Terms of Business
Last updated: October 2026
1. Who we are
1.1 ProTech Labs is a trading name of Pro Technologies Limited, a company registered in England and Wales (No. 08184949), registered office 35 Wild Rose House, 3 Firwood Lane, Romford RM3 0FQ (“we”, “us”).
1.2 Contact: info@protechlabs.co.uk, +44 20 3695 2175.
2. What these terms cover
2.1 These terms apply to our software services: custom software development (including Telegram bots and WordPress/WooCommerce plugins), development and changes to Odoo, integrations, automation, migration, Linux server set-up and administration, and support and maintenance (the “Services”).
2.2 Each piece of work is described in a written quote or order (the “Quote”). If the Quote and these terms differ, the Quote wins for that piece of work.
2.3 We work for businesses. These terms are not intended for consumers.
3. Brief and quote
3.1 You describe what you need in writing. We may ask questions in writing before quoting.
3.2 We then send either a fixed quote for a clearly defined job, or a block of hours at our hourly rate (£85 an hour unless the Quote says otherwise).
3.3 A Quote is valid for 30 days.
3.4 Work outside the Quote is a change. We quote changes in writing before doing them.
4. Payment
4.1 Fixed-price work: 50% before we start and 50% on delivery for testing. Blocks of hours: paid in advance. Odoo Care and bot support: paid monthly in advance.
4.2 Prepaid hours are valid for 12 months from payment.
4.3 Invoices are due within 14 days. We may pause work while an invoice is overdue. For late payment of business debts, we may claim interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998.
4.4 Pro Technologies Limited is not currently registered for VAT, so no VAT is charged. If we become registered or required to account for VAT, VAT at the applicable rate will be added to our prices from the effective date. For subscriptions and ongoing services we will give you at least 30 days' written notice, and you may cancel before the change takes effect.
4.5 Third-party costs, such as Meta (WhatsApp) message fees, hosting and Odoo licences, are not included in our prices. You pay them directly to the provider.
5. How we work
5.1 We develop and test on a copy of your database or a test system, not on your live system, unless you ask us in writing to do otherwise.
5.2 You give us the access and information we need, and you keep your own backups. We are not responsible for delays caused by missing access or information.
5.3 Third-party services — for example Meta (WhatsApp), HMRC, payment providers, AI model providers, hosting and Odoo itself — are provided by those third parties under their own terms. Their fees, availability and decisions are outside our control.
6. Acceptance
6.1 When we deliver work for testing, you have 10 working days to check it against the Quote and tell us in writing about anything that does not match.
6.2 We fix what does not match the Quote and deliver it again.
6.3 The work is accepted when you confirm it in writing, or when 10 working days pass after delivery without written comments, or when you start using it in your live system — whichever comes first.
7. Rights to the code
7.1 You get full rights to use and change the code we write for you. We keep the right to reuse general parts in other projects.
7.2 Where code is built on open-source software whose licence requires it (for example AGPL-3 for many Odoo modules), that licence applies to the code, and we tell you in the Quote.
7.3 Our existing products (for example commercially licensed modules) are licensed per client database under their own licence terms; the Quote says which ones are included.
7.4 Rights pass to you once the work has been paid for in full.
8. Warranty period
8.1 For 30 days after acceptance we fix, free of charge, errors in our code that make it not work as described in the Quote.
8.2 This does not cover changes you or others make, problems caused by third-party services, updates of Odoo or other software outside our work, or new requirements.
9. Support and maintenance
9.1 After the warranty period, support is available under Odoo Care (£195 a month), Telegram bot support (£95 a month), or at our hourly rate.
9.2 Support is given in writing and remotely, on working days.
10. Liability
10.1 Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.
10.2 Subject to 10.1, we are not liable for any indirect or consequential loss, or for loss of profit, revenue or business, loss or corruption of data, or downtime, however caused.
10.3 Subject to 10.1, our total liability for any piece of work is limited to the amount you paid us for that piece of work.
10.4 You are responsible for your use of the software, including tax returns and other filings made with it. Our software does not give tax, legal or financial advice.
11. Confidentiality and personal data
11.1 We keep your business information confidential and use it only to provide the Services.
11.2 Where we process personal data in your systems on your behalf, you are the controller and we are your processor under UK GDPR and the Data Protection Act 2018. The subject matter, duration, nature and purpose of the processing, the types of personal data and the categories of people concerned are those needed for the work described in the Quote. We:
- (a) process it only on your documented instructions and only to provide the Services, unless the law requires otherwise (in which case we tell you first, if the law allows);
- (b) make sure everyone who has access to it is bound by confidentiality;
- (c) keep it secure with appropriate technical and organisational measures, with access limited to the people who need it, and keep access details you give us confidential;
- (d) You authorise us to use the sub-processors listed in our Privacy Policy, including IONOS, which hosts in the UK the server on which we run Telegram bots for our clients. We will tell you before adding or replacing one, and you may object on reasonable grounds. We remain responsible to you for them;
- (e) tell you without undue delay, and within 48 hours, after becoming aware of a personal data breach affecting your data;
- (f) help you, where reasonable, to answer requests from data subjects, to keep the data secure, to deal with breaches and with any data protection impact assessment;
- (g) do not transfer it outside the UK unless you agree and the transfer is protected by the safeguards required by UK data protection law;
- (h) give you the information you reasonably need to show that these obligations are met, and allow reasonable checks on reasonable notice, no more than once a year, at your cost, unless a breach has occurred;
- (i) delete or return the personal data when the work ends, at your choice, unless the law requires us to keep it. When bot support ends, we return or delete the bot’s data within 30 days, at your choice, unless the law requires us to keep it.
Messages between a bot and its users pass through Telegram under Telegram’s own terms; we do not control Telegram’s processing.
11.3 You are responsible for having a lawful basis for the processing, and for the instructions you give us.
11.4 Our Privacy Policy explains how we handle personal data on this website.
12. Ending work
12.1 Either side may end a piece of work by written notice. You pay for the work done up to that point. Prepaid amounts for fixed-price work not yet done are refunded. Unused prepaid hours are not refundable but remain valid for 12 months from payment.
12.2 We may end the work at once if an invoice is more than 30 days overdue.
12.3 Odoo Care and bot support can be cancelled with one month’s notice.
13. General
13.1 We may update these terms. The version in force when you accept a Quote applies to that piece of work.
13.2 These terms are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction.