Terms and Conditions

1. Who we are

VATTY is operated by:

Vatty Ltd Company number: 17088818 Registered office: 37 Limes Road, Beckenham, BR3 6NS, United Kingdom Email: info@vatty.co.uk If our registered office or contact details change, we may update these Terms, our website or in- app notices accordingly.

In these Terms:

"VATTY", "we", "us" or "our" means Vatty Ltd.

"Customer", "you" or "your" means the accounting firm, business, organisation or individual using VATTY.

"User" means any person authorised to access VATTY under your account.

"Firm" means an accounting firm, bookkeeping firm, tax adviser, professional services business or other organisation using VATTY to manage VAT evidence.

"Client Company" means a VAT-registered or other business entity managed within VATTY.

"Client" means your client or customer whose VAT documents or evidence are managed through VATTY.

"Supplier" means a third party asked to provide invoice, VAT or other supporting evidence.

"VAT Documents" means receipts, invoices, tax invoices, credit notes, refund documents, supplier evidence, uploaded files, email attachments, document images, extracted data and related records.

"Evidence Pack" means an exportable document or collection of records generated by VATTY to support VAT evidence review.

"Customer Data" means data, documents, files, notes, records, user information, client company details, supplier details, invoice data, VAT evidence, messages and other content uploaded to or generated within VATTY by or for the Customer.

"Service" means the VATTY software, website, platform, portals, automation tools, evidence workflows, document processing features, analytics, support, integrations and related services.

2. What VATTY does

VATTY is a pre-submission VAT evidence control platform for accountants and businesses.

VATTY helps users:

• upload, forward and manage VAT Documents
• extract information from invoices, receipts and supporting evidence
• check VAT numbers and supplier details
• identify missing, weak or inconsistent VAT evidence
• classify documents using VAT evidence rules and workflows
• manage evidence requests with clients and suppliers
• maintain an audit trail of evidence decisions
• export VAT Evidence Packs
• support VAT period review and sign-off
• analyse usage, evidence issues and workflow performance. VATTY is intended to support accountant review and VAT evidence management before a VAT return is finalised or submitted through accounting software, MTD-compatible software or other VAT submission processes.

3. What VATTY does not do

Unless we expressly agree otherwise in writing, VATTY does not:

• submit VAT returns to HMRC
• act as your accountant, tax adviser, auditor or legal adviser
• guarantee that input VAT is recoverable
• guarantee that a VAT return is correct
• guarantee that HMRC will accept any evidence, invoice, receipt, decision, assessment or Evidence Pack
• replace professional judgement by accountants, bookkeepers, tax advisers or business owners
• provide legal, tax, accounting or audit advice
• assume responsibility for the final VAT treatment of any transaction
• guarantee that all VAT evidence issues will be detected
• guarantee that every uploaded document will be read correctly. VATTY provides tools, workflows, automation and evidence support. The final responsibility for VAT treatment, VAT return preparation, VAT submission, record keeping and compliance remains with the Customer, the relevant Client Company, and their appointed professional advisers.

4. UK-only initial use

VATTY is initially intended for use by UK-based accounting firms, UK businesses and UK VAT- related workflows.

You must not use VATTY in any jurisdiction where such use would be unlawful or where we have not made the Service available.

If you use VATTY for non-UK documents, non-UK suppliers, overseas entities or foreign tax/VAT matters, you do so at your own risk and remain responsible for determining whether the Service is suitable.

5. Account creation and acceptance of Terms

When creating an account, you must confirm acceptance of these Terms by ticking the relevant acceptance box or otherwise confirming agreement within the Service.

By ticking the acceptance box, creating an account or using the Service, you confirm that:

• you have read and understood these Terms
• you agree to be bound by these Terms
• you have authority to accept these Terms on behalf of your firm, business or organisation
• you agree to our processing of data as described in these Terms and our Privacy Policy
• you will ensure all authorised users comply with these Terms. If you do not agree to these Terms, you must not create an account or use VATTY.

6. Eligibility and authority

You may use VATTY only if:

• you are at least 18 years old
• you have authority to act on behalf of the organisation using VATTY
• you agree to these Terms
• your use of VATTY complies with applicable law. If you create or manage a VATTY account for an accounting firm or business, you confirm that you have authority to:
• upload and process VAT Documents
• invite users
• manage client company data
• send or prepare client and supplier evidence requests
• use client and supplier contact details
• process personal data within VATTY
• accept these Terms on behalf of your organisation.

7. Account registration and security

You are responsible for:

• ensuring account information is accurate and kept up to date
• maintaining the confidentiality of login details
• controlling access to your VATTY account
• ensuring users are authorised and trained appropriately
• notifying us promptly of any suspected unauthorised access or security issue.

You must not:

• share login credentials between users
• allow unauthorised persons to access VATTY
• attempt to bypass security controls
• access another customer's data
• interfere with the operation of the Service
• reverse engineer, scrape or misuse the Service. We may suspend access if we reasonably believe there has been unauthorised access, misuse, a security risk, non-payment, breach of these Terms, or unlawful activity.

8. Users, roles and permissions

You are responsible for all activity carried out by users under your account.

You must ensure that users have appropriate permissions for their role.

VATTY may support different types of access, including:

• firm owner or administrator
• accountant or reviewer
• team member
• client portal user
• supplier upload user
• read-only or limited-access user. You are responsible for removing access when a user leaves your organisation or no longer needs access.

9. Client companies

VATTY is designed to manage VAT evidence by Client Company.

You are responsible for ensuring that:

• client company details are accurate
• VAT numbers are correct
• company names, trading names and addresses are reviewed
• VAT periods are created correctly
• uploaded documents are assigned to the correct company
• documents are assigned to the correct VAT period
• client permissions and contact details are appropriate. VATTY may assist with validation, extraction and suggested matching, but you remain responsible for reviewing and confirming accuracy.

10. Uploading documents and data

You may upload, forward, import or otherwise submit VAT Documents and related data to VATTY.

You confirm that you have all rights, authority, permissions and lawful basis required to upload and process such documents and data.

Documents and data may include:

• invoices
• receipts
• VAT invoices
• credit notes
• supplier statements
• email attachments
• email body content
• client and supplier names
• addresses
• VAT numbers
• company numbers
• bank/payment references
• transaction amounts
• notes and review comments
• client and supplier contact details
• audit trail information. You are responsible for checking that uploaded documents are complete, accurate, lawful and relevant.

You must not upload:

• unlawful material
• malware or harmful code
• data you are not authorised to process
• excessive personal data not needed for the VAT evidence workflow
• special category personal data unless strictly necessary and lawful
• documents unrelated to the use of VATTY.

11. OCR, AI extraction and automation

VATTY may use OCR, artificial intelligence, machine learning, rule-based processing, validation logic and third-party services to assist with:

• reading invoices and receipts
• extracting supplier names
• extracting VAT numbers
• extracting invoice dates
• extracting gross, net and VAT amounts
• detecting possible duplicates
• identifying missing or weak evidence
• suggesting VAT evidence classifications
• preparing evidence requests
• generating summaries and Evidence Packs
• improving product performance and accuracy. Automated extraction and classification may be inaccurate, incomplete or uncertain. You must review outputs before relying on them. VATTY may show confidence indicators, rationale, validation checks or suggested actions, but these are not a substitute for professional review. You agree that VATTY is a decision-support and workflow tool, not a final decision-maker for VAT treatment.

12. VAT number validation and external checks

VATTY may validate VAT numbers using HMRC services, VAT validation providers, public databases or other third-party services.

