Terms of Service — FinBaze Limited

Version: 2026-09-21
Effective date: 21 September 2026
Governing law: England and Wales
Contracting and billing party: FinBaze Limited (company number 16303685)
Language: English is authoritative. A Dutch courtesy translation is available at terms-of-service.nl.md. If the translations conflict, the English version prevails.

These Terms of Service (Terms) govern access to and use of the FinBaze software platform and related services supplied by FinBaze Limited, a company incorporated in England and Wales with company number 16303685 and registered office at 61 Bridge Street, Kington HR5 3DJ, United Kingdom (FinBaze, we, us, our).

By creating an account, starting a trial or subscription, accepting an Order Form, or using the Service, you agree to the Agreement on behalf of the business or organisation you represent (Customer, you, your). You confirm that you have authority to bind that business or organisation.

The Service is for business use only. You must not use the Service as a consumer acting wholly or mainly outside your trade, business, craft or profession. If you are an EU or Netherlands customer contracting with FinBaze B.V., the FinBaze B.V. terms apply instead.

1. Definitions

In the Agreement:

Account means the Customer account used to access the Service.

AI Addendum means the AI & Acceptable Use Addendum.

Agreement means these Terms together with the documents listed in clause 2.2 that apply to the Customer.

Authorised User means an individual whom the Customer permits to use the Service under its Account, including its employees, contractors and advisers.

Customer Data means data, content and materials submitted to or processed through the Service by or for the Customer, including bookkeeping records, invoices, bank and payment data, messages and integration data. Customer Data does not include the Service, Documentation, usage statistics that do not identify the Customer or any person, or other FinBaze materials.

DPA means the FinBaze data processing agreement available at /privacy/dpa.

Documentation means the user guides, help materials and product descriptions that FinBaze makes available for the Service.

Order Form means a written or electronic order, quote, statement of work or other custom agreement accepted by FinBaze and the Customer that refers to the Service or these Terms.

Privacy Policy means the FinBaze privacy policy at /privacy.

Schedule means a schedule that applies to a particular Customer type or Service, including the Bookkeepers Schedule and Enterprise Schedule.

Service means the FinBaze bookkeeping and finance operations software, including its web and mobile applications, integrations, automation, artificial intelligence features, filing assistance and related support, in each case as included in the Customer's plan or Order Form.

Subscription means the Customer's right to use the Service during a trial, paid subscription or other agreed access period.

Third-Party Service means a product, network or service supplied by someone other than FinBaze that connects to, supports or is used with the Service, such as a bank, open-banking provider, payment provider, ecommerce platform, messaging service, artificial intelligence provider, app store or government gateway.

References to “including” or “for example” do not limit the words that precede them. Headings do not affect interpretation.

2. The Agreement

2.1 These Terms apply to the Customer's use of the Service. The Customer's own purchasing or other standard terms do not apply unless FinBaze expressly accepts them in writing.

2.2 The Agreement may also include:

• an Order Form;
• the DPA, where FinBaze processes personal data for the Customer;
• the AI Addendum;
• the Bookkeepers Schedule, for bookkeeping firms;
• the Enterprise Schedule, for Enterprise arrangements; and
• plan, feature, usage and price information shown at checkout and recorded when the Customer subscribes.

2.3 If documents in the Agreement conflict, the following order applies:

1. the Order Form;
2. the DPA, for personal data processing matters;
3. the AI Addendum;
4. the applicable Schedules;
5. these Terms; and
6. the Privacy Policy, which is informational except where the Agreement expressly states otherwise.

2.4 FinBaze may update these Terms. We will give existing Customers reasonable notice of material changes, normally by email or through the Service, before they take effect. We may make a change immediately where necessary to comply with law or address an urgent security, fraud or abuse risk. If the Customer does not agree to a material change, it may cancel before the change takes effect, subject to any minimum term in an applicable Schedule or Order Form. Continued use after the effective date means acceptance of the updated Terms.

2.5 Marketing pages, demonstrations and feature comparisons are illustrative. Only features and limits included in the Customer's active plan at checkout or in an Order Form form part of the purchased Service.

3. The Service

3.1 FinBaze provides software that assists Customers with bookkeeping and related finance operations. Depending on the Customer's plan and configuration, the Service may include:

• bookkeeping, journals, reporting, quotes, invoices, credit notes and document processing;
• automated data extraction, suggested entries, matching and reconciliation;
• customer and supplier administration;
• bank connections and bank statement imports;
• ecommerce and payment-provider integrations;
• artificial intelligence assisted features;
• tax preparation and electronic filing assistance;
• mobile applications; and
• other features described at checkout or in an Order Form.

