Terms of Service

1. Agreement to Terms

By using Invoicer, you agree to these Terms of Service. If you don't agree, please don't use the service.

Provider: GK Tools Ltd, a private limited company registered in England and Wales (company number 16434833)
Registered office: 483 Green Lanes, London, N13 4BS, United Kingdom
ICO registration: ZB899192
Service: Invoicer - web-based invoicing software
Contact: support@invoicer.gk.tools

2. Description of Service

Invoicer is a simple web-based invoicing platform designed for tradespeople and small businesses, with an accessible interface — large fonts, clear buttons, simple navigation — that anyone can use.

The service allows you to:

• Create and manage client records
• Generate and send professional invoices using email
• Track your business insurance certificates
• Store business and banking information securely
• Access your data from any device with an internet connection
• Receive AI-powered personalized daily business insights
• Auto-save your work to prevent data loss
• Manage your Invoicer subscription easily with self-service tools

2a. Not Professional Advice

Invoicer is a software tool, not an adviser. Invoicer helps you create and send invoices and view statistics about your own business. It does not provide tax, accounting, VAT, or legal advice, and nothing in the service (including AI-generated insights) should be treated as professional advice. You are responsible for the accuracy of your invoices and for meeting your own tax, VAT, and record-keeping obligations. If you're unsure, speak to an accountant or HMRC.

3. Free Trial

New users receive a 3-month free trial with full access to all features.

• No credit card required to start your trial
• You can add payment details at any time during or after your trial
• If you don't add payment details before your trial ends, your account will be suspended (not deleted)
• You can reactivate a suspended account by adding payment details
• We'll send you reminder emails before your trial ends

4. Subscription and Pricing

Subscription Plans

• Monthly: £10 per month, billed monthly
• Yearly: £100 per year, billed annually (save £20)

Payment Terms

• All payments are processed securely through Stripe (supports both card payments and UK Bacs Direct Debit)
• You choose your preferred payment method during subscription setup
• Subscriptions automatically renew unless you cancel
• GK Tools Ltd is not VAT registered, so no VAT is charged or shown on subscription payments
• We may change pricing with 30 days' notice (existing customers keep their rate for their current billing period)

Failed Payments

• If a payment fails, we'll try again automatically
• We'll email you if payment fails
• After 3 failed attempts, your account may be suspended
• Suspended accounts retain data for 90 days

5. Cancellation and Refunds

Cancellation

You can cancel your subscription at any time with our easy self-service tools:

• Cancel instantly from your Subscription page in your account dashboard
• Change your plan (monthly ↔ yearly) at any time from your dashboard
• Update payment methods easily through your account settings
• Alternatively, email us to cancel or make changes
• Your service continues until the end of your current billing period
• No refunds for unused time in the current billing period
• Your data remains accessible for 90 days after cancellation
• After 90 days, data is deleted (except records we must keep for legal/tax purposes)

Refund Policy

• No refunds for monthly subscriptions
• Yearly subscriptions: Pro-rata refund if you cancel within first 30 days
• No refunds after 30 days of annual subscription
• Free trial is always free - no refunds needed
• If you sign up as a consumer, this does not reduce your statutory 14-day cancellation right under the Consumer Contracts Regulations 2013

6. Your Responsibilities

Account Security

• Keep your email account secure (we use email codes for login)
• Don't share your login codes with anyone
• If you use passkeys, keep your device secure
• Tell us immediately if you suspect unauthorized access

Acceptable Use

You agree not to:

• Use the service for illegal activities
• Send spam or malicious emails through our system
• Attempt to hack, overload, or disrupt the service
• Create fake invoices or commit fraud
• Share your account with others (one account per business)
• Scrape or automatically collect data from the service
• Reverse engineer or copy our software

Your Content

• You're responsible for the accuracy of information you enter
• You must have the right to use any data you upload
• You must comply with UK data protection laws for your clients' data

7. Data Ownership and Privacy

Your Data is Yours

• You own all the data you put into Invoicer
• We'll never sell your data to third parties
• You can export your data at any time
• You can request deletion of your data (subject to legal requirements)

Privacy

We handle your data according to our Privacy Policy, which complies with UK GDPR.

Your Clients' Data (we act as your processor)

When you store your clients' details in Invoicer, you are the data controller for that information and GK Tools Ltd acts as your data processor. That means we: process it only to provide the service and on your documented instructions; keep it confidential; protect it with the security measures described in our Privacy Policy; use sub-processors (such as our hosting and email providers) only under equivalent obligations; assist you, where reasonable, with data-subject requests relating to it; and delete or return it in line with the retention periods in these terms. You confirm you have a lawful basis to enter your clients' data into the service.

8. Service Availability

Uptime

We aim for 99% uptime but can't guarantee uninterrupted service. We may have planned maintenance (we'll give notice) or unexpected downtime.

Changes to Service

• We may add new features anytime
• We may remove or change features with reasonable notice
• We'll try not to remove core features you rely on

Support

• Email support during business hours (Mon-Fri, 9am-5pm UK time)
• We aim to respond promptly on business days

9. Limitation of Liability

To the maximum extent permitted by law:

• The service is provided "as is" without warranties
• We're not liable for lost profits, data loss, or business interruption
• Our total liability to you is limited to the amount you've paid us in the last 12 months
• We're not responsible if third-party services (like email or Stripe) fail
• We're not responsible for issues caused by your internet connection or device

We ARE liable for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Anything else that UK law says we can't exclude liability for

Nothing in these terms affects any statutory rights you have that cannot be excluded by law, including (if you use the service as a consumer) your rights under the Consumer Rights Act 2015.

10. Termination

We May Terminate If:

• You breach these terms (especially acceptable use)
• Your payments repeatedly fail
• You use the service fraudulently
• Required by law

What Happens When Service Ends:

• You get 30 days to export your data
• After 30 days, we may delete your account
• Financial records are kept for 7 years (legal requirement)
• No refunds for early termination due to breach of terms

11. Intellectual Property

The Invoicer software, design, and branding belong to GK Tools Ltd. You get a license to use the service, but you don't own the software itself.

You can't:

• Copy or recreate our software
• Use our branding for your own purposes
• Claim you created Invoicer

12. Third Party Services

We use third-party services to provide Invoicer:

• Stripe: Payment processing for both card payments and UK Bacs Direct Debit (their terms apply to all payments)
• Google AI (Gemini): Generating personalized daily business insights
• Google Maps Platform (Places): Providing address suggestions on business-profile and client forms; address text entered on those forms is processed by Google to return matches
• Email service: Sending invoices and login codes
• Hosting provider: Storing data securely in UK data centers

These services have their own terms and privacy policies. We only share necessary data with these services (e.g., payment amount with Stripe, business statistics with Google AI, or address text with Google Places when providing address suggestions).

13. Governing Law and Disputes

Governing Law

These terms are governed by the laws of England and Wales.

Dispute Resolution

If there's a problem:

1. Talk to us first: Email support@invoicer.gk.tools and let's resolve it
2. Mediation: If we can't agree, we'll try mediation
3. Courts: If mediation fails, disputes go to the courts of England and Wales

14. Changes to Terms

We may update these terms occasionally:

• We'll email you about significant changes
• We'll update the "Last Updated" date at the top
• Continued use after changes means you accept the new terms
• If you don't accept changes, you can cancel your subscription

15. Miscellaneous

Entire Agreement

These terms, along with our Privacy Policy, form the complete agreement between us.

Severability

If any part of these terms is found to be unenforceable, the rest still applies.

No Waiver

If we don't enforce a term once, it doesn't mean we've waived our right to enforce it later.

Assignment

You can't transfer your account to someone else without our permission. We can transfer our obligations if we sell the business.

16. Contact Us

Questions about these terms?

Email: support@invoicer.gk.tools
We aim to respond promptly to all enquiries.

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