Terms for using Workshop Diary

1. Who operates Workshop Diary

Workshop Diary is currently presented under the Workshop Diary trading name.

Contact email

hello@workshopdiary.co.uk

2. What these terms cover

These terms cover use of:

• The public Workshop Diary website
• Demo, enquiry and first-party help-widget routes
• The Workshop Diary app and customer portal once available
• Subscription plans, onboarding and account administration
• Workshop, customer, finance, HR, leave, payroll, parts and document workflows
• Connected services such as HMRC APIs, payment processors, OCR, email, SMS and open banking where enabled

A signed customer agreement, order form, subscription checkout, data processing agreement or module-specific terms may add to or override these public terms for paying customers.

3. Website information and product status

The public website explains Workshop Diary’s intended product, pricing, examples and feature direction. Some features may be in testing, staged rollout, subscription-gated, coming soon or subject to further integration work.

Website content, screenshots, pricing, plan boundaries and feature availability may change. Visitors should confirm any important purchasing point before relying on it commercially.

4. Accounts and authorised users

Customer accounts should only be accessed by authorised users. Customers are responsible for choosing appropriate administrators, managing staff access, removing access when users leave or roles change, and ensuring users keep login credentials secure.

Users must not share accounts, bypass access controls, attempt to access another tenant’s data, interfere with security controls or use Workshop Diary for unlawful purposes.

5. Customer data and responsibilities

Customers remain responsible for the accuracy, legality and appropriateness of the data they enter into Workshop Diary, including customer, employee, supplier, vehicle, invoice, HR, payroll, tax and accounting information.

Customers must ensure they have the necessary permissions, lawful bases and notices to process personal information in Workshop Diary, especially where employee, sickness, payroll, customer portal or tax data is involved.

6. Subscriptions, billing and plan access

Workshop Diary is expected to be provided on a subscription basis. Public prices are stated exclusive of VAT unless clearly stated otherwise. A binding subscription should only begin when Workshop Diary accepts an order, completes onboarding, activates an account or a customer completes an approved checkout route.

Plan access may be controlled by subscription gates. Features may vary by Starter, Growth, Pro, Enterprise or any future plans. If a subscription is unpaid, cancelled, downgraded or suspended, access to certain modules or features may be restricted.

Usage-linked services such as SMS, payment processing, high-volume OCR, open banking or other third-party integrations may carry separate charges, allowances, pass-through costs or fair-use limits.

7. Free trials, demos and onboarding

Demo access, early access, guided onboarding or trial use may be offered at Workshop Diary’s discretion. Trial or demonstration environments may be limited, time-bound, changed, withdrawn or reset.

Customers should not treat demo data or test environments as permanent production records unless Workshop Diary has expressly confirmed otherwise.

8. HMRC, tax and accounting features

Workshop Diary may include HMRC-connected, VAT, MTD, self assessment, corporation tax, payroll/RTI, accounting, AP/OCR and adviser workflows. These features are intended to help customers and authorised advisers prepare, review, submit or manage relevant records.

Workshop Diary is not a substitute for professional tax, accounting, payroll or legal advice. Customers remain responsible for reviewing figures, confirming submission accuracy, meeting filing/payment deadlines and ensuring they are authorised to act for any business or taxpayer account they connect.

HMRC API availability, scopes, sandbox/live credentials, gateway responses, fraud-prevention headers, authorisation flows and API requirements may change. Connected features may be unavailable or limited if HMRC services, credentials, user authorisations or third-party providers are unavailable.

9. Payroll, HR and employee-related features

Payroll, HR, leave, sickness, policy acknowledgement and employee document features may process sensitive employment and personal information. Customers are responsible for using these features lawfully and for checking payroll, tax, pension, absence and HR outputs before relying on them.

Payslips, RTI files, P60s, pension exports, payment exports, leave balances and related records should be reviewed by an appropriate authorised person before submission, publication or payment.

10. Customer portal and customer communications

The customer portal is designed to support job requests, selected updates, customer notes, approvals and related communications. Workshops are responsible for deciding what information is appropriate to share with customers and for keeping internal notes separate from customer-facing messages.

