Terms of Service

1. About Us

SummitHQ is operated by SummitHQ Ltd, a company registered in England and Wales.

• Company number: 17036574
• Registered office: 118 Hall Lane, Walsall Wood, Walsall, England, WS9 9AP
• Support email: support@summithq.co.uk

References to “SummitHQ”, “we”, “us”, or “our” in these terms mean SummitHQ Ltd. References to “you” or “your” mean the individual or entity accessing or using the service.

2. The Service

SummitHQ is a subscription-based software-as-a-service (SaaS) platform designed for freelancers and small businesses. It provides tools for managing clients, projects, tasks, invoices, expenses, and VAT and tax estimates.

We do not guarantee the accuracy, completeness, or suitability of any data, calculations, or outputs produced by the service. All features are provided for informational and organisational purposes only.

3. Eligibility

You must be at least 18 years old to use SummitHQ. If you are using SummitHQ on behalf of a business or organisation, you represent that you have the authority to bind that entity to these terms. You are responsible for ensuring that your use of SummitHQ complies with all applicable laws in your jurisdiction.

4. Account Responsibility

You are responsible for safeguarding your account credentials and for all activity that occurs under your account. You must notify us promptly at support@summithq.co.uk if you suspect any unauthorised access. We are not liable for any loss or damage arising from your failure to keep your login details secure.

Each account is for a single user. You may not share your account credentials with any other person or permit third parties to access the service using your account.

5. Subscription Plans and Billing

5.1 Plans and Pricing

SummitHQ offers the following plans:

• Free plan — available at no charge, subject to feature and usage limits.
• Starter plan — billed at £9 per month.
• Pro plan — billed at £19 per month.

All prices are in pounds sterling (GBP) and are exclusive of VAT unless otherwise stated. You are responsible for any applicable taxes on your subscription.

5.2 Automatic Renewal

Paid subscriptions are billed on a monthly basis and renew automatically at the end of each billing period. By subscribing to a paid plan, you authorise SummitHQ Ltd to charge your payment method on a recurring monthly basis until you cancel. You will not receive a separate reminder before each renewal.

5.3 Payment Processing

All payments are processed by Stripe, Inc. By providing your payment details, you also agree to Stripe's terms and policies. SummitHQ Ltd does not store your full card details. We are not responsible for errors, failures, or disputes arising from Stripe's processing services.

You are responsible for keeping your payment details up to date. You can update your payment method at any time from your account settings.

5.4 Failed Payments and Suspension

If a payment fails or is not received, we may make additional collection attempts. If payment remains outstanding, we reserve the right to suspend or restrict access to your account, downgrade your account to the Free plan, or terminate your account entirely. Access will be restored once the outstanding payment matter is resolved to our satisfaction.

Suspension for non-payment does not entitle you to a refund or credit for any period during which access was restricted.

5.5 Plan Limits

Each plan includes defined feature and usage limits. If you reach a plan limit, you may be prevented from creating new records (such as clients, invoices, or projects), but your existing data will not be automatically deleted. If you downgrade to a lower plan, access to certain features or the ability to create new items may be restricted until your usage falls within the limits of your current plan.

5.6 Free Plan

The Free plan is offered at SummitHQ Ltd's discretion. Free features and usage limits may change or be withdrawn at any time. No guarantee is made that free access will remain available indefinitely.

5.7 Price Changes

We reserve the right to change subscription prices. We will give you at least 30 days' advance notice of any price increase, communicated by email or via an in-app notice. If you do not agree with a price change, you may cancel before the change takes effect.

6. No Refunds

All subscription payments are non-refundable. There are no refunds or credits for partial months of service, unused features, or periods during which your account was active but not used. This applies to all plans, including where you cancel mid-period, downgrade to a lower plan, or decide to stop using the service.

If you believe a charge has been made in error, please contact us at support@summithq.co.uk and we will review the matter in good faith. Nothing in this clause affects any statutory rights you may have under applicable UK law.

7. Cancellation

Paid subscriptions renew automatically on a monthly basis. By subscribing to a paid plan, you authorise SummitHQ Ltd to charge your payment method on a recurring monthly basis until you cancel.

You may cancel your subscription at any time directly from your account settings, via the membership page within the platform. No further action is required. Cancellation takes effect at the end of your current billing period, and you will retain full access to your paid plan until that date. Once the period ends, your account will revert to the Free plan (or be closed, if you have separately requested account deletion). No further charges will be made after cancellation takes effect.

Cancellation does not entitle you to a refund for any unused portion of the current billing period. Time remaining on a cancelled subscription has no monetary value and will not be credited or carried forward.

If a payment fails or is not received, we may retry the charge and, if payment remains outstanding, we reserve the right to suspend or restrict your access, downgrade your account to the Free plan, or terminate your account. Access will be restored once the outstanding payment is resolved. Suspension for non-payment does not entitle you to a refund or credit for the affected period.

9. User Data and Content

You retain full ownership of any data, content, or materials you submit to SummitHQ. You are responsible for the legality, accuracy, and appropriateness of all data you enter. By using the service, you grant SummitHQ Ltd a limited, non-exclusive licence to store, process, and display your data solely to the extent necessary to provide the service to you.

We do not sell your data to third parties. Your data is handled in accordance with our Privacy Policy, which forms part of these terms.

SummitHQ does not guarantee permanent storage of your data. You are responsible for maintaining your own backups of important business data. On account closure, your data will be handled as described in our Privacy Policy.

10. Acceptable Use

You agree to use SummitHQ only for lawful purposes and in accordance with these terms. You must not:

• Use the service for any illegal, fraudulent, or unauthorised purpose;
• Attempt to gain unauthorised access to any part of the service, its servers, or its underlying infrastructure;
• Transmit any malware, viruses, or other harmful code through the service;
• Disrupt, overload, or compromise the security or integrity of the service or any connected systems;
• Use the service to store, transmit, or process data that infringes the intellectual property rights or privacy rights of any third party;
• Reproduce, duplicate, copy, sell, or resell any part of the service without our express written permission;
• Use the service to process data relating to individuals without a lawful basis under applicable data protection legislation;
• Attempt to reverse-engineer, decompile, or extract the source code of any part of the service.

We reserve the right to suspend or terminate access to any account that we reasonably believe has violated these acceptable use requirements, without prior notice where necessary to protect the service or other users.

11. Intellectual Property

The SummitHQ service — including its software, design, user interface, features, branding, trade marks, and all related documentation — is the exclusive property of SummitHQ Ltd and is protected by copyright, trade mark, and other applicable intellectual property laws. All rights are reserved.

Subject to your compliance with these terms, SummitHQ Ltd grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the service for your own internal business purposes. This licence does not include any right to sublicence, copy, modify, distribute, or create derivative works of the service or any part of it.

The “SummitHQ” name, logo, and wordmark are trade marks of SummitHQ Ltd. You may not use them without our prior written consent.

12. Service Availability

SummitHQ is provided on an “as is” and “as available” basis. We do not warrant that the service will be uninterrupted, error-free, or free from viruses or other harmful components. We make no representations about the suitability of the service for any particular purpose.

We may carry out scheduled or emergency maintenance that results in the service being temporarily unavailable. Where possible, we will provide advance notice of planned downtime. We are not liable for any loss or inconvenience resulting from service interruptions.

Features may be added, modified, or removed over time as the service develops. We may withdraw or discontinue any feature or part of the service at any time. This does not create an obligation to maintain any specific feature, integration, or level of functionality. We will make reasonable efforts to communicate significant changes that materially affect your use of the service.

13. Limitation of Liability

To the fullest extent permitted by the laws of England and Wales, SummitHQ Ltd, its directors, employees, agents, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages of any kind, including but not limited to loss of profits, loss of revenue, loss of data, loss of business opportunity, or loss of goodwill, arising out of or in connection with your use of or inability to use the service.

Without limiting the above, SummitHQ Ltd accepts no liability for missed tax payments, incorrect filings, HMRC penalties, compliance failures, or any financial loss of any kind resulting from reliance on data, calculations, estimates, or outputs produced by the service.

Our total aggregate liability to you for any and all claims arising under or in connection with these terms or your use of the service shall not exceed the greater of: (a) the total fees actually paid by you to SummitHQ Ltd in the twelve months immediately preceding the event giving rise to the claim; or (b) one hundred pounds (£100).

Nothing in these terms excludes or limits our liability for: (i) death or personal injury caused by our negligence; (ii) fraud or fraudulent misrepresentation; or (iii) any other liability that cannot lawfully be excluded or limited under the laws of England and Wales.

14. Termination by SummitHQ

We may suspend, restrict, or terminate your access to SummitHQ at any time if we reasonably believe that you have breached these terms, engaged in fraudulent or unlawful activity, or pose a risk to the security or integrity of the service or other users. Where suspension is investigatory, we will seek to resolve matters promptly.

We may also discontinue the service in its entirety on reasonable notice. In such circumstances, we will use reasonable efforts to notify you at least 30 days in advance, and we will not charge you beyond the date of discontinuation.

Following termination, we may retain certain data for legal, regulatory, or legitimate business purposes, as described in our Privacy Policy.

15. Changes to These Terms

We may update these terms from time to time to reflect changes in the law, our services, or our business practices. We will notify you of material changes by email or via an in-app notice at least 14 days before the changes take effect. The “last updated” date at the top of this page will be revised accordingly.

Your continued use of SummitHQ after updated terms take effect constitutes your acceptance of the revised terms. If you do not agree to any updated terms, you should cancel your subscription and stop using the service.

16. Governing Law and Jurisdiction

These terms are governed by and construed in accordance with the laws of England and Wales. Any dispute arising out of or in connection with these terms or your use of SummitHQ shall be subject to the exclusive jurisdiction of the courts of England and Wales, except where otherwise required by applicable consumer protection law.

17. Entire Agreement

These terms, together with our Privacy Policy, constitute the entire agreement between you and SummitHQ Ltd in relation to your use of the service and supersede all prior agreements, representations, and understandings. If any provision of these terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

Our failure to enforce any provision of these terms at any time shall not be deemed a waiver of our right to enforce that provision in the future.

18. Contact

If you have any questions, concerns, or complaints about these terms or our service, please contact us:

• By email: support@summithq.co.uk
• By post: SummitHQ Ltd, 118 Hall Lane, Walsall Wood, Walsall, England, WS9 9AP