Access to the created data is only available to the Client and the user acting on their behalf who created the data. Other users, including service provider employees, cannot access the data without the user's permission.
Regular security vulnerability checks are performed on the system.
Data is backed up.
The service provider retains data in the system until the user deletes it, but not longer than 3 years from the date of data entry.
The user has the right to delete created content at any time and request the deletion of the user account by sending a corresponding request to the address info@minuaastaaruanne.ee
Upon deletion of the user account, all data associated with that account will be deleted from the database, including:
User profile data;
Created content and reports;
Uploaded files (such as bank statements);
Data retrieved from the e-Business Register.
Upon deletion of the report, all data associated with that report will be deleted from the database, including:
Uploaded bank account files;
Report data;
Text and comments added to the report;
Files associated with the report.
5. Agreement and validity:
These Terms, together with the annexes, constitute the agreement between ANN and the Client.
By paying for the service, the Client agrees to these Terms, and the agreement between the Client and the service provider is deemed to be concluded.
Current Terms are published on ANN's website www.minuaastaaruanne.ee (hereinafter referred to as the Website).
ANN reserves the right to modify the Terms without prior notice, and the amended Terms will come into effect from the moment they are published on the Website.
6. Payment and cancellation of the service:
The prices of products sold in the online store are indicated next to the products. All prices of goods sold in the online store are in euros.
Payments are processed by Maksekeskus AS.
List of payment methods: Swedbank, SEB, LHV, Luminor, Coop Pank, Citadele, Revolut, N26.
An invoice for the service is prepared for the service recipient.
For companies that need to submit more than one annual report, a separate fee must be paid for each report.
The number of additional bank statements is not limited, and the price of the service does not depend on it.
Payment must be made before using the service.
If, due to technical reasons, the service cannot be used and ANN has not resolved the issue within 30 days from the date of the error report, the Client has the right to a refund of the paid fee.
This is a one-time purchase, and the order cannot be cancelled after payment if it turns out that the service is not suitable for the Client.
7. Liability:
ANN shall not be liable for service interruptions or data loss caused by circumstances beyond ANN's control.
The Client is fully responsible for the accuracy and legality of their data, and consequently, for the content created on the Platform.
8. Data protection and principles of personal data processing:
8.1. Acting as the data controller, i.e., collecting and processing Client's personal data (such as the representative's name and email address for creating a user account), ANN processes personal data in accordance with its privacy policy stated at https://app.minuaastaaruanne.ee/et/pages/privacy
8.2. When using the service, the Client is considered the data controller for personal data uploaded, entered, created, or otherwise made available through the Platform, and ANN is considered the authorised processor of such personal data, processing it in accordance with the data processing agreement concluded with the Client, which forms an integral part of the terms of service as appendix no. 1.
9. Dispute resolution:
Disputes arising from this agreement shall be resolved between the parties in accordance with the laws of the Republic of Estonia.
Final provisions:
The Platform is a web-based tool designed for preparing micro entity annual reports. Neither the Platform nor ANN provides accounting services. If necessary, consult with an accountant.
To confirm the suitability of the service and familiarise yourself with the Terms, please refer to the FAQs at https://minuaastaaruanne.ee/faq or contact info@minuaastaaruanne.ee
Appendix 1 - Data processing agreement
Data processing agreement
This data processing agreement is entered into between IAmAnn OÜ (hereinafter referred to as ANN) and the Client. together with the terms of service (hereinafter referred to as the "Terms" in this data processing agreement), forming the agreement between ANN and the Client, and is the data processing agreement between the Client, as the data controller, and ANN, as the data processor, within the meaning of Article 28 of the GDPR (the Client and ANN collectively referred to as the "Parties" and individually as a "Party" in this data processing agreement).
Considering that:
(A) The capitalized terms used in this data processing agreement have the meanings given to them in the Terms, unless otherwise specified in this data processing agreement;
(B) GDPR means the General Data Protection Regulation (EU) 2016/679, which has been applicable since May 25, 2018;
(C) When using the service, the Client is considered the data controller for personal data uploaded, entered, created, or otherwise made available through ANN's web platform (hereinafter the "Platform"), and ANN is considered the data processor for such personal data, processing personal data in accordance with this data processing agreement;
the Parties agree to the following:
1. The Parties confirm that they undertake to comply with the obligations arising from the GDPR and other applicable data protection laws regarding the personal data processed (hereinafter referred to as personal data) on the Platform and/or in connection with the use of the service (ANN's obligations as the authorised processor and the Client's obligations as the data controller).
