Hosted Pilot Terms

Terms version: pilot-terms-2026-08
Effective date: 1 August 2026
Last updated: 22 July 2026

1. Parties

These Hosted Pilot Terms ("Pilot Terms") are a binding contract between:

The practice is identified by the firm-bound invitation issued by DutySharp and by the authorised person who accepts these terms. The person accepting represents that they are authorised to bind the named practice. For a corporate body (for example a limited company or LLP), that means an owner, director, partner, or other person with authority to contract on the practice's behalf. For a sole trader or ordinary partnership, the person must be the sole trader or a partner with authority to bind the practice.

2. Incorporated documents

These Pilot Terms incorporate by exact version the Data Processing Agreement version data-processing-agreement-2026-07-21 ("DPA"). The DPA sets out the Article 28 controller-processor terms that apply to client, case, and file data the practice controls through the hosted pilot.

The Privacy Notice describes the personal data for which DutySharp is itself a controller. It is linked for information only and is not part of this contract.

The paid Subscription Terms version subscription-terms-2026-07-29 are a separate contract for the paid DutySharp First Tier subscription. They are out of scope for this free pilot and are not incorporated into these Pilot Terms. Using the free pilot under these Pilot Terms does not create a paid subscription, and live charging is not enabled.

3. Invited, free, early-pilot scope

The hosted pilot is a free, invite-only, early-stage research and development service for selected UK accountancy practices. Access is granted by firm-bound invitation only. The pilot helps practices track blocked client work, record missing information, prepare draft chases and checklists, and exchange files through case-scoped secure upload links.

The pilot is not a substitute for professional accounting or legal advice, a general document-management system, an OCR service, a client portal, an outbound email-sending service, or an accounting-system integration. It is designed to work alongside the practice's existing tools.

4. Users

Each practice may have up to five active verified email users at any time. An "active" user is one who has accepted the current Pilot Terms and DPA and has not been removed or deactivated. DutySharp may adjust this limit for the pilot with reasonable notice.

Each user must use their own individual work email address. Sharing a single email between multiple people is not permitted because it undermines accountability, audit trails, and the authority to accept terms.

Only one verified device session is active per email address at a time. Signing in on a new device requires email verification and signs out the previous device session. Frequent device switching is discouraged because it may indicate unauthorised or shared access and can trigger a security warning or support review. We do not treat IP addresses as proof of identity.

5. Fair use and account security

The practice and its users must use the pilot honestly and within its documented scope. The following are not permitted:

Users must keep their login codes and firm access links confidential. If a user suspects unauthorised access, they should sign out and contact DutySharp at hello@dutysharp.co.uk.

6. Availability, changes, and support

The pilot is provided free of charge during the early-pilot phase. We do not guarantee uninterrupted availability, specific uptime, or response times. There may be changes, downtime, bugs, or data-model updates as the product develops.

We may change these Pilot Terms or the incorporated DPA from time to time. Material changes will be reflected before, or at the same time as, the related change in service. A new version identifier will be published at the top of this page. An authorised verified user must accept the displayed exact versions of the Pilot Terms and DPA through the application before the practice can continue to access the pilot. Until that acceptance is recorded, access is blocked. Earlier versions are not changed retrospectively.

Support during the pilot is provided by email at hello@dutysharp.co.uk. We aim to respond to support requests within a reasonable time during UK business hours, but we do not commit to a specific support level for the free pilot.

7. Human review

All outputs generated by the pilot, including chase drafts, checklists, and status summaries, are produced to assist practitioner review. They must be reviewed and approved by a qualified professional before being used or sent to clients. DutySharp does not provide accounting, legal, or compliance advice.

8. No client delivery from the app

DutySharp does not currently send generated drafts or messages directly to clients. Users may copy or email outputs to themselves and then use their own email or practice systems to communicate with clients. The practice remains responsible for any external use of generated outputs.

9. Secure upload links

File uploads are accepted only through a case-scoped secure upload link created by a user from within a blocked case. Files sent outside that flow are not handled by DutySharp.

The practice is responsible for:

DutySharp imposes file-type, size, and storage limits. Uploaded files are rejected unless they match an allowed extension, match their declared MIME type, are non-empty, and are within the current size limit. We do not scan file content for malware.

10. Confidentiality and data protection

DutySharp will treat practice-controlled client, case, and file data as confidential and will process it only as described in these Pilot Terms and the DPA. The practice will keep its own account details, login credentials, and any non-public DutySharp information confidential.

Processor clauses, sub-processor authorisation, security measures, international transfers, data-subject-rights assistance, breach notification, and end-of-service deletion are governed by the DPA.

11. Suspension and termination

Either party may end the pilot at any time. The practice may close its account by requesting deletion in writing. DutySharp may suspend or terminate access with reasonable notice if the practice or its users breach these terms, exceed fair-use limits, or create a security or legal risk. We will use the practice's verified contact email for any suspension or termination notice.

On termination, the practice's right to use the pilot ends immediately. Access to the account may be disabled. Data return and deletion will follow the DPA, section 12 (Deletion or return at end of service).

12. Pilot exit and data return

At the end of the pilot, or when the practice asks to leave, DutySharp will return or delete the practice's operational data in line with section 12 of the DPA. In summary, this means a 30-day terminal window during which the practice's verified contact may request a controlled export or earlier deletion, followed by deletion of operational database records and stored file objects. Backup and provider copies are put beyond use and removed through the documented provider retention cycle rather than instantly.

DutySharp may retain separately justified billing, tax, security, or audit records that do not include the practice's client, case, or file content, as described in the DPA and Privacy Notice.

13. Liability and exclusions

Nothing in these Pilot Terms or the DPA excludes or limits any liability which cannot lawfully be excluded or limited under applicable law. This includes liability for fraud, death or personal injury caused by negligence, breach of confidentiality, and any statutory data-protection liability imposed on a data processor under the UK GDPR or the Data Protection Act 2018.

To the extent permitted by law for a free B2B pilot of this nature, DutySharp is not liable for indirect or consequential loss, or for the following categories of business loss, except where such loss arises from liability which cannot lawfully be limited: loss of profits, loss of revenue, loss of anticipated savings, loss of business opportunity, loss of goodwill, or any interruption to the practice's business. This exclusion applies only so far as it is lawful and reasonable under the law governing these Pilot Terms.

The practice is responsible for its own use of the pilot, for the accuracy and lawfulness of the data it enters, for obtaining any client consents or notices it needs, and for any third-party claims arising from the practice's misuse of the service or generated outputs.

14. Governing law and jurisdiction

These Pilot Terms and the DPA are governed by the laws of England and Wales. Any dispute arising out of or in connection with them will be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact

For questions about these Pilot Terms, the DPA, or the hosted pilot, email hello@dutysharp.co.uk or write to Ivo Stoykov / DutySharp, Unit 170054, PO Box 7169, Poole, BH15 9EL.