Terms of Service

Pinecrest Solutions Ltd · Version 2026-10-20 · Effective October 20, 2026

These Terms are a binding agreement between you and Pinecrest Solutions Ltd. Please read them, especially sections 6 (AI agents and automated access), 9 (no professional advice), 13 (disclaimers) and 14 (limitation of liability).

1. Who we are and what these Terms cover

Microbooks ("Microbooks", "we", "us") is operated by Pinecrest Solutions Ltd, a private limited company registered in Kenya under company number [COMPANY REGISTRATION NUMBER], with its registered office at [REGISTERED ADDRESS].

These Terms govern your access to and use of the Microbooks accounting API (api.microbooks.io), the Microbooks MCP server, the management console at microbooks.io, our documentation and any related services (together, the "Service"). They incorporate our Acceptable Use Policy, Billing & Refund Policy and, where you process personal data in the Service, our Data Processing Agreement. Our Privacy Policy explains how we handle personal data about you.

By creating an account, ticking the acceptance box, or using the Service, you agree to these Terms. If you accept on behalf of a company or other organisation, you confirm that you have authority to bind it, and "you" means that organisation. If you do not agree, do not use the Service.

2. Eligibility

You must be at least 18 years old and able to enter into a binding contract. The Service is intended for businesses and professionals building or running accounting workflows. You may not use the Service if you are located in, or are a national of, a country subject to comprehensive sanctions, or if you are on a sanctions list maintained by Kenya, the United Nations, the United States, the United Kingdom or the European Union.

3. Your account

  • You must give accurate registration information and keep it up to date, including a billing email we can reach.
  • You are responsible for keeping your password, OAuth client secrets and access tokens confidential, and for all activity under your account and tokens.
  • Tell us immediately at security@microbooks.io if you suspect unauthorised access. You can revoke tokens and clients from the console at any time.
  • You may invite users to entities you control. You are responsible for their compliance with these Terms.

4. The Service

Microbooks provides double-entry bookkeeping through an API and MCP server: entities, accounts, transactions, taxes, multi-currency translation, period closes and financial reports. We may improve, change or remove features from time to time. If we remove a feature you rely on in a way that materially reduces the Service, we will give you reasonable notice where practicable and, if you cancel because of it, refund any prepaid fees for the unused period.

API versions are announced in our documentation. We aim to give at least 90 days' notice before retiring an API version, unless a change is required for security or legal reasons.

5. Your data

  • Ownership. As between you and us, you own all data you or your users submit to the Service, including your books ("Customer Data").
  • Our licence to use it. You give us a worldwide, non-exclusive licence to host, copy, process and display Customer Data only as needed to provide, secure and support the Service, to comply with law, and as otherwise instructed by you. We do not sell Customer Data and we do not use it to train machine-learning models.
  • Aggregated data. We may create and use aggregated, de-identified usage statistics (such as request volumes and error rates) that do not identify you or any individual, to operate and improve the Service.
  • Your responsibilities. You are responsible for the accuracy, legality and quality of Customer Data, and for having all rights, notices and consents needed for us to process it. Where Customer Data includes personal data, our Data Processing Agreement applies.
  • Export. You can read and export your books through the API at any time while your account exists, including while a subscription has expired.
  • Record keeping. You remain responsible for keeping the accounting and tax records that the law requires you to keep. The Service is not an archive of record, and you should keep your own exports.

6. AI agents, MCP clients and automated access

The Service can be used by software you connect to it, including AI agents and other clients using our MCP server or API ("Agents").

  • You are responsible for your Agents. Every request made with your credentials or tokens, including by an Agent acting on its own initiative or on instructions from a third party, is treated as your request. You are responsible for the actions, outputs and errors of Agents you authorise, and for any transactions they create, post, reverse or delete.
  • Review before you rely. AI systems can make mistakes, misread instructions and be manipulated by malicious content (for example, prompt injection in an invoice or email). You should grant Agents the narrowest scopes they need, prefer read-only access where possible, use draft transactions and human review before posting, and monitor Agent activity.
  • Third-party AI providers. Agents and AI models are provided by third parties, not by us. Data you send to them is governed by your arrangements with those providers. We are not responsible for third-party Agents, models or MCP clients.
  • Posted transactions are immutable. Posted transactions cannot be edited, only reversed, so the books keep a complete audit trail. We cannot undo transactions an Agent has posted on your behalf.

7. Acceptable use

You must comply with our Acceptable Use Policy. In particular, you must not use the Service for anything unlawful, including fraud, money laundering, terrorist financing, tax evasion or sanctions evasion, and you must not interfere with the Service or other customers.

8. Fees, trials and taxes

  • Paid plans are billed monthly in advance at the prices shown on our pricing page, plus overage charges accrued in the month where your plan includes them, billed in arrears.
  • Every plan begins with a free trial. When the trial ends, your subscription becomes payable. If you have stored a card, it will be charged automatically, and it will renew each month until you cancel. Details of trials, renewals, failed payments, cancellation and refunds are in our Billing & Refund Policy.
  • Prices exclude taxes unless stated. You are responsible for any VAT, sales, use, digital services or withholding taxes that apply to your purchase, other than taxes on our income. If you are required to withhold tax, you will gross up the payment so we receive the full amount invoiced, unless the law prevents it.
  • We may change prices with at least 30 days' notice by email. Changes apply from your next billing period after the notice ends. If you do not agree, you can cancel before then.
  • If payment fails, we may limit your account as described in the Billing & Refund Policy. Read access to your books stays available while your account exists.

9. No accounting, tax, legal or financial advice

Microbooks is a software tool. We are not an accounting firm, tax adviser, auditor, lawyer or financial adviser, and the Service, our documentation and our support do not provide professional advice. Financial statements and reports produced by the Service are only as accurate as the data and configuration you give it.

We do not guarantee that your use of the Service, or any output of it, complies with the accounting standards (including IFRS), tax laws, electronic tax invoicing rules (including KRA eTIMS) or filing requirements of any country. You are responsible for checking outputs, for your tax filings and statutory accounts, and for getting professional advice where needed.

10. Availability and support

We work to keep the Service available and to fix problems promptly, but we do not promise that it will be uninterrupted, error-free or available at any particular time unless we have agreed a separate written service level agreement with you. We may carry out planned maintenance, and will try to give advance notice of planned downtime that is likely to affect you. Support channels depend on your plan, as described on our pricing page.

We apply rate limits and usage quotas to protect the Service. Requests beyond them may be throttled or rejected.

11. Our intellectual property

We and our licensors own the Service, including its software, APIs, documentation and branding. Subject to these Terms, we give you a limited, non-exclusive, non-transferable right during your subscription to use the Service for your internal business purposes and to build and run applications that use it. You must not copy, resell or sublicense the Service as a standalone product, reverse engineer it except where the law allows, or remove proprietary notices. Feedback you give us may be used without obligation to you.

12. Suspension and termination

  • By you. You can cancel your subscription or delete your account at any time. Cancellation takes effect at the end of the current billing period.
  • Suspension by us. We may suspend access, with notice where reasonably possible, if we reasonably believe your account is compromised, your use threatens the security, integrity or availability of the Service, you are in material breach of these Terms or the Acceptable Use Policy, or the law requires it. We will restore access once the issue is resolved.
  • Termination by us. We may terminate these Terms with 30 days' notice for any reason, refunding any prepaid fees for the unused period. We may terminate immediately for a material breach you do not fix within 14 days of notice, or for a serious breach of the Acceptable Use Policy.
  • What happens to your data. When an account is deleted, sign-in stops straight away. We keep personal data for a period of [6 months] so that a deletion made in error can be reversed, and then delete or anonymise it. Financial records in your books are anonymised but kept for [7 years] where tax law requires. Details are in our Privacy Policy. Export your data before you delete your account.
  • Sections 5, 6, 9, 11 and 13 to 18 survive termination.

13. Disclaimers

To the extent permitted by law, the Service is provided "as is" and "as available". We disclaim all warranties, whether express, implied or statutory, including warranties of merchantability, fitness for a particular purpose, title, non-infringement and accuracy, and any warranty that the Service will meet your requirements or that outputs will be error-free.

14. Limitation of liability

To the extent permitted by law:

  1. Neither party is liable for any indirect, incidental, special, consequential or punitive loss, or for loss of profits, revenue, business, goodwill or anticipated savings.
  2. We are not liable for losses arising from: incorrect, incomplete or late bookkeeping entries; tax, regulatory or filing penalties, interest or assessments; actions taken by your Agents or users or with your credentials; or your reliance on reports without independent review.
  3. Our total liability arising out of or in connection with the Service and these Terms is limited to the greater of (a) the fees you paid us for the Service in the 12 months before the event giving rise to the claim and (b) US$100.

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

15. Indemnity

You will defend and indemnify us against third-party claims, and the resulting losses, costs and reasonable legal fees, arising from Customer Data, your Agents, your applications, or your breach of these Terms, the Acceptable Use Policy or applicable law. We will tell you about the claim promptly, let you control the defence, and give reasonable help at your expense.

16. Changes to these Terms

We may update these Terms. For material changes, we will notify you by email or in the console at least 30 days before they take effect, unless a change is required sooner by law or for security. Each version is dated, and our records show which version you accepted. If you continue using the Service after a change takes effect, you accept the updated Terms. If you do not agree, you can cancel before the change takes effect.

17. Governing law and disputes

  • These Terms and any non-contractual obligations connected with them are governed by the laws of Kenya.
  • Before starting formal proceedings, each party will try in good faith to resolve the dispute by negotiation for 30 days after written notice.
  • Disputes not resolved by negotiation will be finally resolved by arbitration under the Rules of the Nairobi Centre for International Arbitration (NCIA), by a sole arbitrator, seated in Nairobi and conducted in English. Either party may seek urgent injunctive relief from a competent court.
  • Consumers in the UK and EU. If you use the Service as a consumer and live in the UK or the European Union, you also benefit from any mandatory protections of the law of your country of residence, and you may bring proceedings in the courts there.
  • United States. If you are in the United States, you and we agree that claims will be brought only in an individual capacity and not as a plaintiff or class member in any purported class or representative proceeding, to the extent permitted by law.

18. General

  • Entire agreement. These Terms, and the documents they incorporate, are the whole agreement between us about the Service and replace any earlier understanding. A signed order form or agreement with us takes precedence where it conflicts with these Terms.
  • Assignment. You may not transfer these Terms without our consent. We may transfer them to an affiliate or as part of a merger, acquisition or sale of assets, with notice to you.
  • Force majeure. Neither party is liable for delay or failure caused by events beyond its reasonable control, other than your payment obligations.
  • Notices. We will send notices to your account email. You can send notices to legal@microbooks.io or to our registered office.
  • Severability and waiver. If any part of these Terms is unenforceable, the rest stays in effect. A failure to enforce a right is not a waiver of it.
  • Third parties. No one other than you and us has any right to enforce these Terms.
  • Export controls. You will comply with export control and sanctions laws that apply to your use of the Service.

Contact

Pinecrest Solutions Ltd, [REGISTERED ADDRESS]. Email: legal@microbooks.io.