Terms of Service

Xenyth Invoice

Xenyth Labs Ltd Company number: 17323486 6 Great Lane, Melton Mowbray, LE14 2PB, United Kingdom

Last updated: [date] Version: 1.0

DRAFT — NOT YET REVIEWED BY A SOLICITOR. Sections 8 (payment), 11 (liability), and 12 (warranties) carry the most legal weight and need professional drafting before you take payment. Remove this notice before publishing.

1. These terms

These terms are an agreement between you and Xenyth Labs Ltd ("we", "us", "our") covering your use of Xenyth Invoice at https://invoice.xenythlabs.co.uk.

By creating an account you confirm you accept these terms, our Privacy Policy, and our Data Processing Agreement. If you do not accept them, do not use the service.

Please read them. They set out what you can expect from us and what we expect from you.

2. What Xenyth Invoice is

Xenyth Invoice lets you create, store, and send invoices. You can keep a list of customers, record your business details, generate invoices as PDFs, and email them to your customers.

What it is not. It is not accounting software, tax software, or financial advice. It does not file anything with HMRC, calculate your tax, or check that your invoices meet any particular legal requirement. It does not take payments on your behalf.

You are responsible for making sure the invoices you send are correct and comply with the law that applies to your business, including VAT rules if you are VAT registered.

3. Who can use it

You must be at least 18 and using the service for business purposes. The service is designed for sole traders and small businesses in the United Kingdom.

You must give accurate registration details and keep them up to date.

4. Your account

You are responsible for keeping your password secure and for everything done through your account. Do not share your login.

Tell us immediately if you believe someone else has accessed your account.

One account is for one business. Do not create accounts on behalf of others or resell access.

5. Your data and content

You own your data. The invoices, customer records, and business details you enter remain yours. We claim no ownership of them.

We store and process that data to provide the service. Our Privacy Policy explains how we handle your account data, and our Data Processing Agreement covers your customers' data.

You can take your data with you at any time. The export feature in Settings gives you a PDF of every invoice plus spreadsheets of your invoices, line items, and customers.

6. Acceptable use

You must not:

  • Use the service for anything unlawful, fraudulent, or misleading
  • Send invoices for goods or services that were not genuinely supplied
  • Upload malicious files, or attempt to bypass any security measure
  • Attempt to access another user's account or data
  • Use automated means to place unreasonable load on the service
  • Enter special category data — health information, biometric data, or similar — into customer records
  • Send unsolicited bulk email through the service
  • Copy, resell, or reverse engineer the service

We may suspend or close your account if you break these rules. Where the breach is serious we may do so without notice.

7. Availability

We aim to keep the service running, but we do not guarantee it will be uninterrupted or error-free. We may need to take it down for maintenance, updates, or reasons outside our control.

We may change or remove features. Where a change materially reduces what the service does, we will tell you in advance where we reasonably can.

Because the service depends on third-party providers for hosting, email delivery, and file storage, interruptions may occasionally come from them rather than us.

8. Payment

[This section needs professional drafting before billing goes live. What follows describes the intended commercial terms.]

Xenyth Invoice costs £5 per month, with a one-month free trial for new accounts.

  • Your trial begins when you create your account. We will not ask for payment details to start it.
  • At the end of the trial, continued use requires a paid subscription.
  • Subscriptions renew monthly until cancelled.
  • You can cancel at any time from Settings. Cancellation takes effect at the end of the period you have paid for; we do not refund part-months.
  • If a payment fails, we will attempt to contact you before restricting access.
  • We may change the price. We will give you at least 30 days' notice by email, and you may cancel before the new price applies.
  • Prices include VAT where applicable.

[Points for the solicitor: consumer cancellation rights under the Consumer Contracts Regulations may apply to sole traders in some circumstances; the 14-day cooling-off period and how it interacts with the free trial needs confirming. Also confirm VAT treatment given Xenyth Labs' registration status.]

9. Closing your account

You can close your account at any time from Settings.

When you do:

  1. Your account closes immediately and you are logged out.
  2. Your data is kept for 30 days. Logging in during that period restores everything.
  3. After 30 days, your data is permanently deleted and cannot be recovered.

Export your data before you close your account. As a UK business you may be legally required to keep your financial records for six years. Once the 30 days have passed we cannot recover anything, and that obligation remains yours.

We may close your account if you break these terms, if you stop paying, or if we discontinue the service. Except where a serious breach makes it inappropriate, we will give you reasonable notice and an opportunity to export your data.

10. If we discontinue the service

If we decide to stop offering Xenyth Invoice, we will give you at least 60 days' notice by email so you can export your records, and we will not charge you beyond the notice period.

11. Our liability

[This section needs professional drafting. What follows indicates intent, not finished wording.]

We provide the service with reasonable care and skill. However:

  • We are not liable for loss of profits, loss of business, or indirect or consequential loss.
  • We are not liable for errors in the invoices you create. You are responsible for checking them.
  • We are not liable for your failure to meet your own tax, accounting, or data protection obligations.
  • We are not liable for data you have lost after closing your account and failing to export it.
  • Our total liability in any 12-month period is limited to the amount you have paid us in that period.

Nothing in these terms excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot lawfully be excluded.

[Points for the solicitor: the liability cap should be checked against the Unfair Contract Terms Act 1977 and, if any users qualify as consumers, the Consumer Rights Act 2015. A cap equal to one month's fee may be found unreasonable. Consider also how this interacts with liability under the DPA.]

12. No warranties beyond those stated

The service is provided as it is. Beyond providing it with reasonable care and skill, we make no promises that it will meet your particular requirements or that it will be free from faults.

[Solicitor to confirm the extent to which implied terms can be excluded here.]

13. Changes to these terms

We may update these terms. For significant changes we will email you at least 30 days before they take effect, and continuing to use the service after that means you accept them. If you do not accept them, you may close your account.

The version number and date at the top show which version is current. We record which version you accepted when you registered.

14. General

If any part of these terms is found unenforceable, the rest continues to apply.

If we do not enforce a right straight away, that does not mean we have given it up.

You may not transfer your rights under these terms to anyone else. We may transfer ours if our business is sold, provided your rights are not reduced.

These terms, together with the Privacy Policy and Data Processing Agreement, are the whole agreement between us.

15. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

16. Contact

Xenyth Labs Ltd 6 Great Lane, Melton Mowbray, LE14 2PB, United Kingdom [support email address]