Effective Date: 10 June 2024
Last Updated: 08 May 2025
1. Introduction
These Terms of Service (“Terms”) form a legally binding agreement between you (“Customer,” “you,” or “your”) and Briefcase Tech Ltd (“Briefcase,” “we,” “us,” or “our”), a company registered in England and Wales (Company No. 15805625). These Terms govern your access to and use of our website https://www.briefcase.so (the “Site”) and our software-as-a-service platform and related services (collectively, the “Services”).
By using our Services, you agree to be bound by these Terms and our Privacy Policy, which is incorporated by reference. If you do not agree to these Terms, you must not use the Services.
2. Definitions
Customer Data: Any data, content, or material submitted by or on behalf of the Customer via the Services, including documents containing personal data.
Personal Data: As defined in the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
Data Controller: The party that determines the purposes and means of processing Personal Data. The Customer is the Data Controller.
Data Processor: The party that processes Personal Data on behalf of the Controller. Briefcase is the Data Processor.
Sub-Processor: A third party engaged by Briefcase to process Personal Data on the Customer’s behalf.
3. Overview of the Services
Briefcase provides an AI-powered automation platform for accounting workflows, including extraction and categorisation of financial documents such as invoices and receipts. The Services may integrate with third-party software such as Xero and QuickBooks to support end-to-end bookkeeping automation.
4. Roles and Responsibilities Under GDPR
4.1. Customer as Data Controller
The Customer determines the purposes and means of processing Personal Data and is responsible for ensuring compliance with GDPR and other applicable data protection laws.
The Customer must ensure that it has a lawful basis for processing Personal Data and for instructing Briefcase to process Personal Data on its behalf.
4.2. Briefcase as Data Processor
Briefcase processes Personal Data on behalf of the Customer in accordance with the Customer's instructions and these Terms.
Briefcase shall comply with GDPR requirements applicable to Data Processors, including implementing appropriate technical and organisational measures to protect Personal Data.
5. Processing of Personal Data
5.1. Subject Matter and Duration
Subject Matter: The processing of Personal Data as necessary to provide the Services, including capturing, processing, and automating accounting tasks.
Duration: The term of these Terms until termination or expiration, plus any period thereafter until deletion of all Personal Data by Briefcase in accordance with these Terms.
5.2. Nature and Purpose of Processing
Nature: Processing Personal Data through AI technologies to automate accounting tasks.
Purpose: We process documents (e.g., invoices, receipts) and associated data to support document capture, categorisation, VAT assignment, and accounting automation.
5.3. Types of Personal Data
Personal Data contained within invoices, receipts, and financial documents, which may include names, addresses, contact details, transaction details, and any other personal information submitted by the Customer or End Users.
5.4. Categories of Data Subjects
Individuals whose Personal Data is contained within the Customer Data, including the Customer’s End Users, suppliers, and employees.
6. Our Responsibilities as Data Processor
We will process Personal Data only on your instructions unless required by law.
All staff and contractors handling Personal Data are bound by confidentiality obligations.
We implement safeguards such as data encryption (in transit and at rest), logical data segregation, and strict access controls. Customer Data is hosted within the European Economic Area (EEA) using providers such as Amazon Web Services (Ireland), subject to appropriate technical and organisational measures. For further details, please refer to our Privacy Policy.
We may engage Sub-Processors to deliver our Services. A current list and description of these Sub-Processors is available in our Privacy Policy. This list may be updated from time to time. We may notify you of material changes.
In the event of a Personal Data Breach, we will notify you without undue delay and assist you in fulfilling your regulatory obligations.
Upon termination of the Services, we will delete or return all Personal Data within 30 days, unless retention is required by law.
Upon request, we will make available information necessary to demonstrate compliance and support reasonable audit or information requests limited to our compliance with data protection obligations under these Terms.
7. Your Responsibilities
You agree to:
Comply with all applicable data protection and privacy laws;
Ensure you have a lawful basis to process and share Personal Data with Briefcase;
Provide accurate, lawful instructions for processing;
Not use the Services in a way that violates the rights of any third party or applicable law.
8. Use of Services
8.1 Permitted Use
You may use the Services only for lawful business purposes and in accordance with these Terms.
8.2 Prohibited Activities
You agree not to:
Use the Services to infringe any intellectual property or privacy rights;
Upload harmful or malicious content;
Attempt to access the Services or related systems without authorisation;
Resell or sublicence the Services to third parties.
9. Pricing and Payment
9.1 Subscription Plans
Our Services are offered on a subscription basis. Standard pricing, usage limits, and features are published on our Pricing Page and may be updated from time to time.
Where we have agreed custom pricing or terms with you in writing, those terms will take precedence over any conflicting information on the Pricing Page.
9.2 Billing and Payment
You will be billed in advance on a recurring basis (typically monthly) unless we agree otherwise in writing. You must maintain valid payment information on file and authorise us to charge applicable fees to your chosen payment method.