3.2 FinBaze grants the Customer a limited, non-exclusive, non-transferable and non-sublicensable right during its Subscription to allow its Authorised Users to access and use the Service for the Customer's internal business purposes, within the limits of its plan and the Agreement.

3.3 We will provide the Service with reasonable skill and care. Unless an Order Form expressly states otherwise, the Service does not include an uptime guarantee, service credits or a guarantee that any particular result will be achieved.

3.4 The Service may change as we improve it, respond to law or security risks, or adapt to Third-Party Services. We will not materially reduce the core functionality of a paid plan during its current billing period without reasonable notice, except where a change is required by law, security needs or a Third-Party Service outside our reasonable control.

3.5 Features identified as beta, preview, early access or experimental may be changed or withdrawn at any time and are provided as available. The Customer should not rely on them for critical business processes.

4. Accounting, tax and filing responsibilities

4.1 FinBaze supplies software assistance. We are not the Customer's accountant, auditor, tax adviser or lawyer and do not provide professional advice unless a separate written engagement expressly says otherwise.

4.2 UK HMRC and Making Tax Digital filing capabilities are available where enabled for the Customer's plan. These capabilities help prepare or transmit information to HMRC; they do not transfer the Customer's legal responsibilities to FinBaze.

4.3 The Customer remains responsible for:

• keeping complete and accurate records;
• checking transactions, suggested entries, calculations, returns and other outputs;
• choosing the correct accounting and tax treatment;
• authorising each submission;
• filing complete and accurate returns by the applicable deadlines;
• paying taxes and other amounts when due; and
• keeping evidence of acceptance or rejection by HMRC or another authority.

4.4 FinBaze does not guarantee that HMRC or another authority will accept a filing, that a connection will be continuously available, or that use of the Service will by itself satisfy the Customer's legal obligations. The Customer must maintain a reasonable alternative process for time-critical filings.

4.5 Outputs from automation, data extraction and artificial intelligence may be inaccurate, incomplete or outdated. The Customer must review them before relying on them for accounting, tax, payment, filing or other material decisions.

5. Accounts and Customer responsibilities

5.1 The Customer must provide accurate business, tax, billing and contact information and keep it up to date.

5.2 The Customer is responsible for:

• all activity by its Authorised Users;
• deciding who may access the Account and what permissions they receive;
• promptly removing access when it is no longer required;
• keeping passwords and other access credentials secure; and
• notifying FinBaze promptly at info@finbaze.com of suspected unauthorised access or a security incident affecting the Account.

5.3 Actions taken by an Authorised User within their permissions bind the Customer, including connecting a Third-Party Service, approving an entry, enabling an automated process or submitting a filing.

5.4 The Customer is responsible for the legality, accuracy and quality of Customer Data and its instructions. It confirms that it has all rights, permissions and lawful grounds needed for FinBaze to process Customer Data and connect to each Third-Party Service that it enables.

5.5 The Customer must maintain its own appropriate business continuity arrangements and copies of records that it is legally required to retain. The Service is not a substitute for the Customer's statutory record-keeping duties.

5.6 Use of a FinBaze mobile application is governed by these Terms. The Customer may also have a separate agreement with the relevant app store; the app store's terms govern the Customer's relationship with that store, while these Terms govern the Customer's relationship with FinBaze.

6. Plans, trials, fees and payment

6.1 The features, limits, currency, billing period and prices for a self-service Subscription are only those shown at checkout when the Customer subscribes. An Order Form controls custom arrangements. Prices elsewhere, including marketing comparisons or older price lists, do not apply.

6.2 Automated purchase-invoice processing and AI letter extraction may incur usage charges beyond the quantities included in the Customer's plan. Those charges are billed with the Subscription. Current allowances, band fees and per-file rates are those on the current price list, pricing page or checkout; these Terms do not hard-code unit prices.

6.3 FinBaze Limited is both the contracting party and billing party for Customers under these UK Terms. The Customer authorises FinBaze Limited and its payment processor to charge the payment method provided for all fees when due. We may issue invoices and receipts electronically.

6.4 Prices exclude VAT and other applicable taxes unless checkout or the Order Form expressly states otherwise. The Customer must pay applicable taxes on its purchase, except taxes based on FinBaze's net income.

6.5 Standard self-service subscriptions for small and medium-sized businesses include a fourteen (14) day trial. They have no minimum term. Unless checkout states that payment is required immediately, recurring charges begin when the trial ends unless the Customer cancels before then.

6.6 Bookkeeping firm subscriptions do not include a free trial and have a twelve (12) month minimum term, as further described in the Bookkeepers Schedule.

