Terms of service

Last updated: [DATE]

1. Who we are and who these terms are for

1. SOR Quote Desk is a trading name of [COMPANY NAME] Ltd, registered in England and Wales (company no. [COMPANY NO.]), registered office [REGISTERED ADDRESS] ("we", "us").
2. These terms apply when a business ("you") buys or uses our service, including a free sample quote. By placing an order or sending us a scope, you accept them.
3. Our service is for businesses only. It is not offered to consumers.

2. The service

1. You send us a scope of works, surveyor's notes, works order or variation ("scope"). We return a priced quote that matches the work to codes in the schedule of rates you tell us to use, applying the quantities and contract adjustment you give us ("quote").
2. A "quote" means one job or works order with up to 25 lines. Larger scopes are charged as set out in our pricing.
3. Quotes are drafted with the help of AI tools and checked by a person before we send them.
4. Turnaround times run from when we receive a complete scope, during working hours of [9am to 5pm, Monday to Friday, excluding UK bank holidays]. We aim to meet them but they are targets, not guarantees. If a scope is unclear, the clock starts when you answer our questions.
5. Profitability checks: a profitability check compares the cost information you give us with the value of your completed jobs under your schedule of rates ("report"). It is an operational analysis based on your figures, not accountancy, tax, legal or financial advice. Its accuracy depends on the information you provide. It never changes how we price or code your quotes, which always follow the schedule and the work actually done.

3. Your responsibilities

1. Schedules of rates: you confirm that you, or the landlord you work for, hold a valid licence for any schedule of rates you ask us to price against, and that you're allowed to share it and use it through us. You'll get any licence extension needed for us to hold it electronically. You'll tell us straight away if that right ends.
2. Your contract: you confirm your contract with your client allows you to share scopes and contract documents with us.
3. Personal data: you'll remove tenant names, contact details and other personal information from scopes before sending them, wherever practical.
4. Accuracy: you're responsible for the scope, quantities, schedule version and contract adjustment you give us. We price what you send.
5. Checking quotes: quotes are prepared for you to review and approve. You're responsible for checking each one and for what you submit to your client.

4. Corrections

1. If you think a quote contains a mistake we made, tell us within [14] days of delivery. We'll correct it free of charge, normally within one working day.
2. A corrected quote does not count towards your monthly allowance.

5. Plans, packs and payment

1. Prices are shown on our website and exclude VAT, which we add at the current rate. Payment is taken through Stripe.
2. Monthly plans are paid in advance and renew automatically each month until cancelled. Each plan includes a monthly quote allowance. Unused quotes don't roll over.
3. If you go over your allowance, we'll ask you to buy extra quotes or upgrade before we price further jobs that month.
4. Quote packs are paid in advance and must be used within 3 months of purchase. Unused quotes then expire.
5. Add-ons are charged at the prices shown when you order them.
6. If a payment fails, we may pause the service until it's paid.

6. Changing or cancelling

1. You can upgrade, downgrade or cancel a plan at any time from your billing portal. Changes take effect from your next billing date, and the current month continues as normal.
2. We don't refund part months, unused quotes or unused packs, except where the law requires it or we fail to provide the service.
3. We may change our prices by giving you at least 30 days' notice by email. The new price applies from your next billing date after the notice ends.
4. We may suspend or end the service if you seriously breach these terms, including section 3, or don't pay. We'll tell you why.

7. Free sample quotes

1. We may price one job free so you can try the service. Sections 2, 3 and 8 to 11 apply to it.
2. We may decline or limit free samples at our discretion.

8. Liability

1. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that can't be limited by law.
2. We are not liable for loss of profit, revenue, contracts or business opportunity, or for any indirect or consequential loss.
3. We are not liable for loss caused by information you gave us, by a quote you submitted without checking, or by your use of a schedule you weren't licensed to use.
4. Otherwise, our total liability to you in any 12-month period is limited to the fees you paid us in the 3 months before the event giving rise to the claim.

9. Confidentiality

1. We keep your scopes, schedules, rates, quotes, cost information and reports confidential. We use them only to provide the service to you and never for other clients.
2. We don't use your files to train AI models.
3. You keep your quotes confidential to the extent they show how our service works, but you're free to use them in your own business and submit them to your clients.

10. Data protection

1. For personal data in scopes you send us, you (or your client) are the controller and we are your processor. We will: process it only on your documented instructions, which are these terms; make sure our staff are bound by confidentiality; keep it secure; use only the sub-processors listed in our privacy policy and tell you before adding new ones; help you respond to data subject requests and meet your security and breach obligations; tell you without undue delay about any breach affecting it; delete it as set out in our privacy policy at the end of the service; and give you the information you reasonably need to show compliance, including allowing reasonable audits.
2. Our privacy policy explains how we handle your own contact and account details.

11. Intellectual property

1. You own the quotes we deliver to you. Schedules of rates remain the property of their publishers and licence holders.
2. We own our templates, prompts, checklists, workflows and know-how, including improvements made while serving you.

12. General

1. We may update these terms. We'll email clients at least 30 days before a change that affects them, and the date at the top shows the latest version.
2. Neither of us is liable for delays caused by events outside our reasonable control.
3. If any part of these terms is found unenforceable, the rest still applies.
4. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
5. Contact: reuben@sorquotedesk.co.uk.