Terms of Service

1. About these terms

These terms govern your use of the Pro-cess platform at app.pro-cess.co.uk, operated by Pro-cess Business Solutions ("Pro-cess", "we", "us"). By creating an account or using any part of the platform, you agree to these terms.

If you do not agree with these terms, please do not use the platform.

2. What Pro-cess provides

Pro-cess is a cloud-based business management platform for trades and service businesses. Depending on your subscription tier, features may include customer management, quoting, invoicing, appointment scheduling, online booking, email marketing, route planning, and add-on modules such as the Tender Portal, Procurement, Facilities Management, and District Four CRM.

We aim to keep the platform available at all times, but we cannot guarantee uninterrupted access. We may carry out maintenance or updates from time to time, and we will try to give reasonable notice where possible.

3. Your account

You must provide accurate information when creating your account. You are responsible for keeping your login credentials secure and for everything that happens under your account.

Each account is tied to a single business (tenant). You must not share your account with other businesses or allow others outside your organisation to use it.

If you believe your account has been compromised, contact us immediately at support@pro-cess.co.uk.

4. Subscriptions and payment

Pro-cess offers a free tier and several paid subscription plans. Pricing and features for each plan are listed on our pricing page.

• Paid subscriptions are billed monthly in advance
• All prices are in GBP and exclude VAT unless stated otherwise
• Payments are processed securely through Stripe. We do not store your card details
• If a payment fails, we will notify you and may restrict access to paid features until the balance is settled
• You can upgrade, downgrade, or cancel your subscription at any time from your account settings

Refunds

We do not offer refunds for partial months. If you cancel, your paid features remain active until the end of your current billing period. If something has gone genuinely wrong, get in touch and we will do our best to sort it out.

5. Your data

You own the data you put into Pro-cess. We do not claim any ownership over your customer records, invoices, quotes, or any other business data.

We act as a data processor on your behalf. You are the data controller and are responsible for making sure that your use of Pro-cess complies with data protection law, including having a lawful basis for storing your customers' personal data.

For full details on how we handle personal data, see our Privacy Policy.

Data export

You can export your customer data at any time from within the platform. If you close your account, we will give you a reasonable window to export your data before it is deleted.

Data deletion

If you close your account, we will delete your personal data within 90 days. Financial records (invoices, payments) are retained for 7 years in line with HMRC requirements, with personal details anonymised.

6. Acceptable use

You agree not to use Pro-cess to:

• Break any law or regulation
• Send unsolicited marketing emails to people who have not given consent
• Store or transmit content that is illegal, harmful, or infringes on someone else's rights
• Attempt to gain unauthorised access to the platform, other accounts, or our systems
• Interfere with or disrupt the platform for other users
• Reverse-engineer, decompile, or attempt to extract the source code of the platform
• Use the platform to compete with Pro-cess or build a similar product

If we believe you are breaching these terms, we may suspend or terminate your account after giving reasonable notice, except in cases that require immediate action to protect other users or the platform.

7. Intellectual property

The Pro-cess platform, including its design, code, branding, and documentation, belongs to Pro-cess Business Solutions. These terms do not grant you any rights to our intellectual property beyond what is needed to use the platform as intended.

Content you create and data you upload remains yours.

8. Third-party integrations

Pro-cess integrates with third-party services including Stripe (payments), Google Calendar, and others. These services have their own terms and privacy policies. We are not responsible for how third-party services handle your data once it leaves our platform.

You can connect and disconnect integrations at any time from your account settings.

9. Availability and support

We work hard to keep Pro-cess reliable and performant, but we provide the platform "as is" without guarantees of uptime or availability. We do not offer a formal SLA at this time.

Support is available through the in-app ticket system. We aim to respond to all queries within a reasonable timeframe.

10. Limitation of liability

To the fullest extent permitted by law:

• Pro-cess is not liable for any indirect, incidental, or consequential losses arising from your use of the platform
• Our total liability for any claim related to the platform is limited to the amount you have paid us in the 12 months before the claim arose
• We are not liable for losses caused by third-party services, internet outages, or events outside our reasonable control

Nothing in these terms limits our liability for death, personal injury caused by our negligence, fraud, or anything else that cannot be excluded by law.

11. Termination

You can close your account at any time from your account settings or by emailing support@pro-cess.co.uk.

We may terminate or suspend your account if you breach these terms. Where possible, we will give you notice and an opportunity to resolve the issue first.

On termination, your right to use the platform ends. We will retain data in accordance with our Privacy Policy.

12. Changes to these terms

We may update these terms from time to time. If we make significant changes, we will notify you by email at least 14 days before they take effect. Your continued use of the platform after changes take effect means you accept the updated terms.

13. General

• These terms are governed by the laws of England and Wales
• Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales
• If any part of these terms is found to be unenforceable, the remaining parts stay in full effect
• Our failure to enforce any right under these terms does not waive that right

Contact us

If you have questions about these terms, email us at support@pro-cess.co.uk.