Terms of Service

These Terms of Service ("Terms") govern your use of PlanPost. By creating an account, subscribing, or using the service, you agree to these Terms.

If you do not agree, do not use PlanPost.

1. About PlanPost

PlanPost is a B2B subscription service that provides UK building contractors with access to homeowner planning permission data and tools to send personalised physical letters to those homeowners.

The service is operated from:

• Registered address: Flat 7, 455–455A New Cross Road, London, SE14 6TA
• Contact email: sherif@joinplanpost.com

PlanPost is a trading name of Mohamed Soltan, a sole trader registered in the United Kingdom and with the Information Commissioner's Office (registration [ZA###### — pending]).

2. Who can use PlanPost

PlanPost is for UK-based building contractors, tradespeople, and related construction businesses.

To create an account you must:

• Be at least 18 years old
• Be authorised to act on behalf of a legitimate UK building business
• Provide accurate registration details
• Comply with these Terms and all applicable UK law

We reserve the right to refuse or terminate accounts at our discretion, including accounts used for purposes outside the intended scope of the service.

3. Accounts and security

You are responsible for:

• Maintaining the confidentiality of your login credentials
• All activity that occurs under your account
• Notifying us immediately of any unauthorised use

We are not liable for any loss resulting from unauthorised access caused by your failure to keep credentials secure.

4. Subscriptions and payment

4.1 Subscription plan

PlanPost is offered on a monthly subscription basis of £50 per month, which includes platform access and basic features. Pricing may change with 30 days' notice to existing subscribers.

4.2 Letter credits

Physical letters are charged separately from the subscription. Credit packs are available in tiered pricing:

• 10 letters — £3.00 per letter
• 50 letters — £2.50 per letter
• 200 letters — £2.00 per letter

Letter pricing reflects print, envelope, postage, and platform costs. Credits do not expire while your subscription is active.

4.3 Billing

• Subscriptions are billed monthly in advance via Stripe
• Letter credits are billed when purchased
• All prices are in GBP and exclusive of VAT (VAT will be applied if and when PlanPost becomes VAT-registered)

4.4 Failed payments

If a payment fails, we will attempt to retry the charge. If the charge continues to fail, we may suspend access until payment is resolved.

5. Cancellation and refunds

5.1 How to cancel

You can cancel your subscription at any time from Settings → Billing in your account, or by emailing sherif@joinplanpost.com.

5.2 What happens when you cancel

• Your subscription will remain active until the end of the current billing period
• You will not be charged again
• Your account enters a 30-day grace period during which you can reactivate without losing data
• After 30 days, your account is soft-deleted and personal data is anonymised
• Unused letter credits are non-refundable after cancellation (see 5.3)

5.3 Refunds

• Subscription fees are non-refundable for partial months
• Letter credits purchased but unused are non-refundable after cancellation
• If a letter fails to send through our fault (e.g. print failure, lost by courier), we will either reprint at no cost or refund the credit
• If you believe you have been charged in error, contact sherif@joinplanpost.com within 14 days of the charge

5.4 Consumer Contracts Regulations

As a B2B service, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (which provide a 14-day cooling-off period for consumers) do not apply. However, we will consider refund requests made in good faith on a case-by-case basis.

5.5 GDPR emergency deletion

You may request immediate deletion of your data at any time (see our Privacy Policy). Note this is separate from subscription cancellation and will result in immediate, irreversible loss of account access.

6. Acceptable use

When using PlanPost you agree not to:

• Use the service for any purpose other than genuine B2B outreach to homeowners regarding building services
• Send letters containing misleading, fraudulent, offensive, or unlawful content
• Impersonate any person or business
• Scrape, copy, or resell data from the platform
• Attempt to bypass letter-sending limits or quality controls
• Use the service to harass, defame, or harm any individual
• Reverse-engineer, decompile, or attempt to extract source code
• Use automated tools to access the platform except via official APIs (if offered)
• Share your account with third parties

6.1 Letter content responsibility

You are solely responsible for the content of any letter you send via PlanPost. This includes:

• Accuracy of claims about your business, qualifications, and services
• Compliance with the Advertising Standards Authority (ASA) codes
• Compliance with the Consumer Protection from Unfair Trading Regulations 2008
• Compliance with the Privacy and Electronic Communications Regulations (PECR) where relevant
• Compliance with UK GDPR in your use of homeowner data

PlanPost provides letter templates and AI-assisted content but does not review or approve individual letters. We reserve the right to refuse to send any letter we reasonably consider unlawful, misleading, or harmful.

