Terms & Conditions

Last updated: 20 October 2026

1. About these terms

These Terms & Conditions ("Terms") govern your access to and use of the WorkNinja website, software applications, mobile applications and related services (together, the "Service").

By creating an account, starting a free trial, purchasing a subscription or using WorkNinja, you agree to be bound by these Terms.

If you use WorkNinja on behalf of a company, partnership, sole trader or other organisation ("Customer", "you" or "your"), you confirm that you have authority to enter into this agreement on its behalf.

WorkNinja is provided for business and professional purposes and is not intended for personal or consumer use.

If you do not agree to these Terms, you must not create an account or use the Service.

These Terms should be read alongside our Privacy Policy and any applicable subscription or order terms.

2. Contracting party

WorkNinja is provided by:

Heavyweight Group Ltd, trading as WorkNinja
Company number: 17188892
Portland House
Belmont Business Park
Durham
England
DH1 1TW

Email: [email protected]
Website: https://workninja.io

References to "WorkNinja", "we", "us" or "our" mean Heavyweight Group Ltd.

3. WorkNinja accounts

To use WorkNinja, you must create an account and provide accurate and current information.

You are responsible for:

• Maintaining accurate business and account information.

• Keeping usernames, passwords and other authentication credentials secure.

• Managing authorised users and their permissions.

• Ensuring users comply with these Terms.

• Removing access when employees, contractors or other users no longer require it.

• Notifying us promptly of suspected unauthorised access or security incidents involving your account.

You are responsible for activity carried out through your account and authorised user accounts, except to the extent that activity results from WorkNinja's breach of its obligations or circumstances for which you are not legally responsible.

You must not share login credentials in a manner that bypasses subscription restrictions or undermines platform security.

We may require additional verification where reasonably necessary to protect accounts or prevent unauthorised activity.

4. Use of WorkNinja

WorkNinja provides software tools for managing business activities, including:

• Customers and properties

• Quotes and invoices

• Jobs and recurring work

• Appointments, visits and scheduling

• Employees, technicians and contractors

• Job reports, forms and certificates

• Photographs, documents and signatures

• Customer communications

• Payments and accounting integrations

• Other related business management functions

You may use WorkNinja only for lawful business purposes and in accordance with these Terms.

You must not:

• Attempt to access accounts or systems without authorisation.

• Interfere with the security or operation of the Service.

• Introduce malware or other harmful software.

• Reverse engineer, copy or reproduce the software except where permitted by applicable law.

• Use the Service to send unlawful, fraudulent, abusive or misleading communications.

• Use the Service in a way that infringes the rights of another person.

• Circumvent subscription limits or technical restrictions.

• Resell or sublicense access to WorkNinja without our written permission.

You are responsible for ensuring that your use of WorkNinja complies with applicable laws and industry regulations.

Certain features may be subject to usage limits, including user numbers, messaging allowances, storage, transaction volumes or other plan-specific restrictions.

Applicable allowances and restrictions will be communicated through the selected subscription plan, order form or relevant product information.

5. Subscriptions and payment

5.1 Subscription plans

WorkNinja operates on a subscription basis.

Customers may select monthly or annual subscription plans, subject to the options available at registration or purchase.

Subscription fees are charged in advance and are exclusive of VAT unless expressly stated otherwise.

The applicable price, billing frequency and included features will be displayed before purchase.

5.2 Automatic renewal

Subscriptions renew automatically at the end of each billing period unless cancelled before the next renewal.

Monthly subscriptions ordinarily renew each month and annual subscriptions ordinarily renew each year.

By subscribing, you authorise WorkNinja and its payment provider to collect the applicable recurring fees using your selected payment method.

You can manage or cancel your subscription through the available billing controls within WorkNinja or by contacting our support team.

5.3 Subscription upgrades

You may upgrade your subscription to an available higher-tier plan.

Upgrades take effect immediately once successfully processed.

Any additional charges will be calculated on a prorated basis for the remaining portion of the current billing period, as presented through the billing system.

Your subsequent renewals will reflect the upgraded subscription price.

5.4 Subscription downgrades

You may downgrade to an available lower-tier subscription.

Downgrades take effect at the end of the current paid billing period, and the revised subscription price applies from the next renewal.

Some features, allowances or user limits may become unavailable following a downgrade.

You are responsible for reviewing the effect of a downgrade on your account and ensuring that your usage complies with the new plan limits.

5.5 Price changes

We may change subscription prices from time to time.

Where a price increase affects an existing subscription, we will provide reasonable advance notice before the new price takes effect.

Unless otherwise agreed, an increase will apply from a subsequent renewal following the notice.

If you do not accept a price increase, you may cancel your subscription before the higher charge takes effect.

5.6 Failed payments

If a subscription payment fails, our payment provider may automatically retry collection.

WorkNinja provides a seven-day grace period following a failed payment, during which the customer may update their payment details or resolve the outstanding charge.

If payment remains outstanding after this period, we may suspend access until payment has been successfully collected.

The seven-day grace period does not waive the obligation to pay the outstanding subscription charge.

5.7 Additional fees

Certain services, additional users, optional features or usage beyond included allowances may incur additional charges where clearly disclosed and agreed.

SMS messaging is included within the allowances associated with the relevant subscription plan.

We will not impose additional SMS usage charges without providing the applicable pricing and obtaining the necessary agreement.

5.8 Separate agreements

Where an order form or separately signed agreement has been entered into, any expressly agreed pricing or commercial terms will take priority over conflicting provisions in this section.

6. Free trials and demonstrations

WorkNinja may offer free trials, promotional periods, demonstration accounts or limited access to the Service.

6.1 Free trials

Where a free trial is offered, customers are required to provide valid payment details when registering.

The trial duration, selected subscription plan, price and billing frequency will be communicated during registration.

Unless the customer cancels before the trial expires, the selected paid subscription will automatically begin when the trial ends.

The payment method provided during registration will be charged the applicable subscription fee.

By starting a trial, you authorise the collection of the subscription charge when the trial expires, unless you cancel beforehand.

6.2 Trial cancellation

You may cancel your subscription during the free trial to prevent the first subscription charge.

Cancellation must be completed before the trial expiry and any scheduled payment collection.

6.3 Trial restrictions

Free trials and demonstration accounts may be subject to restrictions on features, users, storage or usage.

We may limit, modify or withdraw trial offers, subject to any commitments made to customers who have already accepted a particular offer.

We may close inactive demonstration accounts or expired trial accounts after providing appropriate notice where reasonably practicable.

7. Cancellation and refunds

7.1 Cancellation by the customer

You may cancel your subscription through the available billing settings within WorkNinja or by contacting [email protected].

Cancellation takes effect at the end of the current paid subscription period unless otherwise agreed.

Following cancellation, your subscription will not renew for another billing period.

7.2 Access following cancellation

You will normally retain access to the Service until the end of your current paid subscription period.

Once the subscription ends, access to the account and associated business data will be disabled.

Information will ordinarily remain stored for a limited retention period in accordance with Section 17.

You are responsible for arranging the export or retrieval of information you require before access ends, using available export functionality or by contacting WorkNinja in advance to discuss available arrangements.

7.3 Refunds

Subscription payments are non-refundable unless required by applicable law or expressly agreed otherwise in writing.

We do not ordinarily provide refunds or credits for:

• Unused subscription periods.

• Early cancellation.

• Unused features or allowances.

• Reductions in account usage.

• Partial months or years remaining on a subscription.

Nothing in these Terms limits any statutory right to a refund or other remedy that cannot lawfully be excluded.

8. Suspension and termination

We may suspend or terminate access to WorkNinja where:

• Subscription payments remain overdue after the applicable grace period.

• These Terms are materially breached.

• The Service is used unlawfully or fraudulently.

• Account activity creates a material security risk.

• Continued provision of the Service would breach applicable law.

• Access creates a material risk to WorkNinja, its infrastructure, customers or third parties.

