Terms of Service | Receiptflow

Receiptflow Ltd · Effective Date: 13 April 2026 · Governing Law: England & Wales

Company No: 15992753
Registered: Office 9 Unit B, Madison Place, Northampton Road, M40 5AG, England
Contact: legal@receiptflow.co

Plain English Summary — Read This First


What We Are	Receiptflow is a data extraction tool. It reads financial documents using OCR and returns structured data. It is not an accounting service, a tax adviser, or a regulated financial service.
Who It Is For	Receiptflow is provided for business use only. By registering, you confirm you are acting in the course of a business, trade, or profession.
On Accuracy	Automated extraction is not infallible. Every figure, date, and supplier name extracted by Receiptflow must be independently verified by you before use in any filing, report, or client deliverable. You are responsible for what you submit.
On Your Data	Your documents are processed to provide the service and for no other purpose. We do not sell your data. We do not train models on your client documents. Data is stored in AWS UK infrastructure.
On Third-Party Integrations	The Platform connects to third-party services to deliver certain features. A current list of integrations and sub-processors is maintained at receiptflow.co/legal/sub-processors.
On Payment	Subscriptions are billed in advance. No refunds are issued for any portion of a current billing period already incurred. On cancellation, access continues to the end of the paid period.
On Exit	You can export all your data at any time. On termination, a 30-day export window opens. After that window, data is permanently deleted.

Clause 1 — Definitions & Interpretation

1.1 In these Terms: "Agreement" means these Terms of Service and any documents incorporated by reference. "Customer" means the business or professional entity that registers for a Receiptflow account. The Platform is provided for business use only; registration constitutes the Customer's confirmation that it is acting in the course of a business, trade, or profession. "User" means any individual authorised by the Customer to access the Platform on the Customer's behalf. "Platform" means the Receiptflow web-based dashboard, iOS application, and Android application, together with any associated functionality made available to the Customer. "Customer Data" means all documents, data, and information uploaded to or processed by the Platform by or on behalf of the Customer. "Output Data" means structured data returned by the Platform following extraction from Customer Data. "Third-Party Services" means any external software, API, or service provider connected to or used by the Platform to deliver its functionality, including integrations made available at the Customer's direction. "Sub-processors" means third-party providers that process personal data on Receiptflow's behalf, a current list of which is available on request from legal@receiptflow.co. "UK GDPR" means the UK General Data Protection Regulation as retained in UK law by the European Union (Withdrawal) Act 2018.

1.2 References to statutes include all amendments and re-enactments. The ejusdem generis rule does not apply. "Including" means "including without limitation." Clause headings are for convenience only.

Clause 2 — Licence Grant

2.1 Subject to the Customer's compliance with this Agreement and payment of applicable Subscription Fees, Receiptflow grants the Customer a limited, non-exclusive, non-transferable, non-sublicensable licence to access and use the Platform during the Subscription Term solely for the Customer's internal business purposes.

2.2 — Restrictions

The Customer must not:

(a) resell, sublicense, or provide the Platform as a bureau service to third parties without Receiptflow's prior written consent;
(b) reverse engineer, decompile, or attempt to extract source code from the Platform;
(c) use the Platform to process data in violation of applicable law;
(d) use automated scripts or tools to access the Platform in a manner that materially exceeds normal usage patterns or places unreasonable load on Receiptflow's infrastructure; or
(e) remove or obscure any proprietary notices on or within the Platform.

Clause 3 — Automated Data Extraction: Nature of Service & Liability

3.1 — Nature of Service

Receiptflow provides automated data extraction software only. The Platform reads financial documents using optical character recognition (OCR) and related technologies and returns structured data. Receiptflow does not provide, and the Platform does not constitute:

Accountancy services within the meaning of any applicable professional regulatory framework;
Tax advice or tax return preparation services;
Financial advice or investment advice regulated under the Financial Services and Markets Act 2000; or
Any other regulated professional service.

Receiptflow Ltd is not registered with, authorised by, or supervised by the Financial Conduct Authority (FCA), ICAEW, ACCA, CIOT, or any other professional regulatory body in respect of the services provided under this Agreement.

3.2 — Accuracy Limitation

The accuracy of Output Data is subject to variables including but not limited to: source document image resolution; document format and encoding; presence of handwriting, stamps, or non-standard fonts; physical damage, folding, or obscuring of source documents; and the inherent limitations of OCR technology at the date of processing. Receiptflow does not warrant that Output Data will be complete, accurate, or free from error in any individual case. Where Receiptflow publishes indicative accuracy rates, such figures represent statistical averages across a dataset and do not constitute a guarantee, warranty, or representation in respect of any specific document or extraction.

3.3 — Duty of Verification

The Customer must not rely on Output Data without independent verification. Before any Output Data is used in: any tax return, VAT return, or other submission to HMRC or any other tax authority; any financial statement, management account, or statutory account; any client report, advice, or deliverable; or any regulatory submission or filing — the Customer must verify the accuracy and completeness of such Output Data against the original source documents. The Platform is a verification-aid, not a verification-substitute.

