TransportHQ Terms of Service

Last updated: [DATE — set this to the day you publish]

These Terms of Service (“Terms”) govern your use of TransportHQ, a school transport management web application available at transporthq.co.uk (“the Service”). The Service is operated by Michelle Sharpe, trading as TransportHQ (“we”, “us”, “our”).

By signing up for or using the Service, the organisation using it (“you”, “the Customer”) agrees to these Terms. If you do not agree, do not use the Service.

1. Who these Terms are for

The Service is provided to organisations (such as taxi and transport companies) for use in the course of their business. By agreeing to these Terms you confirm that you are entering into them as a business, and not as a consumer. Consumer cancellation and refund rights do not apply.

You confirm that the person accepting these Terms has authority to bind the Customer organisation.

2. The Service

TransportHQ provides a web-based application for managing school transport operations, including records of drivers, passenger assistants, passengers, schools, vehicles, holidays and cancellations.

We may add, change or remove features over time. We will try to give reasonable notice of significant changes.

3. Free trial

New customers may use the Service free of charge for a 30-day trial period starting from the date of sign-up.

At the end of the trial period, unless you have cancelled before it ends, your paid subscription will begin automatically and the subscription fee will be charged (see below).

4. Fees, billing and payment

• The subscription fee is £39 per calendar month, per company account.
• The first payment is taken at the end of your 30-day free trial, and on the same date each month thereafter.
• Payments are processed by our payment provider, Stripe. By subscribing, you authorise us (via Stripe) to charge your chosen payment method each month.
• We do not store your full card details. Card data is handled by Stripe in accordance with their terms and security standards.
• All fees are stated exclusive of any applicable taxes, which will be added where required.

If a payment fails, we may suspend or restrict access to the Service until payment is successfully made.

5. Renewal, cancellation and refunds

• Your subscription is rolling monthly with no minimum contract term. You may cancel at any time.
• To avoid being charged for the next month, you must cancel before your subscription renews. If you cancel after a renewal date, that month's fee still applies and you will retain access until the end of that paid month.
• We do not give refunds for fees already paid, including where you cancel part-way through a paid month.

6. Your responsibilities

You agree that you will:

• provide accurate information and keep your records up to date;
• use the Service only for lawful purposes and in line with these Terms;
• keep your login credentials secure, and be responsible for all activity under your account;
• be responsible for your own users, including drivers and passenger assistants who access the Service;
• ensure you have a lawful basis to hold the personal data you enter, and that you provide the people whose data you hold (such as parents, passengers, drivers and assistants) with any privacy information they are entitled to.

7. Data protection

For the personal data you enter into the Service about passengers, drivers and passenger assistants, you are the data controller and we act as your data processor. Our handling of personal data is described in our Privacy Policy, and the terms on which we process data on your behalf are set out in our Data Processing Agreement, which forms part of these Terms.

8. Acceptable use

You must not:

• use the Service in any unlawful, fraudulent or harmful way;
• attempt to gain unauthorised access to the Service or its underlying systems;
• copy, resell, or attempt to reverse-engineer the Service; or
• upload malicious code or otherwise interfere with the Service's operation.

We may suspend or terminate access if these rules are breached.

9. Intellectual property

The Service, including its software, design and branding, is owned by us and protected by intellectual property law. You are granted a limited, non-exclusive, non-transferable right to use the Service for your business while your subscription is active. The data you enter remains yours.

10. Service availability

The Service is provided “as is” and “as available”. We host it using third-party infrastructure (including GitHub Pages, which serves the app, and Google Firebase, which provides the database and login services) and do not guarantee that it will be uninterrupted, error-free, or available at all times. We may carry out maintenance, and there may be occasional downtime.

We will make reasonable efforts to keep the Service running and to resolve significant issues promptly, but we do not offer a guaranteed level of uptime.

11. Support

We provide email support on a best-effort basis at hello@transporthq.co.uk. We do not guarantee specific response times.

12. Limitation of liability

Nothing in these Terms limits liability that cannot legally be limited (for example, liability for death or personal injury caused by negligence, or for fraud).

Subject to that:

• We are not liable for any indirect or consequential losses, or for loss of profits, revenue, data, or business, arising out of or in connection with the Service.
• Our total liability to you in connection with the Service, in any 12-month period, is limited to the total fees you paid to us in that period.

The Service is a tool to help you manage transport operations; you remain responsible for your own operational, safeguarding and legal decisions.

13. Termination

• You may terminate by cancelling your subscription as described above.
• We may suspend or terminate your access if you breach these Terms, fail to pay, or misuse the Service.
• On termination, your right to use the Service ends. We will handle any personal data in line with our Data Processing Agreement and Data Retention Policy — typically allowing a short period to export your data before it is deleted.

14. Changes to these Terms

We may update these Terms from time to time. When we do, we will change the “Last updated” date above and, where changes are significant, notify account holders. Continuing to use the Service after changes take effect means you accept the updated Terms.

15. Governing law

These Terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Contact

Questions about these Terms: hello@transporthq.co.uk