Where reasonably practicable, we will provide notice of suspension and an opportunity to resolve the relevant issue.

We may suspend access immediately where reasonably necessary to address an urgent security, legal or operational risk.

Where appropriate, access may be restored after the circumstances leading to suspension have been resolved.

Either party may terminate the agreement where the other commits a material breach that is incapable of remedy or is not remedied within a reasonable period following written notice.

Termination does not affect rights or obligations that accrued before termination, including outstanding payment obligations.

9. Customer data and ownership

You retain ownership of the information, content and materials that you or your authorised users enter, upload, create or store within WorkNinja ("Customer Data").

Customer Data may include:

• Customer and contact information.

• Property records and addresses.

• Jobs, visits and schedules.

• Quotes, invoices and financial records.

• Photographs, attachments and documents.

• Reports, forms and certificates.

• Signatures and communications.

• Employee and contractor information.

• Other operational records created through the Service.

You grant WorkNinja a limited right to host, store, process, transmit, display and otherwise use Customer Data solely as necessary to provide, secure, maintain and support the Service, comply with applicable law and fulfil our contractual obligations.

This does not transfer ownership of Customer Data to WorkNinja.

You are responsible for ensuring that you have the necessary rights, permissions and lawful bases to collect and process information entered into the Service.

You must not upload information that you are prohibited from processing or disclosing.

WorkNinja will not sell Customer Data to third parties.

The handling of personal information is further governed by our Privacy Policy and, where applicable, our Data Processing Agreement.

10. Data protection and GDPR

Both parties agree to comply with applicable data protection legislation, including the UK GDPR and the Data Protection Act 2018.

For personal information relating to WorkNinja's own account administration, subscriptions, billing and business operations, WorkNinja generally acts as a data controller.

Where WorkNinja processes personal information on behalf of a business customer in connection with that customer's jobs, employees, customers or operational records, the business customer will normally act as the data controller and WorkNinja as the data processor.

Where WorkNinja acts as a processor, the parties' respective rights and obligations will be governed by the applicable Data Processing Agreement.

The customer remains responsible for:

• Establishing appropriate lawful bases for processing.

• Providing privacy notices where required.

• Managing its employees' and customers' privacy rights.

• Ensuring appropriate permissions and authorisations.

• Managing the information collected through custom forms and reports.

• Complying with applicable employee monitoring and location-tracking requirements.

WorkNinja will take appropriate measures to protect personal information and will process customer-controlled personal information in accordance with the Data Processing Agreement and lawful documented instructions.

11. Third-party integrations

WorkNinja supports integrations with selected third-party services, including accounting, payment and communication platforms.

These may include:

• Stripe

• Xero

• QuickBooks

• Twilio

• Other supported third-party providers

Where you enable an integration, you authorise the exchange of information reasonably necessary for the requested functionality.

You are responsible for maintaining any required third-party accounts, permissions and subscriptions.

Third-party services are governed by their own contractual terms and privacy policies.

WorkNinja is not responsible for failures, interruptions, errors or changes arising solely from third-party services outside our reasonable control.

We may modify or discontinue an integration where required by changes to third-party APIs, security requirements, commercial arrangements or technical compatibility.

Where reasonably practicable, we will provide advance notice of material changes affecting existing functionality.

Nothing in this section excludes liability for WorkNinja's own breach of contract, negligence or failure to exercise reasonable care and skill.

12. Payments processed through WorkNinja

WorkNinja may allow business customers to generate invoices, record payments or receive payments from their own customers through supported payment integrations.

Where a business uses these features, the business remains responsible for:

• The goods or services it sells.

• The accuracy of invoices and payment requests.

• Applicable taxes.

• Refunds, disputes and customer complaints.

• Compliance with applicable payment and consumer protection laws.

• Its relationship with the payer.

Payments may be processed by Stripe or another supported payment service provider.

The applicable payment processor's terms and fees may apply separately.

WorkNinja is not the seller or supplier of the underlying goods or services provided by its business customers.

WorkNinja does not guarantee that a particular invoice will be paid or that a payment will be successfully collected.

