Terms of Service

Extractly Terms of Service

Version: 1.0 Effective date: 16 June 2026

These Terms of Service govern your access to and use of Extractly, including the Extractly website, application, account area, upload tools, receipt processing features, archive features, exports, billing features, support tools, APIs, and any related services we provide.

Extractly is operated by Utracki Systems Ltd, a private limited company registered in England and Wales under company number 17038660, with its registered office at 124-128 City Road, London EC1V 2NX, United Kingdom.

You can contact us at [email protected]. Please include the relevant subject prefix where possible:

• [support] for product or account support;
• [billing] for payment, subscription or invoice queries;
• [privacy] for privacy or data protection requests;
• [legal] for legal notices or contract queries;
• [security] for suspected security issues.

1. Important notice

Please read these Terms carefully before creating an account or using Extractly.

By creating an account, accessing Extractly, uploading files, using any feature, starting a trial, purchasing a subscription, or continuing to use the service, you agree to these Terms and to the legal documents referenced in them, including our Privacy Policy, Cookie Policy, Data Processing Agreement, Refunds, Cancellation and Billing Policy, Acceptable Use Policy, Security and Data Retention Policy, Sub-processors Page, and MTD / Accounting / Tax Disclaimer.

If you do not agree to these Terms, you must not create an account or use Extractly.

2. Who may use Extractly

Extractly is intended for business use, including use by sole traders, small businesses, landlords, limited companies, bookkeepers, accountants, and other business users who need to organise receipts, invoices, income records, expense records, and related business documents.

Extractly is not intended for personal, household or non-business record keeping. If you use Extractly on behalf of a business, organisation, client, employer or other legal entity, you confirm that you have authority to accept these Terms on its behalf.

You must be at least 18 years old to use Extractly.

3. What Extractly does

Extractly helps users upload, store, organise, review and archive receipts, invoices and related business records. Depending on your plan and available features, Extractly may:

• accept receipt, invoice and document uploads;
• process PDF, image or other supported file formats;
• extract data from uploaded documents;
• suggest categories from available category sets;
• store extracted and approved records in a database;
• allow manual creation of income and expense records;
• allow users to review, edit and approve extracted data;
• generate spreadsheet exports from approved records;
• generate reference numbers or stamps for approved documents;
• generate archive files or PDF bundles where included in your plan;
• provide search, support, billing, account management and related features;
• support future integrations with third-party services, including tax or accounting services.

The exact features available to you depend on your plan, account status, feature access, technical availability and any limits we apply.

4. What Extractly does not do

Extractly is a software tool. It does not provide accounting, bookkeeping, tax, financial, legal or professional advice.

We do not:

• act as your accountant, bookkeeper, tax adviser, legal adviser or financial adviser;
• guarantee that extracted data is accurate, complete, tax compliant or suitable for submission to any authority;
• guarantee that any category suggestion is correct for your business or tax position;
• guarantee that your records satisfy HMRC, Making Tax Digital, VAT, Self Assessment, company accounting or other legal requirements;
• file tax returns, VAT returns, Self Assessment returns, accounts or other submissions unless a specific future feature expressly states that it does so;
• replace your obligation to keep, review and verify your own business records.

You are responsible for checking all extracted, imported, generated, suggested, categorised, stamped, exported or submitted information before using it for any accounting, tax, legal, financial or business purpose.

5. AI, OCR and automated extraction

Extractly may use artificial intelligence, optical character recognition, document analysis, machine learning, rules-based systems, third-party processing providers, internal tools, or a combination of these to process uploaded documents and suggest extracted data.

Automated extraction may be wrong. It may misread dates, totals, VAT, supplier names, invoice numbers, currencies, categories, line items or other details. Poor image quality, handwriting, unusual layouts, multiple pages, cropped images, duplicate files, foreign-language receipts, damaged documents, unusual VAT treatment or complex invoices may increase error rates.

You must review, correct and approve data before relying on it.

Approval of a record means that you accept responsibility for the final approved data. Extractly is not responsible for losses caused by your failure to review extracted data or by your use of unverified data.

