Terms of service

Terms of service (DRAFT, awaiting Dan's approval)

Status: DRAFT v1 (2026-08-07). Written by Claude for ticket E5.

Not published, not in force, not legal advice. Dan reviews, amends

and approves before the first paying customer; a solicitor's

read-through before launch is strongly recommended, particularly on the

liability and data-protection sections. Placeholders in `[SQUARE

BRACKETS]` are facts only Dan can supply.

1. Who these terms are between

These terms are between [LEGAL ENTITY NAME — Dan to confirm] (company

number [NUMBER], registered at [ADDRESS]) — "we", "us" — and the

business subscribing to the service — "you".

The service is Plan & Post, at planandpost.co.uk.

2. What the service does

We collect planning applications published by UK local planning

authorities, make them searchable, and — on your instruction — print and

post letters to the applicants you select.

What we do not do: we do not introduce you to anyone, guarantee a

reply, guarantee that a letter arrives, or promise any level of business

resulting from the service.

3. What we charge, and when

• Council subscriptions are billed monthly in advance, per council,

at the price shown when you subscribe. A council carries a minimum term

of [30] days from the date you add it.

• Letters are billed per letter actually posted, at the price shown

before you confirm each send. Letters that fail at the printer are not

charged.

• Payment is by card via Stripe. We do not store your card details.
• If a payment fails, we may suspend sending until it is resolved. Your

data access continues for [7] days after a failed payment before

suspension.

Spend caps. Every account has a monthly cap on letter spend. We will

not post letters beyond it. Raising a cap requires our agreement — this

is deliberate, and protects you.

4. The data we give you, and its limits

Planning application data is published by councils, not by us. We

present it as we find it.

We do not warrant that the data is complete, current or accurate. Councils

publish at different times, in different formats, and sometimes not at

all; some withhold applicant names entirely. Where a council's website is

unavailable or changes, there may be gaps. We make reasonable efforts to

detect and repair such gaps and to tell you where coverage is thin.

You must not resell, redistribute or publish the data we provide, or

use it to build a competing dataset.

5. Your responsibilities when writing to people

This is the part that matters most, because it is your name on the letter.

• You are the sender. The letters are written by you, sent on your

instruction, and identify your business. You are responsible for their

content.

• You must comply with data protection law in how you use the personal

data we provide — in the UK, principally UK GDPR and the Data Protection

Act 2018. Our privacy notice explains the basis on which the data is

processed.

• You must honour opt-outs. Anyone who asks not to be written to is

added to a suppression list that applies across the whole service,

permanently and for every customer. You must not work around it.

• You must not send anything misleading, threatening, or implying an

official or council connection. You must not claim a planning decision

has been made when it has not.

• You must not write to the same applicant about the same application

more than once. The system enforces this; do not attempt to defeat it.

We may suspend or terminate an account that breaches this section, without

refund, and we will tell you why.

6. Availability

We aim to keep the service available but do not guarantee uninterrupted

access. We may take it down for maintenance, ideally with notice.

7. Liability

Nothing in these terms limits liability for death or personal injury

caused by negligence, for fraud, or for anything else that cannot lawfully

be limited.

Subject to that, **our total liability to you in any 12-month period is

limited to the fees you paid us in that period**, and we are not liable

for loss of profit, loss of business, loss of anticipated savings, or

indirect or consequential loss.

We are not liable for the consequences of letters you chose to send.

8. Ending the agreement

• You may cancel at any time. Council subscriptions run to the end of

their minimum term and the current paid month; letters already posted

are not refundable.

• We may end the agreement on [30] days' notice, or immediately if

you breach section 5.

• On termination we stop processing your account and delete or anonymise

your data per our retention policy.

9. Changes to these terms

We may change these terms. Material changes will be notified by email at

least [14] days before they take effect. Continuing to use the service

after that means you accept them.

10. Law

These terms are governed by the law of **[England and Wales — Dan to

confirm]**, and its courts have exclusive jurisdiction.

11. Contact

[SUPPORT EMAIL — Dan to confirm]

---

Open questions for Dan before this can be approved

1. Legal entity — is Plan & Post trading under Blueworkz, a new

company, or you personally? This changes clauses 1, 7 and 11, and it

also determines what the privacy notice names as data controller.

2. Liability cap — fees-paid-in-12-months is the conventional small

SaaS position. Confirm you're comfortable, or set a figure.

3. The numbers in brackets — 30-day minimum term, 7-day grace on

failed payment, 30-day notice, 14-day notice of changes.

4. Support email — one address that will actually be read.

5. Solicitor review. Sections 5 and 7 are where a real dispute would

land. This is worth an hour of a solicitor's time before the first

customer, not after.