Customer terms.
The agreement between a building firm and us for Trojan CRM, with its order and our data processing agreement. Written to be read: ask us if anything is unclear.
Version 1.3, 26 October 2026. Earlier versions, and the version a firm agreed to, are available from [email protected].
1. About these terms
1.1 These terms are between TG Digital Ltd, a private limited company registered in England and Wales (company number 17518734), registered office Unit 82a James Carter Road, Mildenhall, Bury St. Edmunds, England, IP28 7DE (“we”, “us”) and the business named in the Order (“you”). They cover Trojan CRM, our software service.
1.2 Your agreement with us is made up of: the Order (the order form or online sign-up, which sets out your plan, fees, billing period and any free trial or setup call); these terms, including Schedule 1 (acceptable use); and our Data Processing Agreement (the DPA). If they conflict, the Order wins on plan and fees, the DPA wins on personal data, and these terms win on everything else.
1.3 You accept the agreement by signing an Order, by accepting it online, or by confirming in writing (an email is enough) that you accept it. Whoever accepts confirms they have authority to bind your business.
1.4 Business customers only. You confirm that you are entering this agreement for the purposes of your trade, business or profession and not as a consumer.
2. Words we use
- Service: Trojan CRM as we provide it to you at your own web address, including updates.
- Your data: everything you or your users put into the Service, and everything the Service produces from it, such as records, files and documents.
- Users: the people you allow to sign in to the Service.
- Working day: Monday to Friday, except bank holidays in England.
- Fees: the charges set out in the Order.
3. The Service
3.1 We give you your own copy of the Service, with its own database, hosted in the United Kingdom, for as many Users as you choose, to use for your own business while the agreement lasts.
3.2 We improve and change the Service from time to time. We will not remove a major feature you use without telling you at least 30 days beforehand. If that leaves the Service materially less useful to you, you may end the agreement before the change, and we will refund any Fees paid for the period after it ends.
3.3 We may take the Service offline briefly for maintenance. We will try to do this outside 8am to 6pm on working days.
4. Free trial
4.1 If your Order includes a free trial, you may use the Service free of charge for the trial period stated, with your real data. This agreement, including the DPA, applies in full during the trial.
4.2 At the end of the trial the Service continues only if you subscribe. If you don’t, clause 15.6 applies: you can download your data for 30 days, then we delete it.
4.3 One free trial per business.
5. Users and accounts
5.1 Your administrators create Users and choose their roles. Each User must have their own login and keep their password to themselves.
5.2 You are responsible for what your Users do in the Service, and for removing a User’s access when they leave.
5.3 Tell us at once at [email protected] if you think an account has been misused.
6. Fees and payment
6.1 The Fees are a price for each User, set out in the Order, billed monthly or annually as the Order says. The Order states how many Users the first Fees cover. You may add Users at any time. At the start of each billing period we count the Users whose accounts are active in the Service and invoice that period for that number; Users added during a period are not charged for that period. Fees exclude VAT, which we add where it applies.
6.2 We invoice in advance at the start of each billing period. Each invoice is due within 14 days, by bank transfer to the account shown on it. Our bank details will never change by email alone: if you are told they have, phone us to check before paying.
6.3 If an invoice is still unpaid 14 days after it was due, we will write to tell you. If it is still unpaid 14 days after that, we may suspend the Service until it is paid. Your data is kept during a suspension. We may also charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
6.4 Price changes. We may change our Fees by giving you at least 60 days’ notice by email. On monthly billing, the new Fee applies from the first billing period that starts after the notice ends, and you may cancel before then. On annual billing, your Fee is fixed for the year you have paid for, and a change applies only from your next renewal.
6.5 Fees already paid are not refunded, except where this agreement says otherwise (clauses 3.2, 15.3, 17.2 and the DPA’s clause 6), or where you end the agreement under clause 15.4 because of our breach, when we refund the Fees paid for the period after it ends.
7. Optional setup call
7.1 If your Order includes a setup call, we will run a remote call of up to two hours, at a time agreed with you, for the fee in the Order. You may rearrange it free of charge with at least one working day’s notice.
