Terms of Service

Key points

This summary is here to help you. The full Terms below are what count.

• Who we are. TrackLode is provided by WEBCOREX LTD, a company registered in England and Wales.
• Who it's for. TrackLode is built for freelancers, sole traders and small businesses. Consumers can use it too, and section 15 explains their extra rights. In the EU, Pro is currently sold only to businesses with a valid VAT number (section 4.8).
• Your data stays yours. You can download all of it at any time and delete your account yourself, under Account > Your data.
• Plans. The Free plan costs nothing. Pro is paid in advance, monthly or yearly, and renews automatically until you cancel. Current prices are on our Pricing page.
• Cancelling. You can cancel Pro at any time on the Plan page. Pro stays on until the end of the period you've paid for. We don't refund part of a period, except in the cases listed in section 6.5.
• Your invoices and emails. You're responsible for your invoices, the tax on them and the emails you send to your clients. TrackLode's VAT suggestions are not tax advice.
• Changes. We give at least 30 days' notice, by email and in the app, of important changes to these Terms or to our prices.
• Limits on our liability. If you're a business, our liability to you is limited (section 17.2). If you're a consumer, your legal rights are not affected.
• Law and courts. English law applies. Consumers can also use their local courts and keep the protection of their local law.

1. About these Terms

1.1 The contract. These Terms of Service ("Terms") are a contract between you and WEBCOREX LTD ("we", "us", "our"). They apply to TrackLode: the website at tracklode.com, the web app, the TrackLode browser extension and the access tokens it uses (together, the "Service").

1.2 Who we are. WEBCOREX LTD is a private limited company registered in England and Wales under company number 16329140. Our registered office is 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom. You can reach us at support@tracklode.com or on +30 694 544 1201. We are not registered for VAT.

1.3 What these Terms include. The schedules at the end are part of these Terms:

• Schedule 1: Data Processing Terms, for the personal data of your clients that you add to TrackLode.
• Schedule 2: Cancellation information for consumers, with a model cancellation form.
• Schedule 3: Acceptable use rules.
• Schedule 4: Switching and leaving TrackLode (EU Data Act).

Our Privacy Policy at tracklode.com/privacy explains how we use personal data. It gives you information. It is not something you agree to.

1.4 How the contract is made.

(a) Free account. You enter your email address and a password, tick the box to agree to these Terms and press Register. If you choose Continue with Google instead, you tick the same box on the page you see when you come back from Google. Our contract starts when we create your account. If you signed up with an email address, we then send you a link to confirm it, and you can sign in once you've used the link.

(b) Pro. On the Plan page you choose monthly or yearly. You then go to a payment page run by Stripe, where you see the price, tick to accept these Terms, enter your payment details and confirm. The contract for Pro starts when Stripe confirms the payment.

(c) Correcting mistakes. You can check and change what you've entered before you press Register or confirm a payment. If you spot a mistake afterwards, contact us.

(d) Keeping a copy. We record which version of these Terms you accepted, how (on the sign-up form, after Continue with Google, on the screen we show when the Terms change, or at Stripe's checkout) and when. This version stays available at tracklode.com/terms. You can save or print this page, and we'll send you a copy of any earlier version on request.

(e) Confirmation. We confirm by email: with a confirmation link when you sign up with an email address, and, when Pro starts, with an email from us that sets out the billing period, the renewal date, how renewal and cancelling work and where to find Schedule 2 and its cancellation form. Stripe can also send you a receipt.

(f) Language and codes. These Terms are available in English only. We don't subscribe to any code of conduct.

2. Who can use TrackLode

2.1 You must be 18 or over and able to make a binding contract.

2.2 TrackLode is designed for business and professional use: freelancers, sole traders and small businesses who track their time and invoice their clients. We don't exclude consumers. You're a consumer if you're an individual using TrackLode wholly or mainly for purposes outside your trade, business, craft or profession. If you are, section 15 and Schedule 2 also apply to you, and they take priority over anything else in these Terms. In the EU, Pro is currently available only for business use (section 4.8); the Free plan is open to everyone.

2.3 If you accept these Terms for a company or other organisation, you confirm that you're allowed to bind it. "You" then means that organisation.

2.4 Each account is for one person. Don't share your sign-in details or let anyone else use your account.

3. Your account

3.1 Give us accurate details and keep them up to date. You can change most of them in the app. To change the email address you sign in with, contact us and we'll check that the request comes from you.

3.2 Keep your password and access tokens secret. If you sign in with Google, keep your Google account secure. TrackLode doesn't yet offer two-step sign-in for user accounts, so choose a strong password that you don't use anywhere else.

3.3 Tell us straight away if you think someone else has used your account or one of your tokens. You can revoke tokens yourself in Settings.

3.4 You're responsible for what happens in your account, unless it results from our failure to keep the Service reasonably secure.

4. Plans, prices and payment

4.1 Plans. TrackLode has a Free plan and a paid Pro plan. The current features, limits and prices of each plan are on our Pricing page (tracklode.com/pricing), and the price and billing period are shown again before you pay. Limits count what you create. For example, archived clients count towards the client limit, and a draft invoice you delete still counts towards that month's invoice limit.