Validation may include:

• VAT number format checks
• confirmation of VAT number validity
• supplier name checks
• registered address checks
• validation timestamps
• validation source. Validation services may be unavailable, delayed, incomplete or incorrect. External systems may impose rate limits, access restrictions or downtime. A successful VAT number validation does not by itself guarantee VAT recoverability. A failed or unavailable validation does not by itself prove that VAT is irrecoverable. You must review the wider evidence and apply professional judgement.

13. Assessments, issues and action statuses

VATTY may assign or display labels such as:

• Reclaimable
• Reclaimable - Resolved
• Needs review
• Blocked
• Not reclaimable
• No VAT
• Missing VAT number
• Missing VAT invoice
• Wrong company
• Awaiting client
• Awaiting supplier
• Supplier chased
• Ready
• Excluded
• Closed
• Not required. These labels are intended to help organise VAT evidence review. They are not legal, tax or accounting advice. You are responsible for confirming whether any VAT amount should be reclaimed, excluded, adjusted or reviewed further.

14. Overrides and accountant judgement

VATTY may allow authorised users to override an assessment, approve an item, reject a VAT reclaim, move a document, close a request, or mark an issue as resolved.

Where evidence is missing, weak or inconsistent, VATTY may require a note before allowing an override.

You are responsible for:

• ensuring override decisions are appropriate
• recording clear notes
• retaining supporting evidence
• ensuring the audit trail accurately reflects the decision
• reviewing any risk before VAT return submission. VATTY may record overrides in the audit trail and Evidence Pack.

15. Evidence requests, client portal and supplier upload links

VATTY may allow you to create, prepare, send or automate evidence requests to clients or suppliers.

Requests may ask recipients to:

• upload a corrected invoice
• provide a missing VAT invoice
• add missing details
• confirm business use
• provide a supplier email
• authorise supplier contact
• respond to an evidence issue.

You are responsible for ensuring that:

• requests are appropriate
• recipient details are correct
• message content is accurate
• client consent or authority exists where required
• supplier contact is lawful and appropriate
• confidential information is not disclosed to the wrong recipient. Supplier upload links and client portal links may provide limited access to specific information required to complete a request. You must use them responsibly and avoid sharing links with unauthorised recipients.

16. Automation modes

VATTY may provide automation modes such as:

• Off
• Suggestion
• Automatic. In Suggestion mode, VATTY may prepare suggested requests but should not email clients or suppliers automatically. In Automatic mode, VATTY may send requests, reminders or follow-ups according to your settings. You are responsible for configuring automation appropriately. You must review automation settings before enabling automatic sending. We are not responsible for messages sent to incorrect recipients where incorrect contact data, settings or instructions were provided by you or your users.

17. Email forwarding and mailboxes

VATTY may provide email forwarding addresses, mailbox connections and routing rules to import invoices and receipts.

You are responsible for:

• forwarding only relevant documents
• ensuring forwarding rules are accurate
• ensuring client or supplier email forwarding is authorised
• reviewing documents that are automatically imported
• checking company and VAT period assignment
• reviewing unassigned documents. VATTY may attempt to ignore small logos, signatures or non-relevant attachments, but we do not guarantee that all irrelevant content will be excluded or that all relevant content will be detected.

18. Evidence Packs

VATTY may generate Evidence Packs for receipts, invoices, companies or VAT periods.

Evidence Packs may include:

• original uploaded files
• extracted data
• VAT validation results
• assessment labels
• issue labels
• rationale
• notes
• audit trail
• client or supplier responses
• sign-off records. Evidence Packs are intended to support review, documentation and audit trail management. They do not guarantee that HMRC will accept the VAT treatment or supporting evidence. You are responsible for reviewing Evidence Packs before using, sharing, attaching or relying on them.

19. VAT period sign-off

VATTY may allow users to sign off a VAT period or mark evidence as reviewed.

Sign-off means that a user has marked the relevant VAT period or evidence workflow as reviewed within VATTY.

Sign-off does not mean:

• HMRC approval
• VATTY approval of the VAT return
• guaranteed VAT compliance
• guaranteed recoverability of input VAT. Before signing off, you should review unresolved issues, blocked items, VAT at risk, active client requests, active supplier requests, calculation mismatches and any items awaiting review.

