Understand how we handle your data, protect your privacy, and ensure compliance with our platform policies.
Last updated: 21-Sep-2026
These Business Licence Terms and Conditions ("Terms") govern access to and use of the CO2 Impact carbon reporting and reduction planning platform (the "Platform"). By registering for, accessing, or using the Platform, you agree to be bound by these Terms. The Platform is supplied for business use only. The person accepting these Terms confirms that they are authorised to bind the Subscriber. If the Subscriber does not agree to these Terms, it must not access or use the Platform.
CO2 Impact Ltd (company number 15917644) is incorporated in England and Wales with its registered office at 67 Albion Street, Leeds, LS1 5AA ("we", "us", or "CO2 Impact").
In these Terms, the following expressions have the meanings set out below.
| Term | Meaning |
|---|---|
| Authorised User | An individual whom the Subscriber has authorised to use the Platform under its Business Licence. |
| Automatic Top-up | The optional facility described in clause 7.6 under which Top-Up Tokens are purchased automatically when the Token Balance falls to a threshold set by the Subscriber |
| Billing Period | The interval at which Subscription Fees are collected during the Licence Term, being either the full Licence Term in advance (annual payment) or each month of the Licence Term (monthly payment), as selected by the Subscriber. |
| Business Licence | The paid licence that permits the Subscriber and its Authorised Users to access the Platform. |
| Carbon Consultant | An independent carbon specialist whom the Subscriber may contract with to assist with carbon reporting or a carbon reduction plan. |
| Jenny | The CO2 Impact built-in AI support assistant available within the Platform. |
| Licence Term | The twelve-month period for which a Business Licence is granted, commencing on the date of purchase or renewal. |
| Licence Tokens | The allocation of Usage Tokens included with a Business Licence and issued according to the Subscriber’s monthly or annual payment frequency. |
| Main Administrator | The Authorised User designated by the Subscriber as the primary account holder, responsible for billing, renewals and token settings. |
| Restricted Mode | The limited account state described in clause 4.4. |
| Subscriber | The business entity registering for, purchasing and using the Platform. |
| Subscription Fees | The fees payable for the Business Licence for the Licence Term, as published on our website or displayed at checkout, excluding Top-Up Token purchases. |
| Token Balance | The Usage Tokens currently available to the Subscriber, displayed by allocation and expiry date. |
| Top-Up Tokens | Additional Usage Tokens purchased separately, including through Automatic Top-Up. Each allocation expires 12 months after the date on which it is credited to the Token Balance. |
| Usage Tokens | Digital credits consumed when token-dependent tasks are performed on the Platform, including data uploads, external data lookups and other specified operations. |
| User Data | Data submitted to the Platform by or on behalf of the Subscriber. |
3.1 Subject to payment of the applicable fees and compliance with these Terms, we grant the Subscriber a non-exclusive, non-transferable, non-sublicensable right to access and use the Platform during an active Licence Term for the Subscriber’s internal business purposes only.
3.2 A Business Licence is issued at business (organisation) level and may permit access for one, or multiple Authorised Users associated with the same Subscriber account, subject to the applicable subscription tier and any purchased user limits.
3.3 All Authorised Users linked to a Business Licence share its Licence Term, Token Balance and renewal status. The Subscriber is responsible for managing Authorised Users, their access rights and all activity carried out using its accounts.
3.4 If a renewal payment is unsuccessful or a Business Licence expires or is terminated for any reason, access restrictions will apply simultaneously to all Authorised Users linked to that Business Licence, in accordance with these Terms.
3.5 Access credentials are personal to each Authorised User and must not be shared. The Subscriber must notify us promptly if credentials have been compromised.
3.6 The Subscriber must not, and must not permit any other person to:
4.1 Every Business Licence is granted for a Licence Term of twelve months. Subscription Fees for the Licence Term are payable either annually in advance or in twelve monthly instalments, as selected during registration or at renewal. The payment frequency may be changed at the renewal stage. Selecting monthly payment does not shorten the Licence Term; the Subscriber is committing to the full twelve-month Licence Term and the monthly instalments due for it.
4.2 Where automatic renewal is enabled, the Business Licence renews at the end of each License Term for a further twelve-month period, and the applicable fee is charged to the saved payment method. We will send an automated reminder before an annual automatic renewal and any other reminder required by applicable law.
4.3 Where automatic renewal is not enabled, the Subscriber’s main administrator user will receive renewal reminders before their license expires. The Subscriber remains responsibility to for renewing before their License Term expires. Following the successful renewal, we will email a VAT invoice to the billing email held on the billing area of the account.
4.4 Where the Subscriber pays monthly and a monthly instalment is not received, the account will move into Restricted Mode until the instalment is paid. The Licence Term is not extended by any period spent in Restricted Mode.
