Terms & conditions

Welcome to Digital CashBook. Please read these Terms and Conditions carefully before using our platform. By accessing or using Digital CashBook, you agree to be bound by these Terms. If you do not agree, please do not use the platform.

 

1. Definitions & Interpretation

"Platform" means the Digital CashBook web application and any related services.
"User" means any individual or business entity that registers and uses the Platform.
"Account" means a registered User account on the Platform.
"Records" means any financial entries, transactions, or data entered by the User into the Platform.
"We / Us / Our" refers to Digital CashBook and its operators.

 

2. Nature of the Service

2.1. Digital CashBook is a record-keeping and accounting tool. It is not a payment processor, e-money institution, or financial services provider. The Platform does not hold, transfer, or manage funds on behalf of Users.

2.2. All figures, totals, and reports generated by the Platform are based solely on data entered by the User. Digital CashBook does not independently verify, audit, or validate any financial records.

2.3. Nothing on the Platform constitutes financial, tax, legal, or accounting advice. Users should consult qualified professionals for such matters.

 

3. Account Registration

3.1. You must be at least 18 years of age, or have the consent of a parent or legal guardian, to register an Account.

3.2. You agree to provide accurate, complete, and current information during registration and to keep your Account details up to date.

3.3. You are responsible for maintaining the confidentiality of your login credentials. Any activity carried out under your Account is your responsibility.

3.4. You must notify us immediately of any unauthorized use of your Account.

 

4. Multi-User & Staff Access

4.1. Where your plan permits, you may grant sub-users or staff members access to your Account. You are solely responsible for all actions taken by those users.

4.2. You must ensure that any person you grant access to is aware of and complies with these Terms.

4.3. Digital CashBook shall not be liable for any loss, damage, or inaccuracy arising from the actions of sub-users or staff authorized by you.

 

5. Data Accuracy & Financial Records Disclaimer

5.1. Digital CashBook provides tools to record and organize financial data. The accuracy of all records depends entirely on the information entered by the User.

5.2. Reports, statements, and summaries generated by the Platform are for informational and internal management purposes only. They do not constitute audited financial statements and should not be submitted as such to any regulatory or tax authority without independent verification.

5.3. We do not guarantee that records stored on the Platform are free from error, omission, or data loss.

 

6. Subscriptions, Billing & Cancellation

6.1. Access to certain features of the Platform may require a paid subscription. Subscription fees, billing cycles, and plan details are as described on the Platform at the time of purchase.

6.2. Subscriptions renew automatically unless cancelled before the renewal date. It is your responsibility to cancel your subscription if you do not wish to be charged for the next period.

6.3. Refunds are at the sole discretion of Digital CashBook. We are not obligated to provide refunds for partial billing periods.

6.4. We reserve the right to modify subscription pricing with reasonable notice. Continued use of the Platform after a price change constitutes acceptance of the new pricing.

 

7. Data Ownership & Export

7.1. You retain full ownership of all financial data and records you enter into the Platform.

7.2. You may export your data at any time while your Account is active using the export tools provided.

7.3. Upon account closure or plan expiry, your data may be retained for a limited period as set out in our Privacy Policy, after which it may be permanently deleted. We recommend exporting your data before closing your Account.

 

8. Acceptable Use

8.1. You agree to use the Platform only for lawful purposes and in accordance with these Terms.

8.2. You must not use the Platform to record, facilitate, or conceal any unlawful financial activity including fraud, money laundering, or tax evasion.

8.3. You must not attempt to gain unauthorized access to any part of the Platform, other users' accounts, or our systems.

8.4. You must not introduce any malware, virus, or harmful code to the Platform.

 

9. Intellectual Property

9.1. All content, software, design, and materials on the Platform are the intellectual property of Digital CashBook or its licensors. You are granted a limited, non-exclusive, non-transferable license to use the Platform for its intended purpose.

9.2. You may not copy, modify, distribute, reverse-engineer, or create derivative works from any part of the Platform without our prior written consent.

