Terms of Service

Last updated: 22 July 2026

These are the terms on which we provide GASpilot. They're written to be read, not to hide things — but they are a binding contract, so please read sections 4 and 5 in particular. Those cover the one thing that matters most: GASpilot is a tool that records your professional judgement. It never replaces it.

1.Who we are and what these terms cover

GASpilot is operated by Gaspilot Ltd, a company registered in England and Wales (company number 17321641), registered office 146 Yardley Fields Road, Birmingham, England, B33 8QU. In these terms "we" and "us" mean that company; "you" means the business or individual using GASpilot.

By creating an account or using GASpilot you accept these terms and our Privacy Policy. If you don't accept them, please don't use the service.

GASpilot is supplied for business use by qualified gas engineers. It is not a consumer product, and the Consumer Rights Act 2015 and Consumer Contracts Regulations 2013 do not apply to this agreement.

2.Accounts and eligibility

• You must be a Gas Safe registered engineer, or a business employing them, to issue gas safety documentation through GASpilot. We verify registration before activating accounts and may re-check it at any time.
• You must give accurate registration details and keep them current. If your registration lapses, is suspended or is revoked, you must stop issuing certificates through GASpilot immediately and tell us.
• Your account is for you. Keep your password secure, don't share your login, and tell us promptly if you think someone else has access.
• You are responsible for everything done through your account.
• We may suspend or close an account where registration cannot be verified, where these terms are broken, or where we're required to by law.

3.Trial, plans and billing

• Free trial — 60 days, full access, no card required. If you don't subscribe, the account simply stops working at the end of it. Nothing is charged and nothing is owed.
• Subscriptions renew automatically each month at the price shown on our pricing page when you subscribed, until cancelled. Prices include VAT where applicable. Payments are processed by Stripe.
• Cancelling — cancel any time from within the app. Your subscription continues to the end of the period you've already paid for, then stops.
• Refunds — we do not give refunds for part-used months or unused time. The 60-day free trial is there so you can decide before you pay anything. This does not affect any right you may have to a refund where the service was faulty or not as described.
• Failed payments — if a payment fails we'll email you and retry. If it stays unpaid we may suspend the account until it's settled.
• Price changes — we'll give at least 30 days' notice by email before any price rise. If you don't want to pay the new price, cancel before it takes effect.

4.Certificates are yours — your responsibility

We provide templates covering the fields required by the applicable regulations and make reasonable efforts to keep them current. Regulations and industry procedures change, and you should satisfy yourself that a document is fit for its purpose before you issue it. Check what's on the page before you sign it.

You are also responsible for retaining records for the periods the law requires. GASpilot helps you do that; it does not discharge the duty for you. Keep your own export if a record matters.

5.Breakdown AI

Practical points: fair-use limits apply to how many diagnoses you can run per day, shown in the app. Please don't enter customer names or addresses into Breakdown AI — it doesn't need them, and section 6 of the Privacy Policy explains where that text goes.

6.Acceptable use

You agree not to:

• Issue gas safety documentation you are not qualified or registered to issue.
• Enter false, misleading or fabricated inspection data, or produce a certificate for work not actually done.
• Share your account, or resell or rebrand GASpilot as your own, without our written agreement.
• Copy, decompile or reverse-engineer the software, or attempt to extract its source beyond what the law permits.
• Scrape the service, probe it for vulnerabilities without our permission, or interfere with its operation or security.
• Use GASpilot unlawfully, or to store data you have no right to hold.

Producing a false gas safety record is a serious matter that can put people at risk and is a criminal offence. We will suspend accounts where we have good reason to believe it is happening, and cooperate with the HSE, Gas Safe Register or police where required.

7.Data protection and processing terms

This section is the written processing agreement required by Article 28 of the UK GDPR. In it, "controller", "processor", "personal data" and "process" have the meanings given in that legislation.

For the personal data you enter about your customers, you are the controller and we are your processor. You confirm you have a lawful basis for holding that data and for instructing us to process it. For your own account data we are the controller — see the Privacy Policy.

