Terms and Conditions

1. Definitions

In this Agreement, the following terms have the meanings set out below:

• "Service" means the Pecunia web-based practice management platform, including all features such as client onboarding, engagement letter generation, task management, AML resources, Companies House integration, and automated filing reminders.
• "Subscriber" means any individual, firm, or organisation that has registered for and is accessing the Service under a paid or trial subscription.
• "Client Data" means any data relating to your clients that you input into or process through the Service, including personal data, financial information, and compliance documentation.
• "Subscription Plan" means the pricing tier selected by the Subscriber as set out on the Pecunia pricing page.
• "Authorised Users" means staff members or employees of the Subscriber who are granted access to the Service.
• "Confidential Information" means any non-public information disclosed by one party to the other in connection with this Agreement.

2. The Service

2.1 Scope of Service

Pecunia provides an all-in-one practice management platform designed for accountancy firms, which includes:

• Step-by-step client onboarding workflows
• Automated engagement letter generation
• Client identity verification via Stripe Identity
• AML (Anti-Money Laundering) compliance resources and staff training modules
• Risk assessment tools and template management
• Integration with Companies House for filing deadline tracking
• Automated VAT and annual accounts filing deadline reminders
• Task allocation, monitoring, and re-allocation across staff members

2.2 Service Availability

We aim to maintain Service availability of 99.5% uptime, measured on a monthly basis, excluding scheduled maintenance. We will endeavour to give advance notice of any planned downtime. We do not guarantee uninterrupted or error-free access to the Service.

2.3 Modifications to the Service

We reserve the right to modify, update, or discontinue any feature of the Service at any time. We will provide reasonable notice of material changes where practicable. Continued use of the Service following notification of changes constitutes your acceptance of those changes.

3. Registration and Account Security

3.1 Account Registration

To access the Service, you must register by providing a company name, full name, email address, and a password of at least 8 characters. You agree that all information provided during registration is accurate, current, and complete.

3.2 Account Security

You are solely responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must:

• Use a strong, unique password for your Pecunia account
• Not share your login credentials with any unauthorised persons
• Notify us immediately at info@pecunia.co.uk if you suspect any unauthorised access to your account
• Ensure all Authorised Users comply with this Agreement

3.3 Authorised Users

The number of Authorised Users permitted may be determined by your Subscription Plan. You are responsible for ensuring that your Authorised Users comply with these Terms. Any breach of these Terms by an Authorised User will be treated as a breach by the Subscriber.

4. Subscription and Payment

4.1 Subscription Plans

Pecunia offers subscription plans based on the number of clients you manage, with monthly and annual billing options as described on the Pecunia pricing page. All prices are displayed exclusive of VAT unless otherwise stated. VAT will be applied at the prevailing UK rate where applicable.

4.2 Payment Terms

Subscriptions are billed in advance on a monthly or annual basis, depending on the plan selected. Payment is processed via Stripe or such other payment processor as we may use from time to time. You authorise us to charge your chosen payment method on each billing date. All fees are non-refundable except where expressly stated in this Agreement or as required by applicable law.

4.3 Price Changes

We reserve the right to change subscription pricing at any time. We will provide at least 30 days' written notice of any price increase before it takes effect. Continued use of the Service after a price change constitutes your acceptance of the new pricing.

4.4 Failed Payments

If any payment fails, we may suspend access to the Service until payment is received. We reserve the right to terminate a subscription after 14 days of a failed payment remaining uncured.

4.5 Free Trials

Where a free trial is offered, it will be subject to any conditions specified at the time of sign-up. Upon expiry of the trial, your account will either be converted to a paid subscription or deactivated, as set out in the trial terms.

5. Cancellation and Termination

5.1 Cancellation by Subscriber

You may cancel your subscription at any time by accessing your account settings or by contacting us at info@pecunia.co.uk. Cancellations take effect at the end of the current billing period. No refunds will be issued for unused portions of a subscription period, except where required by law.

5.2 Termination by Pecunia

We reserve the right to suspend or terminate your account immediately and without notice if:

• You breach any material term of this Agreement
• You use the Service in a manner that causes harm or legal exposure to Pecunia or third parties
• You fail to pay fees when due
• We are required to do so by law or a regulatory authority

5.3 Effect of Termination

Upon termination or expiry of your subscription, your access to the Service will cease. You will have a period of 30 days following termination to export any Client Data. After this period, we may delete your data in accordance with our data retention policy and applicable law. Provisions of this Agreement that by their nature should survive termination will continue to apply.

6. Data Protection and Privacy

6.1 Data Controller Responsibilities

The Subscriber acts as the data controller in respect of all Client Data processed through the Service. Pecunia acts as a data processor on behalf of the Subscriber. Each party agrees to comply with its respective obligations under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other applicable data protection legislation.

6.2 Data Processing

By using the Service, you instruct Pecunia to process Client Data solely for the purposes of providing the Service and as otherwise permitted under this Agreement. Our Data Processing Agreement, which forms part of this Agreement, sets out the specific terms governing such processing.

6.3 Identity Verification

The Service integrates with Stripe Identity for client identity verification. By using this feature, you confirm that you have obtained all necessary consents from individuals whose identity is being verified, and that such verification is being carried out in accordance with applicable law.

6.4 Privacy Policy

Our Privacy Policy, available at pecunia-landing-page.vercel.app, explains how we collect, use, and protect personal data in connection with the Service and forms part of this Agreement.

6.5 Data Security

We implement appropriate technical and organisational security measures to protect Client Data against unauthorised access, loss, or destruction. However, no method of transmission over the internet is completely secure and we cannot guarantee absolute security.

