Terms of Service

1. Acceptance of Terms

By accessing or using PaymentCruncher ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service.

These Terms apply to all users of the Service, including account owners, team members, and any other persons who access or use the Service.

2. Description of Service

PaymentCruncher is a payment reminder service designed for TutorCruncher users. The Service allows you to:

• Connect to your TutorCruncher account via API
• View clients with outstanding payments
• Send automated and manual payment reminder emails
• Track payment status and reminder history
• Manage escalation workflows

3. Account Registration

To use the Service, you must:

• Create an account with a valid email address
• Provide accurate and complete information
• Be at least 18 years old
• Have authority to bind your organisation to these Terms

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

4. Free Trial

New accounts receive a 7-day free trial with access to most features. During the trial:

• No credit card is required
• You have access to Pro-level features (except custom email domains)
• At the end of the trial, you must subscribe to continue using the Service
• If you do not subscribe, access will be restricted until payment is made

5. Subscription and Payments

5.1 Plans

We offer the following subscription plans:

• Starter: 1 branch, 3 team members, no custom domain
• Pro: Unlimited branches, unlimited team members, custom email domain

5.2 Billing

Subscriptions are billed monthly or annually, in advance. All prices are in GBP (£) and exclude any applicable taxes.

5.3 Payment Processing

Payments are processed securely by Stripe. By subscribing, you authorise us to charge your payment method on a recurring basis until you cancel.

5.4 Plan Changes

You may upgrade or downgrade your plan at any time through the billing portal. When downgrading from Pro to Starter:

• Excess branches will be permanently deleted (oldest branch kept)
• Excess team members will be removed (owner + 2 oldest kept)
• Custom email domains will be permanently removed

This data deletion cannot be undone.

5.5 Cancellation

You may cancel your subscription at any time. Upon cancellation:

• You will retain access until the end of your current billing period
• Custom email domains will be immediately deleted
• No refunds are provided for partial billing periods
• Your data will be retained for 12 months, then permanently deleted

5.6 Refunds

We do not offer refunds for subscription fees. If you believe you have been charged in error, please contact us within 7 days.

6. Acceptable Use

You agree not to:

• Use the Service for any unlawful purpose
• Send spam, harassing, or abusive emails through the Service
• Attempt to gain unauthorised access to other accounts or systems
• Interfere with or disrupt the Service or servers
• Reverse engineer or attempt to extract source code
• Use the Service to collect personal data without consent
• Resell or redistribute the Service without permission
• Violate any applicable laws or regulations

7. Subscription Restrictions

7.1 One Business Per Subscription

Each PaymentCruncher subscription is licensed to a single business entity. You may not:

• Share your subscription with other businesses
• Add other businesses' TutorCruncher accounts as branches under your subscription
• Allow other business owners to use your account to manage their payments

The multi-branch feature is intended for businesses with multiple locations or trading names under the same ownership, not for separate businesses to share a subscription. Each independent business must have its own PaymentCruncher subscription.

7.2 Payment Collection Agencies

PaymentCruncher is designed for individual tutoring businesses to manage their own payment reminders. The Service is not intended for use by:

• Payment collection agencies
• Debt recovery services
• Payment management agencies acting on behalf of multiple businesses
• Any third party managing payments for clients or businesses they do not own

If you operate a payment collection or management agency and wish to use PaymentCruncher to manage payments across multiple client businesses, you must contact us to arrange a separate commercial agreement. Standard Starter and Pro plans may not be used for this purpose.

7.3 Enforcement

Violating these subscription restrictions may result in immediate account termination without refund. If you have questions about whether your use case is permitted, or wish to discuss alternative arrangements, please contact paymentcruncher@gmail.com.

8. Email Sending

When using our email sending features, you agree to:

• Only send emails to recipients who have a legitimate business relationship with you
• Comply with all applicable email regulations (including GDPR, CAN-SPAM, PECR)
• Not send deceptive, misleading, or fraudulent content
• Take responsibility for the content of all emails sent through the Service

We reserve the right to suspend email sending capabilities if we detect abuse or receive complaints.

9. TutorCruncher Integration

The Service integrates with TutorCruncher via their API. You acknowledge that:

• You must have a valid TutorCruncher account and API access
• You are responsible for the security of your TutorCruncher API key
• We are not affiliated with TutorCruncher and are an independent service
• Changes to TutorCruncher's API may affect Service functionality
• Your use of TutorCruncher is subject to their own terms and conditions

10. Data and Privacy

Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference.

You are responsible for ensuring you have appropriate consents and legal basis to process client data through our Service.

11. Intellectual Property

The Service, including its original content, features, and functionality, is owned by PaymentCruncher and is protected by copyright, trademark, and other intellectual property laws.

You retain ownership of any data you input into the Service. By using the Service, you grant us a limited licence to use your data solely to provide the Service.

12. Service Availability

We strive to maintain high availability but do not guarantee uninterrupted service. We may:

• Perform scheduled maintenance with reasonable notice
• Experience occasional downtime due to factors beyond our control
• Modify or discontinue features with reasonable notice

13. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

• Warranties of merchantability or fitness for a particular purpose
• Warranties that the Service will be error-free or uninterrupted
• Warranties regarding the accuracy or reliability of results
• Warranties that the Service will meet your specific requirements

14. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PAYMENTCRUNCHER SHALL NOT BE LIABLE FOR:

• Any indirect, incidental, special, consequential, or punitive damages
• Loss of profits, revenue, data, or business opportunities
• Damages resulting from unauthorised access to your account
• Damages resulting from third-party services (TutorCruncher, Stripe, etc.)

Our total liability shall not exceed the amount you paid for the Service in the 12 months preceding the claim.

15. Indemnification

You agree to indemnify and hold harmless PaymentCruncher from any claims, damages, losses, or expenses (including legal fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights.

16. Account Termination

We may suspend or terminate your account if you:

• Violate these Terms
• Engage in fraudulent or illegal activity
• Abuse the Service or other users
• Fail to pay subscription fees

Upon termination, your right to use the Service will immediately cease. We may delete your data in accordance with our data retention policies.

17. Inactive Accounts

Accounts without an active subscription will be considered inactive. After 11 months of inactivity, we will send a warning email. After 12 months of inactivity, your account and all data will be permanently deleted.

To prevent deletion, simply subscribe to any plan before the 12-month period expires.

18. Changes to Terms

We may modify these Terms at any time. We will notify you of material changes by email or through the Service. Continued use of the Service after changes constitutes acceptance of the modified Terms.

19. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

20. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.