Terms of Service

COLDLOG TERMS OF SERVICE Version 1.1, effective 4 October 2026 1. WHO WE ARE AND WHO THESE TERMS APPLY TO 1.1 ColdLog is a trading name of Woodins Cooling Services Ltd, a company registered in England and Wales with company number 13548284 and VAT number GB 410962613, whose registered office is at 36 Ryeland Way, Kingsnorth, Ashford, Kent, TN25 7FU ("we", "us" or "ColdLog"). 1.2 These Terms form a contract between us and the business that registers a ColdLog company account ("you" or "the Customer"). By creating an account, starting a trial, subscribing, accepting these Terms electronically, or continuing to use ColdLog after being notified of updated Terms, you agree to be bound by them. The individual accepting these Terms confirms that they have authority to bind the relevant business. 1.3 ColdLog is provided for business use only and is intended for businesses operating in the United Kingdom. ColdLog is not offered for personal, household or consumer use. 2. THE SERVICE 2.1 ColdLog is an online software platform designed to assist refrigeration, air conditioning and related businesses with operational and record-keeping activities. Features may include: - job records; - service records; - asset records; - F-Gas and refrigerant records; - cylinder records; - quotations; - service and commissioning documentation; - timesheets; - engineer records; - holiday and absence records; - photographs and attachments; - vehicle and expense records; - reporting; - automated calculations; - document reading; - artificial intelligence and automated assistance; and - other operational tools. 2.2 We may improve, update, modify, replace, add or remove features from time to time. We will not intentionally remove a material core record-keeping function from a paid plan without giving affected customers reasonable notice where practicable. 2.3 ColdLog relies on third-party hosting, infrastructure, payment, email, authentication and other technology providers. We aim to make ColdLog available reliably but do not guarantee that the service will always be uninterrupted, error-free, secure or available. 2.4 We may carry out scheduled or emergency maintenance where reasonably required. 3. ACCOUNTS AND USERS 3.1 You are responsible for: - users you invite to your account; - ensuring users have appropriate authority; - activity carried out through your account; - maintaining accurate account information; and - keeping usernames, passwords and login credentials secure. 3.2 You must notify us promptly at info@woodinscoolingservices.co.uk if you believe an account or login has been accessed without permission. 3.3 Your subscription plan may limit the number of users, engineers, administrators or other account seats available. You must not share individual login details or otherwise attempt to avoid applicable user limits. 3.4 You are responsible for removing access for staff or users who no longer require access to your account. 4. TRIAL, SUBSCRIPTIONS AND PAYMENT 4.1 Where offered, new company accounts may receive a free trial of up to 60 days. We may change, withdraw or replace trial offers at any time for new customers. 4.2 Paid subscription plans and current prices are displayed on ColdLog's pricing or subscription pages. Unless stated otherwise, prices exclude VAT, which will be added at the rate required by law. 4.3 Subscriptions are normally billed monthly in advance through our payment provider, Stripe, and automatically renew until cancelled. ColdLog does not directly store your complete payment-card details. 4.4 You may cancel your subscription through the available billing controls. Cancellation normally takes effect at the end of the billing period already paid for. Except where required by law or expressly agreed by us, subscription charges already paid are non-refundable and we do not provide partial refunds for unused parts of a billing period. Price changes 4.5 We reserve the right to change or increase subscription fees, plan pricing, user pricing or other charges relating to ColdLog from time to time. 4.6 Where a price increase affects an existing paid subscription, we will normally give at least 30 days' notice by email, through ColdLog, or by another reasonable electronic method. 4.7 A revised price will not normally apply retrospectively. It will apply from the first subscription renewal occurring after the notice period has expired. 4.8 If you do not agree to a price increase, you may cancel your subscription before the revised price takes effect. Continued use of a paid subscription after the revised pricing becomes effective constitutes acceptance of that pricing. 4.9 We may introduce new plans, premium features, optional modules, usage-based charges or additional services at different prices without being required to provide them under an existing subscription unless expressly stated. 4.10 If a trial expires without a paid subscription, a payment fails and remains unpaid, a subscription is cancelled, or a subscription otherwise ends, we may place the account into read-only status. 4.11 While an account is read-only, users may be permitted to view and export existing records but may be unable to create or modify records. 