Terms of service

These terms are the agreement between your business and Auromis for using the Auromis app. Please read them carefully, especially the sections on what Auromis doesn’t do, your responsibilities and the limits on our liability.

Who these terms apply to

Auromis is for businesses only, and we don’t contract with consumers. By creating an account or using Auromis, you confirm that you’re using it for a business, for example as a specialist subcontractor or as an accountant or bookkeeper working for one, and that you’re authorised to accept these terms for that business. In these terms, “you” means that business, and “we” and “us” mean Auromis.

If you use Auromis for clients, for example as an outside accountant, you confirm that each client has authorised you to upload their documents and act for them in Auromis.

What Auromis does

Auromis is a web app that helps subcontractors keep track of what they’re owed. You upload documents you already have, such as applications for payment, payment notices and pay less notices, contract and variation details, remittances, CIS deduction statements, bank statements and accounting exports. Auromis then:

• reads them with AI and links every extracted figure to its source document,
• calculates totals, retention and short payments with fixed program code, not AI,
• shows what each main contractor owes you, the retention they hold (both halves) and what’s late,
• shows dates that may apply, such as payment notice, pay less notice, final date for payment and retention release dates, based on the Construction Act rules we maintain and the contract details you confirm, and reminds you before them,
• prepares draft letters, such as retention release requests and payment reminders, that you review and send yourself.

We provide Auromis as it exists at the time you use it. The features described on our website may change, and a description of future or announced functionality isn’t a commitment: a feature isn’t part of the service until we release it.

What Auromis doesn’t do

• No legal advice. Auromis isn’t a law firm and doesn’t give legal advice or carry out reserved legal activities. Dates, rules and letter templates are general information applied to the data you provide.
• Nothing in your name. We don’t send letters, notices or claims for you, we don’t sign anything for you, and we don’t start adjudication or any other proceedings. You decide what to send, and you send it.
• No money handling. We don’t receive, hold or transfer money for you or your customers. We don’t lend money, offer finance or act as a debt collector.
• No portal logins. We never ask for or use your logins to contractor portals or other third-party systems, and we don’t scrape them. You upload exports and documents yourself.
• No accounting or tax advice. Auromis doesn’t replace your accounting software, your bookkeeper or your accountant, including for CIS and VAT.

Your responsibilities

• Check the extracted data. AI can misread documents. Confirm your contracts, main contractors and retention percentages on the confirm screen, and check figures against their linked source before you rely on them.
• Treat dates as guidance to verify. Payment and notice dates depend on your contract, on the Scheme for Construction Contracts where your contract doesn’t cover them, on how and when notices are served, and on laws that change. Auromis may not know all the facts. Verify every date that matters to you, and take advice where needed, before you rely on it.
• Review and send letters yourself. Drafts are starting points. You’re responsible for their content, for deciding whether and when to send them, for how they’re served (for example, as your contract requires) and for what happens as a result.
• Only upload what you may use. Upload only documents you have the right to use, and make sure you can lawfully share any personal data in them with us.
• Keep your own records. Auromis isn’t an archive and doesn’t replace the records you must keep by law. Keep copies of your documents and of everything you send.
• Keep your account secure. Keep login details confidential, give access only to people who need it, and tell us promptly at support@auromis.com if you think your account has been misused. You’re responsible for what your users do in your account.

Accounts and users

You need an account to use the app. Give us accurate information and keep it up to date. You can add users, such as colleagues or your accountant, as your plan allows. Users you add act on your behalf.

AI and accuracy

Some results in Auromis, including extracted data and answers in our support chat, are produced by AI and can be wrong. That’s why every extracted figure links to its source and why we ask you to confirm key data. The first answers in our support chat come from an AI assistant; if you’d like a person to answer, just ask, and we’ll reply by email.

Free plan

Our free plan comes with the limits shown on our pricing page, such as a maximum number of active contracts. It comes without any availability commitment. We may change the free plan’s limits or end it with 30 days’ notice; you’ll be able to export your data first. We may close free accounts that have been inactive for 12 months, after emailing you at least 30 days in advance.

Paid plans and fees

• Prices: plans and prices are shown on our pricing page and at checkout. Prices are plus VAT. Our fees are never a percentage of your turnover.
• Billing: paid plans are billed in advance, monthly or yearly, and renew automatically for the same period until you cancel.
• Payment provider: payments are processed by a payment provider, which we name at checkout and in our privacy notice before you can buy anything. If it acts as a reseller (merchant of record), you buy your subscription from it, and its checkout terms also apply to that purchase.
• Price changes: we’ll give you at least 30 days’ notice by email. A new price applies from your next renewal; if you don’t agree, you can cancel before then.
• Failed payments: if a payment fails and isn’t fixed within 14 days of our notice, we may move your account to the free plan or suspend paid features.
• Refunds: fees already paid aren’t refundable, except where these terms say otherwise — we give a pro-rata refund if we remove a major feature of your paid plan, and if we end the agreement for convenience.
• Promotions: offers such as a free first month apply as described in the offer.

Your data

You own your data. Everything you upload, and the data Auromis extracts from it (“Customer Data”), stays yours. You give us permission to host, copy, process and display Customer Data only as needed to provide, secure and support the service for you, and as described in “Improving Auromis” below.

We don’t sell Customer Data, and we don’t use it to market to your customers or main contractors. For personal data in Customer Data, you’re the controller and we’re your processor. Our data processing agreement forms part of these terms; we’ll make it available before your first upload, and you can ask us for it at support@auromis.com. Our privacy notice explains how we handle personal data where we’re the controller.

