Terms of Service

1. Acceptance of Terms

By accessing or using Kwata Books ("the Service"), operated by Kwata Team ("we," "our," or "us"), you agree to be bound by these Terms of Service. If you do not agree to these terms, you may not use the Service.

We reserve the right to modify these terms at any time. We will notify existing subscribers of material changes with at least 30 days' notice. Continued use of the Service after changes constitutes acceptance of the modified terms.

2. Description of Service

Kwata Books is an AI-powered bookkeeping and expense tracking platform for any business. The Service allows users to upload receipts and invoices, automatically extract and categorize expense data using AI (Claude Vision), track expenses, manage invoices, and generate financial reports. For users filing in Canada, the Service also generates CRA-ready reports (T2125, CCA schedules, HST returns) and supports payroll, dividends, and Canadian tax records.

The Service includes optional integrations with Google Drive and Gmail to automatically import receipts and invoices. These integrations are subject to the terms in Section 9 below.

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with reasonable notice to active subscribers where feasible.

3. Account Registration

To use the Service, you must create an account using a valid authentication method. You agree to:

• Provide accurate and complete information
• Maintain the security of your account credentials
• Notify us immediately of any unauthorized access
• Be responsible for all activities under your account

We reserve the right to terminate accounts that violate these terms or remain inactive for extended periods.

4. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Upload content that infringes on intellectual property rights
• Attempt to gain unauthorized access to our systems
• Transmit viruses, malware, or other harmful code
• Interfere with or disrupt the Service
• Use automated systems to access the Service without permission
• Impersonate another person or entity
• Upload fraudulent, falsified, or misleading financial documents
• Use the Service to evade taxes or engage in financial fraud

5. User Content

You retain ownership of all content you upload to the Service ("User Content"), including receipts, invoices, and financial documents. By uploading content, you grant us a limited license to process, store, and display your content solely for the purpose of providing the Service to you.

You represent and warrant that you have the right to upload all content and that your content does not violate any laws or third-party rights.

We do not claim ownership of your receipts, invoices, financial data, or extracted information. Your business information remains yours.

6. AI Limitations, Accuracy, and Your Responsibilities

6.1 Not Professional Advice

THE SERVICE IS PROVIDED AS A BOOKKEEPING ASSISTANCE TOOL ONLY — NOT AS PROFESSIONAL ACCOUNTING, TAX, LEGAL, OR FINANCIAL ADVICE. Nothing in the Service, including outputs from the Lex AI advisor, constitutes a professional-client relationship of any kind. Kwata Team is not a licensed accounting firm, tax advisor, or legal practitioner.

You should always consult a qualified Chartered Professional Accountant (CPA) or tax professional before:

• Filing any return with the CRA, Revenu Québec, or any other tax authority
• Acting on any deduction, credit, or tax strategy identified by Lex or the Service
• Making material business or financial decisions based on outputs from this Service
• Responding to any CRA review, audit, or reassessment

6.2 Known Limitations of AI

You expressly acknowledge and accept the following limitations:

• AI data extraction may be wrong. Receipt scanning, OCR, and automated categorization can misread amounts, dates, vendors, and expense categories. Always review extracted data for accuracy.
• Lex AI may provide incorrect guidance. The Lex advisor may cite incorrect CRA rules, misapply tax law to your situation, or fail to account for recent legislative changes. Every recommendation must be independently verified.
• Tax law changes constantly. CRA rates, thresholds, form line numbers, and filing requirements change annually. The Service may not reflect the most current rules at any given time.
• Province-specific rules vary. Tax treatment differs materially by province. Outputs may not fully account for Quebec (Revenu Québec), Ontario surtax, or other provincial nuances applicable to your situation.
• The Service does not know your full situation. AI outputs are based only on the data you have entered. Factors you have not disclosed — prior year losses, other income sources, related-party transactions, corporate elections — may materially change the correct tax treatment.

6.3 Your Verification Obligations

You are solely and entirely responsible for:

• Reviewing all AI-extracted data (amounts, dates, vendors, categories) for accuracy before use
• Verifying that every deduction, credit, and strategy surfaced by Lex is applicable and correct for your specific situation
• Cross-checking all outputs against official CRA publications, Revenu Québec guidance, and applicable legislation before relying on them
• Ensuring all information submitted to any tax authority is accurate, complete, and compliant
• Retaining original source documents (receipts, invoices, bank statements) as required by the CRA regardless of what the Service stores

6.4 No Liability for AI Errors

KWATA TEAM IS NOT RESPONSIBLE FOR, AND EXPRESSLY DISCLAIMS ALL LIABILITY ARISING FROM:

• Any error, omission, or misclassification in AI-extracted or AI-generated data
• Any incorrect, incomplete, or outdated guidance provided by the Lex AI advisor
• Any CRA tax assessment, reassessment, audit, penalty, or interest charge arising from your use of this Service
• Any financial loss, business interruption, or consequential damage resulting from reliance on AI outputs
• Any failure to claim an eligible deduction or credit that the Service did not identify
• Any incorrect filing or underpayment of taxes based on information produced by this Service

You assume full, unconditional responsibility for verifying the accuracy and completeness of all information before filing or acting on it. The obligation to check and ensure the correctness of your tax filings rests entirely with you, not with Kwata Team or the Service.

7. Subscription and Payment

Kwata Books offers a Free plan and a Pro subscription plan:

• Free Plan: 30 AI receipt scans/month, basic reports — no credit card required
• Pro Plan: $30 USD/month (or $300 USD/year billed annually) — 500 AI scans/month, full CRA reports, Google integrations, Lex AI
• Backlog Add-on: $20 CAD per 500 additional scans, available to Pro subscribers

By subscribing to a paid plan:

• You authorize us to charge your payment method on a recurring basis
• Subscriptions renew automatically unless cancelled before the renewal date
• Cancellation takes effect at the end of the current billing period
• Refunds are provided at our sole discretion

We reserve the right to change pricing with 30 days' notice to existing subscribers. Price changes do not apply to the current billing period.

8. Intellectual Property

The Service, including its design, features, AI models, and content (excluding User Content), is owned by Kwata Team and protected by intellectual property laws. You may not copy, modify, distribute, or reverse engineer any part of the Service.

9. Google API Integrations

Kwata Books offers optional integrations with Google Drive and Gmail to help you automatically import expense receipts and invoices. By connecting a Google integration, you agree to the following additional terms:

9.1 Scope of Access

• Google Drive: You share a specific folder with our read-only service account (kwata-books@…); this grants read-only access (drive.readonly) to only that folder. No Google sign-in or OAuth token is used for Drive. We never write to, modify, or delete Drive files.
• Gmail: We request gmail.readonly scope — read-only access to emails matching keywords you configure (e.g., "invoice", "receipt"). We only process emails with PDF or image attachments. We never send, delete, or modify emails.

9.2 Data Use Limitation

Data accessed through Google APIs is used exclusively to extract expense information (vendor, date, amount, CRA category) from your receipts and invoices. Google user data is:

• Never used for advertising or marketing purposes
• Never sold to or shared with third parties
• Never used to train AI models
• Only used to provide the bookkeeping features you have requested

9.3 Disconnection

You may revoke access at any time. For Google Drive, click Unlink on the Integrations page or remove the folder share in Google Drive — no tokens are stored, so access ends immediately. For Gmail, disconnect on the Integrations page and your OAuth token is immediately revoked at Google and permanently deleted from our systems. You may also revoke Gmail access directly at myaccount.google.com/permissions.

9.4 Google API Services User Data Policy

Kwata Books' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

10. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

We do not warrant that the Service will be uninterrupted, error-free, or completely secure. We do not warrant the accuracy, completeness, or reliability of any AI data extraction or processing.

