Terms of Service

1. About DepotEase

DepotEase is operated by Dylan Graham trading as DepotEase, a UK sole trader. “DepotEase”, “we”, “us” and “our” refer to that business. These Terms form the agreement between DepotEase and the business that creates or uses a DepotEase account.

Email: support@depotease.com

Website: https://depotease.com

2. Business use and authority

DepotEase is intended for business use, not personal or household use. A person who creates an account, starts a trial or subscribes for a business confirms that they have authority to act for and bind that business. Owners are responsible for the Staff users they invite and for keeping access permissions up to date.

3. The service

DepotEase helps hire businesses manage equipment, quantity-based availability, customers, hires, hand-outs, returns and invoices. It provides operational tools, not legal, tax, accounting or other professional advice.

Customers remain responsible for checking their own records, stock and availability, hire dates, quantities, pricing, VAT and tax treatment, invoices and business decisions. DepotEase does not guarantee that the service will prevent every double-booking, data-entry mistake, calculation error or business loss. Important information and generated invoices should be checked before being relied on or sent to a customer.

4. Accounts and security

Users must provide accurate account and business information, keep it current, protect their passwords and devices, and tell us promptly if they suspect unauthorised access. Accounts and credentials must not be shared in a way that bypasses the user limit or security controls. The current plan allows up to three active users for one business.

5. Customer and business data

Customers retain their rights in the business information and content they enter or upload. Using DepotEase does not transfer ownership of that data to us. Customers give DepotEase the permission needed to host, process, transmit and display the data solely to provide, secure and support the service and to meet applicable legal obligations.

Customers are responsible for having a lawful right to enter or upload information about their own customers, contacts, staff and operations, including photographs, notes, addresses and invoice details. They must provide any notices and obtain any permissions required for their use of that information. Users must not upload unlawful, infringing, malicious or harmful material.

6. Free trial

New eligible businesses receive a 14-day free trial. No payment card is required for the trial. The trial is created and timed within DepotEase; it is not a Stripe-managed trial. Unless a subscription is activated, the business normally becomes read-only when the trial ends. Trial availability may be limited where a person or business has already used a trial or has misused the service.

7. Subscription and payment

The current standard subscription is £49 per month. Applicable taxes may be added where legally required. We may change future pricing, but we will give reasonable notice before a change applies to a renewing subscription. Payments and payment details are handled through Stripe-hosted Checkout and the Stripe Customer Portal; DepotEase does not store full card details.

If a payment fails, DepotEase normally provides an approximately seven-day payment-recovery period while billing is retried or updated. If payment remains unresolved, the business may become read-only. Access may be restored after successful payment, subject to the current service and subscription status.

8. Cancellation and refunds

Owners can manage or cancel a subscription through the Stripe Customer Portal. Cancellation normally takes effect at the end of the current paid billing period, with paid access continuing until that date. The account may then become read-only. Cancellation does not automatically delete business records.

Fees already paid are normally non-refundable, except where a refund is required by law or expressly agreed by DepotEase.

9. Acceptable use

Users must not:

• use DepotEase for unlawful, fraudulent or abusive purposes;
• attempt to access another business's data or another user's account without authority;
• probe, attack, disrupt or overload the service or its providers;
• bypass authentication, tenancy, role, billing, user-limit or other security restrictions;
• introduce malware or harmful code; or
• copy, reverse engineer or exploit the service except to the extent the law expressly permits.

10. Availability, maintenance and copies

We aim to keep DepotEase available and reliable, but do not promise uninterrupted service, 100% uptime or a response-time service level. Maintenance, provider failures, internet problems, security incidents or events outside our reasonable control may interrupt access.

DepotEase does not currently offer a contractual guarantee that every item of data can be backed up or restored. Customers should keep appropriate copies of business-critical information, issued documents and other records they need to operate or meet legal obligations.

11. Suspension and termination

We may reasonably restrict or suspend access where needed to address non-payment, a security threat, unlawful or abusive use, a material breach of these Terms, or a legal requirement. Where practical, we will take account of the seriousness of the issue and give notice or an opportunity to remedy it.

Read-only access is not promised indefinitely. After a trial, subscription or account ends, records may remain subject to the retention approach described in the Privacy Policy. Contact support before ending service if you need help understanding the available data options.

12. Intellectual property

DepotEase's software, design, branding, documentation and code remain owned by its operator or relevant licensors. Subject to these Terms and payment where applicable, customers receive a limited, non-exclusive right to use the service for their internal business operations. Customer-entered business data remains the customer's data as described above.

13. Liability

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded or limited.

To the extent permitted by law, DepotEase is not responsible for indirect or consequential losses, or for losses caused by inaccurate information entered by a user, business decisions made without appropriate checks, unauthorised use caused by a customer's failure to protect credentials, or failure to keep appropriate copies of business-critical information. Any limitation applies only so far as it is fair and lawful in the circumstances.

14. Changes to the service or these Terms

We may update the service and these Terms to reflect operational, security, legal or commercial changes. Material changes will be communicated reasonably before they take effect where practicable. The date at the top identifies this version.

15. Governing law and courts

These Terms and any non-contractual dispute arising from them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except where applicable law requires otherwise.

16. Contact

Email support@depotease.com for support or questions about these Terms. Support is provided by email; no telephone, live-chat, response-time or 24/7 support service is promised.