20. Billing and subscriptions

VATTY may charge fees based on subscription plan, number of active companies, usage, billing frequency or other agreed commercial terms.

Unless otherwise agreed, billing may be calculated by active billable Client Company.

Example pricing structure may include:

• Free: 1 company
• Starter: 2 - 5 companies
• Growth: 6 - 14 companies
• Scale: 15+ companies. Pricing, plan limits and features may change from time to time. Any changes will be notified or displayed within the Service.

You are responsible for:

• keeping billing details up to date
• paying fees when due
• monitoring active billable companies
• cancelling or downgrading where appropriate
• reviewing charges before confirming subscription changes. If payment fails or fees are overdue, we may suspend or restrict access to the Service.

21. Free trials, pilots and early access

We may offer free trials, pilot access, founding firm access, beta access or early-access pricing.

Unless otherwise agreed in writing:

• free trial access is temporary
• pilot access may be limited
• features may change
• support may be limited
• data may be deleted, anonymised or retained according to these Terms and our Privacy Policy
• we may withdraw pilot access at any time. Pilot users agree that pilot features may be incomplete, experimental or subject to change.

22. Partner, referral and expansion schemes

We may offer partner, referral or expansion incentive schemes.

Any such scheme will be governed by separate terms or written agreement.

Unless expressly agreed:

• referral rewards are not automatic
• no commission is payable on free trials, unpaid fees, refunded fees or self-referrals
• expansion credits may require active qualifying companies
• we may reject or remove referrals that are fraudulent, duplicate or already in our pipeline.

23. Customer Data ownership

As between you and VATTY, you retain ownership of the documents, data and content you upload to VATTY.

You grant VATTY a limited licence to host, store, process, copy, transmit, analyse, display, transform and use Customer Data as necessary to:

• provide the Service
• process VAT Documents
• generate assessments, evidence packs and audit trails
• operate client and supplier portals
• provide support
• maintain security and reliability
• comply with legal obligations
• create analytics as described in these Terms and our Privacy Policy
• improve and develop the Service.

24. Use of data for analytics and service improvement

You acknowledge and agree that VATTY may use data processed through the Service for analytics, reporting, product improvement and service development.

This may include:

• usage analytics
• feature adoption
• document processing volumes
• extraction accuracy metrics
• validation success and failure rates
• issue category statistics
• request and resolution timings
• error rates
• performance monitoring
• billing and usage metrics
• product improvement analysis. Where possible, VATTY will use aggregated, anonymised or pseudonymised data for analytics and improvement purposes. VATTY will not sell your Customer Data. VATTY will not disclose identifiable client company data, VAT Documents or personal data to third parties for their independent marketing purposes. VATTY may use aggregated and anonymised insights for internal reporting, product development, benchmarking, investor reporting, marketing claims or market analysis, provided such information does not identify you, your clients, suppliers or individuals.

Examples of aggregated analytics may include:

• average number of evidence issues per VAT period
• percentage of documents missing VAT numbers
• average resolution time for supplier chases
• number of Evidence Packs exported
• anonymised extraction accuracy trends. Our use of personal data for analytics will be governed by applicable data protection law and our Privacy Policy.

25. Confidentiality

Each party may receive confidential information from the other.

Confidential information includes non-public business information, customer data, VAT Documents, product information, technical information, pricing, commercial strategy, security information and client or supplier information.

Each party must:

• keep confidential information secure
• use it only for the purpose of these Terms
• not disclose it except as permitted by these Terms or required by law
• ensure authorised staff, contractors and processors are bound by appropriate confidentiality obligations. Confidentiality obligations do not apply to information that is public, already lawfully known, independently developed, or required to be disclosed by law.

26. Data protection and UK GDPR

VATTY processes personal data in connection with the Service.

