Terms of Service

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 aicosts.co.uk – Terms of Service

Effective Date: 15/05/2025

1. Introduction

These Terms of Service ("Terms") govern your use of the software and services provided via the AI Costs platform (“we”, “us”, “our”). This includes any applications, documentation, desktop software, and website content available at aicosts.co.uk (collectively, the “Service”).

By using the Service, you confirm that you have read, understood, and agreed to these Terms. If you do not agree to these Terms, you must not use the Service.

2. Eligibility

To use the Service, you must be at least 18 years old or the age of legal majority in your jurisdiction. By accessing or using the Service, you warrant that you meet this requirement.

3. Accounts and Access

Certain features may require the use of a licence key or account linked to your organisation. You are responsible for safeguarding this key or account and for all activities undertaken using it.

Please notify us immediately at admin@aicosts.co.uk if you suspect unauthorised use.

4. Use of the Service

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

You must not:

• Circumvent access controls, rate limits, or subscription conditions;
   
• Interfere with or attempt to disrupt the operation or security of the Service;
   
• Use the Service to process unlawful or sensitive personal data without appropriate consent.
   

5. Subscriptions and Payments

The Service is provided on a subscription basis. Payment is collected monthly via standing order, with instructions provided during signup.

By subscribing, you:

• Authorise us to receive regular payments via standing order;
   
• Accept that access to the Service is conditional on timely receipt of payments;
   
• Acknowledge that failure to maintain payment may result in suspension or termination of access.
   

You are responsible for cancelling your standing order should you wish to terminate your subscription.

6. Data and Security

We follow industry-standard practices to ensure your data is handled securely.

• All processing is performed using secure, encrypted connections.
   
• Data input into the software (e.g. Excel files) is processed locally or securely via real-time inference.
   
• We do not store or retain any uploaded spreadsheets or sensitive client data.
   
• Any licensing or subscription metadata is handled in accordance with UK GDPR and Data Protection Act 2018.
   

7. Intellectual Property

All intellectual property in the Service, including code, documentation, and design, is owned by or licensed to AI Costs.

You are granted a non-exclusive, non-transferable, revocable licence to use the Service for your internal business purposes only.
You may not copy, reproduce, modify, distribute, decompile, or create derivative works from any part of the Service without prior written consent.

8. Termination

We reserve the right to suspend or terminate your access to the Service at any time if you:

• Breach these Terms;
   
• Fail to make timely subscription payments;
   
• Are found to misuse or abuse the Service.
   

No refunds will be issued for periods already billed.

9. Limitation of Liability

To the maximum extent permitted by law, AI Costs and its affiliates shall not be liable for any indirect, incidental, special, or consequential damages, or for loss of profits, revenue, data, or use, arising out of your use of the Service.

10. Governing Law

These Terms are governed by the laws of England and Wales. You agree to submit to the exclusive jurisdiction of the English courts.

11. Changes to These Terms

We may update these Terms from time to time. Any changes will be posted at aicosts.co.uk. Continued use of the Service following any changes constitutes acceptance of those changes.

12. Contact

If you have any questions or concerns regarding these Terms, please contact us at:
📧 admin@aicosts.co.uk