Terms of Service

These Terms of Service ("Terms") form a binding contract between you ("you", "Customer") and [YOUR FULL NAME], a sole trader trading as PROOFsure of [YOUR BUSINESS ADDRESS, UK] ("we", "us", "PROOFsure"), for your use of the PROOFsure web and installable application and any related services (the "Service").

By creating an account or otherwise using the Service you confirm that you accept these Terms. If you do not accept them, do not use the Service.

1. The Service

PROOFsure is a software-as-a-service tool that helps UK businesses produce job reports, invoices and related documents from photographs and structured input. The Service includes an AI-assisted drafting feature that produces draft textual descriptions for your review (see Section 7).

2. Eligibility & account

• You must be at least 18 years old and able to enter contracts under English law.
• You must use the Service in the course of a trade, business, craft or profession (i.e. as a "trader", not a consumer).
• You are responsible for keeping your password and account credentials confidential and for all activity under your account.
• You must give us accurate registration information and keep it up to date.

3. Free trial & subscription

• We offer a 14-day free trial. No payment card is required to start the trial.
• If you choose a paid plan, fees are billed in advance on a monthly or annual basis through our payment processor, Stripe.
• Subscriptions automatically renew at the end of each billing period unless cancelled before renewal.
• You can cancel at any time from your account settings. Cancellation stops future renewals; you keep access until the end of the period you have already paid for.
• Except where required by law, fees already paid are non-refundable.
• We may change pricing on at least 30 days' notice. New pricing applies from your next renewal.

4. Consumer rights / cooling-off

The Service is supplied for business use only. The right of withdrawal under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 does not apply to business customers. If you believe you signed up as a consumer, contact us within 14 days of sign-up and we will arrange a refund of unused services.

5. Acceptable use

You agree not to:

• Upload content that is unlawful, defamatory, infringing, obscene or that you do not have the right to upload.
• Upload personal data of other people without a lawful basis (see our Privacy Policy, Section 9).
• Upload images of minors except in legitimate trade contexts and with appropriate consent.
• Reverse engineer, scrape, resell or attempt to disrupt the Service.
• Use the Service to send spam, run phishing campaigns or otherwise abuse end recipients of reports/invoices.
• Use the Service in any way that breaches UK law or the laws of the country in which you operate.

We may suspend or terminate accounts that breach these rules, with or without notice depending on severity. We will use reasonable efforts to give you a chance to export your data first.

6. Your content

You retain ownership of all data and content you upload ("Your Content"). You grant us a worldwide, non-exclusive, royalty-free licence to host, copy, transmit, process and display Your Content solely as required to provide and improve the Service to you, to comply with law, and to enforce these Terms. This licence ends when you delete the content or close your account, subject to backups being overwritten on rolling cycles and to legal retention rules.

7. AI-generated drafts (important)

The Service uses third-party AI models to generate draft descriptions and report text from your photos and inputs. AI output:

• is provided "as is" for your review;
• may contain errors, omissions, hallucinations or misidentifications;
• must be reviewed, edited and approved by you before being shared with any third party (including your customer).

You are solely responsible for the accuracy of any report, invoice or document you finalise and send. We make no warranty that AI output is fit for any particular purpose, complete, current, or free of error. We are not a substitute for professional inspection, surveying, engineering or legal advice.

8. Service availability

We aim to provide the Service with reasonable skill and care and to keep it available, but we do not guarantee uninterrupted or error-free operation. We may carry out scheduled or emergency maintenance, and we may modify features. Where changes are material and adverse to you, we will give reasonable notice.

9. Fees, tax & payment processor

Prices are shown in pounds sterling (GBP) and are exclusive of VAT unless stated otherwise. Card payments are processed by Stripe Payments Europe, Ltd., subject to Stripe's terms. We do not store full card details.

10. Intellectual property

We and our licensors own the Service, the PROOFsure name, branding, software, design, templates and underlying technology. Nothing in these Terms transfers any of those rights to you. You may not use the PROOFsure name or logo without our prior written permission, save for identifying that you use the Service.

11. Warranties & disclaimers

Except as expressly set out in these Terms and to the maximum extent permitted by law, the Service is provided "as is" and "as available". We disclaim all implied warranties, including merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that:

• the Service will meet your specific requirements;
• any AI-generated content is accurate, complete or suitable for your purposes;
• the Service will be uninterrupted, secure or error-free.

12. Limitation of liability

Nothing in these Terms limits or excludes our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot lawfully be limited or excluded.

Subject to that:

• We will not be liable for any loss of profit, loss of business, loss of contracts, loss of goodwill, loss of anticipated savings, loss arising from inaccurate AI output, or any indirect or consequential loss.
• Our total aggregate liability arising under or in connection with these Terms (whether in contract, tort, statute or otherwise) in any 12-month period is limited to the greater of (i) the fees you paid us in the 12 months preceding the event giving rise to the claim, and (ii) £100.

13. Indemnity

You will indemnify us against all claims, damages, fines and reasonable legal costs arising from: (a) Your Content; (b) your breach of these Terms; or (c) your breach of applicable law in connection with your use of the Service, including data-protection law in relation to your customers' data.

14. Suspension & termination

• You may close your account at any time from settings.
• We may suspend or terminate the Service immediately for material breach, non-payment, or where required by law.
• On termination we will keep your data for up to 30 days to allow recovery, then delete it (subject to legal retention duties — see Privacy Policy Section 6).

15. Data protection

Our collection and use of personal data is described in our Privacy Policy, which forms part of these Terms. Where we process personal data of your end customers on your behalf, we do so as your processor under the Data Processing Terms incorporated by reference and available on request.

16. Changes to these Terms

We may update these Terms. Material changes will be notified by email or in-app at least 14 days before they take effect. Your continued use of the Service after that date constitutes acceptance.

17. Governing law & jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute, save that we may bring proceedings in the country where you are established to enforce our intellectual-property rights.

18. General

• If any provision is held unenforceable, the rest remain in force.
• Failure to enforce a right is not a waiver of it.
• You may not assign these Terms without our consent. We may assign them as part of a sale or reorganisation of our business.
• These Terms, together with the Privacy Policy and Compliance page, are the entire agreement between us.