The agreement for using AccountantOS.

Last updated 14 October 2026

1. Who this agreement is between

AccountantOS is provided by Accounting Tech Ltd, registered in England and Wales under number 17377132, registered office 01 Meadlake Place, Thorpe Lea Road, Egham, TW20 8HE (“we”, “us”). It is provided to the practice or business that creates an account (“you”, the “Customer”). By creating an account, or by using the service, you agree to these terms on behalf of the Customer and confirm you are entitled to do so.

People you invite into the service — colleagues, and the clients you give portal access to — use it under your account and these terms. You are responsible for their use.

2. The service

AccountantOS is practice-management software for accounting practices: client records, tasks, bills, files, management financials, payroll views, automations and the integrations that feed them. The features available to you depend on your plan. We may improve, add to or change features over time; we will not remove a core capability from a paid plan without reasonable notice.

3. Accounts and security

• Every password sign-in requires two-factor authentication. You must keep sign-in details secure and tell us promptly at hello@accountantos.co.uk if you believe an account has been compromised.
• You control who has access. Practice administrators can invite and remove users, set what each user can see and do, and reset a user’s two-factor enrolment. You are responsible for keeping those permissions appropriate.
• Client users see only the entities they have been given access to. Giving a client user access to the wrong entity is a decision made in your account, and we are not responsible for it.

4. Your data, and how we process it

You own the data you and your users put into the service (“Customer Data”). You grant us the right to host, process and display it as needed to provide the service to you, and for no other purpose.

Where Customer Data includes personal data about your clients, their staff and others, you are the controller and we are your processor under UK GDPR. On that basis we agree that we will:

• process that personal data only on your documented instructions, which include these terms and your use of the service’s features, unless the law requires otherwise;
• ensure that the people we authorise to process it are bound by confidentiality;
• protect it with the technical and organisational measures described on our Security page, and not reduce them during the agreement;
• engage sub-processors only as listed in our Privacy notice, give you notice before adding one, and remain responsible for their performance;
• assist you, so far as is reasonable, in responding to data-subject requests and in meeting your own obligations on security, breach notification and impact assessments;
• tell you without undue delay if we become aware of a personal data breach affecting your data;
• at the end of the agreement, let you export your data and then delete it, unless the law requires us to keep particular records;
• make available the information you reasonably need to show we meet these obligations, and allow audits you reasonably request, at your cost and on reasonable notice.

Where we transfer personal data outside the UK we do so under the safeguards described in the Privacy notice. You are responsible for having a lawful basis to put the personal data into the service in the first place, and for telling your own clients how their data is used.

5. Connected services

The service can connect to third-party systems — Xero, Microsoft 365, Staffology, Slack, Companies House and others — using connections you authorise. Those connections run under the third party’s own terms, which you must comply with, and you can revoke them at any time. We are not responsible for a third party’s availability, accuracy or changes to its service, and a connection you point at the wrong organisation will pull the wrong organisation’s data: check what you connect.

6. AI assistance, and your professional judgment

Some features use AI to read documents, suggest categories, summarise activity and draft content. These are assistance, not advice, and they can be wrong. Nothing an AI feature produces should go into a client’s books, a filing or a piece of advice without a competent person checking it. Responsibility for the accounting and professional decisions made with the service remains with you.

7. Acceptable use

You must not use the service to:

• break the law, or process data you have no right to process;
• attempt to access another customer’s data, probe or test the service’s security without our written agreement, or interfere with its operation;
• send unsolicited bulk communications through connected mailboxes or channels;
• resell or provide the service to third parties except to your own clients through the client portal;
• reverse-engineer the service or copy its design beyond what the law allows.

If you believe you have found a security problem, tell us at hello@accountantos.co.uk — we take reports seriously and will not pursue good-faith research conducted responsibly.

8. Fees and payment

Plans and prices are set out on the Pricing page. Paid plans are billed monthly in advance in pounds sterling, exclusive of VAT, which is added where applicable. We may change prices with at least thirty days’ notice, taking effect from your next billing period. If a payment fails and is not resolved within fourteen days of our notice, we may suspend the account until it is. Fees paid are not refundable except where these terms or the law say otherwise.

9. Availability and support

We aim to keep the service available at all times and to tell you in advance of planned maintenance, but we do not guarantee uninterrupted availability. Support is provided by email during UK business hours. We do not offer a formal service-level agreement unless one is written into an Enterprise contract.

10. Intellectual property

The service, its software, design and documentation are owned by Accounting Tech Ltd or its licensors and are licensed, not sold. If you give us suggestions or feedback, we may use them without obligation to you. Your Customer Data remains yours, as section 4 says.

11. Confidentiality

Each of us will keep the other’s confidential information confidential and use it only for the purposes of this agreement, except where disclosure is required by law or the information is already public through no fault of the receiving party. Customer Data is your confidential information.

12. Warranties and liability

We will provide the service with reasonable skill and care. Except as stated in these terms, the service is provided without other warranties, and we do not warrant that it will meet every requirement you have or be free of every error.

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. Subject to that, neither party is liable to the other for loss of profit, loss of business, or indirect or consequential loss, and our total liability to you arising out of or in connection with this agreement in any twelve-month period is limited to the fees you paid us in that period.

13. Term and ending the agreement

The agreement runs for as long as you have an account. You can cancel a paid plan at any time, taking effect at the end of the current billing period. We can end the agreement on thirty days’ notice, or immediately if you materially breach it and do not remedy the breach within fourteen days of our notice, or if the breach cannot be remedied.

When the agreement ends you will have thirty days to export your Customer Data, after which we will delete it in line with section 4 and the Privacy notice.

14. Changes to these terms

We may update these terms. For a change that materially reduces your rights we will give at least thirty days’ notice by email to the practice administrators; continuing to use the service after that date is acceptance of the change. The current version is always at this address, with the date at the top.

15. General

Notices to us go to hello@accountantos.co.uk; notices to you go to the email addresses of your practice administrators. Neither of us is liable for failure caused by events outside our reasonable control. If any part of these terms is found unenforceable the rest still applies. This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from it.