 

10. Privacy

10.1. Your use of the Platform is subject to our Privacy Policy, which is incorporated into these Terms by reference.

10.2. We collect and process personal data only as described in our Privacy Policy and in compliance with applicable data protection laws.

 

11. Limitation of Liability

11.1. The Platform is provided on an "as is" and "as available" basis. We make no warranties, express or implied, regarding the accuracy, reliability, or fitness for a particular purpose of the Platform.

11.2. Digital CashBook shall not be liable for any direct, indirect, incidental, consequential, or special loss or damage arising from your use of or inability to use the Platform, including but not limited to loss of data, loss of profits, or business interruption.

11.3. Our total liability to you in connection with the Platform shall not exceed the amount paid by you to us in the three (3) months preceding the event giving rise to the claim.

 

12. Termination

12.1. We may suspend or terminate your Account at any time if you breach these Terms, or if we have reasonable grounds to believe your use of the Platform is harmful or unlawful.

12.2. You may terminate your Account at any time by giving written notice to us. Termination does not entitle you to a refund of any prepaid fees.

12.3. Upon termination, your right to access the Platform ceases immediately. We recommend exporting your data prior to termination.

 

13. Amendments

13.1. We reserve the right to update or amend these Terms at any time. We will notify you of material changes via the Platform or by email. Continued use of the Platform after the effective date of any change constitutes acceptance of the updated Terms.

 

14. General

14.1. Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force.

14.2. No waiver: Failure to enforce any provision of these Terms shall not constitute a waiver of that right.

14.3. Entire agreement: These Terms constitute the entire agreement between you and Digital CashBook regarding your use of the Platform.

14.4. Governing law: These Terms shall be governed by and construed in accordance with the applicable laws of the jurisdiction in which Digital CashBook operates. Any disputes shall be subject to the exclusive jurisdiction of the competent courts of that jurisdiction.

 

If you have any questions about these Terms, please contact us through the Platform.

 

15. User Categories

Digital CashBook serves three categories of users. The category you fall under determines the features available to you and the responsibilities you carry when using the platform.

15.1. Individual Users

An Individual User is a sole trader, freelancer, or private person using Digital CashBook to manage personal or small-scale business finances. Individual Users:

• Are solely responsible for all records, invoices, and inventory entries made under their account.
• Must ensure that all financial records entered reflect genuine economic activity.
• May not use the platform to manage finances on behalf of a third party without that party's knowledge and consent.
• Are subject to the same data accuracy disclaimer set out in Section 5 — records are for personal reference only and do not constitute audited accounts.

15.2. Small and Medium Enterprises (SMEs)

An SME User is a registered or unregistered business with staff, multiple revenue streams, or inventory to manage. SME Users:

• May create and manage multiple sub-user accounts for staff, subject to their subscription plan.
• Are responsible for ensuring all staff members added to the account comply with these Terms.
• May use the invoicing and inventory management features to manage customer billing and stock records.
• Acknowledge that cashbook reports and inventory summaries generated by the platform are management tools only and do not replace statutory accounting records or audited financial statements.
• Are responsible for any tax, VAT, or regulatory filing obligations arising from their business activity — Digital CashBook does not file or calculate statutory returns on your behalf.

15.3. Companies and Corporate Entities

A Company User is a formally incorporated entity using Digital CashBook for business financial record-keeping. Company Users:

• Must ensure the account is registered under the correct legal entity name and that the person registering the account has authority to bind the company to these Terms.
• Are responsible for all activity carried out by any employee, director, or sub-user authorized under the company account.
• Acknowledge that records on the platform must not be used as the sole basis for financial reporting to shareholders, regulators, or auditors without independent professional verification.
• Are encouraged to use the multi-user, invoicing, and inventory features in accordance with their internal financial controls and governance policies.
• Remain solely responsible for compliance with all applicable corporate, tax, and financial reporting laws in their jurisdiction.