6.7 A Customer cannot start a new Subscription on the Free plan. The Free plan is available only where the Service offers it as a downgrade from an existing plan. Its features and limits are those shown when the Customer downgrades.

6.8 Subject to any minimum term, the Customer may cancel through the Service. Cancellation stops future renewal charges. Access continues until the date shown in the customer portal, which is usually the end of the current billing period. The Customer should check and retain that date. Unless required by law or expressly agreed in an Order Form, fees already paid are not refundable. The credit on an upgrade under clause 6.13 reduces the new invoice and is not a repayment of the prior invoice.

6.9 FinBaze may change prices by giving reasonable advance notice. In addition, FinBaze may apply annual price indexation with effect from 1 January each year, also on reasonable advance notice. A change will apply from the date stated in the notice or, where stated, from the Customer's next renewal or billing period. The Customer may cancel before the change takes effect if no minimum term applies.

6.10 The Customer must pay fees without set-off, counterclaim or deduction, except where the law requires otherwise.

6.11 If payment is late or a payment method fails, FinBaze may retry collection and suspend or restrict the Service until all overdue amounts are paid. This does not limit our right to terminate under clause 14.

6.12 Enterprise is available only through a custom deal. Enterprise fees, term, renewal, included usage and services are set out exclusively in an Order Form and the Enterprise Schedule. The Customer may link its affiliates to an Enterprise environment without a separate agreement for each affiliate, as described in the Enterprise Schedule, but the Customer remains responsible for their use unless the Order Form states otherwise.

6.13 Plan changes. The Customer may change a public self-service plan in the Service. An upgrade to a higher-priced plan takes effect immediately. FinBaze credits the unused days of the current plan for the rest of the current billing period (inclusive of the change date, UTC) and invoices those same days at the new plan price. FinBaze may charge the difference, plus applicable VAT, to the payment method on file. That credit is applied to the new invoice. It is not a cash refund. A move to an equal or lower price takes effect for access immediately. The fee already invoiced for the current billing period is not reduced or credited. The lower fee applies from the next billing period that has not yet been invoiced. Usage charges already on the current invoice (extra bank accounts, AI, payroll) are not part of the plan-change credit. If the current period has not been invoiced yet, including during the trial, only the plan price changes. There is no mid-period credit or extra invoice.

7. Acceptable use

7.1 The Customer must not, and must not allow anyone else to:

• use the Service unlawfully, fraudulently or to infringe another person's rights;
• submit illegal, harmful, deceptive, defamatory or discriminatory content;
• upload malware or disrupt, damage or overload the Service;
• test the security of the Service without FinBaze's prior written permission;
• bypass access, usage, plan or billing limits;
• gain or attempt to gain unauthorised access to data, accounts or systems;
• reverse engineer or copy the Service except to the limited extent the law does not allow that restriction;
• send unlawful unsolicited communications;
• resell or white-label the Service unless an applicable Schedule or Order Form expressly allows it; or
• use the Service or its output to build or train a competing service using non-public FinBaze materials.

7.2 The AI Addendum contains additional rules for artificial intelligence, automation and other higher-risk uses and forms part of the Agreement.

7.3 FinBaze may investigate suspected misuse and remove or restrict content or access where reasonably necessary to protect the Service, Customers, third parties or FinBaze.

8. Artificial intelligence and automation

8.1 The Service may use artificial intelligence and automation to extract information, suggest entries, match transactions, answer questions and perform actions requested by the Customer.

8.2 The Customer instructs FinBaze to process relevant Customer Data through artificial intelligence features that the Customer enables. FinBaze may use Customer Data to train, evaluate, develop and improve FinBaze's own models and Service, subject to the Privacy Policy, DPA and AI Addendum.

8.3 FinBaze uses third-party artificial intelligence vendors, which may include Anthropic, OpenAI, Google, Amazon and similar providers. Under FinBaze's arrangements with these providers, they do not use Customer Data submitted by FinBaze to train their general models. They may process and retain data as needed to provide and secure their services under those arrangements and as described in the Privacy Policy and DPA.

8.4 Artificial intelligence and automation outputs are probabilistic and may be wrong. The Customer must use appropriate human review and must not represent an output as verified by FinBaze.

8.5 FinBaze may keep logs of artificial intelligence and automation interactions to provide, secure, monitor and improve the Service, in accordance with the Privacy Policy and DPA.

9. Third-Party Services and payments

9.1 The Customer may choose to connect Third-Party Services. By doing so, the Customer instructs FinBaze to exchange Customer Data with them as reasonably necessary to operate the connection.

