Terms of service

1. About these terms

These terms are the agreement between Zeynoc, which provides Zeynoc Ledger, and the accountancy practice that subscribes to it. In these terms "we" and "us" mean Zeynoc. "You" and "the practice" mean the business that subscribes.

The person who activates the practice accepts these terms on its behalf. That person confirms that they have the authority to bind the practice.

Zeynoc Ledger is sold to businesses only. It is not offered to consumers, and the practice confirms that it uses it for its business.

A practice subscribes on behalf of itself and of the clients whose books it keeps in Zeynoc Ledger. Its clients are not parties to these terms. The practice is responsible for its own agreements with them.

2. The service

Zeynoc Ledger is software for accountancy practices. It reads the documents and bank statements a practice and its clients send, proposes how to record them, keeps each client’s books, prepares VAT returns and reports, and files VAT returns with HMRC when the practice tells it to.

The service proposes. A person at the practice decides. Zeynoc Ledger does not give accounting, tax or legal advice, and nothing it shows is advice. The practice reviews every figure before it relies on it or files it.

We may change the service to improve it, to keep it secure or to follow the law. We will not remove a feature that the practice’s plan includes without telling the practice at least 30 days before.

3. Accounts and security

Each person who uses Zeynoc Ledger has their own account. Accounts are personal and must not be shared.

Every account signs in with a password and a second factor. The practice makes sure its people keep both safe and use a password they use nowhere else.

The practice decides who in the practice and who among its clients can use the service, and what each of them can see and do. It removes access when a person leaves or no longer needs it.

The practice tells us at hello@ledger.zeynoc.com as soon as it suspects that an account has been used by someone who should not have it.

4. The practice’s responsibilities

The practice remains responsible for the work it does for its clients. Using Zeynoc Ledger does not change its professional obligations. In particular the practice is responsible for the following.

• Its engagement with each client, including the letter of engagement and the authority to act for the client.
• Its supervision for anti money laundering under the Money Laundering Regulations 2017, its customer due diligence on each client, and any report it must make. A practice records its supervisory body and registration number before it can post to a ledger.
• The rules of its professional body and the standards it has agreed to work to.
• Its authority from each client to act as the client’s agent with HMRC, and every return it files through the service.
• Checking that the books and returns are complete and correct before they are filed or handed to anyone.
• Keeping its own records for as long as the law and its professional body require.

The practice uses the service lawfully and does not use it to hold data it has no right to hold.

5. Client data and UK GDPR

Client data is everything the practice, its people and its clients put into Zeynoc Ledger, and everything the service produces from it. It belongs to the practice or to its clients. It does not belong to us.

For personal data in client data, the practice is the controller under the UK GDPR and the Data Protection Act 2018, and we are its processor. Where a client is itself the controller and the practice acts as its processor, we are a subprocessor of the practice.

The practice makes sure it has a lawful basis for the personal data it puts into the service, and that the people it concerns have been told what they need to be told.

We are the controller of the small amount of personal data we hold to run our own business with the practice, such as the names and email addresses of its people and its billing details. Our privacy notice explains how we use it.

6. How we process client data

This section is the agreement between controller and processor that Article 28 of the UK GDPR requires. When we process personal data in client data, we do the following.

• We process it only to provide the service, on the practice’s instructions. These terms and the practice’s use of the service are those instructions. If we are required by law to process it in another way, we tell the practice first unless the law forbids it.
• We make sure everyone who can reach it is bound to keep it confidential.
• We keep it secure. Each practice’s data is kept apart from every other practice’s by the database itself. Data is encrypted in transit and at rest, and the tokens that give access to HMRC are sealed with a key for each practice.
• We use the subprocessors described in the next section, on terms that protect the data as these terms do.
• We help the practice answer requests from the people the data is about. The practice can export a client’s data, or the data about one person, from the service at any time.
• We help the practice meet its duties on security, breach notification, impact assessments and consultation with the Information Commissioner.
• We tell the practice without undue delay, and within 48 hours, after we become aware of a breach of personal data in client data. We tell it what happened, what data is affected and what we are doing about it.
• When the subscription ends, we return the data through the export and then delete it, except for what the law requires us to keep, as the section on export and retention describes.
• We give the practice the information it needs to show that these duties are met, and we allow and contribute to audits by the practice or an auditor it appoints, on reasonable notice and no more than once a year unless a breach has occurred.

Client data is stored and processed in the United Kingdom or the European Economic Area. Where a subprocessor reaches it from another country, the transfer is made under the UK International Data Transfer Agreement, the UK Addendum to the EU standard contractual clauses, or UK adequacy regulations.

We do not sell client data. We do not use one practice’s client data to improve the service for another practice unless that practice has agreed to it in the service.

7. Subprocessors

We use other businesses to provide parts of the service. The practice gives its general authorisation for us to use subprocessors of the following kinds.

• Database hosting, which holds the records of every practice and client.
• Application hosting, which runs the web application and the API.
• Object storage and network services, which hold uploaded documents, rendered reports and export archives, and carry traffic to the service.
• Server hosting, which runs the machines that read documents and bank statements.
• Email delivery, which sends the messages the service sends.
• Payment processing, which takes the practice’s payments for its subscription.
• Open banking, which reads a client’s bank data once the client has agreed to it.

We keep a list of each subprocessor by name, what it processes and where. The practice can ask for it at hello@ledger.zeynoc.com.

We tell the practice at least 30 days before we add or replace a subprocessor. The practice can object on reasonable data protection grounds in that time. If we cannot address the objection, the practice can end its subscription without charge for the time that remains.

8. Fees and billing

The practice chooses one of three plans. They are Essentials, Professional and Practice. Each is priced per client per month, and the price per client falls as the practice grows.

• Essentials costs £10 a client for clients 1 to 10, £8 for clients 11 to 50 and £7 from client 51.
• Professional costs £15 a client for clients 1 to 10, £12 for clients 11 to 50 and £10 from client 51.
• Practice costs £19 a client for clients 1 to 10, £15 for clients 11 to 50 and £13 from client 51.

Each client is charged at the rate of the band it falls in. Prices are before VAT, which is added at the rate in force. Every plan files MTD VAT returns. What else each plan includes is shown on the plans page in the service.

Billing is monthly, through Stripe. The practice pays by card or another method Stripe offers, on Stripe’s own pages. We never see or hold card details.

The number of clients billed is the number of clients the practice has that are not archived. When the practice adds or archives a client, the charge changes in proportion for the rest of the month.

If a payment fails, Stripe tries again over several days, and the practice keeps full use of the service while it does.

We may change the prices. We tell the practice at least 30 days before a new price applies to it, and the practice can change its plan or end its subscription before then.

9. The trial

A new practice has a 30 day trial with every feature of every plan, free of charge.

During the trial the practice can set itself up, add clients, import statements and review documents. Nothing is posted to a ledger until the practice records its anti money laundering supervision and accepts these terms.

The practice chooses a plan before the trial ends. If it has not, the practice is suspended when the trial ends, as the next section describes.

10. Suspension

We may suspend the practice in the following cases.

• The trial has ended and the practice has not chosen a plan.
• The subscription has ended, or a payment has failed and Stripe has stopped trying.
• The practice or someone using its accounts has broken these terms in a way that puts the service, other practices or anyone’s data at risk.
• The law or a regulator requires it.

A suspended practice can still sign in, read its records and export them. It cannot post to a ledger.

Except where a risk to the service or to data makes it impossible, we tell the practice before we suspend it and say what it needs to do. We restore the practice as soon as the reason has gone.

11. Ending the subscription

The practice can end its subscription at any time from the billing card in the practice’s settings. It ends at the end of the month already paid for, and we do not refund that month.

We can end the subscription by telling the practice at least 90 days before.

Either side can end the subscription straight away by notice if the other has broken these terms seriously and has not put it right within 30 days of being asked, or if the other becomes insolvent.

When the subscription ends, the practice loses access to the service except to export its data, as the next section describes. The sections on client data, how we process it, export and retention, liability, intellectual property, confidentiality and the law that applies continue after the end.

12. Export and retention

The practice can export all of a client’s data at any time. The export is an archive of every record the service holds for the client, its documents and its audit trail, in open formats.

After the subscription ends, the practice can still sign in and export its data for 30 days.

We then keep the records the law requires to be kept. Source documents and the books are kept for six years after the end of the accounting period they relate to. VAT returns, HMRC receipts and the audit trail are kept for seven years. We keep these records only for the practice and for the purposes the law sets, and nobody can use them in the service.

When a record reaches the end of its period, we delete it. The practice remains responsible for keeping its own copy for as long as its own obligations require.

13. Availability and support

We work to keep the service available at all times. We do not promise that it will never be unavailable.

We may take the service down for maintenance. We do this outside UK working hours where we can, and we give notice in the service of planned work that will take longer than an hour.

Support is by email at hello@ledger.zeynoc.com. We answer on UK working days.

HMRC, banks and the other services Zeynoc Ledger connects to are run by others. We are not responsible when one of them is unavailable, but we tell the practice what is affected and we keep its work so it can carry on when the service returns.

14. Acceptable use

The practice and everyone using its accounts must not do the following.

• Try to reach data that is not theirs, or test the security of the service without our written agreement.
• Upload anything unlawful, or anything that carries malicious code.
• Use the service in a way that harms it or its other users, or sends it more traffic than normal use needs.
• Copy, resell or rebuild the service, or take its software apart, except where the law allows it.

15. Intellectual property

We own the service, its software, its design and everything we make to provide it. These terms give the practice and its people the right to use the service while the subscription lasts. They give no other right.

The practice and its clients own their client data. The practice gives us the right to use client data only to provide the service and to keep it secure, as these terms describe.

If the practice suggests an improvement, we may use the suggestion without any duty to the practice.

16. Confidentiality

Each side keeps the other’s confidential information confidential and uses it only for the purposes of these terms. Client data is the practice’s confidential information.

This does not apply to information that is already public, that the other side already had, or that must be disclosed by law. A side that must disclose confidential information by law tells the other first, where the law allows it.

17. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.

Neither side is liable for loss of profit, revenue, business or goodwill, or for indirect or consequential loss.

Each side’s total liability under or in connection with these terms in any 12 months is limited to the fees the practice paid in the 12 months before the event that gave rise to the claim. For a breach of our duties on data protection or confidentiality, the limit is three times those fees.

We are not liable for a return, a figure or a decision that the practice approved or filed. The service proposes and the practice decides, as the section on the service says.

Neither side is liable for a delay or failure caused by events beyond its reasonable control. The side affected tells the other and does what it reasonably can to limit the effect.

18. Changes to these terms

Each version of these terms is named by the date it was published. This is version 2026-09-26, and the version is shown at the top of this page.

We may publish a new version. We tell the practice at least 30 days before a new version applies, and the service asks an owner of the practice to accept it. A change the law requires may apply sooner, and we say why.

If the practice does not accept a new version, it can end its subscription before the new version applies, and the version it accepted applies until then.

We keep every earlier version, and send the practice a copy of the version it accepted when it asks.

19. General

These terms are the whole agreement between the practice and us about the service. They replace anything said or written before.

Neither side may transfer its rights under these terms without the other’s agreement, except that we may transfer them to a business that takes over the service, and we tell the practice when we do.

Notices under these terms are given by email. We write to the email address of the practice’s owner in the service. The practice writes to hello@ledger.zeynoc.com.

If a court finds part of these terms unenforceable, the rest still applies.

Nobody other than the practice and us has any right under these terms, under the Contracts (Rights of Third Parties) Act 1999 or otherwise.

A delay in using a right under these terms does not give that right up.

20. The law that applies

These terms, and any dispute about them or about the service, are governed by the law of England and Wales.

The courts of England and Wales alone decide any such dispute.

21. Contact

Questions about these terms go to hello@ledger.zeynoc.com.