Terms of Service

The Service is provided by Gromatik ("we", "us", "our"). Contact us about anything, including these terms, at contact@gromatik.ai.

"You" means the business (sole trader, partnership or company) that uses the Service. An "organisation" is a business's workspace in the Service, with its own team and data.

You accept these terms when you tick the box at sign-up. If you use the Service without having ticked it, you accept them by using it. By accepting, you confirm that:

• you use the Service only for your trade, business or profession, not as a consumer;
• you are at least 18;
• you are authorised to accept these terms for the business you sign up for or, if you join an organisation by invitation, you will use the Service only for that organisation's business; and
• the details you give us are accurate.

If you do not agree, do not use the Service. These terms are available in English only. Save or print a copy for your records; this page always shows the current version.

Whoever creates an organisation is its owner. Owners can invite team members, each with one of three roles:

• Owner: everything an estimator can do, plus company settings, the team and its roles, the organisation's full data export and erasing the organisation.
• Estimator: creates and edits projects, quotes, the price list and supplier catalogues, uses the AI features and sends quotes.
• Viewer: views quotes and downloads exports.

Invitation links work for 14 days. Treat each one as private and give it only to the person invited.

You can belong to more than one organisation. Each has its own team, data and AI allowance, and the business it belongs to is responsible for it under these terms.

You are responsible for everything done through your organisation's accounts, including by people you invite. Give each person only the role they need, remove access that is no longer needed, and keep passwords secret. Tell us promptly if you suspect misuse.

The Service is in beta and is free: nothing is charged and no card is needed.

We may introduce fees in future. If we do, we will publish the plans and prices and give you reasonable notice before anything is charged. Fees will apply only after that notice, and only if you choose to carry on using the Service. If you do not want to pay, you can stop using the Service and close your account instead.

Each organisation has a monthly allowance of AI quote generations. It is currently 30 successful generations per calendar month. Regenerations count; failed attempts, manual edits, exports and sending do not. Owners can see usage in Settings. The allowance resets on the 1st of each month; if you need more before then, write to us. We may change the allowance, and will give reasonable notice before reducing it.

Do not try to get around the allowance, for example by creating extra organisations for that purpose. Do not access the Service with scripts, bots or other automated tools, except through features we provide.

We may slow down, limit or suspend access where we reasonably believe use is abusive, excessive or unlawful, or puts the Service or others at risk. Where practical, we will warn you first.

Your content means everything you, your team or your clients put into the Service, such as files, job descriptions, rates, quotes, contracts, client messages, what your team sends our WhatsApp assistant, and WhatsApp requests routed to you before 4 November 2026.

You keep ownership of your content. You give us a non-exclusive, royalty-free licence to host, copy, process, transmit and display it, and to pass it to our sub-processors, only as needed to provide, secure and support the Service for you. This licence ends when the content is deleted, except for backup copies until they expire. The separate permission in the next section ends as that section describes.

You confirm that you have the right to upload your content and to let us use it in this way, without breaking any law or anyone's rights, such as copyright in an architect's drawings.

Rates you enter, and rates learned from your accepted quotes, are used only for your organisation. We do not pool them with other customers' data.

This section gives us a permission beyond running the Service for you. You can opt out at any time.

You permit us to use the content you upload and the quotes you create, de-identified where practicable, solely to test and improve the accuracy of the Service. For example, after changing the Service we may re-run it on a set of real drawings to check room areas and quantities.

We keep any test copies secure and confidential, only for as long as that testing needs them, and we delete them when you erase your organisation. We will never sell this content or share it with anyone for their own use, and we will never use it to train third-party AI models.

Where this content includes personal data, we act as a controller for this use, as our Privacy Policy explains. Mention it in the privacy information you give your clients.

To opt out, email contact@gromatik.ai and we will stop using your organisation's content in this way.

Everything the Service's AI produces is a draft. It can be wrong or incomplete even when it looks confident. It can overstate or understate quantities and prices by a wide margin.

Before you send or rely on any output, check it yourself, in particular:

• the scope and quantities, against the drawings and the site, including anything missing or counted twice;
• every price. Reference prices are UK national averages with approximate regional adjustments, and may not match your costs or today's market;
• overheads and profit, contingency and preliminaries. Quotes are priced at cost until you set your margin; and
• VAT, payment terms, exclusions and validity.

Contract templates, including our default, are starting points. Check them for each job and take legal advice where needed. Our default refers to the law of England and Wales, so it may not suit jobs in Scotland or Northern Ireland. It does not include the information or cancellation notice that consumer law may require when your client is a consumer.