4.5 If a renewal payment is unsuccessful or the Business Licence expires, the account will automatically move into a Restricted Mode.
4.6 At any time after expiry, the Subscriber may manually renew its Business Licence via the Platform. Full functionality will be restored after successful payment, subject to these Terms. The Restricted Mode does not extend or restart the expiry date of any Usage Tokens.
5.1 Subscription Fees, charges for additional users or sites, Top-Up Token prices and other applicable fees are displayed before purchase. Fees are payable in advance and are exclusive of VAT or other applicable taxes unless stated otherwise.
5.2 We may change published prices from time to time. A price change will not alter the price or expiry of Usage Tokens already purchased and will apply only to a future purchase or renewal after the change takes effect.
5.3 All subscription fees and token purchases are non-refundable except where required by law or where we confirm that a charge or token deduction resulted from a platform error.
5.4 Failure to pay a renewal or Automatic Top-Up charge will prevent the related tokens from being credited and may result in Restricted Mode where the failed payment relates to the Business Licence.
6.1 We aim to make the Platform available 24/7, excluding scheduled maintenance, emergency maintenance and events beyond our reasonable control.
6.2 Support is provided in the first instance through our built-in AI assistant, Jenny, which is always available within the Platform. Jenny will attempt to resolve queries and issues automatically by answering questions, providing documents or training videos where applicable or explaining how to access or use a feature. Where Jenny determines that an issue cannot be resolved through automated assistance, it will offer the user the option to raise a support ticket. Support tickets are reviewed and responded to by a member of the CO2 Impact support team during business hours (09:00–17:30 UK time, business days). Raising a support ticket directly, without first engaging with Jenny, is not available. If Jenny is temporarily unavailable due to a platform-wide outage or maintenance, or the query concerns privacy, security or accessibility the Subscriber may contact us directly at support@co2impact.co.uk.
6.3 Jenny uses artificial intelligence and may produce incomplete or inaccurate responses. Its responses are general support information and are not legal, accounting, tax, assurance or specialist carbon consultancy advice. Users should verify important information.
6.4 We do not guarantee uninterrupted or error-free operation but will use reasonable efforts to address reported issues.
7.1 Overview
The Platform operates a Usage Token system. Usage Tokens are consumed each time a Subscriber performs a token-dependent task on the Platform, including but not limited to data entry, data uploads, vehicle specification lookups, address lookups, DVLA lookups, API-based data retrieval, and other operations that incur external data costs. The number of tokens consumed per task will be displayed within the Platform.
7.2 Licence token allocation
Each Business Licence includes an allocation of Licence Tokens, which varies by subscription tier and the number of additional sites or users the Subscriber has purchased. Licence Tokens are issued as follows:
Allocations are intended to support normal carbon accounting activity for the relevant tier. High-volume activity, including uploads for large fleets, multiple sites or repeated external lookups, may exhaust the allocated volume before the end of each relevant period. If this occurs, the user can choose to purchase top-up tokens to allow them further activity on the platform or wait until the next allocation is due, at the start of the next month on monthly payment subscriptions or at the start of a renewal on annual subscriptions.
7.3 Token expiry and rollover
The following rules apply:
7.4 High-volume / bulk upload operations
Before initiating a bulk data upload or other high-volume token-dependent operation, the Platform will calculate and display the estimated number of Usage Tokens required to complete the task. If the Subscriber’s current Token Balance is insufficient to complete the operation, the Platform will notify the Subscriber before the upload begins and the operation will not proceed until sufficient tokens are available.
7.5 Purchasing top-up tokens
The Subscriber may purchase Top-Up Tokens through the published top-up plans shown in the Platform. The quantity, price, VAT treatment and expiry rule will be displayed before purchase. Tokens are credited after successful payment, and a VAT invoice or payment confirmation will be sent to the main administrator.
7.6 Automatic top-up
The main administrator of the Subscriber may configure the Platform to purchase a selected top-up plan automatically when the Token Balance falls to or below a selected threshold. By enabling Automatic Top-Up, the Subscriber authorises CO2 Impact to charge the selected top-up plan to the Subscriber’s saved payment method whenever the Token Balance reaches or falls below the configured threshold.
7.7 Token draw-down order and balance
Usage Tokens are consumed in strict earliest-expiry-date order across all token types. No distinction is made between Licence Tokens and Top-Up Tokens in the draw-down sequence; whichever tokens expire soonest are consumed first, regardless of type. By way of illustration:
The draw-down order is applied automatically by the Platform; the Subscriber does not need to select which tokens to use. The Platform will display each current allocation of tokens, its remaining balance and expiry date, together with a transaction history.
7.8 Token rates and corrections
Token rates may vary by task and may be changed prospectively. We will not retrospectively increase the rate for a completed task or reduce the Token Balance merely because a published rate changes. We may correct a balance to reverse a Platform error, duplicate credit or duplicate deduction and will keep an appropriate transaction record.