4.2 How Pro is billed. Pro is a subscription, paid in advance for one month or one year at a time. There is no free trial, and no minimum term beyond the period you've paid for.

4.3 Automatic renewal. At the end of each period, Pro renews automatically for another period of the same length, and Stripe charges your saved payment method the price then in force. It keeps renewing until you cancel it (section 6).

4.4 Stripe. Payments are processed by Stripe (Stripe Payments Europe, Limited, and its affiliates) on Stripe's own pages. Stripe's terms and privacy policy cover how it handles your payment. We never see or store your full card details. Receipts and Stripe's invoices for your payments come from Stripe, and Manage subscription on the Plan page is Stripe's page for your subscription.

4.5 Switching between monthly and yearly. Where Manage subscription offers it, you can switch there, and Stripe shows you what you'll pay or be credited before you confirm. Otherwise, email us and we'll arrange it.

4.6 Failed payments. If a renewal payment fails, we email you and Stripe may try again. Pro stays on while it does. If the payment can't be collected, Pro ends and your account moves to the Free plan (section 6.4 explains what that means).

4.7 Pausing sales. We may stop selling new Pro subscriptions for a while, for example during maintenance. Existing subscriptions carry on as normal.

4.8 Pro for customers in the EU. For now, we sell Pro to customers in the European Union only for use in their business. If your billing address is in the EU, you must enter your business's valid VAT number at checkout, and we may check it with the EU's VIES service. If you're a consumer in the EU, you're welcome to use the Free plan. If we start offering Pro to consumers in the EU, we'll update these Terms first. Before checkout, the Plan page asks whether you're in the EU; if you are, Stripe's checkout asks for your VAT number, and we may end a subscription bought in the EU without a valid one and refund it.

5. Tax on our prices

5.1 WEBCOREX LTD is not registered for VAT, so we don't charge VAT at the moment. The price shown is the total you pay, and our Pricing page and Plan page say "No VAT is added".

5.2 If the law requires us to charge VAT or a similar tax, for example if we become registered for VAT in the UK or start selling Pro to consumers in the EU, we'll show it at checkout before you pay. For an existing subscription, a change in the total you pay is a price change under section 7.3.

5.3 If you buy Pro for a business in the EU, you must give the business's valid VAT number at checkout (section 4.8). You then account for any VAT due in your country under the reverse charge. By entering a VAT number, you confirm that it belongs to the business you're buying for and that you're buying for that business.

6. Cancelling Pro, renewal reminders and refunds

6.1 How to cancel. Go to the Plan page, choose Manage subscription and cancel there (this page is run by Stripe). You can also email support@tracklode.com and we'll cancel it for you.

6.2 When cancellation takes effect. At the end of the period you've already paid for. Pro stays on until then and doesn't renew. If cancelling ever ends Pro straight away, we refund the prepaid part of the period you won't use.

6.3 Your renewal date. The Plan page shows when Pro renews. The email we send when Pro starts gives the first renewal date.

6.4 After Pro ends. Your account moves to the Free plan. We don't delete anything. Free limits apply to what you create from then on, and the clients you already have stay usable. Pro features stop working: the browser extension can't connect (your tokens stay until you revoke them), invoices can't be sent through your own mail server (your settings are kept), and invoice and timesheet PDFs carry the line "Made with TrackLode · tracklode.com" again. You can upgrade again at any time.

6.5 Refunds. We don't refund the unused part of a billing period, whether you cancel or simply stop using TrackLode. The exceptions are:

(a) Consumer cancellation. If you're a consumer and cancel within 14 days of buying Pro, we refund what you paid, less a proportionate amount for the days you had Pro (section 15.4).

(b) Changes you don't accept. If we make a material change to these Terms and you tell us before it takes effect that you want to end Pro, we end Pro on that date and refund the prepaid part of your period after it. A price change applies only from your next renewal, so if you cancel before then you never pay the new price.

(c) Ending without your fault. If we end the Service, your account or your Pro plan for a reason that isn't your fault, including closing TrackLode, we refund the prepaid part of your current period that you won't use.

(d) Where the law requires it. For example, if a consumer is entitled to a price reduction because we didn't provide the Service as we should have.

6.6 How refunds are paid. Refunds go back to the payment method you used, through Stripe, with no fee, within 14 days of the refund becoming due. The "prepaid part you won't use" is worked out from the number of days left in the period.

7. Changes to TrackLode, our prices and these Terms

7.1 Improving TrackLode. We keep developing TrackLode, so features change over time. We won't take anything significant away from a paid plan except under section 7.4.

7.2 Temporary switch-offs. We may switch off a feature for a while, including a Pro feature, or put TrackLode into maintenance, where we reasonably need to: for security, to stop abuse, because one of our providers has a problem, or for legal reasons. We'll show a notice in the app where we can.

