Acceptable Use Policy

Use of the Service is subject to this Acceptable Use Policy (this "AUP"). Capitalised terms not defined herein have the meanings given in the Record OS Terms and Conditions (the "Terms"). By accessing or using the Service, Customer agrees to be bound by this AUP.

1. Definitions

Capitalised terms not otherwise set out in this AUP shall have the meaning set out in the Terms.

2. General Use Requirements

2.1 Customer shall use the Service in accordance with the Agreement, the Documentation, and this AUP.

2.2 Customer undertakes that each User shall keep a secure password for use of the Service, that such password shall be changed regularly in accordance with good security practice, and that each User password shall be kept confidential and not shared with any other person.

2.3 Customer shall:

at all times comply with all Applicable Laws, including but not limited to data protection laws, tax laws, and professional regulations applicable to accountants and tax advisers;
comply with Record OS's reasonable instructions from time to time in relation to use of the Service;
procure that its Users use the Service in accordance with the Agreement and only for lawful purposes;
be solely responsible for procuring and maintaining its network connections, hardware, and software environment, and for all problems arising from its network or systems;
use all reasonable efforts to prevent any unauthorised access to the Service and promptly notify Record OS of any such unauthorised access or any security incident;
be responsible for the creation and maintenance of its technical environment regarding access to the Service, including ensuring that browsers and devices meet any minimum requirements specified in the Documentation;
obtain and maintain all required licences, consents, and authorisations for Record OS to process Customer Data and End User Data;
ensure that all End Users are provided with appropriate privacy notices and that any required consents are obtained before their data is submitted to the Service;
maintain appropriate records and audit trails as required by professional and regulatory obligations; and
ensure that Users are adequately trained in the use of the Service and understand their obligations under this AUP.

3. Professional Responsibilities

3.1 Customer acknowledges that the Service is a tool to assist with the preparation of Self Assessment tax returns and does not replace Customer's professional judgment, expertise, or responsibilities.

3.2 Customer shall:

verify the accuracy of all data extracted or pre-filled by the Service before using it in any tax return or providing it to any End User or third party;
review all tax returns prepared using the Service before submission to HMRC to ensure accuracy and completeness;
remain solely responsible for all tax advice provided to End Users and for the accuracy of all tax returns submitted through the Service;
comply with all professional standards, codes of conduct, and regulatory requirements applicable to Customer's practice;
maintain appropriate professional indemnity insurance as required by Customer's professional body or regulator;
not use the Service to provide advice or services that Customer is not qualified or authorised to provide; and
maintain appropriate client engagement letters and terms of business with End Users.

4. Prohibited Activities

4.1 Customer shall not, and shall procure that its Users and End Users shall not, directly or indirectly:

use the Service in any way that violates Applicable Laws or regulations, including data protection laws, tax laws, anti-money laundering laws, or professional regulations, or that constitutes fraudulent, deceptive, or objectionable activities;
use the Service in any way that infringes the intellectual property or privacy rights of any third party;
use the Service in any way that could cause material harm to Record OS, other customers, End Users, or any third party, or impair another customer's use of the Service;
upload, transmit, or store any viruses, malware, worms, trojan horses, ransomware, or other harmful code;
probe, scan, or test the vulnerability of the Service, or breach security or authentication measures without authorisation;
use or configure the Service to circumvent any restrictions, limits, or requirements under the Agreement or this AUP;
make alterations to, modifications of, or derivative works based on the Service or any Record OS technology;
reverse engineer, decompile, disassemble, or attempt to derive the source code of the Service or any underlying algorithms;
access the Service to build a competitive product or service, or engage in competitive analysis or benchmarking without Record OS's prior written consent;
commercially exploit, redistribute, sell, rent, lease, sublicense, or transfer the Service or access to the Service to any third party except as expressly permitted by the Agreement;
use the Service to provide services to third parties other than End Users as contemplated by the Agreement;
remove, obscure, or alter any proprietary notices, labels, or branding on the Service;
use the Service for any illegal activities, including but not limited to tax evasion, money laundering, or fraud;
use the Service to submit false, misleading, or fraudulent information to HMRC or any other tax authority;
use any automated means, including bots, scrapers, or spiders, to access or extract data from the Service without Record OS's prior written consent;
interfere with or disrupt the integrity, performance, or availability of the Service or any related systems or networks;
attempt to gain unauthorised access to the Service, other accounts, computer systems, or networks connected to the Service;
impersonate any person or entity, or falsely state or otherwise misrepresent Customer's affiliation with a person or entity;
share User credentials or allow multiple individuals to use a single User account;
use the Service to process data for individuals or entities other than End Users who have a legitimate client relationship with Customer; or
engage in any activity that could damage, disable, overburden, or impair the Service.

5. AI/OCR Features

5.1 The Service includes AI and OCR functionality to extract and pre-fill data from documents. With respect to these features, Customer shall not:

use the AI/OCR features or any extracted data to build, train, or improve any artificial intelligence or machine learning models;
use the AI/OCR features to develop products or services that compete with the Service;
rely on the output of the AI/OCR features without verification by a qualified professional;
represent the output of the AI/OCR features as being guaranteed, approved, or vetted by Record OS;
use the AI/OCR features to process documents that Customer does not have the right to process; or
submit documents to the AI/OCR features that contain malicious code or content designed to exploit or compromise the Service.

5.2 Customer acknowledges that:

the AI/OCR functionality is an extraction tool only and does not provide tax advice;
outputs from the AI/OCR features may contain errors, omissions, or inaccuracies and must be verified before use;
the accuracy of AI/OCR extraction depends on the quality of the source documents; and
Customer remains solely responsible for the accuracy of all data used in tax returns, regardless of whether it was extracted by the AI/OCR features.

6. Customer Data and End User Data

6.1 Customer shall not upload, input, store, or transmit (and shall ensure that End Users do not upload, input, store, or transmit) any material that:

is unlawful, harmful, threatening, abusive, harassing, defamatory, obscene, or otherwise objectionable;
infringes any intellectual property rights, privacy rights, or other rights of any third party;
contains viruses, malware, or other harmful code;
violates Applicable Laws, including data protection laws;
is false, misleading, or fraudulent;
relates to individuals who have not provided appropriate consent or for whom Customer does not have a lawful basis to process their data; or
constitutes special category data (as defined in UK GDPR) unless Customer has notified Record OS in writing and received confirmation that appropriate safeguards are in place.

6.2 Customer acknowledges that it is solely responsible for:

the accuracy, quality, integrity, and legality of all Customer Data and End User Data;
reviewing and verifying all data and outputs before use in tax returns or provision to End Users or third parties;
obtaining all necessary consents, authorisations, and rights to submit data to the Service; and
ensuring compliance with data protection laws in relation to all Personal Data processed through the Service.

6.3 Customer acknowledges that, except as stated in the Agreement, Record OS will not be responsible for any intellectual property infringement, violation of third-party rights, violation of laws, or inaccuracies arising from Customer Data or End User Data.

7. End User Access

7.1 Customer is responsible for all End Users who access the Service through Customer's account. Customer shall:

ensure that End Users are provided with clear instructions on how to use the Service;
ensure that End Users understand that the Service is provided by Record OS and is subject to this AUP;
be responsible for the acts and omissions of End Users as if they were Customer's own;
promptly address any End User behaviour that violates this AUP; and
only invite End Users who have a legitimate client relationship with Customer to access the Service.

7.2 Customer acknowledges that Record OS may suspend or terminate End User access if Record OS reasonably believes that an End User has violated this AUP.

8. HMRC Submissions

8.1 The Service enables Customer to submit tax returns to HMRC. Customer acknowledges and agrees that:

Customer is solely responsible for the accuracy and completeness of all tax returns submitted through the Service;
Customer must review all tax returns before submission and ensure they are accurate;
Customer must have appropriate authorisation from the End User to submit tax returns on their behalf;
Record OS is not responsible for any errors, omissions, or inaccuracies in submitted tax returns;
Record OS is not responsible for any penalties, interest, or other consequences arising from inaccurate or late submissions;
Customer shall comply with all HMRC requirements and guidelines regarding electronic submissions; and
Customer shall maintain appropriate records of all submissions as required by law and professional standards.

9. Security Requirements

9.1 Customer shall implement and maintain appropriate security measures, including:

keeping all passwords and credentials confidential and not sharing them with unauthorised persons;
promptly revoking access for Users who no longer require it or who leave Customer's organisation;
ensuring that devices used to access the Service are secure and protected with appropriate anti-malware software;
using secure, encrypted connections when accessing the Service;
promptly reporting any suspected security incidents or unauthorised access to Record OS.

9.2 Customer shall notify Record OS immediately upon becoming aware of any actual or suspected unauthorised access to the Service or any User account.

10. Violations

10.1 Customer will promptly report any violations of this AUP to Record OS at privacy@record-os.com (or such other address as Record OS may notify) and provide cooperation as reasonably requested to investigate and remedy such violation.

10.2 Record OS reserves the right, without liability, to:

investigate any suspected violation of this AUP;
disable Customer's or any User's access to any material that breaches this AUP;
remove or limit access to any material that Record OS reasonably suspects to be in breach of this AUP;
suspend Customer's or any User's access to the Service in whole or in part;
report any suspected illegal activity to relevant law enforcement or regulatory authorities; and/or
terminate the Agreement for material breach in accordance with the Terms.

10.3 Where practicable, Record OS will provide Customer with notice before taking action under clause 10.2, except where immediate action is necessary to prevent harm, comply with legal requirements, or protect the integrity of the Service.

11. General

11.1 Conflict. In the event of any conflict between the Terms and this AUP, this AUP shall govern with respect to use of the Service.

11.2 Updates. This AUP may be updated by Record OS from time to time upon reasonable notice, which may be provided through the Service, by email, or by publishing an updated version on Record OS's website. Continued use of the Service after an update constitutes acceptance of the updated AUP.

11.3 Entire AUP. This AUP, together with any documents incorporated by reference, constitutes the entire acceptable use policy for the Service.

11.4 Contact. Questions about this AUP should be directed to privacy@record-os.com.