7.9 Refunds and transfers
Licence Tokens and Top-Up Tokens have no cash value, cannot be transferred between Subscribers and are non-refundable, except where required by applicable law or where clause 5.3 applies.
8.1 The Subscriber retains ownership of all User Data and is responsible for its accuracy, completeness, legality and the authority to submit it to the Platform.
8.2 The Subscriber grants CO2 Impact a royalty-free, non-exclusive licence to host, copy and otherwise process User Data only as necessary to:
8.3 Data is treated as anonymised only where individuals are not identifiable by means reasonably likely to be used. Pseudonymised data remains personal data where applicable law treats it as such.
8.4 The Subscriber must not upload special category personal data, criminal offence data or other unnecessarily sensitive personal data unless expressly agreed with us in writing and supported by an appropriate lawful basis.
9.1 Platform outputs depend on User Data, assumptions, emissions factors, chosen methodologies and third-party information. The Subscriber is responsible for checking that its inputs and selected methodology are appropriate.
9.2 Calculations, reports and reduction suggestions output from the platform are estimates and decision-support tools based upon the data the Subscriber supplied. Unless expressly purchased as an additional service, they do not constitute an audit, verification, certification, regulatory filing or professional legal, tax, accounting or consultancy advice.
9.3 Emissions factors, methodologies and third-party datasets may change. We may update them prospectively and will not be responsible for inaccuracies in third-party lookup data that are outside our reasonable control.
10.1 Each party shall comply with applicable data protection laws, including UK GDPR and the Data Protection Act 2018, in each case as amended.
10.2 Full details of our data handling practices are set out in our Privacy Policy.
10.3 We act as controllers for personal data used to administer accounts, billing, security, support and our direct relationship with the Subscriber. Where we process personal data contained in User Data solely on the Subscriber’s documented instructions, the Subscriber is the controller and we act as processor.
11.1 Each party will keep confidential the other party’s non-public business, technical and commercial information and will use it only to perform or exercise rights under these Terms.
11.2 This obligation does not apply to information that is public through no breach, was lawfully known already, is independently developed, or is lawfully received without confidentiality restrictions.
11.3 A party may disclose confidential information where required by law, provided it gives advance notice where legally permitted.
12.1 CO2 Impact and its licensors retain all intellectual property rights in the Platform, software, interface, documentation, methodologies and content supplied by us. No rights are transferred except the limited right of use in clause 3.
12.2 The Subscriber may use reports generated from its User Data for its internal business purposes and legitimate reporting requirements, subject to any identified third-party rights.
13.1 We warrant that we have the right to provide the Platform and that it will be delivered with reasonable skill and care.
13.2 Except as expressly stated, the Platform is provided as available and all implied terms, conditions, and warranties are excluded to the fullest extent permitted by law.
14.1 Subject to clause 14.3, we are not liable for indirect or consequential loss, or for loss of profit, revenue, anticipated savings, goodwill or business opportunity.
14.2 Subject to clause 14.3, our total aggregate liability arising out of or in connection with these Terms will not exceed the total Subscription Fees and Top-Up Token fees paid by the Subscriber in the 12 months immediately preceding the event giving rise to the claim.
14.3 Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited or excluded.
15.1 We may update the Platform or these Terms from time to time. Material adverse changes will be notified at least 30 days in advance where reasonably practicable.
15.2 Changes to token allocations, rates or prices apply prospectively and do not alter the quantity or expiry date of tokens already credited, except to correct an error under clause 7.8.
15.3 Continued use after an updated version takes effect constitutes acceptance. If the Subscriber does not accept a material change, it may disable renewal and stop using the Platform at the end of its current license.
16.1 Either party may terminate these Terms for a material breach that is not remedied within 30 days after written notice requiring remedy.
16.2 We may suspend or terminate access immediately where required by law, for non-payment, a material security threat or serious misuse of the Platform.
16.3 On termination or expiry, all Authorised Users lose access. Unused Licence Tokens expire. Top-Up Tokens remain subject to their original 12-month expiry dates but cannot be used while the Business Licence is inactive. They become available again only if the same Subscriber account is reactivated before they expire.
16.4 No refund or credit is due for any unused part of a Business Licence, Licence Tokens or Top-Up Tokens except where required by law or where clause 5.3 applies.
16.5 Before planned expiry or termination, the Subscriber should export any reports or User Data it wishes to retain using the export facility in the platform. Following termination, User Data will be returned or deleted in accordance with Schedule 1 which sets out the terms, including any administration fee, on which a post-termination export is provided.
17.1 We may introduce independent Carbon Consultants offering carbon reporting, reduction planning, compliance or related advisory services.
