Terms & conditions

1. About this agreement

My Companies AI is an unincorporated business trading as My Companies AI ("we", "us", "our"). These terms govern the website at mycompaniesai.com, its company workspaces, connected desktop application and related services (the "Service"). "Customer" or "you" means the business or other organisation ordering the Service, including a sole trader using it for their business. "Users" are the individuals you authorise to use your workspace.

By expressly accepting these terms during signup or in an order, you confirm that you are at least 18, are acting for business purposes and have authority to bind the Customer. Invited Users must follow the acceptable-use, confidentiality and account-security obligations. Merely visiting the public website does not create a paid subscription.

Your agreement consists of these terms, any accepted order and the Data Processing Agreement (DPA) where we process personal data for you. The Privacy notice explains our own use of personal data; acknowledging it is not consent to unrelated processing or marketing. Mandatory transfer clauses prevail over the DPA, the DPA prevails on data-processing matters, and a specifically agreed order prevails on commercial matters.

This version applies when accepted. Publishing it does not retrospectively replace a separately agreed contract or amount to acceptance by existing customers. Keep a copy of the version you accept.

2. The Service and AI answers

The Service helps authorised Users find answers from a Customer's company knowledge. Uploads are analysed and must be reviewed and approved before publication for answering questions. Access controls limit retrieval to the relevant company and the knowledge the User is authorised to use. Ordinary staff receive answers without accessible document originals or source references; access to originals and citations is restricted to authorised company administrators.

AI answers can be incomplete, inaccurate or out of date even when they are grounded in documents. An answer is generated assistance, not a verified statement, professional advice or a decision by us. Review consequential answers against your approved policies and consult a qualified person where appropriate. You remain responsible for the accuracy, rights, currency and approval of your content and for decisions made using the Service.

Do not use an AI answer alone to make decisions with legal or similarly significant effects on an individual, including hiring, dismissal, credit, healthcare or eligibility for essential services. Meaningful human review is required. The Service is not an emergency service or a safety-critical system.

3. Accounts and company administration

Provide accurate registration and billing information and keep a monitored contact address. Use a separate account for each person; do not share passwords, recovery codes or authentication tokens. Protect devices, use MFA where available or required, and notify help@mycompaniesai.com promptly if you suspect unauthorised access.

The Customer controls invitations, administrator and manager appointments, department roles, collections, document permissions and available conversation-visibility settings. Administrators must review access regularly and remove leavers promptly. The Customer is responsible for its authorised Users and for explaining workplace monitoring and data use to them. Primary-admin protection is enforced by the Service; it does not settle disputes about ownership of the Customer's business.

We may require reasonable evidence of authority before processing ownership, recovery, export or deletion requests. A password reset does not bypass applicable MFA or primary-admin protections.

4. The trial

A standard trial lasts 24 hours from creation of the company workspace and includes 10 AI messages shared across that company. The trial ends when either the time or shared message allowance is exhausted. Waiting to verify an email address does not restart the trial clock. No payment card is required to create a trial, and a trial does not automatically create a paid card subscription.

Trials are for genuine evaluation. Creating duplicate accounts or companies to obtain repeated trials or evade restrictions is prohibited. Trial access is also subject to security and AI-processing safeguards.

5. Question allowances and fair usage

Standard paid allowances are up to 30 questions per person per day within a company, subject to the shared monthly company pool below. Both limits apply: remaining personal allowance does not override an exhausted company pool.

A submitted question or regeneration uses one question. The answer and automatic provider retries do not count as additional questions. A completed response explaining that there is insufficient approved knowledge still counts as a response. Application failures return the reserved question allowance; processing costs already incurred may still count towards safeguards.

Daily allowances reset at 00:00 UTC. Monthly pools reset at 00:00 UTC on the first day of each calendar month, independently of the subscription billing date. Unused allowance does not roll over or have cash value. Deleting conversations, changing plans or changing an allowance does not erase usage already recorded for the period. User-seat, storage, file-size and other plan restrictions also apply.

We may agree a different allowance with an individual Customer and apply it through site administration. The effective question allowance is shown in the workspace. Overrides persist until changed or cleared, including across a plan change, unless an order says otherwise. Increasing a limit preserves usage already consumed. Lowering a limit below usage blocks further requests until the next reset or an agreed increase. A zero allowance pauses that activity; restoring defaults does not reset usage. Only site administrators can change these overrides.

Included questions are subject to separate processing-cost, request-size, output-length, concurrency, rate and abuse safeguards. These cover answering, search indexing and document processing, including failed provider attempts. A company or site-wide processing ceiling can temporarily stop AI activity before all questions have been used. This is not an unlimited-compute offering. We do not charge automatic overage fees or convert a safety ceiling into a Customer charge. Contact help@mycompaniesai.com about a limit or a larger agreed allowance.

