DuoBooks Client User Terms

DuoBooks is software provided by Kletta Limited, a company registered in England and Wales (company number 13604802, ICO registration number ZB381833) with its registered office at 71–75 Shelton Street, Covent Garden, London WC2H 9JQ ("Kletta", "we", "us").

You are using DuoBooks because an accounting practice, bookkeeper or other professional firm (your "Practice") has invited you to it. Your Practice has a separate agreement with us for the use of DuoBooks.

These terms govern your own use of the DuoBooks app and website. By accepting an invitation, creating a login or using DuoBooks, you agree to them. If you do not agree, do not use DuoBooks and tell your Practice.

DuoBooks lets you record income, expenses, receipts, mileage and other business information, connect bank accounts, share records and messages with your Practice, and, where your Practice enables it, prepare and send information to HM Revenue & Customs ("HMRC").

Kletta provides the software only. Kletta is not your accountant, bookkeeper, tax adviser or agent, and does not give professional advice. Figures, estimates, categorisations and prompts produced by DuoBooks are tools to help you and your Practice; they are not advice and may need professional review.

Your Practice provides the professional services to you under its own engagement terms. Questions about your accounts or tax should go to your Practice.

Keep your login details, passcode and device secure and do not share them. Tell your Practice or us promptly if you suspect anyone else has used your account.

You are responsible for activity on your account unless it results from our failure to secure DuoBooks.

Your Practice controls which features you can use and may suspend or remove your access. We may suspend your access where reasonably necessary to protect DuoBooks or other users, or where your Practice's agreement with us ends.

You are responsible for the accuracy and completeness of the information you enter, upload or approve in DuoBooks, and for reviewing records, calculations and submissions before they are finalised.

Under HMRC rules you remain legally responsible for the accuracy of information submitted to HMRC about your tax affairs, whether you submit it yourself through DuoBooks or your Practice submits it as your agent. Tax liabilities, penalties and interest remain yours.

Where you submit information to HMRC through DuoBooks, you do so under your own HMRC credentials or your Practice's agent authorisation. Kletta does not act as your tax agent and does not hold agent authorisation for you.

HMRC requires every software product that connects to its systems to send certain information about the device and connection used, to help HMRC detect fraud. When you or your Practice send information to HMRC through DuoBooks, we therefore send HMRC data such as an identifier that DuoBooks generates for your installation (not a hardware identifier), your device type and operating system, screen size, time zone, IP addresses, your DuoBooks user identifier and whether you used multi-factor authentication. We do not collect hardware MAC addresses. This is a legal requirement and cannot be switched off. Our Privacy Policy explains this further.

If you choose to link your bank accounts in DuoBooks, we use an open banking account information service provided by Plaid Financial Ltd. Kletta Limited is an agent of Plaid Financial Ltd., an authorised payment institution regulated by the Financial Conduct Authority under the Payment Services Regulations 2017 (Firm Reference Number: 804718). Plaid provides regulated account information services through Kletta as its agent.

Regulated account information services include balance, transaction and merchant data for bank accounts that you give express permission to link to DuoBooks, for the purposes of bookkeeping and reconciliation. Access is read-only: DuoBooks cannot move money or make payments from your account.

You can view Plaid's privacy policy at https://plaid.com/legal/#consumers. By linking an account you agree to Plaid's end-user terms shown to you during the linking process.

You will be asked to renew your permission periodically (normally every 90 days) as the regulations require, and you can disconnect a bank account at any time in DuoBooks or through your bank.

Bank connections depend on your bank and on Plaid. We are not responsible for delays, gaps or errors in data caused by them, but we will tell you in DuoBooks when a connection needs attention.

DuoBooks uses artificial intelligence to read receipts, suggest categories and highlight items that may need attention. These suggestions are assistive. Before a document of yours is first processed by an AI service, the app asks for your permission, and you can withdraw it in Settings. No decision with legal effect on you is made by automated means alone: you or your Practice review and confirm before anything is finalised or sent to HMRC. Our AI providers are listed in our Privacy Policy and are contractually prohibited from using your data to train their models.