13. Intellectual property

WorkNinja and its licensors retain all intellectual property rights in the Service, including:

• Software and source code.

• Application designs and interfaces.

• Platform architecture.

• WorkNinja branding and trademarks.

• Documentation and product materials.

• Proprietary systems and functionality.

Subject to payment of applicable fees and compliance with these Terms, we grant you a limited, non-exclusive, non-transferable right to access and use WorkNinja for your internal business operations during your subscription.

This right does not transfer ownership of any WorkNinja intellectual property.

You may not copy, distribute, commercially exploit, modify or create derivative works from the Service except as expressly permitted by us or applicable law.

You retain ownership of Customer Data and original materials uploaded or created by you, excluding any underlying WorkNinja software, templates or other intellectual property incorporated into those materials.

Feedback and suggestions you voluntarily provide about WorkNinja may be used to improve the Service without payment or obligation, provided this does not transfer ownership of your Customer Data or confidential information.

14. Service availability and maintenance

We aim to provide a reliable and accessible Service.

However, WorkNinja does not currently provide a contractual guarantee of a particular uptime percentage, uninterrupted availability or specific technical support response time.

The Service may occasionally be unavailable due to:

• Scheduled maintenance.

• Software updates and deployments.

• Infrastructure or hosting issues.

• Third-party service interruptions.

• Internet or network failures.

• Security incidents.

• Circumstances outside our reasonable control.

We will take reasonable steps to maintain the Service and address faults within our control.

Where practicable, we will endeavour to minimise disruption from planned maintenance.

We do not guarantee that WorkNinja will be entirely free from defects, interruptions or technical errors.

Nothing in this section removes our obligation to perform the Service with reasonable care and skill or limits liability that cannot lawfully be restricted.

Any separately agreed Service Level Agreement will take priority over this section to the extent of an express conflict.

15. Customer responsibilities

You are responsible for your business's use of WorkNinja and for ensuring that the information recorded within the Service is accurate and appropriate.

This includes responsibility for:

• Maintaining accurate customer and property information.

• Managing staff permissions and access.

• Checking the accuracy of quotes and invoices.

• Complying with applicable tax and accounting obligations.

• Ensuring employees and contractors are appropriately authorised.

• Complying with relevant health and safety obligations.

• Ensuring reports and certificates meet applicable industry requirements.

• Reviewing the accuracy of information before sharing it with third parties.

• Complying with employment, privacy and data protection laws relating to workforce management.

WorkNinja is a business management software platform and does not independently verify the accuracy, legal validity or professional suitability of reports, certificates, invoices or records created by customers.

Customers remain responsible for determining whether documents produced through WorkNinja satisfy relevant statutory, regulatory or professional requirements.

16. Customer support and administrative access

WorkNinja provides customer support through available support channels, including email and supported in-platform services.

Authorised WorkNinja personnel may access customer accounts, including through account impersonation functionality, where reasonably necessary to:

• Respond to support requests.

• Investigate technical issues.

• Assist with account configuration.

• Resolve errors.

• Maintain platform security.

• Perform authorised maintenance.

Such access must be restricted to legitimate business purposes and handled in accordance with applicable confidentiality and data protection obligations.

We will take appropriate steps to limit access to personnel who reasonably require it for their duties.

Unless separately agreed in writing, no particular support response or resolution time is guaranteed.

17. Data retention, export and deletion

17.1 Active accounts

Customer Data will generally be retained while the relevant WorkNinja subscription remains active, subject to applicable legal obligations and agreed processing instructions.

17.2 Following cancellation or termination

Following the end of a subscription, access to the account will ordinarily be disabled.

Customer Data will normally be retained for 90 days after the subscription terminates to support account recovery, reactivation or agreed data retrieval arrangements.

This retention period does not entitle the customer to continued access to the Service after termination.

17.3 Data export

Customers are responsible for exporting information they require before their subscription ends.

Where information cannot be retrieved using available export functionality, customers may contact WorkNinja to enquire about available data retrieval arrangements during the retention period.

