Terms of Service

1.1 These Terms govern your access to and use of the Recurvia platform, available at recurvia.app and any associated subdomains, applications, services, software, content, communications, and features (the "Service").

1.2 By creating an account, using the Service, starting a trial, or purchasing a Subscription, you confirm that you have read, understood, and agree to be bound by these Terms.

1.3 If you are using the Service on behalf of a company, partnership, sole trader business, or other organisation, you confirm that you have authority to bind that business to these Terms. In that case, "you" means both you personally and that business.

1.4 If you do not agree to these Terms, you must not use the Service.

In these Terms:

"Account" means a registered account on the Service.

"Booking" means a renewal job, inspection, visit, or other commercial opportunity recorded through the Service.

"Certificate" means any compliance, inspection, testing, safety, renewal, or trade document uploaded, created, stored, or managed through the Service, including Electrical Installation Condition Reports (EICRs), Portable Appliance Testing records, and similar documents.

"Customer", "you", or "your" means the individual, sole trader, company, partnership, or other business entity that has created an Account or uses the Service.

"Customer Data" means all data, information, files, documents, messages, contact details, property records, Certificate records, uploaded content, business information, and other material uploaded by you or processed on your behalf through the Service.

"Landlord", "Recipient", or "Contact" means a third-party individual or organisation to whom communications are sent, scheduled, stored, or managed through the Service on your behalf.

"Landlord Contact Data" means contact information relating to Recipients, including names, email addresses, phone numbers, postal addresses, property addresses, and associated records.

"Outbound Communications" means emails, notifications, reminders, messages, or other communications sent or scheduled through the Service to Recipients on your behalf.

"Subscription" means a paid plan purchased to access certain Service features.

"Trial" means any free, discounted, beta, early-access, or time-limited access to the Service.

"Usage Limits" means any limits applying to your plan, including limits based on Certificates created, Certificates stored, emails sent, reminders scheduled, Recipients added, team members, imports, or other usage events.

3.1 The Service is intended for business users only. It is not intended for consumers within the meaning of the Consumer Rights Act 2015.

3.2 To use the Service, you must: (a) be at least 18 years old; (b) have legal capacity to enter into a binding agreement; (c) be acting in the course of a trade, business, craft, or profession; (d) be located in the United Kingdom or operate a business serving UK customers; (e) hold, maintain, and comply with any professional registrations, qualifications, authorisations, insurances, scheme memberships, or approvals required to perform the services to which your Certificates and communications relate; and (f) ensure that any person using the Service under your Account is competent and authorised to do so.

3.3 We may refuse, suspend, or terminate access where we reasonably believe that you do not meet these eligibility requirements.

4.1 You must provide accurate, current, and complete information when creating and using your Account. You must keep your Account information, business details, sender identity, contact information, and billing information up to date.

4.2 You are responsible for maintaining the confidentiality and security of your login credentials and for all activity under your Account.

4.3 You must notify us immediately if you suspect unauthorised access, misuse, or a security breach affecting your Account.

4.4 You must not create multiple Accounts, invite duplicate users, delete and recreate records, or otherwise manipulate the Service to avoid Usage Limits, payment obligations, suppression rules, email safety controls, or plan restrictions.

4.5 We may monitor account activity for abuse, circumvention, fraud, excessive usage, or behaviour inconsistent with the intended operation of the Service.

5.1 Recurvia is a software platform that helps trade businesses store records, track certificate expiries, schedule renewal reminders, manage communications, and record renewal opportunities.

5.2 The Service is a business recordkeeping, communication, and workflow tool. It is not a professional electrical inspection service, certification body, legal adviser, compliance adviser, engineering adviser, insurance adviser, or substitute for your professional judgement.

5.3 You are solely responsible for the accuracy, completeness, validity, lawfulness, and suitability of all Certificates, Recipient details, property records, communications, reminders, Bookings, values, classifications, and other Customer Data created, uploaded, sent, stored, or managed through the Service.

5.4 We do not verify the contents of Certificates, confirm that any inspection has been carried out, confirm that a document satisfies legal or regulatory requirements, or confirm that any work has been performed by a qualified person.

5.5 We may modify, update, suspend, limit, or discontinue any part of the Service. Where practicable, we will give paying customers reasonable notice of material adverse changes.

5.6 The Service may include beta, preview, experimental, or early-access features. Such features may be changed, withdrawn, restricted, or removed at any time and may not be suitable for production use.

6.1 You are responsible for maintaining your own copies of Certificates and business records. The Service is not a substitute for your own recordkeeping obligations.

6.2 Deleting a Certificate, property, Recipient, reminder, message, or other record may permanently remove associated reminders, history, messages, audit records visible to you, future renewal prompts, and pipeline value from your Account.

6.3 Deletion does not reset Usage Limits. Usage Limits may be calculated by reference to records created, messages sent, reminders scheduled, imports processed, or other usage events, whether or not the related record is later deleted.

6.4 You must not delete and recreate Certificates, properties, Recipients, or other records for the purpose of avoiding Usage Limits, payment obligations, plan restrictions, or suppression rules.

6.5 We may retain backend audit logs, billing records, suppression records, security logs, and compliance records after deletion where reasonably necessary for security, legal compliance, dispute resolution, email deliverability, abuse prevention, accounting, or enforcement of these Terms.

7.1 This section is critical. You are responsible for ensuring that every Recipient you add and every Outbound Communication sent through the Service is lawful.

7.2 When you add a Recipient, upload Landlord Contact Data, schedule a reminder, or enable Outbound Communications, you represent and warrant that: (a) you have an existing business relationship with the Recipient; (b) you previously provided, arranged, quoted for, or were engaged to provide services connected to the property or Certificate record; (c) the Outbound Communication relates to renewal, continuation, follow-up, safety, compliance, or servicing connected to that prior relationship; (d) you have a lawful basis under UK GDPR to process the Recipient's personal data; (e) you have a lawful basis under PECR to send the communication, including, where applicable, reliance on the soft opt-in under Regulation 22(3) of PECR; (f) the Recipient was given a proper opportunity to opt out where required; (g) you have provided required privacy information to the Recipient; and (h) the Landlord Contact Data was lawfully obtained and is accurate to the best of your knowledge.

7.3 You must not use the Service to: (a) send unsolicited marketing, spam, cold outreach, prospecting emails, or mass advertising; (b) contact Recipients with whom you have no relevant prior relationship; (c) import purchased, scraped, rented, guessed, or harvested contact lists; (d) send communications unrelated to the renewal, continuation, follow-up, compliance, or servicing of work you previously provided or were engaged to provide; (e) impersonate any person or organisation; (f) send misleading, deceptive, threatening, harassing, defamatory, unlawful, or inappropriate content; (g) bypass unsubscribe requests, suppression lists, bounce controls, complaint controls, or volume limits; (h) use the Service as a general email marketing platform; or (i) use the Service in a way that may damage our sending reputation, domain reputation, email infrastructure, or the deliverability of other customers.

7.4 You authorise us to send Outbound Communications on your behalf using the business name, sender details, templates, property information, Recipient details, and other information you provide or approve.

7.5 Outbound Communications may be sent from email infrastructure operated or controlled by us or our providers. Reply handling, unsubscribe processing, bounce handling, complaint processing, suppression, message threading, and deliverability controls may be managed by us.

7.6 We may automatically include sender identification, unsubscribe links, prior relationship statements, compliance footers, tracking information, or other operational content in Outbound Communications.

7.7 When a Recipient unsubscribes, complains, hard bounces, or is otherwise suppressed, we may prevent further communications to that Recipient through the Service. Suppression may apply at Customer/Recipient level, global platform level, domain level, or any other level we consider necessary to comply with law, protect deliverability, or prevent abuse.

7.8 You must not attempt to remove, bypass, obscure, manipulate, or work around unsubscribe mechanisms, suppression rules, bounce handling, complaint controls, or deliverability safeguards.

7.9 We may throttle, queue, delay, block, pause, review, or refuse Outbound Communications where we reasonably consider it necessary for legal compliance, deliverability, security, abuse prevention, service stability, or protection of other customers.

7.10 We may suspend or terminate your Account, with or without notice, if communications from your Account generate excessive bounces, complaints, unsubscribe rates, abuse reports, regulator enquiries, deliverability risk, or any pattern suggesting non-compliance with these Terms.

7.11 You agree to indemnify, defend, and hold harmless Recurvia, its directors, employees, contractors, agents, and providers from any claim, complaint, enforcement action, loss, liability, cost, damage, fine, penalty, or expense, including reasonable legal fees, arising from or connected with your Recipients, Landlord Contact Data, Outbound Communications, breach of this Section 7, or inaccurate representations under this Section 7.

8.1 Where you upload or manage Certificates relating to regulated electrical work or other regulated trade work, you confirm that: (a) the underlying inspection, test, assessment, or service was carried out by a competent and qualified person; (b) the Certificate was issued by a person authorised to do so; (c) any classifications, observations, codes, recommendations, remedial actions, or professional judgements contained in the Certificate were made by you or another competent professional, not by the Service; (d) you will verify all information before sending, relying on, distributing, or storing it as part of your business records; and (e) you are responsible for compliance with all laws, regulations, professional standards, scheme rules, insurance requirements, and industry guidance applicable to your work.

8.2 The Service does not generate professional conclusions, classify defects, determine whether an installation is satisfactory or unsatisfactory, decide whether remedial work is required, or provide professional certification.

8.3 We make no warranty that any template, reminder, workflow, field, status, PDF, record, or communication is legally sufficient for your specific circumstances.

8.4 We may provide general product information or reminders about regulatory topics, but such information is not legal, regulatory, technical, or professional advice.

8.5 You must not state or imply that Recurvia, the Service, or any output of the Service has been approved, endorsed, accredited, certified, or reviewed by NICEIC, NAPIT, the IET, HSE, a local authority, a government body, or any other scheme or regulatory body unless we have expressly confirmed that in writing.

9.1 We may offer Trials, free plans, discounted plans, founding customer plans, or promotional offers. We may change, withdraw, or limit such offers at any time, unless specific written offer terms state otherwise.

9.2 Trial access may be limited by time, usage, features, number of Certificates, number of emails, number of Recipients, imports, or other limits. When a Trial ends, access to some or all features may be restricted unless you purchase a Subscription.

9.3 Free plans are subject to Usage Limits and are intended for evaluation and limited ongoing use. We may modify or discontinue free plans with reasonable notice.

9.4 Paid Subscriptions are billed in advance on a monthly or annual basis as selected at checkout. Fees are exclusive of VAT and other taxes unless stated otherwise.

9.5 Subscriptions automatically renew at the end of each billing period unless cancelled before renewal. You may cancel through the billing portal or other cancellation method made available in the Service.

9.6 Cancellation takes effect at the end of the then-current billing period. Except where required by law or expressly stated otherwise, fees are non-refundable and unused credits, limits, features, or months do not roll over.

9.7 Annual plans are paid upfront for the annual term. Cancellation of an annual plan stops renewal but does not entitle you to a refund for the remaining term, except where required by law or where we choose to provide one.

9.8 Founding customer, lifetime discount, or locked-price offers apply only to the specific plan, Account, and conditions stated at the time of purchase. Such offers may be lost if your Subscription is cancelled, payment fails, your Account is terminated, or you materially change plan, unless the offer terms say otherwise.

9.9 We may change prices or plan features by giving at least 30 days' notice. Price changes apply from your next billing period after notice.

9.10 If payment fails, we may suspend, downgrade, or restrict your Account until payment is resolved. Repeated payment failures may result in termination.

9.11 Payments are processed by Stripe or another payment processor. Your use of payment processing services is subject to the processor's terms.

9.12 You are responsible for all taxes applicable to your use of the Service, except taxes on our income.

10.1 Your plan may include Usage Limits. We may calculate usage based on events such as Certificates created, Certificates stored, reminders scheduled, reminders sent, emails sent, Recipients added, properties added, team members invited, imports processed, exports requested, messages stored, or other measurable use of the Service.

10.2 Deleting records does not reverse or reduce usage already incurred unless we expressly choose to do so.

10.3 You must not manipulate, delete, recreate, duplicate, split, transfer, or otherwise structure records, Accounts, Recipients, Certificates, properties, or teams to avoid Usage Limits, fees, suppression rules, or plan restrictions.

10.4 We may apply fair use limits to protect the stability, security, deliverability, and economics of the Service, even where a plan is described as "unlimited". "Unlimited" means ordinary and reasonable use for the intended business purpose of the plan and does not permit abusive, automated, excessive, resale, bulk marketing, or non-standard usage.

10.5 If we reasonably believe your usage is abusive, excessive, fraudulent, or inconsistent with your plan, we may contact you, require an upgrade, throttle usage, suspend features, or terminate your Account.

11.1 You retain ownership of Customer Data.

11.2 You grant us a worldwide, non-exclusive, royalty-free licence to host, store, process, reproduce, modify for technical purposes, transmit, display, and otherwise use Customer Data only as necessary to provide, secure, support, improve, and operate the Service, comply with law, enforce these Terms, prevent abuse, and as otherwise described in our Privacy Policy and Data Processing Agreement.

11.3 You are responsible for ensuring that you have all rights, permissions, notices, consents, and lawful bases required for us to process Customer Data on your behalf.

11.4 The Service, software, designs, workflows, templates, text, graphics, logos, code, database structure, user interface, and other materials are owned by us or our licensors and protected by intellectual property laws.

11.5 These Terms do not transfer ownership of our intellectual property to you. You receive only a limited, revocable, non-exclusive, non-transferable right to use the Service in accordance with these Terms.

11.6 Any suggestions, ideas, requests, bug reports, or feedback you provide may be used by us without restriction or obligation to you.

11.7 We may use anonymised or aggregated data that does not identify you, your business, Recipients, or any individual for analytics, benchmarking, product improvement, reporting, and marketing.

12.1 Where we process personal data on your behalf, including Landlord Contact Data, we do so as your processor. The Data Processing Agreement available at recurvia.app/dpa forms part of these Terms.

12.2 You acknowledge that you are the controller of Landlord Contact Data and are responsible for your own compliance with UK GDPR, PECR, and other applicable data protection and privacy laws.

12.3 Your controller responsibilities include establishing a lawful basis, providing privacy information, responding to data subject rights requests, maintaining appropriate records, ensuring data accuracy, and only instructing us to process personal data lawfully.

12.4 Our Privacy Policy at recurvia.app/privacy explains how we process personal data as a controller.

12.5 We implement appropriate technical and organisational measures designed to protect Customer Data, including encryption in transit, access controls, and backups. You acknowledge that no system is completely secure.

12.6 You must not upload sensitive personal data, special category data, criminal offence data, or unnecessary personal data unless expressly supported by the Service and lawful for you to do so.

12.7 Customer Data may be processed in the United Kingdom, European Economic Area, or other locations where our processors operate. Where required, we will use appropriate safeguards for restricted transfers.

You must not: (a) use the Service unlawfully or in violation of any applicable law, regulation, professional rule, scheme requirement, or third-party right; (b) attempt to gain unauthorised access to the Service, other Accounts, data, systems, or infrastructure; (c) interfere with, disrupt, overload, probe, scan, or test the vulnerability of the Service or related systems; (d) introduce malware, viruses, harmful code, or malicious content; (e) reverse engineer, decompile, disassemble, or attempt to derive source code except to the extent permitted by law; (f) use the Service to build, train, benchmark, or support a competing product or service; (g) scrape, harvest, crawl, or systematically extract data except through an authorised API; (h) send spam, fraudulent messages, phishing, malware, or deceptive communications; (i) use the Service for cold outreach, lead generation unrelated to prior services, or mass email marketing; (j) resell, rent, lease, sublicense, or provide the Service to third parties unless your plan expressly allows it; (k) remove or obscure any notices, disclaimers, unsubscribe mechanisms, or attribution required by the Service; or (l) use the Service in any way that may damage our reputation, infrastructure, deliverability, other customers, or third-party providers.

14.1 The Service may rely on or integrate with third-party services, including hosting providers, database providers, payment processors, email providers, analytics providers, error monitoring services, authentication providers, communication providers, and other integrations.

14.2 We are not responsible for third-party services, their availability, acts, omissions, security, terms, pricing, changes, or failures.

14.3 We may change third-party providers at any time.

15.1 We aim to make the Service reliable, but we do not guarantee uninterrupted, error-free, or always-available operation.

15.2 We may perform maintenance, updates, security changes, migrations, or emergency fixes that affect availability.

15.3 Support availability depends on your plan. Unless a separate written agreement states otherwise, we do not provide any guaranteed response time or service level agreement.

15.4 We may release changes, updates, improvements, or fixes at our discretion.

16.1 You may cancel your Subscription or terminate your Account through the methods made available in the Service.

16.2 We may suspend or terminate your Account immediately, with or without notice, if: (a) you materially breach these Terms; (b) you fail to pay fees when due; (c) you misuse the Service or attempt to circumvent Usage Limits; (d) your communications create deliverability, spam, legal, regulatory, or reputational risk; (e) you violate applicable law or third-party rights; (f) we are required to do so by law, a regulator, court order, payment processor, email provider, infrastructure provider, or other provider; (g) your use puts us, our providers, or other customers at material risk; or (h) your Account is inactive for an extended period on a free plan.

16.3 On termination, your right to access and use the Service ends. We may delete or restrict access to Customer Data after 30 days unless a longer period is required by law, our Privacy Policy, our Data Processing Agreement, or legitimate business needs such as audit, billing, security, suppression, or dispute records.

16.4 You are responsible for exporting Customer Data before termination or expiry of your Subscription.

16.5 Sections intended to survive termination, including Sections 6, 7.11, 8, 10, 11, 12, 17, 18, 19, 20, and 21, will continue after termination.

17.1 We will provide the Service with reasonable skill and care.

17.2 Except as expressly stated in these Terms, and to the maximum extent permitted by law, the Service is provided "as is" and "as available" without warranties of any kind, whether express, implied, statutory, or otherwise.

17.3 We do not warrant that: (a) the Service will be uninterrupted, error-free, secure, or available at any particular time; (b) emails, reminders, notifications, or messages will always be delivered, opened, read, or acted upon; (c) any Recipient will reply, book, pay, renew, or engage you; (d) the Service will generate any particular revenue, pipeline value, bookings, return on investment, or business outcome; (e) any Certificate, template, message, workflow, status, or report is legally sufficient or compliant for your circumstances; or (f) the Service will meet requirements imposed by any certification body, regulator, insurer, landlord, letting agent, client, court, or local authority.

17.4 Any pipeline value, estimated revenue, ROI, forecast, renewal value, dashboard metric, or similar figure displayed by the Service is an estimate based on information provided by you or derived from your usage. It is not a guarantee of revenue, profit, bookings, or payment.

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

18.2 Subject to Section 18.1, we will not be liable for: (a) loss of profits, revenue, business, anticipated savings, contracts, opportunities, or goodwill; (b) loss, corruption, deletion, or interruption of data; (c) missed renewals, missed reminders, missed Bookings, lost jobs, failed email delivery, failed notifications, or failed communications; (d) regulatory fines, penalties, scheme sanctions, insurance consequences, or professional consequences imposed on you; (e) claims by Recipients, landlords, tenants, letting agents, property owners, regulators, certification bodies, insurers, or your customers; (f) any indirect, special, incidental, punitive, exemplary, or consequential losses; or (g) losses arising from third-party services, internet failures, email provider failures, payment processor failures, hosting failures, or events outside our reasonable control.

18.3 Subject to Section 18.1, our total aggregate liability to you in any 12-month period, whether in contract, tort including negligence, breach of statutory duty, misrepresentation, restitution, or otherwise, will not exceed the greater of: (a) the total fees paid by you to us in the 12 months before the event giving rise to the claim; or (b) GBP 100.

18.4 You acknowledge that the limitations in this Section reflect the allocation of risk between the parties and that the fees would be substantially higher if we accepted greater liability.

19.1 You agree to indemnify, defend, and hold harmless Recurvia, its directors, employees, contractors, agents, affiliates, and providers from and against all claims, complaints, demands, proceedings, damages, losses, liabilities, fines, penalties, costs, and expenses, including reasonable legal fees, arising out of or relating to: (a) your breach of these Terms; (b) your violation of law, regulation, professional rules, scheme requirements, or third-party rights; (c) Customer Data, Certificates, Recipients, Landlord Contact Data, Outbound Communications, Bookings, or messages originating from or connected with your Account; (d) your use of the Service for regulated work, compliance documents, renewal reminders, or customer communications; (e) any claim by a Recipient, landlord, tenant, letting agent, property owner, regulator, certification body, insurer, or customer connected with your use of the Service; (f) your failure to obtain required permissions, lawful bases, notices, consents, registrations, qualifications, or insurances; or (g) your attempt to bypass suppression, usage, deliverability, security, or compliance controls.

19.2 This indemnity survives termination of these Terms.

20.1 We may update these Terms from time to time.

20.2 We will notify you of material changes by email or through the Service at least 30 days before they take effect, unless changes are required sooner for legal, regulatory, security, provider, or operational reasons.

20.3 Continued use of the Service after the effective date of updated Terms constitutes acceptance. If you do not accept updated Terms, you must stop using the Service and may cancel your Account before they take effect.

21.1 These Terms, together with the Privacy Policy, Data Processing Agreement, order form, checkout terms, and any plan-specific terms, constitute the entire agreement between you and us regarding the Service.

21.2 If any provision is invalid or unenforceable, the remaining provisions continue in effect.

21.3 Failure to enforce a provision is not a waiver.

21.4 You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, restructuring, financing, sale of assets, or transfer of the Service.

21.5 Nothing in these Terms creates a partnership, joint venture, employment, franchise, fiduciary, or agency relationship between you and us, except that you authorise us to send communications on your behalf as described in these Terms.

21.6 Neither party is liable for failure or delay caused by events beyond reasonable control, including acts of God, war, terrorism, civil unrest, pandemic, government action, labour disputes, internet failures, power failures, provider failures, cyberattacks, or failures of third-party infrastructure.

21.7 Notices to us must be sent to legal@recurvia.app or any other address we specify. Notices to you may be sent to the email address associated with your Account or shown within the Service.

21.8 A person who is not a party to these Terms has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term.

22.1 These Terms and any dispute or claim arising out of or in connection with them, including non-contractual disputes or claims, are governed by the laws of England and Wales.

22.2 The courts of England and Wales have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.