Terms of Service

1. Acceptance of Terms

By accessing and using ExpenseFlow ("the Service"), you accept and agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use the Service.

2. Description of Service

ExpenseFlow provides expense tracking, receipt scanning, mileage tracking, and reporting services for UK freelancers, sole traders, and contractors. The Service includes:

• AI-powered receipt scanning and data extraction
• Email receipt forwarding
• Mileage tracking with HMRC-compliant calculations
• Expense analytics and reporting
• Data export in various formats

3. User Accounts

To use the Service, you must:

• Be at least 18 years old
• Provide accurate and complete information
• Maintain the security of your account credentials
• Notify us immediately of any unauthorized access

You are responsible for all activity that occurs under your account.

4. Subscription Plans and Payment

ExpenseFlow offers Free, Professional, and Pro Plus plans:

• Free plan: No payment required, limited features
• Paid plans: Monthly subscription, auto-renewal unless cancelled
• Payments processed securely via third-party providers
• You can cancel anytime - no long-term contracts
• Refunds: Pro-rated if cancelled within billing period

5. Usage Limits

Each plan has monthly limits on receipts and mileage claims. If you exceed your limits:

• You'll be prompted to upgrade to a higher plan
• No additional charges without your explicit consent
• Limits reset on your billing date each month

6. Acceptable Use

You agree not to:

• Upload illegal, harmful, or offensive content
• Attempt to breach security or access others' accounts
• Use the Service for fraudulent purposes
• Reverse engineer or copy the Service
• Violate any applicable laws or regulations

7. Data Accuracy and HMRC Compliance

While ExpenseFlow categorises expenses according to HMRC guidelines:

• You are responsible for verifying data accuracy
• We recommend consulting a qualified accountant for tax advice
• ExpenseFlow is a record-keeping tool, not tax advice
• You remain responsible for your tax obligations

8. Intellectual Property

The Service and its content (excluding user-uploaded data) are owned by ExpenseFlow. You retain ownership of your uploaded receipts and expense data.

9. Service Availability

We strive for 99.9% uptime but cannot guarantee uninterrupted service. We are not liable for:

• Temporary service interruptions
• Scheduled maintenance downtime
• Third-party service failures

10. Limitation of Liability

ExpenseFlow is provided "as is". We are not liable for:

• Loss of data (though we maintain regular backups)
• Business losses or lost profits
• Tax penalties resulting from incorrect data entry
• Indirect or consequential damages

Our total liability is limited to the amount you paid in the past 12 months.

11. Termination

You can delete your account at any time from Settings. We may terminate accounts that:

• Violate these terms
• Engage in abusive or fraudulent behaviour
• Remain inactive for extended periods (after notice)

Upon termination, your data is retained for 30 days then permanently deleted.

12. Changes to Terms

We may update these terms from time to time. Significant changes will be communicated via email. Continued use after changes constitutes acceptance.

13. Governing Law

These terms are governed by the laws of England and Wales. Any disputes will be resolved in UK courts.

14. Contact

Questions about these terms? Contact us at: support@expenseflow.co.uk