Terms of Service

Welcome to the Financial Management Service Portal.
Please read the following terms carefully before using this service.

1. Acceptance of Terms

By accessing and using this Financial Management Service (FMS) Portal, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service. If you do not agree to these terms, you must not use this portal.

2. User Responsibilities

As a user of this portal, you agree to:

  • Provide accurate and complete information when submitting requests

  • Maintain the confidentiality of your account credentials

  • Use the portal only for its intended purpose (financial management and record keeping)

  • Not attempt to access areas of the system not authorized for your role

  • Report any security concerns or suspicious activity immediately

  • Review all invoices, mileage records, and financial documents for accuracy before approval

3. Financial Responsibility

IMPORTANT: You are responsible for reviewing and verifying all financial transactions processed through this portal. By approving invoices, mileage reimbursements, or purchase requests, you confirm that:

  • The amounts are accurate and correct

  • The services or goods were received as described

  • The expenses are legitimate and authorized

  • You understand any approved transactions will be processed for payment

Once approved, transactions cannot be reversed without contacting support.

4. Privacy Policy

We are committed to protecting your privacy. This portal collects and processes:

  • Personal Information: Name, email address, role, and account identifiers

  • Financial Data: Invoices, mileage records, purchase requests, and payment information

  • Activity Logs: Actions you take within the portal (approvals, rejections, submissions)

  • Technical Data: Login times, IP addresses, browser information for security purposes

Data Usage: Your information is used solely for financial management, record keeping, and compliance purposes. We do not sell or share your data with third parties except as required by law or for service operations (e.g., payment processing, accounting).

Data Retention: Financial records and audit logs are retained for 7 years in accordance with legal requirements.

5. Audit Logging & Monitoring

All actions within this portal are logged for security, compliance, and accountability purposes. This includes but is not limited to: invoice approvals, rejections, submissions, permission changes, and data access. These logs may be reviewed by authorized administrators and auditors.

6. Data Security

We implement industry-standard security measures to protect your data, including:

  • Encrypted connections (HTTPS/SSL)

  • Secure authentication with one-time tokens

  • Role-based access controls

  • Regular security audits and updates

However, no system is 100% secure. You must protect your login credentials and report any unauthorized access immediately.

7. Limitation of Liability

This portal is provided "as is" without warranties of any kind. We are not liable for:

  • Errors in data entry or calculations made by users

  • Unauthorized access resulting from compromised credentials

  • Service interruptions or technical issues beyond our control

  • Financial losses resulting from user error or misuse of the portal

8. Changes to Terms

We reserve the right to modify these terms at any time. Material changes will be communicated via email or portal notification. Continued use of the portal after changes constitutes acceptance of the revised terms.

9. RITZFMS Messaging Program

By opting in to the RITZFMS Messaging Program, you agree to receive alerts from RitzFMS Inc. via Rich Communication Services (RCS) and SMS, including but not limited to:

  • 2 Factor Authentication

  • Updates on your requests

  • Notifications on your pending actions

Message and data rates may apply, and message frequency may vary. Reply HELP for assistance or STOP at any time to opt out; after opting out, you will receive a one-time confirmation message and no further messages unless you opt back in.

Your participation is subject to RitzFMS Inc.'s Privacy Policy. Carriers are not liable for any delayed, undelivered, or misdirected messages due to factors beyond their control.

10. Contact & Support

For questions about these terms, privacy concerns, or technical support, please contact:
Email: support@ritzfms.com
Help Center: https://ritzfmssupport.zendesk.com