Terms & Conditions

About These Terms

These Terms and Conditions ("Terms") govern your use of the KitHQ platform ("KitHQ", "the Service", "we", "us", "our"), operated as a sole trader business in the United Kingdom.

By creating an account or using KitHQ, you ("the Trader", "you", "your") agree to be bound by these Terms. If you do not agree, you must not use the Service.

These Terms apply to all users of KitHQ including traders using the main platform and customers using the Customer Companion App.

We may update these Terms from time to time. We will notify you of significant changes by email and in-app notification. Continued use of KitHQ after changes take effect constitutes acceptance of the updated Terms.

The Service

KitHQ is a web-based job management platform designed for tradespeople operating in the United Kingdom. The Service includes:

• Job scheduling, tracking, and management
• Customer and property records management
• Quote and invoice generation, PDF creation, and email delivery
• Compliance certificate generation (CP12, OFTEC, and others)
• AI-powered parts identification using photo capture (AI Add-on subscribers)
• Parts sourcing via Perplexity Shopping integration (AI Add-on subscribers)
• Automated payment reminders and service reminders
• Reporting and business intelligence dashboard
• Customer Companion App for your customers (Phase 3)
• Xero accounting software integration
• Voice AI out-of-hours call answering (Voice AI Add-on)

We reserve the right to add, modify, or remove features from the Service at any time. We will provide reasonable notice of significant changes that affect your use of the Service.

Account Registration

To use KitHQ you must create an account by providing accurate and complete information. You agree to:

• Provide truthful, accurate, and up-to-date information during registration and onboarding
• Keep your account details current — particularly your email address and business information
• Maintain the security and confidentiality of your password
• Not share your account credentials with any other person
• Notify us immediately at hello@kithq.co.uk if you suspect unauthorised access to your account
• Accept responsibility for all activity that occurs under your account

You must be at least 18 years old and legally authorised to operate a trade business in the United Kingdom to create a KitHQ account.

We reserve the right to suspend or terminate accounts where we reasonably believe false or misleading information has been provided.

Subscriptions & Pricing

KitHQ is offered on a subscription basis. Current pricing is as follows:

Trial Period

Your first month is charged at £9.99 and includes full Pro access plus 100 AI photo identifications. After the trial month, your subscription automatically transitions to the Pro plan at £19.99/month. The AI Add-on (£10/month) is a separate optional subscription after the trial period.

Billing

Subscriptions are billed monthly in advance via Stripe. Your billing date is set on the date you first subscribed. All prices are in GBP and inclusive of any applicable taxes unless otherwise stated.

Price Changes

We reserve the right to change subscription prices. We will give you at least 30 days' notice of any price increase by email. Continued use of the Service after a price change takes effect constitutes acceptance of the new price.

AI Photo Identification Limits

AI photo identifications are limited per billing month. Unused identifications do not roll over to the following month. Top-up packs (20 identifications for £1.00) are available to AI Add-on subscribers and are valid for the current billing month only.

Cancellation & Refunds

Cancellation by You

You may cancel your KitHQ subscription at any time from Settings → Billing in the app. Cancellation takes effect at the end of your current billing period. You will retain access to the Service until that date.

We do not offer pro-rata refunds for partial months. If you cancel mid-month, you retain access until the end of that billing period.

Refunds

We offer a full refund within 14 days of your initial subscription if you are not satisfied with the Service, provided you have not made significant use of the platform (e.g. created more than 5 invoices or jobs). To request a refund email hello@kithq.co.uk.

AI Photo Top-up packs are non-refundable once purchased.

After the 14-day period, subscriptions are non-refundable except where required by law.

Cancellation by Us

We reserve the right to suspend or terminate your account if you:

• Breach these Terms
• Fail to pay subscription fees
• Use the Service for unlawful purposes
• Engage in fraudulent activity

Where possible, we will give you prior notice and an opportunity to remedy the situation before termination. In cases of serious breach, we may terminate immediately.

Your Data & Ownership

You retain full ownership of all data you enter into KitHQ, including:

• Your customer records, job details, and business information
• Photos, notes, and certificates you create
• Invoices and quotes you generate

We process your data only to provide the Service as described in our Privacy Policy. We never sell your data or use it for advertising purposes.

Data Export

You can export your data at any time via Settings. We provide CSV export of financial records. If you cancel your account, you have 30 days to export your data before it is deleted.

Your Customers' Data

You are responsible for ensuring you have a lawful basis to store and process your customers' personal data within KitHQ. You must comply with UK GDPR in your use of customer data. KitHQ acts as a data processor on your behalf — our Data Processing obligations are detailed in our Privacy Policy.

Acceptable Use

You agree to use KitHQ only for lawful business purposes. You must not:

• Use the Service to create fraudulent invoices, quotes, or certificates
• Attempt to gain unauthorised access to other users' accounts or data
• Use the Service to harass, threaten, or harm any person
• Upload malicious code, viruses, or harmful content
• Attempt to reverse engineer, copy, or resell any part of the Service
• Use the AI parts identification feature for any purpose other than identifying genuine trade parts
• Misuse the automated email features to send spam or unsolicited communications
• Create multiple accounts to circumvent usage limits or subscription requirements
• Share your account credentials with other traders or businesses

AI Features & Limitations

KitHQ's AI parts identification feature uses OpenAI's GPT-4o Vision model to identify parts from photos. You acknowledge and agree that:

• AI identification results may not always be accurate and should be verified by you before ordering parts
• You are responsible for confirming the correct part before placing any order
• KitHQ accepts no liability for incorrect part identification or parts ordered based on AI results
• Parts pricing sourced via Perplexity Shopping is indicative only and may not reflect current market prices
• You are responsible for any purchases made through supplier links provided by the Service
• Photos submitted for AI identification are processed by OpenAI subject to their terms of service

The Voice AI out-of-hours answering service (where available) is an automated system. You acknowledge that:

• AI call handling may not always accurately capture caller information
• You are responsible for following up with all callers and verifying AI-captured information
• KitHQ accepts no liability for missed or mishandled calls
• Callers should be informed they are speaking with an automated system where required by applicable law

Third-Party Integrations

KitHQ integrates with third-party services including Xero, Stripe, and others. When you connect a third-party integration:

• You authorise KitHQ to exchange data with that service on your behalf
• Your use of that third-party service remains subject to their own terms and conditions
• KitHQ is not responsible for the availability, accuracy, or actions of third-party services
• You can disconnect any integration at any time from Settings → Integrations

Xero Integration

When you connect Xero, KitHQ will create and update invoices, contacts, and payments in your Xero account as instructed by your actions within KitHQ. You remain responsible for the accuracy of data synced to Xero and for your Xero account in accordance with Xero's terms of service.

Stripe Payments

Payment processing is handled by Stripe. By using payment features you agree to Stripe's Terms of Service. KitHQ does not store card details.

Intellectual Property

KitHQ and all associated software, design, branding, and content is owned by or licensed to KitHQ. You are granted a limited, non-exclusive, non-transferable licence to use the Service for your own business purposes during the term of your subscription.

You must not:

• Copy, modify, or distribute any part of the KitHQ platform
• Attempt to extract or reverse engineer the source code
• Use KitHQ's branding or trademarks without our written permission
• Resell or sublicence access to the Service to any third party

You retain full ownership of all content and data you create within KitHQ. By uploading content (photos, logos, etc.) you grant us a limited licence to store and process that content solely to provide the Service.

Service Availability & Uptime

We aim to provide a reliable, high-availability service. However, we do not guarantee 100% uptime. The Service may be temporarily unavailable due to:

• Scheduled maintenance (we will provide advance notice where possible)
• Unplanned outages affecting our infrastructure providers (Supabase, Cloudflare, etc.)
• Circumstances beyond our reasonable control

We will make reasonable efforts to restore service as quickly as possible in the event of an outage. We are not liable for losses caused by service unavailability except where required by law.

Data Backup

We maintain regular backups of all platform data. In the event of data loss we will endeavour to restore from the most recent backup. We recommend you export important records (invoices, certificates) regularly as an additional precaution.

Limitation of Liability

To the maximum extent permitted by UK law, KitHQ shall not be liable for:

• Loss of profits, revenue, or business opportunity
• Loss of data or corruption of data
• Indirect, consequential, or incidental losses
• Losses arising from your reliance on AI-generated content or AI identification results
• Losses arising from errors in compliance certificates where inaccurate information was entered by you
• Losses arising from third-party service failures (Stripe, Xero, OpenAI, etc.)
• Losses arising from service downtime or unavailability

Our total aggregate liability to you in any 12-month period shall not exceed the total subscription fees paid by you in that period.

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

Warranties & Disclaimers

The Service is provided "as is" and "as available". To the maximum extent permitted by law, we disclaim all warranties, express or implied, including but not limited to:

• Warranties of merchantability or fitness for a particular purpose
• That the Service will be uninterrupted, error-free, or secure
• That AI-generated content will be accurate, complete, or suitable for your purposes
• That integration with third-party services will always be available

Nothing in these Terms affects your statutory rights as a consumer under UK law.

Governing Law & Disputes

These Terms are governed by the laws of England and Wales. Any disputes arising from your use of KitHQ shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Before pursuing formal legal action, we encourage you to contact us at hello@kithq.co.uk to attempt to resolve any dispute informally. We will endeavour to respond within 5 business days and work towards a fair resolution.

General

Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and KitHQ regarding your use of the Service and supersede any prior agreements.

Severability

If any provision of these Terms is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary, and the remaining provisions will continue in full force and effect.

Waiver

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights.

Assignment

You may not assign or transfer your rights under these Terms without our written consent. We may assign our rights and obligations under these Terms in connection with a sale or transfer of our business.

Force Majeure

We shall not be liable for any failure or delay in performance arising from circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, government action, or failures of third-party infrastructure.