Terms of Service

1. Who we are

ifatools.ai is built and run by Cervello Financial Planning. In these terms, "we", "us" and "our" mean Cervello Financial Planning. "You" and "your" mean the firm that holds the account, and "the apps" means Scrutineer, Strata, Carbon, Asclto, Reckoner and Freeboard, and any updates to them.

2. These terms

These terms form the agreement between your firm and us. They apply when you open an account or start a subscription, and they continue while you have an account with us.

ifatools.ai is for businesses only. It is sold to UK financial advice firms and is not available to consumers. By accepting these terms, you confirm that you are acting for a business and that you have the authority to agree to them on your firm's behalf.

Our privacy notice and our Data Processing Addendum also form part of this agreement.

3. Your account and who can use it

Your firm's account is where you manage your subscription, seats, computers, firm details and invoices. You must give us accurate details and keep them up to date.

• Only your firm's partners, employees and contractors may use the apps, and only for your firm's business.
• Each person must sign in with their own details. Logins must not be shared.
• You are responsible for everything done through your account, and for making sure the people who use it follow these terms.
• Keep passwords safe. If you think someone has got into your account, tell us straight away.

4. Subscriptions, seats and computers

A subscription gives your firm access to the apps you choose, or to the full suite, for the number of seats you choose.

• Seats: every person who signs in to an app uses one seat.
• Computers: each seat can be used on up to 2 computers.
• Signing in: the apps run on your firm's own computers. Each person signs in to your ifatools.ai account in the app.
• Checking in: the apps check in with us at least every 14 days, and can work offline for up to 14 days. If an app can't check in for longer than that, it will stop working until it can.
• Device records: to apply the seat and computer limits, we record each computer's name, a random device id, its operating system, the app version and when it was last seen. You can sign out a computer from your account page.

5. Prices, VAT and payment

Prices are shown on our website and when you check out. They exclude VAT. UK VAT at 20% is added.

• You can pay monthly, or annually. An annual subscription costs the same as 10 months of the monthly price.
• You pay in advance, at the start of each monthly or annual period.
• Your subscription renews automatically at the end of each period until you cancel it.
• Payments are taken by card through Stripe. Your card details go straight to Stripe and never touch our servers.
• We email an invoice for each payment, and you can find your invoices in your account.

Price changes: a change to our prices applies to new subscriptions only. You keep your current price unless we give you at least 30 days' notice of a change. If you don't want to pay the new price, you can cancel before it takes effect.

6. Changing your plan and seats

• Adding seats: takes effect straight away. We charge for the rest of the current period straight away, in proportion to the time left.
• Removing seats: takes effect from your next renewal. You keep the seats you've paid for until then.
• Other changes: if you change which apps are in your plan, we'll show you the cost and when the change takes effect before you confirm it.

7. Cancelling

Monthly plans have no minimum term. You can cancel any time from your account. Cancelling stops your subscription renewing. It takes effect at the end of the period you've paid for, and you can keep using the apps until then.

Annual plans run to the end of the year you've paid for. If you cancel an annual plan, it won't renew, and you can keep using the apps until the end of that year.

8. Refunds

We don't give refunds for part periods, including when you cancel, remove seats or stop using the apps partway through a period. The exceptions are where the law requires a refund, or where we choose to give one.

9. Failed payments and suspension

If a payment fails, we'll try again and email you so you can update your payment details. If it is still unpaid 14 days after it was due, we may suspend access to the apps until it is paid. We'll restore access once the payment goes through.

10. Discount codes and trials

• Discount codes: a discount applies as stated when the code is given to you. Only one code can be used on each subscription, and codes cannot be exchanged for cash.
• Trials: we may offer a free trial on some plans. Any trial, and what happens when it ends, will be explained before you start it.

11. Your licence to use the apps

While your subscription is active and paid, we give your firm a non-exclusive, non-transferable licence to install and use the apps you subscribe to, on your firm's computers, for your firm's own business, within your seat and computer limits.

We, or our licensors, own the apps, the website and everything in them. Apart from this licence, these terms don't give you any rights in them.

12. Acceptable use

You must not, and must not let anyone else:

• share logins, or let more people or computers use the apps than your seats allow
• get around the seat, computer or check-in limits, or any other technical controls in the apps
• copy, change, decompile or reverse engineer the apps, except where the law allows this and can't be excluded
• sell, resell, rent, lend or sublicense the apps, or use them to provide a service to other firms
• use the apps or the website for anything unlawful, or in a way that could damage, overload or disrupt them

13. Your data and our privacy notice

Your firm can store firm details, regulatory wording, team members' names, email addresses and roles, and logo and signature images in your account, so the apps can fill in their setup for you. We hold this account data for your firm.

Our privacy notice explains how we handle personal information. Where we process personal data on your firm's behalf, our Data Processing Addendum applies.

We don't hold your clients' files. The apps process documents on your firm's computer and send them to the AI provider your firm chooses, under your firm's own account. Your firm is responsible for its own client data, and for having a lawful basis and the right arrangements in place to use it in this way.

14. AI providers and Fireflies

The apps work with services that are run by other companies, not by us:

• AI providers: Anthropic (Claude) or OpenAI (ChatGPT), whichever your firm chooses.
• Fireflies: used by the meeting apps.

Your firm uses these services under its own accounts and its own agreements with those companies. Your firm is responsible for those accounts, for paying for them, and for following their terms. We aren't responsible for how those services work, for their availability, or for how they handle your data.

15. Your responsibilities as an advice firm

The apps are tools to help your firm work. They do not provide regulated advice, and using them does not make your firm compliant. Nothing in the apps is approved by the FCA.

Your firm remains responsible for:

• the regulated advice it gives, and meeting its regulatory obligations
• checking everything the apps produce before relying on it or sharing it
• its own client data
• its AI provider and Fireflies accounts

16. Availability and updates

We work to keep the apps and your account available and working well, but we can't promise they will always be available or free from errors. We may need to take the service offline from time to time, for example for maintenance or to fix a problem.

We release updates to the apps to fix problems, keep them secure and improve them. Some updates may be needed for the apps to keep working. We may change features over time. If we make a change that significantly reduces what your plan includes, we'll tell you in advance, and you can cancel.

17. Liability

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that the law does not allow us to limit or exclude.

Subject to that:

• we are not liable for any loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss
• we are not liable for any loss that comes from advice your firm gives, from relying on output from the apps without checking it, or from services run by other companies, including your AI provider and Fireflies
• our total liability to your firm, however it arises, under or in connection with this agreement, is limited to the fees your firm paid us in the 12 months before the event that gave rise to the claim

Except as set out in these terms, all warranties, conditions and other terms implied by law are excluded as far as the law allows.

18. Ending the agreement

You can end this agreement by cancelling your subscription and closing your account.

We may suspend or end your access, with notice where we can give it, if:

• a payment is still unpaid 14 days after it was due
• your firm seriously breaks these terms, or breaks them and doesn't put it right within a reasonable time of us asking
• we reasonably believe the apps are being used unlawfully or in a way that puts other people, or us, at risk

When the agreement ends, your licence ends and the apps will stop working. Before you close your account, you can export your data from your account's Security page. What happens to your data after that is set out in our privacy notice. Any parts of these terms that are meant to continue after the agreement ends, such as those on liability, will continue.

19. Changes to these terms

We may update these terms from time to time, for example to reflect changes to the apps or the law. If we make a change that affects you significantly, we'll email the account holder at least 30 days before it takes effect. If you don't agree to the change, you can cancel before it takes effect. The version and date at the top show which version applies.

20. General

• Whole agreement: these terms, together with our privacy notice and Data Processing Addendum, are the whole agreement between us about ifatools.ai.
• Transfer: you may not transfer your rights under this agreement without our written agreement. We may transfer ours to another organisation, and we'll tell you if we do.
• Events outside our control: we aren't responsible for delays or failures caused by events outside our reasonable control.
• If part is invalid: if a court decides that part of these terms is invalid, the rest stays in force.
• No waiver: if we don't enforce a right straight away, we can still enforce it later.
• Third parties: no one other than your firm and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
• Law and courts: these terms, and any dispute about them, are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.

21. Contact

If you have a question about these terms, email hello@ifatools.ai, write to us at the address above, or use the contact page.