Terms of Service

Recoatly is software for field-service businesses — contractors such as lawn care, cleaning, pressure washing, HVAC and plumbing companies — to manage their customers, estimates, schedules, jobs, invoices, payments and messages in one place. In these terms, "we", "us" and "our" mean the company that provides Recoatly.

"You" and "your" mean the business that holds a Recoatly account. If you accept these terms for a business, you confirm that you are authorized to bind it. "Users" are the people you give access to your account. "Your customers" are the people and businesses you serve. "Customer Data" means the information you or your Users put into Recoatly or collect through it, including information about your customers and your team.

Our Acceptable Use and Messaging Policy and our Data Processing Addendum (the "DPA") are part of these terms. Our Privacy Policy explains how we handle personal information. If these terms and the DPA conflict about how we process personal data, the DPA prevails.

Recoatly is for businesses. It is not for personal, family or household use, and consumers cannot sign up. Sole proprietors and self-employed contractors are welcome when they use Recoatly for their trade.

To create an account you must be at least 18 and able to enter into contracts, and your business must be based in a country where we offer Recoatly: currently the United States, Canada, the United Kingdom, Australia, New Zealand and Ireland. You may not use Recoatly if you or your business is the target of sanctions administered by the United States, the United Kingdom, the European Union or the United Nations, or if you are located in a country subject to comprehensive sanctions.

• Owners. The person who creates the account is its first owner. Owners have full control of the account, including billing, exporting all of its data and deleting the company, and can let other Users manage the team, settings and exports. The account belongs to the business, not to any individual User.
• Users. You can invite as many Users as you like and choose what each one can see and do. Each User needs their own login: don't share passwords, sign-in links or API keys.
• Responsibility. You are responsible for everything that happens under your account, including what your Users do, and for removing access when someone leaves.
• Security. Use a strong password that you don't use anywhere else, keep sign-in details and API keys secret, and tell us straight away if you think someone has accessed your account without permission. To protect an account we may sign people out, require a password reset or disable API keys.
• Accurate details. Keep your account details up to date, especially the owners' email addresses: that is where we send notices about your account, billing and these terms.
• Disputes over control. If people disagree about who controls an account — for example, business partners who have separated — we may ask for documents showing who is authorized to act for the business and pause changes until the disagreement is resolved. We treat the business named on the account as our customer.

New companies get a free 30-day trial with every feature included. We don't ask for a card to start a trial, so nothing is charged when it ends. Each business can have one trial.

If you don't subscribe by the end of the trial, your account becomes read-only, as described under "Cancellation and read-only access" below. If you subscribe before the trial ends, your first payment is normally taken when the trial ends, so you keep the days you have left.

We may extend a trial, or change the trial we offer to new companies. Trials are provided as they are, and the "Warranties and disclaimers" section applies to them in full.

Price

Recoatly has one plan per company, with unlimited Users and every feature included. You can pay for it monthly, at US$39 per month, or yearly, at US$390 per year. Prices are in US dollars. If your card is in another currency, your card issuer sets the exchange rate and may charge a fee.

Payment and renewal

You subscribe from Settings → Plan & billing and pay through Stripe, our payment processor. Your subscription is billed in advance for the period you choose, a month or a year, and renews automatically for the same period until you cancel. About a month before a yearly subscription renews, we email the account owners to remind them. You can switch between monthly and yearly billing from Settings → Plan & billing; the billing portal shows when the change takes effect and what you will be charged before you confirm it. You authorize us, through Stripe, to charge your payment method for each renewal. Receipts and invoices are available in Stripe's billing portal, which you can open from Settings → Plan & billing.

Failed payments

If a payment fails, Stripe retries it and we let the account owners know. You keep full access while the payment is being retried. If it still hasn't been paid when the retries end, the subscription ends and the account becomes read-only until you subscribe again.

Taxes

Prices do not include taxes. You are responsible for any sales, use, goods and services, value added or similar taxes on your subscription, other than taxes on our income. Where we are required to collect tax, we add it to your invoice. If you give us a valid business tax registration number, we apply any exemption or reverse charge the law allows.

