SubReady Practice Plan
Version 1.0 · Effective 27 August 2026 · Aigenticura Ltd, registered in England & Wales
These Practice Plan Terms ("Terms") are an agreement between Aigenticura Ltd, registered in England & Wales, trading as SubReady ("SubReady", "we", "us"), and the accountancy practice, bookkeeping business or tax firm using the SubReady Practice Plan ("the Practice", "you").
By accepting these Terms you confirm you have read them in full and that you are authorised to bind the Practice.
These Terms govern the Practice Plan — seats you buy and provision for your clients. Each client’s own use of the app is governed by the SubReady Client Terms of Service, which they accept themselves. The separate Partner Programme is a different arrangement with its own terms; commission is never paid on Practice Plan seats.
The Practice Plan lets you buy SubReady seats in bulk and assign them to your clients. You get the firm portal — client roster, seat management, readiness and activity views, delegated access to client books where the client consents, and a single monthly bill.
You are our customer and you are responsible for the subscription. Your clients are users of the app: each client has their own account, their own records, and their own agreement with us.
Delegated access to a client’s records is granted by that client, not by you. You may use it only for that client’s benefit and only at the level they granted. We log access, and a client can withdraw it at any time.
Every new practice starts on a free 14-day pilot: up to 5 real seats, real client data, no card and no charge. It is meant for exactly what it sounds like — running a few real clients through SubReady before you commit.
The pilot stops automatically after 14 days. When it does, the app stops working for the clients you provisioned under it, and the firm portal becomes read-only for everything except billing, until you subscribe to a Practice Plan. There is no automatic charge, no invoice, and nothing to cancel: if you do nothing, the pilot simply ends.
Your data is not deleted when the pilot ends. Everything is frozen and kept for 90 days, and subscribing at any point in that window restores full access with your clients’ records intact. After 90 days we delete it permanently. We will remind you before the pilot ends and before the 90 days run out.
One pilot per practice. We may withdraw or shorten a pilot where it is being used to avoid paying — for example, repeated signups for the same practice under different names or emails. If you need longer or more than 5 seats to evaluate properly, ask us; we would rather extend it than have you decide on a rushed trial.
The Practice Plan starts at 5 seats and is priced per seat per month on volume bands: £5.99 for 5–25 seats, £4.99 for 26–50 seats, and £3.99 for 51 or more. The band applies to your whole seat count, so crossing a threshold reduces the price of every seat, and the price you will pay is always shown before you confirm.
You pay for seats, not for usage. A seat covers one client’s full use of the app, whatever plan features they need, including VAT where the client requires it.
Payments are taken monthly by our payment provider, Stripe, and renew automatically until you cancel. We never see or store your full card details.
You can add seats at any time; they are charged pro rata immediately. You can remove seats at any time; the reduction takes effect at your next renewal. If a payment fails we will retry it and tell you before access is affected.
A seat binds to the client you assign it to. Seats are not a floating pool you can rotate through clients to avoid paying for them.
When you deactivate a client, their seat is held for a short period rather than freed immediately, so the seat cannot be recycled onto a new client within the same billing month. The hold is shown in the portal against each client, and the seat frees automatically when it expires.
A client you provision can also choose to buy their own subscription. If they do, they keep their records and nothing is interrupted; tell us or deactivate them in the portal and we will release the seat so you stop being billed for it.
You must have the client’s authority to set up an account for them, and you must not provision accounts for people who have not asked you to.
There is no minimum term, no lock-in and no cancellation fee. You can cancel the Practice Plan at any time by telling us through the firm portal or by email, and you keep access until the end of the month you have already paid for. We will confirm the cancellation in writing.
This matters more for a practice than for a single user, so it is worth being explicit: cancelling ends your clients’ access too. Please tell them before you cancel. Each of them can buy their own SubReady subscription and keep their records with no loss of data, or you can export their books from the portal and take them elsewhere. We will not contact your clients to sell to them behind your back, but we will honour a request from a client who comes to us directly to keep their own account.
After cancellation, your clients’ records are kept for 12 months exactly as set out in section 9, so nobody loses a tax year because of a billing decision.
You are responsible for your own professional obligations — your engagement letters, your professional body’s rules, your anti-money-laundering obligations and client due diligence, your ICO registration, and your professional indemnity insurance. SubReady is software; it does not discharge any of that, and we do not supervise your practice.
You must have a lawful basis and the client’s authority for every account you create and every record you upload on their behalf, and you must tell your clients that their records are held in SubReady.
You are responsible for the accuracy of anything your staff record or submit through SubReady, and for reviewing figures before they are filed. Automated categorisation and AI-assisted features are aids, not a substitute for your professional judgement.
You are responsible for your staff’s access: give the right roles, remove people when they leave, and do not share logins.
For your clients’ records, your client is the controller and we act as processor. Where you also determine how those records are processed in the course of your engagement, you and we will each act in our own capacity, and we will process the records on documented instructions from you and your client, for the purpose of providing the service.
We will: process personal data only as instructed or as required by law; keep it confidential and ensure our staff are bound by confidentiality; apply appropriate technical and organisational security measures including encryption in transit and at rest, access controls and audit logging; assist you with data-subject requests, breach notification and impact assessments so far as is reasonable; and tell you without undue delay if we become aware of a personal data breach affecting your clients.
