1. Agreement to Terms
By accessing or using SyncBooks ("Service," "Platform," "we," "our," or "us"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you may not access the Service. These Terms apply to all users, including organizations, employees, and administrators. By creating an account, you represent that you are at least 18 years old and have the authority to bind your organization to these Terms.
2. Service Description
SyncBooks provides a cloud-based platform for:
- Accounting: Chart of accounts, journal entries, general ledger, financial statements
- Invoicing: Create, send, and track invoices and quotes
- Expense Management: Track expenses, receipts, and vendor payments
- Payroll: Employee management, salary processing, tax calculations
- Banking: Bank reconciliation, transaction management
- Reporting: Financial reports, analytics, and dashboards
- AI Features: Financial insights, expense categorization, forecasting, anomaly detection
- Tax Management: VAT/GST calculations, tax reporting, compliance tools
- Multi-user Access: Role-based permissions, team collaboration
We reserve the right to modify, suspend, or discontinue any feature with 30 days' notice for material changes.
3. Account Registration and Security
3.1 Account Creation
You agree to:
- Provide accurate, current, and complete information during registration
- Maintain and promptly update your account information
- Use a strong password and enable two-factor authentication (2FA)
- Not share your account credentials with unauthorized persons
- Notify us immediately of any unauthorized access or security breach
3.2 Account Responsibility
You are responsible for all activities under your account. We are not liable for losses resulting from unauthorized use of your credentials. You must maintain the confidentiality of sensitive financial data.
4. Acceptable Use Policy
You agree NOT to:
- Use the Service for any illegal purpose or violate any laws
- Upload malicious code, viruses, or harmful software
- Attempt to gain unauthorized access to our systems or other users' accounts
- Reverse engineer, decompile, or disassemble the Service
- Use automated tools to scrape or extract data without permission
- Resell, sublicense, or redistribute the Service without authorization
- Abuse AI features by submitting excessive requests or attempting to bypass rate limits
- Share AI conversations containing sensitive personal or financial information publicly
- Use the Service to process data for third parties without a reseller agreement
- Interfere with or disrupt the Service or servers
Violation of this policy may result in immediate account suspension or termination without refund.
5. Subscription and Payment Terms
5.1 Pricing and Plans
SyncBooks offers multiple subscription tiers (Starter, Professional, Enterprise) with different features and limits. Current pricing is available at syncbooks.com. Prices are in GHS (Ghana Cedis).
5.2 Billing
- Subscriptions are billed monthly or annually in advance
- Payment is due immediately upon subscription or renewal
- We accept credit cards, debit cards, and mobile money (MTN, Vodafone, AirtelTigo)
- Failed payments trigger a 7-day grace period before the account is suspended
- You authorize us to charge your payment method automatically for renewals
5.3 Price Changes
We may change pricing with 30 days' notice. Price changes apply to subsequent billing cycles. Existing subscribers are grandfathered for 12 months on annual plans.
5.4 Refund Policy
- 14-Day Money-Back Guarantee: Full refund if you cancel within 14 days of first subscription
- No Refunds: After 14 days, all fees are non-refundable
- Pro-Rata Credits: Downgrades receive credit for unused time applied to next billing cycle
- Service Issues: Refunds considered on a case-by-case basis for extended outages (>24 hours)
5.5 Taxes
Prices exclude applicable taxes (VAT, GST). You are responsible for all taxes. We will add taxes to invoices as required by law.
6. AI Features Terms
6.1 AI Service Availability
AI features require an active AI module subscription. Features include financial insights, expense categorization, invoice data extraction, anomaly detection, forecasting, and conversational AI assistant.
6.2 AI Usage Limits
AI requests are counted per organization per calendar month and reset on the 1st of each month:
- Starter: 500 AI requests per month
- Professional: 1,500 AI requests per month
- Enterprise: 3,500 AI requests per month
- Custom: Unlimited AI requests
- Enterprise: Unlimited AI requests
Once the monthly limit is reached, AI features are blocked until the next reset or a plan upgrade.
6.3 AI Limitations and Disclaimers
- AI-generated content is for informational purposes only, not professional advice
- AI may produce inaccurate, incomplete, or outdated information
- You must verify all AI suggestions before making financial decisions
- We are not liable for losses resulting from reliance on AI outputs
- AI features do not replace professional accountants, tax advisors, or legal counsel
- An in-app disclaimer is displayed at the start of every new AI conversation reminding users that AI responses may contain errors and that all financial data should be verified before acting on it. By continuing to use the AI assistant after seeing this notice, you acknowledge and accept these limitations
6.4 AI Data Processing
AI features use OpenAI's API. Your prompts and financial data summaries are processed by OpenAI according to their Business Terms. OpenAI does not use your data for model training.
7. Data Ownership and Usage Rights
7.1 Your Data
You retain all ownership rights to your financial data, customer information, and content. We do not claim ownership of your data. You grant us a limited license to process your data solely to provide the Service.
