Terms of service

1. About these terms

1.1 Trivet is provided by Trent GECO Limited, a company registered in England and Wales (company number 17556880). Registered office: 82a James Carter Road, Mildenhall, United Kingdom, IP28 7DE. Contact us at hello@trivet.digital.

1.2 These terms are between us and the organisation that uses the service ("you"). The person who sets up the organisation in the app (its owner) accepts them on the organisation’s behalf, and confirms they have the authority to do so. If a new owner takes over, they accept them too.

1.3 Trivet is for organisations, such as charities, Scout Groups, clubs, community groups and small businesses. It is not for personal use. These terms don’t affect any rights the law gives you that can’t be changed by contract.

1.4 Our data processing terms are a schedule to these terms and part of them. Our privacy notice explains how we use personal information for our own purposes.

1.5 The contract is made, in English, when the owner ticks the box agreeing to these terms and sets up the organisation. Before that, you can check and correct everything on the form, and you can change the details later in Settings. We record which version was accepted, by whom and when, and every earlier version is kept: ask us if you need a copy.

2. What the service is

2.1 Trivet is a record-keeping and reminder tool. It helps you record the duties, checks, vehicles, bookings and meetings you look after, reminds you when things are due, and produces reports from what you have recorded.

2.2 We improve the service often. We may change or remove features, but we won’t remove something central to what you pay for without at least 30 days’ notice.

3. Your responsibility for compliance

Our wording and guidance are checked against legislation and official guidance (such as HSE’s), but each organisation is responsible for its own compliance.

3.1 Trivet is not legal, health and safety or other professional advice, and it doesn’t replace a competent person, such as a gas engineer, an electrician, a fire risk assessor or your insurer. Using it doesn’t make your organisation compliant or safe.

3.2 What the app shows is based on the information recorded. Suggested duties and intervals are starting points that you should check against your own circumstances, and reminders only work if your records are accurate and up to date.

4. Accounts and roles

4.1 Everyone who uses Trivet needs their own account and must be 16 or over. Accounts are personal: don’t share sign-in links or let others use your account.

4.2 Your owner and admins decide who is invited and what role each person has, and are responsible for removing people who leave. You are responsible for what your members do in the app.

4.3 Tell us straight away at hello@trivet.digital if you think someone has misused an account.

5. Acceptable use

5.1 You must not, and must not let anyone else:

• break the law, or infringe anyone’s rights, using the service;
• record the names of young people, or more personal data than your organisation needs;
• upload anything harmful, such as malware, or content you have no right to share;
• try to get into another organisation’s data, test our security without our written agreement, or overload the service;
• copy, resell or scrape the service or its template catalogue, or use them to build a competing product.

6. Fees and payment

6.1 Our prices are on our pricing page. On the date of these terms they are as follows. Compliance and Governance and Bookings are paid yearly, in advance. We are not registered for VAT, so no VAT is added.

6.2 New organisations get a free trial of 90 days. Nothing is charged unless you choose a paid plan. After the trial, if Bookings isn’t paid for, your existing bookings stay and you can still see them, but no new bookings can be made until it is.

6.3 Charity and Scout Group prices are given on the owner’s declaration that the organisation is eligible. We may ask for evidence, such as a charity number. If an organisation isn’t eligible, we will charge the standard price from the next billing period.

6.4 You can pay by Direct Debit or card, or by invoice, payable within 30 days. For a purchase order, you can buy prepaid credit, which we use against your bills. We refund unused credit on request when you close your account.

6.5 If a payment is more than 30 days overdue, we may move your organisation to the free plan until it is paid. We won’t delete any data because of late payment.

6.6 We will give you at least 30 days’ notice by email of a price change. A new price applies from your next billing period after the notice ends. If you don’t want to pay it, you can cancel before then.

7. Booking payments

7.1 If you take payments for bookings, you do so through your own Stripe account, connected to the app. You are the seller: the contract for each booking is between you and the person paying, and you are responsible for your prices, refunds and receipts.

7.2 Stripe’s terms for connected accounts, including the Stripe Connected Account Agreement, apply between you and Stripe. We are not a party to them, and we never hold the money you take. Any fee we charge on booking payments is agreed with you before it applies.

8. Automatic driving licence checks

This section applies when automatic licence checks are available. They are not available yet.

8.1 To use automatic checks you must have each driver’s signed declaration before checking them, use the results only to decide whether someone may drive for you, keep to the conditions DVLA sets for the service, which we will pass on to you in full, and let us or DVLA check that you do.

9. Your data

9.1 Your organisation’s data belongs to you. You give us permission to store and process it only to provide the service, as our data processing terms set out.

9.2 You can export all of it at any time from Data and privacy in Settings, as CSV lists and the original files.

10. Our intellectual property

10.1 The software, design, template catalogue, guidance and other content we provide belong to Trent GECO Limited or our licensors. While you use the service, you may use them for your organisation’s own work. Records you make from a template are yours to keep.

10.2 Some guidance is adapted from government sources under the Open Government Licence v3.0, and we say so where it appears.

10.3 If you send us suggestions, we may use them without owing you anything, but we won’t name you without your permission.

11. Availability and support

11.1 We use reasonable efforts to keep the service available and working, but we can’t promise it will always be available or free of faults. We sometimes need to pause it for maintenance, and will try to do that outside busy times.

11.2 For help, email hello@trivet.digital or use "Contact us" in the app. We aim to reply within 2 working days.

12. Changes to these terms

12.1 We may update these terms. For a change that matters, we will tell your owner and admins at least 30 days before it takes effect, by email and in the app, with a summary of what has changed, and ask your owner to accept the new version. Each version is numbered and dated.

12.2 If you don’t agree to a change, you can stop using the service before it takes effect and we will refund any prepaid fees for the time left.

13. Suspension

13.1 We may suspend an account or an organisation if it breaks section 5, puts the service or other people’s data at risk, or if the law requires it. We will tell you why, unless the law or the risk stops us, and restore access once the problem is fixed.

14. Ending the service

14.1 You can stop at any time. Your owner can delete the organisation from Data and privacy in Settings; it is deleted 30 days later, and the owner or an admin can cancel until then. We don’t refund the part of a billing period already started, apart from prepaid credit under section 6.4.

14.2 We may end the service for your organisation with 60 days’ notice, or straight away if you seriously or repeatedly break these terms. If we end it without a breach on your part, we refund prepaid fees for the time left.

14.3 When the service ends, export your data first. We then delete it as set out in section 10 of the data processing terms.

15. Liability

15.1 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law doesn’t allow to be limited.

15.2 Subject to 15.1, we are not liable for indirect or consequential loss, or for loss of profit, income, funding or goodwill, however it arises.

15.3 Subject to 15.1, our total liability to you in each year of the contract is limited to the greater of the fees you paid us in the 12 months before the event, and £100.

15.4 We are not responsible for duties your organisation misses, or for the result of decisions you make, because information in the app was missing, wrong or out of date (see section 3).

16. General

16.1 These terms, with the data processing terms, are the whole agreement between us about the service.

16.2 Nobody else has rights under these terms. We may transfer them to a company that takes over the service, and will tell you if we do. You may not transfer them without our agreement.

16.3 Neither of us is responsible for a delay or failure caused by something beyond our reasonable control.

16.4 We send notices to your owner’s email address. Send notices to us at hello@trivet.digital or our registered office.

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