Price changes

We may change the price of Recoatly. We will email the account owners at least 30 days before a new price applies to you, and it takes effect from your first billing period that starts after that notice period. If you don't want to pay the new price, you can cancel before it takes effect. Promotional prices apply only for the period stated in the offer.

Refunds

Fees are not refundable, including for the unused part of a month or a year, except where the law requires a refund or these terms say otherwise. If you think you have been charged in error, contact us within 60 days of the charge and we will look into it.

You can cancel at any time from Settings → Plan & billing, which opens Stripe's billing portal. Cancellation takes effect at the end of the period you have already paid for: you keep full access until then, and you won't be charged again. You can change your mind and keep the subscription before that date.

Your account becomes read-only when a trial ends without a subscription, or when a subscription ends or remains unpaid. Read-only means:

• Nothing is deleted. Your records, files and history stay as they were.
• Your team can still sign in and look things up, and exports keep working, so you can always take your data with you.
• Links you have already sent to your customers keep working — estimates, invoices, contracts, reports, the customer portal and your hosted website — so a lapse never breaks a page your customer is using.
• You cannot create or change records, and automations stop: scheduled follow-ups, reminders and campaigns are not sent.
• Subscribing again restores full access straight away.

We don't delete an account just because it is read-only. If an account has had no active subscription for 12 months, we may delete it, but only after emailing its owners at least 30 days in advance so that they can export their data or subscribe.

You own your Customer Data. We don't claim any ownership of it.

You give us permission to host, store, copy, transmit, display and otherwise process Customer Data, worldwide, only as needed to provide, secure and support Recoatly, to prevent abuse, to comply with the law, and to do what you ask Recoatly to do — such as sending an estimate to your customer, publishing your hosted website or showing a customer their invoices in the portal. This permission lasts while you use Recoatly and for as long afterwards as it takes us to delete Customer Data as described in these terms.

Our Data Processing Addendum explains how we process personal data in Customer Data on your behalf. In short, you decide what happens to it, we follow your instructions, and we keep it secure and confidential. Our people access Customer Data only when they need to: to run the service, to help with a support request you make, to keep Recoatly secure, or when the law requires it.

We do not sell Customer Data, we do not use it for advertising, and we do not use it to train AI models.

We collect information about how Recoatly is used — for example, which features are used, when, and how well the service performs — to run, secure and improve it. This does not include the contents of your records. We may publish statistics that are aggregated so that they don't identify you, your Users or your customers.

You can export your data at any time, including while your account is read-only. We keep backups, but we recommend that you export important records regularly.

Pages you choose to publish, such as your hosted website and instant-quote page, can be seen by anyone, and search engines may index your website. Anyone who has a link you send to a customer can open it, so share links only with the people they are meant for. Emails, documents and pages that Recoatly sends or hosts for you may include a small "Sent with Recoatly" or similar notice.

Recoatly itself — the software, its design and documentation, and everything else we provide except Customer Data — belongs to us or our licensors. While your trial or subscription is active, we give you a non-exclusive, non-transferable right to use Recoatly for your business in line with these terms. If you send us ideas or feedback, we may use them without any obligation to you.

You are responsible for the information you put into Recoatly and for how you use it. For personal information about your customers and your team, your business is the controller (the "business", under California law), and we process that information on your behalf. That means it is up to you to:

• have a lawful reason to collect and use it, and tell people how you use it — for example, in a privacy notice on your own website and on the website and forms Recoatly hosts for you;
• get any consent the law requires — for example, before sending marketing emails or texts, recording calls, or asking your team to share their location;
• keep it accurate, and respond when people ask to see, correct or delete their information (Recoatly lets you find, edit, export and delete records, and we help as described in the DPA); and
• keep out information that Recoatly isn't designed to hold, such as payment card numbers, bank account details, government identification numbers or health information. Card payments must go through Stripe's payment pages, never into notes, messages or forms.

