Forecourt Hub Services Agreement

Version 2026-10-16. These terms apply to Order Forms accepted on or after 16 October 2026.

Parties and how this agreement works

This agreement is between B2B AI Solutions Ltd, a company registered in England and Wales with number 17498350, whose registered office is at 2 Murtwell Drive, Chigwell, England, IG7 5ED, trading as Forecourt Hub ("we", "us", "our"), and the customer named on an Order Form that refers to this agreement ("you", "your").

The agreement is made up of these terms, Schedule 1 (Services), Schedule 2 (Data Processing) and each Order Form accepted by you. If they conflict, an Order Form takes priority over these terms for that order only, and Schedule 2 takes priority over everything else on the processing of personal data.

Each Order Form is governed by the version of these terms shown on it when you accept it. We may publish new versions; a new version applies only to Order Forms accepted after it is published, unless you agree otherwise in writing. Each new set of sites, change of price or new add-on is a new Order Form.

Terms

1. Definitions

1.1 Service means the Forecourt Hub software service described in Schedule 1, including any Add-ons named on an Order Form.

1.2 Add-on means an optional part of the Service listed as an add-on in Schedule 1.

1.3 Order Form means the order for your Sites that we issue and you accept, either by signing it or online as set out in clause 12.8. It names your Sites, the Plan, any Add-ons, the fees and dates, the Start Date and any Trial Period.

1.4 Site means one fuel forecourt or shop named on an Order Form.

1.5 Your Data means the information you or your users put into the Service, and the records the Service creates from it.

1.6 Business Day means a day other than a Saturday, Sunday or public holiday in England.

1.7 Plan means the Essential Plan or the Complete Plan, as described in Schedule 1.

1.8 Start Date means the start date on the Order Form or, if later, the day you finish setting up payment, or, if later again, the day we send your head office its sign-in details. If the Start Date moves, the Trial Period, Trial Notice Date and Minimum Term move with it, and we will email you the new dates. Those dates then form part of the Order Form.

1.9 Trial Period means the period stated on an Order Form, beginning on the Start Date, during which the trial fees apply.

1.10 Trial Notice Date means the last day of the week before the final week of the Trial Period, as stated on the Order Form.

1.11 Minimum Term means the number of months stated on the Order Form, starting on the day after the Trial Period ends (or, where there is no Trial Period, on the Start Date).

2. The Service

2.1 From the Start Date of an Order Form, we will provide the Service for the Sites on that Order Form, with reasonable skill and care.

2.2 We will provide only what is described in Schedule 1 and on your Order Forms. No other feature, report or service is promised.

2.3 We may improve and change the Service. We will not remove a feature listed in Schedule 1 that you are paying for without 60 days' written notice, and if we do, you may end the agreement for the affected Sites at the end of that notice. This clause does not apply to a feature that is not part of your Plan, including a feature of the Complete Plan that stops being available when a Trial Period ends under clause 2.5.

2.4 The Service is provided over the internet. We will use reasonable efforts to keep it available, but we do not promise that it will be uninterrupted or free of faults.

2.5 During a Trial Period you may use every feature of the Service that we provide at that time. When the Trial Period ends, your Plan is the Plan named on the Order Form, and features outside it stop being available from the day after the Trial Period ends. We do not delete Your Data when a feature stops. You may still view and download the certificates and documents you have already uploaded. You may ask us to upgrade to the Complete Plan at any time; an upgrade, and the higher fee for it, take effect from the date we confirm in writing, and do not restart the Minimum Term. You may not move to a lower Plan during the Minimum Term.

3. Term

3.1 This agreement starts when you first accept an Order Form.

3.2 Each Order Form starts on its Start Date. If it includes a Trial Period, the Trial Period runs for the number of weeks stated on the Order Form.

3.3 You may end an Order Form at the end of its Trial Period by giving us written notice on or before the Trial Notice Date, at our address in clause 12.3. A notice under this clause takes effect when it is sent, whatever clause 12.3 says, and a notice sent by email at any time on the Trial Notice Date is in time. If you give notice, the Order Form ends at the end of the Trial Period, you pay only the trial fees, and clause 8 applies.

3.4 If we have not received notice under clause 3.3 on or before the Trial Notice Date, the Order Form continues after the Trial Period for the Minimum Term, on the Plan and at the fees stated on the Order Form.

3.5 During the Minimum Term neither party may end the Order Form except as set out in clauses 2.3, 11.1 and 11.2 and Schedule 2. You remain liable to pay the fees for the whole Minimum Term, including if you stop using the Service, unless the Order Form is ended under one of those clauses.

3.6 After the Minimum Term, an Order Form continues month to month, and either party may end it by giving at least 30 days' written notice.

3.7 This agreement ends when no Order Form remains in force.

4. Fees and payment

4.1 You will pay the fees on each Order Form. Fees are per Site per month unless the Order Form says otherwise.

4.2 You will pay the fees by card or by Direct Debit, as offered on the order page, collected through our payment provider, Stripe, in the amounts shown on the Order Form. By accepting the Order Form you authorise those collections. Fees are collected in advance, at the start of each period shown on the Order Form. Your bank details and card number are held by Stripe and not by us. If you pay by Direct Debit, Stripe, on our behalf, will confirm your Direct Debit Instruction and give you advance notice of each collection as the Bacs scheme requires, and your rights under the Direct Debit Guarantee are not affected by this agreement.

4.3 While we are not registered for VAT, no VAT is charged and the Order Form says so. If we register, VAT will be added at the rate in force, and we will tell you in writing at least 30 days before the first collection that includes it.

4.4 We may change our prices by giving at least 60 days' written notice. A change does not apply during a Trial Period or a Minimum Term, and takes effect for you no earlier than the end of it.

4.5 If a collection fails we will tell you and try again. If an amount is still unpaid 30 days after its due date, we may suspend the Service after giving you 7 days' written notice. We may charge interest on late payments under the Late Payment of Commercial Debts (Interest) Act 1998. Fees for the Minimum Term remain payable while the Service is suspended.

4.6 Fees paid in advance are not refunded, except for a period after an Order Form ends under clause 2.3, clause 11.1 (because of our breach) or Schedule 2.

5. Your responsibilities

5.1 You will:

• set a screen lock on every tablet used for the Service at a Site;
• keep your logins and passwords to yourselves, and tell us at once if you think one has been misused;
• keep the Site logins we send your head office, give them only to your staff, and change them through your head office when staff leave;
• give us site, contact and contractor details that are correct and kept up to date;
• tell your contractors that job requests will come by email in your company's name;
• make sure you are entitled to give us the personal data you put into the Service.

5.2 You will not use the Service for anything unlawful, or try to reach any other customer's data.

6. Support

6.1 Support is given through a WhatsApp group of your head office team and ours, or by email.

6.2 We reply within 4 working hours, 8:00 to 18:00 Monday to Friday (excluding bank holidays in England).

6.3 We deal with a fault that stops the Service working as soon as we reasonably can, at any time.

6.4 "Reply" means a person has replied and started on the problem; it does not mean the problem is fixed within that time.

7. Ownership

7.1 We and our licensors own the Service, its software and designs, and every improvement made to them, including those made at your suggestion. You receive a right to use the Service for your own business while an Order Form is in force. You may not copy, resell or reverse engineer it.

7.2 You own Your Data. You give us the right to use it only to provide the Service to you.

7.3 We use your name and logo only inside your own Service and the emails it sends for you.

7.4 We use your contractor list only for your work. We will not contact your contractors for any other purpose or offer them any other service of ours.

8. Your data

8.1 You can download a full export of Your Data at any time.

8.2 When an Order Form or this agreement ends, we will give you a full export on request, delete Your Data from the live Service within 30 days, and our encrypted backups will expire within 90 days.

8.3 Schedule 2 sets out how we process personal data for you.

9. Liability

9.1 Nothing in this agreement limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

9.2 Neither party is liable for any loss of profit, revenue, business or goodwill, or for any indirect or consequential loss.

9.3 We do not carry out, supervise or guarantee any repair or maintenance work. Contractors are chosen and engaged by you, and their work is a matter between you and them. We are not liable for any act or omission of a contractor, or for any loss caused by a fault at a Site. AI reading and reminders help your head office; you check what the AI reads before you rely on it. You remain responsible for your Sites' legal and regulatory compliance, including certificates and inspections. The Service records and reminds; it does not make you compliant.

9.4 Subject to 9.1, our total liability under or in connection with this agreement in any period of 12 months is limited to the greater of (a) the total fees paid or payable under all Order Forms in the 12 months before the event giving rise to the claim, and (b) £10,000.

10. Confidentiality

10.1 Each party will keep the other's business information confidential and use it only for this agreement. This continues for 2 years after the agreement ends.

10.2 This does not apply to information that is public through no fault of the receiving party, or that must be disclosed by law.

11. Ending the agreement early

11.1 Either party may end this agreement, or any Order Form, by written notice if the other party materially breaches it and does not put the breach right within 14 days of being asked in writing to do so.

11.2 Either party may end this agreement at once by written notice if the other becomes insolvent, enters administration or liquidation, or stops trading.

11.3 Clauses 7, 8, 9 and 10 continue after the agreement ends. Fees for the period before it ends remain payable. If you end an Order Form during the Minimum Term other than under clauses 2.3, 11.1 or 11.2 or Schedule 2, or we end it under clause 11.1 or 11.2 because of your breach or insolvency, the fees for the rest of the Minimum Term remain payable.

12. General

12.1 This agreement is the whole agreement between the parties about the Service and replaces anything said or written before it.

12.2 A change to this agreement is valid only if it is in writing and signed by both parties, or accepted by you online under clause 12.8.

12.3 Notices to us are given by email to management@b2baisolutions.com (or another address we give you in writing). Notices to you are given by email to the address of the person who accepted the most recent Order Form, or another address you give us in writing. A notice takes effect on the next Business Day, except that a notice under clause 3.3 takes effect when it is sent.

12.4 Neither party may transfer this agreement without the other's written consent, except that we may transfer it to a company that takes over the Service.

12.5 Neither party is liable for a delay or failure caused by events outside its reasonable control.

12.6 No one other than the parties has any right to enforce this agreement.

12.7 This agreement is governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

12.8 You accept an Order Form online by completing the order page, ticking the box and pressing "Accept and set up payment". That acceptance is in writing, has the same effect as your signature, and binds the company named, and identified by its company number, on the Order Form. The person who accepts confirms that they are authorised to bind that company. We keep a record of each acceptance: the person's name, role and email address, the time, the IP address and browser used, the version of these terms and the order as shown. We will email you a copy of the order, as set out in clause 12.9.

12.9 An Order Form binds both parties when you accept it. If you have not finished setting up payment within 14 days of accepting, either party may cancel that Order Form by email, and nothing is payable under it. We send the copy of the order under clause 12.8 once payment is set up.

12.10 If any part of this agreement is found invalid or unenforceable, the rest of it continues in force.

12.11 If a party does not use, or delays using, a right under this agreement, it does not give up that right.

12.12 You enter this agreement for your business and not as a consumer.

Schedule 1: Services

The Service is provided as the Essential Plan or the Complete Plan. Which one applies is stated on your Order Form. During a Trial Period you may use every feature we provide at that time (clause 2.5). Features that are not yet released are not promised.

When a Plan does not include a feature, you can still view and download the certificates and documents you have already uploaded, and the evidence pack.

Schedule 2: Data processing

You are the controller of the personal data in the Service and we are your processor. This schedule is the contract required by Article 28 of the UK GDPR.

What is processed

Payment details are collected by Stripe, our payment provider, for its own purposes as well as ours. They are not Your Data, and Stripe's own privacy notice applies. We are the controller of the contact details and acceptance record of the person who accepts an Order Form, and use them only to run the account.

Our obligations

1. We process personal data only on your documented instructions, which are this agreement and your use of the Service, unless the law requires otherwise; if it does, we will tell you first unless the law forbids it.
2. We tell you at once if we think an instruction from you breaks data protection law.
3. Access is limited to our staff and contractors who need it to provide the Service, each bound to keep it confidential.
4. We keep the data secure: encryption in transit and at rest; each customer's data kept separate; sign-in limits and lock-outs; logs that hold no personal data; daily backups with point-in-time restore.
5. We help you, within a reasonable time, to answer requests from individuals (for example access or deletion).
6. We help you meet your duties on security, personal data breaches, data protection impact assessments and consulting the Information Commissioner (UK GDPR Articles 32 to 36), taking into account the nature of the processing and the information available to us.
7. We tell you without undue delay, and in any event within 48 hours of becoming aware, of any personal data breach affecting Your Data, with what we know and what we are doing about it.
8. At the end, we return and delete personal data as in clause 8.2.
9. On request, we give you the information you reasonably need to show that we meet this schedule. We allow for and contribute to audits, including inspections, by you or an auditor you appoint, on reasonable notice and at your cost, at most once a year unless a breach has occurred.
10. We impose on each sub-processor, by written contract, data protection obligations that give the same protection as this schedule.

Sub-processors

You authorise the sub-processors below. We will give you at least 30 days' written notice before we add or replace one of them, and you may object on reasonable data protection grounds. If we cannot resolve the objection, you may end the affected Order Forms without penalty before the change takes effect. We remain responsible to you for our sub-processors.

Other services that receive data as their own controller

These services are not our sub-processors. Google LLC (Google Maps) shows the site map in the head office system. It receives site locations and the viewer's IP address as an independent controller, under the Google Controller-Controller Data Protection Terms. For UK transfers it relies on the controller-to-controller EU Standard Contractual Clauses with the UK International Data Transfer Addendum.

Retention

• Visitor records: deleted 24 months after the visit.
• Records of logins to the Service: deleted after 90 days.
• Files and lists sent to us through the onboarding form: stored privately and deleted 90 days after we load them, or 90 days after an unused form expires.
• Everything else: for the life of the Service, then as in clause 8.2.

Transfer safeguards checked against each provider's published terms on 16 October 2026.