Terms of Service

The short version

• AccPilot reads the documents you send in and gives them back for you to check. You stay responsible for your books and your filings.
• Your documents are yours. We use them only to provide the service.
• Plans are paid in advance and you can cancel anytime.
• Use AccPilot lawfully, and only upload documents you have the right to upload.

The full terms below are what counts. Please read them.

Who these terms are between

In these terms, “AccPilot”, “we” and “us” mean the company named at the top of this page.

“You” means the firm or business that opens an AccPilot account, and each person who uses AccPilot under that account. If you use AccPilot for a firm, you confirm that you are allowed to accept these terms for that firm.

By creating an account or using AccPilot, on the web or in the mobile apps, you agree to these terms. If you do not agree, please do not use AccPilot.

What AccPilot is

AccPilot is a receipt desk for accounting firms. Receipts, invoices and bank statements come in, AccPilot reads them and marks each one Ready or Check with the reason, statement lines are matched to documents, and you export the result as an Excel file. Documents stay stored and searchable.

AccPilot is not:

• accounting software. It does not keep your ledger and it does not post anything into your accounting software
• accounting, tax or legal advice
• a replacement for your own professional review

Your account

• Give us accurate details when you sign up, and keep them up to date.
• Each person needs their own sign-in. Do not share passwords.
• Keep your password safe. We recommend switching on two-step sign-in.
• The firm’s owner decides who is on the team and what each person can do.
• You are responsible for what happens under your account. Tell us straight away through the support page if you think someone else has got in.
• You must be at least 18 to use AccPilot.

Your documents and data

The documents you send in, and the data read from them, belong to you or to your clients. We do not claim ownership of them.

You give us permission to store, read and process them for one purpose: providing AccPilot to you. That includes passing them to the service providers listed in our Privacy Policy.

You confirm that:

• you have the right to upload each document, including documents that belong to your clients
• where a document contains personal data about other people, you have told them or have their consent, as the law requires. For that personal data you are the party responsible under Malaysia’s Personal Data Protection Act 2010, and we act on your instructions

When you send a client upload link to your client, you are asking that client to send documents to your AccPilot workspace. What they upload is treated as your data under these terms.

Check before you rely on it

AccPilot reads documents automatically, and it can get things wrong. Faded print, handwriting, torn paper, unusual layouts and poor photos can all be read wrongly. The Ready or Check mark is there to help you, and it is not a guarantee.

You agree that:

• you will review what was read before you export it, post it into your books or file anything based on it
• matches between statement lines and documents are suggestions for you to confirm
• you remain responsible for the accuracy of your books, your clients’ books, and every tax return or filing made from them

Storage

We store your documents for 7 years from upload, for as long as your account is open, so that you can search and retrieve them.

You remain responsible for meeting your own record-keeping duties under the law. If you close your account, export what you need first. Our Privacy Policy explains what happens to stored files after that.

Plans, credits and payment

• Your plan. Your plan, its price and its billing term (monthly or quarterly) are the ones agreed when you signed up, or shown in your billing settings. Each term is paid in advance.
• Credits. Reading one page uses one credit. A PDF uses one credit per page. A photo with two receipts on it uses two credits. Credits are shared across the firm.
• No expiry. The credits for a term are added when that term is paid for. Unused credits carry forward and do not expire while your account is open.
• Payment. You pay by bank transfer against our invoice, or by card where we offer it. Card payments are handled by Stripe.
• Tax. If tax applies to your plan, it is shown on your invoice.
• Unpaid invoices. If an invoice stays unpaid, we may pause the account until it is settled. We will tell you first.
• Price changes. We may change prices. We will tell you before a change applies to you, so you can cancel first if you do not agree.

Cancelling

You can cancel anytime. Cancelling takes effect at the end of the term you have already paid for, and you can keep using AccPilot, and your credits, until then.

If you ask for a refund within 14 days of a payment and the credits from that payment are largely unused, we will refund it and take those credits back. Other than that, payments are not refunded unless the law requires it.

Fair use

You agree not to:

• use AccPilot to break the law, or upload anything you have no right to upload
• try to get into another firm’s data, or into any part of AccPilot you have not been given access to
• copy, resell or rent out AccPilot without our written agreement
• reverse engineer AccPilot, or use automated tools to pull data out of it, except through the exports we provide
• upload viruses or anything else meant to cause harm
• overload or disrupt the service

Our software and brand

AccPilot, including the software, the design and the name, belongs to us. These terms give you the right to use AccPilot while your account is open. They do not transfer any ownership to you.

If you send us ideas or feedback, we may use them freely, without owing you anything.

The mobile apps

We give you a personal, non-transferable right to install and use the AccPilot mobile apps on devices you own or control, for use with your AccPilot account.

The apps are downloaded from Apple’s App Store or Google Play, and those stores’ own terms apply to the download. These terms are between you and us only. Apple and Google are not responsible for the apps, their content or their support, and have no obligation to maintain them. If the terms of your app store conflict with these terms on a matter the store controls, the store’s terms apply.

Availability and changes

AccPilot is in early access. We work to keep it running and reliable, but we do not promise that it will be available without interruption or free of errors. We may take it offline for maintenance.

We add, change and sometimes remove features. If we remove something important that you rely on, we will tell you beforehand where we reasonably can.

Suspending or closing an account

We may suspend or close an account if:

• these terms are broken
• invoices stay unpaid
• we need to do so to protect other customers, the service or ourselves
• the law requires it

Where we reasonably can, we will tell you first and give you a chance to put things right.

You may close your account at any time. The steps are in our Privacy Policy. When an account closes, your access ends, so export what you need first.

Liability

AccPilot is provided as it is. To the extent the law allows, we give no warranties beyond what is written in these terms.

To the extent the law allows:

• we are not liable for indirect or consequential loss, lost profit, lost business, or penalties and charges from any authority, including those arising from a document that was read wrongly and not corrected before it was used
• our total liability to you for all claims connected with AccPilot is limited to the fees you paid us in the 12 months before the claim arose

Nothing in these terms limits liability that cannot be limited by law.

The law that applies

These terms are governed by the laws of Malaysia. The courts of Malaysia have jurisdiction over any dispute connected with them.

Changes to these terms

We may update these terms. When we do, we change the date at the top of this page. If a change is significant, we will tell account holders by email or inside the app before it takes effect. If you keep using AccPilot after a change takes effect, you accept the updated terms.

Contact

Questions about these terms: use the form on the support page.