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TERMS

Terms and Conditions

The agreement between you and Aicountant Ltd for use of AI TaxPilot

Aicountant Ltd Version 1.0 — Effective 01 May 2026

1. About these Terms

These Terms and Conditions ("Terms") govern your use of the AI TaxPilot service (the "Service") provided by Aicountant Ltd, trading as AI TaxPilot, a company registered in England and Wales under company number 17193613 with its registered office at 61 Bridge Street, Kington, United Kingdom, HR5 3DJ ("we", "us", "our"). By creating an account, accessing or using the Service you confirm that you accept these Terms and that you agree to comply with them. If you do not agree to these Terms you must not use the Service.

These Terms should be read together with our Privacy Policy, our Cookie Notice and any plan-specific or feature-specific terms we make available from time to time, all of which form part of your agreement with us.

2. Definitions

  • "Account" — the registered account you create to access the Service.
  • "Authorised User" — an individual you permit to use the Service under your Account.
  • "Customer Data" — any data you or your Authorised Users upload, enter or generate using the Service.
  • "HMRC" — His Majesty's Revenue & Customs.
  • "MTD" — Making Tax Digital, the HMRC programme covering VAT and Income Tax Self-Assessment (ITSA).
  • "Subscription" — the paid plan you select to access the Service.
  • "Subscription Term" — the period for which you have paid (monthly, annual or otherwise).
  • "Working Day" — Monday to Friday excluding public holidays in England.

3. The Service

The Service is software recognised by HMRC for Making Tax Digital. It enables eligible users to:

  • Maintain digital records of income and expenditure.
  • Prepare and submit MTD VAT returns.
  • Prepare and submit MTD ITSA quarterly updates, end of period statements and final declarations.
  • Receive notices, obligations and liabilities from HMRC.
  • Generate reports and export data.

The exact features available depend on your Subscription plan. We may add, modify or remove features from time to time. We will give you reasonable notice of any material reduction in functionality.

4. Eligibility and account registration

  • You must be at least 18 years old and legally able to enter into a contract.
  • You must provide accurate, current and complete information when registering and keep it up to date.
  • You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your Account.
  • You must enable multi-factor authentication where the Service offers it for your role.
  • You must notify us immediately at support@aicountant.co.uk if you suspect unauthorised access.

5. Authorising us to act with HMRC

To use MTD features, you authorise us, through HMRC's OAuth 2.0 grant flow, to act on your behalf in submitting and retrieving information from HMRC's APIs. You can revoke this authorisation at any time through your HMRC online account or through the Service. Revoking authorisation will prevent further submissions but will not delete data already submitted to HMRC.

6. Fraud prevention and HMRC compliance

HMRC requires every recognised MTD vendor to send fraud prevention headers with every API call under Schedule 24 to the Finance Act 2021. By using the Service you acknowledge and accept that:

  • We are legally required to collect device, connection and user-identifying information described in our Privacy Policy and to transmit it to HMRC.
  • You must not use techniques (such as VPNs configured to misrepresent location, header modification or browser tools) that would defeat or falsify fraud prevention headers.
  • Any attempt to circumvent fraud prevention requirements may result in immediate suspension of your Account, revocation of HMRC authorisation, and notification to HMRC.
  • We may be required by HMRC, under its sanctions process, to disclose information about your use of the Service.

7. Your responsibility for tax data

  • You remain responsible for the accuracy, completeness and timeliness of any tax return, update or declaration submitted via the Service.
  • You must review every submission carefully before authorising it. The Service performs automated checks but does not provide tax, accounting or legal advice.
  • You are responsible for determining whether MTD applies to you, your registration thresholds, and your filing deadlines.
  • You must keep digital records in line with the requirements of the Income Tax (Digital Requirements) Regulations 2021 and the VAT Notice 700/22.
  • We are not liable for penalties, interest or surcharges imposed by HMRC arising from inaccurate, incomplete or late information that you have provided or authorised.

7A. Artificial intelligence features

AI TaxPilot uses artificial intelligence (large language model technology) to support tax preparation — for example, categorising transactions, extracting data from documents, drafting narratives and answering questions through an AI assistant. AI outputs are produced statistically and may occasionally be incomplete, out of date or wrong. You must review every AI-generated output before relying on it, and you remain solely responsible for the accuracy of any submission to HMRC. AI features do not replace professional tax advice.

By using AI features you authorise us to transmit the relevant Customer Data to our AI processor (Anthropic PBC) for the sole purpose of generating the response. Customer Data sent to AI features is not used to train AI models. You can opt out of AI features in your account settings; doing so may reduce functionality.

8. Acceptable use

You must not, and you must not permit any Authorised User to:

  • Use the Service for any unlawful, fraudulent or harmful purpose.
  • Submit data on behalf of any person without their authority.
  • Reverse-engineer, decompile, disassemble or attempt to extract the source code of the Service, except to the extent permitted by law.
  • Resell, sub-license or otherwise commercialise the Service without our written agreement.
  • Introduce malware or attempt to interfere with the integrity, security or performance of the Service.
  • Carry out scraping, automated testing, denial-of-service or load-testing without our prior written consent.
  • Bypass authentication, rate limits or fraud prevention controls.
  • Use the Service to abuse, harass or send unsolicited communications to others.

