QualTrack

Terms of service

These terms are the agreement between QualTrack Ltd, a company registered in England and Wales (company number 17506852, registered office 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ) (“QualTrack”, “we”), and the organisation that signs up (“you”, the customer). They include our data processing terms. Our privacy notice explains how we handle personal information.

1. Who QualTrack is for

QualTrack is for businesses. By signing up, or by accepting these terms in QualTrack, you confirm you're doing so for a business and that you're allowed to agree to them on its behalf. It isn't sold to consumers.

2. What QualTrack does, and what it doesn't

QualTrack keeps records of your operatives' tickets, qualifications and training, works out from those records who is in date, and sends reminders before things expire.

It's a record-keeping and reminder tool, not a guarantee. It only knows what you and your team record in it. We don't check that tickets or certificates are genuine or that records are correct, and an email or text can fail to arrive (for example a wrong address, a full mailbox or a phone network problem). You stay responsible for checking that people are qualified and fit for the work they do, and for complying with the law and your clients' requirements. Don't rely on QualTrack alone for that.

Training partners. You can ask training providers who partner with us for quotes. We pass on your request; any booking is between you and the provider. We don't vouch for their training or their prices, so check a provider is right for you, as you would any other.

3. Your account

  • Keep sign-in details private. You're responsible for what people do under your account, and for who you invite and what role you give them.
  • Each person signs in with their own email address. Don't share logins.
  • Tell us straight away at support@qualtrack.co.uk if you think someone has got into your account.

4. Trial, plans and payment

  • New accounts get a free trial with no card needed: 14 days, or longer if you sign up with a code from one of our training partners (the sign-up page shows how long). When it ends without a plan, your account becomes read-only: you can still see and export everything, but not add or change records.
  • Plans and prices are on the Billing page in QualTrack (currently Basic £29 a month, Professional £69 a month, Business £149 a month). Paying yearly costs 10 months' price for 12 months.
  • On Business, each active operative above the 150 included costs £1 a month, or £10 a year on yearly billing. We count them daily: on monthly billing the count is charged at each renewal; on yearly billing, extra operatives added during the year are charged straight away for the rest of it, and any that are removed are credited against your next payments.
  • Subscriptions renew automatically every month or year, on the card you give, until you cancel. You can cancel at any time from Manage billing in QualTrack. You keep your plan until the end of the period you've paid for, and it then doesn't renew. We don't refund part-used periods unless the law requires it.
  • If you change plan part-way through a period, moving to a bigger plan is charged straight away for the rest of the period. Moving to a smaller plan, or from yearly to monthly, takes effect straight away and the unused part is credited against your next payments. Credits aren't paid out as cash.
  • Yearly renewals: if a yearly plan renews and you didn't mean it to, email us within 7 days of the renewal date. We'll refund that renewal payment in full and cancel the plan, and your account becomes read-only. This covers renewals only, not the first payment for a plan.
  • If a payment fails, our payment provider tries again for a while. If it still fails, the subscription is cancelled and your account becomes read-only.
  • Prices don't include VAT, which is added at the standard rate (20%).
  • We may change prices with at least 30 days' notice. A change applies from your next renewal after that notice.

5. Your data

  • The records you put into QualTrack are yours. You can export them at any time, including after you cancel.
  • You're responsible for having the right to record information about your operatives and team, and for telling them how it's used (your own privacy notice to staff should mention QualTrack).
  • For personal information in your records, you're the controller and we're your processor. Our data processing terms set out what we do with it.
  • You let us use your records only to run QualTrack for you, to help when you ask, and to keep the service secure and working.

6. Acceptable use

Don't use QualTrack to:

  • break the law, or store information you have no right to hold;
  • send messages to people who haven't agreed to get them from you, or anything other than the reminders and notices QualTrack sends;
  • upload anything harmful, such as malware;
  • try to get into another customer's account, test or overload our systems, or copy QualTrack itself.

We may suspend an account that does any of these, telling you why unless the law or the risk prevents it.

7. Availability and changes

We work to keep QualTrack running and your records safe, but we can't promise it will never be unavailable, for example during maintenance or a provider's outage. We improve QualTrack over time; we won't remove something central to what you pay for without telling you first.

8. Liability

  • Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law doesn't allow to be limited.
  • Otherwise, we're not liable for loss of profit, revenue, contracts or goodwill, or for indirect or consequential loss.
  • Because QualTrack is a record-keeping and reminder tool (section 2), we're not liable for loss arising from someone working without a valid ticket or qualification, or from a reminder that didn't arrive, except to the extent it's caused by our breach of these terms.
  • Our total liability to you in any 12 months is limited to what you paid us in the 12 months before the claim.

9. Ending the agreement

  • You can cancel at any time (section 4).
  • We can end the agreement with 30 days' notice, or straight away if you seriously break these terms.
  • After it ends your account stays read-only for 12 months, so you can still view and export your records. Then we delete everything in it. We email your owners a month before, and choosing a plan before then keeps it.
  • When your owner asks us to delete the account, we delete your records 7 days later, and always within 30 days, as the data processing terms say.

10. Changes to these terms

We may update these terms. If a change matters, we'll tell account owners at least 30 days before it takes effect and ask the owner to accept it in QualTrack. If you don't agree, you can cancel before it takes effect; carrying on using QualTrack after then means you accept it.

11. General

  • These terms are the whole agreement between us about QualTrack.
  • If part of them can't be enforced, the rest still applies.
  • Neither of us is responsible for delays caused by events outside our reasonable control.
  • QualTrack was run by Joshua Neylon, trading as QualTrack, until QualTrack Ltd took it over. If you agreed to an earlier version of these terms with him, QualTrack Ltd now provides QualTrack to you under these terms instead.
  • We may transfer this agreement to another company that takes over running QualTrack, and will tell you if we do.
  • The law of England and Wales applies, and its courts decide any dispute.

Last updated 7 October 2026. Questions: support@qualtrack.co.uk.

QualTrack Ltd, registered in England and Wales, company number 17506852. Registered office: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. QualTrack home ·