7.3 Price changes. We'll give at least 30 days' notice of a price change, by email and in the app. The new price applies from your first renewal after the notice period ends; for a yearly plan, that is your next yearly renewal. If you don't want to pay it, cancel before then and keep Pro until the end of the period you've paid for.

7.4 Changes to these Terms. We may change these Terms for a valid reason: a change in the law or in a regulator's guidance, a change in our providers' terms, security, new or changed features, a change in our costs, or to make the Terms clearer. For a material change we'll give at least 30 days' notice by email and in the app, saying what is changing and when. If you don't agree, tell us before the change takes effect that you want to end Pro (section 6.5(b) then applies), or close your account. We may also ask you to accept the new Terms the next time you sign in. If you keep using TrackLode after that date, the new Terms apply.

7.5 Smaller or urgent changes. Changes that don't affect you materially, such as clearer wording or new contact details, or changes the law requires, can take effect sooner. We'll tell you about them where it's reasonable to do so.

7.6 The Free plan. We may change the Free plan's features or limits, or stop offering it, with at least 30 days' notice. We may act sooner if that's needed for security or to stop abuse. You can download your data and close your account at any time.

8. Your content and your data

8.1 You own your content. The information you put into TrackLode, such as your business details, clients, projects, time entries, invoices and logos ("your content"), belongs to you or to whoever you got it from.

8.2 What you allow us to do with it. You give us permission to host, store, copy, back up, process, display and send your content, for example to create a PDF or to send an email you ask for. We use this permission only to provide and protect the Service and as these Terms and our Privacy Policy describe. The permission is non-exclusive, worldwide and free of charge. It ends when your content is deleted, except for copies in backups until they expire and records we must keep by law.

8.3 What we don't do. We don't sell your content, use it for advertising, or use it to train AI models.

8.4 Statistics. We compile internal statistics about how TrackLode is used, for example totals across all accounts and which accounts are most active (identified by an internal account number). We don't publish anything that identifies you or your clients.

8.5 Downloading your data. Under Account > Your data, Download my data gives you a ZIP file of your content in JSON format, with your logos. You can download it up to 5 times a day. It never contains your password, your tokens or the password of your own mail server. Schedule 4 lists what it contains. You can also download invoice PDFs and timesheets (CSV or PDF) from the app.

8.6 Deleting individual items. You can edit or delete most of your content. Clients can be archived but not deleted, and an invoice that has a number can be voided but not deleted, so that your invoice numbering has no gaps. All of it is deleted when your account is.

8.7 Deleting your account. Under Account > Your data, choose Delete my account. We email you a link to confirm, which works for 7 days. The deletion takes place 14 days after you confirm, and until then you can cancel it on the same page. If you want it done sooner, ask us. If Pro is active and not set to end, you must cancel it first: deleting your account doesn't cancel the subscription, and we don't want you to keep being charged. Section 9 of our Privacy Policy lists what remains after a deletion and for how long, such as backups and our own billing records.

8.8 Your own records. You're responsible for keeping any records the law requires you to keep, such as invoices for tax purposes. Download them before you delete your account. Our backups exist so that we can restore the Service. They are not a copy kept for you.

8.9 Switching provider. If you're in the EU, Schedule 4 sets out your rights to switch to another provider or to leave TrackLode.

9. Personal data

9.1 When you add personal data about your clients or other people (for example names, email addresses, postal addresses and VAT numbers in client records, invoices and emails), you decide why and how it's used. You are the controller of that data, and we process it for you as your processor. Schedule 1 sets out the terms that UK and EU data protection law require for this.

9.2 For your own account data, we're the controller. Our Privacy Policy explains what we do with it.

9.3 You must have a lawful reason to add and use your clients' personal data, and you must give them any privacy information the law requires.

10. Your invoices, tax and the emails you send

10.1 Not advice. TrackLode helps you create invoices and suggests VAT treatments and wording from what you enter. That is not tax, legal or accounting advice. You're responsible for your invoices: what they say, the VAT treatment and wording you choose, and whether they meet the rules that apply to you. Check with an accountant if you're unsure.

10.2 E-invoicing. Some countries require invoices to be issued in a structured electronic format or reported to the tax authority. TrackLode's PDF invoices are not structured e-invoices, and TrackLode doesn't send anything to any tax authority. For example, in Greece most invoices between businesses must now be issued through a certified e-invoicing provider or the tax authority's own tools and reported to myDATA, which a TrackLode PDF doesn't do. TrackLode is not a certified e-invoicing provider.

10.3 Emails to your clients. TrackLode emails invoices, receipts and payment reminders to your clients only when you ask it to. It never sends them by itself. When an email goes from TrackLode's address, it shows your business name followed by "via TrackLode", replies go to your business email address, and a short footer says it was sent using TrackLode and names WEBCOREX LTD. When you send these emails, you must:

(a) send them only to your own clients, about work you've agreed with them;

(b) not use them for marketing, newsletters, cold outreach or bulk email;

(c) use your real business name and an email address you control, and not pretend to be anyone else;

(d) stop sending reminders to a client who asks you to; and

(e) follow Schedule 3.

10.4 Sending limits. We limit how many invoice emails an account can send each hour, and we record whether each email was sent or failed. We may hold or stop sending from an account if our email provider's rules or Schedule 3 are at risk.

10.5 Your own mail server (Pro). You can send invoice emails through your own email account. You must be allowed to use that server and address, and your email provider's terms apply. We store the server password encrypted and use it only to sign in to your server, to test the connection and to send the emails you ask for. It is never shown again. If your server fails, we don't send the email another way unless you choose to. Your provider delivers these emails and keeps its own copies under its own terms.

10.6 Free plan PDFs. On the Free plan, invoice and timesheet PDFs include a small line: "Made with TrackLode · tracklode.com".

11. Acceptable use and reporting illegal content

11.1 Schedule 3 sets out what you must not do with TrackLode. If you break those rules, we may act under section 16.

11.2 Reporting illegal content. If you think something stored in or sent through TrackLode is illegal (for example a fraudulent invoice or a phishing email), email support@tracklode.com with:

• what it is and where you saw it (for example the email you received, with its date);
• why you think it's illegal;
• your name and email address; and
• a statement that your report is accurate and made in good faith.

We'll look at it promptly, act where needed and tell you what we decided.

11.3 Our decisions. If we restrict an account or remove content, we'll tell the user why, unless the law or a safety reason stops us. They can reply to ask us to look at it again.

11.4 Contact point. Authorities and users can contact us about these matters at support@tracklode.com, in English.

12. Browser extension and access tokens

12.1 Tokens. Pro accounts can create personal access tokens in Settings > Browser extension. A token is shown only once, and we store only a one-way scrambled copy of it (a hash). Keep tokens secret and revoke any you no longer use. We may revoke a token to protect your account or the Service.

12.2 The extension. We give you a personal, non-exclusive, non-transferable licence to install the TrackLode extension and use it to connect your browser to your TrackLode account. If you install it from a browser's extension store, that store's terms also apply. Don't modify or redistribute the extension, except where the law allows. It works in Google Chrome and Microsoft Edge (version 116 or later) and Mozilla Firefox (version 140 or later) on a computer. There is no version for Safari, or for phones and tablets, and a Pro plan does not include one.

12.3 The token interface. The interface that tokens connect to is provided for the extension. Each token can make up to 120 requests a minute. We may change the interface when the extension changes. On the Free plan, it answers that Pro is required.

12.4 Privacy. Section 13 of our Privacy Policy explains what the extension stores and sends.

13. Other companies' services and AI suggestions

13.1 Some parts of TrackLode rely on other companies: Stripe for payments, Google if you sign in with Google, Spotify if you load the music player, and your email provider if you use your own mail server. Their own terms and privacy policies apply to what they do. We're not responsible for their services, but we remain responsible for choosing and properly managing the providers we use to run TrackLode.

13.2 Spotify. On any plan, the Focus page can show Spotify's player when you open the Music panel and press Load the player. Spotify AB provides it under its own terms. TrackLode is not connected with or endorsed by Spotify. Don't alter the player. Spotify is a trademark of Spotify AB.

13.3 Find online. When you add or edit a client, you can ask TrackLode to look up the client's public website and suggest its website address, logo and social links. Our server fetches the page you name, or the website of the domain in the client's billing email. Where it finds several possible logos or profiles, an AI service may pick the most likely one. Suggestions can be wrong, and you decide what to save. Use this feature only for the public websites of your real clients.

14. Availability, support and security

14.1 We provide the Service with reasonable care and skill. We aim to keep TrackLode available and working, but we can't promise it will always be available or free of errors.

14.2 TrackLode works in a current web browser with JavaScript switched on, and it needs an internet connection. You can install it from your browser as an app, but it still works only online.

14.3 We may need to interrupt the Service for maintenance or urgent repairs. We'll show a notice in the app where we can.

14.4 For help, email support@tracklode.com or use the contact form at tracklode.com/contact. Support is in English. We usually reply within one or two working days.

14.5 Our Privacy Policy describes our security measures (section 17) and our backups (section 9).

15. If you are a consumer

15.1 Who this section is for. This section applies if you're a consumer (section 2.2). Where it differs from other parts of these Terms, this section applies.

15.2 Your legal rights. UK law requires us to provide the Service with reasonable care and skill, and what we tell you about it before you buy is binding on us. If we fall short, you can ask us to put it right. If we can't do that within a reasonable time or without significant inconvenience to you, you can get some or all of your money back. The browser extension is free; if it damages your device or other digital content because we didn't use reasonable care and skill, we'll repair the damage or pay you compensation. Nothing in these Terms affects these rights. A consumer advice service, such as Citizens Advice, can tell you more.

15.3 If you live in the EU. You also keep the protection of the mandatory consumer laws of the country where you live. These Terms don't take that away (see section 22). Pro isn't currently offered to consumers in the EU (section 4.8), so the cancellation right in section 15.4 concerns consumers who can buy Pro.

