The terms for using Proovva Inbox

This agreement

These terms are a contract between Allen Living Limited, registered in England & Wales, company number 14787139 (“we”, “us”), and the accounting practice that signs up (“you”). By claiming a seat or letting your people use Proovva Inbox, you accept them. If you accept them for a firm, you confirm you have authority to bind it.

Founding seats are for businesses. You confirm you are signing up in the course of your business, not as a consumer.

Where we have signed a separate written agreement with you, it takes precedence where the two conflict. Questions about these terms go to hello@move37.fun.

What Proovva Inbox does, and does not do

Proovva Inbox reads email from your clients, looks up the answer in your ledger, and writes a draft reply in your voice, with every figure linked to where it came from. The draft waits in your Outlook Drafts for you to check, edit and send.

These limits are deliberate, not just how it works today:

• It never sends on its own. A reply goes only when you send it. See section 06.
• It never changes your books. It reads your ledger and writes nothing to it.
• It doesn’t file anything with Companies House, HMRC or anyone else.
• It uses documented interfaces only, never by driving a browser or scraping a portal.

The founding member terms

The founding offer is on these terms, the same words as on the founding page:

Price

£20 per user a month + VAT for a standard seat. One founding seat per person. The list price is £40. You keep the £20 for as long as you stay subscribed. It covers Proovva Inbox only.

Refund

Full refund within 30 days of set-up. No questions. The 30 days start the day your inbox is connected.

Payment

You pay the first month when you sign up, then monthly. No contract.

Cancelling

Cancel any time. You lose your founding seat and price, and rejoining is at the list price if there’s space.

Drafts

No usage cap for your first 3 months. After that, your £20 includes a set number of drafts each month, and extra drafts are charged per draft. We’ll confirm both at least 30 days before your fourth month. If they don’t suit you, you can cancel.

Colleague seats

Founding members get discounted seats for colleagues once Proovva Inbox fully launches. We’ll confirm the price then.

Set-up

We connect Outlook and your ledger with you on one 15-minute call, and your first drafts arrive the same day.

What we ask

Feedback when we ask for it, and permission to share your results and a quote if it’s working for you.

Who it’s for

Accountants at UK practices using Outlook for work email, and Xero or FreeAgent. Founding seats are for businesses.

Your responsibilities

• Authority. You have the right to connect your mailbox and ledger, and to let us process the client data in them, including any client consent or engagement-letter term that needs.
• Checking. You check every draft before you send it or rely on it.
• Your records. A draft can only be as right as the records it reads.
• Your users. You keep sign-ins secure and remove access when someone leaves. What your users do counts as what you do.
• Your own duties. Your regulatory, professional, anti-money-laundering and data-protection duties stay yours.

Professional responsibility

We provide software. We are not your accountant, tax adviser or agent, and using Proovva Inbox creates no engagement of that kind.

Proovva Inbox drafts replies for a qualified person to check before sending. You’re responsible for what you send. Nothing it writes discharges a professional duty or replaces the judgement your professional body expects of you.

It uses AI, and AI can be confidently wrong. That is why every figure is linked to its source, why it says so when it can’t find a figure rather than guessing, and why nothing goes without you.

Email it drafts for you

Proovva Inbox puts each draft in your own Outlook Drafts folder. Nothing is sent until you send it: from Outlook, or, if you choose to review in Proovva, by approving that message there. There is no automatic, scheduled or bulk sending.

A reply you send comes from your account and is yours: its content, its accuracy, and its compliance with your professional duties.

Services you connect

You connect Outlook and your ledger yourself, through each provider’s own consent screen, and you can disconnect at any time. Your relationship with each provider is your own. We aren’t responsible for their availability, prices or changes to their interfaces; if a provider narrows an interface, some features may stop working, and we will tell you when we know.

Acceptable use

You must not:

• use Proovva Inbox unlawfully, or to help with fraud, evasion or money laundering;
• connect a mailbox or ledger you aren’t authorised to use;
• try to get round the sending, access or record-keeping controls;
• use it for marketing or bulk email;
• reverse-engineer it or use it to build a competing product, except where the law allows; or
• resell it, or probe, scan or load-test it.

We may suspend access straight away if we reasonably believe there is a serious breach of this section, a security risk, or a legal requirement. We will tell you why and restore access once it is resolved.

Availability, changes and support

We aim to keep Proovva Inbox available and to be open when it isn’t, but we don’t commit to an uptime figure. We may change it, adding or altering features; we won’t materially reduce what it does without telling you first. Support is by email to hello@move37.fun during UK business hours, and founding members also have the founders’ WhatsApp group.

Ownership and your data

We own Proovva Inbox: the software, its design and its documentation. You may use it for your own practice while this agreement lasts. Nothing else transfers.

Your data stays yours, and so do the drafts as they apply to your clients. We use your data only to provide Proovva Inbox to you, support you, and keep it secure. We may use anonymised statistics about how it is used (volumes, timings, error rates) that never identify you, your clients or anyone else. We don’t train AI models on your data.

As a founding member you agree to give feedback when we ask for it, and permission to share your results and a quote if it’s working for you. Feedback you send us we may use freely.

Confidentiality

Each of us keeps the other’s confidential information confidential, uses it only for this agreement and protects it with reasonable care. Your data, your clients and your terms with us are your confidential information; our non-public technical and business information is ours. This doesn’t cover information that is public through no breach, already lawfully known, or independently developed, or disclosure the law requires. These duties survive the agreement.

Data protection

How we handle personal data is in the privacy policy, which forms part of these terms. For personal data in your clients’ records you are the controller and we are your processor, acting on your instructions; for your own account data we are the controller. Where you need a written data processing agreement, we will sign one, and it takes precedence over this section.

Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn’t allow to be limited. Subject to that:

• Neither of us is liable for indirect or consequential loss, or loss of profit, savings, business or goodwill.
• Our total liability under this agreement is limited to the fees you paid us in the 12 months before the claim arose, or £5,000 if that is more.
• We aren’t liable for loss from a draft that was sent or relied on without the check described in sections 04 and 05, or for what a connected service does or doesn’t do.

You accept these limits are reasonable, given the price and that Proovva Inbox writes drafts for a professional to check rather than finished work.

Cancelling and ending the agreement

You can cancel any time, as the founding member terms set out. We may end the agreement on 30 days’ notice, or straight away if you seriously breach it and don’t put it right within 14 days of being told, or become insolvent. If we end it for our own convenience, we refund any fees paid for the time after it ends.

When it ends, your access ends. For 30 days afterwards we will give you your data in a machine-readable export if you ask, then delete it as the privacy policy describes. Fees owed up to the end stay payable. The sections on confidentiality, ownership, liability and governing law survive.

General, and governing law

• Changes. We may update these terms. For a material change we give at least 30 days’ notice, and you can cancel instead if you don’t accept it.
• Assignment. You may not transfer this agreement without our written consent. We may transfer it to a buyer of the business, on notice to you.
• Whole agreement. These terms, the privacy policy and any signed agreement are the whole agreement between us.
• Severance and waiver. If one part is unenforceable, the rest stands. A delay in enforcing a right doesn’t waive it.
• Third parties. Only you and we can enforce these terms.
• Events beyond control. Neither of us is in breach for a failure caused by something genuinely beyond our reasonable control, while it lasts.
• Governing law. These terms are governed by the law of England and Wales, and its courts have exclusive jurisdiction.

Notices to us go to hello@move37.fun; notices to you go to the email address on your account.