End User Licence Agreement

1. About this agreement

1.1 This End User Licence Agreement ("Agreement") is between James Wiles, trading as Roost Labs, of 46 Compton Way, Farnham, Surrey, GU10 1QU, United Kingdom ("Roost Labs", "we", "us", "our"), and the business that uses Arctic Air ("Customer", "you", "your").

1.2 Arctic Air is business management software for heating, ventilation, air conditioning and refrigeration firms. It includes job and diary management, quoting, invoicing, customer communication, and optional connections to accounting software ("Software").

1.3 By creating an account, connecting an accounting system, or using the Software, you agree to this Agreement on behalf of your business. If you do not agree, do not use the Software.

1.4 The Software is supplied to businesses only. It is not intended for use by consumers.

1.5 If you have signed a separate written agreement with Roost Labs for the Software, that agreement takes priority over this one where the two conflict.

2. Licence

2.1 Subject to this Agreement and to payment of any fees due, we grant you a non-exclusive, non-transferable, non-sublicensable, revocable licence to access and use the Software for your internal business purposes during the term of your subscription.

2.2 You may allow your employees and contractors ("Authorised Users") to use the Software on your behalf. You are responsible for their use of it and for their compliance with this Agreement.

2.3 The Software is licensed, not sold. We and our licensors keep all rights, title and interest in the Software, including all intellectual property rights. No rights are granted except those expressly set out in this Agreement.

3. Restrictions

You must not, and must not allow anyone else to:

• (a) copy, modify, adapt or create derivative works of the Software, except as the law expressly permits;
• (b) reverse engineer, decompile or disassemble the Software, except to the extent the law allows despite this restriction;
• (c) sell, rent, lease, sublicense or otherwise make the Software available to any third party, other than your Authorised Users;
• (d) use the Software to build a competing product or service;
• (e) attempt to gain unauthorised access to the Software, its systems, or any other customer's data;
• (f) interfere with or disrupt the integrity or performance of the Software;
• (g) use the Software for any unlawful purpose, or to send unlawful, misleading or unsolicited communications; or
• (h) remove or alter any proprietary notices in the Software.

4. Accounts and security

4.1 You must keep your login details confidential and make sure each Authorised User has their own login.

4.2 You must tell us promptly at jwiles@roostlabs.co.uk if you become aware of any unauthorised use of your account.

4.3 You are responsible for the accuracy of the information you and your Authorised Users enter into the Software.

5. Your data

5.1 You keep all rights in the data you and your Authorised Users put into the Software, or that the Software receives from services you connect ("Customer Data").

5.2 You grant us a limited licence to host, copy, process and display Customer Data only as needed to provide, secure and support the Software for you.

5.3 We process personal data within Customer Data on your behalf, as your processor, in line with UK data protection law and our Privacy Policy at https://roostlabs.co.uk/arctic-air/privacy.

5.4 We do not sell Customer Data. We do not use it for advertising, and we do not use it to train artificial intelligence models.

6. Connected accounting software

6.1 The Software can connect to accounting services, including QuickBooks Online (provided by Intuit Inc.) and Xero (provided by Xero Limited) ("Third-Party Services"). A connection is made only when an authorised person at your business approves it.

6.2 Once you approve a connection, the Software may read and write the accounting records needed to provide its features. These include customers, invoices, payments, credit notes where the connected service supports them, and the account, product and tax settings used to record them.

6.3 You may disconnect a Third-Party Service at any time from within that service or by contacting us. Once a connection is withdrawn the Software can no longer access that service, and we delete the access credentials we hold for it on request.

6.4 Your use of a Third-Party Service is governed by that provider's own terms. Intuit Inc. and Xero Limited are not parties to this Agreement and are not responsible for the Software or for any support of it. We are not responsible for the availability, accuracy or conduct of any Third-Party Service.

6.5 You remain responsible for your accounting records, including reviewing entries made through the Software and meeting your tax and VAT obligations. We recommend that your bookkeeper or accountant approves how the Software records transactions before you use it with live records.

7. Fees

7.1 Fees for the Software are set out in your proposal or order with Roost Labs. Unless it states otherwise, fees are payable in advance and are non-refundable.

7.2 Any fees charged by a Third-Party Service, such as a subscription to connect your accounting software, are payable by you directly to that provider.

7.3 We may suspend access to the Software if fees remain unpaid for more than 14 days after we have given you written notice.

8. Support and changes

8.1 We will provide reasonable support by email during UK business hours.

8.2 We may update the Software from time to time to improve it, fix issues, maintain security, or comply with law or with the requirements of a Third-Party Service. We will not make a change that materially reduces the core functionality you have paid for without telling you in advance.

9. Confidentiality

Each party will keep confidential any non-public information it receives from the other in connection with this Agreement. It will use that information only to perform this Agreement. This does not apply to information that is or becomes public through no fault of the receiving party, or that must be disclosed by law.

10. Warranties

10.1 We will provide the Software with reasonable skill and care.

10.2 Except as set out in this Agreement, the Software is provided "as is" and "as available". To the fullest extent permitted by law, we exclude all other warranties, conditions and terms, whether express or implied, including those of satisfactory quality and fitness for a particular purpose.

10.3 We do not warrant that the Software will be uninterrupted or error-free, or that it will meet requirements you have not agreed with us in writing.

10.4 The Software does not provide legal, tax, accounting or regulatory advice.

11. Limitation of liability

11.1 Nothing in this Agreement limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded by law.

11.2 Subject to clause 11.1, we are not liable for any loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss, however arising.

11.3 Subject to clause 11.1, our total liability arising out of or in connection with this Agreement, whether in contract, tort (including negligence) or otherwise, is limited to the total fees you paid for the Software in the 12 months before the event giving rise to the claim.

12. Indemnity

You will indemnify us against claims, losses and costs arising from your breach of clause 3, or from Customer Data that infringes a third party's rights or breaks the law.

13. Term and termination

13.1 This Agreement starts when you first use the Software and continues until your subscription ends or either party ends it under this clause.

13.2 Either party may end this Agreement by giving 30 days' written notice, unless your order with Roost Labs sets a different term.

13.3 Either party may end this Agreement immediately by written notice if the other commits a material breach and, where the breach can be remedied, fails to remedy it within 14 days of being asked to.

13.4 When this Agreement ends, your licence ends and you must stop using the Software. For 30 days afterwards, you may ask us for an export of your Customer Data. After that period we will delete Customer Data, unless the law requires us to keep it. We will also end all connections to Third-Party Services and delete their access credentials.

13.5 Clauses 5, 9, 10, 11, 12, 13.4 and 15 continue after this Agreement ends.

14. Changes to this Agreement

We may update this Agreement from time to time. We will give you at least 30 days' notice of any material change by email or within the Software. If you continue to use the Software after a change takes effect, you accept the updated Agreement.

15. General

15.1 Assignment. You may not transfer this Agreement without our written consent. We may transfer it to a successor to our business, and we will tell you if we do.

15.2 Events outside our control. Neither party is liable for delay or failure caused by events beyond its reasonable control.

15.3 Entire agreement. This Agreement, together with your order and our Privacy Policy, is the entire agreement between the parties about the Software.

15.4 Severance. If any part of this Agreement is found invalid, the rest remains in effect.

15.5 Waiver. A delay in enforcing a right does not waive it.

15.6 Third parties. No one other than the parties has any right to enforce this Agreement under the Contracts (Rights of Third Parties) Act 1999.

15.7 Governing law. This Agreement and any dispute arising from it are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

16. WhatsApp Business

16.1 The service. Arctic Air is a CRM system that Roost Labs builds, hosts and maintains for your firm, on a monthly subscription that covers hosting and changes. Connecting WhatsApp lets you receive and reply to your customers' WhatsApp messages inside it.

16.2 What stays yours. Your WhatsApp Business Account, your phone number and your data belong to you. You connect them through Meta's own login, and you pay Meta directly for WhatsApp messaging through your own payment method on your Meta account. We do not resell WhatsApp messaging or pay for it on your behalf.

16.3 Your customers' consent. You are responsible for having your customers' consent to be messaged on WhatsApp, and for following WhatsApp's Business Messaging Policy and Commerce Policy.

16.4 Meta's decisions. WhatsApp is provided by Meta, not by us. We are not responsible for Meta's decisions about your account or number, including suspensions, messaging limits and template rejections, or for outages of Meta's or any other third-party service. Clause 11 limits our liability for everything else.

16.5 Disconnecting and leaving. You can disconnect WhatsApp at any time by removing Arctic Air from your business's connected apps in Meta Business Suite settings, which revokes its access immediately. Our data deletion instructions set out the steps. When you leave, your WhatsApp connection details, access token, messages and contacts are deleted at the end of the 30-day export period in clause 13.4, so within 30 days of you leaving. Your WhatsApp Business Account and number remain yours.

16.6 Governing law. Like the rest of this Agreement, this clause is governed by the law of England and Wales (clause 15.7).

17. Contact

Roost Labs — James Wiles, sole trader
46 Compton Way, Farnham, GU10 1QU, United Kingdom
jwiles@roostlabs.co.uk · 07713664439

Arctic Air · Privacy Policy · Data deletion · Last updated 22 September 2026