Personal data may include:

• names
• email addresses
• phone numbers
• business addresses
• supplier contact details
• client contact details
• user login details
• company director names
• invoice billing names
• notes and comments
• audit trail entries
• uploaded documents containing personal data. For most Customer Data uploaded by an accounting firm or business into VATTY, the Customer is likely to act as controller and VATTY is likely to act as processor. For data we use to manage our own business, accounts, billing, security, analytics, support, service monitoring and service improvement, VATTY may act as controller. Where VATTY acts as processor, we will process personal data only on your documented instructions, except where required by law. Where VATTY acts as controller, we will process personal data in accordance with applicable data protection law and our Privacy Policy. The Customer is responsible for ensuring it has a lawful basis to upload, store and process personal data in VATTY, and for ensuring that clients, suppliers, employees and other individuals receive appropriate privacy information where required.

27. Data processing terms

Where VATTY processes personal data as processor on behalf of the Customer, the following terms apply.

VATTY will:

• process personal data only on documented instructions from the Customer
• ensure persons authorised to process personal data are subject to confidentiality obligations
• implement appropriate technical and organisational security measures
• assist the Customer where reasonably possible with data subject rights requests
• assist the Customer with security, breach notification and data protection impact assessment obligations where required by law
• not appoint sub-processors without appropriate authorisation
• ensure sub-processors are subject to equivalent data protection obligations
• notify the Customer without undue delay after becoming aware of a personal data breach affecting Customer Data
• at the end of the Service, delete, return, anonymise or retain personal data as required or permitted under these Terms, our Privacy Policy or applicable law
• make available information reasonably necessary to demonstrate compliance with applicable processor obligations.

28. Sub-processors

VATTY may use third-party service providers and sub-processors to deliver, secure, monitor and improve the Service.

Sub-processors may include providers of:

• cloud hosting
• database storage
• file storage
• authentication
• email delivery
• OCR and AI processing
• VAT number validation
• analytics
• monitoring and logging
• payment processing
• customer support
• accounting software integrations
• API infrastructure. These may include providers such as OpenAI, Google/Gemini, Amazon Web Services, Supabase, Stripe, Xero and other similar infrastructure, software, analytics, email, validation or integration providers, depending on the features used and the technical architecture in place at the time. We will take reasonable steps to ensure sub-processors provide appropriate contractual, technical and organisational protections for personal data. We may maintain a list of current sub-processors in our Privacy Policy, Data Processing Addendum, website or in-app documentation. You authorise VATTY to appoint sub-processors where necessary to provide the Service, subject to appropriate contractual protections.

29. International transfers

Some sub-processors or service providers may process data outside the United Kingdom.

Where personal data is transferred internationally, VATTY will take steps intended to ensure an appropriate transfer mechanism is in place where required by applicable data protection law.

This may include adequacy regulations, international data transfer agreements, standard contractual clauses or other lawful transfer mechanisms.

30. Security

VATTY will implement reasonable technical and organisational measures designed to protect Customer Data against unauthorised access, loss, misuse, alteration or disclosure.

Security measures may include:

• access controls
• authentication
• encryption in transit
• secure storage
• role-based permissions
• audit logs
• backups
• monitoring
• restricted administrative access
• supplier due diligence
• incident response procedures. No software service can guarantee absolute security. You are responsible for using strong passwords, controlling user access, reviewing permissions, maintaining device security and maintaining email security.

31. Data retention

VATTY may retain Customer Data while your account is active and for as long as reasonably necessary for the purposes described in these Terms and our Privacy Policy.

