What changed on 29 September 2026: the features that act for you towards your clients and prospects (section 3), your responsibilities for them (section 4), the data they involve (Schedule 1), and our staff reviewing Nicai conversations to improve her, which you can switch off (Schedule 1, Access by our staff). If you joined before 29 September 2026, these changes take effect on 29 October 2026, giving you the 30 days’ notice in section 13.

1. About these terms

These terms are an agreement between Maddiq Ltd (“we”, “us”), company number 17437923, and the business that signs up to Maddiq (“you”). If you sign up on behalf of a firm, you confirm you have authority to bind it.

Maddiq is for business use: running an accounting practice, or managing your own trade or property income. If you sign up as a sole trader or a landlord rather than through a company, you are still using it for your business, and these terms apply to you in the same way.

2. Your account and your users

You are responsible for everyone you invite to your account, and for what they do in it. Keep sign-in details secure and tell us straight away if you think an account has been compromised.

3. The service

Maddiq is software for bookkeeping, accounts, tax and practice management. We may improve and change it. If a change removes something you materially rely on, we will tell you first.

Some features are marked as preview or early access. They may change or be withdrawn.

Some features act on your instructions towards your clients and prospects: emails and reminders sent in your name, engagement letters and terms of business sent for electronic signature, and, where you switch it on, Nicai answering questions on your quote and signing pages.

4. What stays your responsibility

Maddiq is a tool. Professional judgement, and responsibility for what is filed, stays with you.

In particular:

• you are responsible for the accuracy of what you enter
• you review every return, set of accounts and submission before you approve it, and you authorise each submission to HMRC or Companies House
• output from the AI features, including Nicai, is a starting point and must be checked before you rely on it
• if you act for clients, your duties to them are yours, and our role is set out in Schedule 1
• the wording of your engagement letters and terms of business is yours: our starter wording and checks are a starting point, not legal advice, and you should have your terms reviewed by a solicitor before you use them
• anti-money laundering checks, risk assessments and any report to the authorities are your duty and your judgement; Maddiq helps you record them
• if you switch on time recording, you are responsible for telling your staff what is recorded and why; Maddiq shows each person a notice before anything is recorded for them
• if you switch on Nicai for your prospects and clients, she explains only your own quote or document; what you tell your clients remains your responsibility

5. Fees

We do not currently charge for Maddiq. The prices on our pricing page are what we intend to charge, and nothing is taken from you until we tell you otherwise.

We will give you at least 30 days’ notice before fees start, and the same notice of any later price change. If you do not accept it, you can close your account before it takes effect.

6. Your data

You own the data you put into Maddiq. We use it only to provide the service to you. Where it includes personal data about your clients or anyone else, we process it on your behalf under Schedule 1.

You can export your data at any time. When your account closes your data stays available to export for 30 days and is then deleted, unless you ask us in writing to keep it for longer. We keep our own records of your account, contract and billing for six years.

An accounting firm exports its practice records: its clients’ contact and company details, and its own work, such as engagement letters and terms, anti-money laundering records, deadlines and time. A client business’s books belong to that business, which can export them itself. If a firm leaves Maddiq, a client business that uses Maddiq itself keeps its books and its access.

If you act for clients, you have your own record-keeping duties. Export before you close, because we will not be holding the data for you.

7. Acceptable use

You must not use Maddiq to break the law, to submit information to HMRC or Companies House that you know to be false, to try to reach another customer’s data, or to interfere with the service. We may suspend an account being used in any of these ways.

8. Availability

We aim to keep Maddiq available at all times, but we do not guarantee it will be uninterrupted. We will try to schedule maintenance outside business hours and give notice where we can.

9. Intellectual property

We own the Maddiq software and everything we build into it. You get the right to use it while your account is active. You own your data and anything you create with it.

10. Confidentiality

Each of us will keep the other’s confidential information confidential, and only use it for the purposes of this agreement.

11. 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.

We are not liable for loss of profit, loss of business, or indirect or consequential loss.

We are not liable for penalties, interest or other consequences of a submission you approved, unless the loss was caused by a fault in Maddiq that you could not reasonably have spotted when reviewing it.

Otherwise, our total liability to you in any 12-month period is limited to the greater of £10,000 and the fees you paid us in that period.

12. Ending the agreement

You can close your account at any time. We can end the agreement with 30 days’ notice, or straight away if you seriously breach these terms. When the agreement ends, section 6 applies to your data.

13. Changes to these terms

We will give you at least 30 days’ notice of a material change, by email or in the app.

14. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.

Schedule 1: Data processing

This schedule applies where we process personal data on your behalf. It is intended to meet Article 28 of the UK GDPR.

Roles

You are the controller. We are the processor.

What we process

Our commitments

We will:

1. process personal data only on your documented instructions, which include using Maddiq as intended, unless the law requires otherwise, in which case we will tell you unless the law forbids it
2. make sure anyone at Maddiq with access is bound by confidentiality
3. keep appropriate security measures in place, as set out below
4. only use the sub-processors listed below. We will give you 30 days’ notice of any new sub-processor, and you may object. If we cannot address a reasonable objection, you can end the agreement
5. help you respond to requests from people exercising their data rights
6. tell you without undue delay, and within 48 hours, after we become aware of a personal data breach affecting your data
7. help you with data protection impact assessments and with any consultation with the ICO, where it relates to Maddiq
8. at the end of the agreement, let you export your data and then delete it, unless the law requires us to keep it
9. give you the information you reasonably need to show compliance with Article 28, and allow audits on reasonable notice

Access by our staff

We only access your data when you ask us to, for example to resolve a support request, and only with an access code you grant.

• a code you have not used expires 24 hours after it is issued
• once it is used, our access runs for one hour
• closing the request ends our access straight away
• you can revoke access at any time
• if we need longer, you grant access again, so each decision is recorded

Every time support access is used, it is recorded against the member of staff who used it, and appears in your activity log.

Nicai conversations. To check and improve the quality and safety of Nicai, named members of our staff may review questions asked of Nicai in your firm and her answers, including by your prospects on your quote and signing pages. These can include your clients’ data. Each review is recorded against the member of staff, and what we see is used for no other purpose. We do not use your data to train AI models, and our AI provider, Anthropic, does not use it to train its models under its commercial terms.

You can switch this off at any time in Settings, AI Advisor, and we will not review your firm’s Nicai conversations from then on.

Security measures

• all traffic to and from Maddiq is encrypted
• data is stored in Ireland, encrypted at rest by our database provider
• database rules separate each firm’s data, so one firm cannot read another’s
• access within a firm is controlled by user roles
• HMRC access tokens are encrypted before storage
• changes to accounting records are logged against the user who made them
• identity documents and money laundering records are visible only to your firm, never to your clients’ own users
• each electronic signature is recorded with a fingerprint of the exact document signed

Sub-processors

Supabase, Vercel, Resend, Anthropic and, where you connect a bank, Enable Banking. Our privacy notice says what each does and where.

International transfers

We will not transfer your data outside the UK or EEA except to the sub-processors listed, and only with appropriate safeguards in place.