Terms and Conditions

Last Updated: May 18, 2025

Welcome to BuyBill, a B2B SaaS platform provided by BuyBill Ltd ("BuyBill," "We," "Us," or "Our"). Our Platform delivers operating frameworks to improve small business efficiency and sustainability, and includes an AI Operations Agent to assist with all aspects of Your business operations. These Terms and Conditions ("Terms") govern Your access to and use of the Platform, including any content, functionality, and services offered on or through it (collectively, the "Platform"). By accessing or using the Platform, You ("User," "You," or "Your") agree to be bound by these Terms. If You do not agree to these Terms, You must not access or use the Platform.

1. Definitions

"Platform": The BuyBill B2B SaaS product, including all software, content, features, operating frameworks, AI Operations Agent, and services provided through it.

"User": Any individual or entity accessing or using the Platform.

"Content": All text, graphics, images, software, audio, video, data, operating frameworks, or other materials provided on or through the Platform by BuyBill, excluding User Data and Generated Documents.

"User Data": Any data or information submitted by a User to the Platform, including but not limited to company data, company information, proprietary information, intellectual property, personal information, and login details.

"Generated Documents": Any policy documents, content, or other materials generated by the Platform, including outputs from the AI Operations Agent, prior to User publication.

"AI Operations Agent": The artificial intelligence tool integrated into the Platform to assist with business operations.

"Confidential Information": Any non-public information disclosed by one party to another under these Terms, including User Data and BuyBill's proprietary information, but excluding information that is publicly available, independently developed, or lawfully obtained from a third party.

Summary: This section defines key terms used in the Terms, like 'Platform,' 'User,' and 'User Data,' to make the agreement clear.

2. Acceptance of Terms

2.1 Agreement to Terms

By accessing or using the Platform, You confirm that You have read, understood, and agree to be bound by these Terms. These Terms constitute a legally binding agreement between You and BuyBill Ltd and supersede all prior agreements, representations, or understandings, whether written or oral, regarding Your use of the Platform, except for any separate, signed Data Processing Agreement or service order, which shall remain in force alongside these Terms. If You are using the Platform on behalf of an organization, You represent that You have the authority to bind that organization to these Terms.

2.2 Contract Formation

The contract between You and BuyBill is formed when You click the 'Create Account' button (or equivalent) during the account creation process, after having the opportunity to review these Terms. By clicking the button, You confirm Your acceptance of these Terms. If You do not agree to these Terms, You must not proceed with account creation or use the Platform.

Summary: You agree to these Terms by using the Platform, and the contract starts when you click 'Create Account' after reviewing them.

3. Use of the Platform

3.1 Eligibility

You must be at least 18 years old and have the legal capacity to enter into contracts to use the Platform. By using the Platform, You warrant that You meet these requirements.

3.2 Permitted Use

You may use the Platform solely for lawful business purposes consistent with its intended functionality as a B2B SaaS tool providing operating frameworks to improve small business efficiency and sustainability, and an AI Operations Agent for operational support. You agree not to:

Use the Platform for any illegal, unauthorized, or malicious purpose, including activities intended to harm BuyBill, other Users, or third parties;
Transmit unsolicited advertising, promotional materials, or spam;
Introduce viruses, worms, Trojan horses, or other harmful code;
Interfere with or disrupt the Platform's integrity, performance, or security;
Attempt to gain unauthorized access to the Platform, its systems, or other Users' User Data;
Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code, algorithms, or underlying technology of the Platform or AI Operations Agent;
Hack, breach, or attempt to break into the Platform or its systems;
Use the Platform, its Content, Generated Documents, or any data or insights derived from it to develop, create, or improve products or services that compete with BuyBill's offerings, including but not limited to B2B SaaS platforms, operating frameworks, or AI-driven business tools.

3.3 Account Responsibility

You are responsible for maintaining the confidentiality of Your account credentials and for all activities that occur under Your account. You must notify Us immediately of any unauthorized use of Your account or suspected security breach.

3.4 Malicious Intent

BuyBill reserves the right to investigate and remove any User suspected of malicious intent, including but not limited to actions aimed at undermining the Platform's functionality, security, or reputation, or harming other Users or third parties. Such removal may occur without notice or liability, at Our sole discretion.

3.5 Community Standards

BuyBill has a zero-tolerance policy for abuse, harassment, hate speech, illegal activity, intellectual property infringement, or any disrespectful behavior toward other Users. You agree to uphold a professional and respectful community ethos. You may report violations via the Platform's Settings page or by emailing info@buybill.co. BuyBill will investigate reported violations promptly and reserves the right to suspend or terminate accounts proportionately, without notice or liability, at Our sole discretion, for breaches of these community standards. See Our community guidance at www.buybill.co/community for details on Our ethos.

Summary: You can use the Platform for lawful business purposes but not to harm others, hack, or create competing products. Keep your account secure and report issues to info@buybill.co.

4. Intellectual Property

4.1 Ownership

All Content on the Platform, including but not limited to software, operating frameworks, the AI Operations Agent, designs, and trademarks, is the exclusive property of BuyBill Ltd or its licensors and is protected by intellectual property laws. BuyBill retains all rights, title, and interest in the means, methods, and technology used to generate Generated Documents, including the AI Operations Agent and underlying algorithms. You are granted a non-exclusive, non-transferable, revocable licence to use the Platform and its Content (excluding any User Data) for its intended purpose, subject to these Terms.

User Data remains the exclusive property of the individual User or their company who submitted it. You grant BuyBill a non-exclusive, worldwide, royalty-free licence to host, copy, process, and display Your User Data, and to sublicense such rights to Our authorised sub-processors, solely to provide and improve the Platform, subject to the data protection obligations in Section 9 and Schedule 1. Each User retains all rights, title, and interest in their own User Data, including any intellectual property contained therein. BuyBill claims no ownership or rights over any User's User Data, and no User has any rights to another User's User Data. Your User Data is Yours alone, and You are solely responsible for its accuracy, legality, and protection.

Generated Documents become the intellectual property of the User who generated them upon creation. You may use, modify, and distribute Your Generated Documents without limitation, including for commercial purposes, provided You assume full liability for their content and use as outlined in Section 5.4. BuyBill retains no ownership or rights over Generated Documents but owns the proprietary means used to create them. BuyBill may use anonymized, aggregated data from Generated Documents to improve the Platform, provided such use does not infringe Your intellectual property rights. BuyBill warrants that any use of anonymized, aggregated data from Generated Documents will be irreversibly de-identified, aggregated, and will not disclose Your Confidential Information or infringe Your intellectual property rights.

4.2 Restrictions

You may not reproduce, distribute, modify, create derivative works of, reverse engineer, decompile, disassemble, or attempt to derive the source code or underlying technology of any Content owned by BuyBill or its licensors, including the AI Operations Agent or means used to generate Generated Documents, without Our prior written consent. You are strictly prohibited from accessing, using, or attempting to obtain another User's User Data or Generated Documents, including their intellectual property, without their explicit permission. You may not interfere with, misappropriate, or illegally obtain any intellectual property belonging to BuyBill, its licensors, or other Users. Any unauthorized use, interference, or attempt to obtain BuyBill's or another User's intellectual property is strictly prohibited and may result in immediate termination of Your access to the Platform, legal action, and other remedies as permitted by law.

Summary: BuyBill owns the Platform's technology, you own your User Data and Generated Documents, and you can't misuse or copy anyone's intellectual property.

5. Disclaimer of Liability

5.1 No Liability for Loss or Error

BuyBill Ltd does not accept liability for any claims, losses, damages, or errors arising from Your use of the Platform, to the maximum extent permitted by law. You acknowledge that the Platform is provided in its Minimum Viable Product (MVP) stage, is inherently experimental, and is used entirely at Your own risk. This exclusion does not apply to liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded or limited under applicable law (e.g., Unfair Contract Terms Act 1977). Without limiting the foregoing, BuyBill expressly excludes liability for:

Indirect, consequential, special, or punitive damages;
Loss of profits, revenue, data, goodwill, or business opportunity;
Losses resulting from Your deletion of Your own User Data or profiles;
Any errors, defects, or interruptions in the Platform's performance.

BuyBill will use reasonable skill and care in providing the Platform and will not knowingly introduce malware or other harmful code, but no warranties are provided beyond this commitment.

5.2 Platform Provided "As Is"

The Platform, including the AI Operations Agent, operating frameworks, and Generated Documents, is provided on an "as is" and "as available" basis without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not guarantee that the Platform will be uninterrupted, error-free, secure, or suitable for Your specific business needs.

5.3 Minimum Viable Product (MVP) Stage

The Platform is currently in its Minimum Viable Product (MVP) stage. As such, You accept that it may contain defects, limitations, or incomplete features, and We bear no responsibility for any resulting issues, subject to Our commitment to reasonable skill and care in Section 5.1.

5.4 Generated Documents

All Generated Documents are provided in draft status. If You choose to publish, distribute, or otherwise use any Generated Documents, You assume full liability for any issues, claims, or damages arising from their content or use. BuyBill has no liability for any consequences resulting from Generated Documents, and You have no recourse to claim that BuyBill is responsible for any issues arising from their content.

5.5 AI Operations Agent Advice

Any advice, recommendations, or outputs generated by the AI Operations Agent are provided for informational purposes only. You accept sole responsibility and accountability for any actions taken based on such advice. BuyBill disclaims all liability for any consequences arising from Your reliance on or use of the AI Operations Agent's outputs.

Summary: We're not responsible for losses from using the Platform, except where required by law, as it's an early-stage product used at your risk.

6. Payment Terms

6.1 Pricing Structure and Subscription Tiers

The Platform offers two subscription tiers:

Freemium: Provides up to 10 AI interactions per month, resetting monthly. No payment is required for this tier. For Freemium Users, fair use is limited to 10 AI interactions per month for legitimate business purposes, with each interaction (e.g., one content generation piece, one query to the AI Operations Agent, or one document draft generated) counting as one interaction toward the monthly limit.
Business Boost: Available via subscription through the Stripe payment platform at £10 per month or £99 per annum per business, providing unlimited AI interactions and additional features.

AI interactions are subject to a fair use policy. For Business Boost subscribers, unlimited AI interactions must also be for legitimate business purposes. Prohibited uses include automated queries, data scraping, or non-business activities. BuyBill reserves the right to monitor usage and suspend or limit access for abuse, at Our sole discretion, with notice where feasible.

6.2 Billing Cycles and Payment Methods

Payments for the Business Boost subscription are processed through the Stripe payment platform. Monthly subscriptions are billed every 30 days, and annual subscriptions are billed once per year. You must provide valid payment information through Stripe to access the Business Boost tier. You authorize BuyBill and Stripe to charge Your provided payment method for the applicable subscription fees.

6.3 Late Payment Consequences

If Your Business Boost subscription payment fails or is not up to date, Your access will automatically revert to the Freemium tier, effective immediately upon cancellation or payment failure. Failure to make timely payments for the Business Boost subscription constitutes a material breach of these Terms, entitling BuyBill to pursue outstanding amounts through legal means, in addition to downgrading Your access to the Freemium tier. You will retain access to Business Boost features for the period You have paid for. BuyBill is not liable for any loss of access or functionality due to payment issues, which are managed via Stripe.

6.4 Refund Policy

Refunds for Business Boost subscriptions will be processed fairly through the Stripe platform and are subject to Stripe's applicable fees. Refund requests must be submitted to info@buybill.co within 14 days of the charge. BuyBill reserves the right to evaluate refund requests on a case-by-case basis.

6.5 Price Change Notification

BuyBill may adjust subscription prices with a minimum of one month's notice, communicated via email or through the Platform. You may cancel Your subscription within 30 days of receiving notice of a price change, effective at the end of Your current billing cycle, by notifying Us via the Platform or info@buybill.co. In our mission to provide value for money to businesses, We will strive to keep price increases to a minimum while ensuring the Platform remains viable for User benefit. Your continued use of the Platform after a price change, without cancellation, constitutes acceptance of the new pricing.

