SiteBooks

SiteBooks Terms of Service

Last updated: 21 February 2026

1. Introduction

These Terms of Service ("Terms") govern your access to and use of SiteBooks, a construction finance application operated by GCB Software ("we", "our", "us"). SiteBooks is available as a web application and a mobile application for iOS and Android (collectively, the "Service").

By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, do not use the Service.

Contact us:

Email: sitebooks@gcbgroup.ae

2. Eligibility

To use SiteBooks, you must:

  • Be at least 18 years of age
  • Be a resident of the United Kingdom or operate a UK-registered business
  • Have the legal authority to enter into these Terms on behalf of yourself or your business
  • Provide accurate and complete information during registration

    • 3. Account Registration & Security

    3.1 Account Creation

    You must create an account using a valid email address and password. You are responsible for maintaining the confidentiality of your login credentials.

    3.2 Account Security

    You agree to:

  • Keep your password secure and not share it with anyone
  • Notify us immediately at sitebooks@gcbgroup.ae if you suspect unauthorised access to your account
  • Accept responsibility for all activity that occurs under your account

    • We are not liable for any loss or damage arising from your failure to protect your account credentials.

    3.3 Account Accuracy

    You are responsible for ensuring that all information in your account — including business details, VAT numbers, UTR, and other tax identifiers — is accurate and up to date. Inaccurate information may result in incorrect tax calculations, invoice errors, or failed HMRC submissions.

    4. Description of the Service

    SiteBooks provides the following features for UK construction tradespeople and businesses:

  • **Invoicing & Quoting** — Create, send, and manage invoices and quotes with VAT and CIS calculations
  • **CIS Management** — Track CIS deductions suffered and/or deducted
  • **Expense Tracking** — Record expenses and scan receipts using AI-powered extraction
  • **Tax Estimation** — View estimated tax liability based on your recorded financial data
  • **Payment Processing** — Accept invoice payments via Stripe Connect
  • **HMRC Integration** — Submit VAT returns and self-assessment data to HMRC (Making Tax Digital)
  • **Client Management** — Maintain a database of your clients and their contact details
  • **PDF Generation** — Generate and download professional PDF invoices and quotes

    • 5. Subscriptions & Payments

    5.1 Subscription Plans

    SiteBooks operates on a subscription model. Details of available plans (monthly and annual), pricing, and included features are displayed within the Service.

    5.2 Free Trial

    New users may be offered a free trial period. At the end of the trial, you must subscribe to a paid plan to continue using the Service. If you do not subscribe, your access to paid features will be restricted.

    5.3 Mobile Subscriptions

    Subscriptions purchased through the iOS App Store or Google Play Store are managed by Apple or Google respectively, and are subject to their terms and refund policies. In-app subscription management is handled through RevenueCat.

    5.4 Web Subscriptions

    Subscriptions purchased through the web application are processed by Stripe. By subscribing, you authorise us to charge your chosen payment method on a recurring basis.

    5.5 Cancellation

    You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. You will retain access to paid features until your current subscription period expires. No partial refunds are provided for unused time within a billing period.

    5.6 Price Changes

    We may change subscription prices with at least 30 days' notice. Price changes will take effect at the start of your next billing period following the notice. Continued use of the Service after a price change constitutes acceptance of the new price.

    6. Stripe Connect & Payment Processing

    6.1 Stripe Connect Account

    To accept invoice payments through SiteBooks, you must set up a Stripe Connect Express account. By doing so, you agree to Stripe's Connected Account Agreement (https://stripe.com/connect-account/legal).

    6.2 Payment Responsibility

    Stripe processes all payments. We are not a payment processor and do not hold or have access to your customers' payment card information. Payment disputes, chargebacks, and refunds are handled through Stripe in accordance with their policies.

    6.3 Stripe Fees

    Stripe charges processing fees on each transaction. These fees are determined by Stripe and are separate from your SiteBooks subscription. Check Stripe's pricing page for current rates.

    7. HMRC Integration

    7.1 Authorisation

    SiteBooks can connect to HMRC on your behalf to submit VAT returns and self-assessment data under the Making Tax Digital (MTD) programme. You must explicitly authorise this connection through HMRC's OAuth process. You can revoke this authorisation at any time through your HMRC account or through SiteBooks.

    7.2 Your Responsibility

    You are solely responsible for the accuracy and completeness of all data submitted to HMRC through SiteBooks. This includes but is not limited to:

  • VAT return figures
  • Self-assessment income and expense data
  • CIS deduction records
  • Business and personal tax identifiers (UTR, VRN, NINO)

    • We strongly recommend that you review all figures carefully before authorising any submission to HMRC.

    7.3 No Tax Advice

    SiteBooks is a financial record-keeping and submission tool. It does not provide tax advice, accounting advice, or professional financial guidance. Tax estimates and calculations provided by the Service are indicative only and should not be relied upon as a substitute for professional advice from a qualified accountant or tax adviser.

    7.4 HMRC Liability

    We are not liable for:

  • Penalties, fines, or interest imposed by HMRC as a result of inaccurate submissions
  • Delays in submission caused by HMRC system availability
  • Changes to HMRC requirements, tax rates, or MTD regulations
  • Any consequences arising from your reliance on tax estimates provided by the Service

    • 7.5 HMRC Token Security

    We store your HMRC OAuth tokens securely to maintain your connection. These tokens allow the Service to act on your behalf within the scopes you have authorised (reading and writing VAT and self-assessment data). You can disconnect your HMRC account at any time.

    8. Receipt Scanning & AI Processing

    8.1 How It Works

    SiteBooks uses OpenAI's vision AI to extract financial data from receipt images you upload. The extracted data includes date, supplier, description, amount, VAT, and expense category.

    8.2 Accuracy

    AI-extracted data is provided as a convenience and may contain errors. You are responsible for reviewing and verifying all extracted information before saving or using it. We are not liable for any inaccuracies in AI-extracted data.

    8.3 Image Processing

    Receipt images are transmitted to OpenAI's API for processing. By using the receipt scanning feature, you consent to this transfer. OpenAI does not use API data to train its models. See our Privacy Policy for more details.

    9. Your Data & Content

    9.1 Ownership

    You retain full ownership of all data, documents, images, and content you upload or create through the Service ("Your Content"). We do not claim any ownership rights over Your Content.

    9.2 Licence to Us

    By using the Service, you grant us a limited, non-exclusive licence to store, process, and display Your Content solely for the purpose of providing the Service to you. This licence terminates when you delete Your Content or close your account.

    9.3 Data Accuracy

    You are responsible for the accuracy and legality of all data you enter into the Service, including client information, financial figures, and tax identifiers.

    9.4 Backups

    While we take reasonable measures to protect your data, we recommend that you maintain your own backups of important financial records. We are not liable for data loss caused by circumstances beyond our reasonable control.

    10. Acceptable Use

    You agree not to:

  • Use the Service for any unlawful purpose, including tax evasion or fraud
  • Submit knowingly false information to HMRC or any other party through the Service
  • Attempt to gain unauthorised access to the Service, other accounts, or our systems
  • Reverse engineer, decompile, or disassemble any part of the Service
  • Use automated scripts, bots, or scrapers to access the Service
  • Resell, sublicence, or redistribute the Service without our written consent
  • Upload malicious files, viruses, or harmful content
  • Use the Service in any way that could damage, disable, or impair it
  • Impersonate another person or entity
  • Use the Service on behalf of another party without their authorisation

    • We reserve the right to suspend or terminate your account if you violate these Terms.

    11. Intellectual Property

    11.1 Our Property

    The Service, including its design, code, features, branding, logos, and documentation, is owned by GCB Software and protected by intellectual property laws. Nothing in these Terms grants you any rights to our intellectual property except as expressly stated.

    11.2 Feedback

    If you provide feedback, suggestions, or ideas about the Service, you grant us an unrestricted, perpetual, royalty-free licence to use that feedback for any purpose without obligation to you.

    12. Limitation of Liability

    12.1 Service Provided "As Is"

    The Service is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we disclaim all warranties, whether express, implied, or statutory, including warranties of merchantability, fitness for a particular purpose, and non-infringement.

