Terms of Service

1. About these terms

These Terms of Service ("Terms") govern your use of grafter.ly, a field-service operations product operated by Grafterly Ltd, a company registered in Scotland ("we," "us," "our").

By creating an account or submitting a signup request, you agree to these Terms. If you do not agree, do not use the service.

We can be contacted at hello@grafter.ly.

2. The service

grafter.ly is a software-as-a-service product for trade businesses. We provide tools for managing enquiries, jobs, quotes, invoices, and payments.

Features may change over time. We will give reasonable notice of significant changes where possible.

3. Your account

You are responsible for keeping your account secure. You must not share your sign-in link or allow others to access your account without your permission.

You must be at least 18 years old and authorised to enter into contracts on behalf of any business you represent.

4. Acceptable use

You must not use grafter.ly to:

• Store or transmit content that is unlawful, harmful, or fraudulent.
• Attempt to gain unauthorised access to our systems or other users' data.
• Use the service in a way that interferes with other users or degrades performance.
• Resell or sublicense access to the service without our written permission.

We reserve the right to suspend or terminate accounts that breach these terms.

5. Your data

You own the data you enter into grafter.ly — customer information, jobs, quotes, invoices. We process it on your behalf and in accordance with our Privacy Policy.

You are responsible for ensuring you have the right to store any personal data you enter (for example, your customers' contact details) under applicable data protection law.

6. Data processing terms

This section is the data processing agreement required by Article 28 of the UK GDPR. It applies whenever we handle personal data about your customers. For that data you are the controller and we are the processor; for your own account details we are the controller, and our Privacy Policy covers those.

What we process, and why. We process your customers' personal data for as long as you use the service, for the sole purpose of providing it to you — capturing enquiries, building jobs, and producing quotes and invoices. That typically means names, email addresses, phone numbers, addresses, and the content of messages your customers send you. The people concerned are your customers and anyone they mention in those messages.

Enquiries you forward before you have an account. If you forward an enquiry to try the service, forwarding it is your instruction to read that email and build a job from it. We do nothing else with it. If you do not claim the account we set up, everything from that forward is deleted 30 days after your most recent one. Once you claim the account, this agreement governs that data from then on.

We will:

• process your customers' data only on your instructions, including for any transfer outside the UK, unless the law requires otherwise — in which case we will tell you first unless that law forbids it;
• make sure anyone with access to it is bound by an obligation of confidentiality;
• keep it secure with measures appropriate to the risk, including encryption in transit and at rest, access controls that separate each business's data from every other's, and regular backups;
• help you respond to requests from your customers exercising their data protection rights;
• help you meet your own obligations around security, breach notification and impact assessments, taking into account what we know and what you do not;
• tell you without undue delay if we become aware of a personal data breach affecting your data;
• delete your customers' data when you close your account, or return it to you first if you ask before then — subject only to anything the law requires us to keep;
• give you the information you need to show you are meeting your obligations, and allow audits or inspections by you or an auditor you appoint, on reasonable notice.

Sub-processors. You give us general authorisation to use the sub-processors listed in our Privacy Policy, which names each one and what it does. We impose the same obligations on them that this section places on us, and we remain responsible to you for what they do. We will give you reasonable notice before adding or replacing one, and you may object; if we cannot resolve your objection you may close your account without penalty.

Where data is held. Our database is hosted in the EU. Some sub-processors process data outside the UK; where they do, transfers are covered by the UK International Data Transfer Addendum or equivalent safeguards.

Your responsibilities. You remain responsible for having a lawful basis to give us your customers' data in the first place, and for telling your customers how their data is used. Your instructions must not require us to break the law.

7. Payments

Subscription pricing will be communicated before any charges are applied. Payment is processed by Stripe. We do not store your card details directly.

New accounts start with a 30-day free trial, with no payment details required. After the trial, the service costs £25 per month unless you cancel. Accounts created under an earlier free-access offer keep the terms they signed up on.

8. Availability and liability

We aim to keep grafter.ly available but do not guarantee uninterrupted access. We are not liable for losses arising from service downtime, data loss, or errors in the product — except where such liability cannot be excluded under UK law.

To the maximum extent permitted by law, our total liability to you in any 12-month period is limited to the amounts you have paid us in that period (or £100 if you have paid nothing).

9. Intellectual property

grafter.ly and all associated software, design, and branding is owned by Grafterly Ltd. These Terms do not grant you any licence to reproduce or distribute it.

We do not claim ownership of the data you upload or create.

10. Termination

You may close your account at any time by contacting us at hello@grafter.ly. We will delete your data within 90 days of account closure.

We may terminate your account if you breach these Terms, with notice where reasonably practicable.

11. Governing law

These Terms are governed by the laws of Scotland and the United Kingdom. Any disputes will be subject to the exclusive jurisdiction of the Scottish courts.

12. Changes to these terms

We may update these Terms from time to time. We will note the date of the most recent update at the top of this page. Material changes will be communicated to registered users by email with reasonable notice.