Terms of Service
1. Agreement to these Terms
These Terms of Service ("Terms") form a binding agreement between you ("you" or "Customer") and Greymill Limited, a company registered in England and Wales (company number: 17144930) with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ ("Greymill", "we", or "us"). They govern your access to and use of the Greymill platform, website, and related services (together, the "Service"). By creating an account, starting a free trial, or accessing the Service, you confirm that you have read, understood, and agree to be bound by these Terms. If you are entering into these Terms on behalf of a company or other legal entity, you represent that you have the authority to bind that entity.
2. What the Service Does
Greymill develops, operates and maintains a hosted software application. The Service generates documents, analysis, summaries and plans from information that you supply, across common business subject areas including strategy, marketing, operations, finance, bookkeeping records, contract and policy drafting, regulatory reference and people administration. The Service is delivered via web browser and is available globally, subject to applicable export restrictions. We continuously improve the Service; new features, specialists, and capabilities may be added over time.
The Service is software, not a professional service. Greymill is not a law firm, an accountancy practice, or any other regulated professional firm, and does not hold itself out as one. We accept no instruction, retainer or engagement from you, we owe you no professional duty of care, and we make no filing, submission or representation to any court, tax authority, registry or other body on your behalf, except that, if you connect the Service to HM Revenue & Customs and press the button to send a return or update, the Service transmits what you approved to HMRC as section 6a describes. Every output is generated from your own inputs and is your responsibility to review, verify and decide upon before you act on it.
What you are buying is access to a service we operate. Your subscription entitles you to use the hosted Service for the subscription term. Any software licence granted to you is incidental to that access and is not itself the subject of the contract. Greymill does not license the intellectual property in the Service to customers in exchange for royalties or licence fees, and the subscription fee is consideration for access to the operating Service, not for the use of intellectual property.
3. Not a Substitute for Qualified Professional Advice
The Service produces general information and generated documents, not regulated professional advice. Outputs are for informational purposes only. They do not constitute legal advice, tax advice, investment advice, accounting advice, medical advice, or any other form of regulated professional counsel, and no adviser-client, solicitor-client or equivalent relationship is created between you and Greymill by your use of the Service. Laws, regulations, and tax rules vary by jurisdiction and change frequently. Before making any decision that carries legal, financial, regulatory, or health consequences, you should obtain advice from an appropriately qualified and, where relevant, regulated adviser of your own choosing. We expressly disclaim liability for any decision made, or action taken or not taken, in reliance on output generated by the Service.
4. Your Account
You must provide accurate information when creating your account and keep it up to date. You are responsible for safeguarding your password and for any activity that occurs under your account. Notify us immediately at support@greymill.ai if you suspect unauthorised access. You must be at least 18 years old (or the age of majority in your jurisdiction) to use the Service.
5. Acceptable Use
You agree not to: (a) use the Service in violation of any applicable law or regulation; (b) attempt to access parts of the Service you are not authorised to access; (c) use the Service to generate content that is defamatory, harassing, threatening, infringing, or that depicts sexual content involving minors; (d) reverse-engineer, decompile, copy, scrape, or redistribute any part of the Service or our underlying technology; (e) share your account credentials with third parties or allow access by anyone other than authorised users on your plan; (f) use the Service to build, train, or improve a competing product or service; (g) attempt to interfere with, disrupt, or circumvent the security or integrity of the Service, including by submitting prompts designed to bypass our operational safeguards.
6. Data Protection and Privacy
We handle personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR) where applicable, and the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), as well as comparable state privacy laws in Virginia, Colorado, Connecticut, Utah, and other US states that enact equivalent regimes.
Business information you enter into the Service, including conversation history, documents you upload, and your shared business memory, is stored in encrypted databases and used solely to provide and improve your experience of the Service. We do not sell your personal data. We do not use your customer content to train foundation AI models. You can request a copy, correction, or deletion of your personal data at any time by contacting us. For full detail, see our Privacy Policy.
6a. Filing with HMRC (Making Tax Digital)
If you use the Service to keep VAT or Income Tax records and to send them to HM Revenue & Customs (HMRC) through Making Tax Digital, these terms apply in addition to the rest.
Connecting. You connect the Service to HMRC by signing in on HMRC's own website and granting access there. Greymill never asks for, sees or stores your HMRC (Government Gateway) sign-in details. You may disconnect at any time from the VAT or Income Tax screen, or withdraw the access in your HMRC online account. HMRC's grant lasts up to 18 months, after which you connect again.
You decide what is sent. The Service works out returns and updates from the records you enter or import and shows them to you before anything is sent. Nothing is sent to HMRC unless you review it, confirm HMRC's declaration and press the button to send it, and confirm it is you with the code we email you. You are responsible for the accuracy and completeness of your records and of everything you send, and for meeting your own deadlines and paying any tax due. The Service is a tool to help you do this; it does not replace your own review or, where you need it, a qualified adviser.
Records. The law requires you to keep your VAT and tax records, generally for at least five or six years. You can download your records, returns and HMRC's receipts from the Service at any time; download them before you close your account, because closing it deletes them (see our Privacy Policy).
HMRC's systems. HMRC decides whether to accept what is sent, and its services can be unavailable. Where HMRC rejects a submission or does not answer, the Service shows you HMRC's reason in plain words and does not send it again without you. Greymill is not part of HMRC, and the Service is not endorsed by HMRC.
Fraud prevention information. HMRC requires software to send information about your device and connection with each request, to help protect your tax account against fraud. By using these features you agree to this information being sent, as our Privacy Policy describes.
6b. Connected social accounts
If you connect a social account (Instagram, a Facebook Page, X, a LinkedIn Page or profile, or a YouTube channel), you sign in on the platform's own website and grant access there, and you may disconnect at any time in Settings or withdraw the access in the platform's own settings. You must be entitled to connect the account, for example as its owner or as an administrator of the Page. The Service reads the account to advise you, as our Privacy Policy describes, and posts nothing unless you press Post on that post (X and LinkedIn only).
The platforms' own terms. Your use of each platform remains subject to its own terms. The Service uses YouTube API Services: by connecting YouTube you agree to be bound by the YouTube Terms of Service. Connecting LinkedIn is likewise subject to the LinkedIn User Agreement. Greymill is not part of, or endorsed by, any of these platforms, and a platform may change or withdraw what it lets the Service read.
7. Fees, Billing, and Taxes
Paid subscriptions are billed in advance, on a monthly or annual recurring basis at the rate displayed at the time of purchase. Annual subscriptions are billed once for the full year; monthly subscriptions are billed each month. Prices are shown in the currency applicable to your location (typically GBP, USD, or EUR) and are shown before any applicable indirect taxes (including UK VAT, EU VAT, GST, or US state and local sales and use taxes), marked “plus VAT” or “plus tax”. Any such tax is added at checkout where it applies, and the total shown at checkout, including that tax, is the amount payable. Where a Refer a friend discount or Refer a friend credit applies (clause 11), or a welcome offer (clause 9a), the amount charged is reduced by it and your invoice shows the reduced amount. Our Merchant of Record (see clause 8) calculates the precise tax component for your jurisdiction at checkout, issues a compliant tax invoice itemising any indirect tax included, and remits that tax to the relevant authority on our behalf. VAT-registered businesses receive a compliant VAT invoice and may reclaim the VAT portion through their normal VAT return process. By providing a payment method, you authorise our Merchant of Record to charge that method on the recurring schedule. If a payment fails, we may suspend or terminate access to the Service until the outstanding balance is paid.
