1. Introduction

Please read these Terms carefully before using the foreign VAT reclaim service (the "Service", “Pleo Reclaim”, “the “Pleo Reclaim service”, “Reclaim Service”) operated by Pleo Technologies A/S, a limited company registered in Denmark (hereafter referred to as “Pleo”, "us", "we", or "our").Your access to and use of the Service is conditioned on your acceptance of and compliance with these Terms of Service alongside the “Pleo Terms & Conditions” and the “Pleo Terms of Service”.These Terms apply to all businesses, visitors, users and others who access or use the Service.

This page details the agreement and explains the terms of that agreement. Upon accepting these Terms and using our Services your company becomes a user (“User”, or “the company”). These Terms are separate to the “Pleo Terms & Conditions” and the “Pleo Terms of Service”.

By accessing or using the Service you agree to be bound by these Terms. If you disagree with any part of the Terms then you may not activate or use the Service.

2. Pleo Reclaim service provided by Pleo

Pleo shall provide a part or all of the Pleo Reclaim Service to you. Pleo may decide to change its Reclaim Services or add new features in the future. We may subcontract or assign the provision of any and all of the Services. By agreeing to the Terms, you acknowledge and agree that the form and nature of the Services may change without prior notice to you. You acknowledge and agree that Pleo may suspend or discontinue, without prior notice to you and at the sole discretion, some or all of its Services, making the Services unavailable to your company.

Pleo Reclaim is a full-service foreign VAT recovery service, accessing your Pleo expense feed’s Pleo card expenses and utilise a variety of technologies, alongside partial human validation, to recover VAT with basis in the European Council Directive 2008/9/EC of 12 February 2008 (“8th Directive”) and the European Council Directive 86/560/EEC of of 17 November 1986 (“13th Directive”), alongside other supported non-EU countries’ comparable legislation when applicable.

Pleo acts a Foreign VAT Agent on behalf of the company when applying for a foreign VAT reclaim on behalf of the company. It is the company’s sole responsibility to ensure all relevant Power of Attorneys are signed in a compliant manner by a physical person able to sign on behalf of the company, as well as ensure Pleo’s ongoing access to any local authorities’ relevant systems as a Foreign VAT Agent.

The Pleo Reclaim service accesses the company’s Pleo expenses alongside any stored associated data, such as (but not limited to), card schema (i.e. Mastercard) data, user-inputted data, user information, files uploaded to Pleo, chart of accounts data entered or imported into Pleo, Pleo Wallet statements, and details given upon signing up for the Pleo Reclaim service. This data is collectively used to recover foreign VAT following the Reclaim Procedure Document.

The foreign authorities may inquire for more information directly to Pleo or to the customer, whom then is obligated to immediately forward any received communications to Pleo. Pleo will answer these inquiries at the best and most truthful of its abilities, and in case Pleo decides anything needs elaboration or confirmation we will contact the designated contact person/contact people. All elaboration or confirmation requests from Pleo to the company must be answered within 14 days in order for Pleo to answer the foreign authorities in a timely manner to not have the claim rejected. In case a paid out amount is being recalled by a foreign authority, by any reason, it is a concern exclusively between the company and the foreign authority recalling the paid amount.By signing up, the company declares that all purchases made on Pleo cards in the given application period were company expenses, carried out and consumed by the company as a legal entity.

3. Pleo Reclaim Service fee

The usage Pleo Reclaim is associated with a successful foreign VAT recovery fee. The fee is clearly stated upon sign up for the Service, as well as confirmed in a post sign up email sent to the contact person/contact people designated upon sign up.

All foreign VAT recovered funds are loaded to the company’s Pleo Wallet, deducted the successful VAT recovery fee and any financially imposed fees (see the table below). The designated contact person/contact people are sent a reclaim payout statement on email, including the tax invoice for any fees imposed. Foreign exchange happens at the rate specified by the European Central Bank, deducted the Service’s Foreign exchange fee (see the table below). The European Central Bank exchange rates is always based in Euros (EUR). In case a foreign exchange happens without Euro involved, the rates supplied by the European Central bank is still used with EUR as the base (i.e. for X DKK to Z GBP, the method would be X DKK = Y EUR and Y EUR = Z GBP). The Foreign exchange fee is only imposed on the last leg of the exchange, if the foreign exchange happens without Euro involved.