These purposes may include:

• providing the Service
• maintaining VAT evidence records
• preserving audit trail integrity
• enabling Evidence Pack generation
• supporting VAT period review and sign-off records
• complying with legal, accounting, tax and regulatory obligations
• resolving disputes
• enforcing agreements
• investigating security issues
• preventing fraud or misuse
• maintaining backups
• supporting analytics, service improvement and product development. Where possible, VATTY may retain aggregated, anonymised or pseudonymised analytics data after account closure, provided it does not identify the Customer, Client Companies, suppliers or individuals. You may request export or deletion of Customer Data. We will comply with valid deletion requests where required by law and where deletion is technically and legally possible. We may retain certain data where continued retention is necessary for legal obligations, legitimate business purposes, dispute resolution, audit trail integrity, backup recovery, security, fraud prevention or compliance. Deletion from active systems may not immediately remove data from encrypted backups or system logs, but such data will remain protected and will be deleted or overwritten in accordance with our backup and retention processes. We do not keep personal data indefinitely without purpose. Personal data will be retained only for as long as we reasonably need it for the purposes described in these Terms and our Privacy Policy, or as otherwise permitted or required by law.

32. Data export and deletion

Subject to plan limits, technical feasibility and applicable law, VATTY may allow you to export:

• company data
• VAT document records
• original uploaded files
• Evidence Packs
• audit trails
• notes
• request history
• client and supplier request records
• billing information. You are responsible for exporting any data you need before cancelling your account or ending your subscription. After cancellation or termination, we may retain Customer Data for a reasonable period to allow reactivation, export, legal compliance, dispute resolution, accounting records, security investigation, audit trail integrity and service improvement. You may request deletion by contacting info@vatty.co.uk. Where a deletion request is valid, we will delete or anonymise relevant Customer Data within a reasonable period, unless we are required or permitted to retain it by law, contract, legitimate business need or technical backup processes. Where data has been anonymised or aggregated so that it no longer identifies you, your clients, suppliers or individuals, we may continue to use it for analytics, benchmarking, service improvement and reporting.

33. Data subject rights

Where the Customer acts as controller, the Customer is responsible for responding to data subject rights requests.

VATTY will provide reasonable assistance where required by applicable data protection law and where the request relates to personal data processed by VATTY as processor.

Data subject rights may include access, rectification, erasure, restriction, objection, portability and rights relating to automated decision-making, depending on context and applicable law.

The Customer is responsible for ensuring that its clients, staff, suppliers and other individuals receive appropriate privacy information where required.

34. Customer responsibilities under data protection law

You are responsible for:

• ensuring you have a lawful basis for uploading and processing personal data in VATTY
• informing clients, suppliers, employees and users where required
• ensuring uploaded data is relevant, accurate and limited to what is necessary
• responding to data subject requests where you are controller
• ensuring client and supplier contact through VATTY is lawful
• ensuring your use of automation complies with applicable law
• reviewing and approving evidence request templates
• maintaining your own records of processing where required. You acknowledge that where you act as controller, responsibility for deciding why and how personal data is processed remains with you.

35. Acceptable use

You must not use VATTY:

• unlawfully
• fraudulently
• to upload malware
• to infringe intellectual property rights
• to send spam or unlawful marketing
• to harass clients, suppliers or individuals
• to access data you are not authorised to access
• to attempt to reverse engineer the Service
• to overload, disrupt or damage the Service
• to misrepresent VATTY as HMRC-approved unless expressly authorised
• to make misleading claims about VAT recovery or compliance. You must not use VATTY to process categories of data that are unnecessary for VAT evidence workflows unless you have a lawful basis and appropriate safeguards.

36. Third-party services and integrations

VATTY may integrate with or link to third-party services such as accounting software, email providers, OCR providers, VAT validation services, payment providers, analytics tools or cloud infrastructure providers.

Your use of third-party services may be subject to their own terms and privacy policies.

We are not responsible for third-party systems, downtime, errors, data quality, API changes, fees, access restrictions or service changes.

Where integration requires your authorisation, you are responsible for granting and managing that authorisation.

37. Xero, accounting software and MTD workflows

VATTY may support workflows involving accounting software such as Xero, QuickBooks, Sage, Dext, Hubdoc or other systems.

Unless expressly agreed, VATTY does not replace those systems and does not submit VAT returns.

