Terms & Conditions

These terms govern the use of EasyBase Cloud (“EasyBase”, “the service”): the web application at app.easybasecrm.com, the customer portal, the EasyBase CRM and EasyBase Companion mobile apps, and the easybase.co.uk website. By creating an account, starting a trial or using the service you agree to them. If you are agreeing on behalf of a business, you confirm you have authority to bind it, and “you” means that business.

EasyBase is a business tool and is sold to businesses, not consumers. Consumer-protection rights that apply only to consumers do not apply to a business subscription.

EasyBase CRM is a trading name of Inverti Ltd, a company registered in England and Wales (Company No. 15608883) (“we”, “us”).
You can contact us about anything in this policy at hello@easybase.co.uk.

The person who creates the account becomes its administrator and can add users, set their permissions and manage billing. Each user must have their own login; logins must not be shared. A user may be signed in on one device at a time, and signing in on a new device ends the previous session.

You are responsible for keeping credentials secure, for everything done under your account’s logins, and for making sure your users follow these terms. Tell us straight away at hello@easybase.co.uk if you believe an account has been compromised.

New accounts start with a free trial of the length shown when you sign up. During the trial you can use the service in full without giving payment details. When it ends, access to the account is paused until a subscription is taken out; any days left on the trial carry over to the start of the subscription. If no subscription is taken out, we may delete the trial account and its data after a reasonable period.

EasyBase is sold as a subscription, priced per user (“seat”), billed monthly or annually in advance. Current plans and prices are shown at easybase.co.uk and in the service, and exclude VAT, which is added at the applicable rate. Each plan includes the features and file-storage allowance described on the pricing page.

Payment is taken by card through Stripe, our payment provider, and your subscription renews automatically at the end of each billing period until cancelled. You can change plan or the number of seats at any time from Manage billing; increases are charged pro rata for the rest of the current period, and decreases take effect from the next period. You must hold at least one seat for each person who uses the service.

If a payment fails we will retry it and let you know. If it remains unpaid we may suspend access until the balance is settled, and cancel the subscription if it is not.

We may change our prices from time to time. We will give you at least 30 days’ notice by email before a price change applies to your subscription, and it will take effect from your next renewal after that notice. If you do not accept the new price you may cancel before it applies.

You can cancel at any time from Manage billing. Cancellation takes effect at the end of the billing period you have already paid for; you keep access until then. We do not refund the unused part of a period, except where the law requires it or we have failed to provide the service as these terms describe.

After cancellation your data is kept for a short period so that it can be exported or the subscription reinstated, and is then deleted as described in our Privacy Policy. Export what you need before that period ends.

Everything you put into EasyBase — your customers, enquiries, jobs, files, messages and the rest (“your data”) — remains yours. You give us only the rights needed to host, process, back up and display it in order to provide the service, and to improve the service in ways that do not identify you or your customers.

You are the data controller for the personal data in your account and we are your processor. Our Privacy Policy describes what we process, where it is held, the sub-processors we use and the safeguards in place, and forms part of these terms as the data-processing agreement between us. You are responsible for having a lawful basis for the personal data you put into the service and for responding to requests from your own customers about it; we will help you do so.

We take regular backups for disaster recovery. They are there to restore the service, not individual records you have deleted, so take care with deletions. You can export your data from the service at any time.

You must use the service lawfully and only for running your business. In particular you must not:

• send marketing email, text or messages through EasyBase to people who have not agreed to receive them, or otherwise breach the Privacy and Electronic Communications Regulations, the UK GDPR or equivalent laws;
• upload anything unlawful, infringing, defamatory or malicious, or anything you do not have the right to use;
• try to gain access to accounts, data or systems that are not yours, interfere with the service, probe or test its security without our written permission, or circumvent any limit it applies;
• copy, resell, sublicense, reverse-engineer or build a competing product from the service;
• use automated means to extract data from the service beyond the exports and API we provide.

