Terms of Service

1. Definitions

• "Service" — the TradeTitan platform, including the web application at app.tradetitan.co.uk, the API, and all related features.
• "Organisation" — the top-level business account created when you register. All data belongs to an Organisation.
• "Admin" — the user who created the Organisation and holds full permissions including billing and team management.
• "User" — any person with login credentials to an Organisation (Admin, Manager, Tradesperson, or Viewer).
• "Customer" — your end-customer whose data you manage within TradeTitan.
• "Portal User" — an external person (Customer or subcontractor) who accesses limited data via a magic-link URL without a TradeTitan account.

2. Account Registration

To use TradeTitan, you must create an Organisation by providing a valid email address, company name, and password. You may then invite team members. You agree to:

• Provide accurate and complete registration information.
• Keep your login credentials secure and confidential.
• Accept responsibility for all activity that occurs under your account.
• Notify us immediately at hello@tradetitan.co.uk if you suspect unauthorised access.

Each trade business should create one Organisation. Users are assigned roles by the Admin: Admin, Manager, Tradesperson, or Viewer. Each role has different permissions as described in our documentation.

3. Free Trial

New Organisations receive a 30-day free trial of the Pro plan with full access to all features. No payment method is required to start a trial.

Extended Trial: If you haven't created your first job by day 25, we'll automatically extend your trial by an additional 30 days (60 days total). We'll email you with details of this extension.

At the end of your trial (30 or 60 days), you must select a subscription plan (Basic or Pro) to continue using write features. If you do not subscribe, your account enters the subscription lapse process described in Section 6.

4. Subscription Plans & Billing

4.1 Plans

4.2 Volume Discounts (Pro only)

• 5+ users: 10% discount per user
• 10+ users: 20% discount per user

4.3 Billing Cycle

Subscriptions are billed monthly or annually. Annual billing includes a discount equivalent to two months free. All prices are in GBP and exclusive of VAT where applicable.

4.4 Payment

Payments are processed securely by Stripe. We do not store your full payment card details. The Admin is responsible for maintaining a valid payment method.

5. Refunds

TradeTitan subscriptions are non-refundable. If you cancel mid-cycle, you retain access until the end of your current billing period. You will not be charged for subsequent periods after cancellation.

6. Subscription Lapse & Data Retention

If your subscription is not renewed (whether after trial expiry, cancellation, or failed payment), the following process applies:

Day 0–7: Read-Only Access

• All users can still log in.
• Read access only — view existing data and export reports.
• Write operations are blocked (cannot create quotes, jobs, or invoices).
• A banner is displayed: "Your subscription has expired. Renew now to continue."

Day 8–30: Restricted Access

• All users are demoted to the Viewer role.
• You can still export your data.
• You cannot modify any data.
• Daily reminder emails are sent to the Admin.

Day 31+: Organisation Archived

• Your Organisation is marked as archived.
• Data is retained for 90 days and can be recovered if you reactivate your subscription.
• After 90 days: all Organisation data, user data, files, and associated records are permanently and irreversibly deleted (GDPR compliance).

On Reactivation

• Original user roles are restored.
• Full access is granted immediately.
• A welcome-back email is sent to all users.

7. User Roles & Responsibilities

The Admin who creates the Organisation is responsible for:

• Managing team access and assigning appropriate roles.
• Maintaining a valid payment method for the subscription.
• Ensuring that data entered into TradeTitan (including customer data) is lawfully collected and processed.

Each role (Admin, Manager, Tradesperson, Viewer) has different permissions. The Admin can change any user’s role at any time.

8. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose or in violation of any applicable laws.
• Upload harmful, offensive, defamatory, or infringing content.
• Share login credentials with anyone outside your Organisation.
• Attempt to access another Organisation’s data or interfere with the Service’s infrastructure.
• Use automated scripts, bots, or scrapers to access the Service (except via our documented API).
• Resell, sublicense, or redistribute the Service without our written consent.

We reserve the right to suspend or terminate accounts that violate these terms, with written notice.

9. Intellectual Property

9.1 Our Property

The TradeTitan platform — including its design, code, logos, and documentation — is owned by TradeTitan Ltd and protected by intellectual property laws. Your subscription grants you a limited, non-exclusive, non-transferable licence to use the Service.

9.2 Your Data

You retain full ownership of the data you create and upload to TradeTitan (jobs, customers, invoices, files, etc.). You grant us a limited licence to host, process, and display your data solely to provide the Service. We will never sell your data to third parties.

10. Data Ownership & Portability

You can export your data at any time, including during a lapsed subscription (Day 0–30). TradeTitan supports data export in standard formats. On account deletion, data is removed according to the retention schedule in Section 6 and our Privacy Policy.

11. External Portal Access

You may share time-limited magic-link URLs with your customers and subcontractors to give them portal access. These links are valid for 30 days and provide read-only access scoped to specific jobs, quotes, or invoices.

You are responsible for who you share portal links with. TradeTitan is not liable for unauthorised access resulting from shared or forwarded links.

12. Third-Party Services

TradeTitan integrates with third-party services including Stripe (payments), Supabase (database), PostHog (analytics), and Resend (email). We are not responsible for outages, data loss, or policy changes by these third parties. Your use of those services is also subject to their own terms.

13. VAT & Tax

TradeTitan provides tools to support VAT calculations (standard, flat-rate, reverse charge / CIS) as a convenience. These tools do not constitute tax advice. You are solely responsible for your own tax compliance, VAT returns, and CIS deductions. We recommend consulting a qualified accountant for tax matters.

14. Limitation of Liability

To the fullest extent permitted by law:

• The Service is provided "as is" and "as available" without warranties of any kind, whether express or implied.
• We target 99.5% uptime but do not guarantee uninterrupted availability.
• We are not liable for any indirect, incidental, or consequential damages including loss of profits, data, or business opportunity.
• Our total liability to you in any 12-month period shall not exceed the total fees you paid to us in that period.
• We are not liable for business decisions made using data or calculations within the platform.

15. Service Availability

We may perform scheduled maintenance, during which the Service may be temporarily unavailable. We will endeavour to provide reasonable notice for planned maintenance.

We reserve the right to modify, suspend, or discontinue features with reasonable notice. We will not remove core functionality without at least 90 days’ notice and an opportunity to export your data.

16. Termination

16.1 By You

You can cancel your subscription at any time from the billing settings. You retain access until the end of your current billing period. After cancellation, the lapse process in Section 6 applies.

16.2 By Us

We may terminate or suspend your account if you materially breach these Terms. Except in cases of illegal activity or imminent harm to other users, we will provide at least 14 days’ written notice and an opportunity to cure the breach. On termination, you may export your data for 30 days.

17. Governing Law

These Terms are governed by the laws of England and Wales. Both parties agree to attempt informal resolution before proceeding to the courts of England and Wales.

18. Changes to These Terms

We may update these Terms from time to time. For material changes, we will notify you via email at least 30 days before the changes take effect. Continued use of TradeTitan after the effective date constitutes acceptance of the updated Terms.

19. Contact

For questions about these Terms, contact us at:

• Email: hello@tradetitan.co.uk
• Website: www.tradetitan.co.uk