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Terms of Service

Last updated 19 August 2026

These terms govern your use of the SubbyWise application and this website. By creating an account or joining the waitlist you agree to them. If you are agreeing on behalf of a company, you confirm you are entitled to do so.

1. Who you are contracting with

SubbyWise ("we" or "us") is a UK sole trader business. Our business address is available on request by email at hello@subbywise.co.uk. "You" means the business or individual holding the account.

2. The service

SubbyWise is software for managing payment applications, payments, retention, commercial adjustments and compliance records for construction subcontractors. We may add, change or remove features as the product develops. If we remove something significant that you rely on, we will give you reasonable notice.

SubbyWise is a record-keeping and calculation tool, not professional advice. It does not provide legal, tax, accounting or health and safety advice. Figures it produces — including CIS deductions, VAT treatment and retention — depend on the settings you enter and the contract you have agreed. You remain responsible for checking that what you submit to your client, your accountant and HMRC is correct.

3. Early access

While SubbyWise is in early access, the service is still being actively developed. It may change more often than a mature product, and occasional faults are more likely. We ask early access users to tell us when something is wrong; in return early access is offered free for the stated period. You should keep your own records during this time rather than relying on SubbyWise as your only copy.

4. Your account

  • Keep your login details secure and do not share them. You are responsible for what happens under your account.
  • You are responsible for the users you invite, including field users and any external QS you give access to.
  • Tell us promptly if you believe an account has been compromised.
  • Accounts are for the business that holds them. Do not resell or provide the service to a third party as if it were your own.

5. Acceptable use

You agree not to:

  • Use the service unlawfully, or to store unlawful content.
  • Upload material you have no right to hold, or personal data about people you have no proper basis to record.
  • Attempt to break, overload, probe or reverse engineer the service, or access another company's data.
  • Use automated means to extract data at a scale that affects other users.

6. Fees

  • The subscription is £99 per month plus VAT unless we have agreed something different with you in writing.
  • It is monthly rolling. There is no minimum term and you can cancel at any time, effective at the end of the period you have paid for.
  • Free early access periods are exactly that — nothing is charged until the free period ends, and we will tell you before it does.
  • We may change pricing with at least 30 days' notice. If you do not accept a change, cancel before it takes effect.
  • Fees already paid are not refundable on a part-month basis, except where the law requires it.

7. Your data

Your data stays yours. You keep all rights in the projects, applications, payments, documents and compliance records you put into SubbyWise. You grant us only the permission needed to host, back up, process and display that data in order to provide the service to you.

You can export your data at any time while your account is open — reports to PDF and Excel, and invoice data to Sage, Xero, QuickBooks or CSV. Where we process personal data on your behalf we do so as your processor; see the privacy policy.

8. Our intellectual property

The software, design, documentation and the SubbyWise name remain ours. You get a non-exclusive, non-transferable right to use the service for your own business while your account is active.

9. Availability

We aim to keep SubbyWise available at all times, but we do not guarantee uninterrupted service. Planned maintenance will be notified in advance where practical. We are not responsible for failures caused by your internet connection, your device, or third-party services outside our control.

10. Liability

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

Subject to that, we are not liable for loss of profit, loss of business, loss of contracts, or indirect or consequential loss; and our total liability to you in any 12-month period is limited to the fees you paid us in that period. Where the service was provided free of charge, that total is limited to £100.

You are responsible for verifying figures before you rely on them in a payment application, an invoice, a tax return or a compliance submission.

11. Ending the agreement

  • You may cancel at any time from your account or by emailing us.
  • We may suspend or end an account that breaches these terms, or where fees remain unpaid after we have asked.
  • After closure we normally retain your data for around 90 days so it can be restored, then delete it. Ask and we will delete it sooner.

12. Changes to these terms

We may update these terms. For material changes we will email account holders and update the date at the top of this page. Continuing to use the service after a change takes effect means you accept it.

13. Law

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

14. Contact

Questions about these terms: hello@subbywise.co.uk.