FinanceFlow UK — Terms of Service

Website: https://financeflow.accountant

1. Introduction and Acceptance

These Terms of Service ("Terms") govern your access to and use of the FinanceFlow UK platform ("Platform", "Service"), operated by FinanceFlow UK Ltd ("we", "us", "our", "FinanceFlow"). By creating an account, accessing, or using the Platform, you agree to be bound by these Terms. If you do not agree, you must not use the Platform.

These Terms constitute a legally binding agreement between you ("User", "you", "your") and FinanceFlow, governed by the laws of England and Wales. We recommend that you print or save a copy of these Terms for your records.

2. Description of Service

FinanceFlow UK is a cloud-based accounting software platform that provides automated tools for UK businesses, including but not limited to:

• Bank statement upload and transaction categorisation
• VAT return preparation and submission to HMRC via Making Tax Digital (MTD)
• Profit and Loss statement generation
• Management accounts preparation
• Balance sheet and trial balance generation
• Cash flow analysis and forecasting
• AI-powered financial analysis and recommendations

The Platform is a software tool only. It does not constitute and must not be relied upon as accounting advice, tax advice, financial advice, or any other form of professional advice. The outputs generated by the Platform are drafts and estimates intended to assist you in preparing your financial records and statutory filings.

3. Important Disclaimers

3.1 Not a Regulated Service

FinanceFlow UK is not authorised or regulated by the Financial Conduct Authority (FCA), the Institute of Chartered Accountants in England and Wales (ICAEW), the Association of Chartered Certified Accountants (ACCA), or any other professional or regulatory body. We are a software provider, not an accountancy practice.

3.2 No Professional Advice

Nothing on the Platform constitutes accounting, tax, legal, or financial advice. All outputs, calculations, reports, and recommendations generated by the Platform are provided for informational purposes only and are intended as tools to assist you in managing your financial records. You should always seek independent professional advice from a qualified accountant, tax adviser, or solicitor before making financial decisions or submitting statutory filings.

3.3 User Responsibility for Accuracy

Under the Value Added Tax Act 1994 and the Finance Act 2009, the person who submits a VAT return to HMRC is legally responsible for its accuracy, regardless of the software or tools used to prepare it. Under the Companies Act 2006, directors are responsible for ensuring that a company's accounts give a true and fair view of the company's financial position.

You acknowledge and agree that:

• You must review all calculations, reports, and outputs generated by the Platform before relying upon them or submitting them to any third party.
• You must verify that all VAT returns are accurate and complete before submitting them to HMRC.
• You must ensure that all accounts and financial statements comply with applicable UK accounting standards (FRS 102, FRS 105, or other applicable standards) before filing them.
• AI-generated categorisations, recommendations, and analyses are automated estimates and may contain errors.
• The Platform may not account for all circumstances specific to your business, industry, or tax position.

3.4 AI-Powered Features

The Platform uses artificial intelligence to categorise transactions, analyse financial data, and provide recommendations. AI outputs are probabilistic in nature and may be inaccurate, incomplete, or inappropriate for your specific circumstances. You must not rely on AI-generated outputs without independent verification.

3.5 HMRC Submissions

When you use the Platform to submit VAT returns or other filings to HMRC via the Making Tax Digital API, you are instructing us to transmit data on your behalf. You remain the legal submitter and bear full responsibility for the content of any submission. We strongly recommend that you review all figures carefully and, where appropriate, have them checked by a qualified accountant before submission.

The Platform includes a mandatory confirmation step before any HMRC submission. By confirming a submission, you declare that the information is true and complete to the best of your knowledge and belief.

4. Eligibility and Account Registration

4.1 Eligibility

The Platform is intended for use by UK-registered businesses, sole traders, partnerships, and limited companies, and by accountants and bookkeepers acting on behalf of such businesses. You must be at least 18 years of age to use the Platform.

4.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately if you become aware of any unauthorised use of your account.

4.3 Accurate Information

You agree to provide accurate, current, and complete information when registering and using the Platform, and to update such information as necessary.

5. Subscription Plans and Payment

5.1 Plans

The Platform is offered under tiered subscription plans (Basic, Professional, and Enterprise), each providing different levels of access and functionality as described on the Platform's pricing page. We reserve the right to modify plan features and pricing with 30 days' written notice.

5.2 Free Trial

We may offer a free trial period. At the end of the trial, your access will be limited unless you subscribe to a paid plan. We will not charge you without your explicit consent.

5.3 Payment Terms

Subscription fees are payable monthly or annually in advance in pounds sterling (GBP). All prices are exclusive of VAT unless otherwise stated. VAT will be added at the applicable rate.

5.4 Cancellation and Refunds

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. We do not offer refunds for partial billing periods. Upon cancellation, you will retain access to your data for 90 days, after which it may be deleted in accordance with our data retention policy.

5.5 Price Changes

We may change subscription prices with at least 30 days' written notice. If you do not agree to a price change, you may cancel your subscription before the new price takes effect.

6. Limitation of Liability

6.1 Cap on Liability

6.2 Exclusion of Certain Losses

To the maximum extent permitted by law, we shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, business, or anticipated savings
• Loss of data (except as required under UK GDPR)
• Penalties, fines, interest, or surcharges imposed by HMRC, Companies House, or any other regulatory body as a result of errors in outputs generated by the Platform
• Any loss arising from your failure to review and verify outputs before submission
• Any loss arising from your reliance on AI-generated recommendations or categorisations without independent verification
• Any loss arising from circumstances outside our reasonable control

6.3 Statutory Rights

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under English law. Your statutory rights as a consumer (where applicable) are not affected.

6.4 Reasonable Precautions

We take reasonable precautions to ensure the accuracy of the Platform's calculations, including automated validation checks, cross-referencing, and compliance safeguards. However, no software can guarantee error-free operation in all circumstances.

7. Indemnification

You agree to indemnify, defend, and hold harmless FinanceFlow, its directors, officers, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

• Your use of the Platform
• Your breach of these Terms
• Your submission of inaccurate or incomplete data
• Your failure to review outputs before submission to HMRC or any other party
• Any third-party claim relating to your use of the Platform

8. Intellectual Property

8.1 Our Intellectual Property

The Platform, including its software, design, text, graphics, logos, and all other content, is owned by or licensed to FinanceFlow and is protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, sell, or lease any part of the Platform without our prior written consent.

8.2 Your Data

You retain ownership of all data you upload to or create on the Platform. By using the Platform, you grant us a limited, non-exclusive licence to process your data solely for the purpose of providing the Service to you.

9. Data Protection

Our collection, use, and protection of your personal data is governed by our Privacy Policy, which forms part of these Terms. By using the Platform, you acknowledge that you have read and understood our Privacy Policy.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

10. HMRC Making Tax Digital

10.1 MTD Compliance

The Platform is designed to comply with HMRC's Making Tax Digital requirements for VAT. We maintain our registration as an MTD-compatible software provider with HMRC.

10.2 Fraud Prevention Headers

In accordance with HMRC requirements, the Platform transmits fraud prevention headers with each API request. These headers may include technical information about your device and connection. By using the MTD features, you consent to the transmission of this information to HMRC.

10.3 Service Availability

We do not guarantee uninterrupted access to HMRC's systems. HMRC API outages, maintenance windows, and service disruptions are outside our control. We recommend submitting VAT returns well in advance of deadlines to allow for any service interruptions.

11. Service Availability and Support

11.1 Availability

We aim to provide 99.5% uptime but do not guarantee uninterrupted access to the Platform. We may suspend access for maintenance, updates, or security reasons with reasonable notice where practicable.

11.2 Support

Support is provided during UK business hours (Monday to Friday, 9:00 AM to 5:30 PM GMT/BST, excluding UK bank holidays). Response times vary by subscription plan.

12. Acceptable Use

You agree not to:

• Use the Platform for any unlawful purpose, including tax evasion or fraud
• Upload malicious files, viruses, or harmful code
• Attempt to gain unauthorised access to the Platform or other users' data
• Use the Platform to store or process data unrelated to business accounting
• Resell or sublicense access to the Platform without our written consent
• Reverse engineer, decompile, or disassemble any part of the Platform

13. Termination

13.1 Termination by You

You may terminate your account at any time by cancelling your subscription through the Platform or by contacting us.

13.2 Termination by Us

We may suspend or terminate your account immediately if you breach these Terms, engage in fraudulent activity, or fail to pay subscription fees. We will provide reasonable notice where practicable.

13.3 Effect of Termination

Upon termination, your right to use the Platform ceases immediately. You will have 90 days to export your data before it is deleted. Provisions that by their nature should survive termination (including limitation of liability, indemnification, and intellectual property) shall continue in full force and effect.

14. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Platform at least 30 days before they take effect. Your continued use of the Platform after the effective date constitutes acceptance of the updated Terms.

15. Governing Law and Disputes

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before commencing legal proceedings, both parties agree to attempt to resolve any dispute through good-faith negotiation for a period of at least 30 days.

16. Severability

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

17. Entire Agreement

These Terms, together with our Privacy Policy and any applicable subscription agreement, constitute the entire agreement between you and FinanceFlow in relation to your use of the Platform and supersede all prior agreements, representations, and understandings.

18. Contact Us

If you have any questions about these Terms, please contact us at: