Terms of Service

Last updated: 23 October 2026.

Terms of Service

1. Who we are

Pingtail is provided by Pingtail Partners, NH231, Above Axis Bank, Gulabbagh, Purnia, Bihar 854326, India ("we", "us"). These terms are a contract between us and the business that opens an account ("you", "the firm"). By opening an account or using the service, you agree to these terms. If you accept them for a company, you confirm that you are allowed to do so.

2. The service

Pingtail helps accounting, bookkeeping and tax firms request documents and information from their clients. You create a request. Your client receives an email with a private link. The client opens the link without an account or password, and uploads files or answers questions. The service sends automatic reminder emails that list only what is still missing. Where WhatsApp is available, you can also send requests and reminders on WhatsApp from your firm's own number (see section 5).

Every upload is checked automatically. We check the file type and safety. We run rule-based checks, such as a locked PDF, missing pages or the wrong period. An AI model reads the document to see if it matches what you asked for. See section 8 for the limits of these checks.

3. Accounts and team members

• You must give accurate account details and keep them up to date.
• You may invite team members. You are responsible for what they do in your account.
• Keep sign-in details secret. Tell us at once at dipa@pingtail.com if you think someone has used your account without permission.
• You must be a business user. The service is not for consumers acting for themselves.

4. Acceptable use

You must follow our Acceptable Use Policy. It is part of these terms. If a recipient reports one of your requests, we may pause your sending until we have reviewed the report.

5. Your responsibilities toward your clients

You are the sender of every message that the service sends to your clients. We are the platform. Emails show your firm's name, and replies go to you. You agree that:

• you only contact people who expect to hear from you, and you have a lawful basis to contact them and to collect their documents;
• the contact details you enter are accurate and belong to the right person;
• you give your clients any privacy information that the law requires;
• you review the documents you receive. Automatic checks help you, but they do not replace your professional judgement;
• you meet your own record-keeping duties. You choose how long files are kept and you keep your own copies where the law requires it;
• you respect a client's choice to stop reminders.

WhatsApp. If you connect WhatsApp, you connect your own WhatsApp Business Account and phone number. You agree that:

• you message only clients who agreed to hear from your firm on WhatsApp, and you keep that consent up to date;
• you follow Meta's WhatsApp Business Messaging Policy and Commerce Policy;
• Pingtail sends only pre-approved utility messages about your requests. It never sends marketing messages from your number;
• Meta bills your WhatsApp Business Account directly for the messages it delivers. Pingtail does not pay for, resell or mark up WhatsApp messages;
• when a client replies STOP, WhatsApp messages to that client stop at once;
• Meta may limit or suspend your number under its own rules. We are not responsible for Meta's decisions, but we will tell you what we know.

6. Plans, trial, billing and cancellation

• Trial. New accounts get a 14-day free trial that starts at signup. No payment method is needed to sign up or while you have one client. A payment method must be on file with our payment provider before a second client is added; nothing is charged before the trial ends. Adding a third client starts your plan: the plan is charged from that day for all your clients, and the trial is over. We email you on day 7 and day 13 of the trial with the amount and the date of the first charge. You can cancel at any time from the Billing page; if you cancel before the trial ends, nothing is charged.
• Read-only accounts. An account with no active trial or subscription is read-only: you can sign in, see everything and download your files, but you cannot create new requests until you choose a plan. Its retention period is shown on our pricing page.
• Paid plans. Paid plans are billed in advance through our payment processor, for each active client, every 30 days. There is no yearly plan. A plan renews automatically until you cancel.
• Taxes. Prices exclude taxes. You pay any sales tax, VAT or similar tax that applies, unless the law makes us responsible for it.
• Cancellation. You can cancel at any time in your account settings. There is no lock-in. Your paid plan runs until the end of the period you have paid for.
• Refunds. Every charge is final. The 14-day free trial, with one client and no card, is there for you to learn the product and decide whether it suits your firm before you pay, so we do not refund a charge because you changed your mind, stopped using the service, or used fewer days than you paid for. A client you pause, archive or remove stays usable to the end of the days already paid for it; it is not refunded, and it is not on your next bill. The one contractual exception is in our Data Processing Agreement: if you object to a new sub-processor and end the affected service, we refund the prepaid fees for the unused period. Nothing in these terms excludes, restricts or changes rights the law gives you that cannot be excluded by contract. In Australia, that includes the consumer guarantees under the Australian Consumer Law, among them a refund where a major failure gives you the right to one. In the United Kingdom, it includes your rights under the Consumer Rights Act 2015 and any other law that applies to you. In the United States, it includes the rights the law of your state gives you. Where such a law requires a refund, we give it.
• Price changes. We will tell you before a price change applies to you. It takes effect from your next billing period.

If payment stops. We never lock you out of your files. If a payment fails, your access continues for the grace period our payment provider allows while we ask you to update the payment method. If you cancel, your access continues to the end of the period already paid for (or the trial end). After that the account becomes read-only: you can sign in and download all your files, and the read-only retention period applies. You can export your files on every plan and on a read-only account.

