Pyro
Terms and Conditions
What changed in 1.6
- Section 6.1: invoices are read by Google's Gemini on Google Cloud's
Vertex AI, processed inside the EU. No other AI provider is used, and firms no longer have AI keys of their own.
- Nothing else in these Terms changed. The Privacy Policy and DPA now also
describe the cost record Pyro keeps for each AI call.
Please read section 6
Most of this document is ordinary contract wording. Section 6 is not. It explains that Pyro uses AI to read your invoices, that AI sometimes gets things wrong, and that you are responsible for checking the numbers before they reach your accounts. If you read nothing else here, read that.
1. Who we are and what this is
Pyro is operated by Trevor St. John, an individual trading as "Pyro", based in Malta ("Pyro", "we", "us"). Our postal address is available on request — write to support@pyroplatform.com.
These Terms are the agreement between Pyro and the firm or business using the service ("Customer", "you"). They apply from the moment you first use Pyro.
Two related documents form part of this agreement:
- Our Privacy Policy — how we handle information about you
- Our Data Processing Agreement — how we handle personal data
inside the documents you upload
If the DPA and these Terms disagree about personal data, the DPA wins.
2. What Pyro does
Pyro reads invoices, bills and similar accounting documents that you upload, proposes an accounting classification and VAT treatment for each line, and — when you tell it to — creates draft entries in your connected Xero or Zoho Books organisation (your "accounting software").
Pyro is a tool that assists qualified people. It is not an accountant, not a tax adviser, and not a substitute for professional judgement. Nothing Pyro produces is accounting, tax or legal advice.
3. Who can use Pyro
You may use Pyro if you are at least 18, acting for a business or firm, and authorised to enter into this agreement on its behalf. Pyro is a professional tool and is not offered to consumers.
4. Accounts and access
4.1 How accounts work. Pyro has no password system. Everyone signs in with their Xero or Zoho Books account — including Pyro's own administrators; nobody signs in with a password. Your firm is created by us after you request it and we speak to you — there is no open self-service signup.
4.1a Both accounting systems. A firm owner can add the firm's other accounting system from Billing & wallet. That creates a second workspace for the same firm; the two share one subscription, one wallet and one monthly invoice allowance. Each workspace has its own invite links and team.
4.2 Invite links. Your firm gets two invite links: one that makes someone an owner, and one that makes them an ordinary member. The owner link grants full control of your firm, including billing. Treat it like a password. Anyone who has it can join as an owner.
4.3 You are responsible for your people. You're responsible for who you invite, what they do in Pyro, and removing them promptly when they leave. Use the Team tab to manage this.
4.4 Tell us about problems. If you think someone has access who shouldn't, email support@pyroplatform.com straight away.
4.5 The DPA comes first. Before Pyro will process your clients' data, a firm owner must accept the current Data Processing Agreement. When we change it, Pyro asks again, and until an owner accepts the new version it will not upload, read, post, sync, connect or export client data. Deleting data, disconnecting and leaving always still work.
5. Your data
5.1 You own it. Your documents, your extracted data, your coding history and everything in your Xero or Zoho Books organisation remain yours. We claim no ownership.
5.2 What we may do with it. Only what's needed to run the service for you, as described in the DPA.
5.3 What we will never do. We will not sell your data, use it for advertising, use it to train AI models, or share it with anyone outside the providers listed in the DPA.
5.4 You must have the right to upload it. You confirm you're entitled to give us the documents you upload, including where they contain other people's personal data, and that you've met your own obligations to those people.
5.5 Don't upload sensitive categories. Pyro isn't designed for health data, biometric data, or criminal-offence data. Please don't put them through it.
6. AI extraction — read this properly
6.1 Pyro uses AI. Invoices are read by a third-party AI model — currently Google's Gemini, on Google Cloud's paid Vertex AI service, processed inside the EU, and no other provider. Every call uses Pyro's own Google account; you don't need, and can't supply, an AI key of your own. This is how the product works. The DPA explains what Google may and may not do with your documents.
6.2 AI gets things wrong. Sometimes it misreads a number. Sometimes it picks the wrong account, or the wrong VAT treatment. Sometimes it reads a date in the wrong format, or misses a line entirely. This is a known and unavoidable characteristic of the technology, not a defect we can eliminate.
6.3 You must review everything before it counts. Every result Pyro produces is a proposal for a human to check. Pyro deliberately sends it to your accounting software as an unapproved draft, so a person always sees it before it hits your books. You are responsible for reviewing extracted amounts, dates, VAT treatment and account coding before approving anything.
6.4 No guarantee of accuracy. We do not warrant that extraction or coding will be accurate, complete, or fit for any particular filing or return. We make no promise about accuracy rates.
6.5 VAT and tax treatment. Pyro's VAT suggestions — including Maltese VAT box logic and reverse-charge handling — are suggestions. Responsibility for the correctness of any VAT return, tax filing or set of statutory accounts remains entirely yours and your firm's.
6.6 Your professional duties are unaffected. Using Pyro does not reduce any obligation you owe your own clients or any regulator. If your professional body requires you to check work, Pyro's output is work that needs checking.
6.7 Which AI provider. We may change which AI providers or models we use, including to improve accuracy or cost. Provider changes are handled as subprocessor changes under the DPA, with notice.
7. Support
7.1 How to reach us. Email support@pyroplatform.com. That's the only support channel, and it reaches a real person.
7.2 What to expect. We aim to respond within two business days. Pyro is operated by one person, so we don't offer 24/7 or guaranteed response times, and we'd rather tell you that than promise something we can't hold to.
7.3 What support covers. Help using Pyro, investigating suspected bugs, and account or billing questions. It does not include accounting, VAT or tax advice — we're not qualified to give it, and section 2 says so for a reason.
7.4 Looking at your data needs your permission. We can open your firm's documents and client data only while your firm owner has allowed support access. The owner allows it for 24 hours at a time and can revoke it whenever they like; the owner is emailed when we start a support session, and everything we open appears in your firm's support access log.
8. Your accounting software
8.1 You need your own. Pyro connects to Xero and Zoho Books organisations you already have. Your relationship with Xero or Zoho is governed by your agreement with them, not by us.
8.2 Drafts only. Pyro creates drafts, attaches the source document, and adds a new account to your chart only when someone on your team asks it to. It never approves, authorises, pays, voids, deletes or reconciles anything. In Xero it asks only for the permissions offline_access, accounting.invoices, accounting.contacts, accounting.settings and accounting.attachments.
8.3 Connection limits. Your subscription includes 5 Xero connection slots — how many Xero organisations you can have connected at once — and you can buy more (section 11.6). Disconnecting one frees its slot for another. Pyro sets no limit on Zoho Books connections, but Zoho limits how many requests each organisation can make per day under that organisation's own Zoho plan; if that allowance runs out, sending to that organisation waits until Zoho resets it.
8.4 Things outside our control. If Xero or Zoho changes its API, has an outage, or revokes access, parts of Pyro may stop working. We'll do what we reasonably can, but we're not liable for their services.
9. Third-party services
Pyro depends on Supabase, Vercel, Google, Stripe, Resend and GitHub. They're listed, with what each one does, in the DPA. If one of them fails or changes its terms, Pyro may be affected. We choose them carefully and remain responsible to you for our own service, but we don't control them.
10. Acceptable use
Don't:
- Break the law, or use Pyro to help anyone else do so
- Upload malware, or try to break, overload or probe our systems
- Try to access another firm's data
- Reverse-engineer Pyro, or attempt to extract its prompts or models
- Resell or white-label Pyro without our written agreement
- Use Pyro to build a competing product
- Share an owner invite link with anyone who shouldn't have full control
- Use automated means to hammer the service beyond normal use
We may suspend access immediately if we reasonably believe you're doing any of these.
11. Money
11.1 Subscription. There is one plan: €49.99 a month per firm. Prices include VAT — you pay what you see. It includes every accounting system Pyro works with, 3,000 invoices a month and 5 Xero connection slots. A firm's linked workspaces (section 4.1a) share one subscription.
11.2 The wallet. AI reading is charged separately from your subscription, from a prepaid wallet balance. Each invoice read is charged at a fixed price, however many lines it has. The app shows you the price before you commit to a batch.
11.3 Free trial credit. New firms get a small amount of trial credit. It's spent before any wallet money, cannot be topped up, and cannot be refunded or converted to cash.
11.4 Topping up needs a subscription. You can only add wallet funds while you have an active subscription.
11.5 Monthly limits. Invoice allowances, including any extra invoices bought for the month, reset on the 1st of each month and do not roll over.
11.6 Extras. With an active subscription, a firm owner can buy, from the wallet:
- Extra Xero connection slots at €15 each. A slot is paid for once and kept
for as long as the firm's account is open, up to 15 slots in total.
- Extra invoices at €5 per 1,000, charged pro rata for any amount. They add
to that calendar month's allowance only.
Amounts spent on extras are not refundable.
11.7 Cancelling. Cancel any time; you keep access until the end of the period you've paid for. Subscription fees are not refundable for a partial month.
11.8 Unused wallet balance. If you close your account, we'll refund any unspent wallet balance above €5 on request within 60 days. Trial credit isn't refundable.
11.9 Price changes. We'll give 30 days' notice by email before changing prices. If you don't like the new price, cancel before it takes effect.
11.10 Failed payments. If a payment fails we may suspend paid features until it's resolved. Your data isn't deleted during suspension.
⚠️ LAWYER REVIEW. Clauses 11.7 and 11.8 are commercial choices, not legal requirements, and consumer-protection rules generally don't apply here because Pyro is business-to-business. Worth confirming they suit you.
12. Availability
12.1 No uptime guarantee. We aim to keep Pyro available and reliable, but we don't offer a formal SLA or uptime commitment. Pyro is operated by one person.
12.2 Maintenance. We may take Pyro down for maintenance. Where we can plan it, we'll try to give notice and pick a quiet time.
12.3 Changes. We may add, change or remove features. If we remove something significant you depend on, we'll give reasonable notice.
13. Suspension and termination
13.1 You can leave whenever. Cancel your subscription or ask us to close your account.
13.2 We may suspend if you breach these Terms, don't pay, or if there's a security or legal reason. We'll tell you why, unless telling you would be unlawful or make things worse.
13.3 We may terminate with 30 days' notice for convenience, or immediately for serious or repeated breach. If we terminate for convenience, we'll refund the unused part of your subscription and any wallet balance.
13.4 After termination. Access stops. We delete your data 30 days after your subscription ends, as set out in the DPA — ask us before then if you want a copy of your data exported.
14. Intellectual property
14.1 Ours. Pyro — the software, design, prompts, coding logic and brand — belongs to us. These Terms give you a limited, non-exclusive, non-transferable right to use it while your account is active. Nothing more transfers to you.
14.2 Yours. Your data stays yours (section 5).
14.3 What we learn. As you correct Pyro's suggestions, it learns how your firm codes things. Those learned patterns are stored against your clients and are used only for you — never shared with, or used to benefit, another customer. Separately, Pyro counts how often each of its own coding methods was approved, across all firms — counts only, with no invoice content, names or amounts — to decide how confident it may be.
14.4 Feedback. If you send us suggestions, we may use them without owing you anything. We won't identify you without asking.
15. Confidentiality
Each of us may learn confidential things about the other. Both of us agree to keep them confidential, use them only for this agreement, and protect them at least as carefully as our own. This doesn't apply to information that's public through no fault of ours, was already known, or must be disclosed by law (in which case we'll tell the other side first if we're allowed to).
16. Disclaimers
16.1 Pyro is provided "as is". To the fullest extent the law allows, we exclude all implied warranties, including fitness for a particular purpose and merchantability.
16.2 We don't warrant that Pyro will be uninterrupted, error-free, or that its output will be accurate — see section 6.
16.3 Nothing here excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud.
17. Limitation of liability
17.1 Neither of us is liable for indirect or consequential loss, loss of profit, loss of business, loss of goodwill, or loss of anticipated savings.
17.2 Subject to 17.4, our total liability for all claims in any 12-month period is limited to the greater of (a) the total fees you paid us in the 12 months before the claim, or (b) €1,000.
17.3 In particular, we are not liable for losses arising from incorrect extraction or coding where you had the opportunity to review the output before approving it — which, by design, is always.
17.4 17.1–17.3 don't apply to liability that can't lawfully be limited, or to your obligation to pay what you owe us.
⚠️ LAWYER REVIEW — important. Because Pyro is currently an individual and not a limited company, any liability beyond these caps is personal. A cap in your own terms is real protection but weaker than a company would give you, and a court can strike down a cap it considers unreasonable. This is the single strongest practical argument for incorporating, and it should be reviewed by a lawyer before these Terms are relied on.
18. Indemnity
You'll cover us against third-party claims arising from your unlawful use of Pyro, your breach of section 5.4 (rights to upload) or section 10 (acceptable use), or your infringement of someone's rights. We'll tell you promptly about any such claim and let you handle the defence.
19. General
19.1 Whole agreement. These Terms, the Privacy Policy and the DPA are the entire agreement between us.
19.2 Severability. If a clause is unenforceable, the rest survives.
19.3 No waiver. Not enforcing something once doesn't mean giving it up.
19.4 Assignment. You may not transfer this agreement without our written consent. We may transfer it to a company we form to operate Pyro, or to a buyer of the business — we'll tell you if that happens.
19.5 Force majeure. Neither of us is liable for failures caused by events genuinely outside our reasonable control.
19.6 Notices. To us: support@pyroplatform.com. To you: the email on your firm's account.
20. Governing law
These Terms are governed by the laws of Malta, and the courts of Malta have exclusive jurisdiction.
21. Changes to these Terms
We may update these Terms. We'll bump the version number and date, and for changes that materially affect your rights or costs we'll email firm owners at least 30 days beforehand. Continuing to use Pyro after that means you accept the new version. Old versions are kept and available on request.
22. Contact
Trevor St. John, trading as Pyro Malta · postal address available on request support@pyroplatform.com
Terms and Conditions v1.6 — last updated 16 October 2026.