Terms & Conditions

1. Acceptance

Klyro is operated by Klyro Ltd, a company registered in England and Wales (“Klyro”, “we”, “us”). Klyro provides software for UK trade businesses — plumbers, gas engineers, electricians and other field-service operators — to manage jobs, schedules, quotes, invoices, customer communications and a customer portal.

By signing up for an account, ticking an acceptance box, or using any part of the service, you confirm that you have authority to bind the business you represent (the “Tenant”) to these Terms, and that you are at least 18 years old. We may refuse service or close accounts at our discretion, for example where fraudulent, unlawful, or abusive use is suspected.

2. Plans & billing

Klyro is sold on a monthly or annual subscription basis. Pricing is seat-based — each user you add to the platform counts as a seat. The current plans and seat prices are shown on klyro.ai/pricing. Payment is processed by Stripe, our payment service provider.

• Free trial. New Tenants get a 14-day free trial. No payment method is required to start the trial. At the end of the trial, you must add a payment method to continue; otherwise your account will be paused.
• Renewal. Subscriptions renew automatically for the same term (monthly/annually) until cancelled. We will attempt to charge the card on file on the renewal date.
• Past-due. If a payment fails we will retry over a 7-day grace period and email you. If the charge remains unpaid after the grace period, access to the platform may be suspended until billing is brought current. Data is retained during suspension per section 8.
• Refunds. Subscription fees are non-refundable once the billing period has started. If you cancel mid-period you retain access until the end of the paid period. Refunds may be issued at our discretion where required by consumer law or where we have materially failed to provide the service.
• Price changes. We may change plan prices with at least 30 days’ notice by email. Price changes take effect at the next renewal.
• VAT. All prices are stated exclusive of VAT unless marked otherwise. UK VAT is added at the prevailing rate on invoices.

3. Acceptable use

You are responsible for all activity on your account. You agree not to:

• Use Klyro’s SMS or email features to send spam, unsolicited marketing beyond your own customer base, phishing, or any content that breaches the Privacy and Electronic Communications Regulations (PECR), GDPR, or other applicable law;
• Upload or transmit content that infringes a third party’s intellectual property, privacy, or other rights, or that is unlawful, defamatory, or obscene;
• Reverse engineer, decompile, or attempt to derive the source code of the platform, except to the extent expressly permitted by applicable law;
• Circumvent rate limits, access controls, or usage metering, or use the platform to build a competing product;
• Use the platform to store data that is subject to specific regulatory regimes we do not support (such as payment card data outside Stripe’s hosted flows, or health records regulated by HIPAA);
• Share login credentials across users to avoid seat charges — each human user needs their own seat.

We may investigate suspected breaches and, where necessary, suspend or terminate accounts under section 8.

4. Customer data

As a Tenant, you own the data you put into Klyro about your own customers — names, addresses, appointment history, quotes, invoices, certificates, photos, notes. That data is yours.

In relation to your customers’ personal data, you are the data controller under UK GDPR and we are the data processor. We process that data only to provide the Klyro service to you, and in line with our Data Processing terms (available on request and forming part of these Terms by reference). We will not sell your customer data, use it to train general-purpose AI models, or share it with other Tenants.

Export and deletion. You can export your customer data at any time from the dashboard (Settings → Data export). On termination of your subscription, we keep the data in read-only form for 30 days so you can export a final copy. After that 30-day window we begin deletion, and all customer-identifiable records are deleted within 90 days of termination unless a longer retention period is required by law (for example HMRC record-keeping obligations for invoices).

5. Third-party services / Data processing

Klyro uses a small set of sub-processors to deliver parts of the service. The categories of data each sub-processor receives are listed below. Our current sub-processor list is maintained here and will be kept up to date; we may add or change sub-processors on 30 days’ notice.

Routing & drive-time calculations

To calculate accurate drive times between jobs, we send visit addresses to our routing provider (by default OpenStreetMap’s OSRM service; Tenants with their own API keys may configure TomTom or Mapbox instead). Only the address is transmitted — no customer names, phone numbers, or other personal identifiers.

Accounting integrations

If you connect Xero or QuickBooks Online, you authorise Klyro to sync invoices, contacts, invoice payments, Stripe processing fees, Klyro platform fees, credit notes, account mappings and reconciliation references to that accounting provider. Klyro will use smart default account mappings where possible, and you can adjust those mappings in the app.

Klyro helps automate bookkeeping data entry, but it is not your accountant and does not provide tax, VAT, payroll or accounting advice. You remain responsible for reviewing your chart of accounts, VAT treatment, fee treatment and statutory filings. If a provider is temporarily unavailable, Klyro may retry sync and reconciliation automatically so the accounting records catch up once the provider is available again.

Other sub-processors

• Stripe (Ireland / US): payment processing. Receives billing contact details, the last 4 digits of the card, and transaction amounts. Full card numbers are entered directly into Stripe’s hosted fields and never touch Klyro’s servers.
• Xero (UK / New Zealand / global support locations): optional accounting integration. Receives invoice, contact, payment, fee and account mapping data only when you connect Xero.
• Intuit / QuickBooks Online (UK / US / global support locations): optional accounting integration. Receives invoice, contact, payment, fee and account mapping data only when you connect QuickBooks Online.
• Twilio and sms-works (UK / US): SMS delivery for job confirmations, reminders, and chase messages. Receives the recipient’s phone number and message body.
• Resend (US): transactional email delivery. Receives the recipient’s name, email address, and message body.
• Cloudflare R2 (UK region): object storage for uploaded files — job photographs, certificates, signed documents. Files are stored under tenant-scoped keys and served via signed URLs.
• Sentry (US): error and performance telemetry. Receives stack traces, user IDs (pseudonymous), tenant IDs, and sanitised request metadata. Personal identifiers (names, emails, phone numbers) are scrubbed before transmission where feasible.
• Map tiles (OpenStreetMap contributors / Google Maps, depending on configuration): rendered map tiles for the customer portal map and the schedule map. Tile requests include the bounding-box coordinates being viewed but no customer-identifiable data.

6. Engineers’ data

Klyro stores data about your engineers and office staff so the platform can function — names, email addresses, roles, Gas Safe registration numbers and other trade certifications, and (for engineers who opt in) real-time location during work hours for the live-day and routing features.

• Engineer location tracking is strictly opt-in per user and only active during scheduled working hours. Engineers can turn it off from the mobile app at any time.
• Location data is retained for 90 days for audit and dispute resolution, then deleted. Aggregated, non-identifying statistics (for example average drive time per week) may be retained indefinitely for reporting.
• Gas Safe numbers, electrical certifications and similar credentials are retained for the life of the engineer’s employment plus 7 years, to support regulatory audits and certificate re-issue.
• Engineers have the same UK GDPR rights as any other data subject — access, rectification, erasure, and complaint to the ICO. See our Privacy Policy for details.

7. Liability

Klyro is provided on a B2B basis to trade businesses. Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited under English law.

Subject to the above, our total aggregate liability to you under or in connection with these Terms in any 12-month period is capped at the total fees you paid to Klyro in the 12 months immediately preceding the event giving rise to the claim.

We are not liable for indirect, consequential, or special losses, including loss of profit, loss of business, loss of goodwill, or loss of anticipated savings, even if advised of the possibility of such loss.

These caps and exclusions do not apply to: (a) our indemnification obligations for data breaches caused by our gross negligence or wilful misconduct; (b) liability arising from our breach of UK GDPR as data processor where the breach is directly caused by Klyro; or (c) fraud or gross negligence on our part.

8. Termination

You can cancel your subscription at any time from Settings → Billing. Cancellation takes effect at the end of the current billing period — you keep access until then and no further charges are taken.

We may suspend or terminate your account for material breach of these Terms — for example non-payment, abuse of the SMS/email features, or uploading unlawful content. Except where an immediate action is necessary for legal, regulatory, or security reasons, we will give you at least 14 days’ written notice (by email) and a chance to cure the breach before terminating.

On termination, the data export and deletion timelines in section 4 apply.

9. Changes to these Terms

We version these Terms using a terms-YYYY-MM string. The current version is terms-2026-07. When we make a non-substantive change (typo fixes, clarifications that don’t alter your rights) we update this page without changing the version string.

When we make a substantive change, we bump the version. Existing users are shown a re-acceptance banner on next sign-in and must acknowledge the new version to continue using the service. You can request the previous version’s text by emailing us.

10. Governing law

These Terms are governed by the laws of England and Wales. Any dispute will be subject to the exclusive jurisdiction of the Courts of London, except that we reserve the right to bring proceedings for unpaid fees or injunctive relief in any competent jurisdiction where you reside or have assets.

11. Contact

Questions about these Terms? Email us at [email protected]. For billing questions, use [email protected]. For technical support, use [email protected].