1. Who this agreement is between
These terms are an agreement between [TODO: legal entity name, company registration number and registered address] (“Costrix”, “we”, “us”) and the company that signs up for an account (“you”). They start the moment somebody at your company completes the signup form, and they cover everyone your admin later invites.
The person who signs up is confirming they are allowed to enter into this agreement on the company’s behalf. Where we say “your users” we mean the people you invite: your staff, your approvers, your finance team.
2. What Costrix does
Costrix is expense management software you use through a web browser. It lets your people photograph or upload a receipt, reads the merchant, date, total and VAT from it, and turns it into an expense they can categorise and submit. Managers approve or reject on any device. Finance imports a credit card statement, reconciles it against approved expenses, and exports the result as a finance-ready CSV. There is also a recurring-expense entry and a company-car mileage log.
Which of those features you get depends on the plan you are on. The published plans, what is in each, and the price per user are on our pricing page, and the plan you chose is shown in your billing settings.
We improve Costrix continually, so features change. We will not remove something substantial from the plan you are paying for without telling you first.
3. Accounts, users and passwords
Your admin creates accounts for your people. Each person gets their own login, and logins are personal — they are not to be shared between people, because your approval trail and your audit log are only worth anything if every action belongs to one identifiable person.
You are responsible for what happens under your users’ accounts, for keeping their passwords private, and for telling your admin when somebody leaves so their access can be switched off. If you think an account has been compromised, email us at hello@costrix.app and we will help you shut it down.
4. The free trial
Your trial runs for seven days and includes everything on the plan you signed up for. There is no feature gate and no usage limit during it.
We take your card details up front, through Stripe, when you start the trial. Nothing is charged during the trial. We never see or store your card number — Stripe does, and Stripe is who your card details are given to.
If you do nothing, the trial converts to a paid subscription on the last day and your account carries on uninterrupted. If you cancel at any point before the trial ends, no payment is ever taken and you owe us nothing.
5. Subscription, seats and payment
Costrix is priced per user, per month. You choose monthly or annual billing when you sign up: annual is billed a year in advance at a 20% discount on the monthly rate. The Starter plan is sold with a three-user minimum, so a Starter subscription is billed for at least three seats even when fewer people have logged in.
A seat is a user who can currently sign in. When your admin adds someone, the subscription grows; when your admin switches someone off, it shrinks. Deactivating a user never deletes their expense history — you keep the records, you simply stop paying for the seat.
Payment is taken by Stripe on the card you gave at signup. Prices are shown in pounds sterling and are [TODO: confirm whether published prices exclude VAT, and add the VAT wording a solicitor or accountant recommends].
We can change our prices, but not in the middle of a period you have already paid for, and we will tell you at least [TODO: notice period for a price change, e.g. 30 days] before a change affects you.
6. Cancelling
You can cancel any time, yourself, from the billing portal linked in your billing settings — the same place your card details and your invoices live. There is no lock-in, no notice period and no cancellation fee.
Cancelling stops the subscription renewing. It takes effect at the end of the period you have already paid for, and you keep full use of Costrix until then. [TODO: refund policy — whether any part-period refund is offered, and what happens on an annual plan in particular]
7. What happens when a trial or subscription ends
Your account becomes read-only. It is not closed and nothing is deleted. Your people can still sign in, still see every receipt, expense, approval and statement, and still export the lot as a CSV. What they cannot do is add anything new or change what is already there.
That is a deliberate decision. Your expense records are your accounting records, and we are never going to hold them hostage to make you pay. Subscribe again and the account picks up exactly where it left off.
If you would rather your data was deleted than left read-only, ask us and we will delete it — see the privacy policy. We keep read-only accounts for [TODO: how long a cancelled, read-only account is kept before it is deleted, if ever — this must match the retention section of the privacy policy].
8. Acceptable use
You agree not to use Costrix to:
- break the law, or help anyone else break it
- upload anything you do not have the right to upload, or anything containing malicious code
- store special-category personal data — health records, for example — which an expense system is not designed to hold
- try to reach another company’s data, probe our security, or get around the limits of your plan
- resell Costrix, or give access to people outside your organisation who are not your users
- put load on the service that is plainly not ordinary use, such as automated bulk uploading meant to overwhelm it
If something here is being broken and it is putting other customers or the service at risk, we may suspend the account while we sort it out. We will tell you why, and we will restore access as soon as the problem is fixed.
9. Your data is yours
You own everything you put into Costrix: your receipts, your expenses, your approvals, your statements, your mileage. We do not own it, we do not sell it, and we do not share it with anybody outside the suppliers listed in our privacy policy who help us run the service.
We process that data on your instructions in order to provide Costrix to you. Under UK data protection law you are the controller of your people’s data and we are your processor. The detail — what we hold, where it is, and who else touches it — is in our privacy policy, which forms part of these terms.
Reading a receipt automatically means sending that receipt image to the AI provider we use for that job, purely so it can read that receipt and hand the fields back. We do not use your receipts or your expenses to train models of our own. [TODO: confirm in writing with the live AI provider that customer content is not retained or used for training, and name that provider here once it is settled]
You can take your data out at any time, on any plan, including while read-only, using the CSV export.
10. Availability, and what we do not promise
We work hard to keep Costrix up, but we do not offer a guaranteed uptime figure or service credits. Costrix is provided as it is. We do not promise it will be uninterrupted, that it will be free of every bug, or that it will fit a particular purpose you have in mind beyond what is described on our site.
Costrix is a record-keeping tool, not an accountant and not a tax adviser. It reads receipts automatically and it will sometimes read one wrongly, which is exactly why every field it fills in can be corrected by the person submitting the expense, and why nothing reaches finance without a human approving it. Deciding what is claimable, what VAT is recoverable and what goes into your accounts is your responsibility and your accountant’s, not ours.
We occasionally take the service down for maintenance. Where we can plan it, we will give you notice.
11. Limits on our liability
Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit.
Subject to that, we are not liable for business you lose, profit you do not make, goodwill, or data you have not exported, and our total liability to you is capped at [TODO: liability cap — a solicitor should set this; the usual shape is the total fees you paid us in the twelve months before the claim].
Keeping your own copies matters: the CSV export exists so that your records never live in one place only.
12. Suspension and termination
You can stop using Costrix whenever you like, by cancelling. We can end this agreement if you seriously break these terms and do not put it right after we have asked, if payment fails and stays failed after Stripe has finished retrying, or if we decide to withdraw Costrix altogether.
If we withdraw the service, we will give you at least [TODO: notice period before withdrawing the service, e.g. 90 days] to export everything, and we will refund any period you have paid for but not had.
13. Changes to these terms
We will update these terms from time to time. The date at the top of this page tells you when they last changed. If a change materially affects you, we will tell your admin before it takes effect, and carrying on using Costrix after that means you accept the new version. If you do not accept it, you can cancel.
14. Governing law
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising out of them.
15. Getting in touch
Email hello@costrix.app — about these terms, about your account, or about anything else. [TODO: postal address for formal notices]