If VATTY supports integrations, matching or evidence attachment, you remain responsible for reviewing data and ensuring records in your accounting software are accurate.

38. Intellectual property

VATTY and its software, design, workflows, brand, logos, source code, databases, documentation, Evidence Pack layouts, user interface, automation logic and related materials are owned by or licensed to VATTY.

You must not copy, reproduce, modify, distribute, reverse engineer, resell, sublicense or create competing products using VATTY materials except as permitted by these Terms.

You retain ownership of your Customer Data.

Feedback, suggestions or ideas you provide may be used by VATTY without restriction or obligation to compensate you.

39. Service availability and changes

We aim to provide a reliable Service, but we do not guarantee uninterrupted availability.

The Service may be unavailable due to:

• maintenance
• updates
• outages
• security incidents
• third-party failures
• internet or hosting issues
• API limits
• force majeure events. We may update, modify, suspend or discontinue parts of the Service from time to time. We may add, remove or change features during pilot, beta or early-access periods.

40. Support

Support may be provided by email, in-app chat, help centre, onboarding calls or other channels.

Support availability may depend on your plan, pilot status or commercial agreement.

We do not guarantee specific response times unless expressly agreed in writing.

Support enquiries should be sent to:

info@vatty.co.uk

41. Disclaimers

The Service is provided on an "as is" and "as available" basis.

To the maximum extent permitted by law, we do not warrant that:

• VATTY will be error-free
• all VAT evidence issues will be detected
• all OCR extraction will be accurate
• all VAT classifications will be correct
• all VAT numbers will be validated
• all duplicates will be detected
• all Evidence Packs will satisfy HMRC
• the Service will meet all regulatory, tax, accounting or audit requirements
• the Service will be uninterrupted or secure at all times. You are responsible for independent review before relying on any output.

42. Limitation of liability

Nothing in these Terms limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to the above, VATTY will not be liable for:

• loss of profits
• loss of revenue
• loss of business
• loss of goodwill
• loss of anticipated savings
• loss of tax relief
• penalties, interest or assessments arising from VAT returns
• loss or corruption of data where caused by your failure to export or back up data
• indirect or consequential loss
• loss caused by inaccurate data supplied by you, clients or suppliers
• loss caused by your reliance on unreviewed automated outputs
• loss caused by third-party services. Subject to the above, our total aggregate liability arising out of or in connection with the Service shall not exceed the greater of:
• the total fees paid by you to VATTY in the 12 months before the event giving rise to the claim; or
• £1,000.

43. Indemnity

You agree to indemnify and hold VATTY harmless from claims, losses, liabilities, damages, costs and expenses arising from:

• your breach of these Terms
• unlawful use of the Service
• unauthorised upload or processing of data
• inaccurate or misleading client, supplier or company data
• your VAT treatment decisions
• your communications with clients or suppliers
• your failure to comply with data protection law
• your misuse of automation or supplier/client requests.

44. Suspension and termination

We may suspend or terminate access if:

• fees are unpaid
• you breach these Terms
• your use creates a security risk
• your use may be unlawful
• we are required to do so by law
• you misuse the Service
• pilot or trial access ends. You may cancel your subscription according to the cancellation process provided in the Service or agreed in writing.

On termination:

• your right to use VATTY ends
• fees already due remain payable
• you should export required data before access ends
• we may retain, delete or anonymise data according to our retention policy
• clauses intended to survive termination will continue.

45. Beta, pilot and experimental features

Some features may be labelled beta, pilot, early access, experimental or preview.

Such features may:

• be incomplete
• contain errors
• change without notice
• be withdrawn
• have limited support
• process data differently from final features. You use beta features at your own risk.

46. Changes to these Terms

We may update these Terms from time to time.

If changes are material, we will take reasonable steps to notify you, such as by email, in-app notice or website update.

Continued use of VATTY after updated Terms take effect means you accept the updated Terms.

