Terms

This agreement is between your firm — the business named when the account was set up — and Graft (graftdiary.com), who run the app. "You" means the firm. "We" and "us" means Graft.

Everyone you give an account to is covered by these terms, and you're responsible for what they do with it. If a worker on your account does something these terms don't allow, that sits with the firm.

You accept these terms by ticking the box when you sign up. We record the date, the version you saw, and the connection you signed up from, so both of us can say later exactly what was agreed.

Graft is a diary, job book and money record for building firms. It keeps your jobs, your crew, your costs, your payments in, your quotes and your holiday in one place, and it turns the money side into a file your accountant can work from.

It is not an accountant, a bookkeeper, or tax advice. The figures it shows are the figures you typed in. The export is there to hand over to the person who does your books — they're the one who signs your return off, not us.

The assistant is a helper, not an authority. The AI in Graft can get things wrong, misread what you asked, or price something badly. Check anything it works out before you act on it, and never send a customer a price you haven't looked at yourself.

Two plans. Sole Trader is £20 a month and Small Firm is £30 a month. Those are the prices you pay — we're not VAT registered, so there's no VAT on top and nothing to reclaim.

It's monthly and there's no contract. Stop whenever you like and you'll keep working until the end of the month you've paid for. We don't do refunds for part of a month, and we don't charge you to leave.

If a payment fails we'll tell you and try again over the following few days. If it still hasn't gone through after that, the account drops to read-only: you can still see everything and still take your export, you just can't add anything new until it's sorted. We don't delete a firm's records for an unpaid bill.

We can change what Graft costs. Prices go up over time and we're not going to pretend otherwise. What we won't do is spring it on you.

A price change gets at least 30 days' notice by email before it takes effect, and it only ever applies from your next monthly renewal — never in the middle of a month you've already paid for. If you don't want to pay the new price, cancel before it starts and you'll pay nothing more.

The same goes for what's in each plan. If we move something out of your plan into a dearer one, that's a change to the deal and it gets the same 30 days' notice. Adding things doesn't.

Graft is sold to firms for business use. By signing up you're telling us you're taking it for your trade or business — as a sole trader, a partnership or a company — and not as a private individual.

That matters to both of us. Business customers and consumers have different rights in law, and we've written these terms for a business. If you're not signing up for a business, don't sign up.

Each plan comes with AI credit every month: 100 credits on Sole Trader and 500 on Small Firm. One credit is one penny of what the AI actually costs us to run, so you can see what you're using rather than guessing.

Credits are part of the month's subscription. They're topped back up each month, they don't roll over, and they're not money — there's no cash value and nothing to refund if you don't use them.

The AI can be wrong, and sometimes will be. A materials estimate is a first draft to check against real prices, not a quote. Anything the assistant writes into your diary is shown to you before it saves and is yours to correct. If it's unavailable — ours or the provider's end — the rest of Graft carries on working, and that on its own isn't a reason for a refund.

Your records are yours. Where they include personal details — your crew's names and emails, a customer's phone number — you decide what goes in and what it's used for, and we hold it and process it on your instructions. In data protection terms you're the controller and we're the processor.

What that means in practice, and what we commit to:

• We only use your firm's data to run Graft for you. We don't sell it, and we don't use it to advertise anything to anybody.
• It's held on servers in the EU or UK, and only people who need it to run or support the service can reach it.
• We use a small number of suppliers to run the app — hosting, the database, email, payments and the AI. They're bound to the same standards, and the privacy page names them.
• If there's ever a breach that affects your firm's data, we tell you without undue delay and tell you what we know.
• When you leave, take your export. We keep what's left for 90 days in case you come back or need something, then delete it.

Your crew have rights over their own details — to see them, correct them, or have them removed. You're the one they'd ask, and Graft gives you the tools to do it. If a request comes to us instead, we'll pass it to you rather than act on it ourselves.

Everything your firm puts into Graft belongs to your firm. We don't sell it, we don't use it to train anything, and we don't share it with anyone outside the people who run Graft. See the privacy page for the detail.

An owner can export the firm's records from Settings at any time, as many times as they like, free. The file is an ordinary spreadsheet that opens in Excel, Numbers or Google Sheets, and it covers your jobs, every cost, every payment in, your notes, your team, holiday and your quotes. There's also the accountant's export, which is the same money laid out the way a bookkeeper wants it.

