Terms of Service

1. Agreement

By creating an account, accessing, or using Round Monster ("the Platform"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to all of these Terms, you must not use the Platform. These Terms constitute a legally binding agreement between you ("you", "your", "the Customer") and Round Monster ("we", "our", "us").

2. The Service

Round Monster is a cloud-based software-as-a-service (SaaS) business management platform designed for service businesses. The Platform provides tools for client management, job scheduling, route optimisation, invoicing, worksheets, team management, financial reporting, payment processing integration, and related business operations. The Platform is provided as a tool to assist with your business operations. It is not a substitute for professional accounting, tax, legal, or financial advice. Any financial data, reports, or calculations generated by the Platform are based solely on the information you enter and should not be relied upon as professional advice. You remain solely responsible for the accuracy of your data and for seeking appropriate professional guidance for tax, accounting, and legal matters.

3. Account Responsibilities

• You must provide accurate, current, and complete information when creating your account and keep it updated
• You are responsible for maintaining the confidentiality and security of your account credentials, including passwords and API keys
• You must not share your login details with unauthorised persons
• You are responsible for all activity that occurs under your account, whether or not authorised by you
• You must notify us immediately of any unauthorised access or security breach
• You are responsible for all content, data, and information entered into the Platform by you or your authorised users
• If you invite workers or team members to your account, you are responsible for their use of the Platform and ensuring they comply with these Terms

4. Free Trial

New accounts may receive a free trial period at our discretion. During the trial you have access to platform features as determined by us. At the end of the trial, you must subscribe to a paid plan to continue using the Platform. We will not charge you without your explicit consent. We reserve the right to modify, limit, or discontinue the trial programme at any time without prior notice.

5. Subscription and Payments

• Subscriptions are billed monthly or annually as selected at the time of purchase
• Payments are processed securely via third-party payment processors (e.g. Stripe). Your use of these payment services is subject to their own terms and conditions
• All fees are exclusive of VAT and applicable taxes unless stated otherwise
• Prices may change with 30 days' written notice. Continued use after a price change constitutes acceptance of the new pricing
• You may cancel your subscription at any time — access continues until the end of the current billing period. No pro-rata refunds are provided for partial periods
• Refunds are provided solely at our discretion and are not guaranteed
• We reserve the right to suspend your account if payment fails or is overdue. Accounts suspended for non-payment may have data deleted after 30 days
• You are responsible for all fees incurred by third-party services connected to your account, including but not limited to SMS credits, payment processing fees, and accounting integrations

6. Your Data

You retain ownership of all data you enter into the Platform ("Customer Data"). We process your data in accordance with our Privacy Policy and applicable data protection legislation including the UK GDPR and Data Protection Act 2018. You are solely responsible for:

• The accuracy, quality, and legality of Customer Data
• Ensuring you have all necessary rights, consents, and lawful bases to collect, store, and process any personal data of your customers, workers, or other individuals within the Platform
• Complying with all applicable data protection laws in relation to the personal data you process through the Platform
• Maintaining appropriate backups of your data. While we implement reasonable backup procedures, we do not guarantee against data loss

We may act as a data processor on your behalf. Where applicable, we will process personal data only on your documented instructions and in compliance with data protection legislation.

7. Data Retention and Deletion

Upon cancellation or termination of your account, we will retain your data for 30 days during which time you may request an export. After this retention period, your data will be permanently and irreversibly deleted from our systems. We are not liable for any loss of data after the retention period has expired. Certain anonymised and aggregated data may be retained for analytical purposes.

8. Third-Party Integrations

The Platform may integrate with third-party services including but not limited to GoCardless, Stripe, Xero, ClickSend (SMS), and email providers. Your use of these integrations is subject to the respective third-party terms and conditions. We are not responsible for the availability, accuracy, or performance of third-party services, nor for any charges incurred through your use of them. We do not guarantee the continued availability of any third-party integration and may add, modify, or remove integrations at our discretion.

9. SMS and Communications

The Platform may provide functionality to send SMS messages and emails to your customers. SMS services are provided via ClickSend, with credits managed by the platform. SMS credits are allocated to your account by the platform administrator. You are responsible for the content and legality of all messages sent through the Platform. You must comply with all applicable laws and regulations regarding electronic communications, including obtaining appropriate consent from recipients.

10. Financial Features Disclaimer

The Platform includes features such as invoicing, expense tracking, transaction recording, VAT tracking, and financial reporting. These features are provided as organisational tools only. Round Monster is not an accounting firm, tax adviser, or financial institution. All financial data, calculations, VAT figures, and reports generated by the Platform are based entirely on the information you enter and are provided for informational purposes only. You are solely responsible for verifying all financial data and for meeting your legal and regulatory obligations, including tax filings and returns. We strongly recommend consulting a qualified accountant or tax professional for all financial and tax matters.

11. Acceptable Use

You agree not to:

• Use the Platform for any unlawful, fraudulent, or harmful purpose
• Attempt to gain unauthorised access to the Platform, its systems, networks, or other users' accounts
• Interfere with, disrupt, or degrade the Platform's performance, availability, or security
• Upload, transmit, or store malicious content, code, viruses, or harmful data
• Use the Platform to send spam, unsolicited messages, or communications that violate applicable laws
• Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Platform
• Resell, sublicense, or redistribute access to the Platform without our written consent
• Use the Platform in any manner that could damage our reputation or goodwill
• Scrape, harvest, or collect data from the Platform by automated means
• Use the Platform to process data that is subject to heightened regulatory requirements (e.g. payment card data, health records) unless the Platform explicitly supports such processing

12. Intellectual Property

All intellectual property rights in the Platform, including but not limited to software, design, logos, trademarks, documentation, and content created by us, remain our exclusive property. These Terms do not grant you any rights to our intellectual property except the limited right to use the Platform as a subscriber in accordance with these Terms. You may not copy, modify, distribute, or create derivative works based on the Platform or any part thereof.

13. Service Availability

We aim to maintain high availability but do not guarantee uninterrupted or error-free service. The Platform is provided on an "as available" basis. We may perform scheduled maintenance with reasonable notice where practicable, and unscheduled maintenance in urgent circumstances without prior notice. Our current system status is available at /status. We shall not be liable for any downtime, interruption, or degradation of service.

14. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Platform is provided "as is" and "as available" without warranties of any kind, whether express, implied, or statutory, including but not limited to warranties of merchantability, fitness for a particular purpose, and non-infringement
• We do not warrant that the Platform will meet your specific requirements or expectations
• We are not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, revenue, data, business opportunities, or goodwill
• Our total aggregate liability arising out of or in connection with these Terms or your use of the Platform shall not exceed the total fees you paid to us in the 12 months immediately preceding the event giving rise to the claim
• We are not responsible for data loss, corruption, or inaccuracy caused by your actions, third-party services, integrations, or circumstances beyond our reasonable control
• We are not liable for any decisions you make based on data, reports, or information provided by the Platform
• Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law

15. Indemnification

You agree to indemnify, defend, and hold harmless Round Monster, its officers, directors, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with: (a) your use of the Platform; (b) your breach of these Terms; (c) your violation of any applicable law or regulation; (d) your Customer Data; or (e) any dispute between you and your customers, workers, or other third parties.

16. Suspension and Termination

We may suspend or restrict access to your account immediately and without prior notice if:

• You breach any provision of these Terms
• Your payment is overdue
• We reasonably believe your account has been compromised
• Your use of the Platform poses a security risk or may cause harm to other users or our systems
• We are required to do so by law or regulation

We may terminate your account with 30 days' written notice for any reason. You may terminate your account at any time through your account settings. Upon termination, the data retention policy in Section 7 applies.

17. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, pandemics, wars, terrorism, government actions, power failures, internet disruptions, third-party service outages, or cyberattacks.

18. Changes to Terms

We reserve the right to update or modify these Terms at any time. We will notify you of material changes via email or through the Platform at least 30 days before they take effect. Your continued use of the Platform after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree with any changes, you must stop using the Platform and close your account before the changes take effect.

19. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving the original intent.

20. Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and Round Monster regarding your use of the Platform and supersede all prior agreements, representations, and understandings.

21. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

22. Contact

For questions about these Terms, contact us at: Email: support@roundmonster.uk