You acknowledge that AI output is probabilistic. Despite our safeguards, Lex and other AI features can produce inaccurate, incomplete, or fabricated ("hallucinated") results. You are responsible for reviewing and verifying all AI output, categorizations, and reports before relying on them or filing with the CRA. To the maximum extent permitted by law, we are not liable for any loss arising from: (a) service interruptions, downtime, or maintenance; (b) your reliance on AI output; (c) changes to, or discontinuation of, the Service or any feature, including changes resulting from software updates or code changes; or (d) the failure, change, or unavailability of any third-party service we rely on (including hosting, AI providers, and our payment processor, DodoPayments).

Force Majeure. We are not liable for any delay or failure to perform caused by events beyond our reasonable control, including outages or failures of hosting, AI, banking, or payment providers, network or internet failures, security incidents, government action, or acts of God.

Assumption of risk and residual matters. To the maximum extent permitted by applicable law, you use the Service at your own risk. Without limiting anything above, and notwithstanding any matter not expressly addressed in these Terms, we are not liable for any loss, damage, interruption, error, or outcome — foreseen or unforeseen — arising from or relating to the Service, its AI features and output, our infrastructure or any third-party service we rely on, any integration, or any change, update, suspension, or discontinuation, where it occurs despite our commercially reasonable efforts. We do not guarantee uninterrupted, error-free, secure, or continuously available service. This limitation is a fundamental basis of the bargain and survives termination.

11. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, KWATA TEAM AND ITS PRINCIPALS, EMPLOYEES, AND CONTRACTORS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:

• Loss of profits, revenue, or data
• Business interruption
• Errors in AI data extraction or processing
• CRA tax assessments, penalties, or interest arising from reliance on our outputs
• Any other intangible losses

OUR TOTAL LIABILITY FOR ANY CLAIMS ARISING FROM YOUR USE OF THE SERVICE SHALL NOT EXCEED THE GREATER OF: (A) THE AMOUNTS YOU PAID TO US IN THE TWELVE (12) MONTHS PRIOR TO THE CLAIM, OR (B) ONE HUNDRED CANADIAN DOLLARS ($100 CAD).

Some jurisdictions do not allow limitation of liability for certain damages. In such cases, our liability shall be limited to the maximum extent permitted by applicable law.

12. Indemnification

You agree to indemnify, defend, and hold harmless Kwata Team and its officers, directors, employees, and agents from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your use of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Your User Content
• Your use of Google API integrations in violation of Google's terms

13. Termination

We may terminate or suspend your account immediately, without prior notice, for any reason, including breach of these Terms. Upon termination:

• Your right to use the Service ceases immediately
• All Google OAuth connections are immediately revoked
• You may request export of your financial data within 30 days
• We may delete your data after the 30-day period

Service discontinuation / wind-down. We may modify, suspend, or discontinue the Service (in whole or in part) at any time. If we decide to permanently discontinue the Service, we will make reasonable efforts to give active subscribers at least thirty (30) days' notice by email before access ends, so you can export your data. To the maximum extent permitted by law, Kwata Team will not be liable to you or any third party for any loss, damage, business interruption, or other impact arising from the suspension or discontinuation of the Service. In the event of permanent discontinuation, your sole and exclusive remedy is a pro-rata refund of any prepaid fees covering the period after the Service ends; we have no further obligation or liability to you.

14. Governing Law and Disputes

These Terms shall be governed by the laws of the Province of Alberta, Canada, without regard to conflict of law principles. Any disputes shall be resolved in the courts of Alberta, Canada.

Before initiating legal proceedings, you agree to attempt to resolve disputes through good-faith negotiation by contacting us at legal@kwatateam.com.

15. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

16. Entire Agreement

These Terms, together with our Privacy Policy and Security Policy, constitute the entire agreement between you and Kwata Team regarding the Service.

17. Contact Information

For questions about these Terms of Service, please contact us at:

Kwata Team
Email: legal@kwatateam.com
Website: kwatateam.com