Flags, confidence markers, total checks and the review step before sending are aids, not a guarantee. They can miss errors, and you can send without resolving them. You are responsible for every quote, price and contract you send, and for the work you agree to do. The Service does not give legal, tax or other professional advice.

Towards your own clients, you must:

• have a lawful basis for using their personal data in the Service;
• give them your own privacy information, including that you use Gromatik. The client link shows your business details, not ours, and no privacy notice from us; and
• make sure what you send them is accurate and lawful. If your client is a consumer, consumer law may require you to give them certain information and a right to cancel.

The client link. You can share a quote through a private link. Your client can read it, download a PDF, message you, and accept or decline. On acceptance we record for you the time, the name they type (if any), their IP address and a copy of what they accepted. Anyone with the link can open it, so send it only to your client. The link stops working at the expiry you choose or when you revoke it. You cannot revoke it once the quote is accepted.

Online acceptance creates a contract between you and your client. We are not a party to it. We do not check who accepts. Do not rely on the Service to alert you to client responses; check your quotes in the app.

Each member can connect their own WhatsApp number in Settings → Profile, by sending a one-time code from that number and confirming with a tap. Our WhatsApp assistant then answers them about their organisation's quotes, and can suggest changes, draft new quotes with AI (which counts towards your allowance), send them a quote's PDF and send a quote to a client. Nothing on a quote changes, and nothing goes to a client, until the member taps the button to confirm. The assistant acts with the member's current role: a viewer can only ask questions and get PDFs.

If you connect WhatsApp, you must:

• connect only a number you control, never send a connection code someone else gave you, and disconnect it (in Settings → Profile, or by sending *disconnect*) if you lose the phone or change number;
• check what the assistant suggests before you tap Apply, and check every quote before you send it; and
• follow WhatsApp's terms and policies.

The assistant helps only with your quotes in Gromatik. Our WhatsApp number no longer takes quote requests from homeowners: the GK- links and QR codes made for that stopped working on 4 November 2026, and anyone who uses one is asked to contact the builder directly. We may change, pause or withdraw the WhatsApp assistant, for example if Meta changes its service or terms.

You must not, and must not let anyone else:

• use the Service unlawfully, fraudulently or to mislead or harass anyone;
• upload content you have no right to use, that is unlawful or offensive, or that contains malware;
• upload more personal data than the job needs, or special category data (such as health information) without a lawful basis;
• try to access other customers' data, or probe, overload or break the Service's security; or
• copy, reverse engineer, scrape or resell the Service, or use it to build a competing product, except as the law allows.

We may remove content, or suspend access, that breaks this section.

Each of us will keep the other's confidential information secret and use it only for these terms. Your content is your confidential information; non-public information about the Service is ours. This does not cover information that is public through no fault of the receiver, that it already knew, or that it received lawfully from someone else.

Either of us may disclose information where the law or a regulator requires, or to professional advisers and, for us, sub-processors who are bound to keep it confidential. Our people access your content only to run, secure or support the Service, or as the product-improvement section allows.

Each of us must comply with UK data protection law, including the UK GDPR, the Data Protection Act 2018 (as amended, including by the Data (Use and Access) Act 2025) and the Privacy and Electronic Communications Regulations 2003.

We are the controller of account and organisation details, usage analytics, security and technical logs, and the record of people who message our WhatsApp number without a connected account. Our Privacy Policy explains how we use that data.

You are the controller, and we are your processor, for your clients' personal data, including projects, uploaded plans and photos, quotes, client-link acceptances and messages, your team's WhatsApp conversations with our assistant, and WhatsApp requests routed to you before 4 November 2026. Our Data Processing Agreement (DPA) governs that processing and forms part of these terms. It lists our sub-processors, some of which process data in the USA, and the safeguards we use for those transfers.

We work to keep the Service running and secure. During the beta, we do not guarantee any level of availability. The Service may sometimes be unavailable, for example during maintenance or a supplier's outage. We may add, change or remove features. Where we can, we will give reasonable notice before removing a feature you rely on.

Some features depend on others' services. The WhatsApp assistant runs on Meta's WhatsApp Business Platform. Dictation uses your own browser's speech service (from Google, Apple or Microsoft) under that provider's terms; the audio does not reach us.

Support is by email at contact@gromatik.ai. We aim to reply within one business day. This is a target, not a guarantee.

You can stop using the Service at any time. In Settings → Privacy:

• a member who is not the only owner of any organisation can permanently delete their own account. Their work stays with the organisation; and
• an owner can permanently erase the whole organisation, which ends these terms for it.

You can also ask us to do either, and we will do it within 30 days.

