Terms of Service

The terms behind your subscription.

These are the terms under which we provide SubRound to you. Written to be readable. If something below is unclear, email admin@subround.com and we'll explain it.

Last updated: 16 May 2026 · Version 1.0

On this page

1. The agreement

This page describes the terms under which SubRound is offered. By signing up for a SubRound subscription you agree to these terms. The operator of SubRound at the time of writing is J Potts Logistics Ltd (Companies House registration 12902676), pending the formation of a dedicated SubRound Ltd entity that will assume operations. References to "we" / "us" / "SubRound" in this document refer to that entity.

If you are agreeing to these terms on behalf of a company, you confirm you have authority to do so.

2. What we provide

SubRound is a software-as-a-service operations platform for UK parcel-subcontractor businesses. Each subscribing customer ("you") receives:

  • A dedicated single-tenant deployment on a UK-hosted virtual private server
  • Access to the modules described on the pricing page at the tier you've subscribed to
  • White-labelling with your colours, logo and domain (Operator tier and above)
  • Email support (response within one working day on Starter, priority on Operator and Fleet)
  • Daily encrypted backups, TLS-encrypted access, and the technical safeguards described on the security page

3. Free trial

New customers receive a 30-day free trial. During the trial:

  • You can use the full platform with no functional restrictions
  • No card-on-file or pre-payment is required
  • If you decide not to continue past day 30, we tear down your instance and delete your data at no cost
  • If you decide to continue, the £2,000 setup fee is invoiced on day 30 with 14-day payment terms, and your monthly subscription begins on day 31

4. Fees and payment

Subscription fee

Monthly per-active-driver subscription, billed in arrears on the first business day of each calendar month for the prior month's active driver count. Rates as published on the pricing page apply.

Setup fee

£2,000 (excluding VAT), invoiced once at the end of the trial period when you commit to continue.

Payment terms

  • Invoices are issued by email (PDF) with 14-day payment terms
  • Payment is by BACS direct debit or bank transfer to a UK bank account specified on the invoice
  • VAT is charged where applicable at the prevailing UK rate

Late payment

If an invoice is more than 14 days overdue we may, at our discretion, suspend access to the platform (you'll continue to have read-only data export rights). We charge statutory interest under the Late Payment of Commercial Debts (Interest) Act 1998 on undisputed overdue invoices.

Price changes

We may change our subscription rates with 90 days' notice in writing. If you don't accept the new rate, you can terminate at the end of the current notice period without further charge.

5. Setup work

The £2,000 setup fee covers the work of provisioning your dedicated instance:

  • Provisioning a UK virtual private server in your name and configuring it with encrypted volumes, TLS, monitoring and daily backups
  • Applying your branding (logo, colours, custom domain)
  • Migrating your existing driver list, vehicles, contracts and last 6 months of invoices from spreadsheets or another system
  • Two 90-minute training sessions (one for you, one for your dispatcher / admin)

Setup typically completes within 5–7 working days from acceptance. Where data migration is unusually complex, we'll agree any additional scope in writing before starting work.

6. Term and termination

Term

The agreement starts on the day you accept these terms (or sign up for a trial) and continues on a month-to-month basis until terminated. There is no minimum commitment beyond the current month.

Termination for convenience

Either party may terminate the agreement at any time by giving 30 days' written notice. Your final invoice is for the calendar month containing the end of the notice period.

Termination for cause

Either party may terminate immediately if the other party:

  • Materially breaches the agreement and fails to cure within 14 days of written notice
  • Becomes insolvent, enters administration, or has a petition presented for winding-up

After termination

  • You retain read-only access to export your data for 30 days
  • After 30 days we permanently delete your data from our active systems
  • Backups containing your data are purged on the next backup rotation (maximum 8 weeks)
  • Any provisions of these terms that by their nature should survive termination (e.g. confidentiality, liability, governing law) do survive

7. Your data

  • You own all operational data you put into SubRound
  • You can export all of it as CSV at any time via the platform
  • We process operational data only on your instructions, under the Data Processing Agreement (DPA) provided at onboarding
  • We do not use your data to train AI models or for any purpose other than operating the service for you
  • We will notify you of any personal-data breach affecting your data within 24 hours of confirmation, and notify the UK ICO within 72 hours where required under Article 33 of UK GDPR

See the Privacy Policy and Security page for further detail.

8. Availability

We aim for 99.5% monthly availability of the platform, measured monthly excluding scheduled maintenance windows. Scheduled maintenance is announced at least 48 hours in advance and is normally performed outside UK business hours.

We do not currently offer a service-level credit scheme. If a significant unavailability event affects you, we'll discuss appropriate remediation case-by-case.

Live platform status is published at status.subround.com.

9. Support

  • All tiers: email support at support@subround.com
  • Starter: response within one working day, UK business hours
  • Operator and Fleet: priority response, target within 4 working hours, UK business hours
  • Fleet: dedicated Slack / WhatsApp channel and quarterly business review

10. Intellectual property

We retain all intellectual property rights in the SubRound platform, including the source code, documentation, and design. Your subscription grants you a non-exclusive, non-transferable right to use the platform for the duration of your subscription.

You retain all rights in your data, your logo, your domain, and any content you upload to your tenant.

If we add features, improvements or new modules that benefit all customers, you receive the benefit of them at no additional cost provided they fall within the tier you've subscribed to.

11. Confidentiality

Each party will keep the other party's confidential information confidential, use it only to perform under this agreement, and protect it with at least the same care as it would its own confidential information (and never less than reasonable care).

Confidential information includes operational data, financial information, business plans, customer lists, and the existence and terms of this agreement.

Confidentiality obligations survive termination for 3 years, except for trade secrets which remain confidential for as long as they qualify as such.

12. Warranties and disclaimers

We warrant that:

  • The platform will perform substantially in accordance with the documentation provided
  • We will provide the service with reasonable care and skill
  • We have the right to provide the service

Except for the express warranties above, the service is provided "as is" without any other warranties, express or implied, including warranties of merchantability or fitness for a particular purpose. We do not warrant that the service will be uninterrupted or error-free.

13. Limitation of liability

Nothing in this agreement excludes or limits either party's liability for:

  • Death or personal injury caused by negligence
  • Fraud or fraudulent misrepresentation
  • Any other liability that cannot be excluded or limited under English law

Subject to the above, each party's total aggregate liability arising out of or in connection with this agreement, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to the total fees paid by you to us in the 12-month period immediately preceding the event giving rise to the claim.

Neither party is liable for any indirect, special, incidental, or consequential losses, including loss of profits, loss of business, loss of goodwill, or loss of data (except for our obligation to maintain backups as described in the Security page).

14. Changes to these terms

We may update these terms from time to time. Material changes affecting current customers are emailed to the administrator on the account at least 30 days before they take effect. If you don't accept the changes you may terminate without charge at the end of the notice period.

15. Governing law and jurisdiction

This agreement is governed by the laws of England and Wales. The English courts have exclusive jurisdiction over any disputes, except that either party may seek injunctive relief in any court of competent jurisdiction.

If any part of this agreement is held to be unenforceable, the rest remains in force.

16. Contact