9. Subscription, fees and payment

  • Current pricing for each plan is published on our website. Prices are exclusive of VAT unless stated otherwise.
  • Fees are payable in advance for the Subscription Term you select. We accept payment via the methods shown at checkout.
  • Subscriptions renew automatically at the end of each Subscription Term unless cancelled at least 24 hours before renewal.
  • We may change our prices on at least 30 days' written notice. New prices apply from your next renewal.
  • If a payment fails we will retry; persistent non-payment may result in suspension of access, which will not relieve you of the obligation to pay.
  • Refunds are at our discretion outside of your statutory rights — see Section 10.

10. Cancellation rights

If you are an individual subscribing for purposes that are wholly or mainly outside your trade or profession (a "consumer"), you have the right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 to cancel within 14 days of the start of your Subscription. By starting to use the Service within that 14-day period you acknowledge that you may lose your right to a refund for services already supplied.

11. Service availability and support

  • We aim to make the Service available 24 hours a day, 7 days a week. We target 99.9% monthly availability, excluding planned maintenance and circumstances beyond our reasonable control.
  • We will give reasonable advance notice of planned maintenance.
  • Support is provided by email at support@aicountant.co.uk during Working Days. Plan-specific response times are described on our website.
  • We are not responsible for interruptions caused by HMRC's APIs, your internet connection, or third-party services outside our control.

12. Customer Data

  • You retain all rights, title and interest in Customer Data.
  • You grant us a non-exclusive, worldwide, royalty-free licence to host, copy, process and transmit Customer Data solely to provide the Service and meet our obligations under these Terms.
  • You are responsible for ensuring that you have the right to upload Customer Data and that doing so does not infringe any third-party right.
  • You may export Customer Data at any time during your Subscription. After termination, see Section 16.

13. Intellectual property

The Service, including all software, designs, trademarks and content (other than Customer Data), is owned by us or our licensors and is protected by intellectual property laws. We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Service in accordance with these Terms for the duration of your Subscription. No other rights are granted.

14. Confidentiality

Each party will keep the other's confidential information secret and use it only for the purposes of these Terms. This obligation does not apply to information that is or becomes publicly available without breach, was lawfully known prior to disclosure, or is required to be disclosed by law.

15. Data protection

We process personal data in accordance with our Privacy Policy and the UK GDPR. Where we act as processor on your behalf — for example for Customer Data we host for you — the data processing terms in our Data Processing Addendum (DPA) apply and form part of these Terms. The DPA is available at https://www.aitaxpilot.com/dpa or on request.

16. Suspension and termination

  • Either party may terminate these Terms at the end of the current Subscription Term by written notice (in-app or by email).
  • We may suspend or terminate your access immediately if you materially breach these Terms, fail to pay, are subject to insolvency proceedings, or use the Service in a way that risks harm to us, HMRC, other users or the public.
  • On termination your licence to use the Service ends. We will retain Customer Data in read-only form for at least 30 days to allow export, after which we will delete or anonymise it, save where retention is required by law (including HMRC retention rules).
  • Termination does not affect any rights, remedies or liabilities accrued before termination.

17. Liability

Nothing in these Terms limits or excludes our liability for:

  • death or personal injury caused by negligence;
  • fraud or fraudulent misrepresentation;
  • any other liability that cannot be limited or excluded under English law.

Subject to that:

  • We will not be liable for any indirect, special or consequential loss, loss of profit, loss of goodwill, loss of business or loss of anticipated savings.
  • We will not be liable for HMRC penalties, interest or surcharges arising from inaccurate, incomplete or late information you have submitted or authorised.
  • Our total aggregate liability arising out of or in connection with the Service in any 12-month period is limited to the amount you have paid us in fees during that period.
  • Where you are a consumer, statutory rights that cannot be excluded apply in addition to the above.

18. Indemnity

You will indemnify us against any losses, costs and expenses we suffer or incur arising from your breach of these Terms, your misuse of the Service, or any claim brought by a third party in connection with Customer Data.

19. Force majeure

We will not be in breach of these Terms or liable for delay or failure caused by events outside our reasonable control, including failures of HMRC services, internet outages, acts of government, fire, flood, pandemic, strike, war or terrorism.

20. Changes to these Terms

We may change these Terms from time to time. Where changes are material we will give you at least 30 days' notice by email or in-app message. Continued use of the Service after the effective date constitutes acceptance. If you do not agree with the change you may terminate before the effective date.

21. Notices

  • Notices to us must be sent by email to support@aicountant.co.uk and by post to our registered office.
  • Notices to you may be sent to the email address registered to your Account or posted in-app.
  • Notices are deemed received on the next Working Day after sending (email/in-app) or on delivery (post).

22. General

  • These Terms (together with the Privacy Policy and any DPA) constitute the entire agreement between us.
  • If any provision is held invalid or unenforceable, the remainder will continue in force.
  • No failure or delay by us in enforcing any right is a waiver of that right.
  • You may not assign or transfer your rights or obligations without our prior written consent. We may assign or transfer to a successor of our business on notice.
  • Nothing in these Terms creates a partnership, agency, employment or joint venture between us.
  • A person who is not a party to these Terms has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce them.

23. Governing law and jurisdiction

These Terms and any dispute arising out of them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, save that, where you are a consumer resident in Scotland or Northern Ireland, you may also bring proceedings in the courts of your country of residence.

24. Contact

Questions about these Terms should be sent to support@aicountant.co.uk. Aicountant Ltd 61 Bridge Street, Kington, United Kingdom, HR5 3DJ Companies House number: 17193613 Website: https://www.aitaxpilot.com

Questions? Contact our Data Protection Officer at dpo@aitaxpilot.com or write to Aicountant Ltd, England & Wales.