Terms of Service

1. Company Information & Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("User", "you", or "your") and Readyfile Ltd ("Readyfile", "we", "us", or "our").

Readyfile Ltd is a company registered in England and Wales under Company Registration № 15186469. Our registered office is located at 7 Irk Vale Drive, Manchester, OL1 2TW, United Kingdom.

By accessing or using readyfile.co, app.readyfile.co, or any associated subdomains, applications, or services, you confirm that you have read, understood, and agree to be bound by these Terms, along with our Privacy Policy. If you do not agree, you must not use our services.

2. Description of Services & Account Capacity Limits

Readyfile provides web-based software tools, automated optical character recognition (OCR) data extraction services, drive document storage, and reporting functionality for accounting professionals, bookkeepers, and businesses.

• Core Functionality: Readyfile allows users to create client profiles (using custom references and aliases), upload bank statements and invoices, view and edit extracted document data within the Drive interface, and generate consolidated reports.
• Default Client Capacity: Accounts are provisioned with a default system limit permitting up to 50 clients. Requests to increase this limit can be submitted by contacting support@readyfile.co or utilizing the in-app contact form.
• Service Modifications: We reserve the right to modify, enhance, or adjust system features, tariffs, or software functionality at any time to improve system performance, security, or service quality.

3. Account Registration & Security

To access our software, you must create an account at app.readyfile.co and supply complete, accurate business details.

• Account Credentials: You are strictly responsible for maintaining the confidentiality of your login credentials and preventing unauthorized access to your account.
• Activity Responsibility: All activities occurring under your user account remain your legal responsibility. You agree to notify us immediately at support@readyfile.co if you suspect any security breach or unauthorized account access.

4. Payment Terms, Tariffs & Discretionary Refund Policy

Readyfile operates on an advance pre-payment top-up model.

1. Pre-Paid Credit Model: Services are billed against your available account top-up balance on a pay-as-you-use basis. You must maintain a positive pre-paid balance to consume software services.
2. Tariff Pricing & Modifications: Default rates are displayed in your in-app "Billing" portal. Rates are correct as of 08 August 2026 (e.g., 2p per scanned invoice page, 3p per scanned bank statement page, 12p per GB-month for Drive storage, with £0 monthly maintenance fee).
   • Price Increases: We reserve the right to increase service tariffs at any time by providing at least 30 calendar days' advance notice via email or in-app announcement.
   • Price Decreases: Tariff reductions or promotional fee decreases may take effect immediately without prior notice.
3. Payment Methods: Top-ups can be made via credit/debit card (Visa or Mastercard at minimum) or UK bank transfer in British Pounds Sterling (GBP £).
   Mandatory 5-Character Bank Reference: Bank transfers must explicitly include the pre-specified 5-character reference provided in your Billing portal. Transfers received without this exact reference will experience processing delays in crediting your account.
4. Discretionary Refund Policy & Digital Goods Notice:
   • All top-up purchases and account credits are non-refundable. Any refund, credit return, or adjustment is granted strictly at the sole and absolute discretion of Readyfile Ltd.
   • Digital Goods Acknowledgment: As Readyfile provides immediate automated access to digital software, server processing power, and digital infrastructure (and as services are provided primarily in a business-to-business capacity), statutory consumer cooling-off or cancellation rights do not apply once account credit is added or processing services are initiated.
   • Purchased credit does not expire while Readyfile Ltd remains solvent.

5. Data Protection & Roles (Data Processor vs. Controller)

Both parties agree to comply with applicable UK Data Protection Legislation (including the UK GDPR and Data Protection Act 2018).

• Readyfile as Data Controller: Readyfile acts as Data Controller for your primary account metadata, user contact details, billing records, and system usage logs.
• Readyfile as Data Processor: Readyfile acts strictly as a Data Processor with respect to any client records, bank statements, invoices, or end-customer data that you upload into our applications. You remain the legal Data Controller for your clients' information.
• Data Controller Warranties: As Data Controller, you warrant that you have obtained all necessary consents, legal permissions, and notices required to upload your clients' personal data to Readyfile, and that you have supplied your clients with your own comprehensive privacy notice.
• Server Location & Retention: All data is hosted on secure servers located physically in London, United Kingdom. Billing invoices and transaction records are retained for a statutory period of 10 years to comply with accounting standards and UK tax law.

6. Artificial Intelligence, Document Processing & Turnaround Times

Our document recognition and automated data extraction features utilize Artificial Intelligence (AI) and Optical Character Recognition (OCR) technology.

