Terms of service
These terms are between you and Russell Brooks, trading as FarmHQ ("FarmHQ", "we"). By using the FarmHQ app you agree to them. They're short on purpose. If anything here needs a second read, write to hello@farmhq.ai and we'll put it plainer.
1. What FarmHQ does
FarmHQ helps you keep your farm's records and do its paperwork: the livestock register, the medicine book, receipts, bills, invoices, staff hours, filing with the government livestock databases, and VAT returns to HMRC.
2. What it doesn't do
FarmHQ is a tool. You are the keeper.
- Your statutory records are yours to keep right. FarmHQ helps you keep them, reminds you of deadlines, and sends reports when you tap to file. It doesn't replace your duty to report births, movements and deaths within the legal windows, or to keep your medicine book accurate. If a report fails to send, the app tells you, and it's still your report.
- Joe drafts. You confirm. Farmer Joe answers from your own records and drafts entries for you. It can be wrong. Nothing it drafts is saved, sent or filed until you've looked at it and tapped to confirm. Check what it says before you rely on it, especially anything about withdrawal periods, age deadlines or money.
- VAT returns are yours. FarmHQ works out a VAT return from the records you've kept, shows you the figures and what's behind them, and sends it to HMRC only when you've ticked HMRC's declaration and tapped Send. The return is made by you, from your records. If a record is wrong, the return will be too.
- It isn't veterinary, legal, tax or accounting advice. For those, ask your vet, your solicitor or your accountant.
- We never move money. Bills read from email are drafts until you confirm them. We don't pay anything for you or take payments for you.
3. Your farm and its code
- You need to be 16 or over and running, or working on, a farm business.
- Keep your farm code private. Anyone with it can see and change your farm's records. If you think it has got out, tell us and we'll change it.
- You're responsible for what's entered under your farm, by you or anyone you've given the code to.
4. Filing for you
If you appoint FarmHQ as your agent with BCMS or the Livestock Information Service, we only ever file what you've asked us to file, and we show you what was sent. You can withdraw the appointment at any time through the government service.
5. Connecting other services
You can connect FarmHQ to HMRC, to Xero or QuickBooks, and to your email. Each is your choice, made by signing in to that service yourself. We keep the access it gives us encrypted, use it only to do what you asked (send a return, send an invoice, read a bill), and you can disconnect at any time. HMRC's permission lasts 18 months, after which it asks you to sign in again.
6. Paying for it
- The Trial Farm plan is free: up to 25 cattle, 50 sheep, 5 receipts and 3 invoices a month, with everything else working.
- Bigger farms pay by size: Family Farm £29.99, Commercial Farm £49.99 and Country Estate £69.99 a month. Every feature is on every plan. Today's prices are on the pricing page.
- Plans bought in the iPhone app are sold by Apple under Apple's standard licence agreement. They renew monthly until you cancel in your Apple account settings, and you keep the plan to the end of the month you've paid for.
- If you stop paying, your records stay readable and exportable on the free plan's terms. Nothing is deleted because a payment stopped.
- Prices can change with 30 days' notice in the app.
7. Your data
Your records are yours. We hold them to run FarmHQ for you, as set out in the privacy policy. You can export everything at any time. We don't sell data and don't use it for anything but running FarmHQ.
8. Leaving
Close your farm from More › Your data in the app, or by emailing hello@farmhq.ai. Export first and you keep a full copy. Closing deletes what we hold for your farm. HMRC and the livestock databases keep their own copies of what was filed with them; that's the law, not us.
9. Our promises and their limits
- We'll keep the service running and your records backed up, and tell you when something's wrong.
- We aren't liable for losses that come from a record you didn't check, a report or return you didn't send, a deadline the app reminded you of, or a lack of signal. FarmHQ works offline, but filing needs a connection.
- Our total liability to you in any year is limited to what you paid us in that year. Nothing here limits liability the law says can't be limited.
10. Fair use
Don't use FarmHQ to record animals or businesses that aren't yours, to file reports or returns you're not entitled to make, or to try to get into another farm's records. We can suspend a farm that does.
11. Changes and law
We may update these terms. We'll change the date at the top, and if the change matters we'll tell you in the app first. These terms are governed by the law of England and Wales.