Renewminder

Terms of Business

Renewminder Ltd, registered in England and Wales, company number 16649489, registered office Dephna House, 7 Coronation Road, London NW10 7PQ ("we", "us"). Version 1.5, 9 October 2026.

These terms apply to every quote we send. Accepting a quote means accepting these terms. Our privacy policy explains how we handle personal data on this website.

1. The agreement

  1. These terms apply to every piece of work we do for a client ("you"): the organisation named in our quote.
  2. The agreement is made up of the accepted quote, these terms and their schedules. If they conflict, the quote wins, then the schedules, then these terms.
  3. You accept by signing the quote, replying to say you accept it, or paying the deposit.
  4. We work with businesses, charities and public bodies, not with consumers. You confirm you are acting for your organisation.

2. What we will build

  1. We will build what the quote lists (the "work"), with reasonable skill and care. Anything not listed is not included.
  2. After the demo, one round of reasonable adjustments within the agreed scope is included.
  3. If you want something new or different, tell us in writing. We will quote a fixed price and any change to the timeline, and nothing changes until you agree. Extra work is charged at our day rate of £90 unless we quote a fixed price.

3. What we need from you

  1. One named contact who can make decisions.
  2. Content (text, images, prices, rules), logins and access we need, in good time.
  3. Feedback on demos and deliveries within 5 working days.
  4. You confirm you have the right to use everything you give us, and that it does not break anyone else's rights or the law.
  5. If we are waiting on you, the timeline moves by the same amount. If the work is paused by you for more than 30 days, we may invoice for the work done so far.

4. Timeline

The dates in the quote are our honest estimates. We are not responsible for delays caused by you, by third parties such as app stores and payment providers, or by events outside our control.

5. Price and payment

  1. The price in the quote is fixed. It will not go up because the work takes us longer than planned.
  2. Unless the quote says otherwise, you pay the deposit shown in the quote before we start, and the balance at launch.
  3. Invoices are due within 14 days. We are not VAT registered at the moment, so no VAT is charged; if that changes, we will add VAT to future invoices.
  4. On late payments we may charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
  5. If a payment is late, you have a grace period of 7 days after the due date. If it is still unpaid after that, we may suspend the work and any services we provide, including hosting, until it is paid in full, unless we have agreed a payment plan in writing (email is fine).
  6. Suspending a service means the public parts of your system are taken offline and show a notice asking visitors to contact you. We warn you in writing at least 2 working days before. Your data stays safe during a suspension, and you can ask for a copy of it at any time.
  7. We restore a suspended service within 1 working day of receiving payment in full, or the first payment under an agreed payment plan. If a payment under a payment plan is more than 7 days late, the whole balance becomes due and we may suspend the service again.
  8. If an amount is still unpaid 30 days after a suspension starts, we may end the Care plan. Care fees for the rest of the current term remain payable, and Schedule 1 (If a plan ends) applies.
  9. Third-party costs, such as domain names, hosting outside a Care plan, card fees, text messages, app store accounts, and fees charged by connected services such as Xero or QuickBooks, are paid by you, directly where possible.

6. Testing and acceptance

  1. When we deliver, you have 10 working days to test and tell us about anything that does not match the quote.
  2. We fix those problems and deliver again.
  3. The work is accepted when you confirm it, when 10 working days pass without a reported problem, or when you start using it for real, whichever comes first.

7. Fixes after launch

  1. For 30 days after launch we fix, free of charge, anything we built that does not work as agreed.
  2. After that, fixes are covered by a Care plan (Schedule 1). Without a Care plan, help is charged as a call-out: £45, paid in advance, which includes up to 1 hour of work to find and fix the problem.
  3. If a fix needs more than 1 hour, we quote a fixed price first. Work starts when you accept the quote and pay a 50% deposit; the balance is due when the fix is delivered.
  4. No software is ever completely free of errors. We do not promise that it will run without interruption, or work with third-party services that change after launch.

8. Who owns what

  1. Once you have paid everything you owe for the work, you own the code and designs we created specifically for you, and we transfer our rights in them to you.
  2. We keep ownership of our own tools, components, templates and know-how that existed before or are not specific to you. You get a permanent, free licence to use them as part of your system.
  3. Open-source software included in the work stays under its own licence.
  4. Until you have paid in full, you may use the work for testing only.
  5. We may show your name, logo or the work in our portfolio only if you agree in writing.

9. Hosting and handover

  1. Without a Care plan, at launch we hand over the code and the access you need, and you are responsible for hosting, updates and maintenance from then on.
  2. With a Care plan, Schedule 1 applies.

10. Confidentiality

We each keep the other's confidential information private and use it only for this work, during the agreement and for 3 years after it ends. This does not cover information that is public, already known to us, or that we must disclose by law.

11. Personal data

When we handle personal data for you, you are the controller and we are the processor, and Schedule 2 applies. Each of us follows UK data protection law.

12. Our team

Our team works remotely, including from Morocco. We are responsible for everyone who works on your project, including any subcontractors, and they are bound by the same confidentiality and data protection duties.

13. Liability

  1. Nothing in this agreement limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
  2. Neither of us is liable for loss of profit, revenue, business, goodwill or data, or for any indirect or consequential loss.
  3. Our total liability under this agreement is limited to the amount you have paid us under it in the 12 months before the claim.
  4. You are responsible for keeping your own copies of your data and content, except where a Care plan includes backups.

14. Ending the agreement

  1. Either of us may end the agreement by written notice if the other seriously breaks it and does not put it right within 14 days of being asked, or becomes insolvent.
  2. You may cancel at any time by writing to us. You pay for the work done up to that point, at our day rate and never more than the fixed price. The deposit is not refundable once work has started.
  3. When the agreement ends, you receive the work you have paid for, and each of us returns or deletes the other's confidential information.

15. General

  1. Neither of us is responsible for failures caused by events outside our reasonable control.
  2. This agreement is the whole agreement between us about the work. Changes must be agreed in writing, and email counts.
  3. Notices may be sent by email to the addresses in the quote.
  4. Neither of us may transfer this agreement without the other's consent, except as part of a sale of the business.
  5. For 6 months after the work ends, neither of us will directly hire the other's staff who worked on it, without agreement.
  6. Nobody else has rights under this agreement, including under the Contracts (Rights of Third Parties) Act 1999.
  7. If part of these terms is found invalid, the rest still applies.
  8. The law of England and Wales applies, and the courts of England and Wales decide any dispute.

Schedule 1: Care plans

A Care plan keeps the system we built running after launch. It is optional, and it starts at launch. Care costs £19 a month or £190 a year; Care Plus costs £49 a month or £490 a year. Both include hosting on UK servers, security and software updates, daily backups, uptime monitoring and fixes to anything we built. Care includes up to 30 minutes of small changes a month, and Care Plus up to 2 hours.

  1. Response times. If the system is down or payments are failing, we start work within 1 working day of your email. Other problems are handled within 3 working days. Working days are Monday to Friday, excluding UK bank holidays.
  2. Small changes. A small change is a quick edit to something we built that doesn't add a new feature: for example updating text, images, prices, opening hours, email wording, form fields or settings, or adding a simple page from an existing layout. Each change takes no more than 1 hour. Ask by email; we do it within 3 working days and record the time used in 15-minute blocks. If a request needs more time than you have left that month, or isn't a small change, we quote it first and nothing is charged until you agree.
  3. Not included. New features, redesigns, and problems caused by changes made by you or someone else, or by third-party services changing or failing. We will always tell you the price before doing anything that is not included.
  4. Unused time. Small-change time does not roll over to the next month.
  5. Term. Plans run for 12 months and then renew for another 12 months unless either of us gives 30 days' notice before the renewal date. Monthly plans are paid monthly in advance; yearly plans are paid in advance.
  6. Price changes. We may change the price at renewal, with at least 60 days' notice.
  7. Fair use. Plans cover normal use by a small organisation: up to 1,000 emails sent by the system a month, 0.5 GB of stored data, one test copy of the system, and up to 10 staff logins. If use goes above this, or third-party costs grow a lot, we will agree a new price with you before anything changes.
  8. If a plan ends. Whether you give notice or the plan ends early under section 5, we send you a handover pack: at least 10 working days before the end date, or within 10 working days of a plan ending early. It includes an export of your data, a copy of the code (once everything owed for the work is paid), the list of settings a new host needs, and step-by-step moving instructions. Up to 1 hour of help with the move is included; more help is charged as a call-out or quoted first.
  9. After it ends. Hosting stops on the end date; we do not host systems free of charge. We keep a backup for 30 days after the end date in case anything goes wrong with the move, then delete it and confirm in writing.

Schedule 2: Data processing

This schedule applies whenever we handle personal data on your behalf, for example the details of your customers, hirers or volunteers stored in a system we build or host. The subject matter is building, hosting, supporting and maintaining the system described in the quote, for the length of the agreement. The types of personal data and the people concerned are those described in the quote or agreed by email. We will:

  1. Use the data only on your documented instructions, including these terms and the quote, and tell you if we think an instruction breaks the law.
  2. Make sure everyone who can access the data is bound by confidentiality.
  3. Keep the data secure: encrypted connections, access limited to the people who need it, two-factor sign-in on our accounts, and regular backups where we host.
  4. Use other processors (sub-processors) only with your general permission, which you give by accepting these terms. Our current sub-processors are Vercel (hosting, with the system set to run in London), Neon (database, London region), Google Workspace or your own mailbox for email, Resend where we use it for sending email, and any service named in the quote such as Stripe. Where any of them process data outside the UK, the transfer is covered by UK adequacy regulations or the UK International Data Transfer Agreement or Addendum. We will tell you before adding or replacing one, so you can object. Each is bound by the same data protection duties.
  5. Help you respond to requests from people exercising their rights, such as access or deletion.
  6. Help you with security, breach notifications and data protection impact assessments where relevant to our work.
  7. Tell you without undue delay, and within 48 hours, after we become aware of a personal data breach affecting your data.
  8. At the end of the agreement, return your data or delete it, at your choice, unless the law requires us to keep it.
  9. Give you the information you reasonably need to show compliance, and allow a reasonable audit with at least 30 days' notice, at your cost.

Transfers outside the UK. Your data is stored on UK servers by default. Our team works remotely from Morocco, so team members may access the data from there to build and support the system. Morocco does not currently have UK adequacy regulations, so these transfers are covered by the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. We will give you a copy on request.

Schedule 3: Dedicated team members

This schedule applies when the quote is for a dedicated assistant or customer support team member (our Renewminder Talent service, described at talent.renewminder.com). Unless the quote says otherwise, part-time (4 hours every weekday) costs £690 a month and full-time (8 hours every weekday) costs £1,250 a month. Both include the AI tools the team member uses and a daily written handover.

  1. The service. We provide a named team member who works for you during the UK weekday hours set out in the quote, under our management. They are employed or engaged by us, not by you. We are responsible for their pay, tax, holidays, equipment and conduct. You tell them what to work on day to day, within the tasks agreed in the quote.
  2. Payment. The monthly price is invoiced in advance and is due before the month starts. Section 5 applies to late payment: if a payment is still unpaid after the grace period and our warning, the team member's work for you pauses until it is paid.
  3. Term and notice. The first month is the minimum term. After that the service continues month by month, and either of us can end it, or change the hours, with 30 days' written notice.
  4. Trial week. If you are not happy during the first 5 working days, tell us in writing and the service ends straight away. You pay only for the days worked, and we refund the rest of the first month.
  5. Holidays and absence. The team member's holidays are agreed with you at least 2 weeks ahead, and we tell you about sickness on the day. If we cannot cover a working day, we take it off your next invoice at one twenty-first of the monthly price per day. UK bank holidays and Moroccan public holidays are not working days unless agreed; the monthly price already allows for them.
  6. If the team member leaves. We tell you as soon as we know and offer a replacement. If we cannot offer a suitable replacement within 10 working days, you may end the service straight away, and we refund any days paid for but not worked.
  7. Access and security. The team member uses their own login for each of your systems, with two-step sign-in, and only the access the tasks need. We never share passwords. You can remove their access at any time. Licences for your own systems (for example a help-desk seat) are paid by you.
  8. AI tools. We use business AI accounts that do not train on your data. Your customers' personal data is not entered into AI tools unless you agree in writing. A person checks everything before it is sent in your name.
  9. Personal data. When the team member handles personal data in your systems, we act as your processor and Schedule 2 applies, including the transfer safeguards for team members working from Morocco.
  10. Your instructions. You make sure the tasks you give are lawful, and you remain responsible for decisions made on your instructions or under your rules, such as refunds, prices and replies to complaints. Section 13 (Liability) applies.
  11. Hiring the team member directly. If, during the service or within 12 months after the team member last worked for you, you employ or engage them directly or through someone else, you pay us a fee equal to 3 months of the monthly price you were paying. Please talk to us first; we would rather agree an arrangement that works for everyone.
  12. Work product. Everything the team member creates for you belongs to you once the month it was created in has been paid for. Section 8 applies to anything we built before or outside the service.

Using this website

This website is run by Renewminder Ltd. You may read, share and link to it. Please don't copy large parts of it, or the sample apps, as your own. Sample apps are demonstrations with made-up data; nothing entered in them is saved. We keep the information here accurate and up to date, but prices and details in guides can change, so please check with us before relying on them. Links to other websites are for convenience and we are not responsible for their content. Questions: info@renewminder.com.