If you do not agree to updated Terms, you should stop using the Service and cancel your subscription.

47. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction over disputes arising out of or in connection with these Terms, unless mandatory law provides otherwise.

48. Entire agreement

These Terms, together with any order form, subscription agreement, Data Processing Addendum, Privacy Policy and any agreed special terms, form the entire agreement between you and VATTY regarding the Service.

If there is a conflict between documents, the following order applies unless stated otherwise:

1. signed written agreement or order form

2. Data Processing Addendum or data processing terms

3. these Terms

4. Privacy Policy

5. help documentation or website content.

49. Contact

For support, legal, privacy or data protection questions, contact:

Vatty Ltd 37 Limes Road Beckenham BR3 6NS United Kingdom Email: info@vatty.co.uk

Appendix 1 - Data Processing Addendum Summary

This Appendix applies where VATTY processes personal data as processor on behalf of the Customer.

Subject matter

Provision of the VATTY software platform for VAT evidence management, document processing, validation, issue resolution, audit trail creation, evidence pack generation, client/supplier request workflows, analytics and related support.

Duration

For the duration of the Customer's use of VATTY and any applicable retention period.

Nature and purpose of processing

• hosting Customer Data
• processing VAT Documents
• extracting invoice and receipt data
• validating VAT numbers
• generating assessments and issue labels
• creating audit trails
• managing client and supplier requests
• generating Evidence Packs
• providing support
• maintaining security
• improving the Service
• analytics as described in these Terms and the Privacy Policy.

Categories of data subjects

• Customer users
• accountants and firm staff
• client company contacts
• company directors
• suppliers
• supplier contacts
• individuals named on invoices or receipts
• client portal users
• supplier upload users.

Categories of personal data

• names
• email addresses
• phone numbers
• business addresses
• company details
• VAT numbers
• invoice billing names
• invoice addresses
• transaction information
• uploaded documents
• audit trail entries
• notes and comments
• user IDs
• login and usage data
• support communications.

Special category data

VATTY is not intended for processing special category data.

Customers must avoid uploading special category data unless strictly necessary, lawful and protected by appropriate safeguards.

Customer obligations

The Customer shall:

• provide lawful instructions
• ensure it has lawful basis for processing
• provide required privacy information
• ensure data accuracy
• manage users and permissions
• respond to data subject requests where controller
• ensure client/supplier communications are lawful.

VATTY obligations

VATTY shall:

• process personal data on documented instructions
• maintain confidentiality
• use appropriate security
• assist with data subject rights where required
• notify personal data breaches without undue delay
• manage sub-processors appropriately
• delete, return, anonymise or retain personal data at the end of service subject to these Terms and applicable law
• support audits or information requests reasonably and proportionately.

Appendix 2 - VAT and professional responsibility disclaimer

VATTY supports VAT evidence management but does not provide tax, legal, accounting or audit advice.

All VAT decisions remain subject to professional review.

Customers and their advisers remain responsible for:

• VAT return preparation
• VAT return submission
• VAT reclaim decisions
• record keeping
• client advice
• HMRC correspondence
• compliance with applicable tax law.

VATTY outputs should be treated as support material, not final advice.

Appendix 3 - Analytics and product improvement notice

VATTY may process platform data to understand and improve how the Service is used.

This may include:

• number of companies added
• number of documents uploaded
• number of evidence issues detected
• frequency of missing VAT numbers
• extraction success rates
• validation success rates
• request response times
• evidence pack export rates
• feature usage
• error logs
• performance metrics. Where possible, analytics will be aggregated, anonymised or pseudonymised.

VATTY may use analytics to:

• improve OCR and extraction
• improve VAT evidence workflows
• identify bugs
• improve user experience
• develop new features
• monitor system performance
• understand product adoption
• prepare aggregated commercial reporting. VATTY will not sell Customer Data or disclose identifiable VAT Documents to third parties for their own marketing purposes.