Subject matter and duration: providing the GASpilot service, for as long as your account is open plus the retention periods in the Privacy Policy. Nature and purpose: storing, organising, transmitting and displaying customer and job records so you can run your business. Types of personal data: names, addresses, contact details, property and appliance records, signatures, job and payment history. Categories of data subject: your customers, landlords and tenants.

We will:

• Process that personal data only on your documented instructions, unless the law requires otherwise — in which case we'll tell you first, if we're allowed to.
• Ensure those with access are bound by confidentiality.
• Apply appropriate technical and organisational security measures, as described in section 10 of the Privacy Policy.
• Use only the sub-processors listed in section 7 of the Privacy Policy, impose equivalent obligations on them, and give you reasonable notice before adding or replacing one so you can object.
• Help you respond to data subject requests, and to your obligations on security, breach notification and data protection impact assessments, so far as is reasonable.
• Notify you without undue delay on becoming aware of a personal data breach affecting your data.
• On request, give you the information reasonably needed to demonstrate compliance with this section and allow for audits.
• Delete your data at the end of the retention period described in the Privacy Policy, unless the law requires us to keep it.

8.Intellectual property and trade marks

• We own GASpilot — the software, design, content and the GASpilot name and logo. You get a non-exclusive, non-transferable licence to use it while your subscription is active. Nothing else transfers.
• You own your data — your customer records, certificates, invoices, logo and signature remain yours. You give us only the licence needed to host, process and display them so the service works.
• Feedback and suggestions you send us may be used to improve the product without obligation or payment.

9.Availability and support

We work hard to keep GASpilot running, but we don't promise uninterrupted or error-free service and we don't offer a guaranteed uptime level. Maintenance, upgrades, supplier outages and faults happen. GASpilot is offline-first precisely so you can keep working when connectivity isn't there.

Support is by email at queries@gaspilot.uk, usually answered the same working day, with no guaranteed response time. We may change or discontinue features; if we withdraw something significant we'll give reasonable notice.

10.Liability

Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited. The rest of this section is subject to that.

Subject to the above, and because GASpilot is supplied for business use:

• We are not liable for loss of profit, loss of business, loss of contracts, loss of goodwill, wasted expenditure, or any indirect or consequential loss.
• We are not liable for losses arising from the accuracy of what you enter, your inspections or safety classifications, your decision to issue or withhold a certificate, or your reliance on Breakdown AI.
• We are not liable for regulatory action, fines or claims brought against you arising from your own professional conduct or your compliance failures.
• We are not liable for loss of data where you have not kept your own export, or for failures of your device, network or a third-party supplier outside our reasonable control.
• Our total liability for all claims in any 12-month period is limited to the total fees you paid us in the 12 months before the claim arose. Where the service was free during that period, our liability is limited to £100.

You are responsible for holding the professional indemnity and public liability insurance appropriate to your work. GASpilot is not insurance and is not a substitute for it.

11.Ending the agreement

• You can cancel at any time in the app. Access continues to the end of the paid period.
• We may suspend or end your account if you break these terms, if payment stays unpaid, if your Gas Safe registration cannot be verified, or if we reasonably suspect fraudulent or unlawful use. Where circumstances allow, we'll warn you first and give you a chance to put it right.
• We may also withdraw the service entirely on 60 days' notice, refunding any period paid for but not delivered.
• Export your data before you go. After your account closes, your data remains recoverable for 90 days and is then deleted. Ask us if you need help getting it out.

12.Changes and general terms

• Changes — we may update these terms. For material changes we'll give at least 30 days' notice by email. Continuing to use GASpilot after they take effect means you accept them; if you don't, cancel.
• Transfer — you may not transfer your rights under these terms without our consent. We may transfer ours to a buyer of the business, provided your rights are not reduced.
• Severability — if any provision is found unenforceable, the rest continues in force.
• No waiver — if we don't enforce a right straight away, we haven't given it up.
• Whole agreement — these terms and the Privacy Policy are the entire agreement between us on this subject.
• Third parties — nobody other than you and us has rights under this agreement.
• Governing law — these terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Questions about any of this? Email queries@gaspilot.uk — a real person reads it.