Terms and Conditions

FreeReconcile is a receipt matching and categorisation service that:

• Scans your connected email account(s) for PDF invoices and receipts
• Extracts structured data from those PDFs using AI
• Matches receipts to unexplained bank transactions in your FreeAgent account
• Suggests accounting categories and VAT treatment
• Applies matched explanations to FreeAgent when you approve them

FreeReconcile does not touch transactions you have already explained in FreeAgent. Nothing is written to your FreeAgent account without your explicit approval. Every action FreeReconcile takes can be undone.

To use FreeReconcile you must:

• Provide accurate, complete registration information
• Be at least 18 years old
• Have authority to bind the business on whose behalf you are registering
• Maintain the confidentiality of your login credentials
• Notify us immediately of any unauthorised access to your account

You are responsible for all activity under your account. You agree to use FreeReconcile only for legitimate business purposes related to your own FreeAgent bookkeeping.

All accounts start with a 14-day free trial. During the trial you have full access to the Services. No credit card is required to start a trial.

At the end of the trial, you will need to subscribe to a paid plan to continue using FreeReconcile. If you do not subscribe, your account will be downgraded and access to paid features will be suspended. Your data will be retained for 90 days, after which it will be deleted.

Subscription fees are as displayed on our pricing page at the time of purchase. All prices are in GBP and exclude VAT unless stated otherwise.

• Subscriptions renew automatically at the end of each billing period.
• We will charge the payment method on file at the start of each Renewal Term.
• If payment fails, we will attempt to charge again and may suspend access after repeated failures.
• We may change our prices with at least 30 days’ written notice. The new price applies from your next Renewal Term.

You may cancel your subscription at any time through your account settings or by emailing us. Cancellation takes effect at the end of your current billing period. You will continue to have access until then.

No refunds are provided for partial billing periods, except where required by law. If you cancel within 14 days of your first paid subscription (and have not used the Services materially during that period), you may request a full refund under the Consumer Contracts Regulations 2013.

Upon cancellation, it becomes impossible for FreeReconcile to access your FreeAgent account or email. Your data will be deleted in accordance with our Privacy Policy.

You agree not to:

• Violate any applicable law or regulation
• Submit false, fraudulent, or misleading financial documents
• Attempt to gain unauthorised access to our systems or other users’ accounts
• Reverse engineer, decompile, or attempt to derive the source code of FreeReconcile
• Use automated tools to scrape or extract data beyond normal service use
• Use FreeReconcile to facilitate money laundering or other illegal financial activity
• Transmit malware, viruses, or other harmful code

FreeReconcile processes your data as described in our Privacy Policy and Data Processing Agreement.

PDF documents are processed by OpenAI for data extraction. By using FreeReconcile, you consent to this processing. OpenAI does not use API inputs for model training. We strip sensitive fields before transmission.

You remain the data controller of your Customer Data at all times. We act as a data processor on your behalf.

FreeReconcile relies on third-party services including FreeAgent, email providers (Google, Microsoft), OpenAI, and Supabase. You are responsible for:

• Maintaining valid credentials for connected services
• Ensuring you have the right to connect those services to FreeReconcile
• Complying with the terms of those third-party services

We are not liable for issues arising from third-party service outages, API changes, or changes to their terms. FreeReconcile is not endorsed by, associated with, or supported by FreeAgent.

To the maximum extent permitted by English law:

• The Services are provided "as is" without warranties of any kind, whether express or implied.
• We do not guarantee the accuracy of receipt matching, transaction categorisation, or VAT determinations. You must review all matches before applying them.
• We are not liable for any Consequential Loss arising from the use of FreeReconcile.
• Our total aggregate liability under this Agreement shall not exceed the total Fees you have paid us in the 12 months preceding the claim.
• We are not liable for any loss or damage arising from your failure to keep your login credentials secure.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

You are responsible for reviewing all matches and categorisations before applying them to FreeAgent. Always verify VAT treatment with your accountant.

You agree to indemnify and hold us harmless against any claims, losses, damages, and expenses (including reasonable legal fees) arising from your breach of these Terms, your misuse of the Services, or your violation of any applicable law.

Each party agrees to keep the other party's Confidential Information confidential and not to disclose it to any third party, except as required by law or with the other party's written consent. This obligation survives the termination of this Agreement.

We may suspend or terminate your account if:

• You breach these Terms and Conditions
• You engage in fraudulent or illegal activity
• You fail to pay Fees when due after reasonable notice
• You are subject to an insolvency event

We will give you reasonable notice before termination where practical. Upon termination, your access to FreeReconcile is revoked immediately and we can no longer access your connected services. Data retention after termination is governed by our Privacy Policy.

Neither party shall be liable for any failure or delay in performing its obligations under this Agreement where such failure or delay results from circumstances beyond its reasonable control, including but not limited to: acts of God, fire, flood, earthquake, pandemic, power failure, internet outage, acts of government, labour disputes, or failure of third-party services.

FreeReconcile and its contents (including software, logos, text, and graphics) are owned by or licensed to us and are protected by copyright, trademark, and other intellectual property laws. You may not reproduce, modify, or distribute any part of FreeReconcile without our written permission.

You retain all rights to your Customer Data. By using FreeReconcile, you grant us a limited licence to process your Customer Data solely for the purpose of providing the Services.

We may update these Terms and Conditions from time to time. We will give you at least 30 days' notice of material changes by email. Your continued use of FreeReconcile after the notice period constitutes acceptance of the updated terms. If you do not agree, you may cancel your subscription before the changes take effect.

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.

This Agreement (including the Privacy Policy and DPA) constitutes the entire agreement between you and us regarding FreeReconcile and supersedes all prior agreements, representations, and understandings.

These Terms and Conditions are governed by the laws of England and Wales. Any disputes arising under or in connection with this Agreement shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Questions about these Terms and Conditions should be addressed to: