Terms of Service

1. Definitions & Interpretation

In these Terms of Service:

• "TradeSheet", "we", "us", or "our" refers to TradeSheet, the provider of the Platform.
• "Customer", "you", or "your" refers to the business entity (company, sole trader, partnership, or other legal entity) that registers for and uses the Platform.
• "Authorised Users" means the individuals (employees, contractors, or agents of the Customer) who are authorised by the Customer to access and use the Platform under the Customer's account.
• "Platform" means the TradeSheet software-as-a-service application, including the web application, mobile applications, APIs, and all related services.
• "Customer Data" means all data, files, documents, and information that the Customer or its Authorised Users upload, input, or store on the Platform, including client records, job data, certificates, invoices, quotes, timesheets, and communications.
• "End Client Data" means personal data relating to the Customer's own clients (homeowners, property managers, businesses, etc.) that is stored within Customer Data.

2. Acceptance of Terms

By registering for an account, accessing, or using the Platform, you confirm that you have the authority to bind the Customer to these Terms of Service and that you accept them on behalf of the Customer. If you do not agree to these terms, you must not use the Platform.

These terms constitute a legally binding agreement between the Customer and TradeSheet. They apply to all Authorised Users accessing the Platform under the Customer's account. The Customer is responsible for ensuring that all Authorised Users comply with these terms.

3. Description of Service

TradeSheet is a multi-tenant business-to-business (B2B) software-as-a-service platform designed for electrical contractors and trade professionals. The Platform provides:

• Job and project management, scheduling, and team coordination
• Client relationship management
• Electrical certification form generation and management (EIC, EICR, MWC)
• Quoting, invoicing, and payment processing
• Team timesheets and time tracking
• Real-time collaboration and in-app messaging
• Offline-first mobile applications with data synchronisation

We offer both team-based cloud solutions and solo offline solutions with iCloud synchronisation. The Platform is provided on a subscription basis as described in Section 5.

4. Account Registration & Authorised Users

The individual who registers the account represents and warrants that they have the authority to act on behalf of the Customer. The Customer must provide accurate and complete information during registration and keep it up to date.

The Customer is responsible for:

• Managing Authorised User accounts, including inviting, removing, and assigning roles
• Ensuring that each Authorised User maintains the confidentiality of their login credentials
• All activities that occur under the Customer's account, including actions taken by Authorised Users
• Promptly revoking access for any individual who is no longer authorised (e.g. former employees)

TradeSheet provides role-based access controls (admin, office, team leader, engineer, apprentice, subcontractor). The Customer's admin users are responsible for assigning appropriate roles and permissions.

5. Subscription Plans & Pricing

TradeSheet offers the following plans:

• Team Plan: Free for companies with up to 5 Authorised Users, including 1GB cloud storage
• Additional seats available at the current published rate (currently £2 per seat per month)
• Additional storage available at the current published rate (currently £5 per 10GB)
• Solo Plan: Free forever with offline use and iCloud sync for individual users

Pricing is subject to change. We will provide at least 30 days' written notice (via email or in-app notification) before any pricing changes take effect. Changes will apply from the next billing cycle following the notice period.

6. Payment Terms

For paid services, the Customer agrees to pay all fees in accordance with the pricing terms at the time of purchase. Payments are processed through Stripe and are billed monthly in arrears unless otherwise agreed.

• All fees are exclusive of VAT and applicable taxes, which will be added where required
• Failed payments will be retried automatically. If payment remains outstanding for more than 14 days, we may suspend access to paid features until the balance is settled
• Fees are non-refundable except as required by applicable law or where we have materially failed to provide the service
• The Customer may dispute a charge within 30 days of the billing date by contacting us. We will investigate and respond within 10 business days

7. Customer Data & Ownership

The Customer retains full ownership of all Customer Data. TradeSheet does not claim any ownership rights over Customer Data. We will not access, use, or disclose Customer Data except:

• As necessary to provide and maintain the Platform
• To respond to support requests initiated by the Customer
• To comply with applicable law or a valid legal process
• In anonymised, aggregated form for service improvement (no individual or company-level data is disclosed)

The Customer is solely responsible for the accuracy, legality, and appropriateness of all Customer Data, including ensuring that the Customer has all necessary rights and consents to store End Client Data on the Platform.

8. Data Processing & Privacy

When the Customer stores personal data (including End Client Data) on the Platform:

• The Customer is the Data Controller — the Customer determines what personal data is collected and why
• TradeSheet is the Data Processor — we process personal data only on the Customer's behalf and in accordance with the Customer's instructions (i.e. to operate the Platform)

As Data Controller, the Customer is responsible for:

• Having a lawful basis (e.g. legitimate interest, contract, or consent) for collecting and storing End Client Data
• Providing appropriate privacy notices to their own clients
• Responding to data subject access requests from their own clients
• Ensuring that any personal data entered into the Platform complies with applicable data protection legislation (including UK GDPR, EU GDPR, and any applicable US state privacy laws)

Our processing of personal data is further described in our Privacy Policy, which forms part of these terms.

9. Multi-Tenant Data Isolation

TradeSheet is a multi-tenant platform. Each Customer's data is logically isolated and scoped to their organisation. No Customer can access another Customer's data through the Platform. All database queries, API requests, and real-time events are scoped to the authenticated Customer's organisation. We maintain technical controls to enforce this isolation at the application and database level.

10. Sub-Processors

We use the following third-party service providers (sub-processors) to deliver the Platform. Each sub-processor is bound by data processing agreements and processes data only as necessary for their stated purpose:

• Stripe — Payment processing and subscription billing
• Twilio — Transactional SMS notifications (see Section 14)
• Postmark — Transactional email delivery
• Apple Push Notification Service (APNs) — iOS push notifications
• Firebase Cloud Messaging (FCM) — Android push notifications
• Hetzner — Infrastructure hosting and data storage (EU/UK)

We will notify Customers via email or in-app notification before adding any new sub-processor that handles Customer Data. If a Customer objects to a new sub-processor, they may terminate their subscription in accordance with Section 17.

11. Security

We implement appropriate technical and organisational measures to protect Customer Data, including:

• Encryption of data in transit (TLS 1.2+) and at rest
• Role-based access controls and JWT-based authentication
• Regular security updates and dependency patching
• Database backups with point-in-time recovery
• Logical tenant isolation at the application and database level

While we take reasonable measures to protect Customer Data, no system is completely secure. The Customer acknowledges that it is responsible for maintaining appropriate security practices within its own organisation, including strong passwords and prompt revocation of access for former personnel.

12. Service Availability

We aim to maintain high availability of the Platform but do not guarantee uninterrupted access. The Platform may be temporarily unavailable due to:

• Scheduled maintenance (we will provide reasonable advance notice where practicable)
• Emergency maintenance required for security or stability
• Circumstances beyond our reasonable control (see Section 20)

The mobile application includes offline functionality. Data created or modified offline is stored locally and synchronised with the server when connectivity is restored. TradeSheet is not responsible for data loss resulting from device failure or loss while data remains unsynced.

13. Customer Responsibilities

The Customer agrees to:

• Use the Platform only for lawful business purposes related to their trade or profession
• Not interfere with, disrupt, or attempt to gain unauthorised access to the Platform or its infrastructure
• Maintain accurate and up-to-date account and billing information
• Comply with all applicable laws and regulations, including data protection and health & safety legislation
• Ensure that any electrical certificates, compliance documents, or reports generated through the Platform are reviewed for accuracy by appropriately qualified personnel before being issued
• Not resell, sublicense, or provide access to the Platform to any third party outside the Customer's organisation
• Not use the Platform to store data that is unlawful, defamatory, or infringes on third-party rights

14. SMS Communications

Where a Customer or Authorised User provides a mobile phone number and opts in to SMS notifications, they consent to receive transactional text messages from TradeSheet. These messages may include:

• Responses to service enquiries submitted via our contact form or Platform
• Job status updates and notifications
• Appointment and booking reminders
• Quote and invoice information

SMS messages are transactional only — we do not send marketing or promotional texts. Message frequency varies based on account activity. Message and data rates may apply. You may opt out at any time by replying STOP to any message. Opting out will not affect your ability to use the Platform or receive communications via other channels (email, in-app notifications). Mobile numbers will not be shared with third parties for their own purposes. Full SMS terms are available at our SMS Terms & Conditions.

15. Intellectual Property

TradeSheet and its original content, features, functionality, branding, and underlying technology are owned by TradeSheet and are protected by copyright, trademark, and other intellectual property laws.

Subject to these terms, we grant the Customer a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform for the Customer's internal business purposes during the subscription term. The Customer retains full ownership of all Customer Data (see Section 7).

16. Data Backup, Export & Portability

We perform regular automated backups of all Customer Data as part of our infrastructure. However, the Customer is responsible for maintaining their own copies of critical business records where appropriate.

Upon request (or upon termination of the Customer's account), we will provide the Customer with an export of their Customer Data in a standard, machine-readable format (e.g. CSV or JSON) within 30 days of the request. One export per termination is provided at no additional cost.

Following termination and data export (or after the 30-day export window), Customer Data will be deleted from our active systems within 90 days. Residual copies in encrypted backups will be overwritten in the normal backup rotation cycle.

17. Termination

By the Customer: The Customer may cancel their subscription at any time through the Platform's account settings or by contacting us. Cancellation takes effect at the end of the current billing period. The Customer will retain access until the end of the paid period.

By TradeSheet: We may suspend or terminate the Customer's account if:

• The Customer materially breaches these terms and fails to remedy the breach within 14 days of written notice
• The Customer's use of the Platform poses a security risk to other customers or our infrastructure
• Payment remains outstanding for more than 30 days despite repeated notices
• We are required to do so by law

Upon termination for any reason, the Customer's right to access the Platform ceases. Data export rights are described in Section 16.

18. Indemnification

The Customer agrees to indemnify, defend, and hold harmless TradeSheet and its officers, directors, and employees from any claims, damages, losses, or expenses (including reasonable legal fees) arising from: (a) the Customer's or its Authorised Users' use of the Platform in breach of these terms; (b) the Customer's breach of applicable laws or regulations; (c) any claim by a third party (including the Customer's own clients) relating to Customer Data or End Client Data stored on the Platform; or (d) the Customer's failure to obtain necessary consents or authorisations for the data it processes through the Platform.

19. Limitation of Liability

To the maximum extent permitted by applicable law:

• TradeSheet's total aggregate liability under or in connection with these terms shall not exceed the total fees paid by the Customer in the 12 months immediately preceding the event giving rise to the claim, or £500, whichever is greater
• TradeSheet shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data (beyond our backup obligations), business opportunity, or goodwill
• TradeSheet is not liable for the accuracy or compliance of electrical certificates, reports, or other documents generated using the Platform — the Customer and its qualified personnel are responsible for verifying all outputs

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by applicable law.

20. Force Majeure

Neither party shall be liable for any failure or delay in performing their obligations under these terms where such failure or delay results from circumstances beyond that party's reasonable control, including but not limited to natural disasters, acts of government, internet or telecommunications failures, cyberattacks, pandemics, or utility outages. The affected party must notify the other party promptly and use reasonable efforts to mitigate the impact.

21. Acceptable Use

The Customer must not use the Platform to:

• Store, transmit, or process any data that is unlawful, fraudulent, or infringes on any third party's rights
• Send unsolicited communications, spam, or marketing messages through Platform features
• Attempt to reverse-engineer, decompile, or extract source code from the Platform
• Use automated scripts, bots, or scrapers to access the Platform outside of published APIs
• Circumvent or interfere with security features, rate limits, or access controls
• Use the Platform in any way that could damage, disable, or impair the service for other customers

Violation of this section may result in immediate suspension of the Customer's account without prior notice.

22. Governing Law & Jurisdiction

These terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

For Customers located in the United States, these terms are additionally subject to any mandatory consumer or business protection provisions of the state in which the Customer is located that cannot be waived by contract.

23. Changes to Terms

We reserve the right to modify these terms at any time. For material changes, we will provide at least 30 days' notice via email to the account owner or through an in-app notification. Continued use of the Platform after the effective date of changes constitutes acceptance of the updated terms. If the Customer does not agree to the updated terms, they may terminate their subscription in accordance with Section 17.

24. Entire Agreement & Severability

These Terms of Service, together with our Privacy Policy and SMS Terms & Conditions, constitute the entire agreement between the Customer and TradeSheet with respect to the use of the Platform.

If any provision of these terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

25. Contact Information

For questions about these Terms of Service, please contact us:

• Email: hello@tradesheet.app
• Contact form: tradesheet.app/contact