Messages. When you send email or text messages through Recoatly — one at a time, through automations or as campaigns — your business is the sender. You are responsible for who you message, what you say and when you say it, and for following the laws and rules that apply, including CAN-SPAM, the Telephone Consumer Protection Act (TCPA) and mobile carrier rules such as A2P 10DLC registration in the United States, CASL in Canada, PECR in the United Kingdom, the Spam Act 2003 in Australia, the Unsolicited Electronic Messages Act 2007 in New Zealand, and the ePrivacy Regulations in Ireland. Our Acceptable Use and Messaging Policy explains what this means in practice. Recoatly adds an unsubscribe link to automated and marketing emails, honors unsubscribes and STOP replies, and tells people how to opt out of texts, but these tools cannot tell whether you have consent.

Your team. If you use the time clock, timesheets, job photos or crew location sharing, you are responsible for telling your team how that information is used and for following the employment and workplace-monitoring laws that apply to you. In Recoatly, location sharing is each technician's own choice: only the technician can switch it on, it records only while they are on the clock, and they can switch it off at any time.

Your work. You are solely responsible for the services you provide to your customers, including your prices, estimates, contracts, taxes, licenses, insurance, warranties and any dispute with a customer. Templates and suggestions in Recoatly, such as starter contract and invoice wording, are examples, not legal, tax or accounting advice: check that they suit your business and the law where you work. Measurements, route plans, instant online quotes and tax calculations depend on the information and settings you provide, so check them before you rely on them.

You and your Users must follow our Acceptable Use and Messaging Policy, which is part of these terms. In short: don't use Recoatly to break the law, to send messages people haven't agreed to receive, to mislead anyone, to infringe other people's rights, or to harm Recoatly or anyone's data, and don't try to get around its security, permissions or limits.

We may set reasonable fair-use limits on features that are expensive to run, such as a daily number of AI requests per company.

Recoatly can let your customers pay your invoices online by card and, in the United States, by bank account. These payments are processed by Stripe through your own Stripe account, which you connect to Recoatly using Stripe Connect.

Payment processing services are provided by Stripe and are subject to the Stripe Services Agreement (stripe.com/legal/ssa) and, where it applies to your account, the Stripe Connected Account Agreement (stripe.com/connect-account/legal), as Stripe may change them from time to time. By connecting a Stripe account, you agree to be bound by them. You agree to give us accurate and complete information about your business, and you authorize us to share it, and information about your transactions, with Stripe so that you can use its services, and to receive information from Stripe about your account and payments — for example, to mark an invoice as paid.

Each payment is between you, your customer and Stripe. We are not a party to it, and we are not a bank, money transmitter or payment processor. We never hold your money: payments settle in your Stripe account and are paid out to your bank account under your agreement with Stripe.

• Fees. Stripe charges its processing fees to your Stripe account. We don't currently add a fee of our own to these payments. If we introduce one, we will tell you at least 30 days in advance, and it will apply only to payments made after that date.
• Refunds, disputes and chargebacks are your responsibility as between you and us, as are fraud losses, payment reversals and any fees Stripe charges for them.
• Your payment terms. You are responsible for your refund policy, receipts and the terms you offer your customers, and for making sure that any tips, processing fees or surcharges you add are allowed where you and your customer are. Surcharging rules differ by country, state and card network, and in some places surcharges on card payments are restricted or banned.
• Your Stripe account. Stripe decides whether to approve, restrict or close your Stripe account, and if it does, you may not be able to take online payments through Recoatly. Your invoices and records stay in Recoatly. If you disconnect your Stripe account from Recoatly, the Stripe account remains yours.

Recoatly includes optional AI features, such as an assistant that answers questions about your business, estimate drafting from a plain-English description, help writing messages, and summaries of records and calls. When you use one, the text you enter and relevant information from your account — for example, figures from your reports, the names of your top customers, price-book items, knowledge-base articles or a call transcript — is sent to our AI provider to produce a response. Our Subprocessors page names the provider.

