Terms and Conditions

1. About Round Tracker

Round Tracker is a web-based software service that helps round-based and route-based businesses manage customers, schedules, and visit history (the “Service”).

These Terms and Conditions (the “Terms”) apply to your use of the Service and any related websites, applications, or support channels provided by us.

2. Who we are

The Service is operated under the trading name “Round Tracker” (“we”, “us”, “our”). If we operate as a sole trader, references to “we” or “us” refer to the individual trading as Round Tracker. If we operate through a company, references to “we” or “us” refer to that company.

You can contact us at support@round-tracker.com.

3. Business use only

The Service is provided for business use. By creating an account or using the Service, you confirm that you are acting for purposes relating to your trade, business, craft, or profession and not as a consumer.

If you use the Service on behalf of a business or organisation, you confirm you have authority to bind that business or organisation to these Terms.

4. Accounts and security

You are responsible for keeping your login credentials confidential and for all activity that occurs under your account. You must provide accurate information and keep it up to date.

You must notify us promptly if you suspect unauthorised use of your account or any security incident.

5. Plans, limits, subscriptions and billing

The Service may include free and paid plans. Plan limits may apply to features and usage (for example, the number of homes, schedules, or organisations). We may change plan limits and features from time to time.

If you subscribe to a paid plan:

• Fees are charged in advance on a recurring basis (for example, monthly), unless stated otherwise.
• Payments are processed by a third-party payment processor. We do not store or process your card details.
• You authorise recurring charges until you cancel.
• You can cancel at any time; your plan will remain active until the end of the current billing period.
• Fees already paid are non-refundable except where required by applicable law or where we agree otherwise in writing.

If payment fails or remains overdue, we may suspend, downgrade, or restrict access to paid features until payment is received.

We may change pricing by giving reasonable notice (for example, by email or in-app notice). Price changes apply from your next billing period.

6. Your data and your responsibilities

You retain ownership of the data you enter into the Service (including customer names, addresses and scheduling information). You are responsible for ensuring you have the lawful right to collect, store, and use that data and to upload it to the Service.

You are also responsible for maintaining your own appropriate backups/exports if required for your business continuity.

You acknowledge that data in the Service is subject to our retention controls, including automated deletion or anonymisation after the applicable retention period, as described in our Privacy Notice.

7. Acceptable use

You must not:

• Use the Service in a way that breaches any law or regulation.
• Attempt to gain unauthorised access to the Service or its systems.
• Interfere with, disrupt, or degrade the Service (including excessive automated requests).
• Introduce malware, viruses, or other harmful code.
• Reverse engineer, copy, resell, or exploit the Service except to the extent permitted by law.

We may suspend or terminate your access if we reasonably believe you have breached these Terms or are creating risk to the Service or other users.

8. Intellectual property

We (or our licensors) own all rights in the Service, including software, designs, and branding. You are granted a limited, non-exclusive, non-transferable right to use the Service during your subscription (or while your free account remains active), solely for your internal business purposes.

9. Service availability and changes

We aim to keep the Service available and reliable, but we do not guarantee uninterrupted or error-free operation. Maintenance, updates, outages, and third-party issues may occur.

We may update, change, or discontinue features to improve the Service, comply with law, or respond to technical and operational needs.

10. Disclaimers

The Service provides organisational tools only. You are responsible for verifying schedules, visit dates, and any outputs before relying on them for business decisions.

Except as expressly stated in these Terms, the Service is provided “as is” and “as available”. To the maximum extent permitted by law, we disclaim all warranties, conditions, and representations, whether express or implied.

11. Liability

Nothing in these Terms limits or excludes liability that cannot be limited or excluded under applicable law, including liability for death or personal injury caused by negligence, fraud, or fraudulent misrepresentation.

Subject to the above, to the maximum extent permitted by law:

• We will not be liable for any indirect, consequential, special, or incidental losses, or for loss of profit, loss of revenue, loss of business, loss of goodwill, loss of opportunity, or business interruption.
• We will not be liable for loss or corruption of data, where such loss could have been avoided by appropriate user backups or reasonable user controls.
• Our total aggregate liability to you for all claims arising out of or in connection with the Service will not exceed the fees you paid to us in the 3 months immediately before the event giving rise to the claim, or £50 if you have not paid any fees in that period.

12. Suspension and termination

You may stop using the Service at any time. You can cancel a paid subscription in your account settings (or via the payment processor portal if provided).

We may suspend or terminate your access immediately if you breach these Terms or if we reasonably need to do so to protect the Service, other users, or comply with law.

13. Changes to these Terms

We may update these Terms from time to time. The updated Terms will be posted on this page with a new “Last updated” date. If changes are material, we may provide additional notice (for example, by email or in-app notice).

14. Governing law and jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction over any dispute arising out of or in connection with these Terms or the Service.