Terms of Service

ServiceClerk Terms of Service

Terms version: 1.0 — Beta Service version at drafting: v0.0.7.4 **Last updated: 4 September 2026

. About these Terms

1.1 These Terms of Service (the Terms) form a legally binding agreement between:

• NC, trading as ServiceClerk, of Stanley Court, Olney, Milton Keynes, MK46 5NH (ServiceClerk, we, us or our); and
• the person or organisation that creates, pays for or uses a ServiceClerk account (Customer, you or your).

1.2 ServiceClerk is a business-management software service for trades and other service businesses. It provides tools that may include customer and property records, enquiries, online booking, jobs, scheduling, quotes, invoices, expenses, timesheets, job costing, reports, forms, certificates, communications, integrations and artificial-intelligence features (the Service).

1.3 The Service is supplied only for business use. You confirm that you are acting wholly or mainly for purposes relating to your trade, business, craft or profession and not as a consumer. If you accept these Terms for an organisation, you confirm that you have authority to bind it.

1.4 These Terms apply when you create an account, expressly accept them or use the Service. Our Privacy Notice explains how we process personal data for our own purposes. Schedule 1 contains the data-processing terms that apply where we process Customer Personal Data on your behalf.

1.5 If an order, plan description or other written agreement agreed by us conflicts with these Terms, that document takes priority only to the extent of the conflict. Schedule 1 takes priority for the processing of Customer Personal Data.

2. The beta Service

2.1 ServiceClerk is beta software. It is still being tested and developed. It may contain defects, incomplete functions, inaccuracies, interruptions or material changes.

2.2 During the beta period:

• features may be introduced, changed, limited or removed;
• integrations, artificial-intelligence models and third-party providers may change;
• performance and availability may vary;
• data structures and workflows may change as the product develops; and
• we do not promise any particular uptime, response time, support level or service level unless we expressly agree one in writing.

2.3 We will use reasonable care and skill in providing the Service and take reasonable steps intended to protect its security and availability. However, the Service is not guaranteed to be uninterrupted, error-free, complete or suitable for every business or regulatory purpose.

2.4 You must maintain appropriate copies of records that are important to your business, legal obligations, tax position, professional work or customers. ServiceClerk must not be the only repository for a record that you are legally or professionally required to retain.

2.5 You must not use the Service as an emergency system, life- or safety-critical system, or in any situation where a delay, error or unavailable feature could reasonably be expected to cause death, personal injury or serious physical damage.

2.6 We may end the beta, move the Service into general availability or discontinue it. If we discontinue the whole paid Service, we will use reasonable efforts to give advance notice and will refund any prepaid subscription fee covering a period after discontinuation.

3. Accounts and authorised users

3.1 You must provide accurate account and business information and keep it current.

3.2 You are responsible for:

• all activity carried out through your account and authorised-user accounts;
• deciding who should have access and what permissions they should receive;
• keeping passwords, passkeys, authentication devices and recovery methods secure;
• promptly removing access for people who no longer require it; and
• notifying us promptly at info@serviceclerk.co.uk if you suspect unauthorised access or a security incident.

3.3 You must not share a user login between people where the applicable plan requires individual user accounts. The number of authorised users and available modules is determined by your plan.

3.4 The person controlling the primary account may administer the workspace and its users. You are responsible for resolving disputes within your organisation about account ownership or access. We may request reasonable evidence before changing control of an account.

3.5 You must be at least 18 years old to create or administer an account.

4. Free trial

4.1 Eligible new Customers may receive a 14-day free trial. No payment card is required to begin the trial.

4.2 The trial does not automatically become a paid subscription. You will be charged only if an authorised person actively selects a paid plan and supplies or confirms a payment method through our payment provider.

4.3 Trial features or usage may be limited. Unless you subscribe, access may be restricted or end when the 14-day trial expires.

4.4 If you do not subscribe, you may request a reasonable export of available Customer Data by emailing info@serviceclerk.co.uk within 30 days after the trial ends. We may then delete the workspace and its Customer Data in accordance with section 16 and Schedule 1.

4.5 We may refuse, withdraw or limit a trial where we reasonably believe it is being abused, repeatedly recreated or used contrary to these Terms.

