Terms of Service

Version 2026-08-16 · effective 2026-08-16

Terms of Service — GreaseDesk

Version: 2.1 · Effective: 16 September 2026

Who we are and what these terms cover
Definitions
Your account
The trial period
Charges and payment
Taking card payments from your customers
Price reviews
Licence and permitted use
Acceptable use
Your data
Data protection
Support
Availability
Our intellectual property
Warranties
Liability
Suspension
Ending this agreement
What happens to your data when you leave
Changes to these terms
General
Governing law
Your invoices and your VAT records

1. Who we are and what these terms cover

GreaseDesk is provided by GreaseDesk Ltd, a company registered in England and Wales (company number 17312623), registered office Unit 7 Tinsley Street, Tipton, England, DY4 7LH.

These terms govern your use of the GreaseDesk service. By creating an account, you agree to them. If you are agreeing on behalf of a business, you confirm you have authority to bind that business.

GreaseDesk is a business-to-business service. It is not offered to consumers, and the Consumer Rights Act 2015 does not apply.

Contact: support@greasedesk.com · 0330 555 3333

2. Definitions

"Account" — your GreaseDesk account, including all Sites and Users under it.

"Customer Data" — everything you enter into GreaseDesk, including records about your own customers, their vehicles, job cards, bookings, invoices and any files you upload.

"Reseller" — an independent business or individual authorised by us to introduce and support GreaseDesk customers.

"Service" — the GreaseDesk software, provided over the internet.

"Site" — a physical location of your business, licensed separately.

"User" — a person you authorise to access your Account.

"we", "us", "our" — GreaseDesk Ltd. "you", "your" — the business that holds the Account.

3. Your account

You are responsible for your Account, including everything done under it. You must:

give accurate information when registering, and keep it up to date;
keep login credentials confidential and not share them;
give each User their own login — logins must not be shared between people;
tell us promptly if you believe someone has gained unauthorised access.

You may add and remove Users through the Service. You are responsible for what your Users do.

One Account covers one business. You may not use a single Account for separate businesses, or allow another business to use your Account.

4. The trial period

New accounts include a 60-day free trial. No charge is made during the trial. You may cancel at any time before it ends and you will not be charged.

At the end of the trial, your subscription begins automatically and the card you provided is charged, unless you have cancelled. Your dashboard shows a countdown to the trial end date throughout the trial.

5. Charges and payment

Price: £75 per Site per month, including VAT where applicable. GreaseDesk Ltd is not currently registered for VAT, so no VAT is charged at present. If we become VAT-registered, the amount you pay will not change — any VAT due is included in the £75 and will be shown on your invoice.

Payment is by card, collected monthly in advance by our payment provider, Stripe.
Charges are based on the number of Sites on your Account. Adding a Site increases the charge from the next billing date; removing one reduces it from the next billing date.
You are responsible for keeping valid payment details on your Account.
We do not store your card details. They are held by Stripe.

If a payment fails we will attempt to collect again and will contact you. See section 17 for what happens if payment remains outstanding.

6. Taking card payments from your customers

GreaseDesk can let your customers pay their invoice by card. This section explains who does what. It applies only if you switch card payments on.

You are the supplier. The repair, service or MOT is sold by you to your customer. The contract for that work is between you and them. We are not a party to it, we do not carry it out, and we are not responsible for it.

The money is yours. Card payments are collected into your own Stripe account, opened in your name, under your own agreement with Stripe. Funds belong to you from the moment they are received. GreaseDesk never holds, controls or takes possession of your customers' money, and it does not pass through any account of ours. We are not the merchant of record and we are not a payment service provider.

What we provide is technology. We give you the software that raises the invoice, sends the payment link and records the payment against your records. That is the whole of what we supply.

Our fee. For that, we charge a technology fee of 0.25% of each payment collected through GreaseDesk, plus VAT where applicable. The fee is deducted at the point of the transaction and shown separately on your Stripe statement. It is our fee for the software, and it is separate from the £75 per Site per month in section 5.

Stripe charges its own processing fees under your agreement with them. Those are separate from our fee and are a matter between you and Stripe.
If you refund a customer, we return our fee in proportion to the amount refunded.
Changes to the fee follow the same annual review as our pricing. Any increase takes effect on 1 April, with at least 60 days' written notice, and if you do not accept it you may cancel under section 18 before it takes effect. See section 7.
Switching card payments off, or disconnecting your Stripe account, stops the fee. It does not affect anything already collected.

VAT. Our technology fee is a separate supply by us to you, standard-rated for VAT where applicable. This is different from the £75 monthly charge in section 5, which is quoted including VAT: there, VAT is already in the price, and here it is added to the fee. GreaseDesk Ltd is not currently registered for VAT, so no VAT is charged on the fee at present. If we become VAT-registered, VAT will be added to the fee and we will send you a periodic statement of the fees you have paid, which will serve as your VAT invoice for them.

7. Price reviews

We review pricing once a year. Any increase takes effect on 1 April and we will give you at least 60 days' written notice beforehand.

If you do not accept an increase, you may cancel under section 18 before it takes effect, and the increase will not apply to you.

8. Licence and permitted use

While your Account is active and paid for, we grant you a non-exclusive, non-transferable licence to use the Service for your own business.

You may not:

resell, sublicense, rent or otherwise make the Service available to anyone else;
copy, modify, reverse-engineer, decompile or attempt to derive the source code;
use the Service to build a competing product;
remove or obscure any proprietary notices.

9. Acceptable use

You must not use the Service:

in any way that breaks the law, or for any unlawful or fraudulent purpose;
to store or transmit anything unlawful, or any material you do not have the right to hold;
to upload viruses, malware or any code intended to damage or disrupt any system;
to attempt to gain unauthorised access to the Service, any account other than your own, or any system or network connected to it;
to probe, scan or test the security of the Service without our written permission;
to place unreasonable load on the Service, or to interfere with its operation for others;
to harass, threaten or abuse any person, including our staff or Resellers.

Customer Data you enter must be data you have the right to hold. You are responsible for having a lawful basis for the personal data you put into GreaseDesk about your own customers and staff — see section 11 and the Data Processing Agreement.

If these terms are breached

Where we consider a breach has occurred, we may take any action we reasonably think appropriate, including:

issuing a warning;
suspending or ending your access, temporarily or permanently;
removing material that breaches these terms;
disclosing information to law enforcement where we reasonably believe we are required to, or where it is necessary;
taking legal action to recover costs reasonably incurred as a result of the breach.

We will act proportionately, and where practical we will contact you first.

10. Your data

Your Customer Data belongs to you. We claim no ownership of it and no rights over it beyond what we need to run the Service for you.

We use Customer Data only to:

provide, maintain and support the Service;
keep it secure and back it up;
comply with the law.

We do not sell your data. We do not use your Customer Data to train artificial-intelligence models. We do not share it with other customers.

We may use anonymised, aggregated information — from which neither you nor any individual can be identified — to understand how the Service is used and improve it.

Export. You may export your Customer Data at any time through the Service, in a standard format, without asking us.

11. Data protection

For Customer Data, you are the data controller and we are the data processor. Our processing is governed by the Data Processing Agreement, which forms part of these terms.

For data about you and your Users — your contact details, account and billing information — we are the controller, and our Privacy Policy explains how we handle it.

You are responsible for:

having a lawful basis for the personal data you enter about your own customers and staff;
giving those people the information they are entitled to;
responding to requests they make about their data (we will help you).

12. Support

GreaseDesk is introduced and supported through our Reseller network.

Your Reseller provides first-line support — helping you get set up, answering day-to-day questions, and being your local point of contact by phone or in person.
We support your Reseller, and provide email and telephone support to them, and to you where a matter cannot be resolved at first line.

We aim to respond to support requests promptly during normal business hours. We do not guarantee a response time.

Resellers have no access to your Account and cannot see your Customer Data. They cannot log in on your behalf. If you choose to show a Reseller something in your Account, that is your decision.

13. Availability

We will use reasonable endeavours to keep the Service available, but we do not guarantee uninterrupted or error-free availability.

The Service depends on third-party infrastructure — hosting, database, payment and email providers — and on your own internet connection. We are not responsible for failures in systems outside our control.

We may carry out maintenance that makes the Service temporarily unavailable. Where planned, we will give reasonable notice.

14. Our intellectual property

All rights in the Service — the software, design, documentation and the GreaseDesk name and marks — belong to us and stay with us. Nothing in these terms transfers any of it to you. This does not affect your ownership of your Customer Data under section 10.

If you send us feedback or suggestions, we may use them without obligation to you.

15. Warranties

We warrant that the Service will perform substantially as described on our website at the time you subscribe.

Otherwise, and so far as the law allows, the Service is provided "as is". We do not warrant that it will meet your particular requirements, that it will be uninterrupted or error-free, or that every defect will be corrected.

You are responsible for satisfying yourself that the Service is suitable for your business.

Nothing in these terms excludes or limits any warranty or condition that cannot lawfully be excluded.

16. Liability

Nothing in these terms limits or excludes our liability for:

death or personal injury caused by our negligence;
fraud or fraudulent misrepresentation;
any other liability that cannot lawfully be limited or excluded.

Subject to that:

We are not liable for:

loss of profits, revenue, business, contracts or anticipated savings;
loss of goodwill or reputation;
loss or corruption of data, beyond our obligation to maintain backups under section 10;
business interruption;
any indirect or consequential loss;

in each case whether or not the loss was foreseeable.

Our total liability to you for all claims arising in any twelve-month period — in contract, tort (including negligence), breach of statutory duty or otherwise — is limited to the total charges you paid us in the twelve months before the claim arose.

You acknowledge that this limit is reasonable, that the price of the Service was set on that basis, and that you are responsible for insuring against losses beyond it.

17. Suspension

We may suspend your access to the Service if:

payment is outstanding. If a payment fails and remains unpaid, we will contact you; if it is still unpaid 14 days after the due date, we may suspend the Account;
you are in material breach of these terms;
we reasonably believe your use is unlawful, or threatens the security or integrity of the Service.

During suspension your data is retained, and access is restored when the cause is resolved. If the Account remains suspended and is then terminated, section 19 applies and the retention period runs from the date of termination.

18. Ending this agreement

You may cancel at any time, through the Service or by writing to us. There is no notice period.

When you cancel:

your subscription continues until the end of the period you have already paid for;
access ends on the next billing date, when the subscription would otherwise have renewed;
we do not refund part-months.

Example: your subscription runs from the 1st of each month and you cancel on the 15th of March. You keep full access until 31 March. Your subscription ends on 1 April and you are not charged again. The remainder of March is not refunded.

We may end this agreement by giving you 30 days' written notice, or immediately if:

you are in material breach and, where the breach can be put right, have not done so within 14 days of us asking;
your Account has been suspended for non-payment for more than 30 days;
you become insolvent, enter administration or cease trading.

Ending this agreement does not affect rights that have already accrued, including payment due.

19. What happens to your data when you leave

When your Account ends:

You may export your Customer Data through the Service. Export is available for 90 days after the Account ends.
After 90 days, your Customer Data is permanently deleted from our live systems. Backups are overwritten in the normal cycle.
If you ask us in writing to delete it sooner, we will.

We may keep information we are legally required to keep — for example invoicing and accounting records — for as long as the law requires. Our Privacy Policy sets out those periods.

Export your data before the 90 days expire. Once deleted, it cannot be recovered.

20. Changes to these terms

We may change these terms. Where a change materially affects you, we will give at least 30 days' notice by email or through the Service.

If you do not accept a material change, you may cancel under section 18 before it takes effect.

Changes required by law may take effect sooner where necessary.

21. General

Whole agreement. These terms, the Data Processing Agreement and the Privacy Policy are the whole agreement between us and replace anything said or written beforehand.

Assignment. You may not transfer your rights under these terms without our written consent. We may transfer ours, including in connection with a sale of the business, provided your rights are not adversely affected.

No third-party rights. No one other than you and us may enforce these terms.

Severability. If any part is found unenforceable, the rest continues to apply.

No waiver. If we do not enforce a right straight away, we do not lose it.

Force majeure. Neither party is liable for failure caused by events beyond its reasonable control.

Notices. Notice to us: support@greasedesk.com or our registered office. Notice to you: the email address on your Account.

22. Governing law

These terms are governed by the laws of England and Wales, and both parties submit to the exclusive jurisdiction of the courts of England and Wales.

23. Your invoices and your VAT records

GreaseDesk raises invoices on your behalf, in your name and under your own VAT registration. You are the supplier and the documents are yours.

Your VAT return remains yours. GreaseDesk records your invoices and reports on them. It does not file your VAT return, and it is not a substitute for your accountant. You remain responsible for what you declare.