Terms & Privacy — BoilerFix AI

✦ Key Points — Plain English

You can cancel your subscription at any time by emailing us — no questions asked.

You have a 14-day cooling-off period from the date you subscribe.

Basic is £3.99/month, Pro is £5.99/month — billed monthly. Cancel before your next billing date to avoid being charged again.

We are a platform connecting engineers with customers — we do not employ engineers or guarantee work.

You must be Gas Safe registered to use BoilerFix AI.

Student access is available via institutional licence — the college is responsible for ensuring students use the app for learning purposes only.

Section 1

Who We Are

BoilerFix AI is operated by Stephen Bird, trading as BoilerFix AI, based in the United Kingdom. You can contact us at [email protected].

BoilerFix AI provides professional gas engineering tools and a job leads portal for Gas Safe registered engineers.

Section 2

The Service

BoilerFix AI provides the following plans:

Free trial — full access to all features for a limited period after registration. No payment required during the trial.
Basic plan (£3.99/month) — access to Boiler & Controls Manuals and Diagnostics, Calculators, Certificates, and Compliance & Safety Literature.
Pro plan (£5.99/month) — everything in Basic, plus Business Tools (Job Calendar, Job Costing, Bookkeeping, Customer Hub) and access to the Job Portal.

We are a technology platform only. We do not employ engineers, guarantee the quality of any work carried out, or guarantee the volume of jobs available in any given area.

Section 3

Subscription & Payment

BoilerFix AI subscriptions are billed monthly via Stripe. The Basic plan costs £3.99 per month and the Pro plan costs £5.99 per month. Payment is taken on the date you subscribe and on the same date each subsequent month.

14-Day Cooling-Off Period: Under the UK Consumer Contracts Regulations 2013, you have the right to cancel within 14 days of your subscription starting for a full refund. To exercise this right email us at [email protected].

After the 14-day cooling-off period, payments are non-refundable for the current billing period.

Section 4

Cancellation

You can cancel at any time — there are no minimum terms or exit fees.

To cancel, either:

Click the ⚙ Manage Plan button inside the app, or
Email us at [email protected] with the subject "Cancel Subscription"

We will cancel your subscription within 24 hours and send you a confirmation email. Your access will continue until the end of your current billing period.

Section 5

Eligibility

To use BoilerFix AI you must:

Be a Gas Safe registered engineer with a valid registration number
Be aged 18 or over
Be based in the United Kingdom

By subscribing you confirm that you meet these requirements. We reserve the right to suspend or terminate accounts where these conditions are not met.

Section 6

Your Responsibilities

When using BoilerFix AI you agree to:

Provide accurate information including your Gas Safe registration number
Only quote on jobs you are qualified and registered to carry out
Deal with customers professionally and honestly
Not misuse the platform or attempt to contact customers outside of the platform process
Comply with all relevant UK gas safety legislation and Gas Safe requirements

Section 7

Our Liability

BoilerFix AI provides tools and information in good faith but we cannot guarantee accuracy in all circumstances. Always verify critical safety information against official sources and current regulations.

We are not liable for any loss arising from work carried out by engineers introduced through the platform, or for any disputes between engineers and customers.

Our liability to you is limited to the amount you have paid us in the 3 months prior to any claim.

Section 8

Changes to These Terms

We may update these terms from time to time. We will notify you by email of any significant changes. Continued use of the service after notification constitutes acceptance of the updated terms.

Section 9

Institutional Licence — Colleges & Training Providers

BoilerFix AI offers an institutional licence for colleges, training providers, and other educational organisations ("the Institution") to provide student access to the platform for educational purposes only.

Licence terms:

Student access is granted via unique access codes issued by BoilerFix AI to the Institution
Codes are licensed at £3.00 per student code, or a flat rate of £400.00 per month for unlimited codes — as agreed in writing between BoilerFix AI and the Institution
Access codes are valid until the expiry date agreed at the time of issue and must not be used beyond that date
Each code is for single-use registration only — codes must not be shared or reused across multiple students

Institution responsibilities:

The Institution is responsible for ensuring all student access codes are distributed only to enrolled students on relevant gas engineering or plumbing courses
The Institution agrees that student accounts are to be used for educational and training purposes only — not for commercial use or use on live gas installations
The Institution accepts full liability for ensuring students understand that BoilerFix AI is a reference and learning tool only, and that any practical gas work must be carried out under the supervision of a qualified Gas Safe registered engineer
The Institution must not permit student accounts to be shared, resold, or used by individuals outside their enrolled student cohort

Student account limitations:

Student accounts have Basic-level access — diagnostic tools, manuals, calculators, certificates and compliance references
Student accounts do not have access to Business Tools or the Job Portal
Student accounts are not permitted to submit quotes or engage with customers through the platform
Student accounts expire on the date agreed between BoilerFix AI and the Institution

            Liability: BoilerFix AI accepts no liability for any use of the platform by students outside of its intended educational purpose. Liability for ensuring appropriate and lawful use of student accounts rests entirely with the Institution.
          

To enquire about an institutional licence, contact us at boilerfixai@gmail.com with the subject "Institutional Licence Enquiry".

Section 10

Governing Law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

✦ Key Points — Plain English

We only collect data that is necessary to run the service.

We never sell your data to third parties.

Customer contact details are only shared with an engineer when a quote is accepted.

When you are signed in, your jobs, customers, invoices and expenses are securely synced to the cloud so your data is available across all your devices.

You can request deletion of your data at any time by emailing us.

We use Supabase (EU data hosting) and Stripe for secure payments.

Section 1

Who Controls Your Data

Stephen Bird, trading as BoilerFix AI, is the data controller for personal data collected through this service. Contact: [email protected].

This policy applies to data collected from engineers using the BoilerFix AI app and customers submitting jobs via the job portal.

Section 2

What Data We Collect

Account data (all registered users):

First name, last name and email address (required for account creation)
Gas Safe registration number (required — stored as entered, not verified against the Gas Safe register)
Postcode (saved when using the Job Portal search feature)

Bookkeeping data (when signed in, synced to cloud):

Invoices — invoice number, customer name, date, amount, status, payment method, paid date
Expenses — date, amount, category, description, VAT flag, receipt images
Receipt folders — folder names and associated receipts

Job Calendar data (when signed in, synced to cloud):

Jobs — date, time, job type, notes, price, completion status
Customers — name, address, postcode, phone, email, boiler make and model, last service date

Job Portal customers (job submissions):

Name, email address, phone number, postcode and job description

Payment data:

Payment information is processed securely by Stripe. We do not store or have access to your card details.

            Local-only data: If you are not signed in, bookkeeping and job calendar data is stored only on your device and never sent to our servers. Signing in enables cloud sync so your data is available across all your devices.
          

Section 3

Why We Use Your Data

We use your data to:

Provide and operate the BoilerFix AI service
Sync your bookkeeping, jobs and customer data securely across your devices when you are signed in
Process subscription payments via Stripe
Match customer jobs with engineers in their area
Send quote notifications and job acceptance emails
Respond to support requests and cancellation requests

Our legal basis for processing is contract performance (to provide the service you signed up for) and legitimate interests (to operate and improve the platform).

Section 4

How Customer Data Is Protected

Job Portal customer contact details (name, phone, email) are hidden from engineers by default. They are only revealed to the specific engineer whose quote has been accepted by the customer.

            Important: Engineers only ever see a customer's contact details after that customer has explicitly chosen to accept their quote.
          

Section 5

Who We Share Data With

We do not sell your data. We share data only with:

Supabase — our database and authentication provider (EU-hosted, GDPR compliant). Stores your account, bookkeeping, job calendar and customer data when you are signed in.
Stripe — for payment processing (PCI DSS compliant)
Resend — for transactional emails (email notifications only)
Cloudflare — for hosting and content delivery

All third-party providers are GDPR compliant and process data only as instructed by us.

Section 6

How Long We Keep Your Data

We retain your data for as long as your account is active. If you cancel your account or request deletion:

Your account and personal data will be deleted within 30 days
Bookkeeping, job and customer data synced to the cloud will be deleted within 30 days
Payment records may be retained for up to 7 years for legal and tax compliance
Job Portal customer data is retained for 12 months after submission

Section 7

Your Rights Under UK GDPR

You have the right to:

Access — request a copy of the data we hold about you
Rectification — ask us to correct inaccurate data
Erasure — ask us to delete your data ("right to be forgotten")
Portability — receive your data in a machine-readable format
Objection — object to processing based on legitimate interests

To exercise any of these rights email [email protected]. We will respond within 30 days.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been mishandled.

Section 8

BoilerFix AI uses minimal cookies — only those necessary to keep you logged in (authentication session cookies via Supabase). We do not use advertising or tracking cookies.

Section 9

Changes to This Policy

We may update this privacy policy from time to time. We will notify you by email of any significant changes. The latest version will always be available at boilerfix-ai.co.uk/terms.html.