Terms of Service
Last updated: 2 April 2026
These Terms of Service ("Terms") govern your use of the Xpensea platform ("Service") operated by Shard Lab Sdn Bhd and Shard Lab (Thailand) Co., Ltd. ("Company", "we", "us"). By accessing or using the Service, you agree to be bound by these Terms.
1. Service Description
Xpensea is a corporate expense management and QR payment platform designed for small and medium enterprises (SMEs) in Malaysia and Thailand. The Service includes expense tracking, receipt management, QR-based payments, budget controls, and approval workflows.
2. Account Registration
- You must provide accurate and complete information during registration.
- The initial registering user becomes the organization's Administrator.
- You are responsible for maintaining the confidentiality of your account credentials.
- You must immediately notify us of any unauthorized use of your account.
- One person may not maintain more than one account per organization.
3. User Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Admin | Full organization management, user invitations, budget allocation, settings, approvals |
| Manager | Team expense approvals, team budget oversight, expense submission |
| Employee | Expense submission, QR payments within budget limits, viewing own records |
4. Acceptable Use
You agree not to:
- Submit fraudulent or misleading expense claims
- Upload malicious files or content as receipts
- Attempt to bypass budget controls or approval workflows
- Share account credentials with unauthorized individuals
- Use the Service for money laundering or any illegal financial activity
- Reverse engineer, decompile, or attempt to extract the source code of the Service
5. Payments and Transactions
- QR payment transactions are processed through third-party payment gateways (e.g., Xendit).
- We are not responsible for payment gateway downtime or processing errors outside our control.
- All payment records are retained for a minimum of 7 years for regulatory compliance.
- Budget limits set by Administrators are enforced at the time of payment. Soft limits generate warnings; hard limits block transactions.
6. Data Ownership
- Your organization retains ownership of all expense data, receipts, and financial records you upload to the Service.
- We do not sell your data to third parties.
- We may use anonymized, aggregated data for service improvement and analytics.
- See our Privacy Policy for details on data collection and processing.
7. Account Deactivation
- Administrators may deactivate employee accounts at any time.
- Deactivated users lose access to the Service immediately.
- Financial records of deactivated users are retained per legal requirements.
- Personal data may be anonymized upon request, subject to our Privacy Policy.
8. Service Availability
We strive to maintain 99.9% uptime but do not guarantee uninterrupted service. Scheduled maintenance will be communicated in advance. We are not liable for service interruptions caused by factors beyond our reasonable control.
9. Limitation of Liability
To the maximum extent permitted by law, the Company shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service, including but not limited to loss of profits, data, or business opportunities.
10. Governing Law
- For Malaysian users: These Terms are governed by the laws of Malaysia. Disputes shall be submitted to the jurisdiction of the courts of Kuala Lumpur.
- For Thai users: These Terms are governed by the laws of the Kingdom of Thailand. Disputes shall be submitted to the jurisdiction of the courts of Bangkok.
11. Changes to Terms
We reserve the right to modify these Terms at any time. Material changes will be communicated via email or in-app notification at least 30 days before taking effect. Continued use of the Service after changes constitutes acceptance.
12. Contact
For questions about these Terms:
- Email: legal@shardlab.io
- Shard Lab Sdn Bhd — Level 8, Tower A, Bangsar South, 59200 Kuala Lumpur, Malaysia
- Shard Lab (Thailand) Co., Ltd. — Silom Complex, 11th Floor, Bangkok 10500, Thailand