Terms of Service

1. Description of Service

Agency Billing Hub is a web-based SaaS platform designed for agencies and freelancers to manage client relationships, track billable time, manage projects and tasks, generate proof-backed invoices, and handle billing workflows including retainer tracking, revenue analytics, and automated weekly reports. The Service is provided on a subscription basis with different plan tiers (Free, Starter, and Pro).

2. Eligibility

You must be at least 18 years old and have the legal capacity to enter into binding agreements to use the Service. By using the Service, you represent and warrant that you meet these requirements. The Service is intended for business use only; you agree to use it solely in connection with your professional or commercial activities.

3. Account Registration & Security

3.1 Account Creation

To use the Service, you must create an account by providing accurate, current, and complete information. You agree to keep this information up to date.

3.2 Account Security

You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately at [email protected] of any unauthorized access or security breach

We are not liable for any loss or damage arising from your failure to protect your account credentials. We will never ask for your password by email or phone.

3.3 One Account Per Agency

Each agency or freelancer may maintain only one active account. Duplicate accounts may be terminated without notice. Team members may be added to your account via the Team management features.

4. Subscription Plans & Billing

4.1 Plan Tiers

We offer the following subscription plans (current pricing available at agencybillinghub.com/packages):

• Free Plan — limited features with usage restrictions, always available at no charge
• Starter Plan — core features including unlimited clients, projects, and invoicing
• Pro Plan — advanced features including retainer tracking, analytics, unlimited team members, and automated reports

Plan details, features, and pricing are available on our website and may be updated with reasonable notice to existing subscribers.

4.2 Billing Terms

• Subscriptions are billed monthly in advance
• Payment is processed automatically on your billing date via Polar
• All fees are in US Dollars (USD)
• You authorize us to charge your payment method for all applicable fees
• You are responsible for providing accurate and current payment information

4.3 Auto-Renewal

Your subscription automatically renews each billing period unless you cancel before the renewal date. You will be charged the then-current subscription fee for your plan.

4.4 Plan Changes

• Upgrades — you will be charged a prorated amount for the remainder of your billing period, and new plan features will be available immediately.
• Downgrades — your current plan remains active until the end of your billing period, after which the new plan takes effect.

4.5 Price Changes

We may change subscription prices with at least 30 days' written notice to your registered email address. Price changes will not affect your current billing period and will apply to subsequent renewals only.

5. Cancellation & Refunds

5.1 Cancellation

You may cancel your subscription at any time through your account settings (Settings → Billing) or by contacting us at [email protected]. Upon cancellation:

• Your subscription remains active until the end of your current billing period
• You will not be charged for subsequent periods
• Your data is retained for 90 days, after which it may be permanently deleted
• You are responsible for exporting any data before the 90-day period expires

5.2 Refund Policy

All subscription fees are non-refundable. When you cancel, you retain access to paid features until the end of your billing period — you are not billed again, but no refund is issued for the current period. See our Refund & Cancellation Policy for complete details including billing error exceptions.

5.3 Billing Errors

If we make a billing error, we will investigate and issue a full refund for any overcharge. You must notify us of billing errors within 60 days of the charge at [email protected].

6. Acceptable Use Policy

6.1 Permitted Use

You may use the Service only for lawful business purposes and in accordance with these Terms. The Service is designed for agencies and freelancers to manage their own internal business operations.

6.2 Prohibited Activities

You may not:

• Use the Service for any illegal purpose or in violation of any applicable laws
• Violate any third-party rights, including intellectual property or privacy rights
• Upload or transmit viruses, malware, ransomware, or any malicious code
• Attempt to gain unauthorized access to the Service, our systems, or other users' accounts
• Interfere with or disrupt the Service or servers
• Use automated systems (bots, scrapers, crawlers) to access the Service without our written consent
• Reverse engineer, decompile, or disassemble any part of the Service
• Remove or alter any copyright, trademark, or proprietary notices
• Resell, sublicense, or redistribute access to the Service
• Use the Service to send spam or unsolicited communications
• Impersonate any person or entity
• Engage in any activity that could damage our reputation or the experience of other users

6.3 Enforcement

We reserve the right to investigate and take action against violations, including suspending or terminating accounts. We will attempt to notify you before taking action unless the violation is severe or poses a security risk.

