Terms of service

Last updated 15 September 2026.

These terms are the agreement between Docutrades (“we”, “us”) and the business that creates an account (“you”). By creating an account you accept them on behalf of your company. Docutrades is for businesses; it is not offered to consumers.

1. The service

Docutrades is software that turns survey notes and photos into branded PDF reports, sends them to your customers and records their acceptance. We provide the tool; you provide the surveys, the findings, the recommendations and the prices. The reports are your documents, issued under your name to your customers.

2. Your account

You must give accurate company and contact details and keep them current.
The account owner is responsible for everyone they invite and for keeping logins private.
You must not use the service to send unlawful, misleading or infringing content.
You are responsible for having the right to upload the photos and text you use.

3. Plans, trials and payment

Plans, limits and prices are shown on the pricing page. Prices are in pounds sterling. Docutrades is not VAT registered, so no VAT is added.
Every new account starts with a 14-day free trial that includes five reports. A card is taken at sign-up and the plan you chose is charged automatically when the trial ends, unless you cancel first.
Subscriptions renew monthly. Reports over your monthly allowance are charged at £5 each on your next invoice. Payments, invoices, receipts and card details are handled by Stripe.
You can change plan or cancel at any time in Settings. Cancelling stops billing at the end of the current period. Part-used months are not refunded, except that (a) if you cancel during your first paid month we refund that month’s fee less £5 per report generated in it, and (b) if a renewal is charged and you contact us within 7 days having generated no reports in that period, we refund it in full. See the payments and billing policy for detail.
If a payment fails and is not resolved after Stripe’s retries, the account becomes read-only until it is paid.

4. AI-assisted text

The Enhance feature rewrites your notes into report prose using an AI model. It only changes wording and it never saves anything until you accept it. You remain responsible for the accuracy of every report you issue; always read the result before you send it.

5. Your data

Your surveys, photos, reports and customer details belong to you. We process them only to provide the service, as set out in the privacy policy.
When a customer signs a report through their link we record their name, signature, IP address and time so that you have a record of acceptance.
After cancellation your data is kept for 90 days so you can download reports, then deleted. Email info@docutrades.com for an export or an earlier deletion.

6. Availability and support

We aim to keep the service available at all times but do not guarantee uninterrupted access. We may change or add features, and will give notice of any change that removes something you rely on. Support is by email at info@docutrades.com.

7. Liability

Docutrades provides software, not surveying advice. We are not liable for the content of your reports, for decisions your customers make on them, or for any loss of profit, business or data arising from use of the service. Our total liability to you in any twelve month period is limited to the fees you paid us in that period. Nothing in these terms limits liability that cannot be limited by law.

8. Ending the agreement

You can close your account at any time from Settings. We may suspend or close an account that breaks these terms, does not pay, or puts the service or other customers at risk, and will tell you why.

9. General

These terms are governed by the law of Scotland and the courts of Scotland have jurisdiction. If we update these terms we will show the new date above and, for material changes, email account owners. Questions: info@docutrades.com.