Terms & Conditions

Last updated: 17 March 2026

1. Acceptance of Terms

These Terms and Conditions ("Terms") govern your use of the kosts platform ("Service"), operated by Bird Feed Limited, a company registered in England and Wales ("we", "us", "our"). By creating an account or using the Service, you agree to be bound by these Terms. If you do not agree, please do not use the Service.

2. Account Registration & Security

To use kosts, you must create an account with accurate and complete information. You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Notifying us immediately of any unauthorised access

We reserve the right to suspend or terminate accounts that violate these Terms or are used fraudulently.

3. Free Trial & Subscriptions

New accounts receive a 30-day free trial with full access to all features. No payment is required during the trial period.

• After the trial, a subscription of £29 per month per restaurant site is required to continue using the Service
• Subscriptions are billed monthly via Stripe and can be cancelled at any time
• Adding or removing restaurant sites adjusts your subscription quantity automatically
• Promotional codes may provide extended free access; these are subject to their own terms
• We do not offer refunds for partial months of service

4. Permitted Use

You may use kosts solely for the purpose of managing kitchen costs, tracking invoices, and monitoring food and drink revenue for your hospitality business. You agree not to:

• Use the Service for any unlawful purpose
• Attempt to gain unauthorised access to other users' data
• Reverse-engineer, copy, or redistribute any part of the Service
• Upload malicious content or interfere with the operation of the Service
• Share your account credentials with third parties

5. Your Data

You retain ownership of all data you upload or enter into kosts, including invoices, supplier information, and financial records. We process your data to provide and improve the Service. Please refer to our Privacy Policy for full details on data handling.

You are responsible for maintaining your own backups of critical business data. While we take reasonable steps to protect your data, we do not guarantee against data loss.

5A. Aggregated & Anonymised Data

By using the Service, you grant Bird Feed Limited a non-exclusive, royalty-free, worldwide licence to collect, aggregate, anonymise, and use data derived from your use of the Service ("Aggregated Data"). Aggregated Data is stripped of all personally identifiable information and cannot be used to identify you or your business.

We may use Aggregated Data for any lawful purpose, including but not limited to:

• Producing industry benchmarks, reports, and trend analysis for the hospitality sector
• Improving and developing new features for the Service
• Publishing or sharing insights with third parties (e.g. average food cost percentages by region, supplier pricing trends, seasonal cost patterns)
• Creating data products, analytics tools, or research reports for commercial sale or distribution
• Training machine-learning models to improve invoice scanning and cost analysis

For clarity: we will never sell, share, or disclose your identifiable business data, individual invoices, supplier names, or financial records to any third party without your explicit consent. Only fully anonymised and aggregated data — where no individual user or business can be identified — may be used in the ways described above.

This licence survives termination of your account. You may request that your data be excluded from future aggregation by contacting us at hello@kosts.app; however, data already aggregated and anonymised prior to such request cannot be disaggregated or removed.

6. AI Processing

kosts uses artificial intelligence (provided by Anthropic) to scan and extract data from uploaded invoices. By using the invoice scanning feature, you acknowledge that:

• Invoice images and PDFs are sent to Anthropic's API for text extraction
• AI-extracted data should be reviewed for accuracy before relying on it
• We are not liable for errors in AI-processed data
• Anthropic processes data in accordance with their own privacy and data handling policies

7. Third-Party Integrations

kosts offers integrations with third-party services including Square, Xero, and Postmark. When you connect these services:

• You authorise kosts to access your data on those platforms as needed to provide the Service
• Third-party services are governed by their own terms and privacy policies
• We are not responsible for the availability or accuracy of third-party services
• You can disconnect integrations at any time from the Integrations page

8. Intellectual Property

The kosts platform, including its design, code, branding, and documentation, is owned by Bird Feed Limited. You may not copy, modify, or distribute any part of the Service without our written permission.

9. Limitation of Liability

To the maximum extent permitted by law:

• The Service is provided "as is" without warranties of any kind, express or implied
• We do not warrant that the Service will be uninterrupted, error-free, or completely secure
• Our total liability to you shall not exceed the fees you have paid in the 12 months preceding the claim
• We are not liable for any indirect, incidental, or consequential damages

10. Termination

You may cancel your account at any time. We may suspend or terminate your access if you breach these Terms. Upon termination:

• Your right to access the Service ceases immediately
• We may retain your data for a reasonable period to comply with legal obligations
• You may request deletion of your data by contacting us

11. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or by displaying a notice within the Service. Continued use of the Service after changes constitutes acceptance of the revised Terms.

12. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

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

Bird Feed Limited (trading as kosts)
Email: hello@kosts.app