Terms of Service

1. Agreement to Terms

By accessing or using the Book Keeps mobile application and web platform (the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree, do not use the Service.

These Terms constitute a legally binding agreement between you ("User", "you") and Book Keeps ("we", "us", "our"). We may update these Terms from time to time; material changes will be communicated via email or in-app notification at least 14 days in advance.

2. Description of Service

Book Keeps is a bookkeeping platform designed for Australian GST-registered small businesses. The Service includes:

• Income and expense tracking with GST calculations
• AI-powered receipt scanning and data extraction (OCR)
• Invoice creation, delivery, and payment tracking
• Bank feed imports and automatic transaction categorisation
• BAS preparation tools and GST position reporting
• AI bookkeeping assistant for natural language queries
• Cash flow forecasting and business health analytics
• Weekly business digest notifications
• Accountant pack exports and full data backups
• Email-based receipt and document processing

3. Account Registration and Security

3.1 Eligibility

You must be at least 18 years of age and legally capable of entering into binding contracts under Australian law. By registering, you represent that the information you provide is accurate and complete.

3.2 Account Security

• You are responsible for maintaining the confidentiality of your login credentials
• You must notify us immediately of any unauthorised use of your account
• We strongly recommend enabling two-factor authentication (TOTP)
• You are responsible for all activity that occurs under your account

3.3 Business Information

You are responsible for ensuring your business details (including ABN and GST registration status) are accurate. Incorrect business information may result in inaccurate GST calculations and reports.

4. Subscription Plans and Billing

4.1 Plans

Book Keeps offers the following subscription tiers:

• Starter (Free): Core bookkeeping features with limited monthly OCR scans and transaction imports
• Pro: Unlimited OCR, bank feeds, AI assistant, weekly closeout, accountant pack exports, and priority support
• Admin Pro: All Pro features with additional administrative capabilities

4.2 Usage Limits

Free-tier accounts are subject to monthly usage limits on OCR scans, invoice creation, transaction imports, and exports. Usage resets on the first of each calendar month. Exceeding limits requires upgrading to a paid plan.

4.3 Payment

• Paid subscriptions are billed monthly or annually in advance in Australian Dollars (AUD)
• All prices are inclusive of GST where applicable
• Payment is processed through our payment provider; we do not store your credit card details

4.4 Cancellation and Refunds

• You may cancel your subscription at any time via account settings
• Cancellation takes effect at the end of your current billing period
• No prorated refunds are provided for partial billing periods
• After cancellation, your account reverts to the free tier — your data is retained but usage-limited features may become unavailable

5. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose, including tax evasion or fraud
• Upload malicious content, viruses, or code designed to disrupt the Service
• Attempt to gain unauthorised access to other users' accounts or our systems
• Reverse-engineer, decompile, or disassemble any part of the Service
• Use automated scripts, bots, or scrapers to access the Service without permission
• Resell, sublicense, or redistribute the Service to third parties
• Impersonate another person or entity
• Exceed reasonable usage patterns that may degrade the Service for other users

We reserve the right to suspend or terminate accounts that violate these terms without prior notice.

6. Your Data

6.1 Ownership

You retain full ownership of all financial data, documents, and records you input into the Service. We do not claim any intellectual property rights over your content.

6.2 Licence to Us

By using the Service, you grant us a limited, non-exclusive licence to process, store, and display your data solely for the purpose of providing and improving the Service. This includes processing data through AI features such as OCR, auto-categorisation, and the bookkeeping assistant.

6.3 Data Portability

You can export your data at any time using:

• Accountant Pack: A ZIP file containing transactions, receipts, invoices, GST summary, and closeout history
• Full Backup: A complete export of all your data in standard formats
• CSV Exports: Individual transaction and report exports

6.4 Data Deletion

You may delete your account at any time. Upon deletion, we will remove your data within 30 days, subject to any legal retention obligations (see our Privacy Policy for details).

7. AI Features and Limitations

7.1 Nature of AI Outputs

Book Keeps uses artificial intelligence for receipt scanning, auto-categorisation, cash flow forecasting, business health scoring, and the bookkeeping assistant. You acknowledge that:

• AI outputs are automated suggestions and may contain errors
• You are responsible for reviewing and verifying all AI-generated data before relying on it
• AI features do not constitute financial, tax, or legal advice
• Cash flow forecasts are based on historical patterns and are inherently uncertain
• The business health score is an indicative metric, not a professional assessment

7.2 Human Oversight

All AI features are designed with human oversight. No AI action is irrevocable — you can always review, edit, or reject AI suggestions. We recommend reviewing OCR-extracted data and auto-categorised transactions regularly.

7.3 AI Data Usage

Per-business AI learning (e.g., categorisation patterns) is isolated to your account and is not used to train models for other users. See our Privacy Policy for details on how AI processes your data.

8. Bank Feed Connections

If you connect a bank account for automatic transaction imports:

• Bank connections are facilitated through our authorised third-party provider (Basiq), which is regulated under Australian financial services laws
• You authorise us to retrieve transaction data from your connected accounts
• We access transaction data in read-only mode — we cannot initiate payments or transfers
• Bank connection credentials are encrypted and stored securely
• You can disconnect your bank at any time via account settings
• We are not responsible for delays or errors in bank feed data caused by your financial institution or our banking data provider

9. Intellectual Property

The Service, including its design, code, features, logos, and documentation, is owned by Book Keeps and protected by Australian and international intellectual property laws. You may not copy, modify, distribute, or create derivative works from any part of the Service.

The "Book Keeps" name and logo are trademarks of Book Keeps. You may not use them without our prior written consent.

10. Disclaimer of Warranties

Without limiting the above:

• We do not warrant that the Service will be uninterrupted, error-free, or completely secure
• We do not guarantee the accuracy of AI-generated outputs, including OCR results, auto-categorisation, forecasts, or assistant responses
• We do not warrant that GST calculations will be correct in all circumstances — you are responsible for verifying your BAS figures
• We do not provide financial, tax, accounting, or legal advice — the Service is a bookkeeping tool, not a substitute for professional advice

11. Limitation of Liability

We are not liable for:

• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, business opportunities, or goodwill
• Errors in GST calculations, BAS preparation, or other financial reports resulting from incorrect input data or AI inaccuracies
• Tax penalties or interest imposed by the ATO arising from reliance on the Service
• Actions taken based on AI assistant responses or forecasts
• Losses resulting from unauthorised access to your account due to your failure to maintain credential security

Nothing in these Terms excludes or limits liability that cannot be excluded under Australian Consumer Law, including liability for personal injury, fraud, or guarantees that cannot be excluded.

12. Indemnification

You agree to indemnify and hold harmless Book Keeps, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any applicable law or regulation
• Any financial data or content you input into the Service

13. Service Availability and Modifications

• We aim for high availability but do not guarantee 100% uptime
• We may perform maintenance that temporarily makes the Service unavailable, with reasonable advance notice where possible
• We reserve the right to modify, suspend, or discontinue any feature of the Service with 30 days' notice
• If we discontinue the Service entirely, we will provide at least 90 days' notice and assist with data export

14. Termination

14.1 By You

You may terminate your account at any time by deleting your account through the app settings. We recommend exporting your data using the Full Backup feature before deletion.

14.2 By Us

We may suspend or terminate your account if:

• You materially breach these Terms
• Your account is used for fraudulent or illegal activity
• Your account has been inactive for 24 consecutive months (with prior notice)
• Required to do so by law or regulatory order

14.3 Effect of Termination

Upon termination, your right to use the Service ceases immediately. Sections relating to intellectual property, limitation of liability, indemnification, and governing law survive termination.

15. Governing Law and Disputes

These Terms are governed by the laws of the State of New South Wales, Australia. Any disputes arising from these Terms or your use of the Service will be subject to the exclusive jurisdiction of the courts of New South Wales.

Before initiating legal proceedings, both parties agree to attempt resolution through good-faith negotiation for a period of at least 30 days.

16. General Provisions

• Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and Book Keeps regarding the Service
• Severability: If any provision of these Terms is found invalid or unenforceable, the remaining provisions remain in full effect
• Waiver: Our failure to enforce any right or provision does not constitute a waiver of that right or provision
• Assignment: You may not assign your rights under these Terms without our consent. We may assign our rights without restriction
• Force Majeure: We are not liable for delays or failures caused by events beyond our reasonable control, including natural disasters, internet outages, or government actions

17. Contact Us

For questions about these Terms: