Terms and Conditions

Our service and how you will use it

Application and entire agreement

These Terms and Conditions apply to the provision of the software services (Services) by Keepr Technologies Ltd, a company registered in England and Wales under company number 17438987 whose registered office is at Suite RA01, 195-197 Wood Street, London, E17 3NU, trading as Keepr (we or us) to the person who registers for an account, whether on the free plan or a paid plan (you).

These Terms and Conditions apply however you use Keepr, including through our mobile app. The app reaches the same account and the same records as the website.

You are deemed to have accepted these Terms and Conditions when you register to use our Keepr Software and these Terms and Conditions (the Contract) is the entire agreement between us.

You acknowledge that you have not relied on any statement, promise or representation made or given by or on our behalf. These Conditions apply to the Contract to the exclusion of any other terms that you try to impose or incorporate, or which are implied by trade, custom, practice or course of dealing.

Interpretation

A "business day" means any day other than a Saturday, Sunday or bank holiday in England and Wales.

The headings in these Terms and Conditions are for convenience only and do not affect their interpretation.

Words imparting the singular number shall include the plural and vice-versa.

Keepr Software

We warrant that we will use reasonable care and skill in the delivery and availability of the Software. On occasion we may need to make changes to the Software which are necessary for proper functioning and to comply with any applicable law and we will notify you of this as necessary, to the email address registered with us.

We aim to keep Keepr available at all times, but we do not guarantee that it will be uninterrupted or error free. We may suspend access for maintenance, and we will give notice where we reasonably can.

Artificial intelligence features

Some features use artificial intelligence. The assistant can create and change records in your account when you ask it to, receipt scanning reads the figures from a photograph of a receipt, and the support chat answers questions about Keepr.

These features can get things wrong. You are responsible for checking anything they produce before you rely on it, and for the accuracy of the records in your account however those records were created. AI features are not tax, accounting or legal advice.

We may change or withdraw an AI feature, and the underlying technology may change. Where a feature sends content to a third party to produce its answer, our Privacy Policy says what is sent and to whom.

Free and Pro Plans

Keepr offers a free plan and a paid Pro plan. The free plan provides full access to core features including invoicing, time tracking, expense management, and financial reports. The free plan is available indefinitely with no time limit.

New users receive a 14-day trial of Pro features upon registration. After the trial period, your account automatically continues on the free plan unless you choose to subscribe to Pro.

The Pro plan includes additional automation features such as recurring invoices, recurring expenses, automated invoice reminders, custom branding, and lower Stripe payment processing fees. Pro is available as a monthly subscription (£9/month) or annual subscription (£84/year).

Your obligations

You must register an account to access the software. After registering, Users are required to provide additional information such as Name, Contact Information, Company Information and tax information if applicable.

Users on the Pro plan can cancel their subscription at any time on the Platform and no further payments will be processed. After cancellation, Pro features will remain available until the end of the current billing period, after which the account will revert to the free plan. All payments are non-refundable once processed, regardless of usage.

We are not liable for any delay or failure to access the Software if this is caused by your failure to comply with the provisions of this section (Your obligations).

Your use of the Service is also subject to our Privacy Policy, which outlines how we handle your data in accordance with UK GDPR.

Giving someone else access

You can invite another person, such as your accountant, to access a business in your account. You decide who to invite and what they can see.

You remain responsible for your account, including anything someone you have invited does in it. You should remove access when it is no longer needed. We are not a party to any agreement between you and the person you invite.

Subscription Fees

Pro subscriptions are available on a monthly (£9/month) or annual (£84/year) basis. At the time of subscribing, the first payment will be taken. Rolling payments will continue until the subscription is cancelled.

If a payment is unsuccessful, we will let you know and our payment provider will automatically try again over the following days. If payment is still not received, the subscription will be cancelled and the account will revert to the free plan.

If you upgrade or downgrade your plan, your billing will be automatically adjusted on a pro-rata basis according to the change. This is calculated by our payment provider at the time of the plan change.

The Fees are exclusive of any applicable VAT.

We may change our subscription fees. If we do, we will tell you by email at least 60 days before the change takes effect, and the change will not affect the subscription period you have already paid for. If you do not want to continue at the new price, you can cancel before it takes effect.

Receipts for payment are issued by email as payment confirmation. Invoices are available within each User's account billing page.

We take subscription payments through a third party payment provider. Subscriptions are charged in pounds sterling.

Stripe Connect and Payment Processing Fees

Users may connect their own Stripe account to Keepr in order to accept card payments on invoices sent to their clients. By connecting your Stripe account, you agree to Stripe's Connected Account Agreement and Privacy Policy.

Keepr applies a platform fee on each payment processed through Stripe Connect. This fee is 1% for free plan users and 0% for Pro plan users (Pro users pay exactly Stripe's standard processing rate with no Keepr fee on top). When charged, the platform fee is in addition to Stripe's own processing fees and is deducted automatically at the time of payment.

Making Tax Digital (HMRC)

Keepr offers a Making Tax Digital for Income Tax (MTD ITSA) feature that allows you to submit income and expense data directly to HMRC from within the software. A plain-English overview of how MTD works and how Keepr handles it is available in our Making Tax Digital guide.

Free for a full accounting period. Keepr's MTD ITSA features — including connecting to HMRC, submitting quarterly updates, viewing obligations, and submitting your final declaration — are available to all users on the Free plan at no cost. We commit that any user on the Free plan will be able to use Keepr to meet their MTD ITSA obligations for a full annual accounting period without being required to upgrade. If we ever change the MTD features available on the Free plan, the change will not affect existing users mid-accounting-period: any user already using Keepr to handle their MTD obligations on the Free plan will retain free access through to their next final declaration.

By connecting your HMRC account and using the MTD feature, you acknowledge and agree to the following:

  1. Accounting basis: Keepr follows the accounting basis HMRC holds for your business, whether that is cash basis or traditional accruals, and reports your quarterly figures on the same basis HMRC expects. Cash basis is the default for most sole traders. It reports income when payment is received rather than when an invoice is issued. Where HMRC holds no basis against a business, Keepr keeps its existing behaviour rather than guessing.

  2. Accuracy of data: You are solely responsible for the accuracy and completeness of the income, expense, and other financial data recorded in Keepr. We transmit the figures as calculated from your records but do not independently verify them.

  3. Submissions are final: Once a quarterly update or end-of-year declaration is submitted to HMRC, it cannot be reversed by Keepr. You may submit amended figures for quarterly updates before your final declaration, but Keepr cannot withdraw a submission on your behalf.

  4. Not tax advice: Keepr is a software tool that facilitates the submission of data to HMRC. We are not an accountancy firm, tax adviser, or financial adviser. The MTD feature does not constitute tax advice. If you are unsure about your tax obligations, you should seek independent professional advice.

  5. HMRC fraud prevention: HMRC requires all MTD-compatible software to collect and transmit fraud prevention data (including your IP address, device information, and browser details) with every API call. By using the MTD feature, you consent to this data collection as required by UK law. See our Privacy Policy for full details.

  6. HMRC authorisation: When you connect your HMRC account, you authorise Keepr to access your HMRC data and submit information on your behalf via HMRC's APIs. You can revoke this authorisation at any time by disconnecting your HMRC account in Settings.

  7. Availability: The MTD feature depends on HMRC's API services. We are not responsible for any downtime, errors, or changes to HMRC's systems that may affect your ability to submit data. You remain responsible for meeting HMRC's filing deadlines regardless of any technical issues.

Acceptable use

You must not use Keepr to break the law, to send anything abusive, misleading or fraudulent, or to infringe anyone else's rights. You must not attempt to gain unauthorised access to Keepr or to anyone else's account, interfere with its operation, or extract data from it by automated means except through an interface we provide.

If you breach this, we may suspend your access. Where we reasonably can, we will tell you first and give you a chance to put it right. We may suspend without notice where the breach is serious or where delay would cause harm.

Your data

You can export your data at any time while your account is open. The Export option on your Account page produces a ZIP of CSV files covering your businesses, clients, invoices, expenses, income, mileage, time, tasks and your Making Tax Digital submissions.

For security the export leaves out your password and the access tokens for HMRC and any connected bank. Those are of no use to you and would be a risk if the file were ever exposed.

We take regular backups of the Keepr platform, but we do not guarantee that any particular data can be recovered. You are responsible for keeping your own business records, as HMRC requires, and we recommend exporting anything you cannot afford to lose.

You can close your account at any time by emailing us. When you do, we will delete your account and the data in it, except where we are required by law to keep it. Our Privacy Policy explains what we keep and for how long.

If you only want to stop paying, cancel your subscription instead. Your account stays open on the free plan and your records stay with it.

Sub-Contracting and assignment

We can at any time assign, transfer, charge, subcontract or deal in any other manner with all or any of our rights under these Terms and Conditions and can subcontract or delegate in any manner any or all of our obligations to any third party.

You must not, without our prior written consent, assign, transfer, charge, subcontract or deal in any other manner with all or any of your rights or obligations under these Terms and Conditions.

Termination

We can terminate the provision of the Services immediately if you:

  1. commit a material breach of your obligations under these Terms and Conditions; or

  2. fail to make any payment due under the Contract on the due date for payment.

Intellectual property

We reserve all copyright and any other intellectual property rights which may subsist in any software supplied in connection with the provision of the Services. We reserve the right to take any appropriate action to restrain or prevent the infringement of such intellectual property rights.

Users Content and/or Information submitted and/or processed by the Software remain the Users' own Intellectual Property.

Liability and indemnity

Nothing in these Terms and Conditions limits or excludes any liability that cannot be limited or excluded by law.

Subject to the above, our liability under these Terms and Conditions, and in breach of statutory duty, and in tort or misrepresentation or otherwise, shall be limited as set out in this clause.

The total amount of our liability is limited to the total amount of Fees payable by you under the Contract.

We are not liable (whether caused by our employees, agents or otherwise) in connection with our provision of the Services or the performance of any of our other obligations under these Terms and Conditions for:

  1. any indirect, special or consequential loss, damage, costs, or expenses or;

  2. any loss of profits; loss of anticipated profits; loss of business; loss of data; loss of reputation or goodwill; business interruption; or, other third party claims; or

  3. any failure to perform any of our obligations if such delay or failure is due to any cause beyond our reasonable control; or

  4. any losses caused directly or indirectly by any failure or your breach in relation to your obligations; or

  5. any losses arising directly or indirectly from the choice of software and how it will meet your requirements or your use of the Software in connection with the Services.

Circumstances beyond a party's control

Neither of us is liable for any failure or delay in performing our obligations where such failure or delay results from any cause that is beyond the reasonable control of that party. Such causes include, but are not limited to: power failure, Internet Service Provider failure, industrial action, civil unrest, fire, flood, storms, earthquakes, acts of terrorism, acts of war, governmental action or any other event that is beyond the control of the party in question. If the delay continues for a period of 30 days, either of us may terminate or cancel the Services to be carried out under these Terms and Conditions.

Communications

All notices under these Terms and Conditions must be in writing and signed by, or on behalf of, the party giving notice (or a duly authorised officer of that party).

Notices shall be deemed to have been duly given:

  1. when delivered, if delivered by courier or other messenger (including registered mail) during the normal business hours of the recipient;

  2. when sent, if sent by email and a delivery confirmation is generated; or

  3. on the fifth business day following posting, if sent by post.

Notices may be sent via email and are deemed received when successfully delivered to the last known address.

No waiver

No delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy nor stop further exercise of any other right, or remedy.

Severance

If one or more of these Terms and Conditions is found to be unlawful, invalid or otherwise unenforceable, that / those provisions will be deemed severed from the remainder of these Terms and Conditions (which will remain valid and enforceable).

Law and jurisdiction

This Agreement shall be governed by and interpreted according to the law of England and Wales and all disputes arising under the Agreement (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the English and Welsh courts.

Last updated: 11 October 2026