Terms Of Service

Last updated: October 2026

ExpensePlus is cloud-based fund accounting package provided by ExpensePlus Ltd, a company registered in England and Wales (company number 09404009). Registered Office Address: ExpensePlus, Headingley Enterprise & Arts Centre, Bennett Road, Leeds, England, LS6 3HN. VAT Number: GB399325547.

In order to use ExpensePlus, your Organisation must first agree to these Terms of Service, and the person who signs up must be authorised to accept them on its behalf. By signing up, your Organisation agrees to be bound by these Terms of Service and acknowledges that a breach of them may result in suspension or termination of your account, as set out in Acceptable Use and Cancelling Your Subscription.

Although the language in these Terms of Service is simple, the intentions are serious.

Access To An Account

In order to apply to use The Service, you must first submit your details through our Free Trial page on our website.

We may create an account for you to access The Service, however we reserve the right, at our discretion, not to accept your application.

Should we accept your application to access The Service, we will confirm this by email to the email address you provide in your application, at which point a legally binding contract will be created between us and your Organisation. The person who applies must therefore make sure they are authorised to enter into this contract for and on behalf of your Organisation. These Terms of Service shall govern our agreement with your Organisation.

If at any time you need to update the Organisation account contact details you provided to us when applying to access The Service, you can do so by contacting our support team. You are required to provide a designated, named account contact. A change of account contact details does not change the contractual relationship between us and your Organisation.

By accepting your application to access The Service, we grant your Organisation a non-exclusive, non-transferable, automatically renewing monthly licence to use The Service. This licence is in accordance with all of the terms set out below.

Your Obligations To Us (Our Rights)

• Your users must only access The Service by using a username and password that your Organisation has authorised them to use.
• You must not do anything which could reasonably be expected to damage, disable, overburden or materially impair The Service or our website, or which is likely to interfere with any third party’s use or enjoyment of The Service.
• You must accept that all software available through The Service or used to create and operate The Service is property of us or our licensors. You will not question or dispute our ownership of the intellectual property of The Service.
• Each account held with The Service must only be used for the purpose of a single charity or organisation. You may, however, hold multiple accounts (one for each charity/organisation).
• The Service does not require you to enter special category data or criminal offence data. Some fields, such as notes, accept free text, so you are responsible for deciding what you enter. If you choose to enter this kind of data, you are responsible for having a valid condition for doing so under Article 9 of the UK GDPR and the Data Protection Act 2018. See clause 5 of our Data Processing Agreement.
• You accept that nothing in these Terms of Service, or in your use of The Service, relieves you (the Data Controller) of your own responsibilities and liabilities under the UK GDPR and the Data Protection Act 2018.
• You are responsible for the acts and omissions of your users.

Our Obligations To You (Your Rights)

As Data Processor, we commit to only use the data you entrust to us for its intended purpose.

We will never:

• Pass your data on to third parties, except where instructed to do so by you, or to the sub-processors described in our Data Processing Agreement
• Sell your data to third parties
• Use the data you enter into The Service for our own purposes, except to run and secure The Service for you (including monitoring the health and security of your account) and to check that your plan matches your income, as described in Paying For The Service

We also analyse how The Service is used (for example activity levels, device types and aggregated usage statistics). That analysis never uses the content of your records and is described in our Privacy Policy.

We will only access your data:

• when needed to answer a request started by an active user within your team (for example a support request, which requires us to view data in order to answer);
• when we need to review a flagged plan check on your account (see Paying For The Service); or
• when the law requires it.

Within your Organisation’s account, you may, at your discretion, enable or disable our access to your data at any time. Access is helpful when resolving technical issues or answering support enquiries from you or your team. If you have not enabled it, we will only be able to provide generic support responses.

At all times, we will protect your data by:

• Restricting access to your data to trusted staff who need it to provide, secure or support The Service.
• Making sure everyone who has access to your data is bound by a duty of confidence.
• Taking appropriate technical and organisational measures to keep your data secure.

