Terms of service.

1. Who these terms are between

These terms are between Michael Doherty (a sole trader trading as Skip Deck) of 20a Bayton Road, Coventry CV7 9EJ ("we", "us"), and the business subscribing to SkipDeck ("you", "your firm"). They apply from the day your trial starts.

SkipDeck is software for running a skip hire business: planning the day's deliveries, collections and exchanges, a dispatch board, a driver app, skip stock, weighbridge and waste records, invoicing, and an optional connection to your Xero account.

We provide it as a hosted service. You do not install anything, and we run your deployment on your behalf.

2. The trial

A trial runs for fourteen days from the day we give you your address and sign-in. It is the whole product, not a reduced version, and we ask for no card to start it.

You are under no obligation at the end of it. If you do not subscribe, we close the deployment and delete the book under clause 8, and you owe us nothing.

We may decline a trial request, or end a trial early, if we cannot serve the firm properly — most often because routing coverage in the area is not good enough for the planning to be trustworthy.

3. What it costs

The subscription is a flat monthly fee, set by the size of your fleet. Every band is the whole product; the band is the size of the fleet, not the size of the software.

• Yard — up to 2 lorries — £99 a month
• Depot — 3 to 6 lorries — £179 a month
• Fleet — 7 lorries or more — £299 a month

We are not currently registered for VAT, so no VAT is charged and none is recoverable by you on these fees. If we become registered we will tell you at least 30 days before VAT is first added.

Payment is monthly in advance by card, taken by Stripe. You can update your card, see your invoices and cancel from the billing portal we link to in every invoice email.

If your fleet grows past the top of your band, the next month's fee is the band you are then in. We will tell you before that first larger payment. If your fleet shrinks, tell us and you move down.

We may change our prices with at least 30 days' notice in writing. If you do not want to pay the new price, cancel before it takes effect and you will not be charged it.

4. Your book is yours

Everything you put into SkipDeck — your customers, sites, jobs, invoices, waste records, photographs and documents — remains yours. We claim no ownership of it and we do not sell it, share it or use it to train anything.

You can export it at any time, in full, from inside the product. You do not need to ask us and you do not need to be leaving.

We process it only to run the service for you and to support you when you ask. The data protection terms in clause 12 set out how, and they are part of this agreement.

5. What the software does not promise

This clause is the one worth reading twice. It is not boilerplate — each of these is a real limit of what the product can do, and we would rather you knew now.

Planning is advice, not instruction. The planner produces a day it believes is workable from the information it has. Journey times are estimates. Every operational decision — whether a load is safe, whether a driver has hours, whether a road takes your vehicle, whether a site is safe to place a skip — remains yours and your drivers'.

We do not make you compliant. SkipDeck records the waste information the law requires you to keep, and produces returns in the formats the regulators ask for. It does not relieve you of any duty. You remain the holder of your environmental permits and licences, responsible for your duty of care, your waste transfer and consignment records, and your own tax affairs.

On digital waste tracking specifically: as at the date of these terms Defra has granted SkipDeck production access to their Receipt of Waste API (10 September 2026) and SkipDeck is not yet on their list of compatible software. The spreadsheet route is complete and working. Direct filing is switched on for your firm only once you hold your own Defra API code, and nothing is submitted to Defra without a person in your firm pressing the button. Any acceptance or rejection is Defra's, not ours.

Availability. We aim to keep the service running during your working day and we do not run planned maintenance during it where we can avoid it. We do not offer a guaranteed uptime figure, and we are not offering you a service credit scheme. If that is a condition of your business, we are not yet the right supplier.

Third parties we depend on. Hosting, mapping data and the Xero connection are provided by others. We choose them carefully and clause 12 lists them, but their outages become ours.

6. Your side of it

Keep your accounts to the people who should have them, and tell us when somebody leaves so we can help you close their access. Each person gets their own account — shared logins make your own audit trail useless and are the usual route into a system.

The information you put in must be yours to put in, and you must have told your own customers how you use their details. The privacy notice we supply as a starting point is a draft for you to adopt, check and publish, not one we publish for you.

Do not attempt to break into, overload or reverse engineer the service, or use it to store anything unlawful.

7. Ending it

You can cancel at any time, from the billing portal or by writing to us. Your subscription runs to the end of the month you have paid for, and we do not refund part of a month.

We may end this agreement by giving you 30 days' notice. We may suspend or end it immediately if payment fails and stays unpaid after we have chased it, or if clause 6 is seriously breached.

If we end it for our own convenience under the 30 days, we will refund the unused part of anything you have paid beyond that date.

8. What happens to your book when it ends

This is a written process, not a promise to be careful. It is set out in full in our closure and retention procedure, and this is what it commits us to:

• You export everything first — the whole book, with a manifest and a checksum. Nothing else begins until that export has completed.
• Your book then goes offline, and stays recoverable for 14 days in case you change your mind.
• On day 15 it is destroyed: database, backup volume and files.
• Off-site snapshots containing it expire by day 22.
• We write to you confirming it is done, within 5 working days of the destruction.

If you simply stop paying and do not ask for closure, we will keep your book offline and recoverable for 90 days before starting that process, and we will write to you first. We would rather return a book than delete one.

Some records survive on purpose, because deleting them would put you in breach: waste transfer notes, hazardous waste consignment notes and the accounting records behind your invoices have statutory retention periods of their own. We keep only those, and only for as long as the law requires.

9. Our software stays ours

We own SkipDeck — the software, its design and everything in it that is not your data. Your subscription buys you the right to use it while you are paying for it, and nothing else.

If you send us an idea for how it should work, we may build it, and you should not expect a share of it. We will not use your firm's name as a reference or in marketing without asking you first.

10. If something goes wrong

Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else that cannot lawfully be limited.

Subject to that, our total liability to you for everything arising out of this agreement in any twelve month period is limited to the fees you paid us in that period.

We are not liable for loss of profit, loss of business, loss of contracts, or any indirect or consequential loss, however it arises.

You are running a fleet on public roads and holding environmental permits. Those risks are yours, and the fees here are not priced to carry them. Keep your own insurance.

11. Changes to these terms

We may change these terms by giving you at least 30 days' notice in writing to your registered contact address. If a change is materially to your disadvantage, you may cancel before it takes effect and we will refund the unused part of anything you have paid.

We will not change them retrospectively.

12. Data protection

For the personal data in your book — your customers, their contacts, the people who sign for deliveries, your drivers and your office staff — you are the controller and we are your processor. You decide what is collected and why; we hold and process it on your instructions. This clause is the written contract that UK GDPR Article 28 requires between us.

What we process, and why. The categories above, for as long as you subscribe, for the sole purpose of providing and supporting the service. We act only on your documented instructions, which includes these terms and the things you do inside the product.

Confidentiality and security. Everybody with access is bound to keep it confidential. Each firm's book is a separate database in a separate container, routed by hostname — there is no shared database and no query path from one firm's deployment to another's.

What we can see. Our support tooling shows us your trading name and office contact, your user accounts and sign-in history, and counts of jobs, customers, lorries, invoices and receipts. It returns nothing from inside your book — no customer, site, address, job, invoice, note or photograph. Every time we look is recorded in your own sign-in log, where you can see it.

Sub-processors. We use the following, and we will tell you at least 30 days before adding another, so you can object:

• Hetzner Online GmbH — hosting and backups, on servers in Finland, within the EU.
• OpenStreetMap Foundation (Nominatim) — receives a site address once, to turn it into map coordinates.
• Overpass API — receives map areas, to look up road and site data. No personal data.
• Xero — only if you connect your own Xero account, and only the invoice data you choose to send.

Route planning runs on our own servers. Journey times and distances are calculated in-house and no address or coordinate is sent to a commercial routing provider.

Breaches. If personal data in your book is lost or exposed we will tell you without undue delay, with what we know, so you can meet your own 72-hour duty to the ICO.

Helping you. We will help you answer subject access requests, erasure requests and the ICO, and the product has tools for the common ones built in.

At the end. Clause 8 is how data is returned and destroyed, and it satisfies this obligation.

Audit. We will answer your reasonable questions about how we handle your data and make our written procedures available to you.

Separately from this, you will have your own duties as a controller — almost certainly including paying the ICO's annual data protection fee and being on their register. That is yours, not ours, and it is not something a subscription can do for you.

13. The rest

You may not transfer this agreement to somebody else without our written agreement, which we will not unreasonably refuse — a sale of your business is the usual case and normally fine.

If any part of these terms turns out to be unenforceable, the rest continues.

Nobody other than you and us has rights under this agreement.

These terms, and any dispute about them, are governed by the law of England and Wales, and its courts have exclusive jurisdiction.

These terms, together with the order you signed up on, are the whole agreement between us about SkipDeck.