Terms of service

1. Who we are

Quokka is provided by Reforge Ltd (company number 10694138), 9 Fletton Row, Stewartby, Bedford, MK43 9GD ("we", "us"). You can reach us at hello@getquokka.co.uk.

Quokka is for businesses, such as cafes, and not for personal or household use. "You" means the business that holds the account, and "your team" means the people you invite to it.

2. Your account

• The person who sets up the account is its owner. Owners can invite staff, choose which sites they see and remove them.
• You're responsible for what happens in your account, including what your team does, and for keeping sign-in details private.
• Tell us straight away if you think someone has got into your account without permission.

3. Free trial

New accounts get a 30-day free trial. We don't ask for a card to start it, and you won't be charged unless you choose to subscribe. When the trial ends, your account becomes read-only until you subscribe: you can still sign in and see everything, but you can't add or change things. Staff get an extra 7 days so a stock count is never cut off halfway. We keep your data.

4. Price and payment

• The subscription is £39 per site per month, plus VAT where it applies. A "site" is each location you run in Quokka.
• You pay monthly in advance, by card, through our payment provider Stripe. Stripe's terms also apply to the payment itself.
• If you add a site, the extra cost is added to your next bill, pro rata for the rest of the month. If you remove one, the lower price applies from your next bill.
• We can change the price with at least 30 days' notice by email. If you don't want to carry on at the new price, you can cancel before it starts.
• If we've agreed different terms with you in writing, for example as an early pilot cafe, those terms apply where they differ from these.

5. If a payment fails

We'll let you know, and Stripe will try again over the following days. Everything keeps working while it does. If the payment still can't be taken, your account becomes read-only until it's paid. Your data is kept, and everything comes back as soon as you're up to date.

6. Cancelling

You can cancel any time from Settings, Billing. You keep full access until the end of the month you've paid for, then the account becomes read-only. We don't refund part months. If you'd like your data deleted rather than kept, email hello@getquokka.co.uk and we'll delete it within 30 days, apart from billing records we must keep by law.

7. Your data

• Everything you and your team put into Quokka, and the sales we bring in for you, is yours. We only use it to run Quokka for you, to keep it secure and to fix problems.
• You can ask us for a copy of your data at any time, in a common format such as CSV.
• For personal data in your account, such as your team's names and emails or supplier contacts, you're the controller and we're your processor. We'll only process it on your instructions, keep it confidential and secure, use only the providers listed in our privacy policy (telling you before we add a new one), help you answer requests from the people it's about, tell you without undue delay about any breach, and delete or return it when you leave.
• We may use anonymous, combined figures that can't identify you or your cafe, for example average waste across all cafes, to improve Quokka.

8. Square and other connections

If you connect Square, you give us permission to read your sales. Quokka can only read; it can't make changes in Square. You can disconnect any time, in Quokka or in Square. We're not responsible for Square's service, or for gaps or errors in the data it gives us.

9. AI suggestions and figures

Some features use AI to suggest things, such as reading an invoice photo or drafting a recipe. Suggestions can be wrong, so please check them before you save. Costs, GP and other figures in Quokka are only as accurate as the prices, recipes and sales behind them. They're there to help you run your cafe, not to replace professional accounting, tax or financial advice.

10. Fair use

Please don't:

• use Quokka for anything unlawful
• try to get into other accounts or parts of Quokka you're not meant to reach
• overload, disrupt, copy, scrape or reverse-engineer the service
• upload anything harmful, such as malware, or anything you don't have the right to upload

11. Keeping Quokka running

We work hard to keep Quokka available and your data safe, with daily backups, but we can't promise it will never be down or error-free. We'll try to give notice of planned maintenance. Quokka is a young product and we'll keep improving it, which means features may change. If we remove something important you rely on, we'll tell you in advance.

12. Our responsibility to you

• Nothing in these terms limits our liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow us to limit.
• We're not liable for lost profits, revenue, business or goodwill, or for indirect losses.
• Otherwise, our total liability to you in any 12 months is limited to what you paid us in those 12 months.

13. If we need to end your account

We can suspend or close an account that seriously or repeatedly breaks these terms, or if the law requires it. Except in urgent cases, we'll tell you first and give you the chance to put things right. If we ever stop offering Quokka, we'll give at least 60 days' notice and help you export your data.

14. Changes to these terms

We may update these terms. We'll email account owners at least 30 days before an important change. If you keep using Quokka after that, the new terms apply; if you don't agree, you can cancel before they start.

15. The legal bits

These terms, the privacy policy and any written agreement we have with you are the whole agreement between us. If part of them turns out not to be enforceable, the rest still applies. You can't transfer your account to someone else without our agreement. These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute.