Terms & Conditions

These Terms & Conditions govern your use of Pivitax and the services available at https://pivitax.com. Please read them carefully before creating an account or using the service.

Pivitax is operated by Daiva McLean, based in the United Arab Emirates.

1. Acceptance

1.1 By registering for an account, accessing, or using Pivitax, you agree to be bound by these Terms & Conditions in full. If you do not agree, you must not use the service.

1.2 These Terms form a legally binding agreement between you and Pivitax. Your continued use of the service after any updates to these Terms constitutes acceptance of those changes.

1.3 If you are using Pivitax on behalf of a business entity, you confirm that you have authority to bind that entity to these Terms.

2. Definitions

In these Terms, the following words have the meanings set out below:

• "Pivitax", "we", "us", or "our" means the Pivitax service and its operator.
• "Service" means the Pivitax web application, available at https://pivitax.com, including all features, tools, and content provided through it.
• "User", "you", or "your" means any individual who registers for or uses the Service.
• "Account" means the personal account you create to access the Service.
• "User Content" means any data, receipts, documents, photographs, financial records, or other materials you upload to or create within the Service.
• "Subscription" means a paid plan granting access to specific features of the Service on a recurring billing basis.
• "Full Plan" means the subscription tier that includes bank connection functionality via TrueLayer.
• "Third-Party Services" means external platforms and providers integrated with Pivitax, as described in Section 9.

3. Eligibility & Accounts

3.1 The Service is intended for UK-based sole traders and freelancers who are at least 18 years of age. By using Pivitax, you confirm that you meet these criteria.

3.2 You must provide accurate, current, and complete information when creating your Account and keep that information up to date. Providing false information may result in suspension or termination of your Account.

3.3 You are responsible for maintaining the confidentiality of your login credentials. You must not share your Account with any other person or allow unauthorised access to it.

3.4 You are responsible for all activity that occurs under your Account. If you suspect unauthorised access or a security breach, you must notify us immediately at info@pivitax.com.

3.5 We reserve the right to refuse registration or cancel an Account at our discretion, including where we have reason to believe eligibility requirements are not met.

4. Description of Service

4.1 Pivitax is an expense and receipt tracker for UK sole traders and freelancers. The Service allows you to capture and store receipts, track business expenses, generate tax-related reports, and connect your bank account (on the Full Plan) to assist with your self-assessment tax obligations.

4.2 Pivitax uses artificial intelligence tools — including Anthropic Claude for receipt processing, expense categorisation, and financial report generation — to automate and assist with your financial record-keeping.

4.3 The Service is provided as a web application accessible via any modern browser at https://pivitax.com. We do not currently offer a dedicated mobile application, although the web application may be accessible via mobile browsers.

4.4 Important: Pivitax is a financial tool designed to assist with expense tracking and record-keeping. It does not constitute professional accounting, tax, or financial advice. You remain solely responsible for the accuracy of information submitted to HMRC and for meeting your tax obligations. We strongly recommend you consult a qualified accountant or tax adviser for personalised advice.

4.5 We may update, modify, or discontinue features of the Service from time to time. Where a change materially affects your use of the Service, we will endeavour to provide reasonable notice.

5. User Obligations & Acceptable Use

5.1 You agree to use the Service only for lawful purposes and in accordance with these Terms.

5.2 You must not:

• use the Service to process receipts, expenses, or financial data that relate to activities that are illegal under UK law;
• upload or transmit any material that is fraudulent, misleading, defamatory, or infringes any third-party rights;
• attempt to reverse-engineer, decompile, or otherwise extract the source code of the Service;
• use automated scripts, bots, or scraping tools to access or extract data from the Service;
• interfere with or disrupt the integrity or performance of the Service or its underlying infrastructure;
• attempt to gain unauthorised access to any part of the Service or to another user's Account;
• use the Service to submit false or fabricated expense records or receipts;
• resell, sublicense, or commercially exploit the Service without our express written consent.

5.3 You are responsible for ensuring that any financial data, receipts, or documents you upload to the Service are accurate and belong to your own business activities as a sole trader or freelancer.

5.4 We reserve the right to investigate suspected breaches of this section and to take appropriate action, including suspension or termination of your Account.

6. Fees, Billing & Taxes

6.1 Subscription Plans. Access to certain features of Pivitax requires a paid Subscription. Details of current plans and pricing are displayed on the Service at https://pivitax.com.

6.2 Billing. Subscriptions are billed on a recurring basis (monthly or annually, depending on the plan you select) via Paddle, our payment processor. Your billing cycle begins on the date you subscribe and renews automatically on the same date each period unless you cancel in accordance with the cancellation terms below.

6.3 Automatic Renewal. By subscribing, you authorise us to charge your chosen payment method automatically at the start of each billing period. You will receive a receipt from Paddle to the email address associated with your Account.

6.4 Price Changes. We reserve the right to change Subscription prices. We will give you at least 30 days' written notice of any price increase before it takes effect. If you do not cancel your Subscription before the new price applies, your continued use of the Service will constitute acceptance of the new price.

6.5 Cancellation — Monthly Plans. Monthly subscribers may cancel at any time with a minimum of 14 days' notice before their next renewal date. Cancellation takes effect at the end of the current billing period. No refunds are issued for any unused days remaining in the billing period once access has been provided.

6.6 Cancellation — Annual Plans. Annual subscribers must provide a minimum of 30 days' written notice before their renewal date to cancel without being charged for the following annual period. Notice must be sent to info@pivitax.com. No refunds are issued for the unused portion of an annual subscription period once it has begun, except as required by applicable UK consumer law.

6.7 Refunds. All Subscription fees are non-refundable except where required by applicable UK consumer law. We do not offer pro-rata refunds for partial billing periods on either monthly or annual plans.

6.8 Failed Payments. If a payment fails, we will attempt to collect payment again. If payment remains outstanding after reasonable attempts, we reserve the right to suspend or downgrade your access to the Service until payment is received.

6.9 Taxes. All prices displayed are exclusive of VAT unless stated otherwise. Where VAT or any other applicable tax is chargeable, it will be added to your invoice.

6.10 Full Plan — Bank Connection. The Full Plan includes bank connection functionality powered by TrueLayer. By subscribing to the Full Plan, you authorise the connection of your bank account through TrueLayer's open banking infrastructure and acknowledge that TrueLayer's own terms and privacy policy will also apply to that data connection.

6.11 Payment Processing. All payment transactions are handled by Paddle. Pivitax does not store your full card or bank account details on its own servers.

7. Intellectual Property

7.1 All intellectual property rights in the Service — including the software, design, algorithms, AI workflows, branding, logos, text, and documentation — are owned by or licensed to Pivitax. Nothing in these Terms transfers any intellectual property rights to you.

7.2 Subject to your compliance with these Terms and payment of any applicable Subscription fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your own personal business purposes as a sole trader or freelancer.

7.3 You must not copy, reproduce, distribute, or create derivative works based on any part of the Service without our prior written consent.

7.4 The Pivitax name, logo, and any associated marks are proprietary to Pivitax. You must not use them without our express written permission.

8. User Content & Licence

8.1 You retain ownership of all User Content you upload to the Service, including receipts, documents, and financial data.

8.2 By uploading User Content, you grant Pivitax a limited, non-exclusive, worldwide licence to store, process, and transmit your User Content solely to the extent necessary to provide the Service to you.

8.3 You warrant that: (a) you own or have the right to upload all User Content you submit; (b) your User Content does not infringe any third-party intellectual property, privacy, or other rights; (c) your User Content is accurate and relates to your genuine business activities.

8.4 We do not use your User Content to train AI models or for any purpose beyond delivering the Service to you, except as required by law or as described in our Privacy Policy.

8.5 Upon termination of your Account, we will retain your data for a period of 30 days, during which you may request an export, before it is permanently deleted from our systems (subject to any legal retention obligations).

9. Third-Party Services

9.1 Pivitax integrates with the following third-party service providers in order to deliver the Service:

• Supabase — stores all user data and uploaded files (database and file storage infrastructure)
• Anthropic (Claude) — receipt photos, extracted text, and documents are sent to Anthropic's Claude AI for processing, categorisation, and report generation
• Paddle — payment processing and billing data management
• TrueLayer — bank account connection functionality (available on the Full Plan)
• Resend — email delivery, including your email address, for transactional and notification emails
• Vercel — hosting of the Service and server-side logs

9.2 By using the Service, you acknowledge that your data will be shared with the providers listed in clause 9.1 as necessary to operate the relevant features. Each provider operates under its own terms of service and privacy policy.

9.3 We take reasonable steps to ensure our third-party providers maintain appropriate data security standards. However, we are not liable for the acts or omissions of third-party providers beyond our reasonable control.

10. Cookies

The Service uses cookies and similar tracking technologies to enable essential functionality, maintain your login session, and improve your experience. By using the Service, you consent to our use of cookies in accordance with our Cookie Policy. You can manage or disable cookies through your browser settings; however, doing so may affect your ability to use certain features of the Service.