Any retrieval assistance will depend on the technical capabilities of the Service and applicable contractual and legal obligations.

17.4 Deletion

Following the 90-day retention period, WorkNinja will normally delete Customer Data from its active systems, unless continued retention is required by law, permitted under the applicable Data Processing Agreement or otherwise lawfully agreed.

Information contained within backups may remain until the relevant backup reaches the end of its scheduled retention cycle.

Certain financial, security or legal records may also be retained where necessary to meet applicable obligations.

Where Customer Data includes personal information processed on behalf of a customer, the customer's rights to request return or deletion are governed by the applicable Data Processing Agreement and data protection law.

17.5 Reactivation

If a customer wishes to reactivate a cancelled account during the retention period, WorkNinja may be able to restore the account and associated data, subject to technical availability, verification and payment of applicable subscription charges.

We do not guarantee recovery of information after the applicable deletion process has been completed.

18. Warranties and disclaimers

WorkNinja will provide the Service with reasonable care and skill.

However, the Service is provided as a general business management platform and may not meet every customer's specific requirements.

Except where expressly agreed or required by law, we do not warrant that:

• The Service will be continuously available.

• Every software defect will be immediately corrected.

• The Service will be compatible with every third-party system.

• Every integration will remain permanently available.

• Use of WorkNinja will produce a particular commercial result.

• Customer-created documents will automatically satisfy every applicable industry requirement.

You are responsible for assessing whether WorkNinja is appropriate for your business and regulatory requirements.

Nothing in these Terms excludes warranties or remedies that cannot lawfully be excluded.

19. Limitation of liability

19.1 Liabilities that cannot be excluded

Nothing in these Terms excludes or limits either party's liability for:

• Death or personal injury caused by negligence.

• Fraud or fraudulent misrepresentation.

• Any other liability that cannot lawfully be excluded or restricted.

19.2 Financial liability cap

Subject to Section 19.1 and applicable law, WorkNinja's total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty or otherwise, will not exceed the subscription fees paid or payable by the customer during the 12 months immediately preceding the event giving rise to the claim.

Where the agreement has been in effect for less than 12 months, the cap will be calculated using the fees paid or payable during that shorter period.

19.3 Excluded losses

Subject to Section 19.1 and applicable law, WorkNinja will not be liable for:

• Loss of anticipated profits.

• Loss of anticipated business opportunities.

• Loss of anticipated savings.

• Indirect or consequential losses.

This exclusion does not apply to losses to the extent that their exclusion would be prohibited by applicable law.

19.4 Customer data and business continuity

WorkNinja will take reasonable measures to protect and maintain the Service and Customer Data.

The customer remains responsible for maintaining appropriate business continuity arrangements and retaining copies of business-critical information where necessary.

Any liability arising from loss, corruption or unavailability of Customer Data is subject to the provisions of this section, applicable law and the Data Processing Agreement.

19.5 Application of limitations

The limitations and exclusions in this section apply only to the extent permitted by applicable law and subject to any mandatory statutory requirements, including applicable reasonableness requirements.

20. Indemnities

You agree to indemnify WorkNinja against reasonable losses, liabilities, damages and costs arising from a third-party claim to the extent directly caused by:

• Your unlawful use of the Service.

• Customer Data that you upload or process without the necessary rights or authorisation.

• Your infringement of third-party intellectual property rights through Customer Data.

• Your deliberate or materially negligent misuse of the Service.

This obligation will not apply to the extent the relevant claim is caused by WorkNinja's breach of these Terms, negligence, unlawful conduct or failure to comply with applicable obligations.

WorkNinja will provide reasonable notice of a claim and cooperate appropriately in its defence or resolution.

The indemnity is subject to applicable law and does not remove any rights or protections that cannot lawfully be excluded.

21. Changes to the Service

We may improve, update, modify or replace aspects of WorkNinja as the platform develops.

Changes may include:

• New features and functionality.

• Improvements to existing tools.

• Interface and design updates.

• Security and performance improvements.

• Changes to third-party integrations.

• Removal or replacement of obsolete functionality.

We will take reasonable care when making changes that could materially affect existing customers.

Where reasonably practicable, we will provide advance notice of significant changes that materially reduce the functionality included in a customer's subscription.

If a change materially reduces a core feature of the paid Service and we cannot provide a reasonable alternative, the customer may contact us to discuss appropriate remedies, including termination and any refund required by law or agreed in the circumstances.

22. Changes to these Terms

We may amend these Terms to reflect changes in our services, operating arrangements, legal obligations or commercial practices.

Updated Terms will be published on the WorkNinja website with a revised effective date.

Where changes are material and adversely affect existing customers, we will provide reasonable advance notice by email, within the platform or through another appropriate channel.

Material changes will ordinarily take effect at the next subscription renewal unless an earlier change is reasonably necessary for legal, regulatory or security reasons.

If you do not accept a material adverse change, you may cancel your subscription before it takes effect.

Changes will not retrospectively remove rights or remedies that have already accrued.

23. Confidentiality

Each party may receive confidential information belonging to the other in connection with the Service.

Both parties agree to:

• Protect confidential information using reasonable care.

• Use confidential information only for purposes connected with the agreement.

• Limit disclosure to personnel, advisers or service providers who reasonably need access and are subject to appropriate confidentiality obligations.

• Not disclose confidential information to unauthorised third parties.

These obligations do not apply to information that:

• Is publicly available other than through a breach of confidentiality.

• Was lawfully known to the receiving party before disclosure.

• Is lawfully received from another source without confidentiality restrictions.

• Is independently developed without using the disclosing party's confidential information.

• Must be disclosed under applicable law or a lawful regulatory requirement.

These confidentiality obligations continue after the agreement ends for as long as the relevant information remains confidential.

Personal information remains subject to applicable data protection obligations.

24. General provisions

24.1 Entire agreement

These Terms, together with any applicable order form, Data Processing Agreement and expressly incorporated contractual documents, constitute the agreement between the parties in relation to the Service.

24.2 Order of precedence

Where there is a conflict between documents, a separately signed agreement or order form will prevail in respect of its expressly agreed commercial provisions.

The Data Processing Agreement will prevail in respect of personal data processing obligations to the extent necessary to comply with applicable data protection law.

24.3 Severability

If a provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in effect.

24.4 Waiver

A failure or delay by either party to exercise a right does not constitute a waiver of that right.

24.5 Assignment

You may not transfer your contractual rights or obligations to another party without our prior written consent, which will not be unreasonably withheld.

WorkNinja may transfer the agreement in connection with a legitimate business reorganisation, merger or sale, provided the transfer does not materially reduce the customer's contractual rights.

24.6 Events outside reasonable control

Neither party will be responsible for a failure or delay in performing non-payment obligations to the extent caused by an event outside its reasonable control, provided it takes reasonable steps to minimise the impact.

If such an event continues for a prolonged period and materially prevents delivery of the Service, either party may terminate the affected agreement by written notice.

This provision does not excuse payment obligations already accrued or any liability that cannot lawfully be excluded.

24.7 Third-party rights

Except where expressly stated, a person who is not a party to these Terms has no right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

24.8 Relationship between the parties

Nothing in these Terms creates a partnership, joint venture, employment relationship or agency between WorkNinja and the customer.

25. Governing law and disputes

These Terms are governed by the laws of England and Wales.

The parties agree to attempt to resolve disputes in good faith before commencing formal legal proceedings, where reasonably practicable.

If a dispute cannot be resolved, the courts of England and Wales will have exclusive jurisdiction, subject to applicable mandatory legal requirements.

Nothing prevents either party from seeking urgent injunctive or other interim relief where legally appropriate.

26. Contact information

For questions concerning these Terms or the WorkNinja Service, please contact:

Heavyweight Group Ltd, trading as WorkNinja
Company number: 17188892
Portland House
Belmont Business Park
Durham
England
DH1 1TW

Email: [email protected]
Website: https://workninja.io