Paid subscriptions are billed in advance, on a monthly or annual recurring basis at the rate displayed at the time of purchase. Annual subscriptions are billed once for the full year; monthly subscriptions are billed each month. Prices are shown in the currency applicable to your location (typically GBP, USD, or EUR). We charge indirect taxes (including UK VAT, EU VAT, GST, or US state and local sales and use taxes) only where we are registered to charge them or the law otherwise requires us to. Where we charge a tax, prices are shown before it, marked “plus VAT” or “plus tax”, and it is added at checkout; where we do not, prices are marked “with no VAT” or “with no sales tax” and nothing is added. In every case the total shown at checkout is the amount payable. Where a Refer a friend discount or Refer a friend credit applies (clause 11), or a welcome offer (clause 9a), the amount charged is reduced by it and your invoice shows the reduced amount. We work out any tax due for your location from the billing details you give at checkout, issue an invoice for every payment, and account for any tax we charge to the relevant authority. Where we charge VAT, the invoice is a VAT invoice and VAT-registered businesses may reclaim the VAT through their normal VAT return process; while we are not registered for VAT, our invoices show no VAT and there is none to reclaim. By providing a payment method, you authorise us, through our payment processor (clause 8), to charge that method on the recurring schedule until you cancel. If a payment fails, we will try it again over the following days and tell you by email, and we may suspend or terminate access to the Service until the outstanding balance is paid; if the payment still cannot be taken after the last try, the subscription ends.
8. Merchant of Record
Subscriptions to the Service are sold and processed by FastSpring (Bright Market, LLC, doing business as FastSpring), 801 Garden Street, Santa Barbara, CA 93101, United States, acting as the Merchant of Record on our behalf. FastSpring is the legal seller for billing purposes and is responsible for processing payments, calculating and remitting applicable taxes (including VAT, GST and US sales tax), and handling refunds, chargebacks and billing-related queries. Your purchase contract for the subscription is therefore between you and FastSpring as the seller, while the Service itself is operated by Greymill Limited. FastSpring's terms of sale apply to the transaction in addition to these Terms and are available at fastspring.com/terms-of-service-buyers. Greymill remains responsible for the operation, content and quality of the Service.
8. Seller and payment processing
Subscriptions to the Service, and Advanced credit, are sold by Greymill Limited, and your purchase contract is with Greymill Limited. Payments are processed for us by our payment processor, Stripe Payments UK Ltd (“Stripe”), whose secure payment form collects your card or other payment details; we never see or store your full card number. If you pay with PayPal, Revolut Pay, Apple Pay, Google Pay or Link, that provider also handles the payment, under its own terms. Stripe processes payments on our behalf and is not the seller: refunds, chargebacks and billing queries are handled by us at support@greymill.ai. Subscriptions bought before we moved our payments to Stripe were sold by FastSpring (Bright Market, LLC, doing business as FastSpring), 801 Garden Street, Santa Barbara, CA 93101, United States, as Merchant of Record. While FastSpring still bills such a subscription, FastSpring remains its seller for billing purposes, and FastSpring's terms of sale, at fastspring.com/terms-of-service-buyers, continue to apply to it. Greymill remains responsible for the operation, content and quality of the Service in every case.
9. Free Trial
A free trial provides temporary full access to the Service for the period stated at signup. At the end of the trial, you must subscribe to a paid plan to continue using the Service. No payment method is required to start a trial; no charge occurs unless you actively subscribe. Your account data is retained for 30 days after trial expiry and deleted thereafter unless you subscribe.
9a. Welcome offer
9a.1 What it is. From time to time we may show a welcome offer on our website: a reduced price for the first payment of a monthly Starter or Growth plan. While it runs, the plan cards on our website show the price you pay for your first month, with the normal monthly price you pay from your second month. The offer and the price you pay for your first month are shown before you pay, on the plan cards or the offer and again at checkout.
9a.2 Who can use it. It is for new customers only, once per person and business. It does not apply to an account, or to an email address (including one that differs only by dots or a +tag), that has paid for Greymill before.
9a.3 What it covers. It applies to the first payment of a monthly Starter or Growth plan only. After that first month your plan renews each month at the normal monthly price shown at checkout, until you cancel (clause 10). It does not apply to the Scale plan, to annual plans, to team members added later, to Advanced credit, or to a plan change made after your first payment. If you move to another plan during your first month, the discount is not applied again or carried over.
