Terms of Service

Welcome to SiteSync. By using our service, you agree to these terms. Please read them carefully. These terms govern your use of SiteSync's job tracking, scheduling, and invoicing platform.

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1. Acceptance of Terms

By accessing or using SiteSync ("Service"), you agree to be bound by these Terms of Service ("Terms"). If you don't agree to these Terms, please don't use the Service.

These Terms constitute a legally binding agreement between you and SiteSync Limited.

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2. Company Information

SiteSync Limited
Company Number: 16778887
Registered Address: 124–128 City Road, London, United Kingdom, EC1V 2NX
Email: info@site-sync.co.uk
Governing Law: England and Wales

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3. Service Description

SiteSync provides a cloud-based platform for tradespeople and contractors that includes:

• Job tracking and scheduling tools
• Voice-to-text job documentation
• AI-powered invoice and report generation
• Photo documentation with timestamps and location data
• Revenue analytics and business insights
• Customer management and address verification

The Service is provided on a subscription basis with monthly and annual pricing options.

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4. Account Terms

Eligibility: You must be at least 18 years old and legally capable of entering into binding contracts to use SiteSync.

Account Registration

• You must provide accurate, current, and complete information during registration
• You're responsible for maintaining the security of your account and password
• You must notify us immediately of any unauthorized access or security breach
• One account per individual or business — sharing accounts is prohibited

Account Responsibilities

• You're responsible for all activity that occurs under your account
• You must keep your login credentials confidential
• You agree to update your information if it changes

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5. Subscription and Pricing

SiteSync offers the following subscription plans:

Free Trial: New users may be eligible for a free trial period. Trial terms will be clearly stated at signup. Payment details are required to start a trial, and you'll be charged when the trial ends unless you cancel.

Auto-Renewal: Subscriptions automatically renew at the end of each billing period unless cancelled before the renewal date.

Currency: All prices are in British Pounds (GBP) and include applicable VAT.

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6. Payment Terms

Payment Processing: Payments are processed securely through our third-party payment processor. We don't store your full credit card details.

Billing Cycle

• Monthly subscriptions are billed on the same day each month
• Annual subscriptions are billed once per year on your signup anniversary
• Billing dates may vary slightly due to different month lengths

Failed Payments

• If a payment fails, we'll attempt to charge your payment method again
• Your access may be suspended if payment cannot be collected
• Your account may be cancelled after repeated payment failures
• You're responsible for any fees resulting from failed payments

Price Changes: We may change our pricing with 30 days' notice. Price changes won't affect your current billing period — they'll apply at your next renewal. If you don't agree to a price increase, you can cancel before it takes effect.

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7. Cancellation and Refunds

How to Cancel

• You can cancel your subscription anytime through your account settings
• Email info@site-sync.co.uk if you need assistance cancelling
• Cancellation takes effect at the end of your current billing period
• You'll retain access until the end of the paid period

Refund Policy

• Monthly subscriptions: No refunds for partial months
• Annual subscriptions: Pro-rata refunds may be considered on a case-by-case basis within 14 days of purchase (UK Consumer Contracts Regulations)
• Free trials: No refunds applicable
• Refunds are processed within 5–10 business days to your original payment method

After Cancellation: Your data will be retained for 30 days after cancellation, during which you can reactivate your account. After 30 days, your data may be permanently deleted.

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8. Acceptable Use Policy

You agree NOT to:

• Use the Service for any illegal purpose or in violation of any laws
• Violate the intellectual property rights of SiteSync or others
• Upload viruses, malware, or malicious code
• Attempt to gain unauthorized access to our systems or other users' accounts
• Reverse engineer, decompile, or disassemble any part of the Service
• Use automated scripts or bots to access the Service
• Resell or redistribute the Service without permission
• Harass, abuse, or harm other users
• Submit false or misleading information
• Interfere with or disrupt the Service or servers

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9. User Content and Data

Your Ownership: You retain all rights to the content you upload to SiteSync, including:

• Voice recordings
• Photos and documents
• Job data and notes
• Customer information

License to SiteSync: By uploading content, you grant SiteSync a limited license to:

• Store, process, and display your content to provide the Service
• Use your content to generate invoices, reports, and other Service features
• Make backups for disaster recovery purposes
• Process your content through third-party services (OpenAI, Google Places, etc.) as described in our Privacy Policy

This license ends when you delete your content or close your account.

Your Responsibilities

• You're responsible for the legality and accuracy of your content
• You must have the right to upload and share any content you submit
• You must comply with data protection laws when storing customer information
• You must not upload content that infringes others' rights or contains illegal material

Data Deletion: You can delete your data anytime. Upon account closure, we'll delete your data within 30 days, except where retention is required by law.

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10. AI-Generated Content

SiteSync uses AI technology (powered by OpenAI) to generate invoices, reports, and transcriptions from your voice recordings.

Your Responsibilities

• Review all AI-generated content for accuracy before use
• Verify financial figures in invoices match your records
• Check that transcriptions accurately reflect your voice recordings
• Make any necessary corrections before sending to customers

SiteSync is not liable for errors in AI-generated content or any losses resulting from reliance on AI-generated information without verification.

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11. Intellectual Property

SiteSync Ownership: SiteSync Limited owns all rights to:

• The SiteSync platform, software, and codebase
• The SiteSync name, logo, and trademarks
• All design elements, user interfaces, and features
• Documentation and support materials

Your License: We grant you a limited, non-exclusive, non-transferable license to use SiteSync solely for your business purposes while your subscription is active.

Feedback: If you provide feedback, suggestions, or ideas about SiteSync, you grant us the right to use them without compensation or obligation to you.

Restrictions: You may not copy, modify, distribute, sell, or lease any part of our Service without explicit written permission.

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12. Service Availability

We strive to provide reliable, uninterrupted service, but we can't guarantee 100% uptime.

"As Is" Service: SiteSync is provided "as is" and "as available" without warranties of any kind, either express or implied.

Service Interruptions

The Service may be temporarily unavailable due to:

• Scheduled maintenance (we'll notify you when possible)
• Emergency repairs or updates
• Third-party service outages (hosting, APIs, etc.)
• Events beyond our control (force majeure)

Service Changes

We reserve the right to:

• Modify or discontinue features with reasonable notice
• Update the Service to improve functionality or security
• Change third-party integrations or service providers

We'll make reasonable efforts to notify you of material changes that affect core functionality.

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13. Limitation of Liability

To the maximum extent permitted by UK law:

Indirect Losses: SiteSync shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including:

• Loss of profits, revenue, or business opportunities
• Loss of data or information
• Business interruption
• Loss of goodwill or reputation

Maximum Liability: Our total liability for any claims arising from these Terms or the Service shall not exceed the total amount you paid to SiteSync in the 12 months preceding the claim.

Important Exceptions: Nothing in these Terms limits our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Any liability that cannot be excluded or limited by UK law

These limitations apply whether liability arises from contract, tort (including negligence), breach of statutory duty, or otherwise.

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14. Indemnification

You agree to indemnify, defend, and hold harmless SiteSync Limited, its officers, directors, employees, and agents from any claims, liabilities, damages, losses, or expenses (including legal fees) arising from:

• Your use or misuse of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Content you upload or share through the Service
• Any fraudulent or illegal activity on your account

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15. Termination

Your Right to Terminate: You can cancel your subscription anytime as described in Section 7.

Our Right to Terminate: We may suspend or terminate your account immediately if:

• You violate these Terms or our Acceptable Use Policy
• Your payment fails repeatedly
• Your account is used for fraudulent or illegal activity
• We're required to do so by law
• We discontinue the Service entirely (with reasonable notice)

Effects of Termination

• Your access to the Service will end immediately or at the end of your billing period
• Your data will be retained for 30 days, then permanently deleted
• No refunds for prepaid periods (except as required by law)
• Outstanding payments remain due

Survival: Sections relating to intellectual property, limitation of liability, indemnification, and dispute resolution survive termination.

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16. Dispute Resolution

Governing Law: These Terms are governed by the laws of England and Wales.

Jurisdiction: Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Informal Resolution: Before filing any legal claim, please contact us at info@site-sync.co.uk to try to resolve the issue informally. We're committed to working with you to find a fair solution.

Consumer Rights: Nothing in these Terms affects your statutory rights as a consumer under UK law, including rights under the Consumer Rights Act 2015.

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17. Changes to These Terms

We may update these Terms from time to time. When we make material changes, we will:

• Update the "Last Updated" date at the top
• Provide at least 30 days' notice via email
• Display a prominent notice in the app

Continued use of the Service after changes take effect means you accept the new Terms. If you don't agree to the changes, you can cancel your subscription before they take effect.

For minor changes (typos, clarifications that don't affect your rights), we may not provide advance notice.

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18. Contact Information

For questions about these Terms, please contact:

SiteSync Limited
124–128 City Road
London, United Kingdom
EC1V 2NX

info@site-sync.co.uk

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19. Miscellaneous

Entire Agreement: These Terms, together with our Privacy Policy and Cookie Policy, constitute the entire agreement between you and SiteSync.

Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions remain in full effect.

No Waiver: Our failure to enforce any right or provision doesn't constitute a waiver of that right or provision.

Assignment: You may not assign or transfer these Terms without our consent. We may assign our rights and obligations to a successor or affiliate with notice to you.

Force Majeure: We're not liable for delays or failures due to events beyond our reasonable control (natural disasters, pandemics, wars, strikes, internet outages, etc.).