Terms of service.

ParaplanAI (the “Service”, “we”, “us”) is operated as a sole trader in the United Kingdom by a working UK paraplanner at a regulated UK firm. You may subscribe to the Service before receiving our signed Data Processing Agreement. Do not upload or enter identifiable client data until you hold our signed DPA naming the operator and service address. Request the DPA at info@paraplanai.co.uk. Payment or acceptance of these Terms alone does not replace that signed DPA requirement.

Registered with the Information Commissioner’s Office, reference ZC277308.

These terms are between ParaplanAI and the firm or sole practitioner that signs up (“you”, “the firm”). The natural person creating the account warrants they have authority to bind the firm.

ParaplanAI is a web-based calculator suite for UK pension and investment-bond tax computations. It produces a compliance annex PDF intended for inclusion in a client file. It is a calculation aid for planning and illustration purposes only. It is not financial advice, tax advice, or a financial product.

The firm remains solely responsible for the advice it gives to its end clients and for verifying that all inputs are accurate against source documents. The presence of a ParaplanAI PDF in a client file does not transfer regulatory responsibility from the firm.

The Service is for use by UK firms regulated by the Financial Conduct Authority and their authorised staff (paraplanners, advisers, principals), and by UK accountancy practices providing tax-planning calculations. By signing up, you confirm you are acting on behalf of such a firm.

We may refuse a sign-up or terminate an account if the information provided is materially incorrect.

The first user to register a firm becomes its owner. The owner can invite advisers and paraplanners. Each invited member has their own credentials and may not share them. The owner is responsible for promptly revoking access when a colleague leaves the firm.

Your firm is the controller of its client data and holds its own FCA SYSC 9 record-keeping obligation; we are the processor. We retain a finalised calculation’s audit trail (inputs, intermediate steps, configured tax-year rules, output) for the period your firm configures — six years by default — then delete it automatically. Client, calculation and draft deletion require confirmation and the appropriate firm access. Policies can be archived while retaining their version history, or deleted when no filed calculation or recorded event uses them; client erasure and firm deletion remove the associated policy records. Removing a member does not, by itself, delete their historical calculations from the firm’s records.

You will not:

• Use the Service to make a calculation you know to be based on incorrect inputs.
• Upload documents you are not authorised to process.
• Attempt to reverse-engineer, scrape, or load-test the Service beyond your subscribed plan’s rate limits.
• Resell the Service or its output as your own calculator product.
• Use the Service to provide regulated financial advice to consumers in jurisdictions outside the United Kingdom.

Subscriptions are billed monthly or annually, paid in advance through our payments provider.Prices on the pricing page are not subject to VAT — ParaplanAI is not VAT-registered. If registration status changes, prices will be clearly restated with advance notice.

Changing or cancelling your plan. You can cancel at any time from firm settings, through the billing portal. A cancellation takes effect at the end of the period you have already paid for: the subscription is not renewed, and unused time is not refunded.

• Upgrades are charged straight away. When you add seats, or move from Pro to Firm, in the billing portal, the pro-rata difference for the rest of the current billing period is charged when you confirm, and the change takes effect as soon as that payment succeeds. If the payment is declined or needs an authentication step that isn’t completed, your plan and seat count stay as they were. Stripe holds the change for up to 23 hours (less if your billing period ends sooner); if the invoice for it is paid in that time the change takes effect, otherwise it is cancelled and nothing is charged. Contact support if you need help completing it.
• Seats released in the app. Releasing unused seats from the members page lowers your seat count straight away, and any pro-rata credit for the unused time is applied to your next invoice.
• Downgrades in the billing portal. Reducing seats in the billing portal takes effect at the end of the current billing period. Switching from Firm to Pro takes effect immediately, and any credit for unused time is applied to your future invoices.

The billing portal shows when a change takes effect, and any amount charged or credited, before you confirm it.

AI allowances. An AI allowance is used once processing starts. Files or questions rejected before processing do not count. If a ParaplanAI service failure uses an allowance, support will restore it after checking the processing record. Large or complex documents can reach your AI processing limit for the allowance period before all included extractions are used.

Free plan & trial mechanics. New firm accounts start on the Free plan — 3 calculations and 3 document extractions per user in each monthly period (a calculation counts once, when you file it or first download its PDF; saving a draft does not count), with no card required and no time limit. When you need more, you subscribe to Pro or Firm; your firm’s first subscription begins with a 14-day free trial:

• You enter card details at checkout — but no charge is taken while the trial runs. The card is held on file so the subscription continues seamlessly if you keep it.
• When the 14-day trial ends, the first charge is taken — for the plan and billing cadence (monthly or annual) you selected, and on each renewal date thereafter.
• Cancel before the trial ends — and you are not charged. The trial runs to its end date, and your firm then returns to the Free plan (3 calculations / 3 extractions per user in each monthly period); all audit-trail rows remain accessible.
• One free trial per firm — if your firm has already used its trial (for example after cancelling and subscribing again), the first charge is taken at checkout and the subscription starts immediately.

If a payment fails, Stripe retries your card automatically. For 7 days from the start of the unpaid billing period your existing calculations, PDF annexes and firm branding stay available, and calculations already saved as drafts can still be filed (pension death-benefit IHT filing pauses straight away); new calculations, document extractions and Pan queries count against the Free allowances (3 calculations and 3 document extractions per user in each monthly period, including any already used in the current period; Pan is unavailable), and new invitations wait until billing is resolved. After 7 days filing and new guided-workflow calculations pause too: existing calculations and PDF annexes stay readable, quick calculations can still be saved as drafts within the Free allowances, and newly rendered PDF annexes carry house styling instead of your firm branding. If the payment is still unresolved after those retries, the subscription is cancelled and Free allowances apply. Update your payment method in the billing portal to resolve it. Audit-trail retention per §4 continues regardless.

We act as a data processor on your firm’s behalf for personal data uploaded about end clients. Our handling of that data is governed by our Privacy policy, which forms part of these terms by reference. Source PDFs are scheduled for deletion after 24 hours; the hourly cleanup retries failed removals. Your firm controls record deletion, and finalised calculations are retained only for the window your firm configures (six years by default).

You warrant that your end clients have been given a privacy notice covering your use of cloud-based calculation tools and that you have a lawful basis for the processing you ask us to perform.

We treat your firm’s commercial data — pricing-sensitive figures, client list, branding — as confidential. We will not disclose it to a third party except where compelled by law or required to run the Service (e.g. our sub-processors listed in the Privacy policy).

We target 99.5% monthly uptime, excluding scheduled maintenance and force-majeure events. For service status updates, please contact info@paraplanai.co.uk. We do not currently offer a service-credit SLA; if uptime materially impacts your firm, please raise it via support.

We may take the Service offline for maintenance with reasonable notice (at least 48 hours where the outage is planned to exceed 15 minutes).

You own your data. Your end-client figures, uploaded documents, branding assets, and firm record remain yours. You grant us a licence to process them solely to operate the Service for you.

We own the engine. The calculation engine, templates, prompts, code, and trademarks of ParaplanAI are our intellectual property. Your subscription grants you the right to use the Service; it does not transfer ownership of any underlying software.

The Service is provided “as is”. We have built it with care and verify every release against HMRC corpus tests to a zero-pence tolerance, but we do not warrant that the output will be free of error in every conceivable case. The firm using the Service is responsible for verifying outputs against source documents and for any advice given to an end client.

To the maximum extent permitted by law:

• We exclude all implied warranties (merchantability, fitness for purpose, non-infringement).
• We are not liable for: regulatory fines incurred by your firm; client compensation paid to end clients; loss of profits, revenue, goodwill, or anticipated savings; or any indirect, special, or consequential loss.
• Our total cumulative liability under these terms is capped at the fees you have paid us in the 12 months immediately preceding the event giving rise to the claim, or £500, whichever is greater.

Worked examples of the cap. To make the preceding clause concrete:

• Free plan or trial, nothing paid — if you have paid us nothing in the preceding 12 months (for example, on the Free plan or during your free trial), the cap is the £500 floor.
• Pro plan, full year — £828 on monthly billing (£69 × 12) or £690 on annual billing; either is above the £500 floor, so the cap is what you paid.
• Firm plan, 5 users, full year — £5,940 on monthly billing (£99 × 5 × 12) or £4,950 on annual billing (£990 × 5); either is above the £500 floor, so the cap is what you paid.
• Firm plan, 10 users, full year — £11,880 on monthly billing (£99 × 10 × 12) or £9,900 on annual billing (£990 × 10); either is above the £500 floor, so the cap is what you paid.

All sums above are stated in GBP at the prices charged (no VAT is applied — ParaplanAI is not VAT-registered). A firm that has been with us for less than 12 months at the moment of a claim sees a pro-rated paid-fees figure or the £500 floor, whichever is greater. This cap does not apply to liabilities that cannot lawfully be excluded under English law (death, personal injury, fraud) — the paragraph below makes that explicit.

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

You can cancel any time from firm settings. We may terminate with 30 days’ written notice; immediately if you materially breach these terms and fail to cure within 14 days of being asked; or immediately if your firm enters insolvency or has its FCA authorisation withdrawn.

On termination, you may export your firm’s calculation audit trail as a JSON Lines file (one JSON record per line); a very large export is provided through support. We then return or delete your firm’s client data on your instruction (UK GDPR Art 28) — you decide. Deleting the firm removes its client records, together with the pension events and income figures entered for them, and its policy records with their version history, plan numbers and beneficiary names, and queues its source documents and annex files for erasure. Finalised calculations follow the retention window your firm set, and draft calculations are deleted 90 days after they were created. To remove calculations as well, delete each client, and any calculation not saved to a client, before you delete the firm. Only the firm owner can delete a filed calculation, or a client that holds one, from the app, and only after downloading each filed annex themselves and confirming two-step sign-in where it applies; the retention window and deleting the firm work as described above. You are the controller and hold your own FCA record.

We may update these terms. We will give 30 days’ notice of any material change by email to account owners. If you do not accept the change, you may cancel without penalty before it takes effect; continued use after the effective date constitutes acceptance.

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, save that we may bring proceedings to enforce intellectual property rights in any jurisdiction where infringement occurs.

Questions about these terms: info@paraplanai.co.uk. For data-protection requests, see the Privacy policy.