4.12 Unless the account is reactivated, Customer Data will normally remain available for export for up to 90 days following the end of the paid subscription or closure request. After that period, we may close the account and delete Customer Data in accordance with clause 5. 5. CUSTOMER DATA 5.1 You retain ownership of records, information, files, photographs and other content entered into ColdLog by you or your users ("Customer Data"). We do not claim ownership of Customer Data. 5.2 You grant us permission to host, store, copy, process, transmit, display and otherwise use Customer Data only to the extent reasonably required to: - provide ColdLog; - secure the service; - maintain the service; - comply with your instructions; - provide support; and - meet legal obligations. 5.3 Where Customer Data contains personal data for which you are the controller, we process it on your behalf in accordance with the Data Processing Agreement. 5.4 You may export Customer Data using the export functions available within ColdLog. 5.5 We maintain backup and resilience arrangements appropriate to the nature of the service, but you remain responsible for maintaining copies of records that you are legally, contractually or commercially required to retain. We recommend regular exports of important compliance and business records. 5.6 Following account closure, Customer Data will normally be retained for up to 90 days to allow recovery or export and will then be deleted or rendered inaccessible, unless: - we are legally required to retain it; - a longer period is reasonably required to resolve a dispute; - data remains temporarily within routine backup systems; or - otherwise agreed in writing. Backup copies will be deleted or overwritten through normal backup cycles. 6. YOUR RESPONSIBILITIES AND COMPLIANCE 6.1 ColdLog is a record-keeping and operational software tool. You remain solely responsible for complying with: - F-Gas legislation; - refrigeration and air conditioning regulations; - environmental legislation; - health and safety requirements; - employment law; - tax requirements; - payroll requirements; - data protection law; - contractual obligations; and - any other laws, standards or professional duties applying to your business. 6.2 ColdLog does not provide legal, regulatory, engineering, employment, payroll, accounting, tax, health and safety or other professional advice. Use of ColdLog does not guarantee regulatory or legal compliance. 6.3 You are responsible for checking the accuracy and completeness of information entered into ColdLog. 6.4 Calculations produced by ColdLog, including calculations relating to refrigerant quantities, CO2 equivalent, charges, hours, time, costs, expenses, profitability or other figures, are provided as tools to assist your business. You must verify important calculations before relying on them. 7. ARTIFICIAL INTELLIGENCE AND AUTOMATED FEATURES 7.1 Certain ColdLog features may use automated systems or artificial intelligence to read documents, extract information, analyse records, suggest text, classify data, produce summaries, identify possible issues, or generate calculations or recommendations. 7.2 Automated and AI-generated outputs may be inaccurate, incomplete or misleading. You must review such outputs before relying on them. 7.3 AI or automated output must not be treated as professional advice or as a substitute for qualified engineering judgement, regulatory advice or human review. 7.4 You remain responsible for decisions made using information produced through ColdLog. 8. ELECTRONIC RECORDS, SIGNATURES AND EVIDENCE 8.1 ColdLog may store electronic records including signatures, timestamps, photographs, engineer entries, job records, service reports, asset records, completion records, location-related information and other information submitted by users. 8.2 Such information is generally created from data entered, uploaded or submitted by the Customer and its users. 8.3 Unless expressly stated otherwise, ColdLog does not independently verify: - the identity of the person making an entry; - whether a person was physically present at a particular location; - whether a photograph accurately represents a particular event; - whether a signature was entered by a particular individual; - the accuracy of timestamps generated from user or device activity; or - the truth, authenticity or completeness of a record. 8.4 You remain responsible for deciding what evidential or legal weight to place on records held in ColdLog. 9. PERSONAL DATA AND SENSITIVE INFORMATION 9.1 You must have a lawful basis for personal data you enter into ColdLog. 9.2 You are responsible for informing your staff, engineers, clients and other individuals about how their information is processed. 9.3 ColdLog is not intended to be used as a medical-record system. Customers should avoid entering detailed medical information into absence records or elsewhere within ColdLog. 9.4 Where absence or employment records are used, customers should record only the minimum information reasonably required for their employment and administrative purposes. 