9.2 Third-Party Services are controlled by their providers and may be subject to separate terms, charges and privacy notices. FinBaze is not responsible for their availability, accuracy, security, acts, omissions or changes, except to the extent the law does not allow that exclusion.

9.3 A provider may restrict or end the Customer's or FinBaze's access to its service. FinBaze may consequently restrict or end the affected integration and is not required to continue a feature that depends on unavailable third-party access.

9.4 FinBaze may enable payment links or connections to the Customer's payment provider. FinBaze is not the Customer's payment service provider, merchant of record or contracting party for checkout transactions between the Customer and its end customers. The Customer remains responsible for those transactions, refunds, disputes, fees, taxes and compliance.

10. Customer Data and data protection

10.1 As between the parties, the Customer retains its rights in Customer Data.

10.2 The Customer grants FinBaze a worldwide, non-exclusive right during the Agreement and any applicable retention period to host, copy, use, transmit, display, modify and otherwise process Customer Data as reasonably necessary to:

• provide, support, secure and maintain the Service;
• follow the Customer's instructions;
• prevent fraud, misuse and security incidents;
• train, evaluate, develop and improve FinBaze's own models and Service as described in clause 8;
• comply with law; and
• exercise FinBaze's rights under the Agreement.

10.3 Where FinBaze processes personal data in Customer Data on the Customer's behalf, the Customer is normally the controller and FinBaze is the processor. The DPA applies to that processing. FinBaze may act as controller for account, billing, security, communications and website data as explained in the Privacy Policy.

10.4 The Customer must provide all required privacy information and have a lawful basis for processing personal data through the Service, including through integrations, messaging, filing and artificial intelligence features.

10.5 FinBaze's sub-processors are identified or described in the Privacy Policy and DPA. The DPA governs sub-processor notice and objection rights where applicable.

10.6 FinBaze may create and use aggregated or anonymised information that does not identify the Customer or any individual to operate, analyse and improve its services and for lawful business purposes.

11. Intellectual property

11.1 FinBaze and its licensors own all intellectual property rights in the Service, Documentation, brands, designs, templates, models and other FinBaze materials. The Agreement does not transfer ownership of them to the Customer.

11.2 The Customer may provide feedback. FinBaze may use and incorporate that feedback without restriction or payment, provided it does not identify the Customer or disclose Customer confidential information publicly without permission.

11.3 The Customer may use FinBaze's name and logo only as permitted by FinBaze's published brand guidance or prior written approval.

12. Confidentiality

12.1 Each party must protect the other party's confidential information using at least reasonable care and use it only to perform or exercise rights under the Agreement.

12.2 Confidential information does not include information that:

• is public other than through a breach of the Agreement;
• was already lawfully known without a duty of confidence;
• is independently developed without using the other party's confidential information; or
• is lawfully received from a third party without a duty of confidence.

12.3 A party may disclose confidential information to its employees, affiliates, subcontractors and professional advisers who need it and are subject to confidentiality duties, or where required by law. Where legally permitted, it will give the other party advance notice of a legally required disclosure.

12.4 This clause continues for three (3) years after the Agreement ends and, for trade secrets, for as long as they remain trade secrets.

13. Warranties and disclaimers

13.1 Each party confirms that it has authority to enter into the Agreement.

13.2 FinBaze will use reasonable skill and care in providing the Service.

13.3 Except as expressly stated in the Agreement and to the fullest extent permitted by law, the Service is provided “as is” and “as available”. FinBaze does not guarantee that it will be uninterrupted or error-free, that Customer Data or Third-Party Service data is accurate, or that the Service is suitable for a particular purpose.

13.4 Terms implied by law are excluded to the fullest extent permitted for a business-to-business contract.

14. Suspension and termination

14.1 The Agreement starts when the Customer first accepts it or uses the Service and continues until all Subscriptions have ended.

14.2 FinBaze may suspend all or part of the Service immediately where reasonably necessary because of:

• suspected fraud, abuse or a security risk;
• illegal content or unlawful use;
• a ban, restriction or instruction imposed by a bank, payment provider, government authority or other essential Third-Party Service;
• non-payment;
• a material breach of the Agreement; or
• a legal or regulatory requirement.

Where reasonably possible, we will notify the Customer and explain what is needed to restore access.

14.3 Either party may terminate the Agreement if the other party materially breaches it and, where the breach can be remedied, does not remedy it within thirty (30) days after written notice.

14.4 FinBaze may terminate immediately for fraud, abuse, illegal content or unlawful use; prolonged non-payment; a bank or essential provider ban that makes continued service impracticable; or if the Customer becomes insolvent, enters administration or liquidation, ceases business, is unable to pay its debts, or is subject to a similar event.

