Terms of Service

These terms are an agreement between Angelo Guedes, a sole trader established in England and Wales trading as DockLedger ("DockLedger", "we", "us"), and the business that opens a DockLedger workspace ("you", "the customer").

Address for service of documents: Office 1899, 60 Tottenham Court Road, Fitzrovia, London W1T 2EW, United Kingdom. Email: hello@dockledger.co.uk.

DockLedger is a trading name, not a separate legal entity. Your contract is with the individual named above.

By opening a workspace or using the product you accept these terms. If you are agreeing on behalf of a company, you confirm you are authorised to do so.

DockLedger is web-based software for managing deliveries into a warehouse or distribution site: booking slots, recording arrivals and departures, capturing delivery paperwork, checking carrier compliance, and — as separately priced modules — yard, racking and stock features, case picking, a carrier and supplier self-service portal, vehicle tracking where a carrier connects their own telematics, a TV wallboard, and meat traceability with case labelling, a label designer, a butchery app and licensed bench stations.

Which of those you get depends on the modules switched on for your workspace. The platform and modules listed on our pricing page at the time you subscribe are what you are buying; a module switched off stops being charged and its screens are hidden, but the records in it are kept.

This section matters more than most, so it is in plain words.

DockLedger is a record-keeping tool. It is not a compliance service, and it does not discharge any legal duty you have. Your obligations — under transport, food safety, health and safety, working time, tachograph, customs or any other regime — remain entirely yours. Using DockLedger does not transfer any of them to us and does not mean a regulator will accept your records.

• We do not check that what you or your carriers type in is true.
• Carrier scores, arrival times and waiting times are calculated from the data in your workspace. If that data is wrong or incomplete, the output will be too.
• Estimated arrival times are estimates. They depend on third-party traffic and telematics data and are not a promise that a vehicle will arrive at a given time.
• We are not your adviser. Nothing in the product or on our website is legal, regulatory, insurance, employment or tax advice.
• Traceability records, recall drills and labels are built from what your team scans and types. DockLedger enforces the rules it knows about (one species per batch, the beef three-plant limit, single-origin minced beef, no label from an unsigned spec) but it cannot know whether the box scanned was the box cut. Your food-safety and labelling obligations under Regulation (EU) 1169/2011, Regulation (EC) 1760/2000 and the retained UK equivalents remain yours.
• A bench station reads whatever the connected scale sends. Calibration, verification and trade-approval of weighing equipment are yours to maintain; DockLedger prints the reading, it does not certify it.

Keep whatever records the law requires you to keep, in whatever form it requires. Treat DockLedger as the convenient copy, not the only one.

• The person who opens the workspace is its owner and is the only one who can see or change billing.
• The owner may create logins for managers, office staff and checkers. Console seats are limited by plan; checker logins are unlimited and free.
• Logins are for one named person each. Sharing one login between several people undermines the audit trail that makes the records worth keeping, and we may suspend an account that does it.
• You are responsible for what happens under your logins. Tell us at once if you think one has been compromised.

New workspaces get a 14-day free trial. To start it you choose a plan and enter a payment card through Stripe. Nothing is charged during the 14 days. If you cancel before the trial ends you pay nothing at all. If you do not cancel, the plan you chose begins and the first payment is taken on day 15 — and the 30-day money-back guarantee below then applies to it.

We will email you before the trial ends. You can cancel in two clicks from the billing tab, and cancelling during a trial is immediate and free.

One trial per business

The trial is meant to let a business try DockLedger properly, once. It is not meant to be taken repeatedly to avoid paying. One free trial per business, and one per person opening it.

We check for repeat trials using the sign-up email address, the business name, and an anonymous fingerprint of the card supplied to us by Stripe. A fingerprint identifies a card without revealing it: we never see or store your card number, and the email and business name are stored only as one-way hashes. If a new workspace looks like a repeat of one that has already had a trial, we may pause it and ask you to email us before it opens.

If that happens to you and it is a mistake, it will be fixed. There are entirely ordinary reasons for it — a second site, a new company at the same address, a rebrand, someone who left and came back. Email hello@dockledger.co.uk and a person will look at it, normally the same working day. We would rather occasionally ask an honest customer a question than let the trial be farmed.

