1. About these terms
Yeardesk is run by [Operator’s legal name], [sole trader, or company registered in England and Wales with its number], of [Postal address] (“we”, “us”).
These terms are an agreement between us and the practice or business that uses Yeardesk (“you”). Whoever creates a workspace accepts them on the practice’s behalf, and confirms they’re allowed to. Everyone the practice invites must follow them too. Our data processing addendum forms part of these terms, and our privacy notice explains how we handle account holders’ personal data.
Yeardesk is for businesses, not for personal or household use, so these terms are written for business customers.
2. Early access
Yeardesk is in early access. That means:
- it’s free. If we start charging, we’ll tell you at least 30 days before, and you won’t pay anything unless you agree to;
- features may change, and some may be added or taken away as we learn what practices need;
- we work hard to keep it reliable and secure (see Security), but we can’t promise it will always be available or free of faults.
3. Accounts and access
- Each person needs their own account. Keep your sign-in details and backup codes safe, and don’t share them.
- Workspace owners decide who joins, what role they have and whether two-factor sign-in is required. You’re responsible for what people you invite do in your workspace.
- Tell us straight away at [privacy contact email] if you think someone has got into your account or workspace without permission.
4. Your data
- What you put into Yeardesk stays yours. You let us store and process it only to run Yeardesk for you, as the data processing addendum sets out.
- You’re the controller of your clients’ personal data. You’re responsible for having a lawful basis to put it into Yeardesk, keeping it accurate, and telling your clients how you use it (usually in your own privacy notice).
- Yeardesk isn’t designed for special category data, such as health information, or for payment card details. Keep notes to what you need to do the work.
- Owners can export a workspace’s data at any time, and delete the workspace when they no longer need it.
5. Acceptable use
Don’t use Yeardesk to, or try to:
- break the law, or help anyone else to;
- get into another practice’s workspace, someone else’s account, or any part of Yeardesk you haven’t been given access to;
- test or get round our security, except as responsible research reported to security@yeardesk.com as our security page describes;
- upload malware, or anything you don’t have the right to share;
- send spam, or invite people who haven’t asked to join;
- overload the service, or collect data from it by automated means other than the features and API we provide;
- resell or rent out Yeardesk, or copy it to build a competing product.
6. Deadlines are a guide
Yeardesk works out due dates from year-ends and rules that you can change, and suggests an order of work. It’s a planning aid, not tax or legal advice. Deadlines and rules change, and data can be entered wrongly, so you remain responsible for checking every deadline and filing on time. We aren’t responsible for penalties, interest or other costs from late or incorrect filings.
7. What we do
- Run Yeardesk with reasonable care and skill, and keep it secure and backed up as described on our security page.
- Plan maintenance for quiet times where we can, and tell you about anything that will cause significant downtime.
- Give you at least 30 days’ notice by email before adding or changing a sub-processor (see the list).
8. Liability
- Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn’t allow to be limited.
- Apart from that, neither of us is liable to the other for loss of profit, revenue, business or goodwill, or for any indirect or consequential loss.
- Our total liability to you, however it arises, is limited to the greater of £100 and the fees you paid us in the 12 months before the claim.
9. Ending the agreement
- You can stop using Yeardesk at any time. Deleting your workspace ends these terms for your practice.
- We can suspend or close a workspace or account straight away if it breaks these terms in a serious way, or puts Yeardesk or other practices at risk. Where we can, we’ll warn you first and give you a chance to put things right.
- We can stop offering Yeardesk by giving at least 30 days’ notice by email, so that you have time to export your data.
- When a workspace is deleted, its data is deleted as the data processing addendum describes. Sections 4, 6 and 8 still apply after the agreement ends.
10. Changes to these terms
We may update these terms as Yeardesk develops. If a change matters, we’ll email workspace owners at least 30 days before it takes effect. If you don’t agree, you can stop using Yeardesk before then. Carrying on after that means you accept the new terms.
11. General
- These terms, with the data processing addendum, are the whole agreement between us about Yeardesk.
- We may pass this agreement on to someone who takes over running Yeardesk, and will tell you if we do.
- Nobody else has a right to enforce these terms.
- If a court finds part of these terms unenforceable, the rest still applies.
- We’ll send notices to the email addresses of your workspace’s owners. Send yours to [privacy contact email].
- The law of England and Wales governs these terms, and the courts of England and Wales deal with any dispute.