9.5 If you choose to enter health information or other special category personal data, you are responsible for ensuring that you have an appropriate lawful basis and special-category condition under applicable data protection law. 10. ACCEPTABLE USE You must not: 10.1 use ColdLog for unlawful purposes; 10.2 attempt to access another customer's account or data; 10.3 interfere with or disrupt ColdLog or its infrastructure; 10.4 attempt to bypass security controls or subscription restrictions; 10.5 upload malicious code; 10.6 use ColdLog to infringe another person's rights; 10.7 resell, sublicense or commercially provide access to ColdLog without our written permission; 10.8 reverse engineer or attempt to copy ColdLog except where the law expressly permits it; or 10.9 use automated tools in a way that places an unreasonable load on the service. 11. OFFLINE USE AND USER DEVICES 11.1 Some ColdLog functionality may allow information to be temporarily stored or cached on a user's device where connectivity is unavailable or limited. 11.2 You are responsible for: - securing devices used to access ColdLog; - using device passwords or other suitable security measures; - controlling access to company devices; - removing ColdLog access when users leave your business; and - ensuring devices reconnect where required so locally stored records can synchronise. 11.3 We do not guarantee that unsynchronised records will be recoverable where a device is lost, damaged, reset or otherwise unavailable. 12. INTELLECTUAL PROPERTY 12.1 ColdLog, including its software, design, branding, workflows, databases, templates and underlying technology, belongs to us or our licensors. 12.2 While your subscription or authorised trial is active, we grant you a limited, non-exclusive, non-transferable right to use ColdLog for your internal business purposes. 12.3 No ownership rights in ColdLog are transferred to you. 13. SUSPENSION AND TERMINATION 13.1 We may suspend access to ColdLog where we reasonably believe this is necessary: - because of a material breach of these Terms; - to protect ColdLog or another customer; - because of suspected fraud or unlawful activity; - because payment remains outstanding; or - to comply with law. 13.2 Where reasonably practicable, we will explain the reason for suspension. 13.3 Either party may terminate this agreement where the other party commits a serious breach and fails to remedy that breach within 14 days after receiving written notice requiring it to do so. 13.4 We may discontinue ColdLog entirely by providing customers with at least 60 days' notice where reasonably practicable. During that notice period, customers will be given a reasonable opportunity to export their Customer Data. 14. LIMITATION OF LIABILITY 14.1 Nothing in these Terms excludes or limits liability for: - death or personal injury caused by negligence; - fraud or fraudulent misrepresentation; or - any liability that cannot legally be excluded or limited. 14.2 Subject to clause 14.1, we will not be liable for: - loss of profit; - loss of revenue; - loss of business; - loss of anticipated savings; - loss of contracts; - loss of goodwill; - loss arising from regulatory penalties or fines imposed on you; - loss arising from inaccurate Customer Data; - loss caused by your failure to maintain required records or backups; or - indirect or consequential loss. 14.3 Subject to clause 14.1, our total aggregate liability arising from or relating to ColdLog in any 12-month period will not exceed the greater of (a) the total subscription fees actually paid by you to us during the 12 months immediately preceding the event giving rise to the claim, and (b) £500. 14.4 We are not responsible for loss caused by events beyond our reasonable control, including failures or outages affecting hosting providers, communications networks, internet providers, payment providers, authentication providers, infrastructure suppliers or other third-party technology. 14.5 The parties acknowledge that the limitations in this clause reflect the subscription price charged for ColdLog. 15. CHANGES TO COLDLOG AND THESE TERMS 15.1 We may update these Terms from time to time. 15.2 For material changes affecting existing customers, we will normally provide at least 30 days' notice through email, ColdLog or another reasonable method. 15.3 Where a change is required urgently for legal, regulatory, security or fraud-prevention reasons, we may make the change sooner where reasonably necessary. 15.4 If you do not agree to a material change, you may stop using ColdLog and cancel your subscription before the change takes effect. 15.5 Continuing to use ColdLog after the revised Terms take effect constitutes acceptance of them. 16. GENERAL 16.1 These Terms, together with the Privacy Policy and Data Processing Agreement where applicable, form the entire agreement between you and us relating to ColdLog. 16.2 You may not transfer your rights under this agreement without our written consent. 16.3 We may transfer our rights and obligations to another company within our group, a purchaser of ColdLog, a purchaser of substantially all of the relevant business or assets, or another successor business. We will provide notice where reasonably practicable. 16.4 If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will continue in effect. 16.5 Failure to enforce a provision immediately does not waive the right to enforce it later. 16.6 These Terms are governed by the laws of England and Wales. 16.7 The courts of England and Wales have exclusive jurisdiction over disputes arising from these Terms. 16.8 Contact: info@woodinscoolingservices.co.uk.