5. Paid subscriptions and Stripe

5.1 A paid subscription begins when you actively subscribe to a plan. It runs monthly and renews automatically for successive monthly periods until cancelled.

5.2 Subscription fees are charged monthly in advance at the price shown when you subscribe, unless we agree otherwise in writing.

5.3 We use Stripe to process ServiceClerk subscription payments. You authorise us and Stripe to charge the payment method selected for recurring fees and other amounts properly due under these Terms. Payment-card details are provided directly to and processed by Stripe under Stripe’s own terms and privacy notice. ServiceClerk does not receive or store payment-card details, although Stripe may provide us with payment status, transaction references and other limited billing information needed to administer the subscription.

5.4 We are not currently VAT registered. The displayed subscription price is therefore the total subscription price payable unless another charge is clearly stated before purchase. If our VAT status changes, we will update the displayed prices and give reasonable notice of any resulting price change before it applies to a renewal.

5.5 We may change plan prices by giving at least 30 days’ notice. A new price will apply no earlier than your first renewal following the end of that notice period. You may cancel before the new price takes effect.

5.6 You may cancel at any time through the available account controls or by contacting info@serviceclerk.co.uk. Cancellation takes effect at the end of the current paid monthly period. Except where required by law or expressly stated in these Terms, fees already paid are not refundable or pro-rated.

5.7 If a payment fails, we may retry it and ask you to update the payment method. We may restrict or suspend access if the amount remains unpaid after reasonable notice. This does not waive amounts already due.

5.8 ServiceClerk does not process payments made by your customers against the quotes or invoices you create in the Service. Any recorded payment status is an administrative record. You remain responsible for collecting, reconciling and accounting for your own customer payments.

6. Customer responsibilities

6.1 You are responsible for your business and for all decisions, work and communications carried out using the Service.

6.2 You must:

• ensure Customer Data is accurate, lawful and appropriate for the intended purpose;
• obtain all permissions, notices and lawful bases required to collect, upload, use and disclose Customer Data;
• comply with employment, tax, accounting, marketing, data-protection, professional, safety and trade-specific requirements that apply to you;
• review information before sending it to a customer, authority, accountant or other third party;
• configure public enquiry and booking tools accurately; and
• make reasonable checks after imports, exports, integrations, synchronisations and automated actions.

6.3 The Service is an administrative tool and does not provide legal, tax, accounting, engineering, electrical, gas-safety or other professional advice.

6.4 You remain solely responsible for the services you provide to your own customers and for the acts and omissions of your staff, contractors and authorised users.

7. Quotes, invoices, calculations, forms and certificates

7.1 ServiceClerk may help generate, calculate, format, store and issue quotes, invoices, job-costing information, VAT figures, reports, forms and trade certificates.

7.2 Before issuing or relying on any document or calculation, you must verify its content, figures, customer details, dates, descriptions, signatures, tax treatment and compliance with current professional or regulatory requirements.

7.3 ServiceClerk provides digital forms, templates and record-keeping workflows. ServiceClerk does not carry out, inspect, supervise, approve or certify the underlying trade work and does not issue a form or certificate in its own professional capacity.

7.4 The Customer, and the trade professional who completes or signs a form or certificate, is solely responsible for selecting the correct and current form, carrying out every required inspection or test, entering complete and accurate information, holding the necessary qualifications and authorisations, and deciding whether the completed document satisfies all applicable laws, standards, schemes, insurers, regulators and customer requirements. Making a form available through ServiceClerk does not mean that ServiceClerk has inspected or approved the underlying work.

7.5 Where issued documents are locked, you must use the available amendment or correction process rather than attempting to misrepresent or silently alter an issued record.

8. Artificial-intelligence features

8.1 The Service uses artificial-intelligence and automated systems extensively. These systems may help interpret inputs, extract or organise information, draft or summarise content, recommend actions, populate records, create calculations, automate workflows or perform other functions (AI Features).

8.2 Content submitted to AI Features is an AI Input. Content or actions produced by them are AI Outputs. AI Outputs are probabilistic and may be inaccurate, incomplete, misleading, biased, outdated or unsuitable for the context.

