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Customer agreement

The terms for using AccentPOS at your business, including how we look after the data you put into it.

Last updated: 13 October 2026. This agreement is between Accent IT Services Ltd, trading as AccentPOS (company number 09785728, registered in England and Wales; registered office Atlantic House, 18–22 Hamilton Street, Birkenhead, CH41 1AL) — "we" or "us" — and the business that signs up for AccentPOS — "you".

You accept it when you sign up for AccentPOS or start using it. The person accepting must be authorised to act for the business. AccentPOS is for businesses only, not for personal or household use.

1. The service

AccentPOS is software for hospitality businesses: the till app, kitchen and bar screens, online ordering, table QR ordering, kiosk, the Hub back office, reports, and the AI menu creator and assistant (together, "the service"). We provide it as a subscription; you don't buy the software.

We keep improving AccentPOS, so features change over time. We won't remove a core feature you rely on (taking orders and payments, kitchen screens, online ordering and your reports) without telling you at least 30 days before.

2. Your account

  • Give us accurate details and keep them up to date.
  • Keep your sign-in details and your staff's PINs private. You're responsible for what happens under your account, including what your staff do.
  • Tell us straight away at ops@accentpos.com if you think someone has got into your account.

3. Free trial

New businesses get a 30-day free trial, with no card needed. We don't charge for anything you take through AccentPOS during the trial. To keep using AccentPOS after it, set up a direct debit. If you don't, we may restrict or pause your account.

4. Fees and payment

  • The fee is 1% of your transaction turnover each calendar month, plus VAT at the standard rate. There's no fixed monthly fee, per-device fee or set-up fee.
  • Transaction turnover is the total value of payments taken through AccentPOS at your venues in the month — cash, card, online, wallet and gift card or voucher redemptions — less refunds made through AccentPOS. Tips and round-ups aren't included.
  • Billing is monthly in arrears by direct debit, through GoCardless: early each month we invoice the previous month and collect it a few days later. Your payments are protected by the Direct Debit Guarantee.
  • Card fees charged by your card provider (Zettle, Dojo or PayPal) are separate and paid to them, not us.
  • AI features include a monthly allowance of AI tokens. Unused tokens roll over. You can buy more tokens if you need them, at the price shown in the Hub, and we may pause AI features while your balance is used up.
  • Price changes: we'll tell you at least 30 days before any change to our fees. If you don't want to continue, you can cancel before it takes effect.

5. If a payment fails

We'll let you know and give you 14 days to sort it out. If it's still unpaid after that, we may restrict access to the Hub back office and to buying AI tokens until it's resolved. Your tills will keep trading while we sort it out with you. If a payment is reversed through the Direct Debit Guarantee without good reason, we may suspend the account.

6. Payment providers and other services

Card payments are processed by the provider you choose — Zettle, Dojo or PayPal — under your own agreement with them. Integrations you switch on, such as Nash, Deliverect or Xero, are also provided under their own terms. We're not responsible for those services, but we'll help you set them up. Hardware is bought separately.

7. AI features

The AI menu creator and assistant can make mistakes. Check what they produce before you use it, especially prices, allergen information and anything you show to customers. You're responsible for the menus and information you publish.

8. Your responsibilities

  • Use AccentPOS lawfully, and don't misuse it, try to break it, or let anyone outside your business use your account.
  • You're responsible for your menus, prices, allergen information, age checks and the legal requirements of running your business.
  • Keep your own records for tax and accounting. AccentPOS reports help, but you're responsible for your VAT returns and accounts.
  • Provide supported devices and an internet connection. The till keeps taking orders and cash payments offline and syncs when you're back online; card payments with some providers, online ordering, QR and kiosk orders need a connection.

9. Availability and support

We work to keep AccentPOS available and reliable, but we can't promise it will never be interrupted, for example for maintenance or because of problems outside our control. We'll try to give notice of planned maintenance.

For help, use the help centre, email ops@accentpos.com or call +44 1329 836 262 during UK business hours. We aim to reply within one working day.

10. Your data

Your data — your menus, orders, sales, reports and the information about your customers and staff — belongs to you. We use it only to provide and improve the service for you, and we may use anonymised, aggregated figures that don't identify you, your customers or your staff.

You can export your orders, reports and menus as CSV files from the Hub at any time.

11. Data protection

For personal information about your customers and staff that you put into AccentPOS, you are the controller and we are your processor. We will:

  • process it only to provide the service and on your documented instructions, which this agreement and your use of AccentPOS make up;
  • make sure our team and anyone acting for us keep it confidential;
  • keep it secure with appropriate technical and organisational measures, including encryption in transit, access controls and regular backups;
  • use only the sub-processors listed in Schedule 2, under written terms that protect it at least as well as this agreement, and tell you at least 30 days before adding or replacing one, so you can object;
  • transfer it outside the UK only with appropriate safeguards (UK adequacy regulations, or the UK International Data Transfer Addendum);
  • help you respond to requests from people exercising their rights, and with security and data protection impact assessments, where you need us to;
  • tell you without undue delay, and within 48 hours, if we become aware of a personal data breach affecting your data;
  • delete or return it when this agreement ends (see section 15), unless the law requires us to keep it;
  • give you the information you reasonably need to show you're complying with data protection law, and allow audits on reasonable notice.

You confirm you have a lawful basis to put this information into AccentPOS and that you give your customers and staff the privacy information the law requires. Schedule 1 describes the processing.

For information about you and your users as our customer — your account and billing details — we are the controller, as described in our privacy policy.

12. Confidentiality

We'll each keep the other's confidential information private and use it only for this agreement, unless it's already public or the law requires it to be shared.

13. Intellectual property

We own AccentPOS and everything in it, apart from your data. While this agreement is in force, we give you the right to use the service for your business. If you send us suggestions, we may use them freely.

14. Liability

  • Nothing in this agreement limits liability that can't be limited by law, such as for death or personal injury caused by negligence, or for fraud.
  • We're not liable for loss of profits, revenue, business or goodwill, or for indirect or consequential loss.
  • Otherwise, our total liability under or in connection with this agreement in any 12 months is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

15. Cancelling and ending

  • You can cancel at any time by emailing ops@accentpos.com. The service ends at the end of that calendar month, and we bill that last month in arrears as usual. There's no cancellation fee.
  • We can end the agreement by giving you 30 days' notice, or straight away if you seriously or repeatedly break it, don't pay, or become insolvent.
  • Afterwards you can still export your data for 30 days. Then we delete your data, except what the law requires us to keep (for example, our invoices to you, which we keep for six years). Backups are overwritten within three months.

16. Changes to this agreement

We may update this agreement. We'll email you at least 30 days before a change that affects you materially; if you don't want to accept it, you can cancel before it takes effect. The current version is always on this page.

17. General

  • This agreement, with our prices on accentpos.com/pricing, is the whole agreement between us about AccentPOS.
  • You can't transfer it to someone else without our agreement. We may transfer it to a company that takes over AccentPOS.
  • Neither of us is responsible for delays or failures caused by events outside our reasonable control.
  • If part of this agreement can't be enforced, the rest still applies. Not enforcing a right straight away doesn't mean we've given it up.
  • Nobody else has rights under this agreement.
  • We'll send notices to the email address on your account; send yours to ops@accentpos.com.
  • This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Schedule 1: The processing

  • Subject matter and purpose: providing AccentPOS — taking and managing orders, payments, tables, kitchen tickets, online and QR ordering, deliveries, gift cards, feedback, staff and shifts, reports and the AI features.
  • Duration: while this agreement is in force, and the 30-day export period afterwards.
  • People: your customers and guests, your staff and the people you give access to the Hub.
  • Information: names; phone numbers and email addresses; delivery addresses and instructions; order and payment history (never full card numbers); order notes; gift card buyer and recipient emails and messages; feedback; staff names, job titles, shift and cash-up records, and PINs (stored only in scrambled form).
  • Special category information: none is intended. Order notes may contain things customers choose to tell you, such as allergies; only record what you need.

Schedule 2: Sub-processors

We use these providers to run AccentPOS:

  • Railway — hosting and databases.
  • Cloudflare — storage for images, attachments and backups; bot protection at signup.
  • Atlassian (Bitbucket Pipelines) — runs our scheduled backups.
  • Supabase — sign-in for the Hub and tills.
  • Resend (with Postmark as a backup) — emails such as order updates, gift cards and account messages.
  • Pusher — live updates between tills, kitchen screens and ordering.
  • Anthropic — the AI menu creator and assistant.
  • getAddress.io — postcode lookup for delivery orders.
  • Sentry — error monitoring (USA).
  • PostHog — product analytics, without personal information (EU).
  • Browser push services (Google, Apple, Mozilla, Microsoft) — deliver Hub notifications you switch on.
  • Google Fonts — serves fonts on your ordering pages if you choose brand fonts.

Payment providers and integrations you choose to use (Zettle, Dojo, PayPal, Nash, Deliverect, Xero) work under your own agreements with them. GoCardless collects our fees from you and is covered by our privacy policy.