6. Making Tax Digital, HMRC and accounting records

Extractly may include features designed to help users organise digital records and prepare exports that may be useful for bookkeeping, accounting or Making Tax Digital workflows.

Unless and until we clearly state otherwise in writing, Extractly is not HMRC-recognised Making Tax Digital filing software and does not itself submit your records, quarterly updates, tax returns or VAT returns to HMRC.

Any future HMRC, Making Tax Digital, tax, accounting, bookkeeping or filing integration may be subject to additional terms, technical requirements, account verification, third-party authorisations, HMRC availability, compatible software requirements and user responsibility checks.

You remain responsible for:

• deciding whether Making Tax Digital or any tax regime applies to you;
• choosing appropriate software and professional advisers;
• keeping records for the legally required period;
• ensuring your data is accurate and complete;
• submitting information to HMRC or other authorities on time;
• retaining source documents where required;
• correcting errors;
• complying with all tax, accounting, VAT, company, landlord, Self Assessment and business record obligations.

7. Your account

You must provide accurate and complete information when creating and using your account.

You are responsible for:

• keeping your login details secure;
• using a strong password;
• protecting access to your email account;
• ensuring that only authorised people access your Extractly account;
• promptly notifying us of suspected unauthorised access;
• keeping your business, billing and contact details up to date;
• ensuring that any users, staff, agents or advisers who access your account comply with these Terms.

You must not share your login details with unauthorised persons. If multi-user access is available, each person should use their own authorised account where possible.

We may suspend or restrict access if we reasonably suspect unauthorised access, account sharing, security risk, abuse, fraud, non-payment, breach of these Terms or unlawful use.

8. Business profiles and client data

If Extractly allows you to create or manage business profiles, client profiles, categories, references, settings or related records, you are responsible for ensuring that this information is accurate, lawful and kept up to date.

If you upload or process documents containing personal data relating to your customers, suppliers, employees, contractors, family members, tenants, clients or other third parties, you confirm that you have a lawful basis and all necessary rights, notices, permissions and authority to upload and process that data through Extractly.

9. Uploads and user content

You are responsible for all documents, images, receipts, invoices, files, data, text, categories, manual entries, support attachments and other content you upload, create, enter, approve or submit through Extractly.

You confirm that:

• you have the right to upload and process the content;
• the content is accurate to the best of your knowledge;
• the content is lawful;
• the content does not infringe any third-party rights;
• the content does not contain malware, harmful code or unlawful material;
• the content does not contain unnecessary sensitive personal data unless you have a lawful basis to process it;
• the content relates to legitimate business, accounting, tax, archive or record-keeping purposes.

We may reject, remove, quarantine, restrict, suspend or delete content where we reasonably believe it breaches these Terms, creates a security risk, exceeds technical limits, is unlawful, may harm Extractly or others, or may expose us to legal or regulatory risk.

10. File processing, storage and archive outputs

Extractly may process uploaded files to create previews, images, thumbnails, extracted records, stamped files, reference numbers, archive files, spreadsheet exports or other outputs.

Processing may change file format, file size, image quality, metadata, layout or technical properties. For example, a PDF may be rendered into images, an image may be normalised, metadata may be removed, or a stamped version may be generated.

Archive outputs, stamped files and spreadsheet exports are provided as convenience tools. You should check exported files and keep your own records as required by law.

We do not guarantee that any export, archive, stamp, spreadsheet, file bundle or generated output will be accepted by HMRC, an accountant, a court, a regulator, a bank, an insurer or any other third party.

11. Plan limits and feature access

Extractly plans may include limits on receipts, uploads, file sizes, storage, users, businesses, exports, archive features, support, processing volume, AI usage, API usage or other features.

Unless stated otherwise:

• monthly receipt limits reset each billing cycle;
• unused included monthly receipts do not roll over;
• extra receipt credits are used after included monthly receipts;
• extra receipt credits expire 12 months after purchase or on account closure, whichever happens first;
• feature access may depend on your plan, subscription status, payment status, trial status and technical availability;
• custom plans may have separate agreed limits.

We may refuse or delay processing where your account exceeds plan limits, technical limits, fair use limits, security limits or payment limits.

12. Trial

Extractly may offer a free trial or introductory allowance. The current trial may include up to 20 receipts, but we may change, withdraw or restrict trial availability at any time.

Trials are intended to help you evaluate the service before purchasing. Trial features may be limited. Trial data may be deleted, restricted or frozen if you do not upgrade, subject to our data retention practices and applicable law.

We may prevent abuse of trials, including by restricting duplicate accounts, repeated trials, automated sign-ups or suspicious usage.

13. Subscriptions, billing and payment

Paid plans are billed through our payment provider or another approved payment processor. We do not store full payment card numbers.

You authorise us and our payment provider to charge your selected payment method for subscription fees, extra receipt credits, usage charges, taxes where applicable, and other charges you agree to.

Prices are stated exclusive of VAT unless stated otherwise. We do not currently charge VAT unless and until Utracki Systems Ltd becomes VAT registered or VAT is otherwise required.

You are responsible for ensuring that your billing details are correct and that your payment method remains valid.

If payment fails, we may retry payment, notify you, restrict features, suspend processing, freeze your account, cancel your subscription or terminate access.

14. Cancellation

Where self-service billing management is available, you should cancel or manage your subscription through the billing portal. You may also contact us at [email protected] with the subject [billing].

Unless stated otherwise, cancellation takes effect at the end of the current paid billing period. You may continue to access paid features until that period ends, subject to these Terms and technical availability.

After the paid period ends, your account may become read-only, frozen, downgraded or restricted. New uploads, processing and exports may be disabled until you reactivate or purchase a new plan.

Cancellation does not automatically delete your account or data. Account closure and data deletion are handled separately.

15. Refunds

Our refund rules are set out in our Refunds, Cancellation and Billing Policy.

In summary:

• the free trial is provided so you can evaluate Extractly before purchasing;
• we do not provide automatic refunds for used billing periods, used receipt credits, processed receipts, generated outputs, AI/OCR processing, storage, infrastructure usage or errors in automated extraction;
• if you purchase a subscription but do not start using paid processing or paid features, we may provide a refund where required by law or at our discretion;
• where consumer cancellation rights apply, your statutory rights are not affected;
• where you use Extractly for business purposes, consumer cancellation rights may not apply;
• chargebacks, payment disputes or suspected payment abuse may result in suspension while the matter is investigated.

Nothing in these Terms excludes or limits rights that cannot legally be excluded.

16. Account export and account closure

Where available, you may request an account export before closing your account. Export contents may depend on your plan, stored data, available features and technical limitations.

An export may include account data, business profile data, approved record data, spreadsheets, original uploaded files, generated archive files where available, support request data and billing metadata. Export files may be provided as downloadable ZIP files and may expire after a limited period.

If you request account closure, we may:

• ask you to confirm your identity or password;
• recommend or require that you export your data first;
• cancel or direct you to cancel your subscription;
• freeze or restrict your account;
• prevent new uploads and processing;
• keep the account recoverable for a limited period;
• delete or anonymise data after the recovery period;
• retain limited records where required for legal, accounting, tax, billing, security, fraud prevention, dispute resolution or compliance reasons.

Deletion from backups may take longer because backups rotate over time.

17. Support

Support is provided through available support channels, in-app requests or email. You can contact us at [email protected] with the subject [support].

Unless a separate written agreement states otherwise, we aim to respond to support requests within 2 working days, Monday to Friday, 9:00 to 17:00 UK time, excluding UK bank holidays. This is a response target, not a guaranteed resolution time.

Support does not include accounting, tax, legal, financial or bookkeeping advice.

18. Availability, maintenance and changes

We will use commercially reasonable efforts to keep Extractly available, but we do not guarantee uninterrupted, error-free or permanent availability.

Extractly may be unavailable due to maintenance, updates, deployments, bugs, security issues, third-party provider outages, internet failures, hosting issues, payment provider issues, AI/OCR provider issues, force majeure, legal restrictions, abuse prevention or other events.

We may change, improve, remove, replace, suspend or discontinue features at any time. Where practical, we will try to avoid unnecessary disruption and may provide notice of material changes.

We may perform scheduled or emergency maintenance. Emergency maintenance may occur without advance notice.

19. Security

We take security seriously and use technical and organisational measures designed to protect Extractly and user data. These may include access controls, private storage, authentication controls, secure cookies, file validation, monitoring, backups, admin controls and other safeguards.

However, no system is completely secure. You are responsible for using Extractly safely, keeping your account secure and promptly notifying us of suspected issues.

If you discover or suspect a vulnerability, data leak, unauthorised access or security issue, contact [email protected] with the subject [security]. Do not publicly disclose security issues before we have had a reasonable opportunity to investigate and respond.

20. Acceptable use

You must not misuse Extractly. You must not:

• use Extractly for unlawful, harmful, fraudulent, abusive or misleading purposes;
• upload malware, viruses, harmful code or exploit files;
• attempt to bypass security controls or access another user’s data;
• probe, scan, overload, scrape, reverse engineer or attack the service;
• use automated systems without permission;
• create multiple accounts to bypass limits;
• upload content you have no right to process;
• use Extractly to process stolen, fraudulent or unlawfully obtained documents;
• use Extractly in a way that breaches data protection, tax, accounting, consumer, employment or other laws;
• resell, sublicense or provide Extractly as a competing service without written permission;
• interfere with the operation, reputation or security of Extractly.

We may suspend or terminate accounts that breach these rules.

21. Third-party services and providers

Extractly may rely on third-party service providers, including hosting providers, storage providers, database providers, payment processors, email providers, analytics providers, error monitoring providers, AI/OCR providers, security providers and other technical suppliers.

Third-party services may have their own terms, privacy notices, availability limits, security practices and restrictions. We are not responsible for third-party services except to the extent required by law.

We may change providers where reasonably necessary for security, reliability, cost, compliance, performance or product development.

22. Intellectual property

Extractly, including its software, design, interface, workflows, features, branding, documentation, text, logos, templates, database structure, processes and related materials, is owned by Utracki Systems Ltd or its licensors.

You may use Extractly only as allowed by these Terms.

You must not copy, modify, distribute, sell, lease, reverse engineer, attempt to extract source code, create derivative services, or misuse Extractly intellectual property except where permitted by law or expressly agreed in writing.

You retain ownership of your uploaded content and business data. You grant us the rights needed to host, store, process, copy, transmit, display, analyse, extract, transform, export, back up and otherwise use your content for the purpose of providing, securing, supporting, improving and maintaining Extractly.

23. Feedback

If you provide suggestions, ideas, feature requests, improvements or feedback, you allow us to use them without restriction or payment to you. This does not give us ownership of your uploaded business records.

24. Confidentiality

You may receive access to non-public information about Extractly, including features, pricing, technical details, beta functionality, support information or security information. You must not disclose confidential information except where required by law or with our written permission.

We will treat your non-public business data in accordance with these Terms, our Privacy Policy and any applicable Data Processing Agreement.

25. Data protection

Our handling of personal data is described in our Privacy Policy and, where applicable, our Data Processing Agreement.

Where you upload personal data about third parties, you are responsible for ensuring that you have a lawful basis to do so and that any required privacy notices have been provided.

You must not upload unnecessary special category data, criminal offence data, highly sensitive personal data or personal data about children unless you have a lawful basis and it is necessary for your legitimate business record-keeping purpose.

26. Suspension and termination

We may suspend, restrict or terminate your account or access to Extractly if:

• you breach these Terms;
• payment fails or a chargeback occurs;
• we suspect fraud, abuse, security risk or unlawful activity;
• your use creates risk for Extractly, other users or third parties;
• we are required to do so by law, regulator, court, payment provider or service provider;
• your account is inactive for an extended period;
• providing the service becomes impractical, unlawful or commercially unreasonable.

Where reasonable, we may give notice and an opportunity to resolve the issue. However, we may act immediately where necessary for security, legal compliance, fraud prevention, payment risk or protection of the service.

27. Disclaimers

Extractly is provided on an “as is” and “as available” basis.

To the fullest extent permitted by law, we do not guarantee that:

• Extractly will be uninterrupted, secure, error-free or available at all times;
• extracted data will be accurate or complete;
• AI/OCR results will be reliable;
• categories or suggestions will be correct;
• exports will meet your accounting, tax, legal or regulatory needs;
• files will always process successfully;
• third-party integrations will always work;
• defects will be corrected within any particular time;
• Extractly will meet your specific requirements.

You are responsible for maintaining your own appropriate backups, reviewing your records, using professional advice where needed and complying with applicable laws.

28. Limitation of liability

Nothing in these Terms excludes or limits liability that cannot legally be excluded or limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to the above, to the fullest extent permitted by law:

• we are not liable for indirect, consequential, special, incidental or punitive loss;
• we are not liable for loss of profit, revenue, business, goodwill, anticipated savings, opportunity, contracts, tax position, accounting outcome or reputation;
• we are not liable for losses caused by inaccurate extraction, incorrect categorisation, user approval of incorrect data, failure to keep records, missed tax deadlines, use without professional advice, third-party outages, payment provider issues, AI/OCR provider issues, internet failures or events outside our reasonable control;
• our total aggregate liability arising out of or relating to Extractly, whether in contract, tort, negligence, breach of statutory duty or otherwise, is limited to the greater of: (a) the amount you paid to us for Extractly in the 3 months before the event giving rise to the claim; or (b) £100.

If you are using Extractly as a consumer, nothing in these Terms affects your statutory rights.

29. Indemnity

If you use Extractly for business purposes, you agree to indemnify and hold harmless Utracki Systems Ltd, its directors, officers, employees, contractors and suppliers from and against claims, losses, liabilities, damages, costs and expenses arising from:

• your breach of these Terms;
• your uploaded content;
• your unlawful use of personal data;
• your failure to review or correct extracted data;
• your tax, accounting or regulatory obligations;
• your misuse of Extractly;
• your breach of third-party rights;
• your use of Extractly on behalf of another person or business without authority.

30. Consumer rights

Extractly is primarily intended for business users. If you use Extractly as a consumer, you may have legal rights that cannot be excluded. Nothing in these Terms limits those rights.

Where digital services, digital content or paid processing begin with your agreement during a cancellation period, your cancellation and refund rights may be affected to the extent permitted by law.

31. Changes to these Terms

We may update these Terms from time to time.

If we make material changes, we may notify you by email, in-app notice, account notice or by requiring you to accept the updated Terms before continuing to use Extractly.

The updated Terms will apply from the effective date stated on the document or from the date you accept them, depending on the nature of the change.

If you do not agree to updated Terms, you must stop using Extractly and may close your account, subject to any outstanding payment, legal or data retention requirements.

32. Notices

We may send notices to you by email, in-app message, account notice or through the website.

You should send notices to us at [email protected] with the appropriate subject prefix.

Legal notices should include [legal] in the subject line.

33. Assignment

You may not assign, transfer or sublicense your rights or obligations under these Terms without our written permission.

We may assign or transfer our rights and obligations as part of a merger, acquisition, restructuring, sale of assets, change of control, corporate reorganisation or transfer of the Extractly business.

34. Severability

If any part of these Terms is found to be invalid, unlawful or unenforceable, the remaining parts will continue in force.

35. No waiver

If we do not enforce a right immediately, this does not mean we waive that right.

36. Entire agreement

These Terms, together with the legal documents referenced in them and any plan-specific or written agreement between us, form the agreement between you and Utracki Systems Ltd regarding Extractly.

37. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction over disputes arising from or relating to these Terms or Extractly, except where applicable consumer law gives you mandatory rights to bring proceedings elsewhere.

38. Contact

For questions about these Terms, contact:

Utracki Systems Ltd 124-128 City Road London EC1V 2NX United Kingdom

Email: [email protected] Suggested subject: [legal] Terms of Service