7.2 Data Export
You can export your data at any time in CSV, Excel, JSON, or PDF format. Upon account closure or suspension, you have 60 days to export your data before non-financial records are permanently deleted.
7.3 Aggregated Data
We may use anonymized, aggregated data for analytics, benchmarking, and service improvement. This data cannot identify you or your organization.
8. Intellectual Property Rights
The Service, including software, design, logos, trademarks, and content, is owned by SyncBooks and protected by copyright, trademark, and intellectual property laws. You may not copy, modify, distribute, or create derivative works without written permission.
9. Service Level Agreement (SLA)
9.1 Uptime
- Professional & Enterprise: 99.5% monthly uptime target
- Starter: Best effort, no uptime guarantee
- Scheduled maintenance excluded from uptime calculation (notified 48 hours in advance)
9.2 Support
- Starter: Email support, 48-hour response time
- Professional: Email & chat support, 24-hour response time
- Enterprise: Priority support, 4-hour response time, dedicated account manager
10. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW:
- SyncBooks is provided "AS IS" without warranties of any kind, express or implied
- We do not guarantee error-free, uninterrupted, or secure service
- We are not liable for indirect, incidental, special, consequential, or punitive damages
- Our total liability is limited to the amount you paid in the 12 months preceding the claim
- We are not liable for third-party services (OpenAI, payment processors, hosting providers)
- We are not liable for data loss if you fail to export your data within the 60-day window after suspension or closure
- We are not liable for tax penalties, compliance violations, or financial losses from using the Service
11. Indemnification
You agree to indemnify and hold harmless SyncBooks, its affiliates, officers, and employees from any claims, damages, losses, or expenses (including legal fees) arising from: (a) your use of the Service, (b) violation of these Terms, (c) violation of any law or third-party rights, (d) your data or content.
12. Termination and Account Lifecycle
12.1 Termination by You
You may cancel your subscription at any time through account settings. Cancellation takes effect at the end of the current billing period. No refunds for partial months. After cancellation, the account lifecycle below applies.
12.2 Termination by Us
We may suspend or terminate your account immediately if:
- You breach these Terms or Acceptable Use Policy
- Payment fails and the 7-day grace period expires without renewal
- We detect fraudulent or illegal activity
- Required by law or government order
- Account has been inactive for 12+ consecutive months
12.3 Account Lifecycle After Expiry
The following staged process applies when a subscription expires and is not renewed:
- Grace Period (Days 1–7 after expiry): Full access is maintained. You will receive email notifications urging renewal. No data is affected.
- Suspension (Day 8 after expiry): Your account becomes read-only. You can view and export data but cannot create or modify records. A 60-day deletion countdown begins and the exact deletion date is displayed in your dashboard.
- Data Deletion (Day 68 after expiry — 60 days after suspension): If no renewal is made, the following happens automatically:
- Non-financial data is permanently deleted: AI conversations, audit logs, notification history, user preferences
- All user accounts for the organization are permanently deactivated
- Financial records (invoices, expenses, payroll, journal entries, bank transactions) are archived and retained for 7 years from the deletion date, as required by the Ghana Revenue Authority Act (Act 896)
- Financial Record Expiry (7 years after deletion): Archived financial records are permanently and irreversibly deleted once the statutory 7-year retention period expires.
You may renew your subscription at any point during the grace period or suspension window to cancel the deletion and restore full access. Once deletion has been executed, it cannot be reversed.
12.4 Data Export Responsibility
It is your responsibility to export any data you wish to retain before the 60-day suspension window closes. SyncBooks is not liable for data loss resulting from failure to export within this period.
13. Dispute Resolution and Governing Law
13.1 Governing Law
These Terms are governed by the laws of Ghana. Any disputes shall be resolved in the courts of Accra, Ghana.
13.2 Dispute Resolution Process
- Informal Resolution: Contact legal@syncbooks.com to resolve disputes informally (30 days)
- Mediation: If unresolved, parties agree to mediation before litigation
- Arbitration: Disputes may be submitted to binding arbitration under the Ghana Arbitration Act
- Litigation: As a last resort, disputes resolved in Accra courts
14. Changes to Terms
We may update these Terms periodically. Material changes will be notified via email and in-app notification 30 days before taking effect. Continued use after changes constitutes acceptance. If you disagree, you must cancel your subscription.
15. Miscellaneous
15.1 Entire Agreement
These Terms, Privacy Policy, and any additional agreements constitute the entire agreement between you and SyncBooks.
15.2 Severability
If any provision is found unenforceable, the remaining provisions remain in effect.
15.3 Waiver
Failure to enforce any provision does not constitute a waiver of that provision.
15.4 Assignment
You may not assign these Terms without our consent. We may assign these Terms to any successor or affiliate.
15.5 Force Majeure
We are not liable for delays or failures due to circumstances beyond our control (natural disasters, war, pandemics, internet outages, third-party service failures).