8. Support
8.1 Support is by email to [email protected]. We aim to reply within 2 working days. This is an aim, not a guarantee, and there is no telephone support line.
8.2 Help pages are available inside the Service. We do not offer a service level or an availability guarantee (see clause 13).
9. Your responsibilities
9.1 You are responsible for:
- having the right to put your data into the Service, including a lawful basis for any personal data and, for health information (such as a declaration for zero-rated disabled adaptation work), a condition that permits it;
- the content of the quotes, invoices, orders, emails and other documents you create or send through the Service;
- deciding the VAT treatment of each supply, including whether a relief or the domestic reverse charge applies, and checking documents before you issue them. Recording a reason in the Service does not mean we have checked or approved it, and your tax affairs remain yours;
- your obligations to your own customers, including consumer law. The Service offers cancellation information and a model cancellation form, based on the Consumer Contracts Regulations 2013, to customers you mark as private clients. Whether to use it, and whether it suits each of your contracts, is your decision;
- keeping your settings accurate, including your company details and your bank details;
- following Schedule 1 (acceptable use).
9.2 You must not resell, sublicense, copy or try to reverse-engineer the Service, or let anyone outside your business use it, apart from people you send documents to (for example a customer accepting a quote online).
10. Your data
10.1 Your data belongs to you. We use it only to provide the Service to you, as set out in the DPA. We do not sell it, use it for advertising, or use it to train artificial intelligence.
10.2 You can download all of your data at any time from within the Service.
10.3 We keep backups so that we can recover the Service after a failure. They are not a substitute for your own records: download your data regularly if you need your own copies.
10.4 For personal data in your data, you are the controller and we are your processor. The DPA forms part of this agreement.
11. Email sent through the Service
11.1 The Service sends your documents in your name, from our email system or, if you connect it, from your own Microsoft 365 mailbox. You must follow the email rules in Schedule 1.
11.2 If our email provider limits or stops our sending, or you break the email rules, we may suspend email sending under clause 16. You can still download documents and send them another way.
12. Services you connect
12.1 You may connect your own accounts with other providers, such as Xero, Microsoft 365 or a calendar app. Those accounts are between you and that provider, under its own terms. By connecting one you instruct us to send it the data the connection needs. You can disconnect at any time.
12.2 We are not responsible for other providers’ services, or for changes they make that affect a connection, but we will take reasonable steps to keep connections working.
13. Our responsibilities
13.1 We will provide the Service with reasonable care and skill, and keep it secure as described in the DPA.
13.2 Within what the Service supports (its Help pages say what it does not), we are responsible for it working out VAT from the treatments you choose, producing your documents with the figures and wording they need and, if you connect Xero, sending the entries to it as described. Clause 9.1 does not take that away.
13.3 We do not promise that the Service will be uninterrupted or free of errors, or that it will suit every way you work. Apart from what this agreement says, all other warranties, conditions and terms are excluded as far as the law allows.
14. Liability
14.1 Nothing in this agreement limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law does not allow to be limited. Nothing limits your obligation to pay the Fees.
14.2 Neither of us is liable to the other for loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.
14.3 If your data is lost or corrupted through our fault, our first responsibility is to restore it from our most recent backup.
14.4 Otherwise, each party’s total liability to the other under or in connection with this agreement, including the DPA, whether in contract, tort (including negligence) or otherwise, is limited to the greater of £100 and the Fees you paid in the 12 months before the event giving rise to the claim.
15. Ending the agreement
15.1 Monthly billing: you may cancel at any time by email. The agreement ends at the end of the billing month you are in, and you will not be invoiced again.
15.2 Annual billing: the agreement renews automatically for another year unless you tell us by email before the renewal date that you do not want it to. We will remind you at least 30 days before each renewal. An annual subscription cannot be ended early for convenience, and the Fees for the year are not refunded.
15.3 We may end the agreement for any reason by giving you at least 60 days’ notice, and we will refund any Fees paid for the period after it ends.
15.4 Either of us may end the agreement at once by written notice if the other commits a material breach and does not put it right within 30 days of being asked to, or becomes insolvent or stops trading.