 

16. Invoicing

16.1. Platform Role

Digital CashBook provides invoicing tools that allow users to create, issue, and track invoices. Digital CashBook is a technology platform only. We are not a party to any invoice transaction between a user and their client. We do not guarantee payment of any invoice, and we accept no liability for unpaid, disputed, or incorrect invoices.

16.2. Invoice Ownership & Responsibility

The user who creates an invoice is solely responsible for:

• The accuracy of all invoice details including amounts, item descriptions, tax calculations, and due dates.
• Ensuring that the invoice complies with applicable laws, including VAT or tax invoicing requirements in their jurisdiction.
• Sending the invoice to the correct recipient.
• Any legal or commercial dispute arising from the invoice.

16.3. Invoicing by User Category

• Individuals may use the invoicing feature to bill clients for goods or services. The Individual User is the sole contracting party to the invoice and is responsible for chasing and collecting payment.
• SMEs may issue invoices to multiple clients and manage payment status through the platform. SMEs are responsible for reconciling invoice records with their accounting and tax obligations.
• Companies may use the invoicing feature as part of their accounts receivable process. Company Users are responsible for ensuring invoice records are consistent with their statutory books of account.

16.4. Payment of Invoices

Digital CashBook does not process or collect payments on behalf of users. Marking an invoice as "Paid" on the platform is a manual record-keeping action by the user and does not constitute confirmation that funds have been received. Users are responsible for independently verifying receipt of payment through their bank or payment provider.

16.5. Disputed & Unpaid Invoices

Any dispute between a user and their client regarding an invoice — including non-payment, partial payment, overcharging, or incorrect billing — is strictly between those parties. Digital CashBook has no obligation to intervene, mediate, or provide evidence in such disputes, though we may provide copies of invoice records where required by a court of competent jurisdiction.

16.6. Invoice Data Retention

Invoice records are retained on the platform for as long as the user's account remains active. Upon account closure or plan expiry, invoice data is subject to the retention and deletion policy set out in Section 7. Users should export invoice records before closing their account.

 

17. Inventory Management

17.1. Scope of the Inventory Feature

Digital CashBook provides inventory management tools that allow users to record, track, and manage stock items, quantities, and valuations. These tools are designed to assist with internal stock management and do not constitute a warehouse management system, an ERP solution, or a regulated inventory control system.

17.2. Data Accuracy Disclaimer

All inventory records — including stock quantities, unit costs, valuations, and reorder levels — are based entirely on data entered by the user. Digital CashBook:

• Does not independently verify or audit inventory figures.
• Does not connect to physical stock systems, barcode scanners, or third-party logistics platforms unless explicitly integrated.
• Cannot guarantee that inventory records reflect actual physical stock at any given time.

Users are responsible for conducting regular physical stock counts to verify records on the platform.

17.3. No Liability for Stock Decisions

Any procurement, production, sales, or business decision made on the basis of inventory data recorded on Digital CashBook is made entirely at the user's own risk. Digital CashBook shall not be liable for any loss, overstocking, understocking, spoilage, or financial damage arising from reliance on platform inventory records.

17.4. Inventory by User Category

• Individuals may use the inventory feature to track personal or small business stock. Records are for personal reference and management only.
• SMEs may manage product catalogues, stock levels across locations, and link inventory to sales and invoices. SMEs acknowledge that the platform does not replace dedicated stock management software for high-volume or regulated industries.
• Companies may use inventory features as part of their internal controls. Company Users acknowledge that inventory records on the platform must be reconciled with their statutory stock accounts and that the platform is not a substitute for an audited stock-take.

17.5. Multi-Location Inventory

Where the platform supports multi-location or multi-warehouse inventory, each location's records are maintained separately. The user is responsible for the accuracy of all stock movements between locations recorded on the platform. Digital CashBook is not liable for discrepancies arising from incorrect stock transfer entries.

17.6. Inventory & Invoicing Integration

Where inventory items are linked to invoices, the platform will update stock quantities based on invoiced quantities as entered by the user. Users must verify that inventory adjustments made through the invoicing feature are accurate and reflect actual goods or services delivered.