We will apply fair-use controls proportionately to keep the Service reliable and protect it from abuse. We may immediately restrict requests that threaten security, availability or uncontrolled expenditure. Permanent material reductions to an agreed paid entitlement follow the change-notice rules below; safeguards are not a right to arbitrarily withhold the paid Service.

6. Prices, payment and renewal

The price, currency, billing period, seats and included features shown in the checkout or accepted order govern your purchase. Public pricing is normally in pounds sterling. Applicable VAT or other taxes and the total payable must be identified before you commit. Internal AI cost accounting in US dollars does not change your subscription currency or create a separate charge.

Paid online subscriptions use card payments through Stripe when checkout is available. No payment obligation is created by an unavailable checkout. We do not receive or store your full card number or card security code. Your payment-provider agreement also applies to its services.

Unless your order says otherwise, a paid subscription is charged monthly in advance and renews for successive monthly periods until cancelled. The renewal amount and date are shown by the billing service. Keep your payment details current. Failed payments may result in restricted or suspended access after notice and a reasonable opportunity to resolve the failure, except where an immediate restriction is necessary to prevent fraud.

Promotional codes apply only on their stated conditions and expiry dates, cannot be exchanged for cash, and cannot be combined unless expressly allowed. We may correct obvious pricing errors before accepting an order; we will not silently increase an amount already accepted.

7. Cancellation and refunds

An authorised billing administrator can cancel future renewal through the billing portal when available or email help@mycompaniesai.com identifying the company. We will acknowledge requests and apply a timely cancellation to the next unpaid renewal. Unless you request an immediate closure, access continues to the end of the period already paid. Cancelling renewal is different from deleting a workspace.

For business subscriptions, fees for a started billing period are normally non-refundable and unused questions have no refund value. This does not exclude refunds required by law, correction of an incorrect charge, an express refund agreement, or the remedies below. If we end the Service for convenience, or materially fail to provide it and do not remedy that failure within a reasonable time after notice, you may end the affected Service and receive a proportionate refund of prepaid fees for the unavailable remainder.

The Service is offered for business use. If you nevertheless qualify as a consumer under applicable law, mandatory consumer rights, cancellation rights and remedies prevail over these terms. We do not treat starting a trial or using the Service as an automatic waiver of those rights.

8. Acceptable use and restricted information

You must have the rights and lawful authority to upload, disclose and process all Customer content. Do not use the Service to infringe privacy, intellectual-property or other rights; distribute unlawful content, malicious code or spam; deceive or harass people; attempt to access another company's data; or defeat approvals, access controls, CAPTCHA, MFA, usage limits or security measures.

Do not share accounts, rotate identities to evade quotas, create artificial traffic, repeatedly re-upload content to consume resources, scrape the Service at scale, resell access or run bulk automated workloads without our written agreement. Normal use of an authorised client or API remains subject to the same controls. Arrange security testing with us in writing before testing production systems or other customers' data.

The standard Service is intended for ordinary business knowledge. Do not upload payment-card security data, passwords or private keys, government-classified material, or information requiring a security certification or specialist hosting arrangement we have not expressly agreed. Special-category personal data, criminal-offence data and regulated health records require a prior written assessment and agreement on appropriate safeguards. A paid or Enterprise plan does not by itself supply those safeguards. The standard Service is not offered as suitable for top-secret material.

We may refuse, quarantine or remove content reasonably believed to breach these terms or applicable law and explain our action where lawful and practicable. Antivirus scanning reduces risk but cannot guarantee that a file is safe.

9. Content, intellectual property and confidentiality

You retain your rights in Customer content. You grant us a limited permission to host, copy, extract, index, transmit, display and process that content only as needed to provide, secure and support the Service, comply with your instructions and meet legal obligations. This includes use of the disclosed service providers. It does not permit selling your content, public disclosure, advertising use or training a shared model for our own purposes.

As between you and us, you may use outputs to the extent permitted by law and the rights in the underlying material. We claim no ownership of your business knowledge merely because it was uploaded or used in an answer. AI output may not be unique or protectable by intellectual-property rights. Third-party rights remain applicable.

We retain our rights in the Service, software, design and branding. During your subscription we grant your authorised Users a limited, non-exclusive right to use the Service for the Customer's internal business purposes. Open-source components remain subject to their applicable licences.

Each party will protect the other's non-public business information with reasonable care, use it only for the agreement and disclose it only to people who need access and owe confidentiality obligations. This excludes information lawfully public, independently developed, already known without restriction or lawfully obtained elsewhere. Legally compelled disclosures are permitted, with advance notice where lawful. These obligations continue after the agreement ends while the information remains confidential.

10. Personal data, security and exports

The Customer determines the purpose and lawful basis for personal data in its company knowledge and user activity. The DPA governs our processing on its behalf. Our Privacy notice covers account administration, enquiries, billing, security and other processing for which we determine the purpose.

Primary application hosting is in Scotland, United Kingdom. External AI, email and network services may process data in other countries. Review the provider register and DPA before using data subject to residency or transfer restrictions. The Service is not end-to-end encrypted; uploaded originals and application data currently have no application-level document encryption. No blanket certification, UK-only processing or zero-retention promise is made.

Keep copies of original documents and export information you need before deletion or closure. Users can export their own conversations; authorised administrators can access permitted originals. Contact support for other reasonable export or deletion assistance. Backups support recovery but are not a substitute for your own records or a guarantee against every loss. Personal-data return, deletion and backup handling follow the DPA.

11. Support, availability and changes

Send service and billing queries to help@mycompaniesai.com. We will use reasonable care and skill to provide and maintain the Service. Unless a separate agreement specifies otherwise, support has no guaranteed response time and there is no contractual uptime percentage or service-credit scheme. Planned maintenance, provider outages and necessary security work may interrupt access. We will give reasonable notice of planned material disruption where practicable.

We may improve features and change underlying technology while maintaining the core contracted functionality. We will give at least 30 days' notice of a price increase, material reduction in an agreed paid allowance or materially adverse change to these terms, normally by email or a prominent account notice. Changes apply prospectively, normally from a renewal. You may cancel before they apply. Changes urgently required by law or security may take effect sooner, with an explanation as soon as reasonably possible.

12. Suspension and termination

We may suspend the affected account or activity where reasonably necessary because of a serious breach, unlawful activity, compromised credentials, unpaid fees or a material risk to the Service or others. We will limit the scope and duration where practical and give reasons and a route to resolve the issue unless doing so would be unlawful or undermine security.

Either party may terminate for a material breach which remains unresolved 14 days after written notice, or immediately if it cannot reasonably be remedied. We may discontinue the Service on at least 30 days' notice, with the refund and data-return arrangements above. You may request closure at any time. Data-protection assistance is not conditional on paying a disputed fee.

13. Responsibility and liability

Nothing excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or liability that cannot lawfully be excluded or limited. Mandatory consumer rights and individuals' statutory data-protection remedies are unaffected. Any limitation applies only to the extent lawful and reasonable.

Subject to that paragraph, our total contractual and non-contractual liability arising from the Service in any 12-month period is limited to the greater of £100 and the fees paid or payable by the Customer for the affected Service in the preceding 12 months. Subject to the same qualifications, we are not liable for indirect or consequential losses, or lost profits, revenue, anticipated savings or business opportunities. These restrictions do not excuse our obligation to use reasonable care and skill or to provide an expressly agreed refund.

You must take reasonable steps to reduce avoidable loss, including checking significant AI outputs, protecting credentials and retaining source documents. We are not responsible for a failure caused solely by your unlawful instructions or unauthorised changes. Each party remains responsible for its own obligations under applicable law.

14. General terms, international customers and complaints

Neither party is responsible for delay caused by events genuinely beyond its reasonable control, provided it takes reasonable steps to reduce the effects and resume performance. This does not remove payment already due, mandatory legal obligations or applicable refund rights. If a material interruption continues for 30 days, either party may end the affected Service.

No failure to enforce a term is a waiver. If a provision is unenforceable, the remaining provisions continue where they can operate fairly. You may not transfer your agreement without our reasonable consent. We may transfer it as part of a genuine business transfer if the successor assumes our obligations and your rights are not materially reduced. We will give notice. No third party has contractual enforcement rights except where mandatory law or agreed data-transfer clauses provide otherwise.

Scots law governs the agreement and non-contractual disputes, and the courts of Scotland have exclusive jurisdiction for business disputes, subject to mandatory local law and the jurisdiction rules of any binding transfer clauses. International customers retain rights that cannot be displaced by a choice of law. This agreement does not represent that the Service meets every country's sector-specific or data-localisation requirements.

Contact help@mycompaniesai.com first for a service complaint. Send formal contractual notices to legal@mycompaniesai.com and privacy requests to privacy@mycompaniesai.com. Include the company name and enough information to identify the issue, but do not email passwords or unnecessary sensitive information. We will try to resolve disputes constructively; this does not restrict your right to contact a regulator or bring proceedings.