Summary: Freemium offers 10 AI interactions monthly (e.g., one query or document counts as one), Business Boost offers unlimited interactions for a fee, and payments are handled via Stripe with clear refund and price change rules.

7. Right to Modification

7.1 Modification of Terms

BuyBill reserves the right to modify, update, or replace these Terms at any time. Material changes, meaning changes that significantly affect Your rights, obligations, or the Platform's functionality or data processing, will be communicated to Users via email or Platform notification at least 30 days before they take effect. Your continued use of the Platform after such notice constitutes acceptance of the modified Terms. If You do not agree with the changes, You may terminate Your account as described in Section 11.1.

Summary: We can update these Terms with 30 days' notice for significant changes, and your continued use means you accept them, or you can terminate your account.

8. Service Level Agreement (SLA)

8.1 Uptime Guarantees

BuyBill targets a minimum of 99.5% monthly uptime for the Platform, excluding scheduled maintenance and third-party technology failures (e.g., hosting providers, APIs). We aim to minimize disruptions but do not guarantee 100% uptime. The Platform's status, scheduled maintenance, and significant incidents will be reported on www.buybill.co/status.

8.2 Scheduled Maintenance Notifications

We will endeavor to keep maintenance downtime to a minimum and schedule upgrades during off-peak times. Users will be notified of planned maintenance via email or through the Platform at least 48 hours in advance, except in emergencies or for critical security updates, which may be deployed with less notice.

8.3 Technical Support Availability and Response Times

Technical support is available via the Platform's Settings page, support.buybill.co, or by emailing info@buybill.co for system or access issues. We commit to acknowledging support requests within 24 hours of receipt (one business day, Monday–Friday, 9:00 AM–5:00 PM GMT/BST, excluding UK public holidays). Support is provided in English, with best-effort responses outside business hours. Freemium Users may experience longer response times.

8.4 Remedies for Service Interruptions

If monthly uptime falls below 99.5% due to unplanned downtime, or in the event of significant unplanned downtime exceeding 24 continuous hours, BuyBill may, at its discretion, provide account credit (e.g., 10% to 100% of Your monthly/annual fee, depending on severity) to affected Business Boost subscribers. Freemium Users are not eligible for credits. To request credits, contact info@buybill.co within 7 days of the incident. Credits are the sole remedy for breaches of this SLA but do not affect Your other contractual or statutory rights.

Summary: We aim for 99.5% Platform uptime, notify you of maintenance 48 hours in advance, offer support within 24 hours, and may provide credits for major disruptions.

9. Data Protection and Security

9.1 Data Protection Commitment

We are committed to protecting Your User Data in accordance with applicable laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please refer to Our Privacy Policy (available at https://www.buybill.co/privacy_policy) for details on how We collect, use, and safeguard Your data.

9.2 Security Measures

BuyBill implements industry-standard security measures, including encryption, access controls, regular security audits, and secure cloud hosting, to protect User Data. We are working toward compliance with ISO 27001 and other key information security standards to ensure robust protection.

9.3 Data Breach Notification Procedures

In the event of a data breach, BuyBill will promptly notify affected Users via email and comply with Information Commissioner's Office (ICO) protocols, including transparency about the breach's scope and impact. Notifications will be issued within 72 hours of becoming aware of the breach, as required by UK GDPR.

9.4 Data Retention and Deletion Policies

User Data is retained for up to 5 years to comply with UK statutory limitation periods (e.g., Limitation Act 1980) and accounting requirements, unless You specify a shorter retention period via the Platform's settings or delete Your data sooner. You may delete Your User Data or entire profile at any time through the Platform's settings. BuyBill is not liable for any losses incurred from Your deletion of Your own User Data or profile. Upon account termination, User Data will be deleted within 30 days, except as required by law.

9.5 Data Processing Obligations

BuyBill acts as a data processor for personal data within User Data, with You as the data controller. The data processing obligations are set out in Schedule 1 (Data Processing Schedule), which complies with UK GDPR Article 28. BuyBill will process personal data in accordance with Schedule 1 and the Privacy Policy (available at https://www.buybill.co/privacy_policy). A list of sub-processors is available upon request by emailing info@buybill.co.

