Terms of service

These terms apply when you use Mintyai (the Service). The Service is provided by Metamindz Limited, a company registered in England and Wales (company number 11831397), registered office 71-75 Shelton Street, London, WC2H 9JQ (we, us). By creating an account or using the Service you agree to these terms. If you do not agree, do not use the Service.

1. Business use only

The Service is for business use. By using it you confirm that you are using it for the purposes of your trade, business or profession (including as a sole trader), and not as a consumer. If you accept these terms on behalf of a company or other organisation, you confirm you have authority to bind it, and "you" means that organisation.

2. What the Service does

Mintyai connects to your FreeAgent account, reads receipts and invoices you send it, and uses AI to suggest which bank transaction each one belongs to, together with an explanation, category and VAT rate.

The Service never writes to FreeAgent without your approval. It only creates a bank explanation in FreeAgent after you approve a match. Suggestions are produced by automated systems and may be wrong. You are solely responsible for reviewing every match, explanation, category and VAT rate before you approve it, and for the accuracy of your accounts, tax returns and VAT returns.

The Service does not provide accounting, tax or legal advice.

3. Your responsibilities

You agree to:

• give accurate information when you create your account and keep it up to date;
• keep your password and your personal Mintyai inbox address confidential, and tell us promptly at legal@mintyai.app if you think either has been compromised (you can generate a new inbox address in Settings at any time);
• review all suggestions before approving them;
• only send us documents you are entitled to share, and have a lawful basis under data protection law for any personal data about other people in them;
• comply with all applicable laws, and FreeAgent's own terms, when using the Service.

You must not:

• use the Service for anything unlawful, fraudulent or to process documents you know to be false;
• try to access other users' data or any part of the Service you are not authorised to use, or test its security without our written permission;
• interfere with the Service, overload it, or use automated means to access it other than through features we provide;
• upload malicious files or content designed to manipulate the AI;
• resell or provide the Service to third parties without our written agreement.

4. Accounts, trial and subscriptions

Trial. We may offer a free trial with a limited number of receipt matches. Trial terms can change at any time and end when the allowance is used up or the trial period expires.

Paid plans. Paid plans are billed monthly in advance through Stripe, in pounds sterling. Each plan includes a monthly allowance of receipt matches, which resets at the start of each billing period and does not roll over. Prices are shown on our pricing page. We may change prices on at least 30 days' notice; the new price applies from your next billing period after that.

Cancellation. You can cancel at any time from Settings. Cancellation takes effect at the end of the current billing period and you keep access until then. Fees already paid are not refundable, except where the law requires otherwise.

Late payment. If a payment fails we may suspend processing of new receipts until it is resolved.

5. Your data

Ownership. You keep all rights in the data you put into the Service (Customer Data): receipts, invoices, emails, FreeAgent data and your decisions. You grant us a limited licence to use Customer Data only to provide, secure and support the Service for you.

How we handle personal data. Our privacy policy explains how we use personal data for which we are the controller.

Data processing terms

Customer Data may include personal data about other people (for example, names on invoices). For that personal data, you are the controller and we are your processor, and we will:

1. process it only on your documented instructions, which are these terms and your use of the Service, unless the law requires otherwise (in which case we will tell you unless the law forbids it);
2. ensure that anyone authorised to process it is bound by confidentiality;
3. take appropriate technical and organisational security measures, as described in our privacy policy;
4. only use the sub-processors listed on our sub-processors page, under written contracts with equivalent data protection obligations, and give you notice of new sub-processors by updating that page; you may object by closing your account;
5. help you, taking into account the nature of the processing, to respond to requests from people exercising their data protection rights, and with security, breach notification, impact assessments and consultation with the ICO;
6. notify you without undue delay after becoming aware of a personal data breach affecting Customer Data;
7. delete Customer Data within 90 days after your account closes, unless the law requires us to keep it, and return a copy on request before then;
8. make available the information reasonably needed to demonstrate compliance with these obligations, and allow reasonable audits on reasonable notice, at your cost, no more than once a year unless a breach has occurred.

Where Customer Data is transferred outside the UK, we will do so only with the safeguards UK law requires.

6. Intellectual property

The Service, including its software, design and content, is owned by us or our licensors. These terms do not give you any rights in it other than the right to use the Service as set out here. If you send us feedback, we may use it freely.

7. Third-party services

The Service depends on third-party services, including FreeAgent, OpenAI, Stripe and our hosting providers. Your use of FreeAgent is governed by FreeAgent's terms. We are not responsible for third-party services' availability, accuracy or practices, or for changes they make that affect the Service.

8. Availability and changes

We aim to keep the Service available but do not guarantee it will be uninterrupted or error-free. We may change, improve or withdraw features. If we make a change that materially reduces what a paid plan includes, we will give you reasonable notice and you may cancel.

9. 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 be limited or excluded by law.

Subject to that:

• the Service is provided "as is" and, to the extent permitted by law, we exclude all implied terms, warranties and conditions, including as to accuracy of AI suggestions and fitness for a particular purpose;
• we are not liable for any loss of profit, revenue, business, goodwill or anticipated savings, for any indirect or consequential loss, or for any tax, interest, penalties or professional fees arising from information you approved or filed;
• we are not liable for loss caused by your failure to review suggestions, keep your credentials or inbox address secret, or follow these terms;
• our total liability to you for all claims arising out of or in connection with these terms or the Service, whether in contract, tort (including negligence) or otherwise, is limited to the greater of the fees you paid us in the 12 months before the event giving rise to the claim and £100.

10. Indemnity

You will indemnify us against claims by third parties, and resulting losses, damages and reasonable costs, arising from documents or data you send to the Service in breach of these terms or of anyone's rights, including data protection rights.

11. Suspension and termination

We may suspend or close your account if you materially breach these terms, if payment is overdue, if we reasonably believe your account is being used fraudulently or puts the Service or other users at risk, or if required by law. Where reasonable, we will tell you first and give you a chance to put things right.

You may close your account at any time by emailing legal@mintyai.app. On closure, your right to use the Service ends and we delete Customer Data as described in section 5.

Sections 5, 9, 10, 12 and 13 continue after these terms end.

12. Changes to these terms

We may update these terms. For material changes we will give you at least 30 days' notice by email or in the Service. If you do not agree, you may cancel before the change takes effect; continuing to use the Service after that means you accept the updated terms.

13. General

• These terms, together with our privacy policy, are the whole agreement between you and us about the Service.
• If any part of these terms is found unenforceable, the rest continues in effect.
• No one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
• We are not responsible for delays or failures caused by events beyond our reasonable control.
• We may transfer our rights and obligations to another organisation in connection with a sale or restructuring of our business; we will tell you if this happens.
• These terms and any dispute or claim arising from them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

14. Contact

Questions about these terms: legal@mintyai.app. Metamindz Limited, 71-75 Shelton Street, London, WC2H 9JQ.