Terms of Service

Last updated: [DATE]

These Terms of Service ("Terms") govern your access to and use of BarberDesk, a booking and shop-management platform operated by [COMPANY NAME] Ltd (company number [TBC]), registered in England and Wales ("BarberDesk", "we", "us", "our"). By creating an account, subscribing, or otherwise using BarberDesk, you ("you", "your", the "Shop") agree to these Terms. If you do not agree, do not use the platform.

These Terms apply to barbershop owners and businesses who use BarberDesk to manage bookings ("Shops"). They do not govern the relationship between a Shop and its own customers — see clause 9.

1. What BarberDesk provides

1.1 BarberDesk is software that lets a Shop take online bookings, manage a booking calendar, invite barbers, take deposits and no-show charges through a connected payment provider, and communicate with customers.

1.2 BarberDesk provides the software only. We are not a party to any booking, appointment, or service arranged between a Shop and its customers, and we do not provide barbering or any personal-care service. We are not an employer, agent, or partner of any Shop or barber.

1.3 We may add, change, or remove features from time to time. We will give reasonable notice of any change that materially reduces core functionality you rely on.

2. Eligibility and accounts

2.1 You must be at least 18 years old and operating a genuine barbershop or personal-care business to use BarberDesk as a Shop.

2.2 You are responsible for keeping your account credentials secure and for all activity that happens under your account. Tell us promptly if you believe your account has been accessed without authorisation.

2.3 You are responsible for the accuracy of the information you provide, including your business details, service prices, opening hours, and any information you enter about your barbers or customers.

3. Subscription, fees, and trial

3.1 Free trial. New Shops receive a one-week (7-day) free trial. You may be asked to provide a payment method to start the trial. You will not be charged during the trial. If you do not cancel before the trial ends, your paid subscription begins automatically.

3.2 Subscription fee. The subscription costs £39 per month for up to three barbers, plus £10 per month for each additional barber beyond three. Prices are exclusive of VAT, which will be added where applicable once we are VAT-registered.

3.3 Barber count. Your fee is based on the number of active barbers on your account. If you add barbers, your fee increases accordingly from the next billing cycle or immediately, as applicable. If you remove barbers, your fee decreases accordingly.

3.4 Minimum term. Your subscription has a minimum term of three (3) months from the date your paid subscription begins. After the minimum term, the subscription continues on a rolling monthly basis until cancelled.

3.5 Billing. Fees are billed monthly in advance to your chosen payment method through our payment provider (Stripe). By subscribing, you authorise us to charge the applicable fee each billing cycle.

3.6 No commission. We do not take any commission or percentage of your bookings, deposits, or no-show charges. Those funds are collected by you through your own connected payment account (see clause 4).

3.7 Failed payments. If a subscription payment fails, we will attempt to notify you and may retry the charge. If payment remains unresolved, we may suspend or restrict your access until the outstanding amount is paid.

4. Payments to Shops (deposits and no-show charges)

4.1 BarberDesk uses Stripe Connect to let Shops collect deposits and no-show charges from their own customers. To use these features, you must create and connect a Stripe account and accept Stripe's Connected Account Agreement.

4.2 Money paid by a customer as a deposit or no-show charge is collected into your connected Stripe account. BarberDesk does not hold, control, or keep these funds. You are the merchant of record for these charges.

4.3 As merchant of record, you are responsible for: setting lawful deposit and no-show policies, handling refunds, responding to your customers' payment disputes and chargebacks, and complying with all laws that apply to taking payments from consumers.

4.4 You are responsible for any taxes arising on money you collect from your customers.

5. Cancellation and refunds (of your subscription)

5.1 You may cancel your subscription at any time from your dashboard or by contacting us. Cancellation stops future billing.

5.2 During the minimum term. If you cancel during the three-month minimum term, you remain responsible for the fees due for the remainder of that term, unless we agree otherwise in writing or unless you are cancelling because we are in material breach of these Terms.

5.3 After the minimum term. After the minimum term, you may cancel with effect from the end of your current paid month. We do not provide pro-rata refunds for partial months already started, except where required by law.

5.4 Because you are a business customer, statutory consumer cooling-off rights (such as the 14-day right to cancel) do not apply to your subscription.

5.5 If we terminate your subscription without cause, we will refund any fees you have paid that relate to the period after termination.

6. Acceptable use

6.1 You must not use BarberDesk to:

• break any law or regulation, or facilitate anyone else doing so;
• process bookings for anything other than genuine, lawful personal-care or barbering services;
• misuse, sell, rent, or share customer personal data other than for the legitimate operation of your business (see clause 8);
• upload or transmit malicious code, or attempt to gain unauthorised access to the platform or another Shop's data;
• copy, resell, sublicense, or provide access to BarberDesk to any third party as if it were your own;
• reverse-engineer or attempt to extract the source code of the platform, except to the extent the law permits;
• send unlawful, harassing, deceptive, or unsolicited communications to customers through the platform.