Summary: We protect your data with strong security, notify you of breaches within 72 hours, keep data up to 5 years unless you delete it, and process personal data as outlined in Schedule 1.

10. Confidentiality

10.1 Definition of Confidential Information

Confidential Information includes all non-public information disclosed by You or BuyBill, including User Data, Generated Documents, and BuyBill's proprietary technology, but excludes information that is publicly available, independently developed, or lawfully obtained from a third party without breach of these Terms.

10.2 Obligations

Both parties agree to protect Confidential Information with at least the same degree of care used for their own confidential information, but no less than reasonable care. BuyBill will not sell, share, or disclose Your Confidential Information to any third party, except as required by law or to provide the Platform's services (e.g., via Stripe for payments).

10.3 Exceptions

Confidentiality obligations do not apply to information that: (a) becomes publicly known through no fault of the receiving party; (b) is disclosed with prior written consent; (c) is required to be disclosed by law, provided the disclosing party is notified promptly; or (d) is independently developed without reference to the Confidential Information.

10.4 Duration

Confidentiality obligations survive termination of Your use of the Platform (a) for trade secrets and personal data, for as long as such information remains confidential or protected under applicable law; and (b) for all other Confidential Information, for 5 years.

Summary: We both keep non-public information private, except in specific cases like legal requirements, and these rules last after you stop using the Platform.

11. Termination

11.1 Termination by User

You may terminate Your use of the Platform at any time by canceling Your subscription (if applicable) through the Platform (Settings > Account > Close Account) or contacting info@buybill.co. No notice period is required for Freemium Users. Business Boost subscribers must provide notice via Stripe or email, with termination effective at the end of the current billing cycle. You may also terminate for BuyBill's material breach by providing 30 days' written notice, specifying the breach, unless BuyBill remedies it within that period.

11.2 Termination by BuyBill

BuyBill may suspend or terminate Your access to the Platform at any time, without notice or liability, for reasons including but not limited to:

Suspected breach of these Terms, including violations of Sections 3.2 (Permitted Use), 3.4 (Malicious Intent), or 3.5 (Community Standards);
Malicious intent, hacking, reverse engineering, attempts to break into the Platform, or violation of community standards;
Using the Platform, its Content, Generated Documents, or derived data to develop, create, or improve competing products or services, in violation of Section 3.2;
Violation of applicable law;
Non-payment of Business Boost subscription fees;
Account inactivity exceeding 12 months.

BuyBill will provide notice of termination via email when feasible, except in cases of urgent violations (e.g., malicious intent or abuse).

11.3 Data Retrieval and Deletion

Upon termination, You may request retrieval of Your User Data within 30 days by contacting info@buybill.co. After this period, BuyBill will delete Your User Data, except as required by law. BuyBill is not liable for any loss of data post-termination.

11.4 Final Payment Requirements

Upon termination, You are responsible for any outstanding Business Boost subscription fees up to the end of the current billing cycle. No further charges will apply after termination, subject to the non-refunded policy in Section 6.4.

11.5 Post-Termination Obligations

All provisions of these Terms that by their nature should survive termination (e.g., liability, indemnification, intellectual property, confidentiality) will remain in effect.

Summary: You can stop using the Platform anytime, and we can end your access for reasons like breaking rules or creating competing products. Data can be retrieved within 30 days.

12. Dispute Resolution

12.1 Negotiation

The parties agree to attempt to resolve disputes through good-faith negotiation for 30 days following written notice of the dispute by either party.

12.2 Mediation

If negotiation does not resolve the dispute, either party may request mediation by a neutral third party in London, England, with costs shared equally. Mediation is non-binding unless mutually agreed.

12.3 Arbitration Option

Either party may elect to submit disputes to binding arbitration under the rules of the London Court of International Arbitration (LCIA). Arbitration will occur in London, England, with a single arbitrator, and the decision will be final and enforceable in any court of competent jurisdiction.