8.3 You must apply meaningful human review before relying on an AI Output or allowing it to affect a customer, worker or other person. In particular, you must verify AI Outputs before they are:

• sent externally;
• used in quotes, invoices, certificates, safety records or regulatory documents;
• used to make a legal, financial, employment, eligibility or similarly significant decision about a person;
• used to schedule or perform safety-related work; or
• used to trigger an irreversible or material action.

8.4 You are responsible for AI Inputs, your instructions to the AI Features, decisions made using AI Outputs and any action you approve or configure. You must not represent an AI Output as professionally verified unless it has in fact received the appropriate review.

8.5 You must have the necessary rights and lawful basis to submit AI Inputs. Do not submit special-category personal data, criminal-offence data, payment-card details, passwords, authentication secrets or other unusually sensitive information to an AI Feature unless the feature expressly supports it and you have confirmed that doing so is lawful and necessary.

8.6 We may use third-party model and infrastructure providers to supply AI Features. When an AI Feature is used, relevant AI Inputs, Customer Data and technical information may be sent to those providers as subprocessors. Further information must be provided in our Privacy Notice or current subprocessor information.

8.7 We will not knowingly enable a provider to use identifiable Customer Personal Data to train a general-purpose model unless that use has been clearly disclosed and is permitted under applicable data-protection law and our agreement with you. This provision must be checked against the configuration and contractual terms of every AI provider before these Terms are published.

8.8 AI Outputs may not be unique, and another user may receive the same or similar output. We do not guarantee that an AI Output can be owned, registered or protected by intellectual-property rights.

8.9 We may add, replace, tune, restrict or remove AI models and AI Features during the beta. Where reasonably possible, we will give notice before a change materially reduces a paid core function.

9. External services and integrations

9.1 The Service may connect to external services, including Outlook, Xero, QuickBooks and Mailchimp (External Services). Connections are optional and require the permissions requested when you enable them.

9.2 By enabling an integration, you instruct us to access, import, export, synchronise or otherwise process relevant information between ServiceClerk and the External Service according to your configuration and actions.

9.3 Your use of an External Service is governed by your agreement with its provider. We do not control and are not responsible for an External Service’s availability, security, changes, data use or acts and omissions.

9.4 Integrations may create duplicates, conflicts, delays or incomplete synchronisation. You must review staged imports and important synchronised records before relying on them.

9.5 You may disconnect an integration, but disconnection does not necessarily delete data already transferred to either system. You must manage deletion in each relevant service.

9.6 You are responsible for ensuring that marketing activity conducted through Mailchimp or any other channel is lawful, including maintaining appropriate consents, suppression lists and notices.

10. Acceptable use

10.1 You must not, and must not permit anyone else to:

• use the Service unlawfully, fraudulently or to infringe another person’s rights;
• upload malware or material designed to disrupt, damage or gain unauthorised access;
• attempt to access another Customer’s workspace or defeat authentication, permissions, usage limits or plan restrictions;
• probe, scan or test the Service’s security without our prior written permission;
• reverse engineer, decompile, scrape or copy the Service except to the limited extent the law does not allow that restriction;
• use the Service to send spam, unlawful direct marketing, abusive communications or deceptive documents;
• upload content that is defamatory, discriminatory, exploitative or otherwise unlawful;
• use AI Features to make solely automated decisions producing legal or similarly significant effects on individuals unless expressly supported and lawful safeguards are in place;
• use the Service to develop or benchmark a competing product without our written permission; or
• place an unreasonable or disproportionate load on the Service.

10.2 We may investigate suspected misuse. We will act proportionately and, where reasonably possible, give you an opportunity to remedy a breach before suspension unless urgent action is needed to protect people, data, the Service or third parties.

11. Customer Data and intellectual property

11.1 Customer Data means information, files, images, signatures, documents and other content submitted to or generated within your workspace, excluding our software, templates, documentation and usage telemetry.

11.2 As between the parties, you retain your rights in Customer Data. You grant us a non-exclusive, worldwide licence to host, copy, transmit, display, adapt and otherwise process Customer Data only as reasonably necessary to:

• provide, secure, maintain and support the Service;
• carry out your instructions and configured workflows;
• prevent or address fraud, misuse and security incidents;
• comply with law; and
• create statistics and improve the Service using information that has been aggregated or de-identified so it no longer identifies you or an individual.

11.3 You confirm that you and your authorised users have all rights and permissions needed for Customer Data and our processing of it under these Terms.

11.4 We and our licensors retain all rights in the Service, including its software, designs, workflows, documentation, trade marks and underlying technology. No rights are granted except the limited right to use the Service under these Terms.

11.5 As between the parties, we do not claim ownership of an AI Output created solely for you. You may use that output for your business, subject to these Terms, applicable law, third-party rights and any terms applying to the relevant model. No guarantee is given that an AI Output is original or non-infringing.

11.6 If you provide suggestions or feedback, you grant us a perpetual, worldwide, royalty-free right to use it without restriction or payment, provided we do not publicly identify you as its source without permission.

12. Confidentiality

12.1 Each party must protect the other party’s non-public information that is identified as confidential or would reasonably be understood to be confidential (Confidential Information).

12.2 A receiving party may use Confidential Information only to perform or exercise its rights under these Terms and may disclose it only to people who need it and are subject to appropriate confidentiality duties.

12.3 These obligations do not apply to information that the receiving party can show:

• is or becomes public without breach of these Terms;
• was lawfully known without restriction;
• is received lawfully from another source without a duty of confidence; or
• is independently developed without using the Confidential Information.

12.4 A party may disclose information where legally required, but should give advance notice where lawful and reasonably practicable.

13. Data protection

13.1 Each party must comply with applicable data-protection law, including the UK GDPR and Data Protection Act 2018.

13.2 For personal data used by us to administer accounts, subscriptions, security, support and our business, we act as an independent controller. Our Privacy Notice describes that processing.

13.3 For personal data contained in your workspace or collected through your ServiceClerk enquiry and booking tools (Customer Personal Data), you are normally the controller and we are your processor. Schedule 1 applies to that processing.

13.4 You are responsible for providing appropriate privacy information to your customers, prospects, workers, contractors and other affected individuals, including information about ServiceClerk, AI processing and External Services where required.

13.5 You must not instruct us to process personal data unlawfully. If we reasonably believe an instruction infringes applicable data-protection law, we may suspend the affected processing while we seek clarification.

14. Security and backups

14.1 We will maintain reasonable technical and organisational measures appropriate to the nature of the Service and the risks presented by the processing. Schedule 1 describes the relevant commitments for Customer Personal Data.

14.2 No internet or software service is completely secure. You acknowledge that we cannot guarantee that a security incident, unauthorised access or data loss will never occur.

14.3 You are responsible for security within your control, including device security, access management, safe integration configuration and maintaining separate copies of critical records.

14.4 If we become aware of a confirmed security incident affecting your Customer Personal Data, we will notify you without undue delay as described in Schedule 1.

15. Availability, support and changes

15.1 We may maintain, update or modify the Service and may temporarily interrupt access for planned or emergency work.

15.2 Support is available through the Help Centre and at info@serviceclerk.co.uk. Unless separately agreed, we do not promise a particular support response or resolution time.

15.3 We may impose reasonable technical, storage, messaging or usage limits to protect the Service or reflect plan boundaries. We will explain material limits that affect ordinary use.

15.4 If we make a change that materially removes a core paid feature during a paid period, we will use reasonable efforts to give advance notice. If the change materially disadvantages you and no reasonable alternative is available, you may cancel and request a pro-rata refund for the unused part of that paid period.

16. Suspension and termination

16.1 Either party may end these Terms when no trial or paid subscription remains active.

16.2 We may suspend or restrict access where reasonably necessary because:

• payment is overdue;
• you breach these Terms;
• use presents a security, legal or operational risk;
• suspension is required by law or an External Service; or
• action is necessary to protect the Service, a Customer, an individual or a third party.

16.3 Except in an urgent situation, we will try to notify you and give a reasonable opportunity to remedy the issue before suspending or terminating the account.

16.4 Either party may terminate immediately if the other materially breaches these Terms and, where the breach can be remedied, fails to remedy it within 14 days after written notice.

16.5 We may terminate an inactive free-trial account after the trial and the 30-day retrieval period have ended.

16.6 When the subscription ends:

• your right to use the Service ends, subject to any temporary retrieval access we provide;
• you must pay amounts already due;
• you may request a reasonable export of available Customer Data by emailing info@serviceclerk.co.uk within 30 days; and
• after that period, we may delete Customer Data from active systems and allow remaining backup copies to expire through our ordinary backup-retention process, subject to applicable law and Schedule 1.

16.7 Sections intended by their nature to continue—including accrued payment obligations, confidentiality, intellectual property, liability, dispute and data-return provisions—survive termination.

17. Warranties and disclaimers

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

17.2 Subject to section 17.1 and to the fullest extent permitted by law, we do not promise that:

• the Service will always be available, uninterrupted or free from defects;
• every error or security vulnerability will be corrected;
• the Service, AI Outputs, calculations, templates or integrations will be accurate or fit for a particular purpose;
• the Service will meet every professional, regulatory, insurer or customer requirement; or
• Customer Data will never be lost or corrupted.

17.3 Information provided through the Service and Help Centre is general product guidance, not professional advice.

17.4 Nothing in these Terms excludes a term, warranty or liability that cannot lawfully be excluded or limited.

18. Liability

18.1 Nothing in these Terms excludes or limits either party’s liability for:

• death or personal injury caused by its negligence;
• fraud or fraudulent misrepresentation;
• wilful misconduct; or
• any liability that cannot lawfully be excluded or limited.

18.2 Subject to section 18.1, neither party will be liable for any indirect or consequential loss, or for loss of profit, revenue, anticipated savings, opportunity, goodwill or reputation.

18.3 Subject to section 18.1, we will not be liable for loss or corruption of data to the extent the loss could reasonably have been avoided by following section 2.4, exporting records or maintaining an appropriate independent copy.

18.4 Subject to section 18.1, our total aggregate liability arising out of or relating to the Service and these Terms in any rolling 12-month period will not exceed the greater of:

• £100; and
• the subscription fees paid or payable by you to us in that period.

18.5 The exclusions and cap in sections 18.2 to 18.4 apply to liability in contract, tort (including negligence), misrepresentation, restitution, breach of statutory duty and otherwise.

18.6 Nothing in this section limits your obligation to pay subscription fees properly due or your liability for fraud, deliberate misuse of the Service, infringement of our intellectual-property rights, or liability under section 19.

19. Customer indemnity

19.1 You will indemnify us against reasonable losses, damages, costs and expenses arising from a third-party claim caused by:

• Customer Data infringing that third party’s rights;
• your unlawful collection, use or disclosure of personal data;
• your unlawful marketing or communications;
• services, advice, inspections, certificates or other work you provide to your customers; or
• your material breach of section 10.

19.2 We must notify you promptly of a claim, allow you reasonable control of its defence and settlement, and provide reasonable cooperation at your cost. You must not agree a settlement that admits fault or imposes an obligation on us without our written consent, not to be unreasonably withheld.

20. Changes to these Terms

20.1 We may update these Terms as the Service, our business or the law changes.

20.2 We will give at least 30 days’ notice of a material change unless a shorter period is reasonably necessary for legal, regulatory, security or abuse-prevention reasons.

20.3 If a material change substantially disadvantages you, you may cancel before it takes effect. Continued use after the effective date constitutes acceptance where permitted by law. We may require express re-acceptance for significant changes.

21. Notices and contact

21.1 We may send operational and legal notices to the account email address or display them within the Service. You must keep the account email current.

21.2 Notices to ServiceClerk, complaints and data-export requests may be sent to:

Email: info@serviceclerk.co.uk Address: NC trading as ServiceClerk, Stanley Court, Olney, Milton Keynes, MK46 5NH

21.3 A notice sent by email is treated as received on the next working day, provided the sender does not receive a delivery-failure notification.

22. General terms

22.1 Assignment and future incorporation. You may not transfer these Terms without our written consent, not to be unreasonably withheld. We may transfer the Service and these Terms to a company formed to operate ServiceClerk or to a purchaser of the relevant business, provided we give reasonable notice and the transfer does not materially reduce your contractual rights. You may cancel before the transfer takes effect.

22.2 Force majeure. Neither party is liable for delay or failure caused by circumstances beyond its reasonable control, except that this does not excuse payment obligations already due.

22.3 Entire agreement. These Terms, the applicable order or plan and documents incorporated by reference form the entire agreement about the Service. Neither party relies on a statement not set out in those documents, except that nothing excludes liability for fraud.

22.4 No partnership or agency. These Terms do not create a partnership, employment, fiduciary, franchise or agency relationship between the parties.

22.5 Waiver. A delay in enforcing a right does not waive it.

22.6 Severability. If part of these Terms is unlawful or unenforceable, it will be modified to the minimum extent necessary or removed, and the remaining provisions will continue.

22.7 Third-party rights. A person who is not a party to these Terms has no right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

22.8 Governing law and courts. These Terms and any non-contractual dispute arising from them are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.

Schedule 1 — Data Processing Terms

1. Scope and roles

1.1 This Schedule applies where ServiceClerk processes Customer Personal Data on behalf of the Customer.

1.2 For that processing, the Customer is the controller and ServiceClerk is the processor, as those terms are defined in applicable data-protection law. Each party will comply with the obligations applying to it.

1.3 If the Customer acts as a processor for another controller, ServiceClerk will act as the Customer’s subprocessor and these provisions apply accordingly. The Customer confirms that it is authorised to appoint ServiceClerk.

2. Processing instructions

2.1 ServiceClerk will process Customer Personal Data only:

• on the Customer’s documented instructions, including these Terms, plan configuration, authorised-user actions and written support requests;
• as necessary to provide, secure and support the Service; or
• where required by UK law, in which case ServiceClerk will inform the Customer before processing unless the law prohibits that notice.

2.2 ServiceClerk will promptly inform the Customer if, in its reasonable opinion, an instruction infringes applicable data-protection law.

2.3 The processing details are set out in the Annex to this Schedule.

3. Confidentiality

3.1 ServiceClerk will ensure that people authorised to process Customer Personal Data are subject to an appropriate duty of confidentiality and receive relevant data-protection and security instructions.

4. Security

4.1 Taking account of the state of the art, implementation costs, the nature and purposes of processing, and the risks to individuals, ServiceClerk will maintain appropriate technical and organisational measures. These will include, as appropriate:

• access controls and role-based permissions;
• authentication protections;
• tenant and data-access controls;
• encryption in transit and appropriate protection for stored data;
• logging, monitoring and incident-management procedures;
• vulnerability, patch and change management;
• backup and recovery arrangements appropriate to the beta Service; and
• procedures for reviewing the effectiveness of security measures.

4.2 The Customer remains responsible for security within its control, including authorised users, devices, credentials, role configuration, External Services and the accuracy and lawfulness of instructions.

5. Subprocessors

5.1 The Customer gives general written authorisation for ServiceClerk to appoint subprocessors needed to provide the Service, including hosting, storage, communications, support, security, payment-administration and AI providers.

5.2 ServiceClerk will maintain current subprocessor information in its Privacy Notice, a separate subprocessor list or information supplied on request. The initial list, including every AI provider that may receive Customer Personal Data, must be completed and made available before these Terms are published.

5.3 ServiceClerk will give reasonable advance notice of a new subprocessor that will materially process Customer Personal Data. The Customer may object on reasonable data-protection grounds. The parties will try to resolve the objection; if they cannot, the Customer may stop using the affected feature or terminate the subscription.

5.4 ServiceClerk will enter into a written agreement with each subprocessor imposing data-protection obligations that provide an equivalent level of protection where required by law. ServiceClerk remains responsible for the subprocessor’s performance of those obligations.

6. International transfers

6.1 ServiceClerk will not transfer Customer Personal Data outside the United Kingdom unless the transfer is permitted by applicable data-protection law and an appropriate safeguard or adequacy regulation applies.

6.2 Where required, ServiceClerk will provide reasonable information about the transfer mechanism on request.

7. Assistance and individual rights

7.1 Taking account of the nature of processing and information available, ServiceClerk will provide reasonable assistance to help the Customer:

• respond to requests by individuals exercising their data-protection rights;
• maintain appropriate security;
• assess and notify personal-data breaches;
• conduct data-protection impact assessments; and
• consult the ICO where legally required.

7.2 If ServiceClerk receives a rights request relating to Customer Personal Data, it will, where reasonably identifiable, forward the request to the Customer and will not respond substantively except on the Customer’s instructions or where legally required.

7.3 Assistance beyond the standard functionality of the Service may be charged at a reasonable rate where the request is unusually burdensome and ServiceClerk is not responsible for the underlying issue. We will disclose the proposed charge in advance.

8. Personal-data breaches

8.1 ServiceClerk will notify the Customer without undue delay after becoming aware of a personal-data breach affecting Customer Personal Data.

8.2 The notice will provide available information reasonably required for the Customer to meet its notification obligations, including the nature of the incident, likely consequences, affected data and individuals, and measures taken or proposed. Information may be provided in phases as it becomes available.

8.3 ServiceClerk’s notice is not an admission of fault or liability.

9. Return and deletion

9.1 During the subscription and for 30 days after it ends, the Customer may request return of available Customer Personal Data in a reasonable commonly used format by emailing info@serviceclerk.co.uk. The format will depend on the type of record and the export capabilities then available.

9.2 After that 30-day period, ServiceClerk will delete or de-identify Customer Personal Data from active systems unless UK law requires retention.

9.3 Residual copies may remain in protected backups until they expire through the ordinary backup-retention cycle. Such copies will remain protected, will not be restored except for legitimate recovery or security purposes, and will be deleted when the relevant backup expires.

9.4 If law requires continued retention, ServiceClerk will isolate and protect the retained data and process it only for that legal purpose.

10. Information and audits

10.1 ServiceClerk will make available information reasonably necessary to demonstrate compliance with this Schedule.

10.2 The Customer may conduct an audit no more than once in any 12-month period, unless a confirmed breach or regulator requires more frequent review. The Customer must give reasonable notice, protect confidential and security-sensitive information, avoid disrupting the Service and first use documentation or independent reports made available by ServiceClerk where these reasonably address the request.

10.3 The Customer will bear its audit costs and ServiceClerk’s reasonable costs for unusually burdensome assistance, unless the audit identifies a material breach by ServiceClerk.

11. Liability

11.1 Liability arising under this Schedule is subject to section 18 of the Terms except to the extent applicable law does not permit that limitation.

Annex — Processing details

Subject matter: Provision of the ServiceClerk business-management platform and its support, security, integration and AI functions.

Duration: For the period in which the Customer uses the Service, followed by the 30-day return period and deletion or backup expiry described above.

Nature and purpose: Collection, recording, organisation, storage, retrieval, display, transmission, alteration, analysis, generation, integration, support, backup, security monitoring, export and deletion as necessary to provide the Service and follow the Customer’s instructions.

Categories of individuals may include:

• the Customer’s customers, prospective customers and website visitors;
• employees, workers, contractors and authorised users;
• suppliers, contacts, property occupiers and landlords; and
• people named in job records, communications, forms, certificates, images or signatures.

Types of personal data may include:

• names, contact information and business details;
• customer, property, site and access information;
• enquiry, booking, calendar, job and service history;
• correspondence, notes, tasks and reminders;
• quotes, invoices, expense information and payment status;
• time, assignment, user-role and workforce information;
• photographs, signatures, forms, certificates and supporting files;
• integration identifiers and synchronised External Service data;
• AI Inputs, AI Outputs and related workflow information; and
• account, device, authentication, audit, security and usage information associated with the workspace.

Special-category and criminal-offence data: The Service is not intended as a repository for these categories unless a feature expressly supports the processing. The Customer must not submit them unless necessary, lawful, appropriately safeguarded and covered by a valid condition under applicable law.

Customer instructions: These Terms, the Customer’s plan and settings, actions taken by authorised users, configured automations and integrations, and additional documented instructions accepted by ServiceClerk.