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By5 Legal Documentation

JOBS Subscription Disclosure

1. Service Provider

This service is supplied by By5 Ltd, trading as By5. For service-provider correspondence, contact hello@by5.ai.

2. What JOBS Includes

JOBS is an optional upgrade from Unlimited QUOTES. It includes everything in Unlimited QUOTES, and adds jobs, invoices and worker access for your team.

The free allowance and Unlimited QUOTES are described in the QUOTES Subscription Disclosure. While your business is on JOBS, this disclosure, and not the QUOTES Subscription Disclosure, sets out your payment, user, cancellation, refund and failed-payment terms, including for the Unlimited QUOTES features that JOBS includes. The QUOTES Subscription Disclosure applies again once JOBS ends (see section 9).

3. Optional Upgrade to JOBS

JOBS costs £49 per month per admin user and £15 per month per worker user.

  • For JOBS pricing, admin users are Super Admins, Admins and Regional Managers, including the workspace owner.
  • Worker users see and work on the jobs assigned to them. They cannot manage quotes, settings, users or billing.

These prices replace the Unlimited QUOTES price. They are not added to it.

JOBS starts only when you choose to upgrade. You need Unlimited QUOTES before you can upgrade to JOBS. The upgrade changes your existing subscription. It does not start a new one.

When you upgrade, the price for each user changes from £12 per month to the JOBS price for that user. The difference for the rest of your current monthly period is charged immediately.

From your next renewal, subscription payments are taken monthly in advance at the JOBS prices, at the start of each monthly period. The subscription renews automatically each month until you cancel. Your monthly period runs from your renewal date, not from the start of a calendar month.

By5 Ltd is not currently VAT registered, so VAT is not currently charged.

4. Users and Role Changes

You are charged for invited users when they accept their invitations, not when you send the invitations.

If you add or reactivate a user partway through a monthly period, you are charged immediately for the rest of that period, unless you already have an unused paid place of the same kind (admin or worker) for that period.

If you remove or suspend a user, the number of users charged goes down from your next renewal. There is no refund or credit for the current monthly period. Until your next renewal, you can reuse that paid place for another user of the same kind without another charge.

If you move a user to a higher-priced role partway through a monthly period, for example from worker to admin, you are charged the difference between the two prices for the rest of that period, unless you already have an unused paid admin place for that period.

If you move a user to a lower-priced role, for example from admin to worker, the lower price applies from your next renewal.

5. Moving Back to Unlimited QUOTES

You can move from JOBS back to Unlimited QUOTES at any time in Account Settings.

  • The change takes effect at the end of the monthly period you have already paid for.
  • You keep JOBS until that period ends.
  • From then on, your subscription continues as Unlimited QUOTES at £12 per month per active user, including the workspace owner, on the terms in the QUOTES Subscription Disclosure.
  • Your worker users and Regional Managers are suspended at that point and are no longer charged (see section 9).
  • No refund is given for the JOBS period you have already paid for.

6. Cancellation

Cancelling JOBS ends your paid subscription completely. To keep Unlimited QUOTES, move back to it instead (see section 5).

You can cancel JOBS at any time in Account Settings. You do not need to contact By5 to cancel.

  • Cancellation takes effect at the end of the monthly period you have already paid for.
  • You keep JOBS until that period ends, and no further monthly payments are taken.
  • Your account then returns to the free allowance of 3 new saved quotes per calendar month, shared across your business.
  • Cancelling JOBS does not close your account or delete your data.
  • You can upgrade again later: first to Unlimited QUOTES, then to JOBS.

7. Refunds

Payments already collected are normally non-refundable, including where you cancel or move back to Unlimited QUOTES partway through a paid monthly period.

Duplicate or erroneous charges will be reviewed and refunded where appropriate.

8. Failed Payments

Failed monthly payments are retried automatically several times over a period of up to two weeks. You will be emailed when a payment fails so you can update your card.

If payment is still outstanding after this period, your JOBS subscription ends. Your account returns to the free allowance of 3 new saved quotes per calendar month, shared across your business, not to Unlimited QUOTES. You keep access to billing, cancellation and data-export functions throughout, and your quote history is retained. Section 9 explains what happens to your users and to your jobs, invoices and timesheets.

Your subscription is not restarted automatically once it has ended. You can upgrade again: first to Unlimited QUOTES, then to JOBS.

9. When JOBS Ends

JOBS ends when you move back to Unlimited QUOTES (section 5), when you cancel (section 6), or when a payment is still unpaid after the retries described in section 8. When JOBS ends:

  • Your worker users and Regional Managers are suspended automatically and are no longer charged.
  • Your jobs, invoices and timesheets are kept. Ending JOBS does not delete them, and they are available again if you upgrade to JOBS again.

If you close your account, section 10 applies.

10. Closing Your Account and Your Data

Normal platform access ends when you close your account.

You may request an operator-assisted return of Customer-controlled data during the following 30 days by contacting hello@by5.ai. This return window does not include normal login or self-service application access.

Subject to narrow legal, tax, security, fraud-prevention, audit or dispute-resolution holds, active application copies of Customer-controlled data are deleted or anonymised by day 60 after normal access ends. Backup copies expire through the normal backup cycle within 90 days.

By5 does not use identifiable or pseudonymised Customer-controlled data to train shared AI models.

11. Tenant-Customer Deposits and Payments

Any customer deposit or payment facility that you later enable is optional and separate from JOBS. Those funds are paid by your customer to your business under your own customer terms; they are not payments to By5 and are not required to use JOBS.

12. Business Authority

JOBS is for business use. The person accepting confirms that they are entering into the agreement either as the named sole trader or as a person authorised to bind the named business.

13. Acceptance Evidence

By5 retains the accepted legal version, the accepting person and business, the timestamp, the signup reference, and pseudonymous HMAC fingerprints of the IP address and user agent.

Raw IP addresses and raw user-agent details are not retained in the acceptance record. The acceptance record is retained for six years after the account ends.