Terms of Use

Welcome to Ledger AI. These Terms of Use (“Terms”) govern your access to and use of our website at ledgerai.backoffice.digital and the Ledger AI application (together, the “Service”). Because these Terms create legal obligations, please read them carefully.

1. Your agreement

By accessing or using the Service, you agree to be bound by these Terms and by our Privacy Policy and Cookie Policy. If you do not agree, do not use the Service.

If you are using the Service on behalf of a firm or company, you confirm that you have authority to bind that organisation, and “you” refers to that organisation.

We may change these Terms from time to time. Where changes are material we will give reasonable notice before they take effect. Your continued use of the Service after changes take effect constitutes acceptance of the revised Terms. The “Last updated” date at the top of this page shows when they were last revised.

2. Eligibility and accounts

The Service is intended for business use by people aged 18 or over. To use most features you must register for an account and provide accurate, current and complete information.

You are responsible for keeping your credentials confidential and for all activity that occurs under your account. Notify us immediately at [email protected] if you suspect unauthorised access. We may suspend or terminate an account that we reasonably believe has been compromised or used in breach of these Terms.

3. The service

Ledger AI ingests documents such as bank statements, invoices and receipts, extracts transaction data from them, categorises that data, and produces trial balances, reports and alerts.

We may add, change or remove features, and we may impose limits on usage such as file sizes, upload volumes and retention periods. We aim to keep the Service available but we do not guarantee uninterrupted access; maintenance, updates and factors outside our control may cause downtime.

4. Accuracy, review and professional judgement

Ledger AI is an automation and decision-support tool, not a substitute for professional judgement. Extraction and categorisation are performed by machine learning models, which are highly accurate but not infallible, particularly with poor-quality scans, unusual layouts or ambiguous descriptions.

You are responsible for reviewing, verifying and approving all output before relying on it, submitting it to a client, or filing it with HM Revenue & Customs or any other authority. Nothing in the Service constitutes accounting, tax, legal or financial advice, and we are not responsible for filings, returns or decisions made on the basis of unverified output.

5. Your content

You retain all rights in the documents and data you upload (“Your Content”). You grant us a limited, non-exclusive, worldwide licence to host, store, process, transmit and display Your Content solely to provide and support the Service, and to comply with the law.

You represent and warrant that you have all necessary rights, consents and legal bases to upload Your Content and to have us process it, including any personal data it contains, and that doing so does not breach any law, contract or third-party right.

We process personal data within Your Content as your processor, on your instructions, as described in our GDPR Compliance statement.

6. Acceptable use

You agree not to:

• Use the Service in breach of any applicable law or regulation
• Upload content you have no right to upload, or that infringes anyone’s rights
• Upload malware, or attempt to gain unauthorised access to the Service, its systems or another user’s account
• Probe, scan or test the vulnerability of the Service without our prior written consent
• Interfere with or place unreasonable load on the Service, including through automated scraping, framing, mirroring or data mining
• Reverse engineer, decompile or disassemble the Service, or attempt to derive its source code, models or underlying algorithms, except to the extent the law prohibits that restriction
• Resell, sublicense or make the Service available to third parties other than your own clients in the ordinary course of your business
• Use the Service or its output to build a competing product or service
• Misrepresent your affiliation with us, or remove or alter any proprietary notices

We may investigate suspected breaches and suspend or terminate access where we reasonably believe a breach has occurred.

7. Free trials and evaluation features

We may offer free trials, evaluation tiers or tools such as the free document upload demo. These are provided for evaluation only, may carry usage limits, and may be modified or withdrawn at any time. Any commitments about availability or support do not apply to free features.

8. Fees

Where the Service is provided on a paid basis, fees, billing frequency and payment terms are as set out in your order or subscription plan. Unless stated otherwise, fees are exclusive of VAT and other applicable taxes, which you are responsible for paying. Late payment may result in suspension of access.

9. Intellectual property

The Service, including its software, models, interfaces, text, graphics, logos and the “Ledger AI” name and marks, is owned by us or our licensors and is protected by copyright, trademark and other laws. Except for the limited right to use the Service under these Terms, no licence is granted to you, whether by implication, estoppel or otherwise.

You may not modify, deface or misuse our trademarks, or hold yourself out as sponsored by, affiliated with or endorsed by us without our written permission.

10. Feedback

If you send us suggestions or feedback about the Service, you grant us a perpetual, irrevocable, royalty-free licence to use it for any purpose without obligation or compensation to you.

11. Third-party services

The Service may integrate with or link to third-party products, such as accounting software and email providers. Those services are governed by their own terms and privacy policies. We are not responsible for third-party services, their availability, or how they handle your data.

12. Disclaimer of warranties

To the fullest extent permitted by law, the Service is provided “as is” and “as available”, without warranties of any kind, whether express or implied, including implied warranties of merchantability, fitness for a particular purpose, satisfactory quality, title and non-infringement.

We do not warrant that the Service will be uninterrupted, error-free or secure, that defects will be corrected, or that extraction and categorisation will be complete or accurate in every case. Any material you download or obtain through the Service is obtained at your own discretion and risk.

13. Limitation of liability

Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.

Subject to that, and to the fullest extent permitted by law:

• We are not liable for any indirect, incidental, special, punitive or consequential loss, or for loss of profits, revenue, goodwill, business opportunity, anticipated savings, or loss of or corruption of data, however arising, even if we were advised of the possibility
• Our total aggregate liability arising out of or in connection with the Service and these Terms is limited to the greater of the fees you paid to us in the twelve months before the event giving rise to the claim, or £100

These limitations apply regardless of the form of action and notwithstanding the failure of any limited remedy of its essential purpose. Some jurisdictions do not allow certain exclusions, in which case our liability is limited to the maximum extent the law permits.

14. Indemnity

You agree to indemnify and hold harmless Ledger AI, its affiliates and their officers, employees and agents from any claims, losses, liabilities and expenses, including reasonable legal fees, arising from your use of the Service, Your Content, your breach of these Terms, or your violation of any law or third-party right.

15. Suspension and termination

You may stop using the Service and close your account at any time. We may suspend or terminate your access if you breach these Terms, if we are required to by law, or if we discontinue the Service, giving reasonable notice where practicable.

On termination, your right to use the Service ends immediately. You may export Your Content before your account closes; after closure we delete or anonymise it in line with our Privacy Policy and your documented instructions. Sections that by their nature should survive termination — including intellectual property, disclaimers, liability, indemnity and governing law — continue to apply.

16. Intellectual property claims

We respond promptly to claims of intellectual property infringement. If you believe content on the Service infringes your rights, contact us at [email protected] with details of the work, the material in question and your contact information.

17. General

If any provision of these Terms is held invalid or unenforceable, it will be removed or interpreted so as to be enforceable, and the remaining provisions will continue in full force. Headings are for reference only. Our failure to act on a breach does not waive our right to act on later or similar breaches.

These Terms, together with the policies referenced in them, form the entire agreement between you and us regarding the Service, and supersede any prior proposals or communications, including terms on your own purchase orders.

No joint venture, partnership, employment or agency relationship arises between you and us as a result of these Terms. You may not assign these Terms without our written consent; we may assign them to an affiliate or successor.

18. Governing law

These Terms and any dispute arising out of them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, without prejudice to any mandatory consumer protections in your country of residence.

19. Contact

Questions about these Terms:

• Email: [email protected]
• Support: [email protected]