Terms & Conditions

1. Agreeing to these terms

These terms apply to every contractor and business that uses CoolnTrack. By creating an account or using the service, you accept them. If you accept on behalf of a business, you confirm that you are authorised to do so.

2. What the service is

CoolnTrack is a service-record platform for air-conditioning contractors. It gives each unit its own QR code, lets technicians view and log service against that unit, produces branded service reports for your customers, and helps you keep track of service dates and AMC renewals.

CoolnTrack keeps records. It does not inspect equipment, check that work was carried out, or certify the condition or safety of any unit. That remains your responsibility as the contractor.

3. Your account

• Give accurate details when you sign up, and keep them up to date.
• You are responsible for everything done in your account, including by your technicians.
• Keep your login details secure, and tell us straight away if you think someone else has access.
• You must be at least 18 and able to enter into a contract.

4. Acceptable use

You agree not to:

• Use the service for anything unlawful, or to store data you have no right to hold.
• Add a customer's personal details without a proper reason to hold them.
• Resell or rebrand the service without our written agreement.
• Try to break into, test, overload or scrape our systems.
• Copy or reverse-engineer the service or its code.
• Falsify service records, including recording work that wasn't done.

5. Your data

You own your data. The units, service records, customers and reports in your account belong to you. We don't claim any ownership of them.

You give us permission only to do what's needed to run the service: store, process and display your data.

You can export your data to a spreadsheet at any time, free of charge, including when you leave. How we handle personal data is explained in our Privacy Policy.

6. Plans and fees

• Accounts with up to 50 units are free, with no time limit.
• For more than 50 units, contact us. The price and terms of any paid plan will be agreed with you in writing before you are charged anything.
• We will give you at least 30 days' notice before we change what the free plan includes.

7. Cancelling

There's no lock-in. You can stop using the service and close your account at any time. If you're on a paid plan, cancellation and refunds follow the terms agreed for that plan.

8. QR stickers

You print the QR stickers yourself from the app. You are responsible for putting each sticker on the right unit, because a sticker on the wrong AC records service against the wrong unit. If a sticker is damaged or removed, you can print it again from the unit's page at no cost.

9. Availability

We work hard to keep CoolnTrack available and reliable, but we can't promise it will never be interrupted. Maintenance, problems with our providers and events outside our control can cause downtime. If planned maintenance is likely to affect you, we'll let you know in advance.

The service is provided "as is", without any warranties other than those that cannot be excluded by law.

10. Liability

As far as the law allows, we are not liable for indirect or consequential loss, loss of profit or business, or loss of data that you could have exported and didn't.

Our total liability to you is limited to the fees you paid us in the 12 months before the claim arose.

Nothing in these terms limits liability for fraud, or for anything that cannot be limited by law.

11. Suspension and termination

We may suspend or close an account that breaks these terms, has unpaid fees after reminders, or where the law requires it. Except in serious cases, we'll give you notice and a chance to put things right. If your account is closed, you can still export your data for 30 days.

12. Resolving disputes

If something goes wrong, please contact us first. Most problems can be sorted out quickly by talking, and we'll always try to do that before anything more formal.