Two honest limits. Photos and receipt images aren't in that file — the spreadsheet lists which expenses have a receipt attached, but the pictures themselves stay in the app; if you're leaving and you want them, email us and we'll get them to you. And an export is a snapshot of the moment you pressed the button, so one from March won't have April in it.

Your data lives on professional hosting (Supabase) with their backups behind it, and we look after it properly. But software has bugs, hosting has outages, and people delete things they meant to keep. Any of those can lose data, and while Graft is in beta the chance of it is higher than it will be later.

So: we're not liable for data that's lost, corrupted or unavailable — for any reason, including our own mistakes, a fault at our hosting, or somebody at your firm deleting the wrong thing. The reason we can fairly say that is section 4: the export costs you one click and you can take it as often as you like. Whatever you've exported, you still have, whatever happens to us.

Take an export regularly. End of every month is a sensible habit, and definitely before you do anything big — deleting a job, clearing old records, or handing your books over. Keep the file somewhere that isn't Graft.

What we will do if something goes wrong: tell you as soon as we know, tell you honestly what happened and what's affected, and do everything we reasonably can to get it back.

• Give us true details, and keep them current. Your firm's name, address and contact details go out on your quotes and into your accountant's file. Change them in Settings when they change.
• Look after your password. Anything done from your account is treated as done by you. If you think someone's got into it, tell us straight away.
• One account per person. Sharing a login means nobody can tell who logged what, which makes the whole record worth less to you than it should be.
• Don't misuse it. No using Graft for anything illegal, no trying to get at another firm's data, no attacking or overloading the service, and no reselling it as your own.

Check every figure before it goes anywhere official. Graft adds up what you put into it, and it can be wrong — because a figure was typed wrong, because something was categorised wrong, or because we have made a mistake in the software. Before you send anything to your accountant, to HMRC, to Companies House, to a lender or to anybody else who acts on it, a person has to read it and satisfy themselves it is right. That is a condition of using Graft, not advice.

Graft is not accounting software and we are not accountants. It is a record of what you told it, laid out to save your bookkeeper time. It does not file anything, it does not check anything against HMRC, and nothing it shows you is tax advice. If a figure matters, the person responsible for it is you or the accountant you pay.

Graft records the money you tell it about, the way you tell it. You choose what's cash, what's kept off the accountant's file, and how VAT is treated on each line — and you're responsible for what you then tell your accountant and HMRC.

Marking something as kept off the export doesn't change what you owe. It's a filing tool for keeping personal and business records apart, not a way of hiding income. What you declare is between you, your accountant and HMRC, and we're not part of that.

We'll do our best to keep Graft up and working, but it's still beta software and it will have problems. There's no uptime guarantee — we're not promising a percentage we'd only end up arguing about. What we will do is warn you before planned maintenance where we can, and have the app tell you when it's down rather than leave you guessing.

If Graft is unavailable for more than a day in a month you've paid for, ask and we'll credit that month. That's the remedy — a month you couldn't use isn't a month you should pay for. It doesn't stretch to what the outage cost your firm; see what we're liable for below.

We may change, add or remove features as we build. If we're removing something you rely on, we'll tell you before it goes.

You can leave whenever you like. No notice period, no contract, no cancellation fee. Cancel in Settings and you'll keep working to the end of the month you've paid for; nothing is taken after that. Take your export before you go — once an account is deleted we can't get it back for you.

Ask us to delete your firm's data and we'll delete it, along with everyone's accounts on it. That's final.

We can close an account that's being used for something illegal or to attack the service. We'd tell you and give you a chance to export first, unless the law stops us from doing that.

Nothing in these terms takes away rights you can't sign away. We don't exclude liability for death or personal injury caused by our negligence, for fraud, or for anything else the law says can't be excluded.

Beyond that: we're not liable for lost profit, lost work, lost contracts, lost data, or business you didn't win — including where those follow from Graft being unavailable or getting something wrong.

And our total liability to you for everything put together is capped at the greater of £500 and whatever you have paid us in the twelve months before the problem. On £20 a month a fees-only cap would be £240 in a first year, and a limit that small is not a fair place to leave you — so there is a floor under it.

We'll update this page, change the version at the top, and email you if a change actually matters — with a plain-English line saying what changed, not just a link. Carrying on using Graft after that means you accept the new version. If you don't, take your export and leave; that's always an option and it never costs anything.

These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute.

If any part of this agreement turns out to be unenforceable, the rest of it still stands. Not enforcing something once doesn't mean we've given it up.

This page, plus the privacy page, is the whole agreement between us.