9.3 Renewal and Cancellation
Subscriptions renew automatically at the end of each billing cycle unless cancelled at least three (3) business days prior to renewal. You may cancel at any time by contacting support@briefcase.so.
If your subscription is governed by a separate written agreement, any different renewal or cancellation terms in that agreement will apply.
9.4 Overage Charges
If your usage exceeds the limits of your plan, overage charges may apply. Standard overage rates are published on our Pricing Page. If your subscription is governed by a custom agreement, overage terms (if applicable) will be set out in that agreement.
9.5 Price Changes
We may adjust our pricing from time to time. Any changes to your applicable subscription fees—whether standard or custom—will be communicated to you with at least thirty (30) days’ advance notice, and will take effect at the start of the next billing cycle following that notice period.
9.6 Late Payments
If your payment is overdue, we may suspend your access to the Services until payment is received. We may also apply interest or charges as permitted by law or your agreement with us.
10. Refunds
You may request a full refund within 30 days of your initial purchase. Refunds are granted at our discretion except where required by applicable law. For the avoidance of doubt, statutory consumer cancellation rights do not apply to business users. Email support@briefcase.so to initiate a request.
11. Confidentiality
Both parties agree to keep each other’s non-public information confidential, to use it only as necessary to perform obligations under these Terms, and to protect it with reasonable care. This obligation survives termination.
12. Intellectual Property
Briefcase and its licensors retain all rights, title, and interest in the Services and all underlying technology. You receive a non-exclusive, non-transferable, revocable licence to use the Services during the term of your subscription, subject to these Terms.
13. Service Availability and Support
We are committed to delivering a reliable and responsive service experience. While we do not guarantee uninterrupted availability, we work to maintain high uptime and address any issues promptly.
All Customers have access to our support team. In addition to email-based support via support@briefcase.so, we offer optional direct communication channels—such as Slack, Microsoft Teams, or Google Chat—for fast issue resolution, feedback discussions, and service updates. Customers may choose whether to use these channels. We aim to respond quickly and pragmatically to support queries, prioritising those that affect core business workflows. We also welcome product feedback and aim to incorporate it into our roadmap where feasible.
From time to time, maintenance, updates, or service interruptions may occur. Where possible, we will provide advance notice of planned downtime. You are responsible for maintaining an internet connection and compatible systems to access the Services.
14. Limitation of Liability
To the fullest extent permitted by law:
We are not liable for indirect, incidental, special, or consequential damages;
Our total liability under these Terms is limited to the amount you paid to us in the 12 months prior to the claim;
Nothing in these Terms limits liability for death, personal injury, fraud, or any liability that cannot be lawfully excluded.
15. Indemnification
You agree to indemnify and hold Briefcase harmless from any claims, damages, or losses arising from:
Your breach of these Terms;
Your unlawful use of the Services;
Your violation of any rights of a third party.
16. Termination
16.1 By the Customer
You may terminate your subscription at any time by notifying us. Access to Services will continue until the end of the current billing period.
16.2 By Briefcase
We may suspend or terminate your account for breach or misuse. We may also terminate the Services for convenience with 30 days’ written notice.
16.3 Post-Termination
Data Retention: We will make your Customer Data available for 30 days after termination. After that, we may delete your data unless required by law to retain it.
Survival: Sections 11 (Confidentiality), 12 (Intellectual Property), 14 (Limitation of Liability), 15 (Indemnification), and 19 (Miscellaneous) will survive termination of these Terms.
17. Governing Law and Dispute Resolution
These Terms are governed by the laws of England and Wales. Any disputes will first be attempted to be resolved by negotiation. If unresolved, either party may refer the matter to mediation under the Centre for Effective Dispute Resolution (CEDR) Model Mediation Procedure. Courts of England and Wales have exclusive jurisdiction.
18. Changes to These Terms
We may update these Terms from time to time. Material changes will be posted on our website and may be notified via email or in-product. Continued use of the Services after changes take effect constitutes your acceptance of the new Terms.
19. Miscellaneous
Entire Agreement: These Terms and the Privacy Policy constitute the entire agreement between you and Briefcase.
Severability: If any part of these Terms is found to be unenforceable, the remainder will remain in effect.
Waiver: Failure to enforce any provision does not constitute a waiver of future enforcement.
Assignment: You may not assign these Terms or your rights under them without our prior written consent. We may assign or transfer our rights or obligations under these Terms, provided we take reasonable steps to ensure that your rights are not adversely affected.
Force Majeure: Neither party shall be liable for any delay or failure to perform due to causes outside their reasonable control, including but not limited to natural disasters, cyberattacks, utility failures, acts of war, pandemics, or government restrictions.
20. Contact Us
If you have questions about these Terms, contact us at:
