Terms of Service

1. Definitions

• “We”, “us” — One Acc Ltd, company number 17186631, registered office 128 City Road, London, EC1V 2NX, United Kingdom.
• “Service” — the One Acc AI web application, its API, the One Acc Lens mobile app, and related features.
• “You” — the individual using the Service and, where applicable, the business on whose behalf they use it.
• “Organisation” — a business set up in the Service, with its own users, ledger and documents.
• “Content” — everything you put into the Service: documents, scans, transactions, contacts, settings and messages to the AI assistant.

2. Who May Use the Service

• You must be at least 18 and able to enter a binding contract.
• If you use the Service for a business, you confirm you are authorised to bind it and these terms apply to that business.
• The Service is a business tool and is not offered to consumers for personal, non-business use.
• You must keep your sign-in credentials confidential and tell us promptly at admin@oneacc.co.uk if you believe your account has been compromised. You are responsible for activity under your account unless it results from our breach of these terms.

3. What the Service Does

One Acc AI is cloud bookkeeping software for small businesses and their advisers. Today it provides:

• A double-entry ledger with chart of accounts, journals, invoices, bills, payments and financial reports.
• Document capture: upload or scan receipts and invoices; an AI model reads them and proposes entries for you to confirm.
• Bank feeds through third-party providers you connect, and statement import.
• Online payment of your sales invoices through payment providers you enable.
• An AI assistant that answers questions about your own data.
• Import and export via Google Drive and Sheets.

3.1 Early access

The Service is in early access. Features may change, be withdrawn or occasionally fail. We recommend you keep your own copies of source documents and do not rely on the Service as your sole record until it leaves early access.

3.2 Making Tax Digital (HMRC)

The Service contains a Making Tax Digital for VAT connection that currently works only against HMRC's test environment. It cannot yet file live VAT returns, and we do not claim HMRC recognition. If and when live filing is enabled we will say so in the app and in these terms. Whenever you submit anything to HMRC through the Service, you remain responsible for reviewing it and for its accuracy; we transmit what you authorise.

3.3 Not professional advice

Nothing in the Service — reports, AI suggestions, categorisations or assistant answers — is accounting, tax, legal or financial advice. Take professional advice for decisions that matter.

4. Fees

• During early access the Service is provided free of charge. There is no billing, no card on file and nothing to cancel.
• If we introduce paid plans we will give you at least 30 days' notice by email, publish the prices, and let you export your data and close your account before any charge applies. Nothing will be charged without your express agreement.
• Third-party providers you connect (banks, payment processors, Google) may charge their own fees under their own terms. Those are between you and them.

5. Your Content and Data Protection

5.1 Ownership

Your Content is yours. You grant us only the licence needed to host, process, back up, transmit and display it in order to run the Service for you, including sending it to the sub-processors listed in our Privacy Policy (for example, sending document images to our AI provider so they can be read). The licence ends when the Content is deleted.

5.2 Data processing

For personal data in your Content — your customers, suppliers and employees — you are the controller and we are your processor under UK GDPR Article 28. Accordingly we will: process it only on your documented instructions (these terms and your use of the Service); keep it confidential; apply the security measures in our Privacy Policy; use only the sub-processors listed there and tell you before adding one; assist you with data-subject requests and breach notifications; delete or return it at the end of the contract, subject to legal retention; and make available the information needed to demonstrate compliance. You warrant that you have a lawful basis for the personal data you put into the Service.

5.3 Accuracy

You are responsible for the accuracy of what you enter and for checking what the AI proposes before confirming it. We are not responsible for the consequences of entries you have confirmed.

6. Artificial Intelligence

• The Service sends document images and text, your expense account list, and data needed to answer assistant questions to a third-party large language model (currently OpenAI), as described in our Privacy Policy. By using those features you accept that transfer.
• AI output is a proposal, not a decision. Nothing is written to your ledger until you confirm it, and the assistant cannot change your data.
• Models make mistakes — misread figures, wrong categories, plausible but incorrect answers. Review everything. We do not warrant the accuracy of AI output.
• Do not use the assistant to attempt to extract data belonging to other organisations or to circumvent the Service's permissions.