2. The Client confirms that they have a lawful basis for processing personal data on the Platform and/or in the service, they have informed data subjects of such processing, and they have the right to authorise ANN to process personal data in accordance with the Terms and the provisions of this data processing agreement.
3. ANN confirms that it undertakes, as an authorised processor, to process personal data in accordance with this data processing agreement, the Terms, GDPR, and other applicable data protection laws.
4. In processing personal data, ANN undertakes to:
4.1. process personal data only based on the Terms for the provision of services and to the extent necessary for the provision of services, or otherwise in accordance with the Client's instructions, provided at least in a form that allows for written reproduction;
4.2. inform the Client if, in ANN's opinion, compliance with the instructions given by the Client could lead to a breach of this data processing agreement or GDPR requirements;
4.3. implement reasonable technical and organisational measures to protect personal data against unauthorised or unlawful processing, as well as accidental or unlawful loss, destruction, damage, alteration, or disclosure.
4.4. redirect all requests or inquiries related to personal data of data subjects (e.g., Client's employees, other authorised representatives, etc.) (e.g., requests for access to personal data, correction of personal data, etc.) to the Client without responding to them substantively themselves and, considering the nature of personal data processing, undertaking to assist the Client as far as possible, as the data controller, in fulfilling the obligation to respond to requests for the exercise of data subject rights set out in Chapter III of the GDPR, by appropriate technical and organisational measures.
4.5. maintain the confidentiality of personal data and not disclosing them to third parties, except where disclosure to certain third parties (e.g., subcontractors) is permitted in the Terms or in this data processing agreement;
4.6. ensure that all ANN employees involved in providing services to the Client have undertaken to keep personal data confidential;
4.7. ensure that the transfer of personal data outside the European Economic Area is carried out only in accordance with the conditions set out in Chapter V of the GDPR;
4.8. make available information reasonably requested by the Client, to demonstrate compliance with the obligations of the data controller and the authorised processor under Article 28 of the GDPR;
4.9. allow the Client or their authorised professional advisor to conduct an audit related to the processing and protection of personal data once a calendar year;
4.10. immediately inform the Client of any data protection incidents and taking all reasonably necessary measures to mitigate the consequences of the data protection incident if the Client has not provided alternative instructions;
4.11. assist the Client in fulfilling the obligations set out in Articles 32–36 of the GDPR, taking into account the method of processing personal data and the information available to ANN;
4.12. delete or to anonymise all personal data upon termination of the data processing agreement or at the request of the Client, unless EU or Estonian laws require ANNi to retain the data. If ANN has used other authorised processors for processing personal data, it shall also ensure that they undertake appropriate actions.
5. The Parties also agree to the following:
5.1. Duration of personal data processing – the duration of the processing of personal data is the period of time during which the Client is provided with services under the Terms;
5.2. Data subjects – the processed personal data may include the following categories of data subjects: individuals visible in the Client's bank account statements uploaded to the Platform, such as the Client's employees, customers, service providers, lenders, borrowers, or other parties involved in the Client's financial transactions;
5.3. Categories of personal data – the processed personal data may include the following categories: first and last name, personal identification code, bank account number, amount of payment made to the individual, amount received from the individual, as well as other information related to the Client's financial transactions entered by the Client into the Platform;
5.4. Processing operations and purpose – personal data is processed on the Platform for generating the Client's annual financial statements in accordance with applicable legislation.
6. By agreeing to the Terms of this data processing agreement, the Client grants ANN a general authorisation (as per Article 28(2) of the GDPR) to engage subcontractors for the provision of services and to process personal data to the extent necessary. ANN shall inform the Client via email of any proposed changes regarding the addition of new subcontractors or the replacement of existing ones, thereby providing the Client with the opportunity to raise objections to such changes. To raise objections, the Client shall notify ANN via email within 7 days of receiving the respective notification from ANN. If the Client objects to a new subcontractor as stated in the preceding sentence, ANN shall make reasonable efforts to make the Platform/service available to the Client in a manner that avoids the processing of personal data by the new subcontractor objected to by the Client, without unduly burdening the Client. If ANN fails to make such a change available within a reasonable period, not exceeding 30 days, the Client may unilaterally terminate the agreement.
7. Authorised processors currently used by ANN for the provision of services, including the processing of personal data, and whose use the Client agrees to, are:
- Mindworks Industries OÜ (Estonia) – Platform development, support services.
Some of our subcontractors may be located outside the European Union, but any data transfers are always covered by the necessary data protection mechanism (e.g., standard contractual clauses established by the European Commission).
8. In relation to matters that the Parties have not regulated in this data processing agreement, e.g. applicable law, dispute resolution, liability, etc., the provisions of the Terms shall apply.