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Terms of Service

CleanCoat Proposals — operated by Colin Brown trading as CleanCoat

Last updated: March 2026

1. Agreement

By accessing or using the CleanCoat Proposals platform ("the Service"), you ("the Customer") agree to be bound by these Terms of Service. If you do not agree, do not use the Service.

These terms constitute a legally binding agreement between you and Colin Brown trading as CleanCoat ("we", "us", "our").

2. The Service

We provide a digital proposal platform that enables trade businesses to create, send, and manage personalised client proposals. The Service includes proposal creation tools, client-facing proposal pages, acceptance workflows, and an administration dashboard.

3. Accounts and Access

You are responsible for maintaining the confidentiality of your account credentials. You must notify us immediately at [email protected] if you suspect unauthorised access to your account.

You must not share your account with third parties or use the Service for any purpose other than your own legitimate business operations.

4. Acceptable Use

You agree not to use the Service to:

  • Send proposals containing false, misleading, or fraudulent information
  • Collect personal data without a lawful basis under UK GDPR
  • Violate any applicable law or regulation
  • Attempt to gain unauthorised access to our systems or other users' accounts
  • Transmit malware, spam, or any harmful content

We reserve the right to suspend or terminate accounts that violate these terms without notice.

5. Subscription and Payment

Access to the Service requires a paid subscription. Subscription fees are charged in advance on a monthly or annual basis. All fees are non-refundable except where required by law.

If payment fails, we will notify you and provide a grace period of 7 days to resolve the payment. If payment is not received within the grace period, access to the Service will be suspended. Your data will be retained for 90 days after suspension, after which it may be permanently deleted.

6. Intellectual Property

All intellectual property rights in the Service, including the software, design, and content, are owned by us or our licensors. You are granted a limited, non-exclusive, non-transferable licence to use the Service for your business purposes during the term of your subscription.

You retain ownership of all data you input into the Service, including client information and proposal content.

7. Limitation of Liability

To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, or consequential damages arising from your use of the Service. Our total liability to you in any 12-month period shall not exceed the total subscription fees paid by you in that period.

Nothing in these terms limits our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

8. Termination

Either party may terminate the subscription at any time. Upon termination, your access to the Service will cease at the end of the current billing period. You may request an export of your data within 30 days of termination, after which it will be deleted.

9. Governing Law

These terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

10. Data Processing Agreement

This section constitutes a Data Processing Agreement ("DPA") between you (the data controller) and us (the data processor) as required by Article 28 of UK GDPR.

10.1 Subject Matter

We process personal data on your behalf solely for the purpose of providing the Service as described in these terms.

10.2 Nature and Purpose of Processing

We process personal data to: store and display proposal information, send notification emails, and provide the administration dashboard. We do not process personal data for any other purpose.

10.3 Types of Personal Data

The personal data processed includes: names, postal addresses, email addresses, and telephone numbers of your clients.

10.4 Duration

We process personal data for the duration of your subscription and for a retention period of 2 years thereafter, unless you request earlier deletion.

10.5 Your Obligations as Data Controller

You confirm that you have a lawful basis under UK GDPR to collect and process your clients' personal data and to share it with us for the purpose of delivering the Service. You are responsible for informing your clients that their data is processed by a third-party platform and for handling any data subject requests from your clients.

10.6 Our Obligations as Data Processor

We confirm that we will:

  • Process personal data only on your documented instructions
  • Ensure that persons authorised to process the data are bound by confidentiality obligations
  • Implement appropriate technical and organisational security measures
  • Not engage sub-processors without your prior consent (our current sub-processors are listed in our Privacy Policy)
  • Assist you in responding to data subject rights requests
  • Delete or return all personal data upon termination of the Service
  • Provide you with all information necessary to demonstrate compliance with Article 28

10.7 Security Incidents

We will notify you without undue delay (and in any event within 72 hours) upon becoming aware of a personal data breach affecting your clients' data.

11. Changes to These Terms

We may update these terms from time to time. We will notify you by email at least 30 days before any material changes take effect. Continued use of the Service after that date constitutes acceptance of the updated terms.

12. Contact

Colin Brown trading as CleanCoat

Email: [email protected]