15.4 Your 14-day right to cancel. When you buy Pro, you have 14 days to cancel without giving a reason. The 14 days start on the day you buy. At checkout you ask us to start Pro straight away, so that you can use it during those 14 days. If you then cancel within them, we refund what you paid, less a proportionate amount for the days you had Pro.

• How to cancel: send us the form in Schedule 2, or any other clear statement, by email to support@tracklode.com or by post to our registered office. Cancelling under Manage subscription only stops the next renewal. To use this right, tell us as described here.
• What happens next: we confirm by email, refund you within 14 days to the payment method you used, without a fee, and your account moves to the Free plan.

Schedule 2 has the full details.

15.5 Section 17.3 explains our responsibility to you for loss, and section 22 explains where you can bring a claim.

16. Suspension and termination

16.1 You. You can stop using TrackLode at any time. Cancel Pro (section 6) and, if you want, delete your account (section 8.7).

16.2 Us. We may suspend or end your access to TrackLode, or to part of it such as sending emails, if:

(a) you seriously or repeatedly break these Terms, including Schedule 3;

(b) you don't pay (Pro then ends as section 4.6 says);

(c) the law, a court or a regulator requires us to; or

(d) your account creates a security risk or a risk of harm to others, for example if it seems to have been taken over or is being used for fraud or attacks.

16.3 Notice. Where we reasonably can, we'll tell you first, explain why and give you a chance to put things right. We may act straight away if the problem is serious or urgent, or if the law prevents us from telling you.

16.4 Your data. If we end your account, you'll have at least 30 days to download your data before we delete it, unless the law or a serious breach (such as fraud or an attack on the Service) prevents this. If we've stopped you signing in, ask us and we'll get you a copy of your data.

16.5 Money. If we end your account or Pro for a reason that isn't your fault, section 6.5(c) applies. If we suspend your access for a reason that isn't your fault, you won't pay for the time it's suspended: we'll refund those days or add them to your plan.

16.6 If we close TrackLode. We'll give at least 60 days' notice by email, keep downloads available until the end of that period, and refund the prepaid part of any period you won't use.

16.7 What continues. Parts of these Terms that are meant to continue after the contract ends do so, including sections 8.2 (for backups), 10, 17, 18 and 22, and paragraph 10 of Schedule 1.

17. Our responsibility for loss or damage

17.1 For everyone. Nothing in these Terms limits or excludes our liability for:

(a) death or personal injury caused by our negligence;

(b) fraud or fraudulent misrepresentation; or

(c) anything else that the law doesn't allow us to limit or exclude.

17.2 If you're a business customer. This section applies if you're not a consumer. Please read it carefully.

(a) What we promise. We provide the Service with reasonable care and skill and as these Terms describe. We don't make any other promise about it, for example that it will be uninterrupted, free of errors or suitable for a particular purpose of yours.

(b) Losses we don't cover. We're not liable for: (i) any indirect or consequential loss; (ii) loss of profit, revenue, business, contracts or goodwill, whether direct or indirect; or (iii) loss or corruption of data, except that if data is lost or corrupted because we failed in our obligations, we'll use reasonable efforts to restore it from the latest backup we hold. Restoring from that backup is our only responsibility for lost or corrupted data.

(c) Our total liability. Our total liability to you for all claims together, however they arise (in contract, in tort including negligence, for breach of statutory duty or otherwise), is limited to the greater of: (i) the total fees you paid us in the 12 months before the event that gave rise to the first claim; and (ii) £100. This is one overall limit for all claims, not a separate limit for each claim. It applies to our liability before any amounts you owe us are set off against it.

(d) Why we set these limits. Our fees are low, there is a Free plan, and you can protect yourself by downloading your data at any time and by keeping your own records and insurance.

17.3 If you're a consumer.

(a) We're responsible for loss or damage you suffer that is a foreseeable result of our breaking these Terms or failing to use reasonable care and skill. Loss is foreseeable if it was obvious that it would happen, or if we both knew it might happen when the contract was made.

(b) We're not responsible for loss or damage that isn't foreseeable, or that is caused by something outside our control (section 19).

(c) We're not responsible for business losses. If you use TrackLode partly for a trade, business or profession, we have no responsibility to you under this section for loss of profit, loss of business, business interruption or loss of business opportunity.

(d) Nothing in these Terms affects your legal rights (section 15.2).

18. Your responsibility to us

18.1 Business customers. If you're a business customer, you'll pay us for the reasonable losses and costs (including reasonable legal costs) we incur because of a claim by someone else that results from your content, from the invoices or emails you send through TrackLode, or from your breach of Schedule 3. We'll tell you promptly about any such claim and let you help defend it.

18.2 Consumers. If you're a consumer, you're responsible only for loss you cause by breaking these Terms, as the law provides.

19. Events outside our control

19.1 We're not responsible for delays or failures caused by events outside our reasonable control. Examples are a failure of our hosting or internet providers, a cyberattack we couldn't reasonably have prevented, a power cut, fire, flood, pandemic, war or government action. This doesn't cover things within our control, such as our own staff or systems.