9a.4 How long it lasts. Once claimed, the offer is saved for the number of days stated on it, counted from the first time it is claimed for your email address. A checkout within that time carries it, and a free trial started with it keeps it on your account until that date, so you can use it when you choose a plan in the app. After that date it ends for that email address and cannot be claimed again, from any device or browser.
9a.5 Other offers. It cannot be combined with a Refer a friend discount (clause 11). Where that applies, it applies instead of the welcome offer, and checkout tells you so before you pay. If you sign up through a Partner programme link (clause 12), the welcome offer applies to you as to any other new customer.
9a.6 Prices, tax and refunds. Prices are shown before any applicable indirect taxes, as in clause 7. The reduction comes off the price before tax, any tax is worked out on the reduced amount at checkout, and your invoice shows the reduced amount. If your first payment is refunded, the refund is of the amount you actually paid. The offer has no cash value and cannot be exchanged, transferred or sold.
9a.7 Changes and misuse. We may change or end a welcome offer for new visitors at any time; an offer already saved on your account is honoured until its date. If we reasonably believe an offer is being misused, for example through repeated or linked accounts, we may withdraw it or decline a discounted order.
10. Cancellation and Refunds
You may cancel your subscription at any time through the in-app billing flow or by contacting support. Cancellation takes effect at the end of the current billing period, and you retain access through that date. Consistent with standard SaaS practice, fees are non-refundable in whole or in part, including for partial months, partial years, or periods of reduced usage. Where applicable consumer protection law grants a statutory right to cancel and receive a refund (for example, the EU consumer right to withdraw within fourteen days of purchase, where applicable), that right is not affected by this clause and is administered by FastSpring as Merchant of Record.
You may cancel your subscription at any time through the in-app billing flow or by contacting support. Cancellation takes effect at the end of the current billing period, and you retain access through that date. Consistent with standard SaaS practice, fees are non-refundable in whole or in part, including for partial months, partial years, or periods of reduced usage. Where applicable consumer protection law grants a statutory right to cancel and receive a refund (for example, the EU consumer right to withdraw within fourteen days of purchase, where applicable), that right is not affected by this clause, and we honour it. Any refund is made to the payment method you paid with.
11. Refer a friend
11.1 What it is. Refer a friend lets a customer on a paid plan invite friends to Greymill with a personal link. The friend gets a discount on their first payment, and the customer who referred them (the referrer) gets credit on their own Greymill bill (Refer a friend credit). It is a customer programme run under these Terms. It is separate from the Partner programme in clause 12: it pays no cash, needs no partner agreement and asks for no bank details.
11.2 Who can refer. You can refer friends while you have a paid Starter, Growth or Scale subscription. Your personal link is in Settings in the app and has the form greymill.ai/?friend=YOURCODE. Free, complimentary and trial accounts cannot earn credit, and we may pause an account's referrals under clause 11.10.
11.3 Who counts as a friend. A friend is someone who has never paid for Greymill, under any account or email address, and whose account is tagged to your link: either they signed up through it, or they used it during a free trial that was not already tagged to anyone. You cannot refer yourself, an account you own or control, or anyone who has paid for Greymill before. A signup that is tagged to a partner under the Partner programme is not a friend referral.
11.4 The friend's discount. A friend who subscribes gets 40% off their first billing period: on a monthly plan, 40% off the first month; on an annual plan, 40% of one month's price off the first year (not 40% off the annual price). The discount is shown at checkout before the friend pays, and later payments are at the normal price. Once a friend's account is tagged to your link, their discount stands whatever later happens to your own account, unless your account is deleted or the referral is cancelled under clause 11.10.