We will also:

• Support you in responding to Subject Access Requests and in enabling data subjects to exercise their rights under the UK GDPR.
• Assist you with your UK GDPR obligations on security of processing and data protection impact assessments, through the functionality within The Service and other information we make available to you.
• Tell you without undue delay, and in any event within 48 hours of becoming aware of it, if there is a personal data breach, and assist you in meeting your obligations to inform the Information Commissioner and the data subjects
• Let you download your data before you cancel, using the export functions in The Service. If you ask during the cancellation process, we will also send you copies of the documents you have uploaded, such as receipts and invoices
• Delete all of the personal data we hold on your behalf from our live systems within 30 days of your subscription ending, and from our backups within 60 days of it ending, unless the law requires us to keep it.
• Share our Cyber Essentials certificate and the attestation from our latest annual independent penetration test on request, and allow audits and inspections as set out in our Data Processing Agreement.

Sub-processors

You give us general authorisation to use the sub-processors listed on our Third-Party Sub-Processors page. We will have a written contract with each sub-processor that includes data protection obligations no less protective than those in our Data Processing Agreement. We will give you at least 30 days’ notice before we add or replace a sub-processor, and you may object on reasonable data protection grounds, as set out in our Data Processing Agreement. If we cannot resolve your objection, you may cancel your subscription at any time before the change takes effect, without penalty. This means we will not charge any cancellation fee, or any further subscription fees after you cancel. Access to The Service ends when you cancel, and we will not refund fees you have already paid. You can therefore choose to cancel as late as the day before the change takes effect

Data Processing Agreement

Our Data Processing Agreement forms part of these Terms of Service. It describes how we process personal data on your behalf, including security, sub-processors, international transfers, data breach notification and deletion. By accepting these Terms of Service, you also accept the Data Processing Agreement. If there is a conflict between the two on a data protection matter, the Data Processing Agreement prevails.

Paying For The Service

Full details of the subscription fees for the use of The Service are provided through the ExpensePlus website. Prices quoted on our website are quoted in GBP.

We may change our subscription fees from time to time. We will give you at least 90 days’ notice of any change to the fees you pay, by email to your system administrator contact, and the new fees will apply from your first billing date after the notice period ends. If you do not agree to the change, you may cancel your subscription at any time before it takes effect, without penalty. This means we will not charge any cancellation fee, or any further subscription fees after you cancel. Access to The Service ends when you cancel, and we will not refund fees you have already paid. You can therefore choose to cancel as late as the day before the change takes effect.

We offer customers a “free trial” of The Service, and there will be no charge for the use of The Service during any free trial period. We may, at our discretion, extend any free trial period, or grant a further trial for a valid reason.

If you do not subscribe by the end of your free trial, your access will end. We will delete all the data held in your trial account from our live systems within 30 days after the trial ends, and from our backups within 60 days after it ends. You can export your data before the trial ends using the export functions in The Service. If you subscribe, your data will carry over to your paid subscription.

Your subscription to The Service will be renewed automatically each month, and your Organisation will be billed in advance on a monthly basis. There will be no refunds for unused services.

Your plan is based on your Organisation’s total income in each financial year, as recorded in The Service. To check this, The Service automatically adds up the income amounts and dates you have recorded and compares the total with your plan. If the total is above your plan, we will first check whether your records may contain mistakes. If you have enabled our support team’s access to your account, a member of our team may review the income records for this purpose. If you have not, we may ask you to check them yourself.

If your income is above your plan, we will email your system administrator contact before moving you to the correct plan from your next billing date. Moving you to a different plan under this section is not a change to our subscription fees, so the 90 days’ notice above does not apply. If you think the check is wrong, tell us before that date and we will look at it. If your Organisation’s income is lower and you think you should be on a lower plan, please contact us at support@expenseplus.co.uk, and once verified, we will change your plan from your next billing date.

You are responsible for recording your income accurately and completely, because the check can only reflect the data you enter. We may also compare your Organisation’s income with figures published on the public register of charities (for example, the Charity Commission for England and Wales) to help check that your plan is correct. We use that public information only for this purpose, and we will not move your plan on that basis alone without first checking with you. These checks are described in our Data Processing Agreement.

You will be billed automatically, and will be considered fully liable for any charges calculated on your billing day.

If you or your Organisation are based within the UK, payment for The Service will be by Direct Debit or by credit or debit card. For all other regions, payment will be by credit or debit card. Payments will be taken for The Service on your designated billing day. We are unable to accept payment for The Service by any other method.

We are under no obligation to provide The Service to you if payment of the subscription fee is not made on time. If subscription fees become overdue, we reserve the right to suspend access to The Service until the balance is paid. If payment is not made within any mutually agreed period of grace, we may close your Organisation’s account permanently. If we do, we will delete your data as set out in our Data Processing Agreement : from our live systems within 30 days, and from our backups within 60 days, of the account closing, unless the law requires us to keep it.

Cancelling Your Subscription

If you wish to cancel your subscription to The Service, you must complete the cancellation form which is found within the Subscriptions & Billing screen in ExpensePlus. If paying via Direct Debit, this needs to be done at least 5 clear working days before your next billing day to avoid a further subscription payment from being taken. Your access to The Service ends when you cancel, and we will then delete your data as set out in our Data Processing Agreement.

If you or your Organisation breach these Terms of Service, we may suspend access to The Service or terminate your ExpensePlus account. Breaches of the Acceptable Use section are dealt with as set out in that section. If we terminate your account, we will delete your data as set out in our Data Processing Agreement: from our live systems within 30 days, and from our backups within 60 days, of the termination, unless the law requires us to keep it. If we withdraw access to The Service due to a breach of these Terms of Service, no refund will be payable by us.

Privacy, Data Ownership And Security

Our Privacy Policy explains how we collect and use personal data as a Data Controller (for example account contact details, billing and marketing). How we process personal data on your behalf is set out in our Data Processing Agreement.

Acceptable Use

This section sets out a list of acceptable and unacceptable conduct for use of The Service. If we believe a breach of this section is deliberate, repeated or presents a credible risk of harm to other users, our customers, the data subjects within your organisation’s ExpensePlus account, The Service, or any third parties, we may suspend or terminate your access to The Service.

Do:

• Comply with these Terms of Service, including this Acceptable Use section.
• Comply with all applicable laws and governmental regulations, including, but not limited to, all intellectual property, data and privacy laws.
• Upload data and files that have been provided to your Organisation with the consent of the Data Subject and/or in accordance with another legal basis for processing the Data Subject’s personal data.
• Use commercially reasonable efforts to prevent unauthorised access to or use of The Service.
• Keep your passwords and other sign-in details confidential.
• Notify us promptly if you become aware of or reasonably suspect any illegal or unauthorised activity or a security breach involving your user account or organisation, including any loss, theft, or unauthorised disclosure or use of a username, password, user account or data relating to your data subjects.
• Comply in all respects with all applicable terms of any optional third party integrations installed on your Organisation’s account in connection with your use of The Service.

Do not:

