Terms of Service

Last updated: 16 September 2026

AxiomaBooks is a business division of Axioma Technologies, which is a trading name of DODITEC LTD, a company registered in England and Wales under company number 14216887, with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, England, UK. These terms are an agreement between you and DODITEC LTD (“we”, “us”, “our”).

By creating an account or using AxiomaBooks, you agree to these terms. If you act for a business, you confirm that you have authority to accept them.

The service

AxiomaBooks provides bookkeeping, invoicing, reporting and optional VAT-filing tools for UK freelancers, sole traders and small businesses. Features and limits depend on your paid plan. Features described as in development or awaiting regulatory or third-party approval are unavailable until enabled.

Your account and authorised users

You must provide accurate information, protect your sign-in method and promptly report suspected unauthorised access. You are responsible for authorised collaborators and the instructions they give. Accountant access is separate from ownership and does not transfer responsibility for your business records.

Your records and professional advice

You retain ownership of records you enter. You are responsible for their accuracy, lawful use, invoices, accounting treatment and decisions based on reports. AxiomaBooks is software, not accounting, tax or legal advice. Review every figure and VAT return before relying on it or confirming submission.

Independent records and backups

You are responsible for retaining the records and supporting documents required for your business, including VAT records. Maintain independent, secure and usable copies separate from AxiomaBooks and export changed records at a frequency appropriate to your activity. Our operational recovery facilities are not a permanent archive or a guarantee that every change or uploaded file can be restored.

Subscriptions and payment

AxiomaBooks offers paid plans. We may provide a specified promotional period; any conversion to paid use will be disclosed before acceptance. Subscriptions are billed through Axioma Pay, powered by Stripe. Prices, renewal and applicable VAT are shown before subscription. Contact support@axiomabooks.co.uk to cancel or downgrade; cancellation normally takes effect at the end of the paid billing period.

Payments to your customers

Where you use payment functionality, it is provided through Axioma Pay, powered by Stripe. Applicable Axioma Pay and Stripe terms govern processing, verification, settlement, fees, refunds and chargebacks. You remain responsible for what you sell, your invoices and customer disputes.

HMRC submissions and fraud prevention

You must have authority to connect the business to HMRC and confirm each requested submission. A confirmation of transmission is not a guarantee that the figures are correct or that HMRC has accepted your legal position. You remain responsible for filing and payment deadlines. You must not falsify or interfere with technical or fraud-prevention information required for HMRC APIs.

Data protection

DODITEC LTD is registered with the ICO under registration number ZB778644. Our Privacy Policy explains how we process personal information, including on your documented instructions, confidentiality, security, subprocessors and the return or deletion of your business records at the end of processing. If your business needs a separately signed Data Processing Agreement for its own compliance records, contact support@axiomabooks.co.uk and we will provide one.

Acceptable use and availability

Do not use AxiomaBooks unlawfully, access another customer's data, bypass controls, introduce malicious code or knowingly submit false information. We aim for reliable availability but do not guarantee uninterrupted access. Maintenance, security incidents and third-party outages may affect features.

Suspension and account closure

You may request suspension yourself at any time from Account Settings. A suspended account is unavailable to non-owner users, including any invited accountant, and billing may be paused through Axioma Pay where that lifecycle action is available. You may reactivate a suspended account yourself at any time from Account Settings. We do not currently place a fixed time limit on reactivation, but we may review long-standing suspended accounts and, at our discretion, treat an extended suspension as an implied request to close the account — in which case we will contact the owner before starting the deletion process below.

You may request deletion yourself from Account Settings, after completing the email verification and confirmation steps we require. Once deletion is requested, the account enters a 30-day grace period: invoices and ledger entries become read-only immediately (no new ones can be created and existing ones cannot be edited), the owner retains sign-in and export access throughout the 30 days, and non-owner users lose access immediately. At the end of the 30-day grace period, we permanently delete the business's records and stored attachments; this cannot be reversed once it begins. Our own subscription, billing and legal records are retained separately where we are required to keep them.

We may also suspend or close an account ourselves — for non-payment, security concerns, unlawful use or a material breach of these terms — and will give notice where reasonably possible. Every status change made by our staff, and every automated status change, is recorded in an immutable audit log, and we notify the business owner whenever a material status change occurs.

Limitation of liability

Nothing excludes liability that cannot lawfully be excluded, including death or personal injury caused by negligence, fraud or fraudulent misrepresentation. Subject to that, our aggregate liability is limited to fees paid or payable for your AxiomaBooks subscription during the preceding 12 months. We are not liable for indirect or consequential loss to the extent permitted by law. Loss may be reduced to the extent caused by failure to maintain independent copies where those copies would reasonably have prevented or reduced it.

Changes and governing law

We may update these terms for service, business or legal changes and will give appropriate notice of material changes. These terms are governed by the laws of England and Wales and the courts of England and Wales have exclusive jurisdiction, subject to mandatory rights.

Contact

Questions and complaints should be sent to support@axiomabooks.co.uk.