First draft. Highlighted text in [square brackets] still needs to be completed by the operator, and these documents should be reviewed by a qualified Irish solicitor before WoM Business Diary is offered to the public.

Terms & Conditions

Effective date: [EFFECTIVE DATE] · Version [VERSION]

Independent of Revenue

WoM Business Diary is an independent business organisation and record-keeping tool. It is not affiliated with, endorsed by or operated by the Irish Revenue Commissioners or any government authority. Each business is individually responsible for its own tax, accounting, VAT, bookkeeping, invoicing, record-retention, reporting and other legal obligations. WoM does not provide professional tax, accounting or legal advice and does not guarantee compliance.

1. Who we are

WoM Business Diary ("WoM", "the Service", "we", "us") is operated by Word of Mouth (registered business name no. [CRO RBN NUMBER]), of [BUSINESS POSTAL ADDRESS, IRELAND]. You can contact us at [CONTACT EMAIL]. Full details are on the Contact page.

2. About these terms

These Terms & Conditions ("Terms") govern your access to and use of WoM Business Diary. By creating an account or using the Service you agree to these Terms. If you do not agree, do not use the Service.

The Service is intended for use by sole traders, self-employed people and small businesses for business purposes. You must be at least [18 — CONFIRM MINIMUM AGE] years old and able to enter into a binding contract. If you use the Service on behalf of a business, you confirm you have authority to accept these Terms on its behalf.

Nothing in these Terms limits any rights you have under Irish or EU law that cannot be excluded or limited by contract.

3. What the Service does

WoM Business Diary is a record-keeping and organisation tool. It lets you record sales, expenses, reminders, mileage and related notes, view summaries and estimates, and export your records. Estimates shown in the Service (including tax, VAT, USC and PRSI estimates) are illustrative only, are based on figures and settings you enter, and may not reflect current rates, thresholds, reliefs or your personal circumstances.

The Service is not an accounting, tax-filing or invoicing system approved by Revenue or any other authority, and it does not file anything with Revenue on your behalf.

4. Your account

You sign up with an email address and password. You must give accurate information and keep it up to date.
You are responsible for keeping your password secure and for all activity on your account. Tell us promptly at [CONTACT EMAIL] if you believe your account has been accessed without permission.
One account is intended for one person or business. Do not share your login.

5. Free and paid plans

The Service may be offered on a free plan and on one or more paid plans. The features, limits and prices of each plan, and how billing, renewal, cancellation and refunds work, are set out in the Payment, Subscription & Refund Terms, which form part of these Terms.

[STATUS: At the date of this draft, paid plans and online payment are not yet available in the Service. Update this clause when they launch.]

6. Your data and your responsibilities

You own the business records you enter. You give us permission to store, process, back up and display them only so far as needed to provide the Service to you. How your data is stored, and what you remain responsible for, is described in the Data Storage & User Responsibility Statement and the Privacy Notice.

You are solely responsible for:

the accuracy and completeness of everything you enter;
keeping your own copies of your records (for example, using the Export feature) for as long as the law requires you to keep them;
meeting your own tax, accounting, VAT, bookkeeping, invoicing, record-retention, reporting and other legal obligations; and
getting professional advice where you need it.

7. Acceptable use

You must not:

use the Service for anything unlawful, fraudulent or misleading, including keeping false records;
upload material you have no right to upload, or malicious code;
try to access another person's account or data, or probe, test or bypass the Service's security;
overload, disrupt, copy, resell or reverse-engineer the Service except as the law expressly permits.

We may suspend or close an account that breaches these Terms. Where reasonable, we will tell you first and give you a chance to export your data.

8. Public listing on Word of Mouth

If you ask to be listed publicly, your request is reviewed by WoM and a listing is not guaranteed. Your diary records are never made public. [DESCRIBE WHAT A LISTING SHOWS AND HOW IT IS PUBLISHED, ONCE THIS FEATURE EXISTS — at the date of this draft, listing requests are only recorded in your diary settings and no public directory is operated.]

9. Availability and changes to the Service

We aim to keep the Service available but do not promise it will be uninterrupted or error-free. We may change, add or remove features. If we plan to stop offering the Service, we will give you at least [NOTICE PERIOD, e.g. 30 days] notice by email where we can, so you can export your records.

10. No professional advice

Content in the Service, including category suggestions, tax estimates, deadline reminders and "ask your accountant" prompts, is general information to help you organise your records. It is not tax, accounting, financial or legal advice. Always check with a qualified accountant, tax adviser or Revenue directly before relying on it.

11. Liability

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, for fraud, or for any other liability that cannot be excluded or limited under Irish law.

Subject to that, we are not liable for: losses caused by your reliance on estimates or general information in the Service; penalties, interest, surcharges or tax assessed against you; loss of profits, business or opportunity; or loss of data that you could have avoided by keeping your own exports. Our total liability to you in any 12-month period is limited to [LIABILITY CAP — e.g. the greater of the fees you paid in that period or €[AMOUNT]].

12. Closing your account

You can stop using the Service at any time. You can delete your account and diary from Settings → Account. What happens to your data on deletion is set out in the Data Storage & User Responsibility Statement.

13. Changes to these Terms

We may update these Terms. If a change materially affects you, we will tell you by email or in the Service at least [NOTICE PERIOD] before it takes effect. If you keep using the Service after that, the updated Terms apply.

14. Governing law and disputes

These Terms are governed by the laws of Ireland. The courts of Ireland have jurisdiction over any dispute, without affecting any right you may have to bring proceedings in another EU member state where you live. Please contact us first — most problems can be sorted out quickly.

Privacy Notice

Effective date: [EFFECTIVE DATE]

1. Who is responsible for your data

The controller of personal data processed through WoM Business Diary is Word of Mouth, [BUSINESS POSTAL ADDRESS, IRELAND]. Contact for data-protection matters: [DATA PROTECTION CONTACT EMAIL].

This notice explains how we handle personal data under the EU General Data Protection Regulation (GDPR) and the Irish Data Protection Acts 1988–2018.

2. What we collect

Account data: your email address and password. Passwords are handled by our authentication provider (Supabase Auth); they are not stored in your diary.
Business profile: business name, business type, category, county, VAT registration status and whether you have asked to be listed.
Diary records you enter: sales, invoices, expenses, receipts and attachments you upload, customers and suppliers (which may include other people's names, emails and phone numbers), staff details you choose to record, mileage, reminders, notes and settings.
Technical data: data our hosting and database providers process to deliver the Service, such as IP address, browser type and request logs. [CONFIRM LOG RETENTION WITH CLOUDFLARE AND SUPABASE]

We do not use analytics, advertising or tracking tools in the Service.

3. Why we use it and our legal basis

To create and run your account and store your diary — performance of our contract with you (GDPR Art. 6(1)(b)).
To send essential account emails (confirming your email, resetting your password) — contract.
To keep the Service secure and fix problems — our legitimate interests (Art. 6(1)(f)).
To meet legal obligations, e.g. keeping financial records of paid subscriptions — legal obligation (Art. 6(1)(c)).

4. Customer, supplier and staff details you enter

If you record details of other people (customers, suppliers, staff), you decide why and how that data is used, and you are responsible for having a lawful basis to record it and for telling those people where required. For that data we act on your behalf as a processor. [CONSIDER ADDING A DATA PROCESSING ADDENDUM UNDER GDPR ART. 28]

5. Who we share it with

Supabase — database and authentication provider, which stores your account and diary. Region of the Supabase project: [SUPABASE PROJECT REGION — VERIFY IN SUPABASE DASHBOARD].
Cloudflare — hosts and delivers the web pages of the Service.
Email delivery — account emails are sent by [SUPABASE BUILT-IN EMAIL / YOUR SMTP PROVIDER — CONFIRM].
Payment provider — [ONLY IF AND WHEN PAID PLANS LAUNCH — NAME THE PROVIDER].

We do not sell your personal data. We may disclose data where required by law.

6. International transfers

Some providers may process data outside the European Economic Area. Where they do, we rely on safeguards such as the European Commission's Standard Contractual Clauses or an adequacy decision. [VERIFY EACH PROVIDER'S TRANSFER MECHANISM AND LIST IT HERE]

7. How long we keep it

We keep your account and diary while your account is open. When you delete your account in Settings, your account and diary record are deleted from our live database. [STATE HOW LONG DATA MAY REMAIN IN PROVIDER BACKUPS — VERIFY]. Billing records for paid plans are kept for [RETENTION PERIOD FOR BILLING RECORDS].

8. Your rights

You have the right to access, correct, delete, restrict or object to the processing of your personal data, and to data portability. Much of this you can do yourself: edit your records in the app, download everything with Export, and delete your account in Settings. For anything else, email [DATA PROTECTION CONTACT EMAIL]. We will reply within one month.

You can complain to the Data Protection Commission (www.dataprotection.ie), 21 Fitzwilliam Square South, Dublin 2, D02 RD28.

9. Security

Connections to the Service are encrypted in transit (HTTPS). Database access is restricted so that each signed-in account can read and change only its own diary. No system is completely secure; please use a strong, unique password. [ADD ANY FURTHER MEASURES ONLY ONCE VERIFIED]

10. Changes

We will update this notice when our practices change and show the new effective date above.

Cookie & Tracking Notice

Effective date: [EFFECTIVE DATE]

1. Summary

WoM Business Diary does not use analytics, advertising, social-media or other tracking technologies. It only uses browser storage that is strictly necessary to provide the Service you asked for, so no consent banner is shown. If we ever add non-essential technologies, we will ask for your consent first, as required by the European Communities (Electronic Communications Networks and Services) (Privacy and Electronic Communications) Regulations 2011.

2. What is stored on your device

Name	Type	Purpose	How long
`sb-…-auth-token`	Local storage	Keeps you signed in (set by Supabase Auth).	Until you log out
`wom-diary-cache:…`	Local storage	A working copy of your diary on this device, so the app is fast and changes aren't lost if your connection drops.	Until you log out or delete your account
`notif-asked`	Local storage	Remembers that the app has already asked about end-of-day notifications.	Until cleared
`eod-dismiss-[date]`	Local storage	Remembers that you dismissed today's end-of-day reminder.	Until cleared
`sme-finance-v2`	Local storage	Only present if you used the earlier, browser-only version of the diary on this device. Used once, to offer to bring those records into your account.	Until cleared

Cookies or similar set by our hosting provider: [CONFIRM WHETHER CLOUDFLARE SETS ANY COOKIE (E.G. __cf_bm) ON YOUR CONFIGURATION, AND LIST IT HERE].

3. Managing storage

You can clear this storage at any time in your browser settings. Doing so will sign you out; your diary remains in your account.

Data Storage & User Responsibility Statement

Effective date: [EFFECTIVE DATE]

Independent of Revenue

1. Where your diary is stored

When you are signed in, your diary (including any receipts you attach) is saved to your account in a database provided by Supabase. Project region: [SUPABASE PROJECT REGION — VERIFY]. A working copy is also kept in your browser's local storage on each device you use, so the app keeps working if your connection drops for a moment. Changes made while offline are sent to your account when the connection returns; the save indicator at the top of the app shows whether your latest changes have reached your account.

If you use the diary on two devices at the same time, the most recently saved copy wins. Avoid editing on two devices at once.

2. Backups

[DESCRIBE BACKUPS ONLY ONCE VERIFIED AGAINST YOUR SUPABASE PLAN — e.g. frequency, retention and whether point-in-time recovery is enabled.] Whatever backups we keep, they are not a substitute for your own records. Please use Export regularly to download a copy of your diary (JSON) and expenses (CSV), and keep it somewhere safe.

3. Deleting your data

Settings → Account → Delete my account permanently deletes your login and your diary record from the live database. This cannot be undone, so export first. [STATE WHETHER AND FOR HOW LONG DELETED DATA PERSISTS IN BACKUPS — VERIFY]. "Clear all data" in Settings empties your diary but keeps your account.

4. Your responsibilities

Accuracy: the Service only knows what you enter. Check your figures.
Record retention: Irish law generally requires businesses to keep records for a set period (often six years). You are responsible for keeping complete records, including original receipts and invoices, for as long as the law requires — independently of WoM.
Tax and VAT: estimates, rates, thresholds and deadlines shown in the app may be out of date or not apply to you. You are responsible for your returns and payments. Confirm with your accountant or Revenue.
Invoices: if you send invoices from records in the app, you are responsible for making sure they contain everything the law requires.
Other people's data: you are responsible for having a lawful basis for any customer, supplier or staff details you record.
Security: keep your password private and log out on shared devices.