6.2 We may investigate suspected breaches and may suspend or terminate access where we reasonably believe a breach has occurred.

7. Availability, support, and no guarantee of uptime

7.1 We work to keep BarberDesk available and reliable, but we do not guarantee that the platform will be uninterrupted, error-free, or available at any particular time. Access may be affected by maintenance, updates, third-party service outages (such as hosting, database, or payment providers), or events outside our control.

7.2 We are not liable for bookings missed, lost, or delayed, or for any business losses, arising from downtime, interruptions, or errors in the platform, except to the extent such losses are caused by our breach of these Terms and are not excluded or limited elsewhere in them.

7.3 We provide support on a reasonable-efforts basis through the contact channels published on our website.

8. Data protection

8.1 Both you and BarberDesk must comply with UK data protection law, including the UK GDPR and the Data Protection Act 2018.

8.2 Your customers' data. In relation to the personal data of your customers that you collect and process through BarberDesk (such as their names, contact details, and booking history), you are the data controller and BarberDesk is your data processor. Our obligations as processor are set out in our Data Processing Agreement, which forms part of these Terms.

8.3 Your account data. In relation to the personal data of you and your staff that we process to provide and administer the BarberDesk service (such as your account and billing details), BarberDesk is the data controller. Our handling of that data is described in our Privacy Policy.

8.4 Your responsibilities as controller. You are responsible for having a lawful basis to collect and use your customers' data, for providing your customers with appropriate privacy information, and for responding to your customers' data protection requests. You must not use customer data obtained through the platform for any unlawful purpose, and you are solely responsible for any such misuse by you or your staff.

8.5 If either of us becomes aware of a personal data breach affecting data processed through BarberDesk, we will cooperate reasonably and without undue delay to address it.

9. The relationship between a Shop and its customers

9.1 Any contract for barbering or personal-care services is between the Shop and its customer directly. BarberDesk is not a party to that contract.

9.2 The Shop is solely responsible for the services it provides, for the accuracy of the prices, availability, and policies it publishes, and for resolving any complaint, dispute, refund, or claim from its customers.

9.3 You will not represent to your customers that BarberDesk is responsible for your services, and you will make clear, where appropriate, that bookings and payments are provided by your business.

10. Intellectual property

10.1 BarberDesk, including its software, design, branding, and content, belongs to us or our licensors. We grant you a limited, non-exclusive, non-transferable licence to use the platform for your business for as long as your subscription is active and you comply with these Terms.

10.2 You keep ownership of the content and data you put into the platform. You grant us the limited licence needed to host, process, and display that content for the purpose of providing the service to you.

11. Liability

11.1 Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited or excluded.

11.2 Subject to clause 11.1, we are not liable to you for: loss of profits, loss of business, loss of goodwill, loss of anticipated savings, loss or corruption of data, or any indirect or consequential loss, in each case however arising.

11.3 Subject to clause 11.1, our total liability to you arising out of or in connection with these Terms in any 12-month period is limited to the total subscription fees you paid to us in the 12 months before the event giving rise to the claim.

11.4 BarberDesk is a tool to help you run your business. You remain responsible for your business decisions, your pricing, your policies, and your compliance with the laws that apply to you.

12. Suspension and termination

12.1 We may suspend or terminate your access if you materially breach these Terms, if you fail to pay, if required by law, or if your use poses a security or legal risk to the platform or other Shops.

12.2 On termination, your licence to use the platform ends. We will make your data available for export for a reasonable period, after which we may delete it in line with our Privacy Policy and Data Processing Agreement.

12.3 Clauses that by their nature should survive termination (including those on fees already due, liability, and data protection) continue to apply.

13. Changes to these Terms

13.1 We may update these Terms from time to time. If a change is material, we will give you reasonable notice by email or through the platform before it takes effect. Continuing to use BarberDesk after a change takes effect means you accept the updated Terms.

14. General

14.1 These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute.

14.2 If any part of these Terms is found to be unenforceable, the rest remains in force.

14.3 We may transfer our rights and obligations under these Terms to another entity (for example, as part of a business sale). You may not transfer yours without our consent.

14.4 These Terms, together with the Privacy Policy and Data Processing Agreement, are the entire agreement between you and us regarding the platform.

15. Contact

Questions about these Terms can be sent to support@barberdesk.co.uk.

[COMPANY NAME] Ltd [REGISTERED ADDRESS] Company number [TBC]

This document is a template prepared for BarberDesk and is not legal advice. It should be reviewed by a qualified solicitor before publication, particularly the clauses on the minimum term, liability limits, and data protection.