7. Third-Party Connections

Bank feeds (Plaid, GoCardless, Revolut, Wise), payment collection (Stripe, PayPal, GoCardless), Google Drive/Sheets, Microsoft and Google sign-in, and HMRC are services of other companies. When you connect one:

• You authorise it directly with that provider and accept its terms; we never see your password for it.
• You can revoke the connection at any time, at the provider or in the Service.
• Payment collection uses your own account with the payment provider. Funds flow between your customer, the provider and you; we are not a party to the payment and hold no money.
• We are not responsible for a provider's availability, accuracy of its data, or changes to its service.

8. Mobile App

• One Acc Lens is licensed, not sold, for use on devices you own or control, subject to the Google Play or Apple App Store terms that apply to how you obtained it.
• The app may download updated application code automatically on launch. You can disable this only by uninstalling the app.
• The app needs camera permission to scan documents and nothing else. It does not use location, contacts or the microphone.

9. Acceptable Use

You must not:

• Use the Service for anything unlawful, including fraud, money laundering or tax evasion.
• Upload malicious code, or probe, scan or test the vulnerability of the Service without our written permission.
• Access another organisation's data, or attempt to.
• Scrape or bulk-extract the Service other than through features we provide, or use automation in a way that degrades it for others.
• Reverse-engineer the Service except where the law allows it regardless of this clause.
• Resell or sub-license the Service, or let people outside your organisation use your account.

10. Our Intellectual Property

The Service, its software, design, prompts, models we have built and documentation belong to One Acc Ltd or our licensors. We grant you a non-exclusive, non-transferable right to use the Service for your internal business while these terms are in force. Feedback you give us may be used without obligation to you.

11. Availability

• We run the Service on a single production environment and make reasonable efforts to keep it available, but we give no uptime guarantee during early access.
• We may suspend the Service for maintenance, security incidents or to protect other users, and will give notice where practicable.
• Outages of third-party providers (AI, banks, payment processors, HMRC, Microsoft Azure) are outside our control.

12. Liability

• Nothing in these terms excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.
• Subject to that, the Service is provided “as is” during early access and we exclude all implied warranties, including fitness for a particular purpose.
• We are not liable for indirect or consequential loss, loss of profit, loss of data you have not backed up, or penalties, interest or surcharges imposed by HMRC or any other authority arising from data you entered or confirmed.
• Our total liability to you arising in any 12-month period is limited to the fees you paid us in that period or, where you paid none, £100.
• You will indemnify us against third-party claims arising from your Content, your breach of these terms, or your unlawful use of the Service.

13. Ending the Agreement

• By you: stop using the Service and, if you want your data erased, follow Delete Your Account. Before you do, ask us at admin@oneacc.co.uk for a copy of your data; there is not yet a self-service export and we will provide one within 30 days.
• By us: on 30 days' notice for any reason, including discontinuing the Service; or immediately if you materially breach these terms, act fraudulently or endanger the Service or other users.
• After termination we delete your data in line with our Privacy Policy, except records we are legally required to keep.

14. Changes to These Terms

We may update these terms. For material changes we will email account holders at least 30 days before they take effect. If you do not agree, stop using the Service before that date; continuing to use it afterwards means you accept the new terms.

15. General

• Law and courts: England and Wales. Please contact us at admin@oneacc.co.uk first; most problems can be sorted out informally.
• Entire agreement: these terms and the Privacy Policy are the whole agreement between us about the Service.
• Severability, waiver: if a clause is unenforceable the rest stands; not enforcing a right does not waive it.
• Assignment: we may assign these terms on a sale or reorganisation of the business; you may not assign without our consent.
• Force majeure: neither of us is liable for failure caused by events beyond reasonable control.

16. Contact

One Acc Ltd, 128 City Road, London, EC1V 2NX, United Kingdom
Email: admin@oneacc.co.uk