Terms & Conditions of Use

1. Who we are and what these terms cover

1.1 These Terms and Conditions ("Terms") govern your access to and use of the PlanIt Flooring software platform. That platform includes PlanIt Estimating (flooring estimation, roll and cut optimisation, quoting, job and customer management) and PlanIt EPOS (trade counter point of sale, products and pricing, stock, trade accounts, customer orders and reporting), together with any related websites, applications, mobile apps and services (the "Service").

1.2 The Service is provided by PlanIt Flooring Limited, a company registered in England and Wales under company number 17301169, whose registered office is at Incuhive Space, Hursley Park Road, Hursley, Winchester, Hampshire, England, SO21 2JN ("we", "us", "our").

1.3 "You" or "your" means the business or individual who registers for, accesses or uses the Service.

1.4 By creating an account, accessing or using the Service, you confirm that you accept these Terms and that you have authority to bind the business on whose behalf you are acting. If you do not accept these Terms, you must not use the Service.

1.5 The Service is intended for use by flooring retailers, fitters, contractors and similar trade users in the course of their business. It is not intended for use by consumers.

1.6 We are independent. We are not owned or controlled by, and we are not part of, any flooring supplier, manufacturer, distributor or buying group. Clause 8.9 sets out what that means for your data.

2. The Service

2.1 The Service provides software tools to assist you in estimating flooring requirements, optimising roll and material cutting, generating quotes, managing customer and job records, taking payments at a counter, and managing products, pricing, stock, trade accounts and orders.

2.2 We may add, change, suspend or remove features of the Service from time to time. We will give you reasonable notice of any material change that adversely affects your use, where practicable.

2.3 We do not guarantee that the Service will be available uninterrupted or error-free. We will use reasonable efforts to maintain availability but may need to suspend access for maintenance, updates or technical reasons.

2.4 Features included in your plan may change as we develop the Service. New modules that we build and offer as separately priced options are not automatically included in your existing plan.

2.5 We will not delete Your Data because you have stopped paying. If your subscription lapses or ends, clause 10 sets out what happens to your access and to Your Data.

3. Accuracy of estimates, calculations and outputs

3.1 The estimates, measurements, roll and cut optimisations, quantities, quotes and other results produced by the Service (together, "Outputs") are indicative decision-support aids only. They are generated from the information you input and are not a substitute for your own professional measurement, judgement and checking.

3.2 You are solely responsible for independently verifying every measurement, quantity, cut, allowance, wastage figure and quote produced by the Service before you rely on it to order material, cut material, fit, or quote a customer.

3.3 We do not warrant that any Output is accurate, complete or fit for a particular job. The accuracy of any Output depends on the accuracy and completeness of the information you provide and on factors outside our control, including site conditions, material characteristics, pattern repeats and fitting method.

3.4 We are not liable for any loss, cost or damage arising from a miscalculation, error or omission in any Output that you did not identify and correct through your own independent checks. By using the Service you accept that the duty to verify rests with you.

3.5 Where the Service records sales, payments, stock movements or account balances, those records are a tool for running your business and are not a substitute for your own accounting, stocktaking or tax records. You remain responsible for the accuracy of your books and for meeting your own legal and tax obligations.

4. Your account and eligibility

4.1 To use the Service you must register an account and provide accurate, current and complete information. You must keep your account details up to date.

4.2 You are responsible for keeping your login credentials confidential and for all activity that takes place under your account. You must notify us promptly if you suspect any unauthorised use.

4.3 You must be acting in the course of a business and be at least 18 years old to use the Service.

4.4 Your plan may include a number of user accounts, sites or tills. You must not exceed the number included in your plan without adding and paying for the additional users, sites or tills.

5. Plans, fees and payment

5.1 The plans available, what each includes, and the fees payable are set out on our pricing page (the "Fees"). Unless stated otherwise, Fees are exclusive of VAT and are payable in advance by the payment method you provide.

When Fees start

5.2 Fees are payable from the start of your subscription. There is no general early-adopter or introductory free period. The only exceptions are the Founding Member offer in clause 5.3 and the trials described in clauses 5.4 and 5.5.

Founding Members

5.3 "Founding Member" status is held by the first 100 businesses to open an account, or by every account opened by 30 September 2026 if that date is reached first. A place is claimed by opening an account while places remain: there is no application and no qualifying test. The offer closes as soon as the hundredth place is taken, and the number of places remaining is published on our Founding Members page. If you are a Founding Member:

• (a) you pay nothing to use the Service until 31 December 2026;
• (b) from 1 January 2027 you pay 50% of the standard Fee for your chosen plan, for as long as your subscription remains continuously active;
• (c) the discount applies to your plan's standard Fee only, and not to additional users, sites, tills, add-ons, metered usage or one-off services;
• (d) the discount is personal to your account. It cannot be transferred, assigned or sold, including on a sale or change of control of your business;
• (e) if your subscription is cancelled or lapses, Founding Member pricing ends and is not reinstated if you later return; and
• (f) no minimum term applies to your subscription.

5.3.1 You may choose and confirm a plan at any time during the free period under clause 5.3. Doing so does not bring forward any payment: no Fee is taken until the free period ends, and you may cancel before then without being charged.

How you buy

5.4 PlanIt Estimating (Estimate and Professional plans). New accounts receive a free trial of the Professional plan. No payment card is required to start it. The trial ends fourteen days after you register, or when you complete your third quote, whichever happens first. At the end of the trial you may subscribe; if you do not, your account moves to the Free plan under clauses 5.14 and 10.4.

5.5 Plans including a till (Business, Commercial and PlanIt EPOS plans). New accounts on these plans receive a free trial. You provide a payment card at sign-up, but no payment is taken until the trial ends. On Business and Commercial plans the trial ends fourteen days after it starts, or when you complete your third quote, whichever happens first. On PlanIt EPOS plans it ends fourteen days after it starts. We will email you when your trial ends, and take your first payment three days later. You keep full access during those three days and may still cancel without being charged. At the end of the trial your subscription begins and your first payment is taken, unless you cancel before then. If you cancel during the trial you are not charged and your account moves to the Free plan under clauses 5.14 and 10.4.

Term, renewal and cancellation

5.6 Subscriptions have a minimum term of three months from the date your first payment is taken, and then continue monthly until cancelled. Annual subscriptions run for twelve months and then renew annually until cancelled. The three-month minimum term does not apply to Founding Members.

5.7 You may cancel at any time using the cancellation option in the app. Cancellation stops the next renewal; it does not shorten a term you have already started and does not entitle you to a refund of Fees already paid, except where required by law.

5.8 Annual plans are charged at ten months' Fees for twelve months' access, payable in advance.

Changes to Fees

5.9 We may change our Fees on at least thirty days' notice, with any change taking effect from your next renewal. We will not increase the Fee for your existing plan while your subscription remains continuously active. A change to the Fees does not affect the discount in clause 5.3, which continues to be calculated as 50% of the standard Fee for your plan.

Additional charges

5.10 One-off services such as onboarding, catalogue import and data migration are quoted separately. Once we have performed them they are non-refundable, including where you cancel during or at the end of a trial.

5.11 Some features consume artificial-intelligence processing that we pay for by use, including document and price-sheet scanning. Your plan includes a fair-use allowance published on our pricing page. Use beyond that allowance may be charged at the rates published there.

Failed payments

5.12 If a payment fails, we will attempt to take it again and let you know. If it remains unpaid, we will give you at least fourteen days before restricting your access. After that period your account moves to the Free plan under clause 10.4. We will not delete Your Data because of non-payment.

5.13 Card payments are processed by our payment provider. We do not store your full card details.

The Free plan

5.14 The Free plan is provided free of charge for one user. On the Free plan, quotes and other customer-facing documents carry PlanIt branding, and you may create up to ten quotes per calendar month. Features included only in paid plans are not available. We may vary the limits of the Free plan on reasonable notice; clauses in this section concerning Fees, minimum terms and renewal do not apply while you are on the Free plan.

6. Acceptable use

6.1 You must not: (a) use the Service unlawfully or for any unlawful purpose; (b) attempt to copy, reverse-engineer, decompile or extract the source code of the Service, except to the extent permitted by law; (c) resell, sublicense, rent or make the Service available to any third party other than your authorised users; (d) introduce malicious code or attempt to gain unauthorised access to the Service or its underlying systems; or (e) use the Service in a way that disrupts or damages it or other users' use of it.

6.2 You are responsible for the conduct of your authorised users and for ensuring they comply with these Terms.

6.3 The Service is not offered on a white-label or reseller basis. You may apply your own name, logo and details to quotes, invoices, receipts and other documents you produce with the Service — that is included in every paid plan — but you must not present the Service itself as your own or another party's software, remove or obscure our identification of it, or offer it to others under a different name.

7. Intellectual property and licence

7.1 We (or our licensors) own all intellectual property rights in the Service, including its software, design, structure, content, branding and underlying methods. Nothing in these Terms transfers any of those rights to you.

7.2 We grant you a non-exclusive, non-transferable, revocable licence to use the Service for your own internal business purposes for as long as these Terms apply and your account is in good standing.

7.3 You retain ownership of the data and content you input into the Service ("Your Data"). You grant us a licence to host, process and use Your Data as needed to provide the Service, to improve and develop the Service, and to create and use Aggregated and Anonymised Data, all as described in clause 8.

8. Data protection, and our use of anonymised data

8.1 Each party will comply with applicable data protection law, including the UK GDPR and the Data Protection Act 2018.

8.2 Where the Service stores or processes personal data about your customers or contacts on your behalf (for example within the CRM), you are the data controller and we act as a data processor. The details of that processing are set out in our Data Processing Agreement (available on request via info@planitflooring.com), which forms part of these Terms.

8.3 We process your account and usage data as described in our Privacy Policy, which also forms part of these Terms.

8.4 You are responsible for ensuring you have a lawful basis to input any personal data into the Service and for complying with your own obligations to the individuals whose data you store, including (where required) informing those individuals that aggregated and anonymised insights may be derived from the data in accordance with clause 8.5.

Our use of aggregated and anonymised data

8.5 We continuously develop the Service and produce market-level insight and benchmarking from how the Service is used. To do this, we may create datasets derived from Your Data and from your use of the Service which have been aggregated and irreversibly anonymised so that no individual person, no customer or contact of yours, and no identifiable business can be identified or re-identified from them ("Aggregated and Anonymised Data").

8.6 You agree that we may retain, use, reuse, combine, analyse, publish, commercialise and license Aggregated and Anonymised Data for any lawful purpose, including improving and developing the Service, producing analytics and benchmarking, generating market and demand intelligence, and creating products or reports for third parties such as suppliers, manufacturers and distributors. This right survives termination of your account and these Terms.

8.7 We will anonymise such data using recognised techniques (including aggregation, removal of direct and indirect identifiers, and application of a suitable minimum-aggregation threshold) so that the result does not constitute personal data under the UK GDPR. Aggregated and Anonymised Data, once created, is owned by us.

8.8 For clarity: clauses 8.5 to 8.7 do not give us the right to use Your Data in personally identifiable form for our own separate purposes. Our use of personal data within Your Data as a processor remains governed by clauses 8.2 and 8.3 and the Data Processing Agreement. The reuse rights in this clause apply only to data that has first been aggregated and anonymised so that it is no longer personal data.

Our independence commitment

8.9 We will not disclose Your Data in a form that identifies you or your business — including your buying prices, selling prices, margins, customers, suppliers or quotations — to any flooring supplier, manufacturer, distributor, buying group or competitor, whether or not for payment. Any insight we license to such a party will be Aggregated and Anonymised Data only, produced in accordance with clauses 8.5 to 8.7 and subject to a minimum-aggregation threshold such that no individual business can be identified or inferred. This clause survives termination and continues to apply if we are acquired or if these Terms are transferred under clause 13.2.

9. Limitation of liability

9.1 Nothing in these Terms limits or excludes our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be limited or excluded by law.

9.2 Subject to clause 9.1, we are not liable to you, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any:

• (a) loss arising from inaccurate, incomplete or unverified information you input, or from Outputs you did not check (see clause 3);
• (b) cost of wasted, over-ordered, under-ordered or mis-cut material;
• (c) loss of profit, revenue, business, contracts, goodwill or anticipated savings;
• (d) loss arising from your reliance on the Outputs without independent verification; or
• (e) indirect or consequential loss.

9.3 Subject to clauses 9.1 and 9.2, our total aggregate liability arising out of or in connection with the Service in any 12-month period is limited to the total Fees you paid to us in the 12 months immediately before the event giving rise to the liability, or £100 where no Fees have been paid.

9.4 The Service is provided without warranties of any kind except those that cannot be excluded by law.

10. Suspension, termination and your data

10.1 You may cancel your subscription at any time using the cancellation option in the app, or by emailing info@planitflooring.com. Clause 5.7 explains when cancellation takes effect.

10.2 We may suspend or terminate your access if you materially breach these Terms (including non-payment) and, where the breach is capable of remedy, fail to remedy it within 14 days of being asked.

10.3 You can export Your Data at any time while you have access to the Service.

10.4 Where your trial ends without a subscription, or your subscription lapses or is cancelled, your account moves to the Free plan (clause 5.14): you keep access to Your Data, can export it at any time, and can continue to create up to ten PlanIt-branded quotes a month. Features included only in paid plans, including till features, are paused. If your account then remains entirely inactive for at least twelve months we may delete Your Data in accordance with our retention policy and the Data Processing Agreement, having given you reasonable notice first.

10.5 For the avoidance of doubt, our rights over Aggregated and Anonymised Data created before termination survive under clause 8.6, and our commitment in clause 8.9 survives with them.

11. Changes to the Service and these Terms

11.1 We may update these Terms from time to time. If we make a material change, we will give you reasonable notice by email or in-app notice. Your continued use of the Service after the change takes effect means you accept the updated Terms.

11.2 We will not use a change to these Terms to reduce or remove the Founding Member benefit in clause 5.3 for any account that already holds it.

12. Confidentiality

12.1 Each party will keep confidential any non-public information disclosed by the other that is marked or would reasonably be understood to be confidential, and will use it only as needed to perform these Terms. This clause does not apply to Aggregated and Anonymised Data, which is governed by clause 8.

13. General

13.1 If any provision of these Terms is found to be invalid or unenforceable, the rest remains in force.

13.2 We may transfer our rights and obligations under these Terms to another organisation. Where we do, clauses 5.3, 8.9 and 11.2 transfer with them and continue to bind the transferee. You may not transfer your rights or obligations without our prior written consent.

13.3 No delay in enforcing these Terms is a waiver of our rights. A person who is not a party to these Terms has no rights to enforce them under the Contracts (Rights of Third Parties) Act 1999.

13.4 These Terms are the entire agreement between us in relation to the Service and supersede any prior arrangement.

14. Governing law and jurisdiction

14.1 These Terms and any dispute arising out of or in connection with them are governed by the law of England and Wales.

14.2 The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms or the Service.

15. Contact

15.1 Questions about these Terms? Contact us at info@planitflooring.com or write to us at our registered office above.