7. Data Ownership & Usage

7.1 Your Data

You retain all rights, title, and interest in the data you input into the Service ("Customer Data"), including client information, time entries, invoices, and project data. We do not claim ownership of your Customer Data.

7.2 License to Use Your Data

By using the Service, you grant us a limited, non-exclusive license to access, store, process, and display your Customer Data solely to provide and improve the Service. We will not share your Customer Data with third parties except as described in our Privacy Policy.

7.3 Data Security

We implement reasonable technical and organizational measures to protect your Customer Data. However, no system is completely secure, and we cannot guarantee absolute security.

7.4 Data Export

You may export your Customer Data at any time using the export features available in your account (month-end export packs, GDPR data export). You are responsible for maintaining your own backups.

7.5 Data Retention After Termination

Upon cancellation or account termination, we retain Customer Data for 90 days to allow reactivation or data export. After this period, data may be permanently deleted.

8. Intellectual Property Rights

8.1 Service Ownership

The Service, including all software, features, content, designs, logos, trademarks, and documentation, is owned by Agency Billing Hub and is protected by copyright, trademark, and other applicable intellectual property laws.

8.2 Limited License

We grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service solely for your internal business purposes in accordance with these Terms. This license does not include the right to sublicense, modify, or create derivative works.

8.3 Feedback

If you provide us with feedback, suggestions, or ideas about the Service, you grant us a perpetual, irrevocable, worldwide, royalty-free license to use such feedback without compensation or attribution.

9. Service Availability & Modifications

9.1 Uptime

We strive to provide reliable, uninterrupted service but do not guarantee 100% uptime. The Service may be unavailable due to scheduled maintenance (we will provide advance notice where possible), emergency security updates, technical issues, or force majeure events.

9.2 Service Modifications

We reserve the right to modify, update, or discontinue any part of the Service. We will provide reasonable advance notice of material changes that negatively affect your use of the Service. Minor updates, improvements, and bug fixes may be deployed without prior notice.

9.3 No Liability for Downtime

We are not liable for any loss, damage, or inconvenience caused by Service unavailability, except where required by applicable consumer protection laws.

10. Third-Party Services

The Service integrates with or links to third-party services (e.g., Polar for payment processing, Resend for email delivery, Cloudflare for security and CDN). We are not responsible for the availability, accuracy, or content of third-party services. Your use of third-party services is governed by their respective terms and privacy policies.

11. Limitation of Liability

11.1 Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE ERROR-FREE, UNINTERRUPTED, OR MEET YOUR SPECIFIC REQUIREMENTS.

11.2 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, AGENCY BILLING HUB SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL LIABILITY TO YOU FOR ANY CLAIM ARISING FROM OR RELATED TO THE SERVICE SHALL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID US IN THE 12 MONTHS PRECEDING THE CLAIM, OR (B) €100 / $100 USD.

11.3 Exceptions

Nothing in these Terms limits our liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law (including EU consumer protection laws).

12. Indemnification

You agree to indemnify, defend, and hold harmless Agency Billing Hub and its officers, directors, employees, and agents from any claims, damages, losses, costs, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any rights of a third party.

13. Governing Law & Dispute Resolution

These Terms are governed by and construed in accordance with applicable law. We aim to resolve disputes informally — please contact us first at [email protected].

For users in the European Union: nothing in these Terms affects your rights as a consumer under EU law, including the right to bring proceedings before the courts of your country of residence. The EU Online Dispute Resolution platform is available at ec.europa.eu/consumers/odr.

For users in the United Kingdom: nothing in these Terms affects your statutory rights as a consumer under UK law.

14. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and notify you by email at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the revised Terms.

If you do not agree with material changes, you may cancel your account before they take effect.

15. Contact Us

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