Terms of Use

1. Introduction

These Terms of Use ("Terms") govern access to and use of the software platform known as AccountsPro (the "Platform"), including the website, software applications, and related services provided by Accountsproai Limited, a company to be registered in England and Wales ("Company", "we", "us", or "our").

AccountsPro provides software tools designed to help accounting firms collect, organise and analyse supplier invoices and financial documents.

By creating an account, accessing the Platform, or using any part of the services, you agree to be bound by these Terms. If you do not agree to these Terms, you must not use the Platform.

2. Description of the Service

The Platform provides accounting firms with tools that may include:

• connecting authorised email accounts to identify invoices and financial documents
• extracting information from invoices, receipts, and bills
• organising financial documents
• posting data into third-party accounting systems
• allowing users to analyse expense data or query financial information

The Platform is intended for professional accounting users and is designed to assist accounting workflows.

The Platform is a workflow and automation tool. It does not provide accounting, tax, or financial advice, and users remain responsible for reviewing and verifying all financial data before relying on it.

3. Eligibility

The Platform is intended for use by accounting professionals and accounting firms.

By using the Platform, you confirm that:

• you are acting on behalf of a business or organisation; and
• you have the authority to enter into these Terms on behalf of that business or organisation.

If you are using the Platform on behalf of an organisation, references to "you" in these Terms apply to that organisation.

4. Account Registration

To use the Platform, users must create an account and provide accurate and complete information.

You are responsible for:

• maintaining the confidentiality of your login credentials
• all activities carried out under your account
• ensuring that all information provided is accurate and kept up to date

If you suspect unauthorised access to your account, you must notify us promptly.

5. Email Access and Authorisation

Certain features of the Platform require connecting email accounts.

By connecting an email account, you:

• authorise the Platform to access that email account solely for the purpose of identifying and processing invoices, receipts, and related financial documents
• confirm that you have the authority to grant such access
• acknowledge that the Platform may automatically retrieve relevant documents from the connected inbox

The Platform will only access emails where necessary to provide the service.

6. Third-Party Integrations

The Platform may integrate with third-party services, including but not limited to:

• email providers
• accounting software platforms

Your use of such integrations may be subject to the terms and policies of those third parties.

We are not responsible for:

• the availability of third-party services
• errors, interruptions, or changes in those services
• data processing carried out by third-party platforms.

7. Automated Processing and AI-Assisted Features

The Platform may use automated systems, including artificial intelligence or machine learning technologies, to:

• identify financial documents
• extract information from invoices
• categorise transactions
• generate insights or responses to user queries

These outputs are provided for informational and workflow purposes only.

Users remain responsible for:

• reviewing extracted data
• verifying accounting entries
• ensuring compliance with applicable accounting and tax regulations

The Platform does not replace professional judgement.

8. Subscriptions and Payments

Access to the Platform is provided through paid monthly subscriptions.

By subscribing, you agree that:

• subscription fees will be billed on a recurring monthly basis
• payments will be charged using the payment method provided during registration
• subscription fees may change with reasonable notice

Subscriptions renew automatically unless cancelled before the next billing cycle. Failure to make payment may result in suspension or termination of access to the Platform.

9. Acceptable Use

Users agree not to:

• misuse the Platform or attempt to disrupt its operation
• reverse engineer, copy, or replicate the Platform
• attempt to gain unauthorised access to other accounts or systems
• use the Platform for unlawful or fraudulent purposes
• upload or process documents that you do not have permission to access

We reserve the right to suspend or terminate accounts that violate these Terms.

10. Intellectual Property

All intellectual property rights in the Platform, including software, design, and functionality, remain the property of the Company or its licensors.

Users are granted a limited, non-exclusive, non-transferable licence to access and use the Platform solely for internal business purposes.

Users may not reproduce, distribute, or modify any part of the Platform without prior written permission.

11. User Data and Document Ownership

Users retain ownership of all documents and data uploaded to or processed through the Platform.

By using the Platform, you grant us permission to process this data solely for the purpose of providing the service.

We do not claim ownership over your financial documents.

12. Privacy and Data Protection

Our processing of personal data is governed by our Privacy Policy.

We process personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).

13. Service Availability

We aim to maintain reliable access to the Platform but do not guarantee uninterrupted service.

The Platform may be temporarily unavailable due to:

• maintenance
• system upgrades
• technical issues
• events outside our reasonable control

We reserve the right to modify or discontinue features of the Platform at any time.

14. Disclaimer of Warranties

The Platform is provided "as is" and "as available" without warranties of any kind.

We do not guarantee that:

• the Platform will operate without interruption
• automated document extraction will always be accurate
• the Platform will meet all user requirements

Users are responsible for verifying any information generated by the Platform.

15. Limitation of Liability

To the maximum extent permitted by law, the Company shall not be liable for any indirect, incidental, or consequential damages arising from the use of the Platform.

Our total liability arising from the use of the Platform shall not exceed the amount paid by the user for the Platform in the three months preceding the claim.

16. Indemnification

You agree to indemnify and hold the Company harmless from any claims, damages, or expenses arising from:

• your misuse of the Platform
• your violation of these Terms
• your use of third-party services connected to the Platform

17. Termination

We may suspend or terminate access to the Platform if:

• you breach these Terms
• payments are overdue
• use of the Platform creates legal or security risks

Users may terminate their account at any time by cancelling their subscription.

18. Changes to These Terms

We may update these Terms from time to time.

If material changes are made, we will notify users via the Platform or by email.

Continued use of the Platform after changes are published constitutes acceptance of the updated Terms.

19. Governing Law

These Terms are governed by the laws of England and Wales.

Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

20. Contact

If you have any questions regarding these Terms, please contact:

Email: hello@accountspro.ai