11.5 Your credit. When your friend makes their first payment, you earn Refer a friend credit worth 40% of the monthly list price of the plan you are on at that moment, in the currency you are billed in. In US dollars and euros the amount is rounded to the nearest 5. For example, at current list prices a Scale customer billed in pounds sterling earns £100 of credit for each friend, so three friends earn £300. Credits add up, and there is no limit on the number of friends. Your credit, and each friend's status, are shown in Settings in the app. No credit is earned for a friend if, when they first pay, you are not on a paid plan or your referrals are paused, or if that payment has already been refunded.
11.6 How credit is used. We apply your credit automatically as a discount on your next subscription charge, shortly before it is taken; if your credit is more than one bill, the rest carries forward to the following bills until it is used. On an annual plan, credit comes off your next annual renewal. Because our payments are processed by FastSpring as Merchant of Record, credit is applied as a discount on the FastSpring charge and your invoice shows the reduced amount; tax is worked out on the reduced amount. If another offer or discount is running on your subscription, your credit waits and comes off the bills after it. Credit can only reduce Greymill subscription charges in the currency it was earned in, or in the currency it is converted into under clause 11.7. It cannot be used to buy Advanced credit or anything else. If you change plan or billing cycle while credit is waiting, it stays on your account and comes off the next bill on your new plan.
11.7 If you cancel. If you cancel your subscription, your unused credit stays on your account and is used if you subscribe again. If you subscribe again and are billed in a different currency, your unused credit is converted into that currency at the latest daily exchange rate we hold when it is converted (never more than 7 days old), rounded to the nearest 5 in US dollars and euros. Unused credit is lost only when your account is deleted, whether at your request or under our data retention rules.
11.8 No cash value. Refer a friend credit has no cash value. It cannot be exchanged for cash, refunded, transferred to another account or person, or sold, and it is not payment for any service you provide.
11.9 Refunds and chargebacks. If your friend's first payment is refunded or charged back, the credit for that friend is withdrawn. If it has already come off a bill, your credit balance can go below zero and later credit makes up the difference first; we do not charge you for it. A refund of your own subscription follows our Refund Policy and does not turn credit into cash.
11.10 Review, abuse and pausing. We may hold a credit for review before it can be used (for example when several friends join in a short time, or accounts appear to be linked), and we may cancel a credit or a referral, or pause an account's referrals, where we reasonably believe the programme is being misused, including self-referral, fake or duplicate accounts, spam or misleading promotion. Share your link honestly and only with people who would want to hear from you.
11.11 One programme per customer. A new customer counts for one programme only. If someone follows more than one Greymill link before signing up, the last link they followed counts. Once they sign up, their account stays with the link it was tagged to at signup, and a later partner or friend link does not change it.
11.12 Changes to Refer a friend. We may change or end Refer a friend on at least thirty (30) days' notice by email or in the app. Changes apply to friends whose first payment comes after they take effect. Credit you have already earned is kept and can still be used.
12. Partner programme
Greymill also runs a Partner programme for franchise head offices, trade associations and business networks, coaches and consultants, and IT, web and marketing agencies who introduce clients to Greymill. Partners are paid a one-off cash fee for each client who stays with Greymill for 60 days after their first payment. The Partner programme is governed by the separate Greymill Partner Agreement, not by these Terms, and partners apply to it on our partner page. Customers who recommend Greymill to friends use Refer a friend (clause 11) instead.
If you signed up through a partner's link, your price, your rights and your refunds are exactly the same as for any other customer. Your partner sees a masked version of your email address, your plan, your subscription status and your payment events, so that they can be paid; they never see your conversations, documents or business data. Our Privacy Policy explains this in full.
13. Intellectual Property
The Service, including its design, source code, user interface, branding, agent configurations, prompts, workflows and other underlying material, together with all intellectual property rights in it, is owned by Greymill and/or its licensors, as applicable, and is protected by copyright, trademark, and other laws. Greymill operates and supplies the Service under the rights available to it. Nothing in these Terms transfers any of those rights to you. You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Service in accordance with these Terms. Content you input into the Service ("Customer Content") remains your property; you grant us a worldwide, non-exclusive licence to process Customer Content solely to provide and improve the Service for you. Subject to your rights in your inputs, outputs generated for you are yours to use in your business, with the exception that you may not resell or license raw outputs as a standalone AI service. The licence to access the Service described in this section is incidental to your subscription, which is a right to use a hosted service that Greymill operates and maintains for the subscription term. It is not a licence of intellectual property granted in return for royalties or licence fees.