• AI can be wrong. Outputs may be inaccurate, incomplete or unsuitable. Review and edit them before you rely on them or send them to anyone — especially prices, quantities and anything a customer will read. You are responsible for what you send.
• Your outputs. As between us, you own the outputs you generate, to the extent any rights exist in them. Other companies may receive similar outputs.
• No training on your data. We don't use your data to train AI models, and our agreement with our AI provider does not allow it to train its models on your data.
• Limits and changes. AI features may be limited per company per day, may sometimes be unavailable, and may change as the technology does.

Recoatly works with services run by other companies — for example, Stripe for payments, email and text-message delivery providers, address lookup and mapping, and integrations or webhooks you choose to connect. Those services are governed by their own terms and privacy policies, and we are not responsible for them. When you connect one, you authorize us to exchange Customer Data with it as needed for the connection to work. Providers can change or withdraw their services, so we may need to change or stop supporting an integration.

Links to other websites, such as review sites, are provided for convenience. We don't control those sites.

We work hard to keep Recoatly running and your data safe, but we don't promise that it will always be available or free of errors. We may need to take it offline for maintenance, and it depends on other providers, such as our hosting, email and text-message services.

We provide support through the contact page at https://recoatly.com/contact, and we aim to reply within one business day (US hours).

We are always improving Recoatly, so features will change, and we may add, change or remove them. If a change significantly reduces what your subscription includes, we will tell the account owners at least 30 days in advance where we reasonably can, and you can cancel if you don't want to continue. Features labeled beta or preview are offered as they are and may change or end at any time.

We may suspend all or part of your access — for example, only text messaging — if we reasonably believe it is necessary to:

• stop a breach of these terms or the Acceptable Use and Messaging Policy, such as messages sent without consent or unusually high complaint, bounce or opt-out rates;
• protect Recoatly, our providers, other businesses or anyone else from harm, including a security threat or fraud; or
• comply with the law, a court order, or a requirement of a regulator, mobile carrier or payment network.

Where we reasonably can, we will tell you before suspending and give you a chance to fix the problem. We limit any suspension to what is needed and restore access once the issue is resolved. During a suspension you can still ask us for an export of your data, unless the law prevents it.

You can stop using Recoatly at any time. Cancelling your subscription stops future charges. An owner can also delete your company account from Settings; export what you need first, because deletion cannot be undone.

We may end these terms and close your account: if you materially breach them and don't fix the breach within 30 days of our notice; immediately, if the breach cannot be fixed or involves illegal activity, spam, fraud or a threat to the security of Recoatly; or for any other reason with at least 30 days' notice, in which case we will refund any fees you have prepaid for the period after closure.

Exporting your data. You can export your data at any time while you have access, including while your account is read-only. If we close your account for any reason other than illegal activity or a security threat, we will give you at least 30 days of read-only access to export your data first, unless the law prevents it.

Deletion. When a company account is deleted, we remove its Customer Data from our live database within 30 days and from our backups within 90 days, as the backups expire. We may keep limited records where the law requires — for example, records of your subscription payments for tax purposes. Messages that have already been delivered cannot be recalled, and links you have shared stop working once the account is deleted.

Parts of these terms that by their nature should continue after they end — including those about fees owed, Customer Data, disclaimers, limitation of liability, indemnity and governing law — continue to apply.

We will provide Recoatly with reasonable care and skill. Apart from that, and to the fullest extent the law allows, Recoatly is provided "as is" and "as available", and we disclaim all other warranties and conditions, whether express or implied — including warranties of merchantability, fitness for a particular purpose, title and non-infringement, and any warranty that Recoatly will be uninterrupted, error-free or secure, or that any result (including AI outputs, measurements, route plans, quotes and tax calculations) will be accurate.

Recoatly is a business tool. It does not provide legal, tax, accounting, employment or other professional advice.

