Terms and Conditions & Privacy Policy

These Terms and Conditions govern your access to and use of Other work, a web-based transport management planning system. By creating an account, accessing the service or using any part of the system, you agree to these Terms.

1. Who we are

Other work is provided by [Your legal business name], trading as Other work.

Business address: [Your business address]
Contact email: [your support email]
Company number: [if applicable]
VAT number: [if applicable]

2. Definitions

In these Terms:

• “Other work”, “we”, “us” or “our” means the provider of the service.
• “Customer”, “you” or “your” means the person, business or organisation using the service.
• “User” means any account holder, admin, staff member, driver or invited person using the service.
• “Service” means the Other work web application, driver app, account area, tools, pages and related online features.
• “Customer Data” means data entered, uploaded, generated or stored by you or your users in the service.

3. What the service does

Other work is designed to help transport businesses, fleet teams, fleet operators and related users organise operational records and planning tasks. The service may include features such as:

• calendar planning and task reminders;
• company and vehicle records;
• driver records;
• vehicle defects and VOR records;
• driver app access, daily checks and reports;
• shift planning;
• invoices and invoice records;
• completed task records and file attachments;
• reports, exports and other administrative tools.

4. What the service does not do

Other work does not replace your legal, regulatory or professional responsibilities. You are responsible for verifying the accuracy of all dates, reminders, vehicle records, driver records, inspections, checks, invoices, defects, VOR events and any other information stored in the service.

We do not guarantee that use of the service will make you compliant with DVSA requirements, operator licence undertakings, road transport law, employment law, tax law, insurance obligations, maintenance obligations, health and safety obligations or any other legal or regulatory requirement.

5. Account registration

To use the service, you may need to create an account and provide accurate registration information. You must keep your login details secure and must not share access in a way that compromises security or allows unauthorised use.

You confirm that you are authorised to create an account for yourself, your business or the organisation you represent. If you create an account on behalf of a business or organisation, you confirm that you have authority to bind that business or organisation to these Terms.

6. User access and permissions

You are responsible for controlling user access, admin permissions, driver invitations and any other access granted through your account. You must remove or restrict users who no longer need access or who are no longer authorised to access your data.

7. Driver app users

Driver app users may be able to submit daily checks, defect reports, journey logs, timesheets, holiday requests, signatures, location data where enabled, images and other operational information. You are responsible for reviewing, verifying and acting on any driver submissions.

A submitted driver check, report or signature does not guarantee that a vehicle is roadworthy, compliant, safe or legally permitted to operate. The customer remains responsible for inspection, maintenance, defect management and operational decisions.

8. Customer responsibility for data

You are responsible for the accuracy, legality and completeness of all Customer Data entered into the service. This includes company details, driver details, vehicle details, task dates, inspection records, defect records, VOR records, invoice records, files, photos, comments and notes.

You must ensure that you have a lawful basis and all required permissions to upload, store and process any personal data, employee data, driver data, customer data, business data, vehicle data, images or documents in the service.

9. Files, photos and uploads

The service may allow file and photo uploads. You must not upload files that are unlawful, malicious, offensive, misleading, irrelevant, infected with malware or that infringe the rights of any person.

We may apply limits to file size, file type, upload quantity, image compression and security checks. We may remove or restrict access to files where required for security, legal, technical or service integrity reasons.

10. Reminders, dates and notifications

Reminders, calendar entries and notifications are provided as planning aids only. You remain responsible for checking all important dates and taking action on time. We are not responsible for missed deadlines, missed inspections, missed renewals, missed payments, missed reminders, email delivery issues or user failure to act on information shown in the service.

11. Subscriptions, pricing and payment

Access to the service may be provided on a free, trial, paid subscription or other commercial basis. Prices, billing periods, included features and limits will be shown on the website, checkout page, invoice, order form or other written communication provided to you.

You must pay all applicable fees when due. If payment is not received, we may suspend or restrict access to the service until payment is made.

Before subscribing to a paid plan, you must provide your company or individual name, billing address and phone number. These details are sent to our payment provider, Stripe, and are used to generate the invoices issued to you for your subscription.

12. Trials and promotions

We may offer free trials, introductory offers, discounts, promotional credits or other promotions. These may be changed, withdrawn or limited at any time. Additional terms may apply to any promotion.

When a free trial ends, the account may remain available in read-only mode for 30 days. During this read-only period you may view information that was already created, but you may not add, edit, upload, submit, delete or otherwise change Customer Data unless you choose and activate a paid plan.

If a paid plan is not activated within 30 days after the trial ends, the account will be suspended and users will no longer be able to sign in. To restore a suspended account, you must contact support.

If the account remains suspended for a further 30 days, the account and Customer Data may be permanently deleted. This deletion may include users, companies, vehicles, drivers, tasks, invoices, files, reports, notifications, settings and other information stored under the account.

13. Referral programme

We may introduce referral programmes, rewards, discounts, partner offers or similar promotional features from time to time. Any referral programme may be subject to additional referral terms, eligibility rules, abuse prevention rules and reward conditions.

Unless separate referral terms state otherwise, referral rewards are not guaranteed, have no cash value, may be refused for suspected abuse, fake accounts, self-referrals, duplicate accounts, cancelled accounts, unpaid accounts or activity that we reasonably consider unfair or misleading.

14. Cancellation

You may cancel your account or subscription in accordance with the cancellation process made available to you. Cancellation does not automatically remove fees already due unless we agree otherwise in writing or unless required by law.

After cancellation, access to the service may end immediately or at the end of the paid billing period, depending on your subscription terms.

15. Data export and account closure

Where available, you should export any required data before closing your account. We may retain backups, logs or limited records for a reasonable period after closure where needed for security, legal, accounting, dispute resolution or technical reasons.

16. Acceptable use

You must not:

• use the service for unlawful, fraudulent, harmful or misleading purposes;
• attempt to gain unauthorised access to the service, systems, accounts or data;
• upload malware, viruses or harmful code;
• scrape, copy, reverse engineer, overload or interfere with the service;
• misuse driver accounts, invitations, links, files, reports or exports;
• use the service in a way that may damage our reputation, systems or other users.

17. Security

You must keep account credentials secure and tell us promptly if you suspect unauthorised access, password compromise, data loss or any security issue involving your account.

We use reasonable technical and organisational measures to protect the service, but no system can be guaranteed to be completely secure, uninterrupted or error-free.

18. Service availability

We aim to keep the service available and working correctly, but we do not guarantee uninterrupted, error-free or continuous availability. The service may be unavailable due to maintenance, updates, security issues, hosting issues, internet problems, third-party provider issues or circumstances outside our control.

19. Changes to the service

We may update, improve, replace, remove, suspend or change features of the service at any time. We may also change layouts, workflows, limits, technical requirements, integrations and supported features.

20. Intellectual property

The Other work name, branding, design, layout, software, code, database structure, interface, documentation and related materials belong to us or our licensors. You receive a limited, non-exclusive, non-transferable right to use the service in accordance with these Terms.

You must not copy, resell, sublicense, reproduce, modify, reverse engineer or create competing products from the service except where expressly permitted by law.

21. Customer Data ownership

You retain ownership of Customer Data that you enter or upload into the service. You grant us the rights needed to host, process, transmit, back up, display and operate that data for the purpose of providing and supporting the service.

22. Privacy and personal data

We process personal data in accordance with the Privacy Policy set out in section 30 onwards below. You are responsible for ensuring that any personal data you enter into the service is collected and used lawfully.

If you use the service on behalf of a business or organisation and enter personal data relating to drivers, employees, customers, suppliers or other individuals, you are responsible for providing any required privacy information to those individuals.

23. Confidentiality

Each party must take reasonable care to protect confidential information received from the other party. This does not apply to information that is public, already known, independently developed or required to be disclosed by law.

24. Third-party services

The service may rely on hosting providers, email providers, payment providers, analytics providers, mapping/location services or other third-party services. We are not responsible for failures caused by third-party services outside our reasonable control.

25. Limitation of liability

Nothing in these Terms limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

To the maximum extent permitted by law, we are not liable for loss of profit, loss of revenue, loss of business, business interruption, loss of goodwill, loss of anticipated savings, loss or corruption of data, compliance failures, missed deadlines, missed reminders, indirect losses or consequential losses.

To the maximum extent permitted by law, our total liability arising out of or in connection with the service is limited to the fees paid by you for the service in the 12 months before the event giving rise to the claim.

26. Suspension and termination

We may suspend or terminate your access if you breach these Terms, fail to pay fees, misuse the service, create a security risk, provide false information, infringe rights, act unlawfully or if we reasonably need to protect the service, other users or our business.

27. Changes to these Terms

We may update these Terms from time to time. The updated version will be posted on this page with a new “Last updated” date. If a change is material, we may provide additional notice where reasonable. Continued use of the service after changes take effect means you accept the updated Terms.

28. Governing law

These Terms are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction, except where applicable law gives you mandatory rights to bring a claim elsewhere.

29. Contact

Questions about these Terms should be sent to: [your support email]

30. Privacy Policy overview

This Privacy Policy explains how Other work collects, uses and protects personal information when you register, request a demo, use the transport management system or contact us.

31. Who is responsible for your data

Other work is responsible for the account, registration, demo request, billing and support data processed through this service. You can contact us at support@otherwork.net.

32. Information we collect

We may collect and store:

• Account details such as your email address, password hash, company name, account type and customer type.
• Signup details such as phone number, address, referral code, marketing preference and terms acceptance.
• Billing information such as trial status, subscription plan, invoices, payment status and billing dates.
• Billing contact details such as company or individual name, billing address and phone number, used to generate invoices through our payment provider, Stripe.
• Demo request details such as your email address, demo access request and any marketing preference you choose.
• Operational records entered into the system, including vehicles, drivers, defects, tasks, clients and invoices.
• Technical information needed for security, login sessions, abuse prevention and service diagnostics.

33. How we use information

We use personal information to:

• Create and manage user accounts.
• Confirm email addresses and protect registrations from automated abuse.
• Provide the free trial, subscription access, invoices and billing notices.
• Operate the transport management features you choose to use.
• Respond to demo requests, support requests and account questions.
• Send product updates or marketing emails only where you have chosen to receive them.
• Monitor service reliability, security and compliance with our terms.

34. Billing and trial data

Trial and subscription data is used to show account status, issue invoices, send payment reminders, continue paid membership and freeze accounts where invoices remain unpaid under the subscription terms.

35. Marketing choices

Marketing messages are optional. If you choose to receive them, you can opt out later by using the unsubscribe option in the message or by contacting us.

36. Sharing information

We do not sell personal information. We may share information with trusted service providers who help us operate the system, send emails, host data, process payments, provide security or support the service. This includes sharing your company or individual name, billing address and phone number with Stripe, our payment provider, so that it can generate and send your subscription invoices. We may also share information where required by law or to protect the service and its users.

37. Data retention

We keep account, billing and operational data for as long as needed to provide the service, meet legal and accounting requirements, resolve disputes and maintain security. Demo requests and marketing preferences are kept only for as long as they are useful or required.

38. Your rights

You can contact us to request access to your personal information, correction of inaccurate details, deletion where legally possible, restriction of processing or withdrawal of marketing consent.

39. Security of your data

We use technical and organisational measures designed to protect personal information, including account authentication, role-based access, email confirmation and restricted system access.

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