Terms of Service

1. Service Description

Distil (operated by Haisem Ltd) provides AI-powered document processing and accounting services for UK accounting professionals, sole traders, and small businesses. We extract data from invoices, receipts, bank statements, and financial documents, delivering categorised results via your dashboard with CSV, QBO, and Xero export options.

Our service includes OCR processing, field extraction, UK VAT categorisation, nominal code assignment, and direct integrations with Xero and QuickBooks Online for publishing bills directly to your accounting software.

Additional features include: creating, sending, and managing sales invoices with payment tracking; submitting MTD VAT returns and MTD Income Tax Self Assessment (ITSA) returns to HMRC; profit & loss reporting, cash flow forecasting, and balance sheet views; and mileage tracking for business journeys.

Bank statement processing extracts individual transactions (date, description, debit/credit, balance) for reconciliation and export.

Practice and team accounts:

A subscription belongs to a practice (your accounting firm or sole-trader account), not to an individual user. The practice owner may invite additional team members — such as other accountants or support staff — to share the same practice account, each with their own login. All team members within a practice share access to the same documents and data. The practice owner is responsible for managing team access and ensuring that invited members are authorised to use the service. Page quotas apply at the practice level across all team members.

2. Subscription & Billing

• Plans start from £19/month (Solo) with a 14-day free trial
• Page quotas vary by plan (e.g. 300 pages/month on Solo, 1,500 on Starter)
• Payment processed via Stripe
• Credit card required to start trial
• Trial converts to paid subscription unless cancelled
• Cancel anytime through Stripe billing portal

Price Changes:

We reserve the right to change pricing with 30 days' notice via email. Current subscribers keep their existing rate until their next billing cycle after the notice period. Price changes may reflect fair usage adjustments based on document complexity, processing costs, or other operational factors.

3. Acceptable Use & Fair Usage

You agree to:

• Upload only documents you own or have permission to process
• Not upload illegal, malicious, or inappropriate content
• Not abuse system resources or attempt to circumvent rate limits
• Not reverse engineer, decompile, or attempt to extract our proprietary methods

Client upload links:

Practice owners can generate shareable, token-based upload links and send them to their own clients (the accounting firm’s end clients) so those clients can submit documents directly without a Distil account. You are responsible for ensuring that any upload link you share is only sent to individuals who have your permission to submit documents to your practice. Documents uploaded via your links count towards your practice’s monthly quota and are subject to the same terms and data retention policies as any other document in your account.

Fair Usage Policy:

Page quotas vary by plan and assume typical document processing. Usage is counted per page, not per document. Sales invoice creation also counts towards your plan’s fair usage allowance. We reserve the right to review accounts that consistently upload unusually large files (over 30MB), documents requiring excessive processing time, or exhibit usage patterns that significantly exceed normal operational parameters.

In such cases, or in other circumstances we have not specifically anticipated but which place unusual strain on our infrastructure or costs, we may contact you to discuss appropriate usage, alternative pricing arrangements, or service modifications. We aim to handle such situations reasonably and in good faith.

4. Data & Privacy

• Original documents are stored securely in AWS S3 with encryption
• Documents retained for up to 6 years to meet HMRC record-keeping requirements (S3 Standard for 90 days, then Glacier Instant Retrieval)
• Extracted data is retained while your account is active
• All data handled in compliance with UK GDPR
• See our Privacy Policy for complete details
• You retain all rights to your uploaded documents and extracted data

5. Service Availability

• We provide the service on a best-effort basis
• Typical processing time is 2-3 minutes but not guaranteed
• We may perform maintenance with reasonable notice when possible
• No uptime guarantees or service level agreements (SLAs) provided
• We are not liable for service interruptions or delays

6. Intellectual Property

• You own all rights to documents you upload and data we extract
• We own all rights to the Distil platform, software, and processes
• Our brand name, logo, and materials are protected by copyright
• You may not copy, reverse engineer, or create derivative works of our service

7. Limitation of Liability

The service is provided “as is” without warranties of any kind. We make no guarantees regarding:

• Accuracy of extracted data (always review reports before importing)
• Fitness for any particular purpose
• Uninterrupted or error-free operation

To the maximum extent permitted by UK law, we are not liable for:

• Any direct, indirect, or consequential damages from using our service
• Errors in extraction or categorisation
• Loss of data, profits, or business opportunities
• Issues arising from incorrect imports into accounting software
• Errors in VAT returns, ITSA submissions, or other HMRC filings made using our service

You are responsible for reviewing all extracted data before importing it into your accounting systems. Our service is a tool to assist data entry, not a replacement for professional judgment.

8. Tax Submissions Disclaimer

Distil provides tools to help you prepare and submit VAT returns and Income Tax Self Assessment (ITSA) returns to HMRC via the Making Tax Digital (MTD) APIs. However:

• Distil is not an accountant, tax adviser, or HMRC agent. We are a software tool.
• You are solely responsible for the accuracy and completeness of any tax return submitted using our service.
• You should review all figures, categories, and calculations before submitting to HMRC.
• We do not verify whether your submissions are correct, complete, or compliant with tax law.
• Mileage tracking is provided as a recording tool; you are responsible for ensuring claims comply with HMRC rules (e.g. simplified expenses rates, business-only journeys).
• Cash flow forecasts and balance sheet views are informational only and should not be relied upon as audited financial statements.

If you are unsure about your tax obligations, consult a qualified accountant or tax professional.

9. Account Termination

• You may cancel your subscription anytime via the Stripe billing portal
• Cancellation takes effect at the end of your current billing period
• We may suspend or terminate accounts for Terms of Service violations
• We may terminate with 30 days' notice for any reason
• Upon termination, your data will be deleted per our retention policy

10. Changes to Terms

We may update these Terms of Service from time to time. Significant changes will be notified via email at least 30 days before taking effect. Continued use of the service after changes constitute acceptance of the new terms.

11. Governing Law & Disputes

These terms are governed by the laws of England and Wales. Any disputes will be handled through the courts of England and Wales.

For questions or concerns about these terms, contact us at info@haisem.co.uk

12. Contact Information

Haisem Ltd (trading as Distil)
Email: info@haisem.co.uk
For support, billing queries, or terms questions.