Email and SMS notifications may depend on third-party providers, deliverability, customer contact details and consent/communication preferences.

11. OCR, documents and automated assistance

OCR, document intelligence, smart category suggestions, AI summaries, validation prompts, dashboard cues and automation are assistance tools. They may be incomplete, inaccurate or require human correction.

Customers must review extracted invoice data, VAT values, payroll figures, policy summaries and other assisted outputs before using them for accounting, tax, HR, payroll, customer communication or legal purposes.

12. Payments, open banking and third-party services

Workshop Diary may connect with payment processors, open banking providers, OCR providers, email/SMS providers, HMRC, hosting providers, analytics tools, calendar tools or other third-party services.

Third-party services are subject to their own availability, terms, fees and privacy information. Workshop Diary is not responsible for third-party outages, gateway failures, provider changes or bank/HMRC/payment platform decisions outside its reasonable control.

13. Support and helpdesk

The public website may include a simple first-party help widget for initial enquiries. It is not a full real-time support desk and does not guarantee immediate replies.

More formal support routes may be provided through the app, customer portal, email, onboarding or future helpdesk systems. Support levels may vary by subscription plan or customer agreement.

14. Acceptable use

You must not use Workshop Diary to:

• Upload unlawful, malicious, misleading, infringing or harmful material
• Attempt to bypass tenant separation, permissions, security controls or subscription gates
• Access, alter or extract data you are not authorised to access
• Use automated scraping, load testing or abusive traffic without permission
• Transmit spam, malware, phishing material or fraudulent communications
• Use HMRC, payment, payroll or customer communication features without proper authority

15. Availability, maintenance and changes

Workshop Diary may be updated, maintained, improved, restricted, suspended or changed from time to time. We aim to provide a reliable service, but we do not guarantee uninterrupted or error-free access.

Features may be added, changed, replaced or removed, especially while the product is in staged rollout or beta/early-access development.

16. Data backup, export and cancellation

Customers should maintain appropriate business records and not rely solely on any single software system for legal, tax, HR or accounting retention. Export and data return options may depend on the module, customer agreement, subscription status and technical availability.

On cancellation, non-payment or expiry, access may be restricted. Any post-cancellation access, export, retention or deletion process should be handled in line with the applicable customer agreement and data processing terms.

17. Intellectual property

The Workshop Diary name, branding, software design, website content, layouts, documentation, workflows and original materials are owned by or licensed to the operator. Customers receive only the access rights granted under their subscription or agreement.

Customers retain responsibility for and rights in their own business data, subject to the rights needed for Workshop Diary to host, process, transmit, back up and support that data as part of the service.

18. Confidentiality

Each party should treat non-public business, technical, financial, customer, employee and operational information received through the service as confidential, except where disclosure is required to provide the service, comply with law, support integrations or exercise legal rights.

19. Liability

To the extent permitted by law, Workshop Diary is provided as software and related services, not as legal, tax, payroll, HR, accounting or financial advice. Customers are responsible for reviewing outputs and taking professional advice where appropriate.

Nothing in these terms excludes liability that cannot legally be excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Any specific liability cap, excluded loss wording, service credits or remedy structure should be set out in the final customer subscription agreement before paid self-service sign-ups go live.

20. Privacy, cookies and data processing

Personal information is handled in line with the Privacy Policy. Cookie and browser-storage use is explained in the Cookie Policy.

Paying customers may also need a data processing agreement or equivalent terms covering Workshop Diary’s role as processor for customer-entered app data.

21. Suspension and termination

Access may be suspended or terminated where there is non-payment, security risk, unlawful use, serious breach, misuse of integrations, unauthorised HMRC/payment access, or conduct that may harm the service, other customers or third-party providers.

22. Governing law

These public terms should be interpreted under the law applicable to the operator’s registered jurisdiction, unless a different governing law is agreed in a customer agreement.

23. Changes to these terms

These terms may be updated as Workshop Diary develops, including when subscription checkout, customer onboarding, HMRC APIs, payroll, payments, open banking, customer portal or helpdesk features go live. The current version will be published on this page.