Terms of service

By accessing and using SmartCFO (“Service”, “Platform”, “We”, “Us”), you accept and agree to be bound by the terms and provision of this agreement.

Eligibility

• You must be at least 18 years old or the age of majority in your jurisdiction
• You must have the legal capacity to enter into contracts
• You must not be prohibited from using the service under applicable laws
• Businesses must be legally registered and in good standing

SmartCFO is a cloud-based accounting and financial management platform that provides:

Core features

• Income and expense tracking
• Invoice generation and management
• Client and vendor management
• Financial reporting and analytics
• Multi-currency support
• Tax calculation and compliance

Advanced features

• AI-powered categorisation
• Business insights and recommendations
• Team collaboration and permissions
• Recurring invoice automation
• VAT/GST compliance tools
• Data import/export capabilities

Account creation

• You must provide accurate, current, and complete information during registration
• You are responsible for maintaining the confidentiality of your account credentials
• You must promptly notify us of any unauthorised use of your account
• One person or entity may maintain only one active account

Account security

• Use strong, unique passwords and enable multi-factor authentication when available
• Do not share your account credentials with unauthorised persons
• Immediately report any security breaches or suspicious activity
• You are fully responsible for all activities that occur under your account

Team management

• Team owners are responsible for managing user permissions and access
• All team members must comply with these terms
• Team owners are liable for actions taken by their team members
• Team members should only access data necessary for their role

Permitted uses

• Legitimate business accounting and financial management
• Creating and sending invoices to clients
• Tracking business expenses and income
• Generating financial reports for business purposes
• Collaborating with team members and accountants

Prohibited uses

Data accuracy

You are solely responsible for the accuracy, completeness, and legality of all data you input into SmartCFO. This includes financial records, client information, and tax-related data. You must ensure compliance with all applicable accounting standards and tax regulations in your jurisdiction.

Subscription plans

• Simple Start: Basic accounting features for individuals and small businesses
• Plus: Advanced features including team collaboration and reporting

Current pricing and features are available on our website and may be updated periodically.

Billing terms

• Subscriptions are billed monthly or annually in advance
• All fees are non-refundable unless otherwise specified
• Prices are subject to change with 30 days notice
• Failed payments may result in service suspension
• You are responsible for all applicable taxes

Free trial and cancellation

• New accounts may be eligible for a free trial period
• You can cancel your subscription at any time
• Cancellation takes effect at the end of your current billing period
• You retain access to your data for 30 days after cancellation
• After 30 days, your account and data may be permanently deleted

Usage limits

Each plan includes specific usage limits (e.g. number of invoices, team members, storage). Exceeding these limits may require upgrading to a higher plan or may result in additional charges as specified in your plan details.

Your data rights

• You retain ownership of all data you input into SmartCFO
• You can export your data at any time in standard formats
• You can request deletion of your data subject to legal retention requirements
• We will not access your data except as necessary to provide the service

Data processing

• We process your data solely to provide and improve our services
• AI features may analyse your data to provide categorisation and insights
• We may use anonymised, aggregated data for service improvements
• We comply with applicable data protection laws (GDPR, CCPA, etc.)

Data retention

Financial data may be retained for up to 7 years or as required by applicable tax and accounting regulations. Other data is retained only as long as necessary to provide services or as required by law.

Administrative account access

Authorised platform administrators may access your account, including viewing your financial records and business data, for the following purposes only:

• Providing customer support and resolving technical issues you report
• Investigating bugs, data discrepancies, or service errors
• Ensuring service quality and preventing fraud or system abuse
• Responding to legal requirements or valid governmental requests
• Maintaining security and integrity of the platform

Important safeguards:

• Administrative access is limited to essential personnel only
• All access is logged with full audit trails including timestamps and justification
• Administrators are bound by strict confidentiality agreements
• Unauthorised access attempts are treated as security violations and logged
• Access is granted only when necessary and for legitimate business purposes
• You may request access logs through our support channels

Administrative access does not grant us ownership or rights to your data beyond what is necessary to provide and maintain the service.

Our rights

• SmartCFO and its features are protected by intellectual property laws
• Our trademarks, logos, and branding materials are our exclusive property
• The software, algorithms, and AI models are proprietary
• You may not copy, modify, or reverse engineer our platform

License to use

Subject to these terms, we grant you a limited, non-exclusive, non-transferable licence to access and use SmartCFO for your legitimate business purposes during your subscription period.

User-generated content

• You retain rights to your business data and content
• You grant us permission to process and store your data to provide services
• You may not upload copyrighted material without permission
• You are responsible for ensuring you have rights to all uploaded content

Service level

• We aim for 99.9% uptime but do not guarantee uninterrupted service
• Planned maintenance will be announced in advance when possible
• We provide regular backups and disaster recovery procedures
• Emergency maintenance may occur without notice

Support services

• Email support is available to all subscribers
• Response times vary based on subscription plan and issue severity
• Self-service resources are available 24/7
• Premium support may be available for higher-tier plans

Service modifications

We may modify, update, or discontinue features with reasonable notice. Material changes affecting core functionality will be communicated at least 30 days in advance.

Service disclaimers

• SmartCFO is provided “as is” without warranties of any kind
• We do not guarantee the accuracy of calculations or AI suggestions
• The service is not intended to replace professional accounting advice
• You are responsible for verifying all calculations and compliance

Limitation of liability

To the maximum extent permitted by law, SmartCFO shall not be liable for:

• Indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, or business opportunities
• Service interruptions or data loss
• Actions or omissions of third-party service providers
• Tax penalties or compliance issues arising from your data

Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim.

Professional advice disclaimer

SmartCFO provides tools and features to help manage your finances, but does not provide professional accounting, legal, or tax advice. Always consult with qualified professionals for specific guidance regarding your situation.

Termination by you

• You may cancel your subscription at any time
• Cancellation takes effect at the end of your billing period
• You can export your data before or after cancellation
• Access continues until the end of your paid period

Termination by us

We may suspend or terminate your account if:

• You breach these terms or our policies
• Your account is used for illegal activities
• Payment fails and remains uncured after notice
• Your account remains inactive for extended periods
• We cease operations (with reasonable notice)

Effect of termination

• Your access to SmartCFO will be disabled
• Data may be retained for legal or regulatory requirements
• You remain liable for charges incurred before termination
• Provisions regarding liability and disputes survive termination

Applicable law

These terms are governed by the laws of the jurisdiction where SmartCFO is incorporated, without regard to conflict of law principles.

Dispute resolution

• We encourage resolving disputes through direct communication first
• Disputes may be subject to binding arbitration
• Class action lawsuits are waived where legally permissible
• Some jurisdictions may have different dispute resolution requirements

We may modify these terms periodically. When we make material changes:

• We will notify you via email at least 30 days before changes take effect
• We will post prominent notices in the application
• Continued use after the effective date constitutes acceptance
• If you disagree with changes, you may cancel your subscription

For questions about these Terms of Service, please contact us: