Legal
Terms of Service
Last updated: July 2026. These terms apply to business use of the VariationDesk website, mobile app and related services unless a separate written agreement has been signed.
1. Agreement and customers
These terms apply to use of the VariationDesk website and application unless a separate written agreement has been signed by VariationDesk Ltd and the customer.
VariationDesk is intended for business use by UK construction subcontractors and related commercial teams. It is not intended for personal, consumer or domestic use.
2. The service
VariationDesk provides software for managing project records, rate cards, team roles, site variation capture, signatures, PDF evidence generation and billing handover workflows.
The service supports commercial record keeping. It does not guarantee payment, acceptance of variations, dispute success, contract compliance or tax/accounting treatment.
3. No legal, QS, tax or accounting advice
VariationDesk does not provide legal advice, quantity surveying advice, contract administration advice, tax advice or accounting advice. Customers must obtain professional advice for JCT, NEC, bespoke subcontract, VAT, notice, payment, limitation, dispute and evidential requirements.
A VariationDesk evidence sheet may support a commercial record, but it is not a substitute for any formal notice, compensation event notification, payment application, quotation, instruction, valuation procedure or contractual process required by a contract.
4. Customer responsibilities
Customers are responsible for configuring their workspace, adding accurate project references, rate-card rows, quantities, descriptions, VAT treatment, signatory details and uploaded evidence.
Customers must ensure their users have authority to capture site information, photographs and signatures, and must comply with their own contracts, employment obligations, site rules, privacy obligations, health and safety requirements and confidentiality duties.
5. User accounts and team access
Each user should have their own login. Customers are responsible for inviting, managing, suspending and removing users, and for keeping roles and permissions appropriate.
Customers must not share passwords, impersonate other users, bypass seat limits, access another customer's workspace, interfere with the service or use the platform for unlawful or harmful purposes.
6. Customer content and evidence
Customers retain ownership of their uploaded content and evidence. Customers grant VariationDesk the rights needed to host, process, display, generate, store, secure, back up and transmit that content for the purpose of providing the service.
Customers are solely responsible for the content they upload and for whether that content can lawfully be used as part of a commercial, contractual, payment or dispute process.
7. Subscription, billing and trials
Subscription fees, seat limits and plan features may be shown on the website or agreed separately. Trials, pilots, discounts and beta access may be withdrawn, changed or converted to paid access with reasonable notice.
Unless otherwise agreed in writing, fees are exclusive of VAT and other taxes. Customers must keep payment and billing details accurate.
8. Integrations and third-party services
VariationDesk may integrate with third-party services such as accounting, email, payment, hosting or storage providers. Third-party services are controlled by their own providers, and VariationDesk is not responsible for their downtime, changes, pricing, errors or terms.
Customers are responsible for checking draft invoices, attachments, rates and tax treatment before issuing or approving anything in an accounting system.
9. Availability and changes
We aim to provide a reliable service, but we do not promise uninterrupted, error-free or permanently available access. Maintenance, supplier outages, security work and product updates may affect availability.
We may change features, workflows, user interface, integrations, plans and technical architecture as the product develops.
10. Intellectual property
VariationDesk, the software, workflows, designs, templates, brand, documentation and generated platform structure belong to VariationDesk Ltd or its licensors. Customers must not copy, reverse engineer, resell, scrape, misuse or attempt to recreate the service except as permitted by law.
11. Suspension and termination
We may suspend or terminate access if a customer does not pay, misuses the service, creates risk for VariationDesk or others, breaches these terms, violates law, or where continued access would create security, legal or operational risk.
Customers may stop using the service, but they should export records they need before termination. We may retain some records where needed for legal, accounting, audit, security or dispute purposes.
12. Liability limits
Nothing in these terms excludes or limits liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.
Subject to that, VariationDesk is not liable for lost profit, lost revenue, lost savings, lost opportunity, rejected payment applications, project delay, contract disputes, loss of goodwill, indirect loss or consequential loss. Unless separately agreed in writing, VariationDesk's total liability is limited to the fees paid by the customer for the service in the three months before the event giving rise to the claim.
13. Governing law
These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction unless a signed written agreement says otherwise.
14. Contact
Questions about these terms can be sent to info@variationdesk.co.uk.