• Prices are as shown on our pricing page and are quoted excluding VAT. VAT is added at checkout where applicable and is collected and remitted by Stripe — see "Who you are paying" below.
• Monthly plans are charged on the same day each month; yearly plans annually in advance.
• Modules, bench stations and extra seats are added to your subscription pro-rated from the day you switch them on, and removed the same way. One-off setup and commissioning fees are charged at checkout against a scope agreed in writing.
• Bench station licences are per registered device. A station that has not signed in for 30 days stops counting against your licences; an owner can also switch a station off from Plan & billing to free its licence.
• Setup and commissioning are services, not software: the deliverables, dates and what counts as done are agreed in writing before work starts, and the fee is for that scope. Work outside it is quoted separately.
• Workspaces on a legacy tier (Basic, Essentials, Plus +) keep their price; extra console seats on those tiers remain £9.99 per user per month.
• Payment is handled by Stripe. We never see or store your card number.
• We will give you at least 30 days' notice by email before any price increase, and it will never apply to a period you have already paid for. If you do not like it, cancel before it takes effect.

Who you are paying, and who charges the VAT

Payments run through Stripe Managed Payments, which means Stripe acts as the merchant of record for the transaction. Three practical consequences, so nothing on your bank statement is a surprise:

• Your card statement will show a Stripe descriptor rather than DockLedger alone — typically something like ONELINK* DOCKLEDGER.
• The VAT invoice is issued by Stripe, in Stripe's name and under Stripe's tax registration, and Stripe collects and remits that VAT to HMRC. It is a valid VAT invoice for your records.
• Your agreement for the software — everything else in these terms — is with us. Support, your data, cancellation and the service itself are our responsibility, and you should come to us for all of it.

If your finance team needs anything else for their records, email hello@dockledger.co.uk and we will sort it.

If a payment fails

We will retry and email the account owner. If it is still unpaid after 14 days we may make the workspace read-only. We will not delete anything for non-payment.

You can cancel yourself, at any time, from the Plan & Billing tab — the "Manage billing" button takes you to Stripe, where cancelling takes two clicks. A single module can be switched off from the same page without cancelling the rest. You do not need to email us, give notice, or explain yourself.

Cancellation takes effect at the end of the period you have already paid for. You keep full access until then, and the workspace becomes read-only afterwards.

The 30-day money-back guarantee

If DockLedger is not right for you, tell us within 30 days of your first payment and we will refund it in full. No forms, no exit interview, no "what could we have done differently" before you get your money. One email is enough.

With the 14-day free trial before it, that is around six weeks to decide — most of it on us, and all of it reversible.

How it works in practice:

• It covers your first payment on a workspace, monthly or yearly.
• You keep access until the end of the period you paid for; the refund is not conditional on leaving immediately.
• We refund to the original card. Stripe usually shows it back within five to ten working days.
• You can still export everything afterwards — a refund does not delete your data. See Your data below.

Refunds after that

Once the 30 days are up we do not refund part-months or part-years as a matter of course, since you keep access for the period you paid for. Two exceptions, applied without argument:

• If DockLedger was substantially unusable for a sustained period through our fault, tell us and we will refund that period.
• If you were charged in error, or charged after cancelling, we refund it in full and apologise.

Fair use of the guarantee

The guarantee is one per business. It is there so a warehouse can try the product without risk, not so the same business can cycle through trials and refunds indefinitely.

Where the same card, email address, business name or address is used to claim repeated trials or repeated refunds, we may decline a further guarantee claim and pause the workspace until you get in touch. As above: if we have got that wrong, one email fixes it, and we will always tell you why rather than leaving you guessing.

Your data belongs to you. We claim no ownership of your bookings, contacts, paperwork or records, and we do not use them to train models or to build products for anyone else.

We will provide an export of your data in a common machine-readable format on request, at any time, including after you cancel. We keep your data for 90 days after cancellation and then delete it; ask sooner and we will delete it sooner.

How we handle personal data is set out in our Privacy Policy, which forms part of these terms. Where we act as a processor for personal data you control, that policy together with these terms is the written contract UK GDPR Article 28 requires. Larger customers who want a standalone data processing agreement should email us and we will sign one.

Do not use DockLedger to break the law, to store data you have no right to hold, to attack or overload the service, or to attempt to reach another customer's workspace. Do not resell access without our written agreement.