The non-digital application fee is imposed on applications sent outside of the European Union’s digital application system (for example, but not limited to, applications to/from non-EU-EEA countries or applications on behalf of companies established in non-member states of the European Union).

Financially imposed fees

Local transfer fee

20 DKK

SEPA transfer fee

20 DKK

SWIFT transfer fee

50 DKK

Foreign exchange fee


Administratively imposed fees

Customer Funds Refund

See Pleo Terms & Conditions

Non-digital application fee

300 DKK

Any direct costs associated with the application, such as (but not limited to) postage costs and translation fees are deductible by Pleo from the company’s payout.

The fees are exclusive of any VAT, if applicable.

4. Pleo subscription

The company must have an active Pleo subscription with Pleo Reclaim included, from these terms are accepted, until all pending foreign VAT applications have been processed and paid out by the different foreign authorities handling foreign VAT reclaims.

If the company no longer has an active Pleo subscription with Pleo Reclaim included, Pleo is no longer obligated to represent the company with any authorities, and is not obligated to forward any communications to the company.

If the company no longer has a Pleo Wallet upon receiving a foreign VAT reclaim payout, the money can be paid out to a bank account in the company’s name by an account ownership confirmation from the bank. The payout will be deducted a Customer Funds Refund fee, as per the Pleo Terms & Conditions.

If the company is undergoing a bankruptcy, the payout will be paid out to the appointed liquidator, deducted the Customer Funds Refund fee. If the company has ceased to exist, either by (but not limited to) completed bankruptcy or dissolution, and the case is closed by the liquidator, the payout accures to Pleo.

5. Limitation of Liability

In no event shall Pleo, nor its directors, employees, partners, agents, suppliers, or affiliates, be liable for any indirect, incidental, special, consequential or punitive damages, including without limitation, loss of money, profits, data, use, goodwill, or other tangible or intangible losses, resulting from (i) your access to or use of or inability to access or use the Service; (ii) any conduct or content of any third party on the Service; (iii) any content obtained from the Service; (iv) fraud, or other unauthorized use of the Service by any person internally from your organization; (v) unauthorized access, use or alteration of your transmissions or content and (vi) deletion of, corruption of, or failure to store any content or other data used in or maintained by the Services and you are advised to maintain your own records and copies of data and content.

6.0 Intellectual property

6.1 Service
Pleo shall own and retain all rights, titles, and interests in and to the Service (except for any licensed content and software components included therein).

6.2 User Data
User shall retain all rights, titles and interests in and to (a) all graphics, images, files, data and other information transmitted by User to Pleo in connection with its use of the Pleo Service and (b) reports and other materials generated by the Service following such transmission (collectively, "User Data"), provided, however, that User hereby grants to Pleo a worldwide, royalty-free, non-exclusive license to use (i) data generated as a result of User's use of the Pleo Service. Service solely for purposes of maintaining and improving the Service and providing User with access to special product offers and promotions and (ii) non-identifiable, anonymous, aggregated data regarding User's use of the Service compiled by Pleo solely for marketing purposes, distribution to third party research firms or benchmarking presented to other Pleo users.

6.3 Pleo Logos and Designs
Pleo's graphics, logos, designs, page headers, button icons, scripts and service names are registered trademarks, trademarks or trade dress of Pleo in Europe and/or other countries. Pleo's trademarks and trade dress may not be used, in whole or in part, without Pleo's prior written permission.

7. Disclaimer

Your use of the Service is at your sole risk. The Service is provided on an "AS IS" and "AS AVAILABLE" basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement or course of performance. Pleo, its subsidiaries, affiliates, and its licensors do not warrant that a) the Service will function uninterrupted, secure or available at any particular time or location; b) any errors or defects will be corrected; c) the Service is free of viruses or other harmful components; or d) the results of using the Service will meet your requirements.

8. Governing Law & Language

These Terms shall be governed and construed in accordance with the laws of Denmark, without regard to its conflict of law provisions. These Terms are written in English and, despite the existence of any translated version, the English version shall in all circumstances take priority. Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. Together with the “Pleo Terms & Conditions” and any valid Order Form Agreement these Terms shall constitute the entire agreement between us regarding our Service, and supersede and replace any prior agreements we might have between us regarding the Service.

9. Changes

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. We will make all reasonable efforts to communicate these changes to you via email, website or in-app communication. By continuing to access or use our Service after those revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, please stop using the Service.

10. Contact Us

If you have any questions about these Terms, please contact us at support@pleo.io.

Did this answer your question?