Terms & Conditions

Effective Date: August 22, 2025

1. Agreement to Terms

By accessing or using Book-Keep.ai ("Service"), you agree to be bound by these Terms & Conditions ("Terms"). If you disagree with any part of these terms, you may not access the Service.

2. Description of Service

Book-Keep.ai is an AI-powered bookkeeping platform that provides:

  • Automated transaction categorization and reconciliation
  • QuickBooks integration and synchronization
  • Financial reporting and insights
  • Receipt processing and expense tracking
  • Bank and loan reconciliation services

3. Account Registration and Eligibility

3.1 Eligibility

  • You must be at least 18 years old
  • You must have legal authority to bind your business to these Terms
  • You must provide accurate and complete registration information

3.2 Account Security

  • You are responsible for maintaining account security
  • You must use strong passwords and enable multi-factor authentication
  • You must immediately notify us of any unauthorized access
  • You are liable for all activities under your account

4. Subscription and Billing

4.1 Subscription Plans

  • Lean Plan: Free up to $15K annual expenses
  • Complete Plan: $47/month up to $150K annual expenses
  • Pro Plan: $97/month up to $500K annual expenses (coming soon)

4.2 Billing Terms

  • Subscriptions are billed monthly in advance
  • All fees are non-refundable except as required by law
  • We may change pricing with 30 days advance notice
  • Failed payments may result in service suspension

4.3 Free Trial and Promotions

  • Free trials are limited to new customers
  • Promotional pricing is subject to specific terms
  • Trials automatically convert to paid subscriptions unless cancelled

5. Acceptable Use

5.1 Permitted Use

You may use the Service only for:

  • Legitimate bookkeeping and accounting purposes
  • Your own business or authorized client businesses
  • Compliance with applicable laws and regulations

5.2 Prohibited Activities

You may not:

  • Use the Service for illegal activities
  • Attempt to reverse engineer or hack the platform
  • Upload malicious content or viruses
  • Share account credentials with unauthorized users
  • Use the Service to compete with Book-Keep.ai
  • Violate any third-party rights or agreements

6. Data and Privacy

6.1 Your Data

  • You retain ownership of all financial and business data
  • You grant us permission to process your data to provide the Service
  • You are responsible for the accuracy of uploaded data
  • You must have authorization to upload all business data

6.2 Data Processing

  • We use AI and machine learning to process your data
  • Processing may occur on third-party cloud platforms
  • We implement industry-standard security measures
  • Detailed privacy practices are outlined in our Privacy Policy

6.3 Data Backup and Loss

  • We maintain regular backups of your data
  • You are responsible for maintaining your own data copies
  • We are not liable for data loss due to account termination or technical issues

7. Third-Party Integrations

7.1 QuickBooks Integration

  • You must have a valid QuickBooks subscription
  • You authorize us to access your QuickBooks data
  • Integration issues may affect service functionality
  • QuickBooks terms and conditions apply to their service

7.2 Banking Connections

  • Bank connections use read-only access through secure APIs
  • You are responsible for maintaining bank account access
  • We do not store banking login credentials
  • Banking data is encrypted and protected

8. Service Availability and Support

8.1 Uptime and Availability

  • We strive for 99.9% uptime but do not guarantee uninterrupted service
  • Scheduled maintenance will be announced in advance
  • Emergency maintenance may occur without notice

8.2 Customer Support

  • Support is provided via email and in-app messaging
  • Response times vary by subscription level
  • We do not provide accounting or tax advice
  • Complex issues may require escalation to third-party experts

9. Intellectual Property

9.1 Our Rights

  • Book-Keep.ai owns all rights to the platform, software, and algorithms
  • Our trademarks and branding are protected
  • AI models and categorization systems are proprietary

9.2 Your Rights

  • You retain ownership of your business data and content
  • You may export your data at any time
  • You grant us a license to use your data to improve the Service

10. Disclaimers and Limitations

10.1 Service Disclaimer: THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND. WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.

10.2 AI Accuracy

  • AI categorization and insights are suggestions, not guarantees
  • You are responsible for reviewing and approving all categorizations
  • We do not guarantee 100% accuracy of automated processes
  • Final responsibility for financial accuracy rests with you

10.3 Tax and Accounting Advice

  • We do not provide tax, legal, or accounting advice
  • You should consult qualified professionals for compliance matters
  • We are not responsible for tax filing errors or penalties

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:
• Our total liability is limited to the amount paid in the 12 months preceding the claim
• We are not liable for indirect, consequential, or punitive damages
• We are not liable for business interruption or lost profits
• Some jurisdictions may not allow these limitations

12. Indemnification

You agree to indemnify and hold harmless Book-Keep.ai from any claims arising from:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of third-party rights
  • Inaccuracy of data you provide

13. Termination

13.1 Termination by You

  • You may cancel your subscription at any time
  • Cancellation takes effect at the end of the current billing period
  • No refunds are provided for partial months

13.2 Termination by Us

We may terminate or suspend your account if you:

  • Violate these Terms
  • Fail to pay subscription fees
  • Engage in prohibited activities
  • Request account deletion

13.3 Effect of Termination

  • Your access to the Service will cease immediately
  • Your data will be deleted within 30 days unless legally required to retain
  • These Terms survive termination where applicable

14. Modifications to Terms

  • We may modify these Terms at any time
  • Material changes will be announced 30 days in advance
  • Continued use after changes constitutes acceptance
  • If you disagree with changes, you may terminate your account

15. Governing Law and Disputes

15.1 Governing Law

These Terms are governed by the laws of the State of Delaware, United States, without regard to conflict of law principles.

15.2 Dispute Resolution

  • Disputes will be resolved through binding arbitration
  • Arbitration will be conducted by the American Arbitration Association
  • You may opt out of arbitration within 30 days of account creation
  • Small claims court disputes are exempt from arbitration

15.3 Class Action Waiver

You agree not to participate in class action lawsuits against Book-Keep.ai.

16. Miscellaneous

16.1 Entire Agreement

These Terms, along with our Privacy Policy, constitute the entire agreement between you and Book-Keep.ai.

16.2 Severability

If any provision is found unenforceable, the remaining provisions remain in full force.

16.3 Assignment

You may not assign these Terms without our written consent. We may assign our rights freely.

16.4 Force Majeure

We are not liable for delays or failures due to circumstances beyond our reasonable control.

Contact Information

For questions about these Terms:

Email: legal@book-keep.ai

Mail: Book-Keep.ai Legal Department, [Address to be added]

Phone: [Phone number to be added]

Last Updated: August 22, 2025