11. Disclaimers

11.1 The Service is provided on an "as is" and "as available" basis. To the fullest extent permitted by UK law, we make no warranties or representations — express or implied — regarding the Service, including but not limited to its fitness for a particular purpose, accuracy, reliability, or uninterrupted availability.

11.2 Pivitax is a productivity and record-keeping tool. It does not provide accountancy, tax, legal, or financial advice. Any tax reports, summaries, or categorisations generated by the Service are produced for informational purposes only. You must verify all figures independently and consult a qualified professional before submitting information to HMRC or making any financial decisions.

11.3 AI-generated outputs — including receipt categorisations and tax report analyses produced by Anthropic Claude — may contain errors or inaccuracies. You are responsible for reviewing and verifying all AI-generated content before relying on it.

11.4 Nothing in these Terms excludes or limits any statutory rights you may have under UK consumer protection law that cannot be lawfully excluded.

12. Limitation of Liability

12.1 To the fullest extent permitted by applicable UK law, Pivitax shall not be liable to you for: (a) any indirect, incidental, special, consequential, or punitive loss or damage; (b) loss of profits, revenue, or business; (c) loss of data or corruption of User Content; (d) any loss arising from your reliance on AI-generated outputs, tax summaries, or expense categorisations produced by the Service; (e) any loss arising from the acts or omissions of third-party service providers, including Supabase, Google, Anthropic, Paddle, TrueLayer, Resend, or Vercel.

12.2 Our total aggregate liability to you in connection with the Service — whether in contract, tort (including negligence), or otherwise — shall not exceed the total Subscription fees paid by you to Pivitax in the 12 months immediately preceding the event giving rise to the claim, or £100 (whichever is greater).

12.3 Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded under UK law.

13. Indemnity

You agree to indemnify, defend, and hold harmless Pivitax and its officers, employees, and agents from and against any claims, losses, damages, costs (including reasonable legal fees), or liabilities arising out of or in connection with: (a) your use of the Service in breach of these Terms; (b) any User Content you upload or transmit through the Service; (c) your infringement of any third-party rights; (d) any inaccurate or fraudulent financial records you submit through the Service; or (e) your breach of any applicable law, including UK tax law.

14. Termination & Suspension

14.1 Cancellation by You. You may cancel your Subscription at any time from the Cancel Subscription button in your account profile. For monthly plans, cancellation requires at least 14 days' notice before your next renewal date — your subscription ends at the close of that billing period with no refund for unused days. For annual plans, at least 30 days' notice before the renewal date is required. No refund will be issued for the unused portion of any annual billing period except as required by UK law.

14.2 Suspension or Termination by Us. We may suspend or terminate your Account with immediate effect, with or without notice, if: (a) you breach any material term of these Terms; (b) you provide false registration information; (c) you engage in conduct that we reasonably consider harmful to the Service or other users; (d) you fail to pay Subscription fees when due; or (e) we are required to do so by law or court order.

14.3 Effect of Termination. On termination, your right to access the Service ceases immediately. We will retain your User Content for 30 days following termination, during which you may request an export. After that period, your data will be permanently deleted, subject to any legal retention requirements.

15. Governing Law & Dispute Resolution

15.1 These Terms and any dispute or claim arising out of or in connection with them shall be governed by and construed in accordance with the laws of England and Wales.

15.2 If you have a complaint or dispute regarding the Service, please contact us first at info@pivitax.com. We will endeavour to resolve any complaint informally within 14 days of receiving it.

15.3 If a dispute cannot be resolved informally, both parties agree to attempt mediation before commencing formal legal proceedings.

15.4 Subject to clause 15.3, both parties submit to the exclusive jurisdiction of the courts of England and Wales in respect of any dispute arising under or in connection with these Terms.

16. Changes to Terms

We reserve the right to update or amend these Terms at any time. When we make material changes, we will notify you by email to the address associated with your Account and/or by displaying a prominent notice within the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Terms.

17. General

17.1 Entire Agreement. These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and Pivitax in relation to the Service.

17.2 Severability. If any provision of these Terms is found to be unenforceable or invalid, that provision shall be limited or severed to the minimum extent necessary, and the remaining provisions shall continue in full force and effect.

17.3 Waiver. Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

17.4 Force Majeure. We shall not be liable for any delay or failure to perform our obligations where such delay or failure arises from circumstances beyond our reasonable control.

18. Contact

If you have any questions about these Terms, wish to report a breach, or need to contact us for any reason relating to the Service, please reach out to us:

Email: info@pivitax.com

Website: https://pivitax.com

We aim to respond to all enquiries within 5 business days.