19.2 If such an event happens, we'll tell you, try to limit the effect and resume as soon as we can. If the Service is unavailable for more than 30 days in a row, either of us may end Pro, and we'll refund the prepaid part of the period you won't use.

20. Intellectual property and feedback

20.1 TrackLode, including its software, design, name and logos, belongs to us or our licensors. These Terms let you use it as they describe and give you no other rights in it.

20.2 If you send us ideas or ratings, for example through the rating pop-up in the app, we may use them to improve TrackLode without paying you or naming you. Giving feedback is optional.

20.3 We won't use your name or logo to promote TrackLode without your permission.

21. Complaints

21.1 If you're unhappy with TrackLode, tell us at support@tracklode.com or through the contact form. We'll acknowledge your complaint within 5 working days, aim to resolve it within 30 days and tell you the outcome.

21.2 For complaints about how we use personal data, see section 11 of our Privacy Policy.

21.3 We're not required to use an alternative dispute resolution (ADR) scheme and don't currently belong to one. If that changes, we'll say so here.

22. Law and courts

22.1 These Terms are governed by the law of England and Wales.

22.2 Business customers. The courts of England and Wales have exclusive jurisdiction over any dispute.

22.3 Consumers. You can bring a claim in the courts of England and Wales. If you live in Scotland or Northern Ireland, you can also bring it in your local courts. If you live in the EU, you can also bring it in the courts of the country where you live. We can bring a claim against you only in the courts of the place where you live. Whatever this section says, you keep the protection of the mandatory laws of the country where you live.

23. Notices

23.1 We contact you by email at your account's address and through notices in the app. Please keep your email address up to date.

23.2 You can contact us by email at support@tracklode.com or by post to our registered office (section 1.2).

24. General

24.1 Whole agreement. These Terms, with their schedules, are the whole agreement between you and us about the Service. If you're a business customer, you agree that you haven't relied on anything not set out in them; this doesn't affect liability for fraudulent misrepresentation. If you're a consumer, this doesn't affect what we told you about the Service before you bought it.

24.2 Transfer. We may transfer this contract to another organisation, for example if we sell our business. We'll tell you, and your rights under these Terms won't be reduced. If you're unhappy about it, you can end the contract and section 6.5(c) applies. You need our written agreement to transfer your rights.

24.3 Other people. Nobody else has any right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.

24.4 If part is invalid. If a court decides that part of these Terms is invalid, the rest stays in force.

24.5 Delays. If we don't enforce a right straight away, we can still enforce it later.

25. Contact us

Email support@tracklode.com, use the contact form at tracklode.com/contact, call +30 694 544 1201, or write to WEBCOREX LTD, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.

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Schedule 1: Data Processing Terms

1. Roles and scope

1.1 This Schedule applies when we process personal data for you as your processor: the personal data of your clients and other people that you add to TrackLode or send through it ("Customer Personal Data"). It is part of the Terms and is intended to meet Article 28(3) of the UK GDPR and, where it applies, of the EU GDPR.

1.2 You are the controller of Customer Personal Data and we are your processor. If you are yourself a processor for someone else, we are your sub-processor, and you'll pass on to that controller any information this Schedule gives you.

1.3 The processing:

2. Instructions

2.1 We process Customer Personal Data only on your documented instructions. Your instructions are these Terms; what you do with the Service's features (for example adding a client, sending an invoice or using Find online); and any reasonable written instructions you send us that are consistent with these Terms. This includes instructions about transfers to other countries.

2.2 If we think an instruction breaks data protection law, we'll tell you.

2.3 If the law requires us to process Customer Personal Data in another way, we'll tell you first, unless that law forbids it.

3. Confidentiality. Everyone we allow to process Customer Personal Data, including staff and contractors, is bound by a duty of confidentiality.

4. Security. We keep appropriate technical and organisational measures to protect Customer Personal Data, as Article 32 of the UK GDPR requires. Annex A summarises them. We may change them, but we won't reduce the overall level of protection.

5. Sub-processors

5.1 You give us general authorisation to use sub-processors. The current list is in section 7 of our Privacy Policy. Today, for Customer Personal Data, it is Microsoft (Azure hosting), Hostinger (email delivery) and, if switched on, TypeSafe (Find online).

5.2 We'll give you at least 30 days' notice by email before adding or replacing a sub-processor, and we'll update the list. If we have to replace a sub-processor urgently, for example for security reasons, we'll tell you as soon as we can.

5.3 You can object on reasonable data protection grounds before the change takes effect. If we can't resolve your objection, you can cancel Pro or close your account before the change, and we'll refund the prepaid part of any period you won't use.

5.4 We put written terms in place with each sub-processor that protect Customer Personal Data to the standard this Schedule requires, and we remain responsible to you for what they do.

6. Helping you with people's rights

6.1 TrackLode lets you find, correct, export and delete Customer Personal Data yourself.

6.2 If one of your clients contacts us about their data, we'll tell them to contact you and, where we can identify you, let you know. We won't answer for you unless you ask us to.