7. Customer data and our role

"Customer data" means the client contact details you enter and the documents and answers your clients provide. You own your customer data. For this data you are the data controller and we are your data processor. Our Data Processing Agreement is part of these terms and applies automatically.

For your own account data, such as team member names, emails and billing details, we are the controller. Our Privacy Policy explains how we use it.

You give us permission to host, copy, send and process customer data only as needed to provide, secure and support the service.

Services you connect. You can connect services you use, such as Google Drive, Dropbox, Xero, QuickBooks Online, Slack, Zapier or your own webhook address. When you connect one, you tell us to send it the data you choose, and you confirm you are allowed to use that account. Your use of each service is governed by its own terms, and we are not responsible for how it works, is available or handles data. Documents we save into a connected service are held by you there and are outside our retention and deletion. With QuickBooks Online, we change your books only when someone at your firm confirms the change, and only by creating or adding; you can undo a posted change from Pingtail. You remain responsible for the changes you confirm. You can disconnect at any time from the Integrations page, and we then delete the access token we hold. We only ask each service for the access the connection needs, and we never use data from it for advertising or to train AI models.

8. AI checks and the person in the loop

• The automatic checks never reject a file. They accept it, ask the client to fix or confirm it, or flag it for a person at your firm.
• The client can always say "this is correct, send it anyway". Only a person at your firm can send a file back.
• The result of an AI check is a suggestion. People decide.
• Documents are sent to an AI model provider only to perform the check. Customer documents are not used to train models.
• You can switch AI checks off in your settings.
• Checks can be wrong. They may miss a problem or flag a good document. You remain responsible for reviewing the documents you receive.

9. Availability and changes to the service

We work to keep the service available and secure, but we do not promise that it will run without breaks or errors. We may carry out maintenance. We may add, change or remove features. If we plan to remove a feature that you are likely to rely on, we will give you reasonable notice where we can.

10. Intellectual property

We own the service, the software, the design and the Pingtail name. We give you a limited right to use the service during your subscription. This right cannot be transferred. You must not copy, resell or reverse engineer the service, except where the law allows it. If you send us feedback, we may use it without any duty to you.

These terms are the end-user licence agreement for Pingtail, including when you use it with QuickBooks Online, Xero, Google Drive or Dropbox.

11. Confidentiality

Each of us will keep the other's non-public information confidential. Each of us will use it only to carry out these terms. This does not apply to information that is public, that was already known, or that the law requires us to disclose. Customer data is always treated as confidential.

12. Disclaimers

We are not an accounting, tax or legal adviser. The service does not give advice. It does not confirm that a document is genuine, complete or correct. To the extent the law allows, the service is provided "as is", and we give no warranties beyond those set out in these terms. We are not responsible for email that a recipient's provider delays, filters or blocks.

13. Limitation of liability

Nothing in these terms limits liability that cannot be limited by law, such as liability for fraud, or for death or personal injury caused by negligence.

Subject to that, neither of us is liable to the other for loss of profit, loss of business, loss of goodwill, or any indirect or consequential loss. Subject to that, our total liability to you for all claims under or related to these terms is limited to the fees you paid to us in the 12 months before the claim.

14. Indemnity for misuse

You will cover our reasonable losses and costs from any third-party claim that arises because you broke the Acceptable Use Policy, contacted people without a lawful basis, or uploaded or requested content that you had no right to use. We will tell you about the claim promptly and let you take part in the defence.

15. Termination and data deletion

• You can delete any file, request or client, or your whole account, at any time.
• We may suspend or close an account that seriously or repeatedly breaks these terms, puts the service or other people at risk, or where the law requires it. Where we can, we will warn you first and give you time to export your files.
• If nobody signs in to an account for 12 months, we archive the account and delete its files. We send a warning email first.
• When a file is deleted, we remove the stored object and its encryption key. It cannot be recovered. Encrypted backups expire on their normal schedule.
• When your account ends, we disconnect every connected service and delete the tokens. Copies already saved in your own Google Drive, Dropbox or accounting software stay there under your control.
• Sections that by their nature should continue after the end of the contract will continue. These include sections 10 to 14 and 16.

16. Governing law

These terms are governed by the laws of India. The courts of India have jurisdiction over any dispute, unless the law where you are based gives you rights that cannot be removed by contract.

17. Changes to these terms

We may update these terms. If a change is material, we will tell you by email or in the service at least 30 days before it takes effect. If you do not agree, you can cancel before that date. If you keep using the service after that date, you accept the new terms.

18. General

These terms, the Acceptable Use Policy and the Data Processing Agreement are the whole agreement between us about the service. If a court finds part of these terms invalid, the rest still applies. You may not transfer this contract without our consent. We may transfer it as part of a sale or reorganisation of our business, and we will tell you if we do.

19. Contact

Support: dipa@pingtail.com. Privacy and security reports: dipa@pingtail.com. Phone: +91 91801 85753. Post: Pingtail Partners, NH231, Above Axis Bank, Gulabbagh, Purnia, Bihar 854326, India.

Pingtail Partners, NH231, Above Axis Bank, Gulabbagh, Purnia, Bihar 854326, India · +91 91801 85753 · dipa@pingtail.com