3.4 — Professional Duty Override

Where the Customer is a regulated professional — including but not limited to a chartered accountant, certified accountant, tax adviser, bookkeeper, or other person subject to the professional standards of ICAEW, ACCA, CIOT, AAT, or any equivalent body — the Customer expressly acknowledges and agrees that:

Their professional obligations to their clients and to HMRC are not delegated to, discharged by, or affected by their use of Receiptflow;
Receiptflow is engaged as a processing tool and does not form part of the Customer's regulated professional engagement with their clients;
Nothing in this Agreement constitutes Receiptflow as a subcontractor of professional services or as a party to any engagement between the Customer and their clients; and
The Customer's duty to supervise, verify, and take professional responsibility for all outputs remains wholly with the Customer.

3.5 — Exclusion of Downstream Liability

To the fullest extent permitted by applicable law, Receiptflow Ltd shall have no liability whatsoever (whether in contract, tort including negligence, breach of statutory duty, or otherwise) for any loss, damage, penalty, fine, HMRC enquiry, tax assessment, regulatory sanction, professional disciplinary action, or third-party claim arising from or connected with: (a) the Customer's reliance on unverified Output Data; (b) errors in Output Data attributable to source document quality or OCR limitations; (c) any tax underpayment, overpayment, or assessment arising from data processed through the Platform; or (d) any claim by a Customer's client or any third party arising from professional services provided by the Customer using Platform outputs. Nothing in this clause excludes liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded by law.

Clause 4 — Third-Party Services & Integrations

4.1 — Use of Third-Party Services

The Platform connects to Third-Party Services in two ways: (a) infrastructure and processing services used internally by Receiptflow to deliver the Platform, including cloud hosting, OCR processing, and payment processing; and (b) integrations made available to the Customer at their direction, enabling Customer Data or Output Data to be pushed to or pulled from external services such as accounting software. A current list of supported integrations is maintained at receiptflow.co/integrations.

4.2 — Sub-processors

Receiptflow uses sub-processors to process personal data in connection with the Platform. A current Sub-processor Register, including the identity, location, and data processing role of each sub-processor, is available on request from legal@receiptflow.co. Sub-processor changes are subject to the notice and objection procedure set out in the Data Processing Agreement.

4.3 — Customer-Directed Integrations

Where the Customer directs Receiptflow to connect to a third-party service on the Customer's behalf, the Customer warrants that it has the authority to authorise such connection and that doing so does not breach any terms applicable to the Customer's use of that third-party service. Receiptflow is not responsible for the availability, performance, accuracy, or terms of any third-party service, and shall have no liability for any loss arising from interruption to, or changes in, any third-party service.

4.4 — Changes to Third-Party Services

Receiptflow reserves the right to add, modify, or discontinue any Third-Party Service integration at any time. Where a change to an integration materially affects the Customer's use of the Platform, Receiptflow will use reasonable endeavours to provide at least 30 days' advance notice.

Clause 5 — Subscription, Payment & No-Refund Policy

5.1 — Subscription Fees

Subscription Fees are payable in advance on the applicable billing cycle (monthly or annual). All fees are stated exclusive of VAT, which will be added at the applicable rate where chargeable. The Customer is responsible for ensuring that valid payment details are maintained on their account at all times.

5.2 — No Refunds

Subscription Fees are non-refundable. No refund or credit will be issued for any portion of a Subscription period already commenced, whether on cancellation, downgrade, non-use, or for any other reason, except where Receiptflow has materially breached this Agreement. For the avoidance of doubt: cancellation mid-period results in continued access until the end of the paid period; no partial-period credit is issued.

5.3 — Late Payment

Receiptflow reserves the right to suspend access to the Platform upon 7 days' written notice where fees remain unpaid. Interest on overdue amounts accrues at 4% per annum above the Bank of England base rate, pursuant to the Late Payment of Commercial Debts (Interest) Act 1998.

Clause 6 — Liability Cap & Exclusions

6.1 — Aggregate Cap

Receiptflow's aggregate liability to the Customer under or in connection with this Agreement (whether in contract, tort, breach of statutory duty, or otherwise) shall not exceed the total Subscription Fees paid by the Customer in the 12 months immediately preceding the event giving rise to the claim.

6.2 — Consequential Loss Exclusion

To the fullest extent permitted by law, Receiptflow excludes all liability for: loss of profits; loss of revenue; loss of business; loss of anticipated savings; loss of goodwill; loss of data (save as expressly provided in the Data Processing Agreement); and indirect or consequential loss of any kind, whether or not such loss was foreseeable or Receiptflow had been advised of its possibility.

Clause 7 — Termination & Data Return

7.1 Either party may terminate this Agreement on written notice if the other party commits a material breach and fails to remedy it within 30 days of written notice. Receiptflow may terminate immediately on written notice where the Customer breaches Clause 2.2 (Restrictions), uses the Platform other than for business purposes, or where continued provision of service would expose Receiptflow to legal or regulatory risk.

7.2 — Post-Termination Data Window

Following expiry or termination of this Agreement, Customer Data shall remain accessible within the Platform for export for a period of 30 calendar days ("Export Window"). Customer Data is available for export in CSV and JSON formats. Following the Export Window, Customer Data shall be permanently deleted from live systems within 14 days and from backup systems within 90 days. A written confirmation of deletion is available upon written request submitted during the Export Window.

Clause 8 — Governing Law & Dispute Resolution

8.1 This Agreement is governed by and construed in accordance with the laws of England and Wales. The parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales in respect of any dispute arising out of or in connection with this Agreement.

8.2 Before commencing proceedings, the parties agree to attempt to resolve any dispute by good-faith negotiation for a period of 30 days from written notice of the dispute.

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