These terms are a contract between you — the business that signs up — and us: Matt Rooney, a sole trader trading as "The Job Planner", of the address shown on our invoices (available on request) (privacy@localhost).
By creating an account, starting a trial or paying for a subscription, you agree to these terms on behalf of your business. If you're signing up for a business you don't own, you confirm you have authority to bind it.
1. Who the service is for
1.1 The Job Planner is a job-management service for trade businesses in the UK. It is provided for business use only. You confirm you're using it for your trade, business, craft or profession, and not as a consumer.
1.2 These terms include our Data Processing Addendum (the "DPA"), which applies when we process personal data on your behalf. Our privacy notice explains how we handle personal data as a controller. If these terms and the DPA conflict on a data protection point, the DPA wins.
2. Your account and users
2.1 The person who signs up becomes the account owner. The owner can invite others — office staff and engineers ("users") — and decide what they can do.
2.2 You're responsible for:
- making sure the information you give us is accurate and kept up to date;
- everything done under your account's logins, including by users you invite;
- keeping passwords confidential, removing users who leave, and turning on two-factor authentication where appropriate (owners can require it for the whole team);
- telling us promptly at privacy@localhost if you think an account has been accessed without permission.
2.3 Each login is for one named person. Logins must not be shared.
3. Free trial
3.1 New accounts get a 14-day free trial. Businesses joining under our switching offer get a 60-day trial, or the period stated in that offer. You don't need a card to start a trial.
3.2 The trial includes the features of a paid plan, subject to the same fair-use limits. We may end or change a trial if it's being misused (for example, repeated trials for the same business).
3.3 To keep using the service after the trial, choose a plan and pay. If you don't, we may suspend access. We'll delete a trial account that isn't converted after 6 months, and we'll email the owner before we do.
4. Plans, fees and payment
4.1 Prices. Our current prices are on our pricing page. At the date of these terms:
- Solo (one field engineer): £45 per month;
- 2 to 10 engineers: £30 per engineer per month;
- each engineer above 10: £24 per engineer per month;
- office users (owners, office staff, schedulers, managers): free.
4.2 VAT. Prices exclude VAT. We'll add VAT where we're required to charge it.
4.3 Billing. You can pay monthly or annually. Annual billing costs the same as 10 months (two months free). Fees are paid in advance for each billing period by card through Stripe, our payment provider. You authorise us to charge your payment method at the start of each period until you cancel.
4.4 Changing your team size. You're billed for the number of field engineers on your account. When you add or remove engineers, your subscription is updated in line with what's shown in the billing portal at the time.
4.5 Fair use of AI features. Every plan includes AI features, subject to the fair-use allowance described on our pricing page. It's designed to cover normal day-to-day use by a business of your size. If your use is consistently far above that, we'll contact you to agree a way forward before we restrict anything.
4.6 Price changes. We may change our prices. We'll give the owner at least 30 days' notice by email before a new price applies to you. For annual plans, the new price applies from your next renewal. If you don't want to pay the new price, you can cancel before it takes effect.
4.7 Failed payments. If a payment fails, we'll let you know and Stripe will retry. If it's still unpaid 14 days after we first tell you, we may suspend access until it's paid. Suspension doesn't delete your data.
4.8 Refunds. Fees already paid aren't refundable for part-used periods, except where we end these terms without you being at fault (clause 13.4) or where the law requires a refund.
5. No minimum term and cancelling
5.1 There's no minimum term. You can cancel at any time from the billing portal.
5.2 Cancelling stops your subscription renewing. You keep access until the end of the period you've paid for.
5.3 Cancelling a subscription is not the same as closing your account. See clause 13 for what happens to your data.
6. Acceptable use
You must not, and must make sure your users don't:
- use the service for anything unlawful, fraudulent or harmful, or to store or send content that is unlawful, defamatory, or infringes someone else's rights;
- send unsolicited marketing through the service's email or SMS tools, or otherwise break the Privacy and Electronic Communications Regulations;
- try to get into another company's data, probe, scan or test the service's security (except under our responsible disclosure policy), or get around any usage or security limit;
- upload viruses or malicious code, or overload the service (for example with automated scripts);
- copy, resell or build a competing product from the service, or reverse-engineer it except where the law allows;
- use AI features to generate content that is misleading, unlawful or harmful.
We may suspend a user or account that breaks this clause, as set out in clause 13.
7. Your data
7.1 It's yours. You own the data you and your users put into the service, including details about your customers, jobs, certificates, quotes and invoices ("Customer Data").
7.2 Our permission to use it. You give us permission to host, copy, process and display Customer Data only as needed to provide, secure and support the service for you, and as described in the DPA. We don't sell it and we don't use it for anyone else.
7.3 Your responsibilities as controller. For personal data about your own customers, you're the controller and we're your processor. You're responsible for having a lawful basis to use it, telling your customers how you use their data (for example in your own privacy notice), and for the accuracy of what you put in. The app includes tools to export or anonymise an individual customer's records to help you respond to their requests.
7.4 Records you must keep. You're responsible for keeping any records the law requires you to keep, such as financial records for HMRC and safety certificates. Use the export tools to keep your own copies — especially before closing your account.
7.5 Backups. We keep backups to protect against loss, but the service isn't a substitute for keeping your own records of anything critical to your business.
8. Certificates and compliance paperwork
The Job Planner helps you produce certificates, job sheets and other paperwork. You and your qualified engineers remain responsible for the work carried out, for what the paperwork says, and for meeting the rules that apply to your trade (for example Gas Safe, F-Gas or wiring regulations requirements). We don't check the accuracy of certificates or confirm that work complies with any regulation.
9. AI features
9.1 Some features use artificial intelligence to draft content, such as creating a job from a customer's message or suggesting text for a job sheet or quote. The AI is provided by Anthropic PBC; see our sub-processors.
9.2 AI can be wrong. AI output may be inaccurate, incomplete or unsuitable. It's a starting point, not advice. You must check AI output before you save, send or rely on it — particularly prices, technical details and anything that goes on a certificate. The service is designed so nothing an AI drafts is saved until a user has reviewed it.
9.3 We don't give any promise that AI output is accurate or fit for a particular purpose, and, to the extent the law allows, we're not responsible for losses caused by relying on AI output that a user didn't check.
9.4 Customer Data sent to our AI provider is not used to train its models (see our privacy notice).
10. Availability, changes and support
10.1 We'll use reasonable efforts to keep the service available and working properly, and to fix problems promptly. We don't offer a service level agreement or promise uninterrupted or error-free service.
10.2 We may need to take the service offline for maintenance. We'll try to do this outside UK working hours and give notice of planned work where we can.
10.3 The service depends on third parties such as hosting, database, email, SMS and payment providers, and on mobile and internet networks. We're not responsible for their failures, though we'll do what we reasonably can to limit the impact.
10.4 We improve the service regularly and may add, change or remove features. If we remove or change something in a way that significantly reduces what you're paying for, we'll give the owner at least 30 days' notice, and you can cancel and get a pro-rata refund of any fees paid in advance for the unused period.
10.5 Support is by email at privacy@localhost during UK working hours.
11. Intellectual property
11.1 We (and our licensors) own the service, the software, our brand and everything we provide other than Customer Data. While your subscription is active, you and your users may use the service for your internal business purposes under these terms.
11.2 If you send us suggestions or feedback, we can use them freely without any obligation to you.
12. Liability
12.1 What we don't limit. Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that can't be limited or excluded under the law of England and Wales.
12.2 Losses we're not responsible for. Subject to 12.1, we're not liable for:
- loss of profits, revenue, business, contracts or anticipated savings;
- loss of goodwill or reputation;
- any indirect or consequential loss;
- loss or corruption of data, except that we'll use reasonable efforts to restore it from our most recent backup;
- losses caused by your breach of these terms, by content or instructions you or your users provide, or by relying on AI output a user didn't check.
12.3 Our overall limit. Subject to 12.1, our total liability to you arising out of or in connection with these terms and the DPA, whether in contract, tort (including negligence) or otherwise, is limited in each 12-month period (starting on the date you first sign up) to the greater of:
- the fees you paid us in the 12 months before the event giving rise to the claim; and
- £1,000.
12.4 These limits reflect the price of the service and the fact that you're best placed to insure against, and keep copies of records to protect against, business losses.
12.5 Your responsibility to us. You'll compensate us for reasonable losses and costs we incur as a result of a claim by a third party that the Customer Data, or your use of the service in breach of clause 6, is unlawful or infringes their rights. Nothing in this clause limits your obligation to pay fees.
13. Suspension, ending these terms and your data
13.1 You can end these terms at any time by cancelling your subscription and closing your account from the settings page.
13.2 We can suspend or end your account straight away by email if you seriously or repeatedly break these terms (including clause 6), if fees remain unpaid as described in clause 4.7, or if you become insolvent or stop trading. Where it's reasonable, we'll warn you first and give you a chance to put things right.
13.3 We can also end these terms for any reason by giving the owner at least 60 days' notice by email.
13.4 If we end these terms under 13.3, or for a reason that isn't your fault, we'll refund any fees paid in advance for the period after the end date.
13.5 Exporting your data. While your account is open — including during a notice period or suspension for non-payment — the owner can export all company data (JSON, plus invoices as CSV) from the settings page. If you can't access the export because of a suspension, contact us and we'll provide it.
13.6 What happens to your data.
- If you close your account, we delete your company's data from our live database immediately. Backups roll off within 30 days. We can't recover the data after you close the account, so export anything you need first.
- If your subscription ends without the account being closed (for example, you cancel or payment fails), we keep your data for 6 months so you can export it or restart, then delete it. We'll email the owner before we do.
- We may keep limited records where the law requires it, such as our own billing records, and records described in our privacy notice (for example security logs).
13.7 Clauses that by their nature should continue after these terms end — including 7, 8, 9.3, 11, 12, 13.5, 13.6 and 15 — will do so.
14. Changes to these terms
We may update these terms. For changes that materially affect you, we'll email the owner at least 30 days before they take effect. If you don't agree, you can cancel before the change applies. Otherwise, carrying on using the service after that date means you accept the new terms. We may make changes that are needed for legal or security reasons, or that don't disadvantage you, with shorter or no notice.
15. General
15.1 Entire agreement. These terms, the DPA and any documents they refer to are the whole agreement between us about the service. Neither of us is relying on anything not written in them. This doesn't limit liability for fraud.
15.2 Events beyond our control. Neither of us is responsible for delays or failures caused by events outside our reasonable control (for example a major outage at a provider, a power or network failure, or a cyber attack we couldn't reasonably prevent), apart from your obligation to pay.
15.3 Transfer. You can't transfer your rights under these terms without our written agreement. We may transfer them to someone who takes over the business, and we'll tell you if we do; your rights under these terms won't be reduced.
15.4 Notices. We'll send notices to the owner's email address on your account. You can send notices to privacy@localhost.
15.5 Third parties. Nobody else has any rights under these terms under the Contracts (Rights of Third Parties) Act 1999.
15.6 Severance and waiver. If a court finds part of these terms can't be enforced, the rest stays in force. If we don't enforce a right straight away, we can still enforce it later.
15.7 Governing law and courts. These terms, and any dispute arising out of or in connection with them, are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.
Questions about these terms? Email privacy@localhost.