7. AML Compliance and Regulatory Use

The AML resources, training modules, and risk assessment tools provided within the Service are intended as guidance and general reference material only. They are not a substitute for professional legal advice or for compliance with your firm's specific regulatory obligations under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (as amended) or other applicable legislation.

You remain solely responsible for ensuring that your firm complies with all applicable AML and regulatory requirements. Pecunia accepts no liability for any regulatory breach, penalty, or sanction arising from your reliance on the AML materials provided within the Service.

8. Companies House Integration

The Service integrates with Companies House data to assist you in identifying clients and tracking filing deadlines. This integration relies on data provided by Companies House and Pecunia does not warrant the accuracy, completeness, or timeliness of such data. You are responsible for verifying all filing deadlines independently and for ensuring that filings are made on time. Pecunia accepts no liability for missed deadlines or penalties arising from reliance on Companies House data provided through the Service.

9. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with this Agreement. You must not:

• Use the Service to process data in a manner that violates applicable law, including data protection legislation
• Attempt to gain unauthorised access to the Service or any related systems
• Use the Service to transmit any harmful, fraudulent, or unlawful content
• Reverse engineer, decompile, or disassemble any part of the Service
• Resell, sublicense, or otherwise make the Service available to third parties outside your firm without our prior written consent
• Use the Service in a way that could damage, disable, or impair Pecunia's infrastructure
• Introduce malware, viruses, or other malicious code into the Service

10. Intellectual Property

10.1 Pecunia's Intellectual Property

The Service, including all software, content, designs, templates, and documentation, is owned by or licensed to Pecunia and is protected by intellectual property laws. Nothing in this Agreement transfers any ownership of Pecunia's intellectual property to you.

10.2 Subscriber's Data

You retain all rights in and to your Client Data and any other content you upload to the Service. You grant Pecunia a limited, non-exclusive licence to process such data solely for the purposes of providing the Service.

10.3 Feedback

If you provide us with feedback, suggestions, or ideas regarding the Service, you grant us a perpetual, royalty-free licence to use such feedback for any purpose without obligation or compensation to you.

11. Limitation of Liability

To the fullest extent permitted by applicable law:

• Pecunia's total aggregate liability to you under or in connection with this Agreement (whether in contract, tort, or otherwise) shall not exceed the total fees paid by you to Pecunia in the 12 months immediately preceding the event giving rise to the claim.
• Pecunia shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, loss of data, loss of goodwill, or business interruption.
• Pecunia shall not be liable for any loss arising from: (i) your failure to maintain adequate backups; (ii) reliance on the accuracy of Companies House or third-party data; (iii) any regulatory breach or penalty; or (iv) force majeure events.
• Nothing in this Agreement excludes or limits liability that cannot be limited by law, including liability for fraud, death or personal injury caused by negligence, or breach of the implied terms in the Consumer Rights Act 2015 (where applicable).

12. Warranties and Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE". TO THE FULLEST EXTENT PERMITTED BY LAW, PECUNIA DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

We do not warrant that the Service will be uninterrupted, error-free, or entirely secure, or that any defects will be corrected. We do not warrant that the Service will meet your specific compliance requirements.

13. Indemnification

You agree to indemnify, defend, and hold harmless Pecunia and its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising from:

• Your use of the Service in breach of this Agreement
• Your violation of applicable law, including data protection and AML legislation
• Any claim by a third party, including your clients, arising from your use of the Service
• Any unauthorised access to your account resulting from your failure to maintain account security

14. Confidentiality

Each party agrees to keep the other's Confidential Information confidential and not to disclose it to any third party without prior written consent, except as required by law or as necessary to perform this Agreement. This obligation survives termination of this Agreement for a period of five (5) years.

15. Third-Party Services

The Service integrates with third-party services including Stripe (payment processing and identity verification) and Companies House (corporate data). Your use of these third-party services is subject to the terms and privacy policies of those providers. Pecunia is not responsible for the acts or omissions of any third-party service provider.

16. Governing Law and Dispute Resolution

This Agreement is governed by and construed in accordance with the laws of England and Wales. Any dispute arising out of or in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before commencing legal proceedings, the parties agree to attempt in good faith to resolve any dispute by escalating the matter to senior representatives of each party for a period of 30 days.

17. General Provisions

17.1 Entire Agreement

This Agreement, together with the Privacy Policy and any applicable Data Processing Agreement, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior agreements, representations, or understandings.

17.2 Amendments

We may amend this Agreement from time to time. We will provide at least 14 days' notice of material changes via email or a prominent notice within the Service. Your continued use of the Service after the effective date of any amendment constitutes your acceptance of the updated terms.

17.3 Waiver

Failure by either party to exercise any right or remedy under this Agreement shall not constitute a waiver of that right or remedy.

17.4 Severability

If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

17.5 Assignment

You may not assign or transfer any rights or obligations under this Agreement without our prior written consent. We may assign our rights and obligations to any successor to our business without your consent.

17.6 Force Majeure

Neither party shall be liable for any delay or failure to perform its obligations to the extent caused by circumstances beyond its reasonable control, including natural disasters, government action, or widespread internet outages.

17.7 Notices

Any notice required under this Agreement may be sent by email to info@pecunia.co.uk (for notices to Pecunia) or to the email address associated with your account (for notices to you).

18. Contact Us

If you have any questions about these Terms and Conditions, please contact us:

Email: pecunia-support@planlabsolutions.com
Phone: 0800 123 4567
Website: pecunia-landing-page.vercel.app