Rights the law gives you

Some laws give businesses rights that cannot be excluded by contract, and nothing in these terms excludes, restricts or modifies them. In particular:

• Australia. If the Australian Consumer Law applies to you, our services come with guarantees that cannot be excluded. Where the law allows us to limit our liability for failing to meet one of those guarantees, our liability is limited to supplying the services again or paying the cost of having them supplied again.
• New Zealand. You are acquiring Recoatly in trade, for the purposes of your business, and you agree that, to the extent the law allows, the Consumer Guarantees Act 1993 does not apply.
• United Kingdom and Ireland. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law.

To the fullest extent the law allows:

• neither of us is liable to the other for any indirect, incidental, special, consequential or punitive damages, or for any loss of profits, revenue, business, goodwill or data, however caused, even if told that such loss was possible; and
• our total liability for all claims arising out of or relating to these terms or Recoatly is limited to the fees you paid us for Recoatly in the 12 months before the event giving rise to the claim.

These limits apply whatever the legal theory, whether contract, tort (including negligence), statute or anything else. They do not limit your obligation to pay fees or your obligations under "Indemnity", and they do not limit liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, for gross negligence or willful misconduct, or any other liability that cannot be limited by law.

You will defend Recoatly, and its officers, employees and contractors, against any claim, demand, investigation or proceeding brought by a third party — including a regulator or a mobile carrier — and pay any resulting damages, fines, penalties, settlements and reasonable costs, including legal fees, to the extent it arises from:

• Customer Data, or our processing of it in line with these terms and your instructions;
• emails, text messages or calls sent or made through your account, including claims under the laws listed in "Your responsibilities for your customers' data and messages";
• the services you provide to your customers, your dealings with them, and their payments, refunds and chargebacks;
• the content of your hosted website and other pages you publish; or
• a breach of these terms, or of the law, by you or your Users.

We will tell you promptly about any such claim, let you control its defense and settlement, and give you reasonable help at your expense. You may not settle a claim in a way that admits fault on our behalf or puts obligations on us without our written agreement. We may take part with our own lawyers at our own cost.

These terms are governed by the laws of the State of Delaware, United States, without regard to conflict-of-laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

If a dispute arises, contact us first: most problems can be solved quickly, and we will both try in good faith to resolve it within 30 days. If we can't, either of us may bring the dispute only in the courts located in the State of Delaware, United States, and we both agree to the jurisdiction and venue of those courts. Either of us may still ask any court with jurisdiction for urgent relief to protect confidential information, intellectual property or the security of Recoatly.

We may update these terms from time to time. If a change is significant, we will tell the account owners by email or in Recoatly at least 30 days before it takes effect. Changes required by law, or that apply only to new features, may take effect sooner. The "last updated" date shows when these terms last changed, and we record which version each person accepted.

If you keep using Recoatly after a change takes effect, the updated terms apply to you. If you don't agree with a change, you can cancel before it takes effect.

• Entire agreement. These terms, with the documents they refer to, are the whole agreement between us about Recoatly and replace any earlier understanding. Terms in your purchase orders or other documents do not apply.
• Transfer. You may not transfer these terms to anyone else without our written consent, except to a business that takes over all or substantially all of your business. We may transfer them to an affiliate or to a successor to our business.
• Events outside our control. Neither of us is responsible for a failure or delay caused by events beyond reasonable control, such as natural disasters, failures of internet or utility providers, or acts of government. This does not excuse paying fees that are due.
• Notices. We send notices to the email addresses of your account owners or show them in Recoatly. Send legal notices to us through the contact page at https://recoatly.com/contact.
• No waiver; severability. If we don't enforce part of these terms, that is not a waiver of it. If a court finds part of these terms unenforceable, the rest stays in effect and that part is changed only as much as needed to make it enforceable.
• Independence. We are independent contractors. These terms do not create a partnership, employment or agency relationship, and no one else has rights under them.
• Publicity. We won't use your business's name or logo in our marketing without your permission.
• Language. These terms are written in English, and the English version controls if there is a translation.

Questions about these terms or your account? You can reach us through the contact page at https://recoatly.com/contact.