We use sub-processors to run the service, including cloud hosting, our payment provider, our email provider, WhatsApp (Meta) for messaging, and AI providers for document reading and the assistant. We keep an up-to-date list available on request, impose equivalent obligations on them, and will give you notice of a new sub-processor so you can object. Your clients’ records are not used to train third-party AI models.
Personal data is hosted in the UK or the European Economic Area. Where a sub-processor requires a transfer outside that area, it is made under an approved transfer mechanism.
On termination we delete or return your clients’ records in line with section 9, except where we are required by law to keep them.
While your Practice Plan is active we keep your clients’ records for as long as the seats are active, so their books stay complete across tax years.
If you cancel, we keep those records for 12 months from the end of your paid period. During that window records can be viewed and exported, and resubscribing restores full access. At the end of the 12 months we delete them permanently. Twelve months is deliberate: it spans a full UK tax-year cycle, so a client who returns — or an enquiry that arrives late — still finds the figures.
If you never subscribe — a pilot that is not taken up — we keep everything for 90 days from the end of the pilot, then delete it permanently.
You or your client can ask us to delete sooner and we will, subject to anything we must keep by law. Deletion is permanent, so export first.
We keep our own billing and tax records — invoices, payments, seat counts — for 6 years, because UK tax and company law requires it. Encrypted backups roll off within 35 days of deletion.
None of this replaces your own record-keeping obligations or your clients’: HMRC currently requires at least 5 years after the 31 January self-assessment deadline, and 6 years for VAT. Keep your own copies.
SubReady is record-keeping software. It does not provide tax, accounting, financial or legal advice, and it does not review your work. Professional responsibility for advice given to your clients remains entirely yours.
We are not HMRC and we are not endorsed by HMRC. Where we describe software as recognised for a particular HMRC service, that applies only to the service and periods stated in the app at the time.
You must not describe SubReady to your clients or the market in a way that suggests we provide advice, that we are HMRC-approved where we are not, or that our figures are checked by a human.
Use the Practice Plan for your own practice and your own clients. You must not resell SubReady as your own product, white-label it, or use it to build a competing service without our written agreement; attempt to access accounts or data outside your practice; probe, attack or scrape the service; or exceed fair-use limits we have told you about.
We may apply fair-use limits to messages, uploads and AI requests. Where a limit applies we will tell you rather than silently degrade the service.
If you want to offer SubReady to your clients under a commercial arrangement of your own, talk to us — the Partner Programme exists for exactly that.
We work hard to keep SubReady available but do not promise uninterrupted service. Maintenance, third-party outages (including HMRC, WhatsApp, banking and payment providers) and events outside our control can interrupt it. We give notice of planned maintenance where we reasonably can.
Practices get priority support in English by email and in the firm portal during UK business hours. We aim to respond quickly but do not offer a contractual response time on the standard Practice Plan; if you need a service level, talk to us.
We improve the product continuously and may add, change or remove features. If we remove a feature your practice materially relies on, we will give reasonable notice and you may cancel under section 6.
Either of us may end the Practice Plan at any time; yours takes effect at the end of the period you have paid for, and we will give you at least 30 days’ notice of ours unless the reason is urgent.
We may suspend or end the plan immediately if you materially breach these Terms, if payments fail and remain unpaid, if we reasonably suspect fraud or misuse, or if we are required to by law. Where it is safe and lawful we will warn you first and give you a chance to put it right.
If we end the plan other than for your serious breach, we will refund any period you have paid for but cannot use, and your clients’ records remain available for export throughout the retention window in section 9.
If we ever discontinue SubReady entirely, we will give practices at least 90 days’ notice, refund unused paid periods, and keep export available throughout.
Nothing in these Terms excludes or limits liability that cannot be excluded by law, including for fraud or for death or personal injury caused by negligence.
Subject to that, our total liability to you arising out of or in connection with these Terms in any 12-month period is limited to the fees you paid us in that period.
We are not liable for indirect or consequential loss, loss of profit, loss of business or loss of goodwill; nor for interest, penalties or surcharges imposed on you or your clients by HMRC or any other authority; nor for loss arising from inaccurate information supplied to us, from figures filed without review, or from a failure to keep your own copies of records.
You are acting in the course of a business, so the consumer protections in the Client Terms do not apply to the Practice Plan.
We may update these Terms — for example when we add features, change providers, or the law changes. Every version is numbered and dated, and the current version is always at app.subready.co.uk/terms/firm.
Material changes are versioned. You will be asked to read and accept the updated version in the firm portal before continuing to use it, and we will tell you what has changed. If you do not want to accept a new version you may cancel under section 6.
Price changes are governed by section 4 and we will give you at least 30 days’ notice of one. Changes never apply retrospectively, and we will not use a change to these Terms to shorten a retention period you are already relying on without telling you first.
These Terms are governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction.
You may not assign these Terms without our written consent. We may assign them to a company that acquires the SubReady business, provided your rights are not reduced.
If any part of these Terms is found unenforceable, the rest stays in force. A delay in enforcing a term is not a waiver of it. These Terms, together with our Privacy Policy, are the entire agreement between us about the Practice Plan.
Questions, or a data protection request: contact us through subready.co.uk/contact. If you are not happy with how we handle personal data, you can also complain to the Information Commissioner’s Office at ico.org.uk.
Registering a practice requires reading and accepting these terms. Practices are asked to re-accept in the firm portal whenever a new version takes effect. Each client’s own use of the app is governed by the SubReady Terms of Service, which they accept themselves.