5. Attachment size

Receipts and attachments are saved inside your diary record. Keep individual files under 2 MB. Very large diaries may save more slowly.

Payment, Subscription & Refund Terms

Effective date: [EFFECTIVE DATE]

Current status: online payment, subscriptions and billing are not yet available in WoM Business Diary. Every account currently uses the free plan and you will not be charged. The terms below will apply once paid plans are launched, and you will be told before anything is charged.

1. Plans

Plan	Price	Billing period	What's included
Free	€0	—	[FREE PLAN FEATURES AND LIMITS]
[PAID PLAN NAME]	[PRICE, incl./excl. VAT]	[MONTHLY / ANNUAL]	[FEATURES]

2. Payment

Payments will be taken by [PAYMENT PROVIDER]. We will not see or store your full card details. Prices [INCLUDE / EXCLUDE] VAT [CONFIRM VAT TREATMENT WITH YOUR ACCOUNTANT].

3. Renewal

Paid plans renew automatically at the end of each [BILLING PERIOD] unless cancelled. We will remind you [NUMBER] days before an annual renewal. If we change a price, we will tell you at least [NOTICE PERIOD] in advance and the new price applies from your next renewal.

4. Cancellation

You will be able to cancel at any time [HOW — e.g. in Settings or by email]. Your paid features continue until the end of the period you have paid for, and your account then moves to the free plan. Your records are not deleted when you cancel.

5. Refunds

[REFUND POLICY — e.g. whether partial periods are refunded, and any cooling-off arrangements. Note: if you sell to consumers (people acting outside their trade), the Consumer Rights Act 2022 and the 14-day right of withdrawal for distance contracts may apply — take advice.]

6. Failed payments

[WHAT HAPPENS IF A PAYMENT FAILS — e.g. retry period, then move to free plan]

7. Invoices and receipts

[HOW CUSTOMERS GET VAT INVOICES / RECEIPTS FOR THEIR SUBSCRIPTION]

Contact & Operator Information

WoM Business Diary is operated by:

Legal name: Word of Mouth
Owner: [OWNER'S FULL NAME — sole trader]
Registered business name no.: [CRO RBN NUMBER — required if trading under a name other than your own]
Address: [BUSINESS POSTAL ADDRESS, IRELAND]
Email: [CONTACT EMAIL]
Phone: [PHONE — optional]
VAT number: [VAT NUMBER — only if VAT registered]
Data protection contact: [DATA PROTECTION CONTACT EMAIL]

For help with your account, data requests, or to report a security concern, email us and we'll get back to you within [RESPONSE TIME].

WoM is not Revenue. For questions about your own tax affairs, contact your accountant or Revenue directly at www.revenue.ie.

Money in. Money out. What's left.

Welcome back

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Choose a new password

Opening your diary…

Tell us about your business

Terms & Conditions

1. Who we are

2. About these terms

3. What the Service does

4. Your account

5. Free and paid plans

6. Your data and your responsibilities

7. Acceptable use

8. Public listing on Word of Mouth

9. Availability and changes to the Service

10. No professional advice

11. Liability

12. Closing your account

13. Changes to these Terms

14. Governing law and disputes

Privacy Notice

1. Who is responsible for your data

2. What we collect

3. Why we use it and our legal basis

4. Customer, supplier and staff details you enter

5. Who we share it with

6. International transfers

7. How long we keep it

8. Your rights

9. Security

10. Changes

Cookie & Tracking Notice

1. Summary

2. What is stored on your device

3. Managing storage

Data Storage & User Responsibility Statement

1. Where your diary is stored

2. Backups

3. Deleting your data

4. Your responsibilities

5. Attachment size

Payment, Subscription & Refund Terms

1. Plans

2. Payment

3. Renewal

4. Cancellation

5. Refunds

6. Failed payments

7. Invoices and receipts

Contact & Operator Information