Clear terms for a working Operator.

These terms are between 9S Labs Limited, trading as LtdRecord (“9S Labs”, “LtdRecord”, “we” or “us”), and the company or other business using the service (“Customer” or “you”). 9S Labs Limited is registered in England and Wales under company number 17296207. Its public company record is available from Companies House.

LtdRecord is for business use. The person creating an account, starting a paid subscription or using the service for a company confirms that they are at least 18 and have authority to bind that Customer. If you do not have that authority, do not accept these terms for the company.

You accept these terms when you create or use an account after they are presented, or when you complete a paid order that refers to them. An enterprise order form or separately signed agreement takes priority for the matters it expressly covers. The plan and price shown at paid checkout take priority over a general description on this page for that purchase.

If mandatory consumer rights apply to you despite the business-use basis of this agreement, nothing here removes those rights.

LtdRecord is a proactive AI Operator for supported UK private limited companies. It can organise bank-statement activity into books, match evidence, read and explain company mail, prepare replies for your review, maintain company facts and prepare supported year-end or Companies House work for review. The exact capabilities available now are shown in the product and on the Pricing page.

You can start by uploading or importing records. Direct bank feeds, mailbox connections and direct submission are not part of the current general service unless the product expressly says that a particular connection or submission route is live. A tailored enterprise engagement can have a separately agreed scope.

We may decline or pause work outside the supported scope, including complex groups, cross-border structures, specialist tax, material stock, unusual regulated activity or records that are too incomplete to handle honestly. We can instead offer to scope a custom workflow or recommend professional review.

• You provide lawful and materially accurate information. Tell us when a statement, account, invoice, letter, company fact or period is incomplete. The service can only work from the records it can actually see.
• You review material outputs. AI extraction, bookkeeping treatment, drafted replies and prepared accounts can contain errors. Correct anything that is wrong and involve an accountant or adviser where judgement is required.
• You keep the final authority. A click, signature or answer in the product records the instruction or attestation shown at that moment. It does not by itself guarantee that every board, shareholder, tax or statutory formality outside the product has been satisfied.
• You remain legally responsible for the company. That includes its deadlines, filings, tax payments, accounting policies and the decision to submit or rely on prepared work. We remain responsible for performing the supported service with reasonable care and skill.

Prepared is not filed. LtdRecord does not currently submit to Companies House or HMRC on your behalf. A status such as “prepared”, “ready to file” or “ready for review” is not an official receipt. Treat work as submitted only when the relevant public service records acceptance and you retain that evidence.

Statutory filing fees, tax, penalties and third-party adviser fees are not included in a LtdRecord subscription unless an order expressly says otherwise.

• Give accurate account and company information and keep it current.
• Protect the email or Google account used to sign in. Do not share sign-in codes or a personal session between people.
• A named co-director seat can allow that person to work in the company after they accept. LtdRecord no longer offers a standing accountant workspace or a new accountant access link; you can still share individual records or a pack with your accountant, and any past accountant-link record is kept under our retention policy.
• Only invite people the Customer authorises. Review access when a director, employee or adviser changes role and revoke it promptly when no longer needed.
• Tell us promptly at info@9s-labs.com if you suspect account compromise or an incorrect company relationship.

The Customer is responsible for activity by its authorised users, except to the extent the activity results from our breach of these terms or failure to apply the access controls we describe.

Customer Content means information, files, messages, signatures, evidence and instructions supplied by or for the Customer. As between the parties, the Customer retains its rights in Customer Content. You grant us a worldwide, non-exclusive licence to host, copy, transform, analyse, transmit and display it only as needed to provide, secure, support and improve LtdRecord in accordance with these terms and the privacy notice.

Subject to payment and these terms, the Customer may use and reproduce the company records and documents that LtdRecord generates for its internal business, advisers, authorities and filings. AI-assisted wording may not be unique, and we do not promise that a generic phrase or model output can be owned exclusively.

