Terms of Service

Last updated: 22 October 2026

1. About ExpiryTrack

ExpiryTrack is an online equipment inspection, certification and renewal tracking service operated by Stuart Howitt, a sole trader based in England, United Kingdom.

Business details:

Stuart Howitt trading as ExpiryTrack
Elderflower House
Carbrooke
Thetford
IP25 6SS
United Kingdom

Email: appsupport@stuarthowitt.co.uk

Throughout these terms, "ExpiryTrack", "we", "us" and "our" refer to Stuart Howitt trading as ExpiryTrack.

These Terms of Service govern your access to and use of ExpiryTrack.

By creating an account, purchasing a subscription or using the service, you agree to these terms.

ExpiryTrack is intended exclusively for business and professional use. By registering, you confirm that you are at least 18 years old and are using the service wholly or mainly for business purposes.

If you do not agree with these terms, you should not use the service.

2. What ExpiryTrack Provides

ExpiryTrack is an administrative record-keeping and reminder service designed to help businesses monitor equipment inspection dates, certification periods, renewals and other scheduled compliance activities.

Depending on your subscription, the service may include:

Equipment and asset registers.
Inspection and renewal date tracking.
Email reminders for upcoming deadlines.
Inspection and maintenance history.
Certificate and document storage.
Compliance reports and data exports.
QR code labels and equipment identification features.

Features and usage limits depend on your selected subscription plan.

Important Compliance Disclaimer

ExpiryTrack is a tracking and record-management tool. It does not provide statutory inspections, equipment certification, legal advice, compliance assessments or professional safety advice.

Using ExpiryTrack does not, by itself, establish or guarantee compliance with any legal, regulatory or insurance requirement.

You remain responsible for:

Identifying applicable legislation and inspection requirements.
Establishing appropriate inspection and examination intervals.
Arranging inspections, tests, examinations and renewals.
Ensuring equipment remains safe and suitable for use.
Maintaining records required by law or insurance.
Taking appropriate action when equipment becomes overdue, defective or unsafe.

This includes, where applicable, obligations under the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER), Provision and Use of Work Equipment Regulations 1998 (PUWER) and other relevant legislation.

ExpiryTrack does not automatically determine whether an entered inspection interval meets your legal obligations.

3. Accounts and Security

You must provide accurate registration information, including a valid email address.

You are responsible for maintaining the confidentiality and security of your account credentials and for activity carried out through your account, except where caused by our own breach of duty.

You must notify us promptly if you suspect unauthorised access.

You agree to:

Keep your account details accurate and up to date.
Use appropriate security measures to protect access.
Ensure information uploaded is accurate and lawful.
Access only records you own or are authorised to manage.
Avoid sharing account credentials with unauthorised individuals.

We may suspend access where we reasonably believe an account has been compromised or is being used unlawfully.

4. Subscription Plans and Pricing

ExpiryTrack offers the following subscription plans:

Plan	Price	Included features
Free	£0	Up to 10 tracked items
Pro	£10 per month, or £100 per year	Up to 100 tracked items, email reminders, compliance exports and a calendar feed
Business	£25 per month, or £250 per year	Unlimited tracked items, Pro features and QR labels

All stated prices include UK VAT at the applicable rate.

Subscriptions are charged in pounds sterling (GBP).

Paid subscriptions renew automatically at the end of each billing period (monthly or annually, as you chose at checkout) unless cancelled before the next renewal.

Payment is collected in advance through Stripe, our third-party payment provider.

Your subscription features remain available while your paid subscription is active, subject to these terms.

We may introduce additional plans, features or revised pricing in the future.

Where a price change affects an existing subscription, we will provide advance notice and an opportunity to cancel before the revised price takes effect.

5. Billing and Payments

Subscription payments are processed securely by Stripe.

ExpiryTrack does not receive or store your full payment card information.

We may receive limited payment information, including transaction references, billing status, subscription details and payment confirmation.

You authorise recurring payments in accordance with the subscription plan selected at checkout.

You are responsible for ensuring that your payment details remain valid.

Invoices and available billing information can be accessed through the Stripe customer billing portal.

If a payment fails, we may attempt to notify you and provide an opportunity to correct the issue.