    12.2 Limitation

    To the maximum extent permitted by applicable law:

  • We are not liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, or business opportunities
  • Our total aggregate liability arising from or related to these Terms or the Service shall not exceed the total amount you have paid to us in the 12 months preceding the claim
  • We are not liable for any loss or damage arising from your reliance on tax estimates, calculations, or financial data provided by the Service
  • We are not liable for any penalties, fines, or charges imposed by HMRC, Stripe, or any other third party

    • 12.3 Exceptions

    Nothing in these Terms excludes or limits our liability for:

  • Death or personal injury caused by our negligence
  • Fraud or fraudulent misrepresentation
  • Any other liability that cannot be excluded or limited under applicable law

    • 13. Indemnification

    You agree to indemnify and hold harmless GCB Software, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with:

  • Your use of the Service
  • Your violation of these Terms
  • Your violation of any applicable law or regulation
  • Inaccurate data you submit through the Service, including submissions to HMRC
  • Your use of the Stripe Connect platform

    • 14. Third-Party Services

    The Service integrates with third-party services including Stripe, HMRC, RevenueCat, OpenAI, and Resend. Your use of these services is subject to their respective terms and conditions. We are not responsible for the availability, accuracy, or conduct of any third-party service.

    | Service | Terms |
    |---|---|
    | Stripe | https://stripe.com/legal |
    | HMRC | https://www.gov.uk/government/publications/hmrc-terms-of-use |
    | Apple App Store | https://www.apple.com/legal/internet-services/itunes/ |
    | Google Play | https://play.google.com/about/play-terms/ |
    | RevenueCat | https://www.revenuecat.com/terms |
    | OpenAI | https://openai.com/policies/terms-of-use |
    | Resend | https://resend.com/legal/terms-of-service |

    15. Service Availability & Modifications

    15.1 Availability

    We aim to provide a reliable service but do not guarantee uninterrupted or error-free access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

    15.2 Modifications

    We reserve the right to modify, update, or discontinue any part of the Service at any time. Where changes materially affect your use of the Service, we will provide reasonable notice.

    15.3 Discontinuation

    If we discontinue the Service entirely, we will provide at least 90 days' notice and offer you the ability to export your data.

    16. Termination

    16.1 By You

    You may close your account at any time by contacting us at sitebooks@gcbgroup.ae. Upon closure, your subscription will be cancelled and your access to the Service will end.

    16.2 By Us

    We may suspend or terminate your account immediately if:

  • You breach these Terms
  • You engage in fraudulent or illegal activity
  • You fail to pay subscription fees
  • We are required to do so by law

    • 16.3 Effect of Termination

    Upon termination:

  • Your right to use the Service ceases immediately
  • We may delete your data after 30 days, subject to legal retention requirements (financial records may be retained for up to 7 years for tax compliance)
  • Provisions that by their nature should survive termination (including Limitation of Liability, Indemnification, and Governing Law) will continue to apply

    • 17. Governing Law & Disputes

    17.1 Governing Law

    These Terms are governed by and construed in accordance with the laws of England and Wales.

    17.2 Dispute Resolution

    Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

    17.3 Informal Resolution

    Before initiating formal legal proceedings, you agree to contact us at sitebooks@gcbgroup.ae to attempt to resolve the dispute informally. We will make reasonable efforts to resolve any dispute within 30 days.

    18. General Provisions

    18.1 Entire Agreement

    These Terms, together with our Privacy Policy, constitute the entire agreement between you and GCB Software regarding the Service.

    18.2 Severability

    If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

    18.3 Waiver

    Our failure to enforce any right or provision of these Terms does not constitute a waiver of that right or provision.

    18.4 Assignment

    You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations without restriction.

    18.5 Force Majeure

    We are not liable for any failure to perform our obligations where such failure results from circumstances beyond our reasonable control, including natural disasters, war, terrorism, pandemics, government actions, power failures, internet disruptions, or third-party service outages.

    19. Changes to These Terms

    We may update these Terms from time to time. When we make material changes, we will notify you by email or through a notice within the Service at least 30 days before the changes take effect.

    Your continued use of the Service after the updated Terms take effect constitutes your acceptance of the changes. If you do not agree with the updated Terms, you must stop using the Service and close your account.

    20. Contact Us

    If you have any questions about these Terms, please contact us:

    Email: sitebooks@gcbgroup.ae