Terms of service

Who we are and who these terms apply to

These terms are between you and James Crowe, trading as Sole Trader Admin (“we”, “us”, “our”), 99 The Holbeins, Swindon, Wiltshire, SN5 6DT, United Kingdom, hello@soletraderadmin.com.

We are a UK sole trader. We do not have a company registration number.

These terms apply when you accept the current version (for example by ticking the box when you create an account). The version identifier is beta-2026-11-05.

We mainly serve sole traders, freelancers and small businesses. You may also use the service for personal business or personal projects. If you are a consumer, you keep any mandatory statutory rights that apply to you.

The privacy notice and the data processing agreement (DPA) apply alongside these terms. Accepting these terms also accepts the DPA for workspace data we process on your instructions.

Complimentary free beta

We are running a small invitation-only complimentary beta for UK sole traders. You may register only if we invited you (using our invitation link) or we agree in writing.

During the beta you may use the features we enable, including a hosted website, CRM, diary, quotes, invoices, enquiries, and business export.

Complimentary access lasts 30 days from when you finish workspace setup, unless we state a different period in your invitation or agree otherwise in writing.

Billing enforcement is not turned on during this beta. When your complimentary period ends, the product records that period as expired, but access and your published website are not automatically removed solely because of that expiry while enforcement remains off. Before we enable paid billing or enforcement, we will update these terms and give you reasonable notice.

We may extend, shorten or end the beta for any user with reasonable notice by email. We may suspend or end access immediately for serious breach or misuse.

You do not need a payment card to join this beta. We will not charge you for Sole Trader Admin during the complimentary beta unless we agree something different in writing and provide updated terms and privacy information first.

Prices shown on our marketing site (for example £29 per month or £249 per year) describe intended future subscriptions. Paid checkout is not available during this beta.

The service

Sole Trader Admin is an online workspace. We do not provide tax filing, Making Tax Digital, bookkeeping, legal advice, or card processing for payments your customers owe you.

We aim for reliable hosting but do not guarantee uninterrupted access. Maintenance and outages can happen.

We may change features during the beta. We will try to give reasonable notice of changes that materially affect how you use the service.

Support is by email at hello@soletraderadmin.com. We do not promise a fixed response time during the beta.

Your account and security

You must provide accurate registration information and keep your credentials secure. You are responsible for activity through your account and for users you invite within their permissions.

We require a minimum password length and email verification. We may offer two-factor authentication. On environments where it is enabled, changing payment instructions may require you to authenticate again.

Acceptable use and your responsibilities

You must use the service lawfully. You must not use it to send spam, store unlawful content, or attempt to bypass security.

You are responsible for the accuracy and lawfulness of data you enter, for having a lawful basis to process your customers’ personal data, and for providing your own privacy notice on your published website.

Your data, export, closure and retention

You control business data in your workspace. Issued invoices and sent quotes are kept as immutable snapshots. Customer notes cannot be edited or deleted through the app after creation. Customers may be archived but are not fully deleted through normal permissions alone.

The business owner may request a business export (zip). Download links last seven days, then files are removed by a background job. Export is not erasure.

You may close a workspace and delete your sign-in using in-product controls where available. Closing stops day-to-day use, unpublishes your website, and starts a data purge hold. It does not remove everything: issued invoices, sent quotes, audit history and encrypted backups may still contain personal data.

You may erase a customer’s live CRM data where the product provides that control. Erasure does not rewrite issued invoices, sent quotes, or encrypted backups until those backups expire.

We take encrypted backup copies using operator-run jobs. Deleting live data does not remove it from existing backup files until those files expire under our backup retention rules.

Intellectual property

You keep ownership of content you upload. You grant us a licence to host, display, back up and transmit it to provide the service. Our software, branding and templates remain our property.

Future paid subscriptions (not active now)

When we later offer paid subscriptions, separate terms will apply before you pay. Those terms may include automatic renewal, cancellation, failed payment handling, and taking a published website offline after a subscription ends. None of that is active during this complimentary beta.

Liability

Nothing in these terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law.

Subject to the preceding sentence, we are not liable for loss of profit, loss of business, or indirect or consequential loss arising from the complimentary beta. Our total liability to you arising out of or in connection with the beta is limited to the extent permitted by law.

If you are a consumer, your statutory rights are not affected by these terms.

Ending the contract

You may stop using the service at any time. We may suspend or end access as described in the complimentary beta section. Effects on data and your website follow section 6 and the privacy notice.

Governing law

These terms are governed by the law of England and Wales. The courts of England and Wales have jurisdiction, subject to any mandatory rights you have as a consumer to bring proceedings in your home jurisdiction.

Changes and contact

We may publish a new version. If you already have an account, we may require you to accept the new version before continuing. We will show the version identifier in the product.

Contact: hello@soletraderadmin.com