DRAFT, not yet legal advice. Written as a starting point for the Jotted hosted service. Before going live: fill in every [placeholder], and have it checked by a solicitor or a reputable UK template service (for example a law-firm SaaS terms pack). Re-check the subscription sections against the DMCC Act regulations expected in January 2027. Version: 1.0-draft, 16 October 2026.

Terms of Service

Last updated: [date] · Version: [1.0]

These terms are an agreement between you and William Cole, trading as Jotted ("we", "us"), a sole trader, at [geographic address]. Email: hello@jottedapp.co.uk.

They cover your use of Jotted (the "Service"), the website and app at jottedapp.co.uk.

They're written in plain English. If anything is unclear, email us before you agree.

1. What the Service does

The Service helps UK apprentices write off-the-job (OTJ) training log entries:

• You describe what you did.
• The Service uses artificial intelligence (AI) to draft a log entry matched to your apprenticeship standard's knowledge, skills and behaviours (KSBs).
• You can import your training provider's tracker spreadsheet, and copy or download entries to add to it.

The Service is a writing aid. It is not your training provider, employer or end-point assessor, and it doesn't decide whether an activity counts as off-the-job training.

2. Who can use it

• You must be 16 or older.
• You must live in the United Kingdom.
• To buy a paid plan you must be 18 or older. A parent, guardian or employer aged 18+ can pay for a plan on your behalf, and the paying person agrees to these terms for the payment.
• You need a valid email address. One account per person.

3. Your account

• We sign you in with a link sent to your email. Keep access to your email account secure: anyone who can read your email can sign in as you.
• Tell us straight away at hello@jottedapp.co.uk if you think someone else has used your account.
• You're responsible for what happens under your account.

4. Your responsibilities: honest logs

OTJ records are evidence for your apprenticeship and its funding. By using the Service you agree:

1. Only to log activities you actually did, with the real dates and times. Never use the Service to invent or inflate training.
2. To read and check every draft before you use it. AI can be wrong. It can pick the wrong KSB, add details that aren't true, or get dates and times wrong. The app highlights details the AI added. You must confirm or correct them.
3. To follow your training provider's and employer's rules, including any rules about using AI tools. If they don't allow AI-assisted writing, don't use the Service for that work.
4. Not to enter other people's personal information (such as clients' or colleagues' names, contact details or health information) unless it's genuinely needed. Never enter special category data about other people.
5. Not to enter confidential information your employer wouldn't want shared with a third-party service.

You are responsible for the content of your log. We are not responsible for a training provider, employer or assessor rejecting an entry, or for the consequences of submitting an entry you didn't check.

5. Acceptable use

You must not:

• use the Service for anything unlawful, or to create content that is harmful, abusive or misleading
• try to get around usage limits, for example by creating several accounts
• try to access other users' data, or probe, attack or overload the Service
• use automated scripts to use the Service, or resell or share access to it
• try to make the AI produce content unrelated to training logs, or content that breaks the usage policy of our AI provider, Anthropic

We may suspend or close accounts that break these rules. Where it's reasonable, we'll tell you why first.

6. Plans, allowances and payment

• Free plan: a monthly allowance of AI drafts (currently [15]). Unlimited basic (non-AI) drafting.
• Plus plan: £[4.99] per month. A larger monthly allowance (currently [150] AI drafts) and access to the higher-quality AI model. A higher-quality draft uses [2] from your allowance.
• Allowances reset on [your billing date / the 1st of each month]. Unused drafts don't carry over.
• If you use your whole allowance, AI drafting pauses until the reset (or until you upgrade). Basic drafting still works.
• We may change allowances or the AI models we use, to keep the Service running well. We'll give at least [30] days' notice of any change that makes your paid plan worse, and you can cancel before it takes effect.

Payment for Plus:

• Payments are taken by our payment provider, Stripe. We never see or store your full card details.
• Your subscription starts when you pay and renews automatically every month at the price shown, until you cancel.
• We are not VAT registered, so no VAT is charged.
• We'll email you a reminder before each renewal, with the price and how to cancel.
• If a payment fails, we'll tell you, and Stripe may retry. If it still fails, your account moves to the Free plan. Your data is kept.
• We'll give at least [30] days' notice of any price rise. It applies from your next renewal after the notice, and you can cancel before it does.

7. Cancelling and refunds

• Cancel any time in Settings → Plan → Manage subscription, or by emailing hello@jottedapp.co.uk. It takes effect at the end of your current paid month, and you keep Plus until then. There are no cancellation fees.
• 14-day cancellation right: if you're a consumer, you can cancel within 14 days of first subscribing for a full refund. Cancel in the app or email us. We'll refund within 14 days, to the card you paid with. You asked us to start the Service straight away, but we still give a full refund in this period.
• After that, we don't refund part-months, except where the law requires it (for example if the Service was not provided with reasonable care and skill).
• You can use the model cancellation form in Annex A, but you don't have to.

8. Your content and data

• You own what you write and the trackers you upload. You give us permission to store and process it only to provide the Service to you, as described in our Privacy Notice.
• To write drafts, your note and relevant parts of your tracker (such as your standard's KSBs and some of your past entries and mentor comments) are sent to our AI provider, Anthropic, which processes them in the United States. The Privacy Notice explains the safeguards.
• We do not use your content to train AI models, and we don't sell your data.
• You can download your data or delete your account at any time in Settings.
• AI drafts are produced for you. As far as we have any rights in them, you may use them freely.

9. Availability and changes

• We aim to keep the Service running but can't promise it will always be available or error-free. We may need to pause it for maintenance, or if our AI provider is unavailable.
• We may update the Service. If we stop providing it altogether, we'll give at least [30] days' notice, let you download your data, and refund any unused part of a paid month.

10. Our liability to you

• If we break these terms or fail to use reasonable care and skill, we're responsible for loss you suffer that was a foreseeable result. We're not responsible for loss that wasn't foreseeable.
• The Service is for personal use in your apprenticeship. We're not liable for business losses (such as loss of profit or business opportunity).
• Except as below, our total liability to you in any 12-month period is limited to the greater of £[100] and the amount you paid us in that period.
• Nothing in these terms limits or excludes our liability for: death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or anything else that can't be limited or excluded by law, including your rights under the Consumer Rights Act 2015.

11. Ending your account

• You can delete your account at any time in Settings. This deletes your data as set out in the Privacy Notice. If you have Plus, cancel the subscription first, or deleting will cancel it for you.
• We may close your account if you seriously or repeatedly break these terms, or if it has been inactive for [24] months (after emailing you first).

12. Changes to these terms

We may update these terms, for example for new features or legal changes. For important changes, we'll email you at least [30] days before they take effect and ask you to accept them when you next sign in. If you don't agree, you can cancel and delete your account before the change takes effect.

13. Complaints and law

• Complaints: email hello@jottedapp.co.uk. We aim to reply within [5] working days.
• These terms are governed by the law of England and Wales. If you live in Scotland or Northern Ireland, you can also bring proceedings there, and you keep the consumer protections of your home nation.

Annex A: Model cancellation form

To: William Cole, trading as Jotted, [address], hello@jottedapp.co.uk

I hereby give notice that I cancel my contract for the supply of the following service: Jotted Plus. Subscribed on: ______ · Name: ______ · Account email: ______ · Date: ______

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