9S Labs and its licensors retain rights in the LtdRecord software, interface, brand, robot character, workflow design, prompts, rules, document systems, templates and service know-how. Do not scrape, reverse engineer, bypass controls, resell account access or use the service to build a competing model or template library, except where the law expressly prevents that restriction.

If you give feedback, you allow us to use it without payment or confidentiality restrictions, but that does not give us ownership of the Customer Content used to explain the feedback.

• We process Customer Content only on documented instructions, unless UK law requires otherwise. If it does, we will inform the Customer before processing unless the law prohibits that notice.
• People authorised to process Customer Content are bound by confidentiality duties. We apply the technical and organisational measures described on the Security page.
• The Customer gives general authorisation for the service providers listed by category in the privacy notice. We remain responsible for putting appropriate processor terms in place. We will provide notice of a material new category where reasonably possible; if a reasonable objection cannot be resolved, the Customer may stop the affected service.
• Taking account of the nature of processing and information available to us, we will reasonably assist with data-subject requests, security incidents, breach notices, data-protection impact assessments and regulator enquiries. The Customer remains responsible for deciding how to respond as controller.
• At the end of the service, we delete or return Customer Content at the Customer’s choice where the product supports it, except for data the law requires us to keep and provider copies that age out on documented backup or log schedules.
• On reasonable written request, we will provide information needed to demonstrate compliance with this section. Any audit must be proportionate, protect other customers and our systems, avoid unnecessary disruption, and use existing reports or a qualified independent reviewer where those reasonably answer the request.

The Customer must comply with data-protection law, give lawful instructions, have a lawful basis for Customer Content and avoid uploading more personal data than the workflow needs. See the Privacy notice for the separate uses where 9S Labs acts as controller.

• A free company-month or other free offer works as described when you start it on the Pricing page. Where that page says No card, no payment method is required for the free offer. Paid billing starts only after an authorised user deliberately completes paid checkout.
• Before checkout, we show the plan, legal-company scope, billing interval, current price, any introductory or founding-price conditions, and tax treatment. Those order details form part of this agreement. Unless stated otherwise, one subscription covers one legal company.
• Paid plans renew automatically for the monthly or annual interval selected until cancelled. Stripe processes the payment method and provides payment receipts or invoices.
• Prices exclude VAT only where the checkout lawfully shows VAT as additional. VAT is charged where legally applicable. Statutory filing fees and separately scoped custom or specialist work are additional.
• You can cancel from the available billing controls or by contacting us. A paid cancellation normally takes effect at the end of the current paid period. Deleting the account is different: it cancels live subscriptions immediately and does not automatically refund unused time.
• Except where law requires otherwise or we make an express refund promise, charges for a period already started are non-refundable and we do not issue automatic partial-period credits. This does not affect a remedy for our breach.
• We may suspend paid features after a failed payment while Stripe retries it. We will not intentionally delete the company record merely because a payment is late.

If we increase a recurring price, we will give reasonable notice before it applies to a future renewal and let you cancel before that charge. Offer-specific promises, including a price kept while a subscription remains continuously active, apply under the conditions shown when the offer is accepted; cancelling can end that continuity.

We use providers for hosting, database and file storage, AI processing, email, authentication and payments. Their availability can affect the relevant feature. We remain responsible for selecting and managing providers as required by these terms and data-protection law, but we are not responsible for a third-party service’s act that is outside our reasonable control.

Companies House and HMRC information, deadlines and fees can change. Public-register data may be delayed or wrong. Check material facts and current filing instructions on the relevant official service before submission.

Links to an accountant, adviser, bank, mailbox, Companies House, HMRC or another site do not appoint that organisation as our subcontractor or make us responsible for its separate service. Any direct connection introduced later may have additional provider terms shown before you enable it.

We provide the supported service with reasonable care and skill. We do not promise uninterrupted or error-free availability. Maintenance, security incidents, provider failures, internet conditions and changes to law or public services can interrupt or alter a feature.

We may make changes needed for security, legal compliance, reliability, provider changes or product improvement. If a planned change materially reduces a paid core service, we will give reasonable notice where possible and provide a fair way to cancel the affected subscription before the change takes effect. Emergency security or legal changes may need to happen first.

Support is available through the product or info@9s-labs.com. Any response time shown on a contact page is a service aim unless an enterprise order expressly makes it a contractual service level.

We may update these terms. We will show the new reviewed date and give a prominent in-service or email notice before a material change applies to an existing paid Customer. If you do not agree, stop using the affected service and cancel before the effective date.

You may stop using a free account, cancel a subscription or request account deletion. Export records the company must retain before deletion. Cancellation ends future renewal; deletion is irreversible and follows the separate process described in the privacy notice.

We may restrict or suspend access where reasonably necessary to protect the service or another person, investigate suspected unlawful use, respond to a legal requirement, prevent serious non-payment, or address a material breach. We will explain and give a reasonable chance to fix the issue where it is safe and lawful to do so. We may terminate for a material breach that is not fixed after notice, or immediately for fraud, deliberate security abuse or unlawful use.

If we discontinue the general service, we will give reasonable notice and an opportunity to export Customer Content where practicable. Immediate action may be necessary where law, security or provider failure makes continued operation unsafe or impossible.

Terms that by their nature need to continue after the account ends remain effective, including payment obligations already incurred, confidentiality, intellectual property, data-retention exceptions, liability limits and dispute terms.

We warrant that we will provide the supported service with reasonable care and skill and substantially as described in the current product and applicable order. Other warranties are excluded to the extent the law allows. In particular, we do not warrant that AI output, public-register data or Customer Content is complete or error-free, or that using LtdRecord guarantees a particular tax, accounting, filing or commercial outcome.

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of an obligation that cannot be limited by law, or any other liability the law says cannot be excluded.

Subject to that paragraph, neither party is liable for an indirect or consequential loss, or for loss of profit, revenue, business opportunity, anticipated saving or goodwill, where that loss was not reasonably foreseeable when the agreement was made. This does not turn a direct cost of remedying our breach into an indirect loss merely because it is financial.

Subject to the same exceptions, 9S Labs’ total aggregate liability arising from the service in any 12-month period is limited to the fees paid or payable for the affected service in that period, or £100 if the Customer paid no fees. The limit applies only to the extent it is reasonable and lawful in the circumstances.

The Customer is responsible for losses caused by unlawful Customer Content, an instruction it had no right to give, sharing access contrary to these terms, or deliberate misuse of the service. We remain responsible to the extent our own breach, negligence or failure to apply the stated controls contributed to the loss.

• Confidentiality: each party will protect the other’s confidential information and use it only for this agreement, except where disclosure is authorised, already public without breach, independently developed, or required by law.
• Events outside reasonable control: a party is not liable for delay caused by an event it could not reasonably control, but must take reasonable steps to reduce the impact and resume performance.
• Assignment: you may not transfer this agreement without our consent, not to be unreasonably withheld. We may transfer it as part of a genuine reorganisation, financing or sale of the service if the transfer does not materially reduce your rights.
• Entire agreement: these terms, the applicable order and documents they incorporate are the agreement about the service. Neither party relies on an innocent or negligent statement outside them, but nothing excludes fraud.
• Severability and waiver: if one term is unenforceable, the rest remains effective and the term is adjusted only as far as needed. A delay in enforcing a right is not a waiver.
• Third-party rights: no person other than the parties has a right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
• Law and courts: English law governs this agreement and the courts of England and Wales have exclusive jurisdiction, subject to any mandatory right that says otherwise.

Send contractual notices and questions to info@9s-labs.com. We send account notices to the email associated with the account or through a prominent message in the service. Keep that email current.