1. What this agreement is

These Terms and Conditions are Kaiko’s end-user licence agreement between The Glitch Collective Ltd. (“TGC”, “we”, “us”) and you, a person TGC has authorised to use Kaiko. By signing in to Kaiko’s review page, by connecting Kaiko to a QuickBooks Online company, or by using any part of Kaiko, you agree to them. If you do not agree, do not use Kaiko.

Company number 11078723, VAT registration GB431493505
Registered address Unit 26A, Grow Studios, 86b Wallis Road, Hackney Wick, London E9 5LN, UK
Email contact@theglitch.co

Kaiko is an internal tool. It is not sold, not offered to the public, and not a service you pay for. These terms exist so that everyone who touches the company’s books through Kaiko knows what it does, what it may not do, and where the responsibility lies.

2. Definitions

Kaiko means the software TGC runs as its bookkeeper: the reader that extracts figures from documents, the review page at kaiko.theglitch.co, the agent that files what documents prove, and the tools that connect to QuickBooks Online.
QuickBooks means the QuickBooks Online service provided by Intuit Inc. under Intuit’s own terms. QuickBooks is a trademark of Intuit Inc. Kaiko is not made, supported or endorsed by Intuit.
Authorised user means a director, employee, contractor or accountant of TGC whom TGC has given access to Kaiko in writing, including by issuing a password.
Company data means the documents, figures, accounting entries and bank transactions Kaiko handles for TGC, and anything derived from them.
Agent means the part of Kaiko that reads, proposes and files on its own, within limits set by TGC, as described in section 6.

3. Who may use Kaiko

Only authorised users, and only for TGC’s bookkeeping.
You must be at least 18 years old.
Your password and any key issued to you are yours alone. Keep them secret, do not share or lend your access, and tell us at once if you believe it has been compromised.
We may suspend or remove access at any time, and we remove it when your work for TGC ends.

4. Licence

TGC grants you a personal, non-exclusive, non-transferable, revocable licence to use Kaiko for TGC’s bookkeeping, for as long as you are an authorised user. You may not copy, sell, rent, sublicense or distribute Kaiko, remove its access controls, or use it for any other business. You may not decompile or reverse engineer it except to the extent that the Copyright, Designs and Patents Act 1988 allows regardless of this clause. Open-source components that Kaiko includes remain under their own licences, which this agreement does not restrict.

5. The QuickBooks connection

Kaiko connects to QuickBooks through Intuit’s authorisation (OAuth 2.0). Only a person entitled to grant access to the company’s QuickBooks account may connect Kaiko, and only to TGC’s own company.
Kaiko asks for the QuickBooks Online accounting scope and nothing else: no payments, no payroll.
You may disconnect Kaiko at any time, in QuickBooks Online (Apps, My apps, Kaiko, Disconnect) or from the office’s computer. Disconnecting revokes Kaiko’s keys. It does not remove entries already in the books, which the company must keep by law.
Your use of QuickBooks itself is governed by Intuit’s terms of service and privacy statement, not by this agreement.

6. What Kaiko does, and the seventy-thirty rule

Kaiko is an agent: software that works on its own within set limits, on the company’s own computers. It reads each document, extracts who, when, how much and which VAT treatment applies under UK rules, shows its evidence, files what the document proves, and asks a person about the rest. It matches bank transactions to documents and, when a person has started a session that allows it, creates expense entries in QuickBooks with the document attached.

The work is split seventy to thirty, and the split is fixed:

Kaiko’s seventy is the routine: reading, extracting, matching, proposing, filing what a document proves, and keeping a record of why.
The people’s thirty is every decision with legal, tax or financial effect: approving anything Kaiko could not prove from the document, correcting or reversing Kaiko’s filings, deciding VAT treatment where the rules leave a choice, submitting VAT returns and accounts to HM Revenue & Customs, paying anyone, and deleting or rewriting anything in QuickBooks.

Nothing Kaiko does is beyond a person’s power to reverse, and nothing it writes reaches HM Revenue & Customs or a bank unless a person sends it. Kaiko never deletes or rewrites existing entries in QuickBooks.

Kaiko does not give tax, accounting or legal advice. Its VAT treatments and categories are proposals made under rules written by TGC. Responsibility for the company’s accounts, returns and payments stays with TGC’s officers and its accountant, as it would without Kaiko.

7. Acceptable use

You agree not to:

feed Kaiko documents or data you have no right to give it, or that are unrelated to TGC’s business;
use Kaiko to break the law, Intuit’s terms, or anyone’s rights;
try to get around the review page’s password, the office network, or the limits on what Kaiko may write;
use Kaiko’s output as if a person had approved it when none has.

8. Data

Kaiko’s Privacy Policy says what personal data Kaiko handles, why, where it goes and for how long. By using Kaiko you confirm that the documents you give it were received by TGC in the course of its business, and you agree to handle what you see in Kaiko as confidential company information.

9. Intellectual property

Kaiko’s code, rules, design and text belong to TGC. Components under open-source licences, including Intuit’s QuickBooks Online MCP server (Apache License 2.0), belong to their authors and are used under those licences. Company data belongs to TGC. Any suggestions you make about Kaiko may be used by TGC without obligation to you.

10. Availability and changes

Kaiko is provided as it is and as available, for internal use, without charge. We may change, interrupt or withdraw it at any time, and we may change these terms; the date at the top shows the latest revision, and we tell authorised users about material changes. Support is by email.

11. Liability

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded under the law of England and Wales. Subject to that, because Kaiko is an internal tool provided free of charge, TGC is not liable to you for any loss arising from your use of Kaiko, and gives no warranty that Kaiko’s readings, matches or proposals are complete or correct: they are there to be checked by a person. If you use Kaiko as a consumer, which these terms do not contemplate, your statutory rights are not affected.

12. Termination

This agreement ends when your authorisation ends, when you stop using Kaiko, or when TGC withdraws Kaiko or your access. On termination your login is removed and you must stop using Kaiko. Sections 6 to 13 survive termination. Company data is kept or deleted according to the privacy policy and the company’s legal duties, not according to this agreement.

13. Governing law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute about them.

14. Contact

The Glitch Collective Ltd. Unit 26A, Grow Studios, 86b Wallis Road, Hackney Wick, London E9 5LN, UK. Email: contact@theglitch.co, subject line “Kaiko”.