1. About these terms
These terms govern your use of Baxter, a document-capture and bookkeeping-automation service operated by [Company Name Ltd]. By creating an account you agree to them. [Placeholder — replace with reviewed copy.]
2. The service
Baxter connects to your email inboxes, WhatsApp and cloud storage to capture, read and file financial documents, and to post them to your accounting package. Features depend on your chosen plan.
3. Registration & identity verification
All customers register independently — no manual approval by Baxter staff is required. Your account becomes active only once you have verified both your mobile number and your email address.
4. Free trial
Every new customer receives a seven-day free trial after registration, email verification and mobile verification. A valid payment method must be supplied before the trial starts, but no payment is taken during the trial period. Payment details are securely stored by Stripe — Baxter never stores your card details. We send a reminder email 48 hours before your trial expires, including the expiry date, your selected plan, the billing amount, whether it renews monthly or annually, and how to cancel.
5. Automatic subscription activation
If you have not cancelled before the trial ends, Stripe automatically collects payment, your subscription becomes active, and we send a payment confirmation email together with a tax invoice or receipt. Your account status changes to Active.
6. Cancellation — monthly plans
You may cancel a monthly subscription at any time. No further payments are taken, and your subscription — with full access — remains active until the end of the current billing month. Payments already made are not refunded.
7. Cancellation — annual plans
You may cancel an annual subscription at any time. It will not renew, and full access remains available until the annual renewal date. Payments already made are not refunded.
8. Data retention following cancellation or subscription expiry
Upon cancellation or expiry due to non-payment, access is suspended at the end of the current billing period. Baxter retains customer data for six (6) months after the subscription expiry date. During this period, the customer may reactivate by paying in advance and in full all outstanding subscription fees and applicable taxes from the expiry date through reactivation. Their retained documents, data, settings and configuration then become available again. Five (5) months after expiry, Baxter sends a reminder to the registered email address. If the account is not reactivated within six months, it and its data move to Baxter’s secure Cancelled Clients Archive and online access ends. Archived data can be requested in writing. Retrieval is subject to a £275.00 administration fee plus VAT and any reasonable additional charge based on the volume of data. After successful retrieval and delivery, Baxter permanently deletes the remaining archived data unless law or a regulatory authority requires retention. Once deleted, it cannot be recovered.
9. Your responsibilities
You are responsible for the accuracy of connected accounts, for reviewing documents before they post to your accounts package, and for keeping login credentials secure.
10. Practice Partner eligibility
Free Practice Partner access is restricted to accountants and bookkeepers registering or accepting a client invitation with their firm’s own business email domain. Invitations sent to or accepted with personal or generic addresses, including Gmail, Yahoo or Outlook.com, will not be processed and the Practice Partner account will not be created.
11. Data & third parties
Baxter uses third-party processors, including Stripe for payments, an OCR provider, Google, Microsoft and Meta APIs. Your use is also subject to those providers’ terms.
12. Liability
Baxter is a productivity tool and does not constitute accounting or tax advice. [Placeholder liability wording — to be confirmed by your solicitor.]
13. Contact
Questions about these terms: legal@getbaxter.io.
Registered office: [Address line, City, Postcode] · VAT No. [GB 000 0000 00]
ICO Data Protection Registration No. [ZA000000] · Contact: privacy@getbaxter.io