14. Third-Party AI Providers
The Service is powered in part by third-party AI infrastructure. Your use of the Service is therefore also subject to the usage policies of our underlying AI providers, as applied through our integration. We handle the technical integration on your behalf; you have no direct relationship with our AI providers through your use of the Service. The current named AI provider is available on request to support@greymill.ai.
15. Service Availability
We target high availability and work to minimise disruption, but we do not guarantee uninterrupted, error-free, or perpetually available service. Scheduled maintenance, emergency updates, third-party outages (including AI model provider incidents), or events outside our reasonable control may result in temporary unavailability. We may modify, suspend, or discontinue features of the Service on reasonable notice.
16. Limitation of Liability
To the maximum extent permitted by applicable law, in no event shall Greymill, its affiliates, officers, employees, agents, or licensors be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages (including lost profits, lost revenue, lost data, lost goodwill, or business interruption) arising out of or related to your use of (or inability to use) the Service, whether based in contract, tort (including negligence), strict liability, or any other legal theory, even if advised of the possibility of such damages. Our aggregate liability to you for all claims arising out of or related to these Terms or the Service shall not exceed the greater of (a) the total fees you paid to us in the twelve (12) months preceding the event giving rise to the claim, or (b) one hundred US dollars ($100). Nothing in these Terms limits or excludes liability that cannot lawfully be limited or excluded, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.
17. Indemnification
You agree to defend, indemnify, and hold harmless Greymill from any claims, damages, losses, liabilities, and expenses (including reasonable legal fees) arising out of or related to: (a) your breach of these Terms; (b) your misuse of the Service; or (c) your violation of any law or the rights of a third party in connection with your use of the Service.
18. Changes to these Terms
We may update these Terms from time to time to reflect changes in the Service, our legal obligations, or our business. Material changes will be communicated by email or in-product notice at least thirty (30) days before taking effect. Continued use of the Service after the effective date of updated Terms constitutes acceptance; if you do not agree to the changes, your remedy is to cancel your subscription before the effective date.
19. Governing Law and Dispute Resolution
These Terms and any non-contractual obligations arising out of or in connection with them are governed by the laws of England and Wales, without regard to conflict-of-laws principles. Customers in the United States: for the avoidance of doubt, choosing English law as the governing law of this agreement is a standard commercial choice for international SaaS and does not waive rights you may have under applicable US federal or state consumer protection, data protection, or equivalent mandatory laws, which continue to apply to the extent required. Any dispute, controversy, or claim arising out of or in connection with these Terms shall be resolved first by good-faith negotiation. If the parties cannot resolve the matter within sixty (60) days, the dispute shall be submitted to the exclusive jurisdiction of the courts of England and Wales, except that either party may seek injunctive or equitable relief in any court of competent jurisdiction to protect its intellectual property or confidential information.
20. Contact
Questions about these Terms can be directed to support@greymill.ai. For privacy enquiries, contact our data protection team at the same address.
Greymill Limited · Registered in England and Wales · Company number 17144930 · 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ
11.6 How credit is used. We apply your credit automatically as a discount on your next subscription charge, shortly before it is taken; if your credit is more than one bill, the rest carries forward to the following bills until it is used. On an annual plan, credit comes off your next annual renewal. Credit is applied as a discount on your invoice, so your invoice shows the reduced amount, and any tax is worked out on the reduced amount. If another offer or discount is running on your subscription, your credit waits and comes off the bills after it. Credit can only reduce Greymill subscription charges in the currency it was earned in, or in the currency it is converted into under clause 11.7. It cannot be used to buy Advanced credit or anything else. If you change plan or billing cycle while credit is waiting, it stays on your account and comes off the next bill on your new plan.