Turfly Terms of Service
Last updated: 19 October 2026
These terms set out the agreement between you and us when you use Turfly. Please read them carefully. By signing up for a subscription you agree to them.
1. About us and these terms
1.1 Turfly is provided by Leigh Swann (sole trader), trading as Turfly ("Turfly", "we", "us"), based at 9 Leconfield Drive, Stoke-on-Trent, Staffordshire ST4 8GP, England, United Kingdom. Contact: hello@turflyfleet.com or support@turflyfleet.com. WhatsApp: 07768 112649.
1.2 "You" or "the Customer" means the golf club, company or organisation that signs up. The person signing up confirms they have authority to agree to these terms on its behalf.
1.3 Turfly is for business use only. It is not offered to consumers.
1.4 Our Privacy Policy (turflyfleet.com/privacy) explains how we handle personal data and forms part of these terms.
2. What Turfly does
2.1 Turfly is an online equipment pre-start check and maintenance log for greenkeeping teams. Each machine has a Turfly Tag (an NFC keyfob). Staff tap the tag with a phone to open that machine's pre-start check and enter their name. No app or login is needed. Managers log in at app.turflyfleet.com to view check status, defects, service logs and CSV exports.
2.2 Turfly is a record-keeping tool. See section 9, which is important.
3. Plans and prices
Club: £29/month or £290/year. Includes up to 10 machines and 10 Turfly Tags. Estate / Group: price by arrangement. Includes what is agreed in writing.
3.1 Prices are as shown on our website at the time you sign up. We may change prices by giving you at least 30 days' notice by email. Changes apply from your next billing date after the notice period, and you can cancel before then if you don't wish to continue.
3.2 Promotional codes may be offered from time to time. Each code applies only on the terms stated with it, has no cash value and may be withdrawn at any time (a discount already applied to your subscription will continue for its stated period).
4. Signing up
4.1 You sign up online and pay through Stripe. There is no free trial: your subscription and billing start on the day you sign up, and your first payment (monthly or yearly) is taken then.
4.2 We post your Turfly Tags after you sign up so you can start using Turfly straight away.
5. Billing, cancellation and refunds
5.1 Subscriptions are billed in advance, monthly or yearly, through Stripe, starting from your sign-up date. Subscriptions renew automatically until cancelled.
5.2 You can cancel at any time through the Stripe customer portal (link in your account) or by emailing support@turflyfleet.com. Cancellation takes effect at the end of your current billing period, and you keep access until then.
5.3 No refunds for part periods. Fees already paid are not refundable. We don't refund unused parts of a month or a year, including on yearly plans. (This doesn't affect the refund in 13.2 if we end the service.)
5.4 If a payment fails, we'll let you know and may pause access to the manager dashboard until payment is made. If payment is still outstanding after 14 days, we may end your subscription.
6. Turfly Tags
6.1 Your plan includes the number of Turfly Tags shown in section 3.
6.2 Turfly Tags remain our property. They are supplied for use with your subscription. When your subscription ends, you must return all Turfly Tags to us within 14 days to our returns address: Leigh Swann (sole trader), trading as Turfly, 9 Leconfield Drive, Stoke-on-Trent, Staffordshire ST4 8GP, England (mark for Turfly Tag returns). Questions: hello@turflyfleet.com.
6.3 Unreturned Turfly Tags are charged at £10 each. If any Turfly Tags are not returned within the period in 6.2, we will charge you £10 for each unreturned Turfly Tag (our replacement tag price), using the payment method on your account.
6.4 Replacement or extra Turfly Tags cost £10 each.
6.5 Turfly Tags only work with an active Turfly subscription. If a tag is lost or stolen, please tell us or unlink it in the app promptly, so it stops opening your checks.
7. Your account and responsibilities
You agree to:
give accurate sign-up details and keep them up to date
keep manager login details secure and tell us straight away if you think someone else has access
make sure your staff use Turfly properly and enter accurate information
not misuse Turfly. For example, don't try to access other clubs' data, disrupt or reverse-engineer the service, upload unlawful or harmful content, or resell access without our agreement
have a lawful basis for any personal data your staff enter (see section 10).
You are responsible for everything done through your account and your Turfly Tags.
8. Your data
8.1 You own your data. This includes your machine details, check records, defect notes, photos and service logs. You give us permission to store and use it only to provide and improve the service.
8.2 Each club can only see its own data.
8.3 You can export your records as CSV at any time while your account is active. After cancellation we will delete your data within 90 days. Please export anything you need before then.
8.4 We may use anonymised, aggregated information that does not identify you, your club or any person (for example, total number of checks completed) to improve Turfly.
9. Important: health and safety remains your responsibility
9.1 Turfly helps you record and organise checks. It does not replace:
your club's own health and safety duties as an employer and equipment owner (including under the Provision and Use of Work Equipment Regulations 1998)
manufacturer instructions, service schedules and guidance
thorough examination or inspection by a competent person.
9.2 Any checklists or templates in Turfly are a starting point only. You are responsible for making sure checks are suitable for your machines, for acting on defects reported, and for deciding whether a machine is safe to use.
9.3 We don't guarantee that a check completed in Turfly means a machine is safe, or that alerts will always be delivered (for example, emails can be delayed or filtered). Please don't rely on Turfly as your only way of identifying or communicating safety issues.
10. Data processing (staff data)
10.1 For personal data your staff enter into Turfly (such as names typed into checks, defect notes and photos), you are the controller and we are your processor under the UK GDPR. This section forms our data processing agreement.
10.2 What we process: staff names, check results and times, defect notes and photos, service logs, and manager contact details. We process them to provide Turfly for as long as your subscription lasts, plus the deletion period in 8.3.
10.3 We will:
process the data only on your documented instructions (these terms and your use of the app), unless the law requires otherwise, and tell you if we think an instruction breaks data protection law
make sure anyone with access is bound by confidentiality
keep appropriate technical and organisational security measures in place
use only the sub-processors listed in our Privacy Policy (currently Google Firebase, Vercel, Stripe, Resend and Framer), with data protection terms in place, and give you notice of any new sub-processor so you can object (and cancel if you do)
make sure any international transfers have appropriate UK safeguards
help you, as reasonably needed, to respond to data subject requests and meet your security, breach and impact-assessment obligations
notify you without undue delay after becoming aware of a personal data breach affecting your data
delete or return your data at the end of the service (see 8.3), unless the law requires us to keep it
give you the information reasonably needed to show we comply with this section, and allow audits limited to providing written information and answering reasonable questionnaires, on reasonable notice.
10.4 You will make sure you have a lawful basis for the data, tell your staff how their data is used (for example in your staff privacy notice), and not ask staff to enter unnecessary personal or sensitive information.
10.5 We do not use staff data entered into checks for our own marketing.
11. Our service
11.1 We'll provide Turfly with reasonable skill and care. We aim to keep it available at all times, but we can't promise it will be uninterrupted or error-free. Maintenance, updates or problems with third-party providers or phone/internet connections may sometimes affect it.
11.2 We may improve or change features from time to time. If we make a change that materially reduces what you've paid for, we'll tell you and you may cancel, and we'll give you a pro-rata refund of any fees you've prepaid for the affected period.
11.3 Turfly, its software, design and content (other than your data) belong to us or our licensors. We give you a non-exclusive, non-transferable right to use Turfly for your own business during your subscription.
11.4 If you send us suggestions or feedback, we may use them freely.
12. Limitation of liability
This section limits our liability. Please read it carefully.
12.1 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 under English law.
12.2 Subject to 12.1, we will not be liable for:
loss of profits, revenue, business, goodwill or anticipated savings
loss or corruption of data (other than restoring from any backups we hold)
any indirect or consequential loss
loss or damage resulting from your failure to carry out your own health and safety duties, follow manufacturer guidance, have equipment properly inspected, or act on defects recorded in Turfly.
12.3 Subject to 12.1, our total liability to you under or in connection with these terms, whether in contract, tort (including negligence) or otherwise, is limited to the total fees you paid us in the 12 months before the event giving rise to the claim.
12.4 Except as set out in these terms, all warranties and conditions implied by law are excluded to the extent permitted by law.
13. Ending the agreement
13.1 You can end the agreement at any time by cancelling (section 5).
13.2 We may suspend or end your account immediately if you seriously or repeatedly break these terms, don't pay, or use Turfly unlawfully. We may also end the service for any reason by giving at least 30 days' notice, in which case we'll refund any fees you've prepaid for the period after the end date.
13.3 When the agreement ends, your access stops, Turfly Tags must be returned (section 6) and your data will be handled as described in 8.3. Sections 6.2–6.3, 9, 10 (until data is deleted), 12 and 15 continue to apply.
14. Changes to these terms
We may update these terms from time to time. We'll give you at least 30 days' notice by email of any material change. If you keep using Turfly after the change takes effect, the new terms apply. If you don't agree, you can cancel before then.
15. General
15.1 Events outside our control: we're not responsible for delays or failures caused by events beyond our reasonable control (for example, outages at our hosting or payment providers, internet failures, or extreme weather).
15.2 Transfer: we may transfer this agreement to another business (for example if Turfly becomes a limited company or is sold), and we'll tell you if we do. You may not transfer it without our written agreement.
15.3 Entire agreement: these terms (with our Privacy Policy and any written Estate/Group arrangement) are the whole agreement between us.
15.4 If part is invalid, the rest of these terms still applies.
15.5 No third-party rights: no one other than you and us can enforce these terms.
15.6 Notices: we'll send service and account messages to your account email address. These are part of the service and aren't marketing. You can contact us at support@turflyfleet.com.
15.7 Marketing emails: we may send account holders occasional Turfly news and offers by email. You can opt out at sign-up by ticking the box "I'd rather not receive Turfly news and offers", or at any time using the unsubscribe link in every marketing email or by emailing hello@turflyfleet.com. Opting out won't affect your service. See our Privacy Policy for details.
15.8 Law and courts: these terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
16. Contact
Leigh Swann (sole trader), trading as Turfly, 9 Leconfield Drive, Stoke-on-Trent, Staffordshire ST4 8GP, England
Email: hello@turflyfleet.com · Support: support@turflyfleet.com · WhatsApp: 07768 112649