Terms of Service

1. Accounts and team members

• You must be at least 18 (or the age of majority where you live) and give accurate information.
• Keep your password safe and turn on two factor authentication. You are responsible for everything done with your account and your API keys. Tell us right away at [email protected] if you suspect unauthorised use.
• The owner of a company decides who joins it and with which role. Team members and accountants you invite act under your company’s plan, and you are responsible for their use of it and for removing access when it is no longer needed.
• One person may not share a single sign in with others; invite them as team members instead.

2. Acceptable use

You agree not to:

• break any law, including tax, anti money laundering, sanctions, consumer protection, spam and privacy laws, or help anyone else do so;
• send fraudulent invoices or payment requests, or use the service to deceive anyone;
• upload malware, or content you have no right to use;
• probe, scan or test the security of the service except as described on our Security page, or access other users’ data;
• overload the service, get around plan limits, rate limits or AI credit charges, or scrape it;
• resell the service or build a competing product from it, except through the API as documented.

3. Plans, billing and AI credits

• The Free plan costs nothing and has the limits shown on the pricing page. Paid plans (Pro and Business) are billed in advance, monthly or yearly, through Stripe, and renew automatically until cancelled.
• Prices exclude taxes unless shown otherwise; you pay any applicable taxes.
• AI features use AI credits, bought in packs or included with a plan. Credits are used up when a feature runs, are not money and cannot be exchanged for cash.
• API calls above the free monthly allowance are charged as shown on the developers page.
• We may change prices with at least 30 days notice by email or in the app. The change applies from your next renewal after the notice, and you can cancel before it does.
• If a payment fails we will retry and tell you. If it stays unpaid, the company falls back to the Free plan limits; your data is kept.

4. Cancellation and refunds

• You can cancel a paid plan at any time in Plan and billing. It stays active until the end of the period you paid for and is not renewed.
• Payments are not refundable, except where the law requires a refund or we decide to give one. If you are charged by mistake, contact us within 30 days and we will put it right.
• Unused AI credits are not refunded, except where the law requires it.
• You can delete your account at any time in Account settings. Export your data first: deletion cannot be undone.

5. Your data

• You own your data. Your company records, documents and files (“customer data”) belong to you or your business. You give us only the permission needed to host, process, back up, display and transmit them to provide the service to you, as you direct.
• You can export your company data at any time while your account is open, in standard formats (CSV, Excel and a full export).
• We act as your processor for personal information inside your customer data, and process it only to provide the service, under these terms and our Privacy Policy, with the security measures on our Security page, using only the subprocessors listed in the Privacy Policy. We help you answer data subject requests and tell you without undue delay about a breach affecting your data. If you need a signed data processing agreement, email us.
• You are responsible for the accuracy of your data and for having the right to put other people’s information into the service.
• We may use aggregated, de identified statistics about how the service is used to run and improve it. These never identify you, your business or your customers. We do not sell your data and do not use your financial records to train AI models.

6. No tax, legal or accounting advice

BooksBat is software that helps you keep your books. It does not give tax, legal, accounting, payroll or financial advice, and it does not file returns or remittances for you. Reports, sales tax figures, payroll records, year end forms, AI suggestions, categorisations and bank matches are tools to help you and may be wrong or incomplete. You are responsible for the accuracy of your books and for every filing, payment and decision you make with them. Have a qualified professional review anything important.

7. Third party services

The service connects to services we do not control, such as payment providers (Stripe, PayPal, Square, Razorpay, Mollie, GoCardless, Lemon Squeezy), online stores, bank data providers (Plaid, when enabled) and AI service providers. Your use of them is governed by their own terms, and you are responsible for your accounts with them, for any fees they charge and for the funds they hold. We are not responsible for their availability, accuracy, or actions, and a connection may stop working if a provider changes or ends its service.

8. Our service and feedback

We own the service, its software, designs and the BooksBat name and logos. These terms give you a limited, non exclusive, non transferable right to use the service while your account is in good standing. Documents you create with our templates are yours to use. If you send us ideas or feedback, we may use them freely without obligation to you.

9. Warranty disclaimer

We work hard to keep the service reliable and your data safe, but to the fullest extent the law allows the service is provided “as is” and “as available”, without warranties of any kind, express or implied, including merchantability, fitness for a particular purpose, accuracy and non infringement. We do not promise that the service will be uninterrupted or error free, or that calculations, reports or AI results will be correct. Keep your own copies of important records.

10. Limitation of liability

To the fullest extent the law allows: (a) neither party is liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, data or goodwill, or for tax penalties and interest, even if told they were possible; and (b) our total liability for all claims relating to the service is limited to the greater of the amount you paid us in the 12 months before the claim and 100 US dollars. These limits do not apply to liability that cannot be limited by law, such as for fraud, gross negligence or wilful misconduct, and they do not limit your rights as a consumer where the law gives you rights that cannot be waived.

11. Indemnity

You will defend and indemnify BooksBat against third party claims, damages and reasonable costs arising from your customer data, your use of the service in breach of these terms or the law, or your dealings with your customers, vendors, employees and payment providers. We will tell you promptly about such a claim and let you control its defence, and you will not settle it in a way that admits fault for us without our consent.

12. Suspension and termination

• You may stop using the service and delete your account at any time.
• We may suspend or close an account that breaks these terms, puts the service or other users at risk, or is required to be closed by law. Where reasonable we will warn you first and give you a chance to fix the problem and to export your data.
• If we stop offering the service we will give you at least 60 days notice to export your data, and refund prepaid fees for the period after it ends.
• After termination your data is deleted as described in the Privacy Policy. Sections 5, 6 and 9 to 14 survive termination.

13. Governing law and disputes

These terms are governed by the laws of Ontario, Canada, without regard to conflict of laws rules, and the courts located there have exclusive jurisdiction, except that either party may seek urgent relief in any competent court. If you are a consumer, you keep the protection of the mandatory laws of the country where you live and may bring claims in your local courts. Before starting a claim, please email us so we can try to resolve the issue informally within 30 days.

14. Changes and general terms

• We may update these terms. For material changes we will give at least 30 days notice by email or in the app; continuing to use the service after that means you accept them. If you do not agree, you can cancel and export your data.
• These terms and the Privacy Policy are the whole agreement between us about the service. If a part is found unenforceable, the rest stays in effect. Not enforcing a right is not a waiver of it.
• You may not transfer these terms without our consent; we may transfer them to a successor of our business, and will tell you if we do.
• Neither party is liable for delays caused by events beyond its reasonable control.

15. Contact

BooksBat: [email protected]