You can export your data and delete it at any time, and we provide exports in common, machine-readable formats. After your account closes, you can export your data for 30 days. After that, we delete it from our active systems, and our backups are overwritten within a further 35 days, unless the law requires us to keep it.

Improving Auromis

• Correction examples: to keep extraction accurate, we may keep examples where an extracted value was corrected — the relevant extract of the document and the correct value — and use them to check and improve how Auromis reads documents of that kind.
• Document layouts: we may learn the layout of recurring documents, such as a particular main contractor’s payment notice, so Auromis reads that format faster for all customers. We never show your figures or your content to other customers.
• AI providers: we send document content to an AI provider so that it can be read. It processes that content on our behalf under a contract with us, and we name our providers in our privacy notice.
• Combined statistics, only with your consent: if you agree, we may include your data in anonymised, combined statistics, such as how quickly main contractors pay on average. Statistics never identify you or show your individual data, and we only publish figures that combine enough customers that no single one can be picked out. You can give or withdraw consent at any time in your account settings or by emailing support@auromis.com.
• Usage data: we use data about how the service is used, such as which features are used and how often errors occur, to run and improve Auromis.

Confidentiality

Each of us will keep the other’s non-public business information confidential, use it only for this agreement and protect it with at least reasonable care. This doesn’t apply to information that is or becomes public through no fault of the receiving party, was already known to it, is developed independently or is lawfully received from someone else. Either of us may disclose information when the law requires it, after telling the other where that’s allowed.

Acceptable use

You agree not to:

• upload anything unlawful, anything you’re not allowed to share, or malware,
• try to access other customers’ data or get around our security,
• overload, scrape, copy or reverse engineer the service, except where the law allows it,
• resell Auromis, or use it to build a competing product,
• use Auromis to prepare or send anything fraudulent, threatening or harassing.

Our intellectual property

Auromis, including the software, rules data, templates and website content, belongs to us or our licensors. While your subscription lasts, we give you a non-exclusive, non-transferable licence to use Auromis for your business. Drafts you create from our templates are yours to use, edit and send for your business. If you send us feedback, we may use it without any obligation to you.

Availability and changes

We work to keep Auromis available, but we don’t promise uninterrupted or error-free service, and we give no uptime guarantee. We may carry out maintenance and change or improve features. If we remove a major feature of a paid plan, we’ll tell you in advance, and you may cancel and receive a pro-rata refund of fees you prepaid for the remaining period.

Our responsibility to you

• What we don’t exclude: nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that can’t be limited or excluded by law.
• What we don’t promise: we don’t guarantee that extracted data, rules, dates or draft letters are complete, accurate or up to date, or that using Auromis will get you paid or preserve any right. Except as set out in these terms, all terms implied by law are excluded to the extent the law allows.
• Losses we’re not responsible for: subject to the first point, we’re not liable for loss of profit, revenue, business, goodwill or anticipated savings; for loss of retention, payments or contractual rights; for loss or corruption of data; or for any indirect or consequential loss.
• Overall cap: subject to the first point, our total liability to you under or in connection with these terms is limited to the greater of the fees you paid us in the 12 months before the event giving rise to the claim and £100. So if you use only the free plan and have paid us nothing, our total liability is £100.
• Fees and your own obligations: these limits don’t apply to fees you owe us, or to your obligation to upload only documents you have the right to use.

Ending the agreement

• You can cancel a paid plan at any time in your account settings or by emailing support@auromis.com. It ends at the end of the current billing period. You can close your account at any time.
• We may suspend access immediately if that’s needed to prevent harm to the service, other customers or third parties, and we’ll tell you why. We may end the agreement if you materially breach these terms and don’t fix the breach within 14 days of our notice, or for any reason with 30 days’ notice, in which case we’ll refund fees you prepaid for the unused period.
• After it ends, you can export your data as described in “Your data”. Terms that by their nature should continue, such as fees owed, intellectual property and our responsibility to you, continue to apply.

Changes to these terms

We may update these terms. We’ll give you at least 30 days’ notice of material changes by email or in the app. If you keep using Auromis after a change takes effect, the new terms apply. If you don’t agree, you can cancel before then, and we’ll refund fees you prepaid for the unused period.

Governing law and disputes

These terms, and any dispute or claim arising from them or their subject matter (including non-contractual disputes or claims), are governed by the laws of the State of Delaware, USA, and the state and federal courts located in Delaware have exclusive jurisdiction. Nothing here takes away a right you have under the law of the place where your business is established that can’t be given up by agreement.

Before going to court, please email support@auromis.com. Most problems are faster to fix that way.

General

• Entire agreement: these terms, the plan description and prices that applied when you subscribed, the data processing agreement and any order you place are the whole agreement between us about Auromis. If they conflict, the data processing agreement comes first, then your order, then the plan description, then these terms.
• Transfer: you may not transfer this agreement without our consent. We may transfer it to an affiliate or to a successor of our business.
• Events beyond our control: neither of us is responsible for delays caused by events beyond our reasonable control.
• Notices: we send notices to the email address on your account. You can send notices to support@auromis.com.
• Third parties: no one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
• No waiver; severability: if we don’t enforce a right, we don’t give it up. If a court finds part of these terms unenforceable, the rest still applies.
• Independent parties: these terms don’t create a partnership, agency or employment relationship.

Contact

Auromis
Email: support@auromis.com