14.5 The Customer may terminate by cancelling as described in clause 6, subject to the twelve (12) month minimum term for bookkeeping firms and any term in an Order Form.

14.6 On cancellation, expiry or termination:

• the Customer's access continues only until the access end date shown in the portal or stated in an Order Form, unless access is suspended or terminated immediately for cause;
• the Customer must export Customer Data while access remains available;
• the Customer's right to use the Service ends when access ends;
• unpaid and accrued fees remain due; and
• Customer Data is retained and deleted in accordance with the Privacy Policy and DPA.

After Customer Data is marked for deletion or access ends, it is generally permanently deleted within no more than one (1) year, subject to legal retention duties, security needs, dispute preservation and the operation of backups as described in the Privacy Policy and DPA.

14.7 FinBaze does not provide a deletion certificate or assisted migration as standard. Any such service applies only if an Order Form says so.

14.8 Clauses which by their nature should continue after termination remain in force, including clauses 8 and 10 to the extent needed for retained data, and clauses 11 to 18.

15. Liability

15.1 Nothing in the Agreement excludes or limits either party's liability for:

• death or personal injury caused by its negligence;
• fraud or fraudulent misrepresentation;
• breach of any obligation that cannot lawfully be limited or excluded; or
• any other liability that cannot lawfully be limited or excluded.

15.2 Subject to clause 15.1, FinBaze is not liable for:

• loss of profit, revenue, anticipated savings, business, opportunity or goodwill;
• business interruption;
• loss, corruption or restoration of data;
• loss arising from Customer Data, Customer instructions or the Customer's failure to review an output;
• loss arising from a Third-Party Service, authority rejection, missed filing deadline, tax, penalty, interest or assessment; or
• indirect or consequential loss.

15.3 Subject to clause 15.1, FinBaze's total aggregate liability arising out of or in connection with the Agreement, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the total fees actually paid by the Customer to FinBaze for the Service in the two (2) months preceding the claim.

15.4 During a free trial, Free plan or any other period for which the Customer has paid no fees to FinBaze, FinBaze has no liability to the Customer to the fullest extent permitted by law, subject always to clause 15.1.

15.5 The limitations in this clause apply to the fullest extent permitted by law and reflect the fees charged, the nature of software assistance, and the Customer's responsibility to review outputs and maintain appropriate records and continuity arrangements.

16. Indemnity

16.1 The Customer will indemnify FinBaze against third-party claims, losses, damages and reasonable costs arising from:

• Customer Data or the Customer's instructions;
• the Customer's breach of the Agreement or law;
• the Customer's accounting, tax, filing, payment or professional services; or
• the Customer's relationship or transactions with its own customers or Third-Party Services,

except to the extent the claim was caused by FinBaze's breach of the Agreement, negligence, fraud or wilful misconduct.

17. Governing law and courts

17.1 The Agreement and any dispute or claim arising out of or in connection with it, including non-contractual disputes and claims, are governed by the laws of England and Wales.

17.2 The courts of England and Wales have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with the Agreement.

18. General

18.1 Notices. Formal notices to FinBaze must be sent to info@finbaze.com. We may send notices to the primary email address on the Account or through the Service. Email notices are treated as received on the next business day after sending.

18.2 Assignment. The Customer may not assign or transfer the Agreement without FinBaze's prior written consent. FinBaze may assign it to an affiliate or in connection with a merger, reorganisation or sale of all or substantially all of the relevant business or assets.

18.3 Subcontracting. FinBaze may use subcontractors to perform the Agreement. FinBaze remains responsible for them to the extent required by the Agreement and applicable law.

18.4 Force majeure. Neither party is liable for delay or failure caused by circumstances beyond its reasonable control. This does not excuse the Customer's obligation to pay amounts already due.

18.5 Entire agreement. The Agreement is the entire agreement about the Service and replaces prior discussions, statements and agreements on that subject. Neither party relies on a statement not set out in the Agreement, but nothing limits liability for fraud or fraudulent misrepresentation.

18.6 Severability. If a provision is invalid or unenforceable, it will be adjusted only as much as necessary, and the remaining provisions will continue.

18.7 Waiver. A delay or failure to enforce a right is not a waiver of that or any other right.

18.8 No partnership or agency. The Agreement does not create a partnership, joint venture, employment or agency relationship between the parties.

18.9 Third-party rights. A person who is not a party to the Agreement has no right to enforce it under the Contracts (Rights of Third Parties) Act 1999.

18.10 Contact.

FinBaze Limited
61 Bridge Street
Kington HR5 3DJ
United Kingdom
Company number 16303685
Email: info@finbaze.com