Plans include a file-storage allowance per seat. When it is used up the service will not accept further uploads until you remove files or add seats or upgrade. Some features, including the AI features and messaging, have fair-use limits that depend on your plan; we will tell you if you reach one.

EasyBase can connect to accounts you hold with others — Google and Microsoft for email, Twilio for SMS and WhatsApp, Meta for Facebook Messenger, and address and mapping services. Those connections are optional, made by you, and governed by each provider’s own terms and charges, which you agree to directly with them. We are not responsible for their availability, their changes or anything sent or received through them, and you can disconnect them at any time.

Some features use artificial intelligence to draft, summarise and suggest — the assistant, suggested replies, summaries, briefings and extraction. AI output can be wrong, incomplete or out of date. It is a starting point for you to check and edit, not advice, and you are responsible for anything you send or rely on. AI features are provided as part of the service and may change; how your data is handled when you use them is described in the Privacy Policy.

If your plan includes the customer portal, you may give your own customers access to view their jobs and documents. You are responsible for what you share with them and for the accuracy of it. Your customers use the portal under these terms as applied to you, and you must make sure they do not misuse it.

The EasyBase CRM, companion and assistant apps are part of the service and are covered by these terms, together with the terms of the app store you download them from. Apple and Google are not party to this agreement and have no obligations under it.

We aim to keep the service available around the clock, but no online service can promise that, and we do not guarantee uninterrupted or error-free operation. We may suspend the service for planned maintenance, which we will schedule outside normal UK working hours where we can and give notice of where practical, and for urgent maintenance or security without notice.

Support is provided by email and in the service during UK business hours, with response times and priority depending on your plan. We may give you a higher level of service in a separate written agreement; nothing in these terms does so.

The service, its software, design, documentation and branding belong to us and our licensors and are protected by intellectual-property law. You receive a limited, non-exclusive, non-transferable right to use the service for your business while your subscription is active, and nothing else. If you give us suggestions or feedback we may use them without obligation to you.

Each of us will keep confidential any non-public information received from the other in connection with the service, use it only for the purposes of the service, and protect it with reasonable care. This does not apply to information that is already public, independently developed, or required to be disclosed by law.

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Otherwise, we are not liable for any loss of profit, revenue, business, goodwill or data, or for any indirect or consequential loss, however it arises. Our total liability to you for everything arising out of or in connection with the service in any twelve-month period is limited to the subscription fees you paid us for that period.

The service is provided as described in these terms and on the website; we exclude any other warranties, express or implied, to the extent the law allows. You are responsible for the results you obtain from the service and for keeping your own records as any prudent business would.

We may suspend or restrict access to your account, or to a particular user, if you break these terms, if payment is overdue, if the account is being used in a way that threatens the service or other customers, or if the law requires it. We will tell you why and, where the problem can be fixed, give you the chance to fix it before we terminate.

Either of us may end this agreement if the other commits a material breach that is not put right within 30 days of written notice. On termination for your breach you remain liable for fees due for the rest of your current period. On any termination your right to use the service ends, and your data is handled as described under Cancellation.

We improve the service continually and may add, change or withdraw features. We will not remove a feature that is material to the plan you pay for without reasonable notice, and if we do you may cancel and receive a pro-rata refund for the remainder of a period you have paid for in advance.

We may update these terms. If a change is material we will let you know by email or in the service at least 30 days before it takes effect; continuing to use the service after that date means you accept it. The current version is always at easybase.co.uk/terms-and-conditions.

These terms, the Privacy Policy and the plan details on the pricing page are the whole agreement between us about the service and replace anything said or written before. You may not transfer your rights under them without our consent; we may transfer ours to a successor to our business on notice to you. If any part of these terms is found to be unenforceable, the rest still applies. A failure to enforce a term is not a waiver of it. No one other than you and us has any right to enforce these terms. Notices to us should go to hello@easybase.co.uk; notices to you will go to the administrator’s email address on the account.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute arising from them.

Inverti Ltd (trading as EasyBase CRM), Company No. 15608883
Email: hello@easybase.co.uk