Terms of service

Business use and accounts

The service is intended for engineering businesses and sole traders using it for their trade. The person setting up a company workspace must have authority to act for that business. Keep company, contact and professional registration details accurate, use individual authorised accounts, protect passwords and share invitations only with the intended person.

Company owners control team invitations and business settings. An account or entered licence number is not a verification of professional competence or registration. Email ownership is not automatically verified in the current account setup. Password recovery is assisted through a private recovery link.

What the service provides

The online installation-volume and tightness calculator remains free. A free account can save and reopen results and drafts. An active subscription unlocks the available certificate modules, server-issued numbered records, calculator reports and PDF or report downloads. The package includes up to two engineers. Oil modules are currently deferred.

Company and engineer profile details and separate engineer sign-ins are subject to the server-verified allowance. Saving a plan preference or entering a larger planned team does not buy a subscription, reserve a price or activate additional capacity.

Companies expressly granted permanent free access retain the available features and downloads without payment or an expiry date. Those grants remain separate from paid subscriptions.

Prices and introductory offer

All prices are in pounds sterling. Until 31 December 2026, the base package costs £24.99 per month or £269.89 paid upfront for 12 months. From 1 January 2027, new base subscriptions cost £31.24 per month or £337.36 paid upfront for 12 months.

A paid introductory subscription started before 1 January 2027 keeps its introductory base price while that subscription stays active. Free registration and saved plan preferences do not reserve that price. A new subscription after an earlier subscription has ended uses the price then offered.

Each engineer above the two included costs £9.99 per month or £107.89 paid upfront per year, using the subscription’s billing frequency. Your total, chosen billing interval and any immediate engineer-change charge are shown before you confirm. The service does not add an undisclosed fee to the displayed order total.

Ordering, payment and renewal

Choose your package and engineer allowance in your account, review the total and correct any selection before confirming on Stripe’s hosted checkout. Payment is made by card through Stripe. Monthly subscriptions renew monthly and annual subscriptions renew for another 12 months unless cancelled before renewal.

Paid features are enabled only after the service verifies the relevant payment and subscription. An abandoned checkout, a saved preference or a checkout return message alone does not grant access. If verification is delayed or the payment needs action, your saved drafts remain available.

The service is delivered online through your account; there is no physical delivery. Keep a copy of these terms and your checkout or invoice information for your records.

Changing engineer allowance

The company owner can review a change to the engineer allowance in the account. Changes can produce an immediate prorated charge or credit. The quote shows the immediate amount and the new recurring total before confirmation. Additional capacity is granted only after the relevant payment is verified.

A reduction cannot remove capacity still used by your active engineer profiles, accounts or reserved invitations. Resolve that usage before reducing the allowance. Removing a team member’s access does not erase their earlier record snapshots.

Cancellation

The company owner can open the billing section in Your account and choose “Invoices, payment details & cancellation” to cancel renewal in Stripe’s customer portal. Cancellation takes effect at the end of the current paid period; access continues only for verified paid coverage through that date. Contact admin@essentialheatingservices.co.uk if you cannot access the portal.

Cancelling renewal does not automatically refund the current paid period, close your free account or delete your records. After paid coverage ends, paid issuance and report-download features are restricted; saved records, drafts and editable recovery backups remain available. Export the documents you need during your paid access.

Refunds, payment errors and complaints

If you believe a charge is duplicated, incorrect or relates to a service not supplied as agreed, email admin@essentialheatingservices.co.uk with your account email, charge date and the issue. Do not send card numbers or security codes. We will investigate and provide a refund or other remedy where appropriate or required by law.

Refunds and disputed payments may place paid access on hold while the payment is reviewed. Contact us to resolve an incorrect access status. Renewal cancellation and refund requests are separate processes. These terms do not exclude any statutory right or remedy that applies to your purchase.

Records, signatures and professional responsibility

Review the full record, complete all applicable questions and confirm the customer-signature status before the engineer signs. The engineer’s final drawn signature is required by this service before a certificate is issued or its PDF is created. A customer signature may be recorded, or the customer may be marked unavailable or as declining. Changing reviewed answers requires a fresh review and signature.

Issued snapshots are retained unchanged in normal use. Create a correction when a record needs amendment. You remain responsible for accurate information, appropriate qualifications, actual inspection and testing, the applicable standards and manufacturer instructions, and giving the correct document to the appropriate recipient.

The software records entered information and supports calculations; it does not inspect an installation, establish that work complies with every applicable requirement, or replace professional judgement. No approval or accreditation by IGEM, Gas Safe Register or another professional body is claimed.

Your data and recovery

You retain responsibility for the records and customer information you enter. Only enter information you are entitled to process, provide appropriate privacy information to the people concerned and instruct authorised team members about its use. Do not enter unrelated sensitive information.

Signed-in workspaces store records on the service, with additional browser recovery copies. Internet and browser storage affect saving and recovery. Check that saves have completed, keep downloaded PDFs and editable backups securely and do not rely on a shared device to protect confidential information. The privacy notice explains the account, billing and device-storage flows.

A subscription cancellation is not an instruction to delete a workspace. Contact us for account closure, return of records or deletion instructions.

Customer-record processing

For customer and job-record information, your business is the controller and Essential is its processor. Processing consists of receiving, storing, retrieving, updating drafts, preserving issued snapshots, generating documents, exporting and deleting information on authorised instructions for this service. It continues while we host the workspace and until return or deletion is completed. It can concern your engineers, customers, occupants, landlords and agents, and the contact details, addresses, job findings, readings and signatures you enter. Your business chooses what to collect, its lawful basis and its authorised users.

• We will process that information only on your documented instructions through the workspace or written support requests, including instructions about transfers, unless applicable UK law requires otherwise. We will inform you of a legal requirement where permitted and tell you if we consider an instruction to infringe data-protection law.
• We will require authorised people who access the information to be bound by confidentiality and apply appropriate technical and organisational security. The service uses encrypted connections, salted password hashes, company access controls and protected issued-record snapshots; encrypted operator backups are supported.
• You authorise Hostinger to supply the hosting and database processing described in its data processing addendum. We remain responsible for our processor obligations, will use equivalent data-protection obligations for subprocessors and will notify you of intended additions or replacements so you can raise an objection.
• Taking account of the processing and information available, we will assist with data-subject requests, security obligations, breach notifications, impact assessments and regulatory consultation. We will notify you without undue delay when we become aware of a breach of the personal information we process for you.
• When hosting ends, we will return or securely delete the information at your choice and delete existing copies unless UK law requires retention. Backup copies awaiting secure deletion will be put beyond ordinary use. Ask us to arrange this process; cancelling paid renewal alone does not end free workspace hosting.
• We will make information available to demonstrate these obligations and allow and contribute to relevant audits and inspections, with arrangements protecting other customers’ confidentiality. Nothing in these terms removes either party’s direct legal data-protection responsibilities.

Availability and acceptable use

Use the service lawfully. Do not access another company’s information, misuse payment or signature functions, disrupt the service or share credentials. We may restrict access where needed to protect accounts, address misuse or deal with unpaid or disputed payments. Contact us if a restriction appears incorrect.

Maintenance, network problems and third-party interruptions can affect availability. Tell us about a fault so we can investigate. Nothing in these terms excludes liability or rights that cannot lawfully be excluded.

Terms and contact

These terms are provided in English and can be saved or printed from this page. We will communicate material changes before they apply to an ongoing paid subscription; the terms and price shown for a confirmed order govern that order unless a lawful change is agreed. Contact admin@essentialheatingservices.co.uk for any service complaint, billing dispute or question.

Email Essential · Open billing and cancellation · Privacy and data requests