If payment remains outstanding, we may restrict paid features or downgrade your account to the Free plan.

A payment failure does not automatically result in deletion of your stored records.

6. Cancellation and Refunds

You may cancel your subscription at any time.

To cancel, open Plan & billing within ExpiryTrack and select Manage billing and cancellation to access the secure Stripe customer portal.

Once cancelled:

Your subscription will not renew for another billing period.
Your paid features remain active until the end of the period already paid for.
Your account will then revert to the Free plan.
Existing records will remain associated with your account, subject to our data retention and account closure arrangements.

If your account contains more records than the Free plan permits, you will not be able to add further items until you upgrade or reduce your usage to within the Free plan allowance.

Refunds

ExpiryTrack is provided for business and professional use.

Subscription fees are generally non-refundable for billing periods that have already commenced.

However, refunds may be issued where required by law, where a billing error has occurred, or where we consider a refund appropriate in the circumstances.

If you believe you have been charged incorrectly, contact appsupport@stuarthowitt.co.uk.

Nothing in these terms removes or restricts any statutory rights or remedies that cannot lawfully be excluded.

7. Inspection Reminders and Notifications

ExpiryTrack may send automated email notifications concerning inspections, certifications, renewals or other dates entered into the system.

These notifications are provided as an additional administrative convenience.

Although we take reasonable care in operating the reminder service, we cannot guarantee that an email will be delivered, received, read or acted upon at any particular time.

Reminder delivery may be affected by incorrect account information, email filtering, third-party service interruptions, technical faults or other circumstances.

You should maintain independent arrangements for monitoring critical inspection and compliance deadlines.

ExpiryTrack must not be relied upon as the sole method of ensuring compliance with statutory inspection, examination or renewal requirements.

You remain responsible for monitoring deadlines and arranging necessary inspections, irrespective of whether a reminder has been received.

8. Customer Records and Uploaded Documents

You retain ownership of the records, equipment information, certificates and documents you upload to ExpiryTrack, or the relevant rights to use those materials.

We do not claim ownership of your content.

You grant us permission to store, process, display and transmit your information as reasonably necessary to provide and maintain the service.

You are responsible for ensuring that:

Information entered is accurate and current.
Documents are uploaded lawfully.
You have permission to store records belonging to other organisations.
Uploaded information does not infringe third-party rights.
Appropriate copies of important business records are maintained independently.

ExpiryTrack is not intended to be the sole archive for legally required inspection certificates or critical compliance documentation.

We recommend maintaining independent backups of essential records.

We will not deliberately alter or remove customer records except as required to provide the service, respond to legitimate customer instructions, enforce these terms, comply with law or protect the security of the platform.

9. Data Protection and Privacy

We take the protection of customer information seriously.

Personal data is processed in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

Our separate Privacy Policy explains how personal information is collected, used, stored, retained and shared.

Depending on the information involved, we may act as:

A data controller for account registration, billing, customer communications and service administration.
A data processor where we process personal information contained in business records on behalf of a customer.

Where we process personal data on behalf of business customers, that processing is governed by our Data Processing Agreement, which forms part of these Terms of Service.

By accepting these Terms of Service, you also agree to the applicable provisions of our Data Processing Agreement.

We may use third-party providers for hosting, authentication, payment processing, storage and email delivery.

Such providers will be subject to applicable contractual and data protection requirements.

Please refer to our Privacy Policy and Data Processing Agreement for further information.

10. Acceptable Use

You agree to use ExpiryTrack lawfully and responsibly.

You must not:

Access another customer's account or information without permission.
Attempt to interfere with the operation or security of the service.
Upload malicious software or unlawful material.
Use the platform for fraudulent or misleading purposes.
Attempt to bypass subscription limits or security restrictions.
Copy, reproduce, resell or commercially redistribute the software without authorisation.
Use automated methods that place an unreasonable burden on the service.

We reserve the right to investigate suspected misuse and take proportionate action, including restricting access where reasonably necessary.

11. Service Availability and Changes

We aim to provide a reliable and accessible service and will take reasonable care in operating and maintaining it.

However, we cannot guarantee uninterrupted or error-free availability.

Temporary interruptions may occur because of maintenance, software updates, hosting issues, network failures or circumstances beyond our reasonable control.

