Terms of service
PinMap is operated by AH AI Automation ("we", "us"). Contact: alex@ahaiautomation.com. Postal address: [registered or trading address]. [If a limited company: "AH AI Automation Ltd, registered in England and Wales, company number 00000000, registered office …". If a sole trader: "Alex Hewitt trading as AH AI Automation".]
These terms are a contract between us and the business that uses PinMap (the "Customer"). By creating a company on PinMap, or by using it under a company someone else created, you accept them on behalf of that business.
1. Business use only
PinMap is sold to businesses. You confirm you are using it for your trade or business, not as a consumer. Consumer cancellation rights under the Consumer Contracts Regulations 2013 do not apply.
2. Accounts
- The person who creates a company becomes its office admin and is responsible for who they add and what roles they give them.
- Keep passwords private. Tell us at once if you think an account has been compromised.
- Users must be 16 or over.
- A new self-serve company is inactive until we switch it on. If it is not activated within 48 hours it is deleted automatically, together with anything entered into it.
3. Fees and payment
- Pricing is per company and quoted by email. The quote states the price, the billing period and what is included.
- Invoices are payable within 14 days unless the quote says otherwise. Prices exclude VAT where VAT applies.
- If an invoice is more than 14 days overdue we may suspend the account after giving 7 days' notice by email. Data is not deleted during a suspension.
- Refunds are covered by the refund policy.
4. What PinMap is, and is not
- PinMap is a record-keeping tool. It stores what your crew records. It does not inspect, test or certify work, and it does not check that a NICEIC or other certificate is valid. A signed-off pin or QA check is your own attestation, not ours.
- Variation notice periods, RFI drafts, schedules of condition and printed packs are generated from your data. You are responsible for checking them before relying on them contractually.
- The Orders module proposes catalogue matches and reads wholesaler quotes using an AI model. It can be wrong. Nothing is ordered without a person confirming it, and you are responsible for the orders you confirm.
- PinClock records the time, location and photo at the moment someone taps Clock in or Clock out. It is not a continuous tracker and is not a substitute for a signed time sheet where your contract requires one.
5. Your content
Everything you upload stays yours. You give us a licence to store, process and display it only as needed to run the service. You must have the right to upload it. Drawings usually belong to the architect or client; you are responsible for having permission to use them in PinMap. You must not upload anything unlawful, or photographs of people taken without regard to their privacy.
6. Acceptable use
Do not try to access another company's data, probe or overload the service, upload malware, or use PinMap to send unsolicited email. We may suspend accounts that do.
7. Availability and support
We aim to keep PinMap available at all times but do not promise any particular uptime. There will be maintenance and there may be outages. The app can open and record new pins without signal, but anything else needs a connection. Support is by email at alex@ahaiautomation.com on UK working days.
8. Data and export
You can print or export your records at any time. When an account closes we keep the data for 30 days so it can be exported, then delete it. Our privacy policy explains what we collect and who we share it with.
9. Ending the agreement
Either side can end it at the end of the current billing period by giving 30 days' notice by email. We may end it immediately for non-payment after suspension, or for a serious breach of these terms.
10. Liability
- Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.
- Subject to that, we are not liable for loss of profit, loss of contract, loss of data that you could have exported, or any indirect loss.
- Subject to that, our total liability in any 12-month period is limited to the fees you paid us in that period.
- You remain responsible for the accuracy of the records your crew creates and for your obligations to your own clients, main contractors and employees.
11. Changes to the service and these terms
We improve PinMap often and may add, change or remove features. We will give 30 days' notice by email of any change to these terms that reduces your rights, and you may end the agreement before it takes effect.
12. Law
These terms are governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction.
Schedule: data processing terms
This schedule applies where we process personal data on your behalf under UK GDPR Article 28.
- Roles. You are the controller of the personal data of your staff, subcontractors and anyone appearing in your records. We are your processor.
- Subject matter and duration. Storing and processing job records, photos, time and location data, and orders for the length of the agreement plus the 30-day export period.
- Your instructions. We process personal data only to provide PinMap as described in these terms and the privacy policy, and on your documented instructions. Using the app is your instruction.
- Confidentiality. Anyone we authorise to access personal data is bound by confidentiality.
- Security. We maintain the measures described in the privacy policy: encryption in transit and at rest, per-company access rules, signed links for files, approved-email sign-in.
- Sub-processors. Those listed in the privacy policy. We will give 30 days' notice by email before adding one, and you may object in writing; if we cannot resolve the objection you may end the agreement.
- International transfers. Only as described in the privacy policy, under UK-approved transfer terms.
- Assistance. We will help you respond to data subject requests and, where relevant, with data protection impact assessments and breach reporting. We will tell you without undue delay, and within 48 hours of becoming aware, of any personal data breach affecting your data.
- Deletion. At the end of the agreement we delete your personal data after the 30-day export period, unless the law requires us to keep it.
- Audit. We will provide the information reasonably needed to show compliance, and allow audits by you or an auditor you appoint, on reasonable notice and no more than once a year unless required by a regulator.