12.4 Litigation

If negotiation, mediation, or arbitration does not resolve the dispute, or if arbitration is not elected, the dispute shall be subject to the exclusive jurisdiction of the courts of England and Wales, as governed by Section 13. The courts of England and Wales have residual jurisdiction only after the dispute resolution steps in this Section are exhausted or if arbitration is not elected.

Summary: We try to resolve disputes by talking, mediation, or arbitration in London, and if needed, go to English courts.

13. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of England and Wales. Subject to Section 12, any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Summary: English law applies, and disputes not resolved otherwise go to English courts.

14. Force Majeure

14.1 Definition

Neither party will be liable for delays or failure to perform obligations under these Terms due to a Force Majeure Event, defined as extraordinary events beyond their reasonable control, including but not limited to natural disasters, war, terrorism, government actions, or significant third-party technology failures (e.g., hosting provider outages).

14.2 Notification and Resolution

The affected party must notify the other promptly of a Force Majeure Event and take reasonable steps to mitigate its impact. If the event persists for more than 30 days, either party may terminate the agreement with written notice, subject to Section 11.

Summary: We're not responsible for delays due to unavoidable events like natural disasters, and either of us can end the agreement if it lasts over 30 days.

15. Assignment

15.1 User Restrictions

You may not assign, transfer, or delegate Your rights or obligations under these Terms without BuyBill's prior written consent, which will not be unreasonably withheld for assignments in connection with a bona fide sale of Your business or substantially all of its assets.

15.2 BuyBill's Rights

BuyBill may assign its rights and obligations under these Terms to a successor or affiliate in connection with a merger, acquisition, or sale of assets, provided the assignee agrees to be bound by these Terms. Users will be notified of any such assignment via email or through the Platform.

15.3 Process

Any permitted assignment must be documented in writing and does not relieve the assigning party of obligations accrued prior to the assignment.

Summary: You need our permission to transfer your rights, but we can transfer ours if we sell the business, with notice to you.

16. Severability and No Waiver

16.1 Severability

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

16.2 No Waiver

Failure by BuyBill to enforce any provision of these Terms does not constitute a waiver of that provision or any other provision. Any waiver must be in writing and signed by BuyBill to be effective.

Summary: If part of these Terms isn't valid, the rest still apply, and we don't waive rules by not enforcing them immediately.

17. Indemnification

17.1 User Indemnity

You agree to indemnify, defend, and hold harmless BuyBill Ltd, its affiliates, officers, directors, employees, and agents from any claims, damages, losses, liabilities, costs, or expenses (including reasonable legal fees) arising from:

Your use of the Platform;
Your violation of these Terms, including reverse engineering, hacking, malicious use, or breach of community standards;
Your infringement of any third-party rights, including intellectual property rights arising from Your User Data or Generated Documents;
Any User Data You submit;
Any Generated Documents You publish or use;
Any actions taken based on the AI Operations Agent's advice;
Any actions demonstrating malicious intent or abuse toward other Users.

17.2 BuyBill Indemnity

BuyBill agrees to indemnify, defend, and hold You harmless from any third-party claims alleging that the Platform's Content (excluding User Data or Generated Documents) infringes intellectual property rights, provided You promptly notify BuyBill in writing of the claim and allow BuyBill to control the defense and settlement.

Summary: You cover us if your actions cause claims, and we cover you if our Platform's content infringes someone's rights.

18. Platform Development and Changes

The Platform, including its operating frameworks, AI Operations Agent, and Generated Documents, may undergo significant updates, modifications, or discontinuations at Our discretion. Features may be added, altered, delayed, or removed without notice. You accept that such changes may impact Your use of the Platform, and We bear no responsibility for any resulting effects, subject to Section 5.1.

Summary: We can update or change the Platform anytime, and you accept any impact, with no responsibility on us except as stated.

19. Contact Us

If You have questions about these Terms, please contact Us at:

BuyBill Ltd
Email: info@buybill.co
Address: 71-75 Shelton Street, London, WC2H 9JQ (for legal correspondence only)

Summary: Contact us at info@buybill.co for questions, or use our London address for legal documents only.