7. Homeowner data

7.1 How we provide data

PlanPost collects homeowner planning application data from public UK local authority planning portals and makes it available to verified builders for the specific purpose of sending one personalised physical letter per builder per homeowner.

7.2 Your obligations when using homeowner data

When you access homeowner data via PlanPost, you agree to:

• Use it only for sending a single relevant, personalised letter via the PlanPost platform
• Not copy, export, store, or reuse the data outside the platform
• Not use the data for phone calls, emails, SMS, door-knocking, or any channel other than the PlanPost letter service
• Not share the data with any third party
• Respect any opt-out or suppression requests communicated to you by PlanPost

Misuse of homeowner data is a material breach of these Terms and may result in immediate account termination, forfeiture of credits, and reporting to the ICO.

7.3 Our data protection role

For homeowner data processed via PlanPost:

• PlanPost is the data controller for the collection and display of homeowner data on the platform
• You (the builder) become an independent controller when you choose to send a letter, and are responsible for the content of that letter and any follow-up

8. Service availability

We aim for high availability but do not guarantee uninterrupted service. We may suspend the service for:

• Scheduled maintenance (with reasonable notice where possible)
• Emergency fixes
• Legal, security, or compliance reasons

We are not liable for losses arising from temporary unavailability.

9. Intellectual property

All PlanPost software, branding, copy, templates, designs, and platform content are owned by Mohamed Soltan trading as PlanPost, or licensed to us.

You are granted a limited, revocable, non-exclusive, non-transferable licence to use the platform for its intended purpose during your subscription.

You retain ownership of content you create (e.g. letter copy, builder profile content), but grant us a licence to host, display, and transmit it as needed to operate the service.

10. Disclaimer and liability

10.1 No guarantees of outcome

PlanPost provides a tool. We do not guarantee:

• That any letter will result in a lead, enquiry, or contract
• That any specific homeowner will respond to a letter
• That data from third-party council portals is 100% accurate (we reflect what is published)

10.2 Limitation of liability

To the maximum extent permitted by law:

• Our total liability to you in any 12-month period is limited to the total amount you have paid PlanPost in the preceding 12 months
• We are not liable for indirect, consequential, or special losses, including lost profits, lost opportunities, or reputational harm
• Nothing in these Terms excludes liability for fraud, death, or personal injury caused by negligence, or any liability that cannot be excluded under UK law

10.3 Third-party services

We rely on third-party processors (Stripe, Resend, Intelliprint, Supabase, Vercel, OpenAI, Google, Sentry). We are not liable for failures, outages, or data breaches caused by third parties, except to the extent required by UK GDPR.

11. Indemnity

You agree to indemnify PlanPost against any claims, losses, or damages (including reasonable legal costs) arising from:

• Your breach of these Terms
• Your breach of UK law in your use of the service
• Content of any letter you send via PlanPost
• Misuse of homeowner data

12. Termination by us

We may suspend or terminate your account immediately if:

• You materially breach these Terms
• You use the service unlawfully or cause harm to others
• Payment fails and is not resolved within 14 days
• We are required to by law or by a processor (e.g. Stripe)

On termination, unused letter credits are forfeit and no refund is due, except where termination is without cause or due to our fault.

13. Changes to the service and these Terms

We may update the service and these Terms from time to time. Material changes will be notified by email with at least 14 days' notice before they take effect. Continued use after changes take effect constitutes acceptance. If you do not accept changes, you may cancel under Section 5.

14. Governing law and disputes

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

If you have a complaint, please contact sherif@joinplanpost.com first. We aim to resolve complaints within 14 days.

15. Entire agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and PlanPost and supersede any prior agreements.

If any provision is held unenforceable, the rest remain in force.

16. Contact

Questions about these Terms: sherif@joinplanpost.com

Registered address: Flat 7, 455–455A New Cross Road, London, SE14 6TA

PlanPost is a trading name of Mohamed Soltan, a sole trader registered in the United Kingdom and with the Information Commissioner's Office under registration [ZA###### — pending].