• Permit any third party that is not an authorised user to access or use a username or password for The Service.
• Share, transfer or otherwise provide access to a user account designated for one individual to another person.
• Allow anyone under the age of 13 to access The Service.
• Use The Service to store or transmit any data or files that may infringe upon or misappropriate someone else’s trademark, copyright, or other intellectual property, or that may be unlawful.
• Upload to, or transmit from, The Service any data, file, software, or link that contains or redirects to malicious software (e.g. virus, Trojan horse, worm), or other harmful component or a technology that unlawfully accesses or downloads content or information stored within The Service or any third party.
• Attempt to reverse engineer, decompile, hack, disable, interfere with, disassemble, modify, copy, translate, or disrupt the features, functionality, security, integrity, or performance of The Service (including any mechanism used to restrict or control the functionality of The Service); any third party use of The Service; or any third party data contained therein (except to the extent such restrictions are prohibited by applicable law).
• Attempt to gain unauthorised access to The Service or related systems or networks or to defeat, avoid, bypass, remove, deactivate, nullify, or otherwise circumvent any operational components, software protection, safety or security measure or monitoring mechanisms of The Service.
• Access The Service in order to build a similar or competitive product or service or copy any ideas, features, functions, or graphics of The Service.
• Impersonate any person or entity, including, but not limited to, an employee of ours, an “Administrator”, an “Owner”, or any other authorised user, or falsely state or otherwise misrepresent your affiliation with a person, organisation or entity.
• Use The Service to send unsolicited communications, promotions, advertisements or spam.
• Send altered, deceptive or false source-identifying information, including “spoofing” or “phishing”.
• Sublicense, resell or similarly exploit The Service.
• Authorise, permit, enable, induce or encourage any third party to do any of the above.

General Terms

It is your responsibility to keep your account contact information up to date at all times. This includes ensuring that the system administrator (set within the Organisation Settings screen) is up to date.

You are responsible for ensuring that your users’ sign-in details are kept secure at all times. We will not be responsible for any loss or damage incurred as a consequence of your sign-in details being compromised.

We do not guarantee that The Service will meet all of your requirements, be available 100% of the time or be bug free. While we will do our best to keep disruptions to a minimum, from time to time it may be necessary to suspend The Service to carry out maintenance or support work.

We reserve the right to remove any information from The Service that we consider to be unlawful, offensive or that infringes the intellectual property of a third party.

We may update these Terms of Service from time to time. We will give you at least 30 days’ notice of any material change (other than a change to our subscription fees, which is covered by Paying For The Service and requires at least 90 days’ notice). If you do not agree to the change, you may cancel your subscription at any time before it takes effect, without penalty. This means we will not charge any cancellation fee, or any further subscription fees after you cancel. Access to The Service ends when you cancel, and we will not refund fees you have already paid.

These Terms of Service, the Data Processing Agreement and the subscription and plan details published on our website are the whole agreement between us and your Organisation about The Service. They replace any earlier discussions or understandings about it. This does not affect the matters set out in the first paragraph of Limitation Of Liability.

Your Organisation may not transfer its rights or obligations under these Terms of Service without our written consent. We may transfer ours to another company that takes over our business or The Service, if it agrees to be bound by these Terms of Service and the Data Processing Agreement. We will tell you in advance if the transfer will change who processes your data.

If any part of these Terms of Service is found to be invalid or unenforceable, the rest will continue in force, and we will replace the invalid part with a valid one that comes as close as possible to its intended effect.

If we delay or do not enforce a right under these Terms of Service, that does not mean we have given it up.

Nobody other than us and your Organisation has any right to enforce these Terms of Service under the Contracts (Rights of Third Parties) Act 1999.

We are not responsible for any failure or delay in providing The Service caused by events outside our reasonable control, such as widespread power or network failures, failures of our hosting providers that we could not reasonably have prevented, or acts of government.

These Terms of Service, and any dispute or claim arising out of or in connection with them, are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.

Limitation Of Liability

Nothing in these Terms of Service limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.

Subject to that, our total liability to you arising out of or in connection with these Terms of Service and the Data Processing Agreement, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the total subscription fees paid or payable by you in the 12 months before the event that gave rise to the claim.

We are not liable for any loss of profits, revenue, goodwill or anticipated savings, or for any indirect or consequential loss.

The Service is provided on an “as is” and “as available” basis. You are responsible for the accuracy of the data you enter and for keeping your sign-in details secure.

Any Questions?

If you have any questions, please send us a message using the ‘contact us’ button below.