Terms of Service

The agreement between Trade Cashflow and its clients. Last updated 10 October 2026.

These terms apply when you subscribe to a Trade Cashflow service. Together with the order confirmation setting out your plan and price, and the data processing terms in Schedule 1, they form the agreement between us. Please read section 3: it sets out what we are not.

1. Who we are and what we do

Trade Cashflow is the trading name of Jamie Greaves, a sole trader, of 38 Courthill Road, London SE13 6HB, United Kingdom. “We” and “us” mean Jamie Greaves, trading as Trade Cashflow; “you” means the business subscribing. We sell to businesses only, not to consumers.

We provide credit control and cash flow reporting: tracking what you are owed, reminding you of the application and payment dates in your subcontracts, drafting and sending chase messages in your name, producing a weekly cash position pack, and, on the relevant plans, a 13-week rolling cash flow forecast, job profitability reporting and periodic margin review. Your order confirmation says which of these you have bought.

2. Starting, and what each of us does

Before we start, the Money Laundering Regulations require us to check who we are working with. The agreement begins once that check is complete, we confirm your order and your first payment clears. You then give us what the service needs: read access to your accounting software or a weekly report by email; your contractors' payment and retention terms; and the set-up for whichever sending method you choose (section 4).

You agree to: give us accurate information, including your contractors' payment terms; tell us promptly if something changes; approve our chase templates and escalation steps before anything is sent; make sure you actually have the right to instruct us to contact each debtor; and pay on time.

We agree to: deliver your pack each Friday that the agreement is in force, subject to receiving your data; send only messages that follow the templates and rules you have approved; treat your information confidentially; and use access to your accounting software solely to read the reports the service needs.

We will never create, amend or delete anything in your accounting records. Where a platform gives us broader technical permissions than we need, because it offers no read-only option, this commitment still binds us.

3. What we are not

This section matters. Please read it.

• We are not accountants. We do not prepare or file statutory accounts, do not prepare or file tax returns, and do not carry out audit work. Nothing we give you replaces your accountant.
• We do not give tax advice. Our forecasts apply CIS deduction rates and other tax figures that you or your accountant supply, or that follow from published rates, purely to estimate cash movements. That is arithmetic, not advice. Check anything that matters with your accountant.
• We do not give financial, investment, credit or legal advice, and nothing in a pack is a recommendation to take on debt, take a job, or refuse one.
• We do not send construction contract notices. We track the dates in the terms you give us and remind you of them. We do not prepare or send payment applications, payment notices, pay less notices, notices of intention to suspend, adjudication notices or any other contractual or statutory notice, and we do not interpret your contracts. Our chase messages are not intended to be any of these.
• We are not authorised or regulated by the Financial Conduct Authority, and we do not need to be. We chase only commercial debts owed to you under your own contracts. We do not purchase debt, we do not chase consumer debt, and we do not act for anyone but you.
• We never handle your money. Payments from your customers go directly to you. We have no access to your bank accounts and cannot move funds.
• We do not conduct litigation. We chase by email and letter. We do not issue court proceedings, instruct solicitors or enforce judgments on your behalf. If a debt needs that, we will tell you and you can appoint someone qualified.

4. Sending messages in your name

By subscribing you authorise us to send credit control messages in your name to your customers, using one of these methods, agreed in your order form: from your own Google Workspace or Microsoft 365 mailbox with send-only permission; from your domain through an email delivery service; or as drafts that you send yourself. We never ask for or hold your email password.

You remain the sender in law. That has real consequences and you should understand them:

• Nothing goes out until you have approved it. You approve each template, the escalation steps and your business details in writing before any message is sent.
• You choose how much you see first. By default we send you each week's proposed messages and send only those you approve. If you prefer, you can tell us in writing to send automatically within your approved templates and rules, and switch back at any time.
• You are copied on every message we send, or can see it in your own Sent folder, depending on the sending method.
• Replies go to your own inbox. We do not see them unless you forward them.
• You confirm that the content, once approved, is accurate: that the amounts are genuinely owed and the invoices genuinely outstanding. We never chase anything you tell us is disputed.
• You are responsible for the statutory disclosures your own business must make in its correspondence, such as company number and registered office. Tell us what they are and we will include them; we cannot know them otherwise.
• You may withdraw this authority at any time by telling us, or by removing our access, which stops sending the same day.

We will keep messages professional and proportionate. We will not threaten action you have not authorised, and we will not represent ourselves as solicitors, bailiffs or an enforcement agency.

5. Reports and forecasts: what they are worth

Everything we produce is built from information you or your accounting software give us, including the payment and retention terms you give us for each contractor. If that information is wrong or incomplete, the output will be too. We do not audit or verify it.

A forecast is an estimate, not a promise. It projects what is likely to happen based on invoices raised, terms agreed, historic payment behaviour and assumptions about retentions and CIS. Customers pay late, jobs slip, and retentions are disputed. Do not treat a forecast as a guarantee of funds, and do not commit to a payment you cannot otherwise afford on the strength of one.

Decisions you take after reading our reports remain yours.

6. Fees and payment

Fees are as set out in your order confirmation, payable monthly in advance by card or direct debit through Stripe. The first payment starts your first service week; each subsequent payment falls due on the same date each month.

An active contractor is a customer of yours with at least one open invoice, payment application or retention that we track or chase in a calendar month. If you are above your plan's limit for two months in a row, we will tell you in writing and you can move up a plan, or keep your plan and add £50 a month for each extra 5 active contractors. We will not stop chasing anything already in progress without telling you first.

A one-off 13-week cash flow forecast costs £450, paid in advance. If you start a monthly plan within 30 days of buying one, your first month is free.

We are not currently registered for VAT and do not charge it. If we become registered we will tell you at least 30 days beforehand, and VAT will be added only to payments falling due after both the date registration takes effect and the date we tell you. You may cancel before VAT is first charged.

If a payment fails we will tell you and try again. If it remains unpaid 7 days after the due date we may suspend the service until it is settled. We will not delete your data during a suspension.

We may change our prices with at least 30 days’ written notice. If you do not accept a change you may cancel before it takes effect, and nothing further will be charged.

7. Changing plans, and ending the agreement

There is no minimum term. Tell us in writing (an email is fine) and we will stop at the end of the period you have paid for. No further payment is taken.

Moving between plans takes effect from your next payment date. Fees already paid are not refundable except where the law requires, or where we have failed to deliver the service.

We may end the agreement immediately if you fail to pay after we have asked; if you ask us to do something unlawful, misleading or abusive; or if you materially break these terms and do not put it right within 14 days of being asked.

On termination: access to your accounting software is revoked at once and you can revoke it yourself immediately; sending stops the same day; and your data is deleted after 90 days, except records we must keep by law. Ask within that window and we will send you a copy of what we hold.

8. Confidentiality and intellectual property

Each of us will keep the other's confidential information confidential and use it only for this agreement. That obligation continues for three years after the agreement ends and does not cover information already public, independently known, or required to be disclosed by law.

Your data is yours, and nothing here transfers ownership of it. We own the templates, methods, formats and software behind the service; you get a non-exclusive, non-transferable licence to use the reports we produce for you, inside your own business, for as long as you wish. You may share them with your accountant, your bank or a lender. You may not resell them or offer the service to others as your own.

We may describe the work anonymously (for example, “a groundworks contractor in the North West”) in marketing, including figures such as amounts recovered. We will not name you or use your logo without asking first.

9. Liability

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

Subject to that, our total liability arising out of this agreement in any 12-month period is limited to the fees you paid us in the 12 months before the claim arose.

We are not liable for loss of profit, loss of business, loss of contracts, loss of anticipated savings, or any indirect or consequential loss. In particular we are not liable for a debt that goes unpaid, for a customer who becomes insolvent, for a missed contractual deadline, or for a decision you take on the basis of a forecast.

We are not liable for failures caused by things outside our reasonable control, including your accounting software being unavailable, changes a platform makes to its access rules, or email being delayed or filtered by a recipient's provider.

These limits are a fair allocation of risk given the price of the service, and are reflected in it.

10. Data protection

Each of us will comply with data protection law. For information about your customers that we handle on your behalf, you are the controller and we are the processor, and Schedule 1 applies. How we handle your own information is set out in our privacy policy.

11. General

We may update these terms; if a change materially affects you we will give at least 30 days’ notice and you may cancel before it takes effect. Neither of us may transfer this agreement without the other's consent, except that we may transfer it to a company that acquires our business. If any part is found unenforceable, the rest continues. No one other than you and us has any right to enforce it.

This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Before starting proceedings, both of us agree to try to resolve the matter by discussion.

Schedule 1: Data processing terms

These terms meet Article 28 of the UK GDPR and apply whenever we process personal data on your behalf.

Scope

Our obligations

1. Instructions. We process personal data only on your documented instructions, which include this agreement, your approved templates and rules, and any weekly approvals, unless the law requires otherwise, in which case we tell you first unless the law forbids it. We will tell you if we think an instruction breaches data protection law.
2. Confidentiality. Anyone we authorise to process the data is bound by a duty of confidence.
3. Security. We take appropriate technical and organisational measures under Article 32, including access control, two-factor authentication, encryption in transit, and read-only access to your systems wherever the platform offers it.
4. Sub-processors. You authorise the sub-processors listed in our privacy policy. We impose equivalent obligations on each, and remain fully liable to you for their performance. We give at least 30 days’ notice before adding or replacing one, and you may object on reasonable data protection grounds. If we cannot resolve it, you may terminate without penalty.
5. Data subject rights. If a data subject contacts us, we tell them to contact you and let you know without undue delay. We help you respond within the statutory deadline.
6. Assistance. We help you with security, breach notification, impact assessments and prior consultation with the ICO, taking account of what we know and the resources available to us.
7. Breaches. We notify you without undue delay, and in any event within 24 hours of becoming aware, giving what we know at the time and updating you as we learn more.
8. Deletion or return. On termination we delete the data within 90 days, or return it if you ask within that window, except where the law requires us to keep it.
9. Audit. We give you the information you reasonably need to demonstrate compliance, and allow audits on reasonable notice, not more than once a year unless a breach or a regulator makes more necessary.
10. Transfers. Where a sub-processor is outside the UK, the transfer relies on the UK–US data bridge where the sub-processor is certified, or otherwise on the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, together with a transfer risk assessment.
11. Records. We maintain the record of processing activities required by Article 30(2).

Your obligations

You confirm that you have a lawful basis for the data you give us, that your own privacy information covers processing by a supplier like us, and that you have the right to instruct us to contact each debtor. You will not send us special category data or the personal data of consumers.