Terms
The short version: £25 a month, no contract, stop whenever you like, and your data is yours and comes out whole. The rest of this is that written out properly.
Who you are dealing with
Capybase CRM is a trading name of [REGISTERED COMPANY NAME], a company registered in England and Wales, company number [COMPANY NUMBER], registered office [REGISTERED OFFICE ADDRESS].
You can reach me at ben@capybase.co.uk or on 07904 174399. Where these terms say "I" or "me" they mean that company, and "you" means the business taking out the subscription.
I am not registered for VAT. No VAT is charged on the £25 and I cannot issue a VAT invoice. If that changes I will tell subscribers before it takes effect.
What Capybase is
Job management software for small trade businesses: clients, the round, quotes, invoicing, card payments, expenses, mileage, payroll and the paperwork that goes with them. It runs in a browser, with a phone app for the people on site.
It is a tool for running a business, not a substitute for an accountant. It will work out figures, sort expenses into categories and produce a pack for your accountant, but the numbers you file are your responsibility and you should check them.
The price
£25 per month for the whole thing. Every feature, unlimited clients, visits and invoices, and everyone you employ on the phone app. There is no per-user charge, nothing behind a higher tier, and no setup fee.
The price is per business, not per person. If I change it, existing subscribers get at least 30 days' notice by email and can cancel before it applies rather than be moved onto it.
Paying, and stopping
You pay monthly in advance. There is no minimum term and no annual contract, so you can stop at the end of any month by telling me — an email is enough, and you do not have to give a reason.
I do not refund part-months, because you keep the use of it until the month you have paid for runs out. If you cancel, the account stays working until then.
If a payment fails I will tell you and give you a fortnight to sort it before anything is suspended. I will not delete a thing over a missed payment without telling you first and giving you the chance to export.
I can end the arrangement too, with 30 days' notice, and I will refund anything you have paid for beyond the date it stops.
Your data
Your data is yours. Your clients, jobs, invoices, photos and figures belong to you, not to me. I do not sell them, mine them, train anything on them, or share them with anyone else.
You can export the lot whenever you want, for nothing, in a format you can open elsewhere. That includes the day you leave — the export is not something I can withhold.
It is backed up every night with a copy kept off site. Backups exist so your business survives a bad day; they are not a promise that nothing can ever go wrong, and you are welcome to keep your own exports as well.
If you close your account I keep your data for 30 days in case you come back or realise you needed something out of it, and then delete it. Ask me to delete it sooner and I will. How I handle personal data is set out in the privacy notice.
Where you store other people's details in Capybase — your clients, your staff — you are the data controller for those and I am processing them on your behalf, on your instructions.
What I will do
Keep it running, fix what breaks, and answer you. It is one person, so that means during working hours rather than around the clock, and usually the same day.
I do not promise it will never be down. Things need updating and occasionally something breaks. What I promise is that I will tell you when it does, fix it as fast as I can, and not lose your work in the process.
What I ask of you
Keep your login to yourself and your own people. Do not use it for anything illegal, do not use it to send people messages they have not asked for, and do not try to break into parts of it that are not yours.
If you are sending your clients invoices and messages through it, that is you contacting them and the responsibility for what you send is yours.
Where liability sits
Nothing here limits my liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited. That comes first, whatever the rest of this says.
Beyond that, and because this is £25 a month: if something goes wrong and you lose money, what I can be liable for is capped at what you have paid me in the twelve months before it happened. I am not liable for lost profit or lost business.
This is a contract between businesses. If you are a sole trader taking it out for your trade, your statutory consumer rights are not affected by anything written here.
Changes
I will change these terms occasionally as the product changes. If a change actually affects you, you get at least 30 days' notice by email and can leave before it applies. Small corrections get made quietly and the date below changes.
Law
These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute.
Complaints
Email me first — ben@capybase.co.uk — and I will try to put it right. It is a small business, and most things are quicker to fix than to argue about.
Last updated 29 August 2026. · Privacy notice