6.3 We'll give you other reasonable help to answer requests, taking into account the nature of the processing.

7. Helping you with security, assessments and regulators. We'll give you reasonable help with your obligations on security, personal data breaches, data protection impact assessments and prior consultation with a regulator, taking into account the nature of the processing and the information we have.

8. Personal data breaches. If we become aware of a breach affecting Customer Personal Data, we'll tell you without undue delay by email to your account address. We'll include what we know (what happened, the people and records likely to be affected, the likely consequences, what we're doing about it and who to contact) and send updates as we learn more. Telling you is not an admission of fault.

9. Our own limited uses. We act as a controller, not as your processor, when we use limited Customer Personal Data to: (a) deliver emails and deal with failed deliveries, complaints and abuse, including keeping delivery records for 90 days; (b) run, monitor and secure the Service and prevent fraud; (c) compile statistics that don't identify your clients; and (d) comply with the law. Our Privacy Policy covers these uses.

10. Return and deletion

10.1 You can download Customer Personal Data at any time (section 8.5 of the Terms).

10.2 When your account is deleted, we delete Customer Personal Data as section 8.7 of the Terms describes. It then leaves our backups and logs within the periods set out in section 9 of our Privacy Policy.

10.3 If we end your account, section 16.4 of the Terms gives you time to download it first.

10.4 We keep Customer Personal Data after deletion only where the law requires it. On request, we'll confirm in writing that the deletion is complete.

11. Information and audits

11.1 We'll make available the information reasonably needed to show that we comply with this Schedule, including answers to reasonable written questions.

11.2 If that information isn't enough, or a regulator requires it, you or an independent auditor bound by confidentiality may audit our compliance. You must give at least 30 days' notice and pay your own costs, and, unless a regulator requires otherwise or there has been a breach affecting your data, audits are limited to one a year. An audit must not put other customers' data or our security at risk.

12. International transfers

12.1 We host Customer Personal Data in the European Economic Area (EEA): in the Netherlands, with backup copies in Ireland.

12.2 We transfer it outside the UK and the EEA only with a lawful safeguard. For data covered by UK law, that means UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework where the recipient is certified), or the ICO's International Data Transfer Agreement or UK Addendum to the EU Standard Contractual Clauses, after checking that the protection is not materially lower than under UK law. For data covered by EU law, it means an EU adequacy decision or the EU Standard Contractual Clauses ("SCCs").

12.3 If you're in the EEA, transfers of Customer Personal Data to us in the UK rely on the European Commission's adequacy decision for the UK (Decision (EU) 2021/1772, renewed by Decision (EU) 2025/2574). If that decision stops applying, the SCCs (Module 2, or Module 3 if you are a processor) are incorporated into these Terms, with: Clause 7 not used; Option 2 of Clause 9, with the notice period in paragraph 5.2; the optional wording in Clause 11 not used; Ireland for Clauses 17 and 18; Annex I as in paragraph 1.3, with you as data exporter and us as data importer; Annex II as in Annex A; and Annex III as our sub-processor list.

13. Your responsibilities. You must have a lawful basis for the processing you instruct, give your clients the privacy information the law requires, and make sure your instructions are lawful.

14. Liability and priority

14.1 Our liability under this Schedule is subject to section 17 of the Terms.

14.2 If this Schedule conflicts with the rest of the Terms about Customer Personal Data, this Schedule applies. If the SCCs apply under paragraph 12.3, they take priority.

15. Personal use. If you use TrackLode only for personal purposes, data protection law may not apply to you as a controller. We still protect your clients' data as this Schedule describes.

Annex A: Summary of security measures

• Encryption in transit: HTTPS only, TLS 1.2 or higher, and HSTS.
• Hosting in Microsoft Azure's West Europe region. File storage is private and reached only through the managed identities of our own apps, with no shared keys.
• Passwords are stored only as one-way hashes. Access tokens and confirmation links are stored only as SHA-256 hashes. Passwords of users' own mail servers are encrypted with keys protected in Azure Key Vault.
• Sign-in protection: a minimum password length, a lockout after repeated failed sign-ins, and rate limits on sign-in, forms and the token interface.
• Separation of access: the app's database login can't change the database structure. Staff access to the admin panel needs a staff account and a second sign-in step with an authenticator app, and every change made in the admin panel is logged.
• Security headers on every page and a strict content security policy in the admin panel; checks against server-side request forgery in Find online and on users' mail servers; signature checks on notifications from Stripe.
• Backups: point-in-time restore for 35 days, plus weekly and monthly long-term backups, stored geo-redundantly in the EEA. Deleted files can be recovered for 30 days.
• Monitoring and alerts for errors and availability. Server logs are kept for 14 days.

Schedule 2: Cancellation information for consumers

Your right to cancel. You can cancel your contract for TrackLode Pro within 14 days without giving any reason. The cancellation period ends 14 days after the day the contract was made, which is the day you bought Pro.

How to cancel. Tell us that you've decided to cancel, with a clear statement, for example by email or letter: WEBCOREX LTD, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom; support@tracklode.com; +30 694 544 1201. You can use the model form below, but you don't have to. To meet the deadline, it's enough to send your message before the 14 days end.