We may modify, improve or discontinue individual features.

Where a change materially reduces the functionality included in your paid subscription, we will provide reasonable advance notice where practical.

If such a change substantially affects your paid service, you may cancel your subscription and request an appropriate refund for any affected prepaid period.

We will not intentionally remove essential paid features without considering the impact on existing subscribers.

12. Limitation of Liability

ExpiryTrack is an administrative record-keeping and reminder service, not a professional compliance monitoring or certification service.

You acknowledge that the ultimate responsibility for equipment safety, statutory inspections and regulatory compliance remains with you or the relevant duty holder.

To the extent permitted by law, we are not responsible for losses arising from:

Inaccurate or incomplete information entered by customers.
Failure to arrange inspections or renewals.
Reliance solely on automated reminders.
Incorrect inspection intervals selected by customers.
Unauthorised or improper use of the platform.
Third-party interruptions beyond our reasonable control.

These exclusions do not apply to losses caused by our own breach of obligations where liability cannot lawfully be excluded.

We do not exclude or restrict liability for:

Death or personal injury caused by negligence.
Fraud or fraudulent misrepresentation.
Any other liability that cannot lawfully be excluded or restricted.

Subject to applicable law and any requirement of reasonableness, our total aggregate contractual liability arising from the service will be limited to the subscription fees paid by the customer during the 12 months preceding the event giving rise to the claim.

Nothing in this section excludes liability where doing so would be unlawful.

13. Account Closure and Data Deletion

You can close your ExpiryTrack account yourself at any time: open Settings, go to your data section and choose Delete my account. Alternatively, you may request closure by emailing appsupport@stuarthowitt.co.uk.

If you ask us by email, we may ask you to verify your identity or ownership of the account to prevent unauthorised deletion.

If you ask us by email, we will complete the closure as soon as practicable and in any event within one month. Data belonging to an account that has been removed by us is cleared by a scheduled weekly clean-up.

Closing your account permanently removes your account and its associated records from the active ExpiryTrack application, including equipment records, inspection history and reminder settings. Any active paid subscription is cancelled at the same time. Certificates and documents you uploaded are no longer accessible through your account once it is closed; copies held in the underlying storage are removed in line with our Privacy Policy and the platform's storage arrangements.

Account closure cannot be reversed through the application. You should export and retain copies of any important records or certificates before closing your account.

Deletion from the active application does not necessarily mean immediate deletion from underlying system backups, payment provider records or other records that we are legally required to retain.

Any remaining personal data will be handled in accordance with our Privacy Policy, applicable retention requirements and data protection legislation.

Cancelling a paid subscription on its own does not close your account or delete your records.

If you wish to cancel your subscription and permanently close your account, deleting your account from Settings does both.

We may also suspend or terminate access where:

These terms have been seriously breached.
Required payments remain outstanding.
Continued access creates a security or legal risk.
We are legally required to do so.

Where reasonably practical, we will provide notice and an opportunity to export records before terminating access.

14. Intellectual Property

ExpiryTrack, including its software, interface, branding, design and underlying functionality, belongs to Stuart Howitt or the relevant licensors.

Your subscription grants you a limited, non-exclusive, non-transferable right to use the service for your business purposes in accordance with these terms.

It does not transfer ownership of the software or associated intellectual property.

Your own equipment information, records, certificates and uploaded documents remain yours or those of their respective owners.

15. Changes to These Terms

We may update these Terms of Service to reflect changes in legislation, service functionality, business operations or regulatory requirements.

The latest version will be published within ExpiryTrack.

Where changes materially affect your rights or obligations, we will provide reasonable advance notice by email or through the application.

If you do not agree with material changes, you may stop using the service and cancel your subscription before they take effect.

Continued use after the effective date of notified changes will constitute acceptance to the extent permitted by law.

16. Governing Law

These terms are governed by the laws of England and Wales.

Subject to any mandatory legal requirements, disputes arising in connection with the service will be subject to the jurisdiction of the courts of England and Wales.

17. Contact and Business Information

ExpiryTrack is operated by:

Stuart Howitt trading as ExpiryTrack

Business type: Sole Trader

Elderflower House
Carbrooke
Thetford
IP25 6SS
United Kingdom