Route Planner Teams Terms

1. Who you're dealing with, and who these terms are for

Route Planner Teams is sold by Grainger & Rossall Ltd, a company registered in England and Wales (company number 11867613), registered office 189 Lynchford Road, Farnborough, GU14 6HD ("we", "us"). VAT number GB334881092. Contact: [email protected].

Route Planner Teams is for businesses, including sole traders, buying it for their business. You ("you", "your business") are the business that sets up the team. The person who sets it up and signs in to manage it (the "manager") confirms they can agree to these terms for the business. These terms apply from the moment you create a team.

Because you are buying as a business, the consumer cancellation rights in the Consumer Contracts Regulations 2013 don't apply. A Route Planner Pro subscription (Solo or Premium) is a different service, and these terms don't cover it.

2. What Route Planner Teams is

The manager plans each day's jobs, Route Planner Teams splits them between your drivers and orders each driver's stops, and you send each driver their day. Each driver signs in with their own email and password, sees only their own jobs, and records each delivery (with photos and signatures where you use them). You see the deliveries come in and the proof of delivery for each.

• A team has one manager, signed in with a Google account, and up to 25 drivers.
• The manager can also drive, as one of the team's drivers.
• Each driver gets an email with a link to set their password. The link works once and expires after 24 hours; the manager can send a new one.

3. Price and seats

• £9 per driver per month, including VAT at 20% (£7.50 plus £1.50 VAT). Prices are in pounds sterling.
• A driver counts as a seat from the day they set their password (their first sign-in), or, for a manager who drives, from the day they add themselves as a driver. A driver you've invited who hasn't set a password yet costs nothing.
• Minimum one seat. A subscribed team pays for at least one seat, even if no driver has signed in.
• A driver added during the month is charged from 00:00 UK time on the day they set their password to the end of that billing month, and that amount is added to your next monthly bill.
• Removing a driver stops them signing in straight away. There's no refund or credit for the rest of the month, but the seat stays paid until the end of the month: a driver who replaces them in the same billing month costs nothing extra until your next bill. Your next bill is for the drivers you have then.

4. The free trial

• Setting up: when you create a team you can add your drivers, and they can set their password and sign in, before the trial starts. Nothing is charged.
• When it starts: the first time you send a day's plan to your drivers, or 7 days after you created the team, whichever comes first.
• How long: 14 days, for up to 25 drivers. It ends at 00:00 UK time at the end of the 14th day. We email the manager about three days before it ends.
• No card needed. When the trial ends, nothing is charged: your drivers can't sign in and your planning stops until you set up payment.
• Setting up payment during the trial charges nothing until the trial ends, and your first monthly payment is taken then. In the trial's last two days Stripe can't wait that long: setting up payment then takes the first payment straight away, and your billing date is that day.
• Free seats given by us: if we give your team free time (for example while you get started), it works the same way as the trial: payment set up during it starts when it ends.

5. Paying

• By card only, through Stripe, our payment provider. Stripe holds your card details; we don't see your card number.
• Monthly, in advance, on the same day of the month as your first payment, until you pause or cancel. In a month without that day (for example the 31st), you're charged on the month's last day.
• VAT invoices: every invoice shows our VAT number and the VAT included. When you set up payment we ask for your business name and address, and your VAT number if you have one, to put on your invoices. Your invoices are in Manage billing on your team page.
• Manage billing (on your team page) is where you change your card, update your business details or VAT number, see your invoices and cancel.

6. If a payment fails

• Everything keeps working for the rest of the day the payment fails and the next three days. For example, if a payment fails on a Monday, everything works until 00:00 UK time on Friday morning. The manager sees a message saying so, with a link to pay; drivers see a message asking them to tell their manager.
• Then it switches off at 00:00 UK time on the fourth day: drivers can't start a new day and the manager can't plan, until the payment is made.
• Nothing a driver records is lost. A delivery recorded on a day your team was switched on is accepted when the driver's phone sends it, even after the switch-off, as long as the driver is still on your team.
• Paying late doesn't move your billing date. When you pay the failed invoice, everything switches back on, and you still pay on the same day each month. The month you pay for is the month the invoice covers, including any days your team was switched off.
• Stripe retries the payment for a while. If it is still unpaid after the last retry, Stripe ends the subscription. The unpaid invoice is still owed. If Stripe stops sooner (for example, because the card has been reported lost), your team switches off when it does.
• No fresh start while an invoice is unpaid. While a Teams invoice is unpaid you can't pause, start a new subscription or resume. Pay it first, from the link on your team page.
• After the subscription has ended: paying the old invoice doesn't switch your team back on by itself. Set up payment again; your first new payment is then taken at the end of the period the old invoice paid for, so you don't pay for the same days twice (unless that is less than two days away, when Stripe takes it straight away).

7. Pausing and resuming

• Pause on your team page. Your team keeps working until the end of the month you've paid for (to 00:00 UK time after it ends), then stops; nothing more is charged.
• Drivers added that month who haven't been billed yet are billed when you pause, since there's no next monthly bill to add them to.
• You can't pause while a payment has failed or a Teams invoice is unpaid.
• Changed your mind before the month ends? Press "Keep going" and nothing changes.
• While paused, drivers can't sign in and the manager can't plan, but we keep your drivers and your delivery records so you can carry on where you left off (see section 10 for how long).
• Resume on your team page: a full month is charged straight away to your saved card, and your billing date becomes that day. If there is no saved card, you'll be taken to set up payment.

8. Cancelling

• Cancel in Manage billing on your team page. Your subscription stops at the end of the month you've paid for; your team keeps working until 00:00 UK time after that.
• Drivers added that month who haven't been billed yet are billed when you cancel.
• Changed your mind? You can undo a cancellation in Manage billing before the month ends.
• Deleting the manager's account ends the subscription at once and deletes the team, its driver logins and all its data from the app straight away; encrypted copies stay in our backups for up to 12 months (section 10). There's no refund for the rest of the month.
• Coming back: you can set up payment again at any time. Until your drivers' data is removed (section 10), they're still on the team.

9. Refunds

There is no refund window: the free trial is the time to decide whether Route Planner Teams suits you. We don't refund part-months, removed drivers, a pause or a cancellation. Any goodwill refund is at our discretion. Nothing here limits your right to dispute a payment (section 14).

10. Your drivers' data when your team is off

• Paused: we keep your drivers' details and delivery records for 12 months from the day the pause starts.
• Cancelled, ended after failed payments, or a trial or free time that ended without payment: we keep them for 90 days after your team switched off.
• Before anything is removed we email the manager 14 days ahead. Nothing is removed unless that email went at least 14 days before.
• Then we remove your drivers' logins and details as described in the data processing terms. The manager's own account stays.
• Starting again before then keeps everything as it was.

Delivery photos and signatures are removed from the app 90 days after upload, whether or not your team is running. Download or share any proof you need to keep before then. Encrypted copies of everything removed stay in our backups for up to 12 months, as proof of delivery in case of a dispute (see the data processing terms, section 10). In a dispute, we may be able to recover a photo or signature from our backups for up to 12 months after upload; ask us at [email protected].

11. The founders' price

The first 10 teams to pay a first invoice are our founders. If we raise the Teams price, a founder keeps paying the price they first paid for 12 months from that first payment. The 12 months don't restart if a founder pauses, cancels or comes back; a founder who comes back within their 12 months comes back at their price. Your team page doesn't show founder status; ask us if you'd like to know.

12. Price changes

• 30 days' notice: if we raise the price while you are paying, we email the manager at least 30 days before it applies to you, with the new price and the date.
• The new price starts with your first monthly bill on or after that date (for a founder, not before the end of their 12 months).
• If you don't want it, cancel before then and you won't pay it.
• Starting to pay, or coming back, after a price rise (setting up payment, resuming or starting again) is at the price at that time, shown before you pay, except for a founder within their 12 months.

13. What the service does and doesn't promise

• Planning, not guarantees: Route Planner Teams splits the jobs and orders each driver's stops using road driving times from our own routing server, without live traffic. Arrival times are estimates, and the plan is a good one, not a guaranteed best one. Check it before you send it.
• Back-up routing: if our routing server is unavailable, the app may use a public routing service instead.
• On the road: drivers must follow road signs and the law, and drive safely; the app must not be used in a way that distracts a driver while driving.
• Without signal, a driver's phone keeps the day's jobs and the deliveries recorded, and sends them when signal returns.
• Availability: we work to keep the service running, but we can't promise it will always be available or free of errors, and we may need to take it down for maintenance.
• If something isn't working: tell us at [email protected].

14. Your responsibilities

• Use Route Planner Teams for your own business's deliveries. Don't resell it, share a driver's login between people, or try to break or overload the service.
• Keep the manager's Google account secure, and remove a driver as soon as they stop driving for you.
• You are responsible for your drivers' use of the app on your team.
• You are the controller of your drivers' data and of the data about the people you deliver to: the data processing terms set out what that means, including telling your drivers how their data is used.
• Disputes and chargebacks: if you think a payment is wrong, please email us first. If you dispute a payment with your bank instead, we end your subscription straight away and your team switches off, and you can't set up payment again while the dispute is open or if it is decided against you.
• We may suspend a team that is clearly being misused.

15. Changes to these terms

The date at the top of this page is when this version was published. A change takes effect 30 days after that date, so you have time to read it and, if you don't accept it, to cancel before it applies. A change we must make by law takes effect when the law requires.

16. Our responsibility to you

• What we never exclude: nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law doesn't allow us to limit.
• Losses we're not liable for: loss of profit, business, revenue, goodwill or data, a missed or late delivery, or any indirect loss.
• Our total liability in any 12 months, including under the data processing terms, is limited to what you paid us for Route Planner Teams in those 12 months.

17. Law and disputes

These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute. If something goes wrong, please email [email protected] first.