Terms and Conditions

1. About these Terms

1.1 These terms and conditions (the Terms) govern your use of Electrical Pilot, the business management software for electrical contractors provided by Electrical Pilot Ltd, a company registered in England and Wales (company number 17406845), whose registered office is at 3 Annie Senior Gardens, Bolton Upon Dearne, Rotherham, South Yorkshire, S63 8FL (we, us, our).

1.2 Electrical Pilot is provided only to businesses, sole traders and other trade customers for use in the course of their business. It is not offered to consumers. By creating an account you confirm that you are acting for the purposes of your trade, business or profession.

1.3 The business that creates an Electrical Pilot account (you, your, the Customer) agrees to these Terms when it creates the account, ticks the box to accept them, or uses the Service. The person accepting confirms they are authorised to bind that business.

1.4 These Terms include Schedule 1 (Data Processing Agreement) and Schedule 2 (Sub-processors). Our Privacy Policy explains how we handle personal data for which we are the controller.

2. Definitions

2.1 In these Terms:

• Service means the Electrical Pilot web application, mobile apps, customer-facing pages (such as online quote, invoice and booking links) and related features, as updated from time to time.
• Account means your company account on the Service, including all Users under it.
• Admin means a User with administrator rights on the Account; Staff Member means a User with restricted rights; User means any individual you allow to use the Service under your Account.
• Customer Data means all data, documents, images, recordings and other content entered into, uploaded to or generated within the Service by you or your Users, or by your own customers through customer-facing pages, including personal data about your customers.
• Generated Documents means quotes, invoices, electrical certificates, reports, risk assessments, letters and other documents produced using the Service.
• AI Features means features of the Service that use artificial intelligence, including text drafting, photo and board reading, transcription, the chat and voice assistants, the AI phone assistant and AI-generated images and videos.
• Subscription means your paid plan for the Service; Fees means the subscription fees and any other charges payable under these Terms.
• Prepaid Balance means the balance you top up in advance and which pays for clearly priced usage-based extras such as text messages and AI-generated marketing photos and videos.
• Third-Party Services means services provided by others that the Service connects to or relies on, such as Stripe, Meta (Facebook and Instagram), Google, Xero, QuickBooks, Sage, Twilio and ENA Connect Direct.

3. The Service

3.1 Electrical Pilot provides software tools to help electrical contractors run their business, including customer and job management, quoting and invoicing, electrical certificates and reports, calendar and online booking, Solar PV, battery and EV workflows, marketing tools, communications by email, text message and WhatsApp link, and AI Features. The features available to you depend on your Subscription.

3.2 We may improve, change, add or remove features from time to time. If a change materially reduces the core functionality you pay for, we will give you reasonable notice and, if you do not accept it, you may cancel your Subscription and receive a pro-rata refund of any Fees you have paid in advance for the period after the change.

3.3 Some features may be labelled as beta, preview or trial features. They are provided to try out, may change or be withdrawn, and may not be as reliable as the rest of the Service.

3.4 The Service is software and information tools only. We do not provide electrical, engineering, legal, tax, accounting or other professional services or advice, and we do not inspect, test, design or certify any electrical installation. See clause 9.

4. Your Account and Users

4.1 You must give accurate information when you register and keep it up to date. You are responsible for all activity under your Account, including the actions of your Users.

4.2 You decide who to invite as Users and what role they have. Admins can see the company's financial and business information and change settings; Staff Members have restricted access. You must make sure each User keeps their login details confidential and you must remove access promptly when a User leaves your business.

4.3 You must tell us immediately at admin@electricalpilot.co.uk if you suspect unauthorised access to your Account.

4.4 Each Account is for one business. You may not resell the Service or provide it to other businesses without our written agreement.

5. Free Trial and Beta Access

5.1 New Accounts may start with a free trial (currently 14 days) with the features and AI credit allowance shown when you sign up. At the end of the trial you need an active paid Subscription to keep using the Service.

5.2 We may invite some businesses to use the Service on a free or discounted beta basis. Beta Accounts may have usage allowances (for example a number of free AI photos and videos for the whole beta period). We may end or change beta arrangements on 30 days' notice.

5.3 During any free trial or free beta, the Service is provided free of charge and, to the extent permitted by law, without any commitment as to availability or performance.

6. Subscriptions, Fees and Payment

6.1 Subscriptions are billed monthly in advance. The current plans, prices and what each includes are shown in the Service and on our website. Electrical Pilot Ltd is not currently VAT registered, so no VAT is added at present. If we become VAT registered, all prices will be treated as exclusive of VAT and VAT will be added where applicable.

6.2 Payments are collected by our payment provider, Stripe. By subscribing you authorise us (through Stripe) to charge your chosen payment method for each billing period until you cancel.

6.3 We may change our prices by giving you at least 30 days' notice by email or in the Service. The new price applies from your next billing period after the notice period ends. If you do not agree, you may cancel before the change takes effect.

6.4 If a payment fails, we will try to tell you. If it remains unpaid 7 days after we tell you, we may restrict or suspend your Account until payment is made. We may charge interest on overdue Fees at 4% a year above the Bank of England base rate from time to time, accruing daily from the due date until payment. Your Customer Data is not deleted because of a suspension for non-payment unless your Account is closed under clause 8.

6.5 Except as set out in these Terms or required by law, Fees are non-refundable and there are no refunds or credits for part-used billing periods.

7. AI Credits, Prepaid Balance and Paid Extras

7.1 AI credits. Your Subscription may include a monthly allowance of AI credits used by AI Features. Each feature uses the number of credits shown in the Service. Unused included credits do not roll over to the next billing period. You may buy extra credit packs; purchased extra credits do not expire while your Account is active.

7.2 Prepaid Balance. Some usage-based extras are paid for from your Prepaid Balance, which you top up in advance. These currently include text messages (charged per message segment) and AI-generated marketing photos and videos. The price of each extra is shown before you use it, and using it deducts that amount from your Prepaid Balance.

7.3 If an extra fails because of a fault on our side or our provider's side (for example a text message cannot be delivered or an AI photo cannot be generated), the amount charged is automatically returned to your Prepaid Balance where our systems can confirm the failure. Where the outcome is uncertain, we will review it and either deliver the item or refund the charge.

7.4 Prepaid Balance is a prepayment for using the Service and is not refundable as cash, except on closure of your Account where any unused balance of more than £5 will be refunded on request. It cannot be transferred to another Account and does not earn interest.

7.5 Only the account owner can buy paid extras and top up the Prepaid Balance. There is no setting that allows a Staff Member to do so.

8. Cancellation, Suspension and Termination

8.1 You can cancel your Subscription at any time in the Service or by emailing us. Cancellation takes effect at the end of your current billing period, and you can continue to use the Service until then.

8.2 We may suspend or terminate your Account immediately by notice if you materially breach these Terms (including clause 12), fail to pay Fees when due as described in clause 6.4, become insolvent, or if we reasonably believe your use creates a legal, security or reputational risk to us, other customers or third parties. Where reasonable, we will give you a chance to put things right first.

8.3 We may end the Service for all customers, or end these Terms for convenience, by giving at least 90 days' notice, and will refund a pro-rata share of any Fees paid in advance for the period after termination.

8.4 Your data after termination. For 30 days after your Account closes you may ask us to provide an export of your Customer Data. After that period we will delete Customer Data from the live Service within a further 30 days, and backups are overwritten on their normal cycle, except where we must keep it by law. Generated Documents such as certificates and invoices may need to be kept by you for legal or regulatory reasons – you are responsible for exporting and keeping your own copies before your Account closes.

9. Your Professional Responsibilities

9.1 Electrical Pilot is a tool for qualified, competent electrical contractors. You remain solely responsible for all electrical work, inspection, testing, design, certification, advice and decisions you make, whether or not you used the Service to do so. This includes compliance with BS 7671 (IET Wiring Regulations), the Building Regulations, the Electricity at Work Regulations, any competent person or certification scheme rules (for example NICEIC, NAPIT or MCS) and all other applicable law and guidance.

9.2 Certificates and reports. The Service provides forms, templates, checklists, calculations and validation prompts to help you record your work. It does not inspect or test anything and it does not certify that any installation is safe or compliant. You are responsible for the accuracy and completeness of every certificate and report you issue, including all test results, observations, classification codes and signatures. Validation prompts in the Service are an aid only and do not guarantee that a document is complete or correct.

9.3 Calculations and reference tools. Tools such as maximum earth fault loop impedance, cable sizing, voltage drop, fault current and similar calculators provide estimates based on the information you enter and on published data. You must check results against the current regulations and manufacturers' data and use your own professional judgement before relying on them.

9.4 Quotes, invoices and tax. You are responsible for your prices, the content of your quotes and invoices, and for applying VAT, the VAT domestic reverse charge, CIS and any other tax correctly. Figures, reports and VAT estimates shown in the Service (including profit and "VAT owed" figures) are management information only, are not a VAT return or accounts, and must not be relied on in place of professional accounting advice.

9.5 Your customers. Your contracts are between you and your own customers. We are not a party to them and are not responsible for your work, prices, payments, disputes, warranties or guarantees. When your customers pay you through card payments set up with your own Stripe account, the payment is between you and your customer and is subject to Stripe's terms.

9.6 Submissions to third parties. Where the Service helps you prepare or submit information to third parties (for example a network operator through ENA Connect Direct, an accounting system, or a scheme provider), you must review and confirm the information before it is submitted and you are responsible for its accuracy.

10. AI Features

10.1 AI Features use third-party artificial intelligence models (currently provided by OpenAI) to help you draft text, read photos and documents, transcribe speech, answer questions about your business records, handle calls and create marketing content.

10.2 AI output can be wrong. AI Features can produce information that is inaccurate, incomplete, out of date or inappropriate. AI output is a suggestion only. You must review and, where necessary, correct any AI output before you use it, send it to anyone or rely on it and you are responsible for what you choose to use. AI Features never replace your own inspection, testing or professional judgement and you must not rely on AI Features to assign classification codes or make compliance decisions on your behalf. All AI outputs, including transcripts, summaries, suggestions and assistant actions, are provided for you to review, are not guaranteed to be accurate and you are responsible for reviewing them before you rely on them.

10.3 What we send to AI providers. Only the information needed for the specific feature you use is sent to the AI provider. Our AI provider does not use data sent through its API to train its models (see the Privacy Policy).

10.4 AI phone assistant. If you enable the AI phone assistant, it will answer calls forwarded to your assigned number, speak with callers using an AI voice, convert the caller's speech to text and create a text transcript and summary. Calls are not audio-recorded. The AI phone assistant is off unless you switch it on. You control what the assistant does. There is a separate setting that allows the assistant to move bookings on its own. When that setting is off, the assistant cannot move bookings itself and only passes the caller's request on to you. The assistant also automatically texts the caller in four cases: (i) when it takes a new enquiry (for example a quote request), confirming the enquiry has been received and that you will be in touch; (ii) when it moves a booking; (iii) when it passes on a booking change request; and (iv) when it flags something urgent. There is no separate setting to stop these texts. They stop if the assistant is switched off and the booking move texts stop if the move bookings setting is off. You are responsible for deciding to use it, for its greeting and instructions and for making sure callers are told they are speaking to an automated assistant and that their speech is turned into text, as required by law.

10.5 AI marketing content. You are responsible for any marketing content you publish, including AI-generated text, photos and videos, and for making sure it is accurate, not misleading and complies with advertising rules and the rules of the platforms you post to. AI-generated images and videos should not be presented as photographs of your own completed work.

10.6 Use of AI Features is subject to the credits, Prepaid Balance charges and limits shown in the Service.

11. Customer Data and Data Protection

11.1 As between you and us, you own your Customer Data. You grant us a licence to host, copy, process, transmit and display Customer Data only as needed to provide, secure and support the Service, and as otherwise set out in these Terms.

11.2 For personal data within Customer Data (for example details of your customers, their properties and your staff), you are the controller and we are your processor. Schedule 1 (Data Processing Agreement) applies and forms part of these Terms.

11.3 You are responsible for having a lawful basis to collect and use the personal data you put into the Service, for giving your customers any privacy information they need (including about third parties such as network operators where relevant), and for having any consent required before you send marketing messages to them by email, text message or otherwise.

11.4 We will keep Customer Data confidential and will not sell it or use it for our own purposes, except that we may use aggregated and anonymised usage information (which does not identify you, your customers or any individual) to operate, secure and improve the Service and to understand costs.

11.5 Keep your own records. We take reasonable steps to back up the Service, but you should regularly export and keep your own copies of important records, certificates and invoices.

12. Acceptable Use

12.1 You must not, and must make sure your Users do not:

• use the Service for anything unlawful, fraudulent or misleading, or to create false or misleading certificates, documents or records;
• send unsolicited marketing or messages to people who have not agreed to hear from you, or messages that are abusive or misleading;
• upload content that infringes anyone's rights, contains malware, or is unlawful, defamatory or offensive;
• try to access another business's Account or data, test, probe or bypass our security, or reverse engineer, copy or create a competing product from the Service;
• overload or interfere with the Service, or use automated tools to access it other than through features we provide;
• connect Third-Party Service accounts that you are not authorised to connect, or breach the terms of any Third-Party Service through the Service.

13. Third-Party Services

13.1 The Service relies on, and lets you connect to, Third-Party Services. Your use of a Third-Party Service is also governed by that provider's own terms and privacy policy, which you must accept and comply with. We are not responsible for Third-Party Services, their availability or any changes they make, and a feature that depends on a Third-Party Service may change or stop working if that provider changes or withdraws its service.

13.2 When you connect an account such as Facebook, Instagram, Google Business Profile, Stripe, Xero, QuickBooks or Sage, you authorise us to access that account and carry out the actions you request (for example posting content or creating invoices) on your behalf. You can disconnect at any time.

13.3 Electrical Pilot is not affiliated with, endorsed by or sponsored by Google, Meta, OpenAI, Stripe, the Energy Networks Association or any other Third-Party Service provider, or by any certification scheme.

14. Intellectual Property

14.1 We and our licensors own all intellectual property rights in the Service, including its software, design, templates, certificate layouts, wording, databases and content (other than Customer Data). We grant you a non-exclusive, non-transferable licence to use the Service for your internal business purposes during your Subscription, in line with these Terms.

14.2 You own the Generated Documents you create and may use them in your business. This does not give you any rights in our software, templates or layouts other than to use the Generated Documents themselves.

14.3 Where AI Features produce output for you, as between you and us you may use that output in your business, subject to clause 10 and to the terms of our AI provider.

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

15. Availability and Support

15.1 We aim to keep the Service available and working properly, but we do not guarantee it will be uninterrupted or error-free. We may need to carry out maintenance, which we will try to do at quiet times.

15.2 Some features can save work on your device while you are offline and upload it when you reconnect. Information saved only on a device may be lost if the device is lost, reset or its storage is cleared before it reconnects.

15.3 Support is provided by email at admin@electricalpilot.co.uk during normal UK business hours.

16. Confidentiality

16.1 Each of us will keep the other's confidential information confidential and use it only for the purposes of these Terms, except where disclosure is required by law or to professional advisers bound by confidentiality.

17. Our Liability

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

17.2 Subject to clause 17.1, we are not liable to you, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for: loss of profits, revenue, business, contracts or goodwill; loss arising from your electrical work, certification, advice or decisions; loss caused by your reliance on AI output, calculations, validation prompts or management information without your own checks; loss caused by Third-Party Services; or any indirect or consequential loss.

17.3 Subject to clause 17.1, our total liability arising out of or in connection with these Terms (including all claims in aggregate) is limited to the greater of the Fees you paid us in the 12 months immediately preceding the event giving rise to the claim and £100.

17.4 Except as expressly set out in these Terms, all warranties, conditions and other terms implied by statute or common law are excluded to the fullest extent permitted by law.

18. Your Indemnity

18.1 You will indemnify us, and keep us indemnified, against all losses, damages, costs (including reasonable legal costs) and claims we suffer or incur arising from: your electrical work, certificates and advice; your breach of clause 11.3 or clause 12; content you or your Users publish or send through the Service; and claims by your customers or by Third-Party Service providers relating to your use of the Service. This clause survives termination of these Terms.

19. Changes to these Terms

19.1 We may update these Terms from time to time. We will give you at least 30 days' notice of material changes by email or in the Service. If you continue to use the Service after the changes take effect, the updated Terms apply. If you do not agree, you may cancel before they take effect.

20. General

20.1 Assignment. You may not transfer your rights under these Terms without our consent. We may transfer them to a company that takes over our business or the Service, and will tell you if we do.

20.2 Events outside our control. We are not liable for delay or failure caused by events beyond our reasonable control, including failures of Third-Party Services, telecoms or hosting providers.

20.3 Notices. We may give notices by email to the Account's primary email address or in the Service. You may give notices to admin@electricalpilot.co.uk.

20.4 Entire agreement. These Terms (including the Schedules) are the entire agreement between us about the Service and replace any earlier arrangements.

20.5 Severance and waiver. If any part of these Terms is found unenforceable, the rest remains in force. A delay in enforcing a right is not a waiver of it.

20.6 Third-party rights. No one other than you and us has any right to enforce these Terms.

20.7 Law and courts. These Terms and any dispute about them are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Schedule 1 – Data Processing Agreement

This Schedule sets out the terms required by Article 28 of the UK GDPR for our processing of personal data on your behalf. In this Schedule, UK GDPR, controller, processor, personal data, personal data breach and data subject have the meanings given in the UK GDPR and the Data Protection Act 2018 (together, Data Protection Law).

1. Details of the processing

2. Our obligations as processor

2.1 We will process personal data only on your documented instructions, which are given by these Terms and by your use of the Service's features, unless the law requires otherwise (in which case we will tell you unless the law prevents it).

2.2 We will make sure that anyone we authorise to process the personal data is bound by confidentiality.

2.3 We will implement appropriate technical and organisational measures to protect the personal data, including encryption in transit, encrypted storage provided by our hosting providers, separation of each company's data using database-level access controls, role-based access for Admins and Staff Members, and restricting our own staff access to what is needed to operate and support the Service.

2.4 You give general authorisation for us to use the sub-processors listed in Schedule 2. We will give you at least 14 days' notice of any new sub-processor (by email or in the Service) and you may object on reasonable data protection grounds; if we cannot reasonably accommodate the objection, you may cancel your Subscription. We will impose data protection obligations on each sub-processor equivalent in substance to this Schedule and remain responsible for their performance.

2.5 Taking into account the nature of the processing, we will assist you, by appropriate measures where possible, to respond to requests from data subjects exercising their rights. Much of this can be done by you directly in the Service (for example editing or deleting a customer record).

2.6 We will assist you with your obligations on security, personal data breach notification, data protection impact assessments and consultation with the ICO, taking into account the nature of processing and the information available to us.

2.7 We will notify you without undue delay after becoming aware of a personal data breach affecting your Customer Data, and give you the information we reasonably hold that you reasonably need to meet your own obligations.

2.8 At the end of the Service we will delete or return Customer Data as set out in clause 8.4, unless we are required by law to keep it.

2.9 We will make available the information reasonably necessary to demonstrate our compliance with this Schedule and allow for and contribute to audits, including inspections, by you or an auditor you appoint, on reasonable notice, at your cost and no more than once a year unless required by the ICO or following a personal data breach.

2.10 International transfers. Some sub-processors process personal data outside the UK (see Schedule 2). Where this happens we will make sure there is a lawful transfer mechanism in place, such as the UK International Data Transfer Agreement or Addendum, or a UK adequacy regulation (including the UK-US data bridge where the recipient is certified).

3. Your obligations as controller

3.1 You will make sure you have a lawful basis for the processing, that your instructions comply with Data Protection Law, and that data subjects have been given the information required by Data Protection Law.

Schedule 2 – Sub-processors

Locations and transfer mechanisms are confirmed from each provider's data processing terms and are set out below. For Supabase, Vercel and Resend the regions stated are the configured processing regions; the provider may process certain data (for example in transit or for support) in other locations, with a lawful transfer mechanism in place for any transfer outside the UK.