You must not use DuoBooks unlawfully or fraudulently, upload malicious code, try to access other users' data or our systems without authority, interfere with the operation of DuoBooks, copy or reverse engineer it except where the law allows, or use it for anything other than your own business affairs and your relationship with your Practice.

There are no purchases available in the DuoBooks app. Kletta does not charge you for using DuoBooks; your Practice pays for the service. Any fees between you and your Practice are a matter for your engagement with them.

Kletta and its licensors own DuoBooks and all rights in it. We grant you a limited, non-exclusive, non-transferable right to use DuoBooks for your own business while your Practice's agreement with us and your access are active. You keep all rights in the information you upload.

Information you record about your business in DuoBooks is processed on behalf of your Practice, which decides how it is used. For questions about that information, including requests to access or delete it, contact your Practice first.

Kletta is the data controller for your login and account details, your device and usage data, your communications with our support team and the information we must send to HMRC. Our Privacy Policy at duobooks.ai/privacy-policy explains how we handle it and your rights.

Bank data obtained through Open Banking is also processed by Plaid Financial Ltd under its own privacy policy (see Open Banking above).

We aim to keep DuoBooks available at all times but cannot guarantee it will be uninterrupted or error-free. We may change or withdraw features and will give reasonable notice of changes that materially reduce what you can do.

You can stop using DuoBooks at any time. Your Practice can remove your access, and your access ends when your Practice's agreement with us ends.

Your records remain available to your Practice under its agreement with us. Ask your Practice for a copy of your records; you may also export the information you have entered while you have access. [Describe the Client self-export feature if one exists.]

You can delete your DuoBooks account at any time in the app under Settings, Account, Delete account, or by emailing legal@duobooks.ai. [Feature to be built before launch.] Deleting your account removes your login, profile, device and usage data within [30] days. Business records that your Practice holds in DuoBooks are kept for your Practice under its agreement with us and under tax and company law, and remain available to your Practice.

After access ends, your information is deleted or returned according to our agreement with your Practice and the law. We may keep information where the law requires or to defend legal claims.

If you downloaded DuoBooks from the Apple App Store, the following also applies. These terms are between you and Kletta only, not Apple Inc. ("Apple"). Apple has no obligation to provide maintenance or support for the app. Apple has no warranty obligation in relation to the app; to the extent any warranty applies and the app fails to conform to it, you may notify Apple, and Apple will refund any purchase price you paid for the app (there is none), and Apple has no other warranty liability. Kletta, not Apple, is responsible for addressing any claim relating to the app, including product liability, regulatory compliance and consumer protection claims, and any claim that the app infringes a third party's intellectual property rights. You confirm that you are not located in a country subject to a United States government embargo or designated as a terrorist-supporting country, and that you are not on any United States government list of prohibited or restricted parties. You must comply with any third-party terms that apply when using the app. Apple and its subsidiaries are third-party beneficiaries of these terms and may enforce them against you.

If you downloaded DuoBooks from Google Play, your use of the app is also subject to the Google Play Terms of Service. These terms are between you and Kletta only, not Google.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be limited.

Kletta is not liable for the professional services of your Practice, for decisions you or your Practice make using DuoBooks, for the accuracy of information you enter, for HMRC penalties or interest, or for services provided by banks, Plaid or other third parties.

Subject to the above, Kletta's total liability to you in connection with DuoBooks is limited to [£100 or, if greater, the fees you have paid to Kletta in the 12 months before the claim].

We may update these terms. We will give you at least [30] days' notice in DuoBooks or by email of changes that materially affect you. If you continue to use DuoBooks after the change takes effect, the updated terms apply.

These terms, and any dispute arising from them, are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Kletta Limited, 71–75 Shelton Street, Covent Garden, London WC2H 9JQ. ICO registration number ZB381833. Email: legal@duobooks.ai.