Terms of Service

1. Who we are

DecaBooks is provided by:

• Renipa LTD, a company registered in the Republic of Cyprus
• Registration number HE 458467
• Registered office: Nikodimou Mylona 3, 3095 Limassol, Cyprus
• Email hello@decabooks.com

In these terms, “we”, “us” and “our” mean Renipa LTD. “You” means the business or professional that opens an account, and anyone who uses DecaBooks on its behalf.

2. What these terms cover

These terms apply to the website at decabooks.com and to the DecaBooks software at app.decabooks.com, including its API and its connections for other tools (together, “the Service”).

Our Privacy Policy, Cookie Policy and Data Processing Agreement form part of these terms. If they conflict on how personal data in your workspaces is handled, the Data Processing Agreement wins.

By opening an account, starting a trial or using the Service, you accept these terms. If you accept them for a company or firm, you confirm that you have authority to bind it.

3. For business use only

DecaBooks is made for businesses, accounting firms and professionals. It is not offered to consumers. You confirm that you use it for your trade, business or profession.

4. Your account and workspaces

• Each company whose books are kept in DecaBooks has its own workspace. A firm can hold many workspaces under one login.
• You must give accurate details when you register and keep them up to date.
• You decide who can access each workspace and with what role. You are responsible for everything done under your account and by the people you invite.
• Keep passwords and API keys secret. Tell us straight away at hello@decabooks.com if you think someone has accessed your account without permission.

5. If you keep books for clients

If you are an accounting firm or bookkeeper and you use DecaBooks for your clients:

• You confirm that you have your client’s permission, and a lawful basis, to put their data into DecaBooks and to let us process it.
• You are responsible to your client for your professional services. We have no contract with your client and owe them no duties unless we agree otherwise in writing.
• For personal data in your clients’ workspaces, you (or your client) are the controller and we are your processor, under our Data Processing Agreement.
• If a client moves to another accountant, we follow the instructions of whoever holds the admin role in that workspace. Any disagreement between you and your client about access or data is for you and your client to resolve; we are not responsible for it.

6. Free trial

Your first workspace can start with a 14-day free trial without a payment card. We may change or end the trial offer at any time for new trials. If you do not subscribe when the trial ends, access to that workspace stops, and we keep its data for 30 days in case you subscribe later.

7. Fees and payment

• Fees are charged per workspace each month, at the plan you choose, plus a fee per employee for any workspace that runs payroll. Current prices are on our pricing page.
• Each plan includes a number of lines a month. A line is one bill, receipt or sale. If a workspace reaches its limit, you can move it to a larger plan.
• Fees are billed monthly in advance through our payment provider, Stripe. Prices exclude VAT, which we add where it applies.
• We may change prices with at least 30 days’ notice by email. The new price applies from your next billing period after the notice ends. If you do not accept it, you can cancel before it applies.
• Fees already paid are not refunded, including for part of a month, unless the law requires it or we say otherwise in writing.
• If a payment fails, we will tell you. If it is still unpaid after a reasonable period, we may limit access to the Service until it is paid. We do not delete your data because of a payment problem for at least 60 days after access is limited. We may charge interest on late payments at the rate allowed by Cyprus law.

8. DecaBooks is a tool, not professional advice

DecaBooks helps you keep books and prepare returns. It does not give tax, accounting, legal or payroll advice, and it does not replace the judgement of a qualified professional.

• You are responsible for the accuracy of the data you enter, for checking what DecaBooks produces, and for every return, filing, payment and payslip that you or your clients submit or issue.
• DecaBooks follows Cyprus tax and payroll rules as we understand them at the time. Rules change and can be interpreted differently. You must check that the results are right for your situation.
• We never file anything with the Tax Department, Social Insurance Services, Tax For All, SISnet, ERGANI or any other authority for you. Files such as VAT-4, VIES, TD7 and SISnet files are prepared for you to review and submit yourself.
• Deadlines, penalties, surcharges and interest remain your responsibility.

9. AI features

DecaBooks uses artificial intelligence to read documents, suggest accounts, rank bank matches, explain figures and answer questions about your books.

• AI can be wrong. Everything it reads or suggests is a proposal for you to review. You are responsible for accepting, correcting or rejecting it.
• When you use Ask AI, you are talking to an AI system, not a person.
• Actions that cannot easily be undone, such as filing a return or closing a period, need your confirmation.
• AI features do not make decisions about individuals that have legal or similarly significant effects.
• Our AI provider processes your documents only to provide the feature and does not use them to train its models. See our Privacy Policy.

10. How you may use the Service

You must not:

• use the Service for anything unlawful, including fraud, tax evasion or money laundering, or to hide or falsify records;
• upload anything you have no right to upload, or anything containing malware;
• try to access data, workspaces or systems you are not authorised to access, or test, scan or break our security without our written permission;
• overload the Service, get around usage limits, or use the API beyond its published limits;
• copy, resell or sublicense the Service, or reverse engineer it except where the law allows;
• use the Service to build a competing product.

11. Your data

• Your data stays yours. You and your clients own the data you put into DecaBooks.
• You give us permission to store, process and copy your data only as needed to provide, secure, support and improve the Service, and as set out in our Privacy Policy and Data Processing Agreement.
• We do not sell your data and do not use your clients’ data for advertising.
• You can export your data at any time through the reports, exports and API in DecaBooks.
• You are responsible for keeping your own records for as long as the law requires you to. In Cyprus this is generally at least six years, and for tax years from 2026 the period runs from the filing deadline of the return, so it can be considerably longer. Export your data before you close a workspace.

12. Moving to another provider

You can move your data to another provider at any time, as the EU Data Act (Regulation (EU) 2023/2854) provides:

• Tell us, giving up to two months’ notice, and we will start the switch.
• During a transition period of up to 30 days we keep the Service running and reasonably help you move.
• You can export your data in structured, machine-readable formats, such as CSV and PDF, and through the API. Your data stays available for export for at least 30 days after the transition period ends.
• We do not charge you for switching.

13. Security and confidentiality

We take appropriate technical and organisational measures to protect your data, described in our Data Processing Agreement. We treat your data as confidential and allow only authorised staff to access it, and only to provide, support or secure the Service. Our support staff may view a workspace as you see it in order to help you or to investigate a fault or a security issue.

No online service is completely secure. If we become aware of a breach affecting your data, we will tell you as set out in the Data Processing Agreement.

14. Availability and changes to the Service

• We aim to keep the Service available at all times but do not promise that it will be uninterrupted or error-free. We may need to stop it for maintenance, updates or security reasons, and will try to do so with as little disruption as possible.
• We improve DecaBooks regularly and may change, add or remove features. If we remove a major feature you pay for, we will tell you in advance.
• The Service relies on outside systems, such as banks, payment providers, card processors and government portals. We are not responsible for their availability, changes or errors.

15. Our software and brand

The Service, its software, design and content, and the DecaBooks name and logo belong to us or our licensors. These terms give you a right to use the Service while your subscription is active. They do not transfer any ownership to you. If you send us ideas or feedback, we may use them without any obligation to you.

16. Cancelling, suspension and closing

• You can cancel at any time from your billing settings. Cancellation takes effect at the end of the current billing period.
• We may suspend or end your access straight away if you seriously or repeatedly break these terms, if fees remain unpaid, if the law requires it, or if your use puts the Service or other users at risk. Where it is reasonable, we will warn you first and give you time to fix the problem.
• We may stop offering the Service by giving you at least 90 days’ notice. If we end your subscription without cause, we refund any fees you paid in advance for the period after it ends.
• When a workspace is closed, it can be restored for 30 days. After that, we delete its data as described in our Privacy Policy.

17. Our liability

• The Service is provided “as is”. As far as the law allows, we give no promise that it fits a particular purpose or will meet every requirement you have, beyond what these terms say.
• We are not liable for: loss of profit, revenue, business, goodwill or expected savings; indirect or consequential loss; tax, penalties, surcharges or interest charged to you or your clients; losses caused by data you entered, by your decisions or filings, or by outside systems; or loss you could have avoided by checking the results or keeping your own copies.
• Our total liability for all claims in any 12-month period is limited to the fees you paid us for the Service in the 12 months before the event that caused the claim.
• Nothing in these terms limits liability for fraud, for death or personal injury caused by negligence, or for anything else that cannot be limited under Cyprus law.

18. Your responsibility for claims

You will cover our reasonable losses and costs if a third party, including one of your clients, makes a claim against us because you broke these terms, used the Service unlawfully, or put data into DecaBooks without the right to do so.

19. Events outside our control

We are not responsible for delays or failures caused by events outside our reasonable control, such as failures of internet or cloud providers, power cuts, cyber-attacks we could not reasonably prevent, natural disasters, war, strikes or actions of public authorities.

20. Changes to these terms

We may update these terms. For important changes we will email you at least 30 days before they apply, unless the change is required by law sooner. If you keep using the Service after the change applies, you accept the new terms. If you do not accept them, you can cancel before they apply.

21. General

• These terms, with the documents they refer to, are the whole agreement between us about the Service.
• If any part is found unenforceable, the rest still applies.
• If we do not enforce a right straight away, we can still enforce it later.
• You may not transfer your rights under these terms without our written consent. We may transfer ours to a company that takes over the Service, and will tell you if we do.
• We send notices by email to the address on your account. You can send notices to hello@decabooks.com.
• These terms are written in English. If we provide a translation and there is a difference, the English version applies.

22. Law and disputes

These terms are governed by the laws of the Republic of Cyprus. Before going to court, we will both try in good faith to settle any dispute by talking to each other. Any dispute that cannot be settled will be decided by the courts of the Republic of Cyprus.