Terms for BookPilot accounts and Founding Access.

1. Accounts, free trial and Founding Access

Creating your first BookPilot account starts a 30-day free trial. No card is needed to start. During the trial, you can use the available Windows app. Before the trial ends, you may choose monthly or annual Founding Access and review the price and billing period before paying. If you do not subscribe, existing records remain available as described below, but adding new bookkeeping records is restricted. The Android companion is included when released and is not yet available.

2. Business use and account security

You must provide accurate account information, keep sign-in details secure and use BookPilot only for lawful business purposes. You are responsible for activity carried out through your account unless caused by a failure for which BookPilot is legally responsible.

3. Your records

You remain responsible for reviewing the accuracy and completeness of your bookkeeping and tax records, keeping evidence required for your circumstances and deciding whether professional accounting or tax advice is needed. You must only upload or process information you are entitled to use.

4. Tax and HMRC status

BookPilot is software support, not legal, accounting or tax advice. Features may help with digital records, VAT review, evidence and HMRC-focused workflows. BookPilot does not claim to be HMRC-recognised compatible software unless and until the relevant recognition has been formally obtained and published.

4A. Ask BookPilot and connected AI

Ask BookPilot is an assistance feature, not an autonomous accountant. AI output must be reviewed before you rely on it. AI-prepared drafts are not saved or posted automatically and normal BookPilot permissions and confirmations still apply. If you connect OpenAI or your own compatible AI provider, you are responsible for having authority to use that provider and for reviewing its privacy, retention, security, availability and usage terms. BookPilot does not give a connected AI provider direct database credentials or permission to execute payments, deletions, reconciliations, period closes or HMRC submissions.

5. Availability, updates and new features

We work to keep BookPilot available, but updates, faults, security work or third-party outages may interrupt access. Founding members can share feedback that helps shape what we improve and build next. Every new BookPilot feature added to the BookPilot plan is included at no extra cost while your Founding Access is active. We do not promise that a planned feature will be available on a particular date.

5A. Founder Builder Reward

A paying Founding Access member may submit a product idea through the official Founder Builder form while their access is current. BookPilot records the submission on its server and issues a unique reference with a UTC date and time. Client-device, browser and email times do not determine priority.

If two valid submissions describe the same or a substantially similar idea, the earliest BookPilot server record is the eligible submission. Ordering uses the recorded UTC time and, if two records share the same timestamp, the database sequence. BookPilot makes a reasonable human assessment of whether ideas are substantially similar and records duplicates against the earlier idea.

A reward is earned only when BookPilot confirms that the idea was not already on its roadmap or in active development before submission, then selects, builds and publicly releases the idea. The reward is three months of BookPilot access, applied as a subscription credit or equivalent access extension, plus early access where practical and a permanent Founder Builder designation on the member's digital pass. Public recognition is optional and requires the member's consent.

One released idea receives one reward, awarded to its first eligible submitter. Rewards are personal, non-transferable, have no cash alternative and cannot be multiplied by repeat or reworded submissions. BookPilot may reject unsafe, unlawful, abusive, confidential or technically infeasible submissions. Acknowledging a submission is not a promise to build it. Questions or duplicate-review concerns can be sent to support@bookpilot.uk with the submission reference.

6. Acceptable use

You must not attempt to bypass access controls, probe or attack the service, interfere with other users, distribute malware, use the service unlawfully or copy, reverse engineer or redistribute BookPilot except where applicable law expressly permits it.

7. Intellectual property

BookPilot software, branding, site content and product materials are protected by applicable intellectual-property rights. While your account has the required access, you receive a limited, non-transferable right to use BookPilot for its intended business purpose. This does not transfer ownership of the software or your ownership of your own business records.

8. Suspension, cancellation and records

We may suspend or restrict access where reasonably necessary for security, misuse, legal compliance or protection of the service. You can manage or cancel a paid subscription through the billing portal after signing in; contact support if you cannot access it. A cancellation scheduled for the end of a paid period normally leaves paid access active until that period ends. When paid access ends, existing records remain available to view, report, export and back up, while new bookkeeping changes are restricted. Cancelling a subscription does not automatically close your account or delete your records; contact support for account-closure requests.

9. Liability

Nothing in these terms excludes liability that cannot lawfully be excluded, including liability for fraud or fraudulent misrepresentation and, where applicable, death or personal injury caused by negligence. BookPilot cannot promise uninterrupted or error-free operation. You remain responsible for reviewing tax and accounting outcomes. Your statutory rights, where applicable, remain unaffected.

10. Paid plans, renewals and the 14-day refund promise

After the free trial, Founding Access is offered to the first 100 paying customers at £16 per month or £180 per year. Your selected price and billing period are shown before payment. A subscription renews for its selected billing period unless cancelled; you can manage or cancel it through your account. Your account shows the current paid period and any scheduled cancellation.

First 14 days not right? Email support@bookpilot.uk within 14 calendar days of the first payment on your first BookPilot subscription and request a refund. This promise applies once per customer and account and covers that first subscription charge. If the first charge is refunded, paid access may end, but existing records remain available to view, report, export and back up as described above. Renewal charges and later subscriptions are outside this voluntary promise; billing errors and duplicate charges are reviewed separately. Nothing here limits any cancellation or refund rights that apply by law.

Live filing to HMRC is not available yet.

11. Governing law

These terms are governed by the law of England and Wales. Courts with jurisdiction under applicable law may hear disputes relating to these terms.

12. Contact

Questions about these terms can be sent to support@bookpilot.uk.