• AI Sub-processor: Data extraction features are powered by API integrations with OpenAI.
• Model Training Opt-Out: All client data, bank statements, and invoice documents processed via OpenAI APIs are strictly opted out of AI model training. Neither Readyfile nor OpenAI uses your uploaded documents or client data to train, fine-tune, or develop AI models.
• Processing Turnaround Times: While the majority of uploaded documents are extracted and returned within a few minutes, document processing times depend on system load, file complexity, and queue volume. In worst-case scenarios (e.g., severe server queue backlogs or third-party API bottlenecks), document extraction and return may take up to 48 to 50 hours.
• Verification Duty: AI data extraction is designed as an assistant tool, not a substitute for professional human oversight. You acknowledge that source documents may occasionally produce extraction errors due to scan quality, handwriting, or formatting variations. You retain sole responsibility for reviewing, editing, and verifying all extracted data prior to finalized reporting or tax submission.

7. Acceptable Use & Platform Rules

When utilizing our platform, you agree that you will not:

• Upload or process illegal, fraudulent, defamatory, or infringing content.
• Attempt to reverse engineer, decompile, or extract the source code or underlying architecture of Readyfile software.
• Bypass rate limits, security controls, or attempt unauthorized access to another user's client data.
• Use automated scripts, bots, or scrapers to overload, probe, or abuse platform infrastructure.

8. Accounting & Tax Disclaimer (Not Professional Advice)

Readyfile Ltd provides automated software and data-processing tools only. Readyfile Ltd is not a chartered accountancy firm, audit provider, or tax advisory service.

• The output, reports, calculations, and consolidated summaries generated by the platform do not constitute formal legal, accounting, tax, or financial advice.
• You remain fully responsible for verifying the mathematical accuracy, tax compliance, and legal validity of all reports and financial entries before submitting them to HMRC, Companies House, statutory bodies, or third parties.

9. Intellectual Property Rights

All intellectual property rights, trademarks, platform software, source code, logos, domain names, UI designs, and database structures remain the exclusive property of Readyfile Ltd and its licensors. Your account grants you a non-exclusive, non-transferable, revocable license to access and use the software solely for your internal business operations in accordance with these Terms.

10. Limitation of Liability & Disclaimers

• "As Is" Provision: Readyfile software is provided on an "as is" and "as available" basis without warranties of any kind, whether express or implied, including fitness for a particular accounting purpose.
• Financial Liability Cap: To the maximum extent permitted by law, Readyfile Ltd's total aggregate liability arising out of or related to your use of the platform shall not exceed the total fees paid by you to Readyfile Ltd in the twelve (12) months preceding the event giving rise to liability.
• Consequential Loss Exclusion: Readyfile Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, lost revenue, tax penalties, or business interruption resulting from user error, document misinterpretation, processing delays within the 48–50 hour worst-case window, or unverified AI outputs.

11. Indemnification

You agree to defend, indemnify, and hold harmless Readyfile Ltd, its officers, directors, employees, and agents from and against any third-party claims, liabilities, losses, costs, or expenses (including legal fees) arising from:

• Your breach of these Terms or applicable UK data protection laws.
• Any claim brought by your clients, end-users, or HMRC relating to data uploaded, processed, or filed using Readyfile tools.
• Your infringement of any third-party intellectual property or privacy rights.

12. Service Availability, Maintenance & Force Majeure

• Availability Target: We strive to maintain high availability for our cloud application. However, we do not guarantee uninterrupted or error-free continuous operation.
• Scheduled Maintenance: We may occasionally suspend access to perform necessary security patches, server updates, or system upgrades. Where practical, maintenance will be scheduled during off-peak hours.
• Force Majeure: Readyfile Ltd shall not be liable for any failure or delay in performance caused by events beyond our reasonable control, including severe weather, cyberattacks, failure of third-party cloud infrastructure (e.g., AWS/OpenAI outages), internet service provider failures, or governmental actions.

13. Termination & Unused Credits

• Termination by You: You may stop using the platform at any time.
• Suspension or Termination by Readyfile: We reserve the right to suspend or terminate account access immediately, without prior notice, if you breach these Terms, engage in fraudulent activity, file unreasonable payment chargebacks, or misuse platform infrastructure.
• Forfeiture on Breach: If your account is terminated due to a material breach of these Terms or fraudulent activity, any unconsumed account top-up credits shall be forfeited to cover administrative costs and damages.

14. Product-Specific Terms (NotesBytes & Almonzo)

Readyfile Ltd operates distinct application offerings with dedicated policies:

• NotesBytes: Governed by standalone terms available at notesbytes.com.
• Almonzo: Governed by direct charity agreements provided to participating organization representatives upon account provisioning.

15. Governing Law & Jurisdiction

These Terms, their subject matter, and their formation are governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

16. Contact Information

If you have any questions regarding these Terms of Service or require support, please reach out to us: