Terms of Service

1. About these Terms

These Terms of Service (the “Terms”) form the agreement between the business, sole trader or other organisation that creates or uses a Simplify Online account (the “Customer”, “you” or “your”) and Simplify Online (“Simplify”, “we”, “us” or “our”).

These Terms also apply to every person the Customer authorises to use its Simplify account. The Customer is responsible for ensuring its authorised users comply with these Terms.

Business use only. Simplify is provided for use in connection with a trade, business, craft or profession. It is not intended to be purchased primarily for personal or household use.

2. The Simplify service

Simplify provides online business-administration tools which may include customer records, quotes, jobs, scheduling, staff features, invoices, expenses, receipts, payment-related features, communications, reporting and other tools made available from time to time.

Features may vary according to subscription plan, account type and product development. We may add, improve, replace or discontinue features where reasonably necessary to operate, secure or improve the service.

3. Creating and using an account

You must provide accurate account information and keep it reasonably up to date. A person creating an account for a business confirms that they have authority to do so and to accept these Terms on that business’s behalf.

You are responsible for safeguarding login credentials, controlling access granted to staff or other users, and promptly removing access that is no longer required. Login credentials must not be deliberately shared between people where separate user access is provided.

You must notify us promptly if you believe an account, password or other access credential has been compromised.

4. Free trial

Unless a different offer is clearly displayed when you sign up, eligible new Customers receive a 14-day free trial with access to Simplify Plus features. The trial begins when the onboarding process is completed and trial access is activated.

No subscription fee is charged for the free trial. At the end of the trial, continued access requires the Customer to choose and authorise the next applicable subscription stage through the service.

We may prevent repeated or abusive use of free trials by the same person or business.

5. Introductory Plus period and plan choice

Under the current introductory offer, after the free trial an eligible Customer may choose to continue with Simplify Plus for three paid monthly billing periods at £19.99 per month.

During those three paid months the Customer receives Plus access at the introductory price. When the introductory period ends, the Customer must choose either:

• Simplify Essentials at £19.99 per month; or
• Simplify Plus at £39.99 per month.

We will not automatically move a Customer from the £19.99 introductory Plus price to the £39.99 Plus price without the Customer making the required plan choice through the service.

If no plan is chosen when the introductory period ends, normal access may be restricted until the Customer chooses a plan.

6. Subscription charges, VAT and payment

Prices applicable to your subscription are shown before you authorise payment. Unless expressly stated otherwise, any VAT or other applicable tax treatment will be shown as required by law.

Subscription payments are normally collected through our payment provider, currently Stripe. By starting a paid subscription, you authorise the applicable recurring charges until the subscription is cancelled or otherwise ends.

If a payment fails or remains unpaid, we may retry collection, request an alternative payment method, restrict paid access or suspend the subscription while the payment issue remains unresolved.

We may change our standard prices in the future. A price change will not retrospectively alter a period already paid for. Where a change affects an existing renewing subscription, we will provide reasonable notice and any choice required by applicable law or the applicable subscription journey.

7. Cancellation and plan changes

You may cancel an eligible paid subscription using the cancellation controls made available in Simplify. Where cancellation is scheduled for the end of a paid billing period, access to the applicable paid features continues until that period ends.

A Plus Customer may be able to schedule a move to Essentials at the end of the current billing period. The account interface will show the effective date of a scheduled cancellation or plan change where available.

Unless required by law or expressly stated otherwise, fees already charged for a completed or partly completed billing period are not automatically refundable merely because the Customer stops using the service before that period ends.

8. Customer data and ownership

As between you and Simplify, you retain your rights in the business information, records, documents and other content you enter, upload or create through the service (“Customer Data”).

You grant us the rights necessary to host, store, copy, process, transmit, back up and otherwise handle Customer Data to provide, secure, support and maintain Simplify, comply with your instructions, and meet our legal obligations.

You are responsible for ensuring that you have the right and lawful basis to enter or upload Customer Data, including personal data relating to your customers, staff and other individuals.

9. Data protection

Where Simplify processes personal data on your behalf as a processor, our Data Processing Terms form part of this agreement.

Our Privacy Notice explains how we use personal data where Simplify acts as a controller for its own purposes, such as account administration, security, billing, support and operation of the service.

10. Customer records, quotes, invoices and tax information

Simplify provides tools to help you create and manage business records. You remain responsible for reviewing information before relying on it or sending it to another person.

You are responsible for the accuracy and legal or tax treatment of your own quotes, invoices, expenses, VAT settings, customer information and business records.

Simplify is not your accountant, tax adviser, solicitor or financial adviser. Information or calculations produced by the service are administrative tools and do not replace professional advice where professional advice is required.

11. Payments involving your customers

Features that allow your own customers to make payments may use third-party payment services including Stripe. Those payment services may have separate terms, onboarding requirements and eligibility rules.

Unless expressly stated otherwise, Simplify is not the bank, card issuer or payment processor holding the underlying payment funds. We are not responsible for a payment provider’s independent decision to accept, refuse, delay, reverse, hold or investigate a transaction, except to the extent that a problem is caused by our own breach of these Terms.

12. Acceptable use

You and your authorised users must comply with our Acceptable Use Policy.

You must not use Simplify for unlawful or fraudulent activity, interfere with the security or operation of the service, attempt to gain unauthorised access to another Customer’s data, introduce malicious code, abuse communication features or use the service in a way that materially harms Simplify or other users.

13. Intellectual property

Simplify and its licensors retain all rights in the Simplify service, software, designs, branding, documentation and other materials supplied by us, except for Customer Data and third-party materials.

Your subscription gives you a limited, non-exclusive, non-transferable right to use the service for your own business during the period in which you are entitled to access it. You may not copy, sell, sublicense, reverse engineer or exploit the service except to the extent such restriction is prohibited by law.

14. Availability, maintenance and backups

We aim to provide a reliable service but do not promise that Simplify will be uninterrupted, completely error-free or available at every moment.

Access may be affected by maintenance, upgrades, security work, internet or hosting failures, third-party services, emergency work or events outside our reasonable control. Where reasonably practicable, we will try to minimise material disruption.

We may maintain backups and recovery arrangements as part of operating the service, but you should not treat Simplify as the only possible copy of information that your business is legally required to retain outside the service.

15. Support and service communications

We may send service messages reasonably necessary to operate your account, including security notices, billing information, maintenance notices and important changes affecting the service or these Terms.

Support is provided through the channels made available by Simplify. Response times may vary according to the nature and urgency of the issue.

16. Suspension

We may suspend or restrict access where reasonably necessary because of a security risk, suspected unlawful use, material breach of these Terms, non-payment, misuse of the service, risk to another user, or a legal or regulatory requirement.

Where appropriate and reasonably practicable, we will explain the reason and give you an opportunity to resolve the issue.

17. Ending the agreement and account data

The agreement continues while you have an active account or subscription unless ended under these Terms.

Following cancellation or termination, access may end when the applicable trial, introductory period, paid billing period or other access entitlement expires.

Data export, retention, deletion and any data that must continue to be retained are governed by our Privacy Notice, Data Processing Terms and documented retention practices. Where we process personal data solely on your behalf, end-of-contract handling is also subject to the Data Processing Terms.

18. Our responsibility to you

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Subject to the paragraph above, Simplify will not be liable for losses that are not reasonably foreseeable when the agreement is made, or for indirect or consequential loss.

Because Simplify is supplied for business use, subject to applicable law we will not be liable for loss of profit, loss of revenue, loss of anticipated savings, loss of business opportunity or loss of goodwill, except to the extent such loss cannot lawfully be excluded or limited.

Subject to the exclusions above and applicable law, our total aggregate liability arising out of or in connection with the service and these Terms in any rolling 12-month period will not exceed the greater of (a) the subscription fees paid or payable by the Customer to Simplify in that 12-month period and (b) £1,000.

This section is intended to allocate commercial risk between business customers and Simplify and remains subject to the reasonableness and other requirements of applicable UK law.

19. Changes to the service or these Terms

We may update these Terms to reflect changes to the service, law, security requirements or our business arrangements.

If a change materially affects an existing Customer’s rights or obligations, we will provide reasonable notice. Where applicable law or the nature of the change requires renewed agreement, we will obtain it before the change becomes binding.

The document version and last-updated date shown on this page identify the version currently published.

20. General terms

If we do not immediately enforce a right under these Terms, that does not mean we have waived it. If any provision is found unenforceable, the remaining provisions continue to apply so far as legally possible.

You may not transfer your rights under these Terms to another person without our written consent, except as part of a genuine transfer of your business where we agree to the account transfer. We may transfer our rights and obligations as part of a sale, reorganisation or transfer of the Simplify business, provided this does not materially reduce your rights under these Terms.

These Terms, together with the documents expressly incorporated into them, form the agreement governing your use of Simplify.

21. Governing law and disputes

Unless a different rule is required by applicable law, these Terms and any dispute or claim arising from them are governed by the law of England and Wales, and the courts of England and Wales will have jurisdiction.

Before starting formal proceedings, we encourage both parties to try to resolve a dispute by contacting the other party and allowing a reasonable opportunity to investigate and respond.

22. Contact and operator details

Questions about these Terms can be sent to support@simplify-online.co.uk.

Simplify Online is operated by Simplify Online.