What happens when you cancel. We'll confirm by email that we received your message. We'll refund the payments you made for the cancelled contract within 14 days of the day you tell us, using the same payment method and without a fee. Because you asked us to start Pro during the cancellation period, we'll keep an amount in proportion to the days you had Pro before you told us. Your account then moves to the Free plan, and your data stays as it is.

Model cancellation form

The wording of Schedule 3, Part B of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, with our details inserted.

(Complete and return this form only if you wish to withdraw from the contract)

To WEBCOREX LTD, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom, support@tracklode.com:

I/We [*] hereby give notice that I/We [*] cancel my/our [*] contract of sale of the following goods [*]/for the supply of the following service [*],

Ordered on [*]/received on [*],

Name of consumer(s),

Address of consumer(s),

Signature of consumer(s) (only if this form is notified on paper),

Date

[*] Delete as appropriate.

Schedule 3: Acceptable use rules

You must not use TrackLode, or let anyone else use your account, to do any of the following.

Breaking the law or misleading people

1. Do anything unlawful, or help anyone else to do so.

2. Send invoices for work that wasn't ordered or agreed, fake renewal or subscription invoices, or any invoice designed to mislead.

3. Send phishing messages, or pretend to be another person, business or brand.

Email

4. Send marketing, newsletters, cold outreach or bulk email, or email anyone who isn't your client.

5. Use purchased, rented, scraped or harvested email addresses.

6. Send malware, or links to harmful websites.

Content

7. Store or send content that you have no right to use, or that is defamatory or abusive or infringes anyone's rights.

8. Add special category data about anyone (for example health information), unless it is necessary and lawful.

The Service

9. Try to get into other people's accounts or data, or into parts of the Service you're not allowed to use.

10. Probe, scan or test the Service for weaknesses, or get around its security, rate limits or plan limits, without our written permission.

11. Overload or disrupt the Service, or use automated tools to access it other than the TrackLode extension with your own access tokens.

12. Copy, reverse engineer or resell the Service, except where the law allows.

13. Use Find online to scrape websites, or for anything other than your real clients' public websites.

14. Create several accounts to get around the Free plan's limits.

15. Share your access tokens or sign-in details.

If you break these rules, we may hold emails, revoke tokens, or suspend or end your account under section 16.

Schedule 4: Switching and leaving TrackLode (EU Data Act)

1. Who this is for. This Schedule gives effect to the EU Data Act (Regulation (EU) 2023/2854) for customers in the EU, on the Free or the Pro plan. We're happy to follow it for other customers too.

2. Your rights. At any time you can ask us to help you switch to another provider or move your data to your own systems, or to erase your data. Email support@tracklode.com. You can also download your data and delete your account yourself (sections 8.5 and 8.7 of the Terms).

3. No notice period. You don't have to give us notice. The process starts when we receive your request, or on a later date you choose, which can be no more than two months after your request.

4. Transition period. For 30 days from the start (the "transition period"), we keep the Service running, you can export your data as often as you need, and we'll give you reasonable help. You can extend the transition period once if you need more time. If a switch can't technically be completed within 30 days, we'll tell you within 14 working days, with our reasons and an alternative period of no more than 7 months.

5. Retrieval period. After the transition period ends, your data remains available to download for at least another 30 days.

6. End and erasure. When the switch is complete (or, if you only asked for erasure, at the end of the notice period you chose), the contract ends and we erase your data as section 8.7 of the Terms describes, except records the law requires us to keep. Copies leave our backups within the periods in section 9 of our Privacy Policy.

7. No switching charges. We don't charge for switching or for exporting data. Pro fees for any time you keep Pro are not switching charges, and there are no early termination fees. Section 6.5 of the Terms covers refunds.

8. What you can export. Download my data gives you a ZIP file containing: profile.json (your account, business details and settings, email preferences, your own mail server settings without the password, and the names and dates of your tokens); clients.json; projects.json; time-entries.json; line-codes.json; invoices.json (with their lines and payments); focus.json; activity.json; subscription.json (your plan and the number of invoices created each month); feedback.json; emails.json (the emails sent for your account, without their content); data-requests.json; and a logos folder. The files are JSON (UTF-8), with times in UTC, and logos keep their original image format. You can also download invoice PDFs and timesheets as CSV or PDF.

9. What isn't exportable. Your password (we hold only a one-way hash of it), sign-in and access tokens, the password of your own mail server, data that belongs to other users, our internal security and operating data (such as logs, telemetry and the record of staff actions), and TrackLode's own software and intellectual property.

10. Where our infrastructure is. TrackLode runs on Microsoft Azure in the West Europe region (Netherlands), with backup copies in North Europe (Ireland). WEBCOREX LTD is a UK company subject to UK law. Our hosting provider belongs to the Microsoft group, whose parent company, Microsoft Corporation, is based in the United States. To protect data held in the EU from unlawful access by authorities outside the EU, we encrypt data in transit, limit access to authorised staff and systems, and give such an authority access to your non-personal data only where the law allows it, challenging requests we consider unlawful.