Terms and conditions

The short version

• Free is free, with unlimited quotes and 5 invoices a month.
• App (£9 a month) and Website (£29 a month) are month to month. Cancel any time and your plan runs to the end of what you’ve paid for.
• The website build (£299 to £499) is paid half up front and half when your site goes live.
• Your web address is yours. It’s registered in your name, and if you leave, it stays with you.
• Your data is yours. We store it to run TradesDone, we don’t sell it, and you can take it with you.
• You check everything before it’s sent. The voice feature writes a draft; you’re responsible for the quotes and invoices you send.
• TradesDone isn’t tax software and doesn’t file anything with HMRC.

The full terms are below. If anything’s unclear, email [email protected] and we’ll explain it.

1. Who we are

TradesDone is run by Will Boex, a sole trader trading as TradesDone (“we”, “us”, “our”).

• Address: The Net Loft, The Moors, Porthleven, Cornwall, TR13 9JX
• Email: [email protected]
• Website: tradesdone.com

We’re not VAT registered, so our prices don’t include VAT. If we register for VAT, we’ll give you at least 30 days’ notice before VAT is added to your plan.

2. Who these terms are for

TradesDone is for businesses: sole traders and small firms using it for their work. By creating an account or ordering a website, you confirm that:

• you’re at least 18;
• you’re using TradesDone for your business, not as a private consumer; and
• the details you give us are true, and you’ll keep them up to date.

These terms apply to everything we provide: the TradesDone app, the Free, App and Website plans, the website build, and hosting your website. When you create an account, you agree to these terms and our Privacy Policy.

3. Your account

• Keep your login details safe and don’t share them outside your business. You’re responsible for what happens in your account.
• Each account is for one business.
• Tell us straight away at [email protected] if you think someone else has got into your account.

4. The plans

The Free plan

• You can make 5 invoices each calendar month (UK time). The count resets on the 1st of each month. Quotes and customers are unlimited.
• Every new invoice counts, including one made from a quote. Deleting an invoice doesn’t give you a free one back.
• Quotes and invoices made on Free carry a small “Made with TradesDone” note.
• We may change what’s included in Free, or stop offering it. We’ll give you at least 30 days’ notice, and you’ll always be able to download your quotes, invoices and customer list first.

Changing prices

We may change our prices. We’ll tell you by email at least 30 days before a new price applies to you. If you pay yearly, your price is fixed until your year ends. If you don’t want to pay the new price, you can cancel before it starts.

5. Paying

• The App and Website plans are paid in advance, monthly or yearly, using the payment method we agree with you (for example card, Direct Debit or bank transfer).
• If a payment is late, we’ll remind you. If it’s still unpaid 14 days after it was due, we may pause your paid features until it’s paid. Your account moves to the Free plan’s limits while it’s paused. We don’t delete anything because a payment is late.
• If we pause your website for non-payment, we’ll warn you first, and we’ll put it back up as soon as you’ve paid.

6. Cancelling or changing your plan

• App and Website plans are month to month. Cancel any time by emailing [email protected], or in the app once that option’s there.
• Your plan carries on until the end of the period you’ve paid for, then stops. We don’t give part refunds for the rest of a month or year.
• If you leave a paid plan, your account goes back to Free. Your quotes, invoices and customers stay, and the Free limit of 5 invoices a month applies.
• You can move up a plan at any time.
• To close your account completely, email us. See section 11 for what happens to your data.

We can end your plan by giving you at least 30 days’ notice. We can end it straight away if you seriously break these terms (for example by not paying, or by misusing TradesDone as described in section 12). If we end a paid plan for a reason that isn’t your fault, we’ll refund what you’ve paid for the time left.

7. The Website plan

Building your website

1. We agree a fixed price first. Before we start, we’ll confirm in writing what your site includes (its pages and services) and its fixed price, between £299 and £499 depending on its size.
2. You pay half to start. 50% is due before we begin. Once we’ve started work, this half isn’t refundable.
3. You give us what we need: your logo, photos, details of your services and the areas you cover, and anything else we ask for. We can’t build your site until we have it.
4. You check it before it goes live. Changes within what we agreed are included. Bigger changes, like extra pages, are quoted separately before we do them.
5. You pay the other half at launch. The second 50% is due when your site is ready to go live, and we put it live once it’s paid. Your £29 a month (or £290 a year) starts from launch.

If you stop replying for 60 days during the build, we may close the project. The first half stays non-refundable.

What you give us

You confirm you have the right to use everything you send us (logos, photos, words and reviews), and that it’s accurate. You let us use it to build and run your website and your app. If someone says your content breaks their rights, we may take it down while it’s sorted out.

Your web address

• We register your web address (domain) in your name. It’s yours.
• While you’re on the Website plan, we look after it and renew it for you, and the renewal cost is included.
• If you leave, we’ll help you move it to your own account with a domain provider. From then on, renewing it is up to you.

Hosting, security and updates

While you’re on the Website plan, we host your site, keep it secure and up to date, and help you get set up on Google, including your Google Business Profile. We’ll do our best to help people find you, but we can’t promise any particular position on Google or number of enquiries.

Enquiries from your website

Enquiries sent through your site’s form go straight into your TradesDone app. They’re your enquiries, and you’re responsible for replying to them and for how you use the details people send. Your site will include a privacy notice naming your business as responsible for those details. See section 11.

If you leave the Website plan

• Your web address stays yours (see above).
• We take your site off our hosting 30 days after your plan ends.
• Within those 30 days, we’ll send you a copy of your words and photos if you ask.
• The design and code of the site are ours. You can’t keep using them after you leave, but everything you gave us is yours.

8. The voice feature

• When you record a voice note, it’s sent to our AI provider to turn your words into text and a draft quote or invoice. We don’t keep the recording once it’s been turned into text. The text is saved with your quote or invoice so you can see what was said.
• AI can mishear and make mistakes. Nothing is sent to your customer until you’ve checked it and tapped send.
• You’re responsible for every quote and invoice you send: the prices, the customer’s details, any VAT, and anything else on it.

9. Your quotes, invoices and records

• TradesDone helps you make and keep quotes and invoices. It isn’t tax or accounting software, it doesn’t file anything with HMRC, and it isn’t financial, tax or legal advice.
• You’re responsible for your own tax, including VAT and Making Tax Digital. TradesDone keeps your jobs, quotes and invoices digital and lets you export them to Xero or QuickBooks, or send them to your accountant. Your accounting software or accountant does the filing.
• You’re responsible for making sure your invoices meet the rules that apply to your business, for example your business details, and your VAT number if you’re registered.
• Your customers pay you directly, by bank transfer to the account you’ve added. We don’t handle your money.
• Please export your records regularly and keep your own copy. We take good care of your data, but you should never rely on any one place to keep your business records.

10. Your data

• Everything you put into TradesDone is yours: your business details, customers, quotes, invoices and photos.
• You let us store and use it only to run TradesDone for you, keep it secure, fix problems, and improve how it works.
• We never sell your data, and we don’t use your customers’ details for our own marketing.
• How we handle personal data is explained in our Privacy Policy.

11. Your customers’ details

When you add customers or receive enquiries, you’re the one in charge of their personal details. In data protection law, you’re the controller and we’re your processor. The data processing terms at the end of these terms (the Schedule) apply, and they meet the requirements of UK data protection law (Article 28 of the UK GDPR).

You’re responsible for having a good reason to hold your customers’ details, and for telling them how you use them.

When you close your account

If you close your account, we’ll keep your data for 30 days so you can download it, then delete it within a further 60 days. The only exception is anything the law says we must keep.

12. Things you mustn’t do

Please don’t use TradesDone to:

• break the law, or send spam or misleading quotes or invoices;
• add people’s details when you have no right to hold them;
• upload anything harmful, offensive, or that belongs to someone else without permission;
• try to get into other people’s accounts, get around the Free plan’s limits, copy or take apart TradesDone, or overload it on purpose.

If you do, we may pause or close your account.

13. Keeping TradesDone running

We work hard to keep TradesDone and your website running and secure. But no online service can promise to be available all the time, and sometimes we’ll need to do maintenance. We’ll try to do that at quiet times and give notice where we can. We may improve or change how TradesDone works over time. If we change something in a way that means you lose a paid feature, we’ll tell you first, and you can cancel.

14. Our responsibility to you

• We’re responsible for providing TradesDone with reasonable care and skill.
• We’re not responsible for losses we couldn’t reasonably have expected, or for lost profits, lost business, lost work or lost opportunities.
• We’re not responsible for mistakes in quotes or invoices you’ve sent, or for any tax you owe.
• We’re not responsible for problems caused by things outside our reasonable control, such as internet or power failures, or problems at the companies whose services we use.
• Our total responsibility to you in any 12 months is limited to the amount you’ve paid us in those 12 months, or £100 if that’s more.
• Nothing in these terms limits our responsibility where the law doesn’t allow it, for example for death or personal injury caused by our negligence, or for fraud.

15. Changes to these terms

We may update these terms, for example when we add features or the law changes. For anything important, we’ll email you at least 30 days before the change applies. If you don’t agree with a change, you can cancel before it starts. The date at the top of this page shows when the terms last changed.

16. Problems and complaints

If something’s not right, email [email protected]. We’ll reply within 5 working days and do our best to sort it out.

17. The legal bits

• These terms are governed by the law of England and Wales, and the courts of England and Wales can deal with any dispute.
• If any part of these terms can’t be enforced, the rest still applies.
• If we don’t enforce a term straight away, we can still enforce it later.
• You can’t transfer your account to someone else without our agreement. We may transfer our agreement with you to someone who takes over TradesDone, and we’ll tell you if we do.
• These terms, plus anything we confirm in writing about your website build, are the whole agreement between us.

Schedule: Data processing terms

These terms apply where we handle personal data on your behalf: your customers’ details, the quotes and invoices you make for them, and enquiries from your website.

1. What we process. Names, addresses, phone numbers, email addresses, job details and amounts for your customers and enquirers. We keep it for as long as you use TradesDone, plus the time set out in section 11, so we can provide TradesDone to you.
2. Only on your instructions. We only use it to provide TradesDone to you, as these terms describe, unless the law requires otherwise. If it does, we’ll tell you, unless the law stops us.
3. Confidentiality. Anyone working for us who can see the data must keep it confidential.
4. Security. We take appropriate steps to keep it secure. Data is encrypted in transit and stored with security rules that stop one business seeing another’s data.
5. Other providers. You agree that we can use trusted providers to host, store and send data, as described in our Privacy Policy. We hold them to equivalent data protection terms. We’ll tell you who they are if you ask, and before we add a new one.
6. Helping you. We’ll help you respond to people who use their data protection rights, and with your own data protection duties, where that’s reasonable.
7. Breaches. If we find a personal data breach affecting your data, we’ll tell you without undue delay.
8. When you leave. We’ll let you download your data and then delete it, as set out in section 11.
9. Information. We’ll give you the information you reasonably need to show you’re complying with the law.