Terms of Service

1. Who we are and how to contact us

RemitClear is operated by RemitClear Ltd, a company registered in England & Wales under company number 17244638, with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom ("RemitClear", "we", "us" or "our"). You can reach us at legal@remitclear.com.

These Terms of Service (the "Terms") govern access to and use of the RemitClear web application, related APIs, and any associated services (together, the "Service"). By creating an account, accepting these Terms in-product, or using the Service, the organisation you represent (the "Customer", "you" or "your") agrees to these Terms. If you do not agree, do not use the Service.

2. The Service

RemitClear helps finance teams process payment remittance advices. The Service ingests remittance documents (by upload or email), uses automated optical character recognition and AI models to extract information such as invoice numbers, amounts and payer details, matches that information against open invoices in your connected accounting system, and helps you record the corresponding payments. We may improve, add to, or change features of the Service over time.

We may release features marked "beta" or "preview". Beta features are provided as is, may be removed or changed at any time, and are not covered by the availability target on our Security page or by the warranties in clause 11.

3. Accounts, eligibility and authority

• The Service is provided for business use only and is not intended for consumers.
• These Terms apply to any organisation accessing the Service, whether on a paid subscription or under free trial access granted by us.
• You must be at least 18 and have authority to bind your organisation to these Terms. The person who accepts these Terms on behalf of a workspace warrants that they are authorised to do so.
• You are responsible for your account, for the accuracy of registration details, for all activity under your account, and for keeping login credentials secure. Tell us promptly at legal@remitclear.com if you suspect unauthorised access.
• You are responsible for the users you invite to your workspace and for their compliance with these Terms.

4. Fees, billing and the money-back period

• Fees are as agreed in your order or quote and are billed through our payment processor (Stripe) on a recurring subscription basis unless stated otherwise.
• Where we offer free trial access, no fees are payable during the trial. We may end the trial at any time and will give reasonable notice before doing so, unless a trial is ended for breach of these Terms.
• Fees are charged in the currency stated in your order. Where we bill in a non-GBP currency, exchange-rate fluctuation is not a basis for refund.
• Every new paying Customer has a 30-day money-back period from the start of the subscription. If RemitClear is not the right fit, tell us within that period and we will refund the fees paid for the initial term, whether the subscription is monthly or annual. After the 30-day period, monthly subscriptions can be cancelled with effect from the end of the current billing period, and annual fees are non-refundable except as required by law.
• Subscriptions renew automatically for successive terms unless cancelled before the renewal date. You can cancel at any time, with effect from the end of the current billing period.
• Unless stated otherwise, fees are exclusive of VAT, GST and other taxes, which you are responsible for where applicable. Fees are non-refundable except as required by law or as expressly set out in these Terms.
• We may change fees on at least 30 days' notice, effective from your next renewal.

5. Acceptable use

You agree not to, and not to permit any user to:

• use the Service unlawfully, or to upload content you are not entitled to process;
• upload malware, attempt to gain unauthorised access, or disrupt or probe the Service or its infrastructure;
• reverse engineer, resell, or build a competing product from the Service except to the extent the law does not allow this restriction;
• use the Service to process special category personal data where you have no lawful basis to do so; or
• place unreasonable load on the Service or circumvent usage limits.

6. Connected accounting systems

The Service connects to your accounting system (for example Xero) using credentials you authorise through that provider. You authorise us to access and write data to your accounting system as needed to provide the Service. Your use of any third-party system is governed by your agreement with that provider, and we are not responsible for the availability, accuracy or acts of third-party systems.

7. Automated extraction and your review responsibility

The Service uses automated and AI-based processing to read documents and propose matches. Automated extraction can be incomplete or incorrect. RemitClear is a tool to assist your finance team; it does not replace professional judgement. You are responsible for reviewing extracted data, proposed matches and allocations before approving or posting any payment, and you remain responsible for the accuracy of entries recorded in your accounting system. Proposed matches and confidence scores are indicative only.

Where you enable automated posting (for example, auto-match at 100% confidence), you accept that no manual review is performed by you for those matches before posting, and you remain responsible for the resulting entries in your accounting system. You can disable automated posting at any time from your workspace settings.

8. Customer data

As between the parties, you own the data you upload and the data generated from it ("Customer Data"). You grant us a non-exclusive licence to host, process and use Customer Data solely to provide and support the Service, to keep it secure, and to improve the Service in aggregated or de-identified form that does not identify you or any individual. Where Customer Data includes personal data, our processing is governed by the Privacy Policy and the Data Processing Agreement, which forms part of these Terms.

Where the Customer is a bookkeeping or accounting practice operating the Service on behalf of its end-clients, the practice is the Customer under these Terms and is responsible for having any necessary authority or consent from its end-clients to upload their data to the Service.

9. Intellectual property

We and our licensors own all rights in the Service, including software, models, and documentation. We grant you a non-exclusive, non-transferable right to use the Service during your subscription in accordance with these Terms. We may use your name and logo to identify you as a customer unless you ask us in writing not to.

10. Confidentiality

Each party may receive confidential information of the other. Each party will protect the other's confidential information with reasonable care and use it only to perform under these Terms, except where disclosure is required by law.

11. Warranties and disclaimers

We will provide the Service with reasonable skill and care. Except as expressly stated, the Service is provided "as is" and we do not warrant that it will be uninterrupted, error-free, or that extraction or matching results will be accurate or complete. To the fullest extent permitted by law, we exclude all implied warranties and conditions.

12. Limitation of liability

Nothing in these Terms limits liability that cannot be limited by law (including for death or personal injury caused by negligence, or for fraud). Subject to that:

• neither party is liable for loss of profit, revenue, goodwill, or anticipated savings, or for indirect or consequential loss; and
• each party's total aggregate liability arising out of or in connection with the Terms is limited to the fees you paid for the Service in the 12 months before the event giving rise to the claim.

You acknowledge that you are responsible for verifying financial entries (see clause 7) and that we are not liable for losses arising from payments you record or post without review.

13. Indemnity

You will indemnify us against claims arising from Customer Data or your use of the Service in breach of these Terms or applicable law.

14. Suspension and termination

• We may suspend access where reasonably necessary to protect the Service or other customers, or where you materially breach these Terms, and will restore access once the issue is resolved.
• Either party may terminate for material breach not remedied within 30 days of notice. You may cancel as set out in clause 4.
• On termination your right to use the Service ends. We will handle your data as described in the Privacy Policy and DPA, including deletion within the stated retention period.

15. Changes to these Terms

We may update these Terms from time to time. For material changes we will give reasonable notice (for example by email or in-product), and may ask you to accept the updated Terms to continue using the Service. The current version and its effective date are shown at the top of this page.

16. Governing law and jurisdiction

These Terms and any dispute arising out of them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

17. General

• These Terms, the Privacy Policy and the DPA are the entire agreement between us on their subject matter.
• If any provision is found unenforceable, the rest remains in effect.
• You may not assign these Terms without our consent; we may assign them to a successor of our business.
• Neither party is liable for delay or failure caused by events beyond its reasonable control.
• A person who is not a party has no rights under the Contracts (Rights of Third Parties) Act 1999.