If you find a security flaw, please tell us at hello@dockledger.co.uk before telling anyone else. We will not take legal action against anyone who reports a genuine flaw responsibly and does not exploit or exfiltrate data.

What you confirm when you put data in

Most of what goes into DockLedger is about other people — your staff, your carriers' drivers, and where their vehicles are. So, plainly: you confirm that you are entitled to put it there. Specifically, that you have the right to provide it, that you have a lawful basis for us to process it on your behalf, and that anyone who needs to be told has been told. Vehicle tracking is the one to watch: if a carrier connects tracking, telling their drivers is the carrier's job and yours, not ours.

If someone else claims you got that wrong

If a third party brings a claim against us because of what you put into DockLedger, how you used it, or your breach of these terms, you agree to cover our reasonable losses, damages and legal costs in dealing with it.

That cuts both ways and is not a trapdoor: we will tell you promptly about any such claim, we will not settle it without asking you first, and you can take over the defence if you would rather run it yourself.

We aim to keep DockLedger available at all times and we monitor it, but we are a young product and we would rather be honest than write a number into a contract we cannot yet back. We do not currently offer a contractual uptime guarantee or service credits. If you need one, talk to us about an enterprise arrangement.

We may need to take the service down for maintenance. Where it is planned, we will give notice and pick a quiet hour.

Some features depend on third parties — payments on Stripe, maps and traffic on TomTom, vehicle positions on your carriers' telematics providers. If one of those is down, that part of DockLedger will not work, and that is outside our control.

Please keep a fallback. DockLedger should not be the only thing standing between your site and a queue of lorries. If it is unavailable, fall back to the process you had before.

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 that cannot lawfully be limited or excluded. Those limits apply whatever else this section says.

Subject to that:

• We are not liable for loss of profit, loss of revenue, loss of business or contracts, loss of anticipated savings, loss of goodwill, or any indirect or consequential loss.
• We are not liable for loss or corruption of data to the extent it results from data you supplied being wrong, or from your own failure to keep the records the law requires of you (see What DockLedger is not).
• Our total liability to you, for everything, in any twelve-month period is limited to the fees you actually paid us in that period.

We provide the service with reasonable skill and care, but not on the basis that it will be uninterrupted or error-free, nor that it is fit for a purpose we have not been told about.

These limits are deliberately set against what you pay. DockLedger costs tens of pounds a month; the losses a warehouse can suffer run to very much more than that. The price reflects that division of risk, and you are free to insure against the rest — or to talk to us about a different arrangement, at a different price, if you need us to carry more of it.

We may suspend or close a workspace if fees go unpaid, if the clause headed "What we ask of you" is breached, or if we are required to by law. Except in an emergency we will warn you first and give you a chance to put it right, and we will always give you the opportunity to export your data.

If we ever decide to discontinue DockLedger, we will give at least 90 days' notice, refund any period paid for beyond the closing date, and provide a full export.

Neither of us is liable for failing to perform because of something genuinely outside our reasonable control — an outage at a supplier we depend on, a failure of the public internet, power or telecoms failure, fire, flood, industrial action, or an act of government. If it goes on for more than 30 days, either of us may end the agreement, and we will refund anything you have paid for a period you did not get.

We may update these terms. If a change materially affects your rights we will email the account owner at least 30 days beforehand, and you may cancel before it takes effect if you object.

• If part of this is unenforceable, the rest still stands. A court may strike out or narrow any provision it finds unreasonable; everything else continues in force, and the provision applies as far as it lawfully can.
• This is the whole agreement. These terms and the Privacy Policy replace anything said beforehand. Neither of us is relying on any statement not written down here — which does not limit liability for fraud.
• Assignment. You may not transfer this agreement without our written consent, not to be unreasonably withheld. We may transfer it to a company that acquires our business, and will tell you if we do.
• No third-party rights. Nobody other than you and us can enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
• Not a partnership. Nothing here makes either of us the other's agent, partner or employer.
• Waiver. If we do not enforce something straight away, we have not given up the right to enforce it later.
• Notices. Ours go to the account owner's email address; yours come to hello@dockledger.co.uk. Email counts as writing.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Email hello@dockledger.co.uk. A real person reads it.