Terms of Service

Service Almanac is software for tracking maintenance agreements — customers, equipment, agreements, visits, and renewals — made for HVAC, plumbing, electrical, and other service shops. Where these terms say “we” or “us,” they mean [To confirm with counsel: the legal entity that operates Service Almanac, and its business address]. Where they say “you,” they mean the shop that signed up and the people you let use the account.

You sign in with a link we email you — there is no password to pick or lose. That makes your email inbox the key to your account, so keep it secure, and tell us promptly at hello@servicealmanac.com if you think someone else has gotten into it.

One account holds one shop’s book. You are responsible for what the people you invite to your account do in it. You need to be 18 or older and able to enter into a contract on behalf of your business.

The trial is 14 days with every feature turned on, and it does not ask for a card. When it ends, staying on costs $49 per month for the whole shop — no per-seat fees and no add-ons. If you do nothing, nothing is charged and the account simply stops being usable until you either subscribe or ask us to close it.

If you subscribe, you are billed monthly in advance, and the price you signed up at stays yours for as long as you keep the subscription running. If we ever change pricing for existing shops, we will tell you by email at least 30 days before it takes effect, and you can cancel instead.

Cancel any time from your billing settings. Cancelling stops the next charge and you keep access through the end of the month you have already paid for. We do not pro-rate partial months, but if something has gone genuinely wrong, email us — we would rather sort it out than argue about $49.

Subscription payments are handled by Stripe. Card numbers go straight to Stripe and never touch our servers — we can see that a payment succeeded, not the card that made it.

If you use Service Almanac to take payments from your own customers, that also runs through Stripe, and Stripe has its own agreement with you that you accept when you connect your account. In those payments you are the merchant: you sell the work, you set the price, and you handle refunds and disputes with your customer. We pass the money along and keep the records straight; we are not a party to the job.

Everything you put into Service Almanac — your customers, their addresses and equipment, your agreements, visits, notes, quotes, and invoices — stays yours. We hold it to run the service for you, and that is all we do with it:

• We do not sell it or rent it to anyone.
• We do not use it to train AI models.
• We do not look at an individual shop’s book except when you ask us for help with something, or when we have to in order to fix a fault or meet a legal obligation.
• Settings gives the account owner a Download everything action. It exports the shop’s records in one file with no limit on the number of records, including customers, jobs, quotes, invoices, plans, visits, team members, account activity, and a list of uploaded media. Photo and video files are not bundled in that file; contact us before closing if you need help taking a copy. The smaller spreadsheet downloads on list pages remain available for day-to-day work.

What we do with data, and who else touches it, is set out in full in the Privacy Policy.

• Have the right to the data you put in. When you upload your customer list, you are telling us you are allowed to hold that information and to let us process it on your behalf.
• Only email people who want to hear from you. Reminder and renewal emails go out under your shop’s name to your own customers. Do not use the service for cold outreach, purchased lists, or anything else that would count as spam.
• Keep it legal and keep it working. No using the service to break the law, no attempting to reach another shop’s data, no probing or overloading the system, and no reselling the service as your own.

If something you do puts other shops or their customers at risk, we may suspend the account while we sort it out. We will tell you why, and we will give you your data.

Visit reminders, renewal notices, quotes, and invoices go to your customers from your shop’s name, with your reply address on them, so replies land in your inbox and not ours. You decide what goes out and when — nothing is sent to a customer without a person at your shop choosing to send it.

Some parts of the product use AI: reading the spreadsheet you paste in during import, drafting a renewal or follow-up email from a customer’s history, and turning a written request into a job. Two things are always true about them:

• A draft is a draft. Anything AI produces is a suggestion for you to read, correct, and approve. Nothing drafted goes to a customer until you send it. Check the numbers and dates before they leave your hands — you are responsible for what your shop sends.
• Your book is not training data. We send only what a feature needs to the model provider, under an agreement that it is not used to train their models.

We work to keep the service up and fast, and we watch it around the clock. We do not promise a specific uptime percentage or service credit today. The database is backed up automatically by the company that hosts it. When something breaks in a way that affected your book, we will tell you rather than hoping you did not notice.

Support is by email at hello@servicealmanac.com. We answer quickly during business hours, and this is a small operation — not a 24-hour call centre.

The service is provided as it is. Beyond what these terms say plainly, we do not make promises about it — that it will suit a particular way of running your shop, that it will never be down, or that it will never have a bug. To the extent the law allows, the implied warranties do not apply.

Service Almanac keeps your agreement book. It is not your accounting system, and it is not legal, tax, or compliance advice.

If we let you down, the most we owe you is the fees you paid us in the 12 months before the problem. We are not liable for lost profits, lost business, or knock-on losses. Nothing here is meant to limit liability that the law does not allow us to limit — including for fraud or for our own gross negligence.

Keeping your own copy of anything you cannot afford to lose is a good idea with any software, ours included. The CSV export is right there.

You can cancel at any time, for any reason, without telling us why. Export what you want first — it takes a minute.

Closing the account is separate from cancelling the subscription. Cancel any active subscription in Billing first; deleting the account does not cancel it at Stripe.

We can end an account if it goes unpaid, or if it is being used in a way that breaks section 6. Except in an emergency we will give you notice and a chance to fix it first, and we will give you a window to export your data before anything is deleted. How long we keep data after an account closes is in the Privacy Policy.

We will update these terms as the product changes. For a small change we will update the date at the top. For anything that meaningfully affects you — price, what we do with your data, your rights here — we will email the account before it takes effect. Carrying on using the service after that means you accept the new version; if you do not, cancel, and we will refund the unused part of the month.

These terms are governed by the laws of [To confirm with counsel: the governing state or jurisdiction, and where disputes are heard]. If any part of them turns out to be unenforceable, the rest still stands. Neither of us can transfer this agreement without the other’s say-so, except that we may transfer it if the business is sold — in which case we will tell you.

Together with the Privacy Policy, this is the whole agreement between us about the service.

Questions about any of this go to hello@servicealmanac.com. A real person reads it. Last updated August 31, 2026.