We may suspend access straight away where we need to, as described under Usage limits and fair use and Acceptable use. We may also close an account or organisation, or end these terms, on reasonable notice by email. We may do so immediately if you seriously or repeatedly break these terms, if your use creates a legal or security risk, or if the law requires it. Where lawful and safe, we will give you a reasonable period to export your data first.

Export before you leave. An owner's Export (JSON) in Settings → Privacy contains your profile, the organisation's details, projects, quotes with their sections and lines, price list, supplier catalogues and a list of its documents. It does not include the files themselves, acceptance records, client messages, saved versions, activity history, AI Assistant conversations or WhatsApp records. Download the files and documents you need first, and ask us for any other data.

Erasing an organisation is immediate and cannot be undone. It deletes the organisation's projects, quotes, files, price list, activity history, WhatsApp conversations and routed WhatsApp requests, including accepted quotes and your clients' acceptance records. It also deletes the accounts of members who belong to no other organisation. Keep your own records of quotes and contracts for as long as you, your clients, your insurers or HMRC may need them.

Deleted data may remain in our database provider's backups for a limited period under its policy. Your clients' data is returned or deleted as our DPA describes. Data we hold as controller is handled under our Privacy Policy.

The sections on confidentiality, intellectual property, liability, indemnity, notices and governing law, and any other terms meant to continue, survive the end of these terms.

We or our licensors own the Service, including its software, the reference price data, default templates and the Gromatik name. While these terms apply, you may use the Service for your business on a non-exclusive, non-transferable basis. You may use prices from our reference data in quotes you make with the Service, but you may not extract, copy or republish the reference data as a set.

As between us, the quotes and documents you create are yours to use, including text the Service drafted. The AI may produce similar text for other customers. If you send us feedback, we may use it freely.

We will provide the Service with reasonable care and skill. Otherwise it is provided "as is". To the extent the law allows, all other warranties, conditions and terms, whether implied by statute, common law or otherwise, are excluded. We do not promise that the Service or its output will be accurate, complete, error-free, uninterrupted or fit for a particular purpose.

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

Subject to that, we are not liable, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for:

• loss of profit, revenue, business or goodwill, whether direct or indirect;
• any indirect or consequential loss; or
• the content of any quote, price, contract or other document you send, or any loss arising from it, including mispriced work and claims by your clients.

Subject to the first paragraph, our total liability for all claims arising out of or in connection with these terms or the Service is limited to the greater of the fees you paid us in the 12 months before the claim arose and £100. While the Service is free, the cap is £100.

These limits reflect that the Service is free during the beta, that its output is a draft you must check, and that you are best placed to check, and insure against, the quotes you send.

You will compensate us for reasonable losses and costs (including reasonable legal fees) arising from a claim by a third party, including your clients, to the extent the claim arises from:

• your content, or our use of it as these terms allow;
• a quote, contract or other document you sent, or work you agreed to do; or
• your breach of these terms or of data protection law.

This does not apply to the extent the claim was caused by our breach of these terms or our negligence. We will tell you promptly about any such claim, take reasonable steps to limit our losses, let you take part in the defence, and not settle the claim without your agreement, which you will not unreasonably withhold.

We may change these terms, for example to reflect changes to the Service or the law. We will post the new version on this page with a new "Last updated" date. For a material change, we will give you reasonable notice by email before it takes effect, unless we must act sooner for legal, regulatory or security reasons.

If you do not agree, stop using the Service and close your account before the change takes effect. If you carry on using the Service after that, you accept the new terms. Changes do not apply to disputes that arose before they took effect.

Assignment. You may not transfer your rights or obligations under these terms without our written consent. We may transfer ours to whoever takes over the Service, if your rights are not reduced, and will tell you if we do.

Entire agreement. These terms, including the DPA, are our whole agreement about the Service. Neither of us relies on any statement that is not set out in them, but this does not limit liability for fraud. If these terms and the DPA conflict on data protection, the DPA prevails. Our Privacy Policy and Cookie Policy are information, not contract terms.

Severability and waiver. If a court finds any part of these terms unenforceable, the rest stays in force. A delay in enforcing a right does not waive it.

Events beyond our control. We are not responsible for delays or failures caused by events outside our reasonable control.

No third-party rights. No one other than you and us may enforce these terms, under the Contracts (Rights of Third Parties) Act 1999 or otherwise.

We send notices by email to the address on your account. Notices about an organisation go to its owners. Keep your email address up to date; to change it, write to us. Send notices to us at contact@gromatik.ai. An email notice counts as received when sent, unless the sender learns that it was not delivered.

These terms, and any dispute or claim (including non-contractual ones) arising out of or in connection with them or the Service, are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.