Terms and Conditions for Plotwell

Last Updated: June 1, 2025

1. Acceptance of Terms

Welcome to Plotwell ("we," "us," "our"). These Terms and Conditions ("Terms") govern your access to and use of the Plotwell website, services, and platform (collectively, the "Platform").

By creating an account, accessing, or using our Platform, you agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you may not use the Platform.

These Terms apply to all users, including:

• Site Administrators: Individuals or organisations who register and manage an allotment site ("Site") on our Platform.
• Users: Individuals, such as tenants or community members, who create a Plotwell account to interact with one or more Sites.

2. Description of Service

Plotwell is a multi-tenant platform that provides Site Administrators with tools to manage their plots, tenants, memberships, waiting lists, communications, and finances. The Platform allows Users to create a central account to manage their relationship with one or more Sites.

Features vary based on the subscription plan chosen by the Site Administrator, as detailed on our website and in the platform's official documentation.

3. Account Registration and Responsibilities

a) Allotment Site Administrators:

• To manage a Site, you must register for an administrator account. You may either claim an existing Site from our database or register a new one.
• You agree to provide accurate, current, and complete information during the registration process and to keep this information updated.
• You are responsible for all activities that occur under your administrator account, including managing your Users, the content you publish, and ensuring compliance with all applicable laws (including data protection laws like GDPR).

b) Users (Tenants and Members):

• To join a Site's waiting list, become a tenant, or become a member, you must register for a central Plotwell account.
• This account is portable and can be used to interact with multiple Sites on the Platform.
• You are responsible for maintaining the confidentiality of your password and for all activities that occur under your account. You agree to notify us immediately of any unauthorised use of your account.

4. Subscriptions, Fees, and Payments (For Site Administrators)

a) Plans: We offer a "Free Plan" with core features and a "Pro Plan" with advanced features, as described on our pricing page.

b) Pro Plan Fees: The Pro Plan is a paid subscription. Fees are calculated based on the total square meterage of the plots registered for your Site and are billed annually in advance.

c) Payment Processing:

• All subscription payments to Plotwell are processed through our third-party payment provider.
• Rent and Membership Fee Collection: The Pro Plan enables Site Administrators to collect rent and membership fees from their Users via Stripe Connect. To use this feature, you must connect your own Stripe Standard account.
• Our Role: Plotwell facilitates this connection but is not a party to the financial transaction between a Site Administrator and their Users. Funds are transferred directly from the User to the Site Administrator’s Stripe account.
• Stripe Fees: Site Administrators are responsible for any processing fees charged by Stripe on transactions from their Users. These fees are separate from the Plotwell subscription fee.

d) Renewals and Cancellation: Pro Plan subscriptions will automatically renew annually unless cancelled. You may cancel your subscription at any time, but fees are non-refundable for the current billing period. Upon cancellation, your plan will revert to the Free Plan at the end of the billing cycle.

5. User Conduct and Content

You agree not to use the Platform to:

• Post or transmit any content that is unlawful, harmful, defamatory, obscene, or otherwise objectionable.
• Violate the privacy or data protection rights of others.
• Impersonate any person or entity or falsely state your affiliation with a person or entity.
• Upload any material that contains software viruses or any other computer code, files, or programs designed to interrupt, destroy, or limit the functionality of any computer software or hardware.
• Engage in any activity that interferes with or disrupts the Platform.

Site Administrators are solely responsible for the content they publish (e.g., news, articles, events). By posting content, you grant Plotwell a non-exclusive, worldwide, royalty-free license to display and distribute that content on the Platform as necessary to provide the service.

6. Intellectual Property

a) Our Intellectual Property: The Platform, including its software, code, branding, logos, and all related intellectual property rights, are the exclusive property of Plotwell and its licensors.

b) Your Intellectual Property: Site Administrators retain all ownership rights to the content and data they upload to their specific Site (e.g., tenant lists, news articles, financial records).

7. Third-Party Services

The Platform integrates with third-party services, most notably Stripe for payment processing. Your use of these third-party services is subject to their respective terms and conditions and privacy policies. We are not responsible or liable for the practices of any third-party services.

8. Termination

a) Termination by You: You may terminate your account at any time by following the instructions on the Platform or contacting us.

b) Termination by Us: We reserve the right to suspend or terminate your account and access to the Platform at our sole discretion, without notice, for any reason, including a breach of these Terms.

c) Effect of Termination: Upon termination, your right to use the Platform will cease immediately. Site Administrators will be provided with an opportunity to export their data. We may delete your data from our servers after a reasonable period, as outlined in our Privacy Policy.

9. Disclaimers and Limitation of Liability

a) Disclaimer of Warranties: The Platform is provided on an "as is" and "as available" basis, without any warranties of any kind, either express or implied. We do not warrant that the Platform will be uninterrupted, secure, or error-free.

b) Limitation of Liability: To the fullest extent permitted by law, Plotwell shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, arising from your use of the Platform.

c) Disputes Between Users and Site Administrators: Plotwell is a platform provider. We are not a party to any agreement or dispute between Site Administrators and their Users, including disputes over tenancy, fees, or site rules. We have no obligation to mediate or resolve such disputes.

10. Indemnification

You agree to defend, indemnify, and hold harmless Plotwell, its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including legal fees, arising out of or in any way connected with your access to or use of the Platform or your violation of these Terms.

11. Governing Law

These Terms shall be governed and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions.

12. Changes to Terms

We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material, we will provide at least 30 days' notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.

13. Contact Us

If you have any questions about these Terms, please contact us at: [email protected].