Legal
Terms & Conditions
Last updated: 30 March 2026
These Terms and Conditions (“Terms”) govern your access to and use of the services provided by Koovo Limited (“Koovo”, “we”, “us” or “our”). By accepting, signing an Order, creating an account, accessing or using the Services, you agree to be bound by these Terms. If you do not agree, you must not access or use the Services.
1. Who we are
Koovo Limited is a company incorporated in England and Wales. Company number: 16994171. Registered office: Shelton House, Shelton, Newark, Nottinghamshire, United Kingdom, NG23 5JQ.
2. Agreement structure
These Terms form part of the agreement between you and Koovo. The Agreement may include these Terms, any Order, the DPA, Privacy Policy, Cookie Notice, Service-Specific Terms and other documents incorporated by reference. In the event of conflict, the Order takes precedence, followed by the DPA for processor-side obligations, Service-Specific Terms, these Terms, the Privacy Policy and other incorporated documents.
3. Definitions
Key terms include: Affiliate, AI Input Data, AI Output, Aggregated Data, Authorised User, Confidential Information, Customer, Customer Data, Data Protection Laws, Documentation, DPA, Effective Date, Fees, Intellectual Property Rights, Koovo Data, Order, Personal Data, Privacy Policy, Services, Service Data, Subscription Term, Third-Party Service and Updates, each as defined in the Agreement.
4. Business use only
The Services are intended for business, professional and commercial use only. They assist with bookkeeping, document processing, extraction, classification, reporting, reconciliation and related workflows. They do not provide legal, accounting, audit, investment, tax or financial advice, and you remain responsible for reviewing and validating outputs.
5. Access to the Services
Subject to the Agreement and payment of Fees, Koovo grants Customer a limited, non-exclusive, non-transferable and non-sublicensable right during the Subscription Term to use the Services and Documentation for internal business purposes. Customer is responsible for User accounts, permissions, credentials and all acts and omissions of Users or persons accessing the Services using Customer credentials.
6. Customer responsibilities
Customer is responsible for the accuracy, quality, legality and integrity of Customer Data; the rights, permissions, notices and lawful bases needed to use it; appropriate role and access configuration; reviewing outputs; maintaining credential confidentiality; and using the Services in accordance with law and the Agreement. Customer must not misuse, disrupt, reverse engineer, resell, build competing services with, or gain unauthorised access to the Services.
7. Accountants, advisers and consolidators
Authorised Users may include accountants, bookkeepers, finance staff, advisers and consolidators. Customer is responsible for managing their permissions and ensuring that any third party is properly authorised to access, use, review or process Customer Data.
8. Orders, subscriptions and fees
Services are subscribed for under an Order. Unless an Order states otherwise, Fees are invoiced in advance, non-cancellable and non-refundable. Customer must pay by the due date. Fees exclude VAT and applicable taxes. Koovo may charge interest for overdue payment, suspend for non-payment after reasonable notice, and subscriptions renew automatically unless notice of non-renewal is given at least 30 days before term end.
9. Third-Party Services and integrations
The Services may interoperate with Third-Party Services. If Customer enables one, Customer authorises necessary data exchange and is responsible for applicable third-party terms. Koovo is not responsible for Third-Party Services except as expressly stated, and may change integrations where reasonably necessary.
10. Proprietary rights and data ownership
Koovo and its licensors retain all rights in the Services, Koovo Data, Service Data, Documentation, software, models, systems, workflows, APIs, branding and underlying technology. Customer retains rights in Customer Data. Koovo does not claim ownership of Customer-specific AI Output solely because it is generated through the Services, but retains rights in its own improvements, models, processes, Aggregated Data, De-Identified Data and Service Data.
11. Customer licence to Koovo
Customer grants Koovo and its service providers the licence necessary to host, store, copy, transmit, display, parse, extract, transform, analyse and otherwise use Customer Data to provide, operate, secure, support and improve the Services; perform processing and automation; maintain integrations; monitor performance and security; comply with law; enforce the Agreement; and create Aggregated Data, De-Identified Data and Service Data. Customer also grants the rights necessary for Koovo’s research, development, model training, testing, evaluation and improvement activities as described in the Agreement and Privacy Policy.
12. Aggregated, de-identified and service data
Koovo may create, use, disclose, licence and commercialise Aggregated Data, De-Identified Data and Service Data for lawful purposes including analytics, benchmarking, service improvement, model development, testing, security and product development, provided that it does not identify Customer or any natural person.
13. Feedback
Customer and Users may provide feedback. Customer grants Koovo a worldwide, royalty-free, perpetual, irrevocable, transferable, sublicensable, non-exclusive right to use, reproduce, adapt, disclose, distribute and incorporate feedback for any lawful purpose without restriction or obligation.
14. Data protection and privacy
Each party will comply with applicable Data Protection Laws. Where Koovo processes Personal Data on Customer’s behalf, the DPA applies. Customer instructs Koovo to process Personal Data as necessary to provide the Services, and represents that it has all required rights, consents, notices and lawful bases. Koovo may use subprocessors and may process certain Personal Data as a controller for its own business purposes as described in the Privacy Policy.
15. Confidentiality
Each receiving party must use the other party’s Confidential Information only as necessary for the Agreement, protect it using at least reasonable care, and not disclose it except as permitted. Confidential Information excludes information that is public, previously known, lawfully received without confidentiality obligations or independently developed. Disclosure required by law is permitted, subject to prior notice where legally allowed.
16. Security
Koovo will maintain appropriate technical and organisational measures designed to protect the Services and Customer Data against unauthorised or unlawful access, use, disclosure, loss, alteration or destruction. Customer is responsible for the security of its own systems, devices, credentials, networks and User administration.
17. Support, updates and changes to the Services
Koovo may provide support and service levels described in the relevant Order or Documentation, and may make Updates, improvements, modifications or changes. Koovo may discontinue features for legal, regulatory, security, technical or commercial reasons while using reasonable efforts not to materially reduce core paid functionality. Beta and preview features are provided “as is” and may be changed or withdrawn.
18. Warranties, indemnities, liability, suspension and termination
Each party warrants it has authority to enter the Agreement. Koovo will provide the Services with reasonable skill and care; otherwise, the Services and AI Output are provided “as is” and “as available” to the maximum extent permitted by law. Customer indemnifies Koovo for claims arising from Customer Data or breach. Liability is subject to the exclusions and caps in the Agreement. Koovo may suspend access for breach, non-payment, security risk, fraud, legal requirements or unavailable dependencies. The Agreement continues for the Subscription Term and may be terminated as set out in the Agreement.
19. General terms
These Terms also address effect of termination, updates to the Agreement, publicity, notices, force majeure, assignment and subcontracting, the entire agreement, no partnership or third-party rights, and governing law. The Agreement is governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that Koovo may seek injunctive or similar relief in any court of competent jurisdiction.