Terms and conditions.

1Who we are

1.1 docket is provided by DOCKETFM LTD, 5 Arthur Cratchley Grove, Stoke-on-Trent, ST4 8ZR. Registered in England and Wales, company number 17365716. ICO registration ZC208481. 0333 567 2950. You can contact us at joe@docketfm.co.uk.

1.2 These terms apply to your use of docket, together with your signed agreement. If the two ever differ, your signed agreement wins.

2Words we use

2.1 "You" means the company that signs the agreement. "The service" means the docket system and everything in it.

2.2 "A person" means anyone in your company who logs in to docket, office or field.

2.3 "Portal users" means your subcontractors, and your clients where they are other organisations. Their logins are free and they are never counted as people. If docket runs your own organisation’s buildings, like a trust’s schools, everyone in your organisation who logs in counts, whichever screen they use.

2.4 "Go-live" means the day your company starts using docket for real work.

3The service

3.1 We give your company access to docket with every feature included. There are no tiers, modules or add-ons.

3.2 docket is a web app. It works in the browser on any phone, tablet or computer, and it works offline.

3.3 We keep improving docket. New features are included in your price.

4Your 60 days

4.1 Your 60 days start on your go-live date. They come first, before any term, and there is no commitment during them.

4.2 Nothing is charged for your first 60 days.

4.3 You can stop at any point in the 60 days and owe nothing.

4.4 We will email you 15 days before your 60 days end.

5The 12 month term

5.1 The 12 month term starts the day after your 60 days end, and only if you choose to carry on.

5.2 If you do not choose to carry on, nothing happens by default and you owe nothing.

5.3 After the 12 months, the agreement continues month to month. Either side can end it with 30 days’ notice.

6Price and payment

6.1 The price is £35 per person per month. Portal users are free and never counted.

6.2 There are no setup, onboarding, migration or training fees.

6.3 Prices exclude VAT, which will be added where applicable.

6.4 We invoice monthly in advance, and collect payment by Direct Debit through GoCardless.

7Setup

7.1 We set you up at no cost, from your spreadsheets or anything else that exports to CSV.

7.2 We keep working with you, free, until you are fully up and running, and for at least the first 30 days after you go live.

8Your responsibilities

8.1 Keep your logins secure, and remove people who no longer need access.

8.2 You are responsible for the people and portal users you invite, and for how they use docket.

8.3 Use docket lawfully, and make sure the information you put into it is accurate.

9AI features

9.1 docket uses AI to draft jobs from emails, read photographed job sheets and certificates, write up voice notes, and answer questions through Ask docket.

9.2 AI can get things wrong. docket shows how sure it is about each drafted field, and nothing drafted from an email is raised until a person approves it.

9.3 Check AI output before you rely on it.

9.4 Your data is never used to train the AI. The provider is contracted on that basis.

10Your data

10.1 Your data belongs to you. We only use it to provide the service.

10.2 Your data is held in the EU, with daily encrypted backups held offsite in the EU and kept for 35 days.

10.3 You can export any register to CSV at any time, or export everything, documents included, in one click.

10.4 A few services docket relies on process data in the United States. Every one is named in the data processing schedule. See our privacy policy for more.

11Security

DOCKETFM LTD is certified to Cyber Essentials through IASME, and is registered with the Information Commissioner’s Office. Both are public registers you can check.

12If docket cannot provide the service

12.1 If docket ever cannot provide the service, you will get a full export of everything within five working days of asking.

12.2 The term then ends, and there is nothing more to pay.

13Ending the agreement

13.1 During your 60 days you can stop at any time and owe nothing.

13.2 If you end the agreement during the 12 month term, the remaining months of the term are still payable.

13.3 When the agreement ends, you have 30 days to take a full copy of your data. After that, it is deleted from the live system automatically, and gone from backups within a further 35 days.

14Liability

14.1 Neither of us excludes liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot legally be excluded.

14.2 Neither of us is liable to the other for loss of profit, loss of business, loss of anticipated savings or indirect loss.

14.3 Our total liability in any 12 month period is limited to the greater of the fees you paid us in the previous 12 months and £50,000. Where the claim is for a breach of data protection law, or for the loss, corruption or unauthorised disclosure of your data caused by us, that limit is £1,000,000.

14.4 Nothing in this clause limits either of our obligations under data protection law.

15Changes to these terms

15.1 Any change has to be in writing and agreed by both of us.

15.2 After your first 12 months, we give you at least 60 days’ notice of any price change, and you can end the agreement before it takes effect.

15.3 We give you at least 30 days’ notice before adding or replacing a supplier that processes your data, and you can object.

16Law

These terms are governed by the law of England and Wales.