15.5 We may also end the agreement if Fees are still unpaid 30 days after we suspended the Service for non-payment.
15.6 What happens at the end. For 30 days after the agreement ends, your copy of the Service stays as it was so that you can sign in and download your data; if you ask, we will provide the download within 5 working days. After those 30 days, or sooner if you ask us in writing, we delete your copy of the Service and everything in it: its database, files and email sending account. Backups containing it expire within a further 35 days: we keep a nightly backup of each firm’s database for 35 days, so that a removal made by mistake can be undone, and our hosting provider keeps its own backup of the database cluster for 7. We will confirm the deletion to you in writing.
15.7 Clauses 6 (for Fees owed), 14, 15.6, 18 and 20 continue after the agreement ends.
16. Suspension
16.1 We may suspend all or part of the Service (for example email sending only): for non-payment under clause 6.3; if you or a User break Schedule 1 or put other customers or the Service at risk; if our email provider requires it; or if the law requires it.
16.2 We will tell you why, give you a chance to put things right where that is reasonable, and restore the Service as soon as the reason has gone. Your data is not deleted because of a suspension.
17. Changes to these terms
17.1 We may change these terms or the DPA. We will email you at least 30 days before a change that is to your disadvantage takes effect (60 days for a change to Fees, under clause 6.4), unless the law requires a change sooner.
17.2 If you do not agree with a change, you may end the agreement before it takes effect. If you are on annual billing, we will refund the Fees paid for the remaining whole months.
17.3 A change does not apply to a dispute that arose before it took effect.
18. Confidentiality
18.1 Each of us will keep the other’s confidential information confidential and use it only for this agreement, except information that is already public, was already known without restriction, or must be disclosed by law. Your data is your confidential information.
19. Intellectual property
19.1 We, or our licensors, own the Service, its software and the Trojan CRM name and logo. You have a non-exclusive, non-transferable right to use the Service for your business while the agreement lasts.
19.2 The documents you produce carry your own name and branding and belong to you.
19.3 If you send us suggestions for improving the Service, we may use them freely.
20. General
20.1 Notices are given by email: to us at [email protected], and to you at your administrator’s email address in the Order, or another address you give us.
20.2 Neither of us is responsible for a failure caused by events beyond our reasonable control, as long as we tell the other and do what we reasonably can to limit the effect.
20.3 You may not transfer this agreement without our written agreement. We may transfer it to anyone who takes over our business, on the same terms, and will tell you if we do.
20.4 This agreement is the whole agreement between us about the Service and replaces anything said or written before. Each of us confirms it has not relied on any statement not set out in it.
20.5 No one else has any right to enforce this agreement under the Contracts (Rights of Third Parties) Act 1999.
20.6 If any part of this agreement is found unenforceable, the rest continues. A delay in enforcing a right does not waive it.
20.7 This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Version history
1.3, 26 October 2026: clause 15.6 says backups containing your data expire within 35 days of its deletion, not 7: we now keep a nightly backup of each firm’s database for 35 days.
1.2, 25 October 2026: clause 6.1 prices the Service per User, counted at the start of each billing period, in place of no charge per User.
1.1, 23 October 2026: clause 9.1 says the VAT treatment of each supply is your decision and that recording a reason is not our approval; new clause 13.2 sets out our responsibility for the VAT calculations, documents and Xero entries the Service produces (13.2 became 13.3).
1.0, 15 October 2026: first version.
Schedule 1: Acceptable use
Email. The Service sends your quotes, invoices, credit notes and purchase orders by email in your name, and, if you turn them on, reminders about ones you have already sent. You must:
- send documents only to your own customers, suppliers and subcontractors, in the course of real work with them;
- never use the Service for marketing, newsletters or any message the recipient has no reason to expect;
- never upload or import mailing lists, or email people whose addresses were bought, rented or harvested;
- keep your reply-to address pointing at a mailbox you read;
- not try to get around the Service’s refusal to email an address that has bounced or complained.
Everything else. You must not use the Service to break the law; to store or send anything unlawful, defamatory or infringing; to try to reach another customer’s data; or to probe, overload or attack the Service. If you find a security weakness, tell us at [email protected] rather than testing it further.