17.2 Any engagement is at the Subscriber’s discretion and is governed by a separate contract between the Subscriber and the Carbon Consultant. CO2 Impact is not a party to that contract and does not control or supervise the consultant’s work.
17.3 The Subscriber is responsible for its own due diligence, including qualifications, experience, insurance and regulatory compliance. To the fullest extent permitted by law, we are not responsible for a consultant’s acts, omissions, advice or deliverables merely because we made an introduction.
18.1 Neither party is liable for delay or failure caused by events beyond its reasonable control, excluding the Subscriber’s obligation to pay charges already due.
18.2 The Subscriber may not assign or transfer these Terms without our prior written consent. We may assign them as part of a genuine business sale, restructuring or transfer of the Platform, subject to applicable data protection law.
18.3 If any provision is unlawful or unenforceable, it will be modified to the minimum extent necessary or removed, and the remaining provisions continue in effect.
18.4 A delay or failure to exercise a right is not a waiver of that right.
18.5 These Terms, the applicable order or checkout information and any expressly incorporated data processing terms form the entire agreement concerning the Business Licence. If there is a conflict, the order of precedence is: a separately signed agreement; the applicable order or checkout information; these Terms.
18.6 Notices concerning breach or termination must be sent by email to the registered account contact and, for notices to us, to support@co2impact.co.uk. Routine service messages may be delivered through the Platform or email.
18.7 These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction.
19.1 This section explains how CO2 Impact processes personal data as controller when administering the Platform and its customer relationships. It should be read with clause 10 and Schedule 1.
19.2 Personal data and purposes
| Data | Purpose | Lawful basis |
|---|---|---|
| Account and business contact details | Registration, account administration, service communications and support | Contract and legitimate interests |
| Billing and transaction records | Payments, invoices, token allocations, top-ups, renewals and financial records | Contract and legal obligation |
| Credentials, usage data and audit logs | Authentication, security, fraud prevention, service operation and troubleshooting | Contract and legitimate interests |
| Support requests and Jenny conversations | Providing support, investigating issues and improving support quality | Contract and legitimate interests; consent where required |
The Platform is designed primarily to process business and emissions-related data and is not intended to store special category personal data.
19.3 Sharing and international transfers
We do not sell personal data. We may share it with service providers supporting hosting, payments, analytics, communications, customer support and AI functionality, and with professional advisers or authorities where necessary. Service providers are subject to contractual confidentiality and data protection obligations. Core Platform data is hosted on Amazon Web Services infrastructure in Europe. Where personal data is transferred outside the UK, we use applicable adequacy regulation or approved contractual safeguards.
19.4 Jenny and AI processing
Jenny conversations may be processed by contracted AI and support service providers for the purpose of responding to users and maintaining the service. Users should not include unnecessary personal or sensitive information. If we use identifiable conversation data for a materially different training purpose, we will provide appropriate information and establish a lawful basis before doing so. Current sub-processor and retention information is available on request.
19.5 Retention
We retain controller records only for as long as necessary for the relevant purpose. Account and service records are generally retained for the active relationship and may be retained for up to six years after closure where required for contractual, tax, accounting or legal purposes. Security logs and support or Jenny records may have shorter operational retention periods under our retention schedule. User Data processed on the Subscriber’s behalf is handled under Schedule 1.
19.6 Rights and complaints
Subject to applicable law, individuals may request access, rectification, erasure, restriction or portability of their personal data, and may object to processing. Where processing relies on consent, consent may be withdrawn without affecting prior lawful processing. Requests may be sent to support@co2impact.co.uk. Individuals may also complain to the UK Information Commissioner’s Office.
19.7 Security
We apply appropriate technical and organisational measures to safeguard personal data, including encryption and access controls.
19.8 Contact details
For contractual or data protection queries, contact:
CO2 Impact Ltd
67 Albion Street
Leeds, LS1 5AA
Email: support@co2impact.co.uk
By subscribing and using the Platform, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.
1 Scope.
This Schedule applies where CO2 Impact processes personal data in User Data as processor. The subject matter is provision of the Platform; the duration is the Licence Term plus limited return, deletion and backup periods; and the purpose is hosting, organising, calculating, reporting, securing and supporting carbon accounting activity.
2 Instructions.
We process that data only on the Subscriber’s documented instructions, including these Terms and its use of the Platform, unless UK law requires otherwise. We will give advance notice of legally required processing unless prohibited by law.
3 People and data.
Data subjects may include the Subscriber’s staff, customers, suppliers, drivers and contractors. Data may include identifiers, business contacts, travel, vehicle, location, energy-use, expense and activity information. The Subscriber must avoid unnecessary sensitive data.
4 Confidentiality and security.
Authorised personnel are subject to confidentiality obligations. We maintain appropriate technical and organisational measures having regard to the processing risks.
5 Sub-processors.
The Subscriber generally authorises sub-processors needed to provide the Platform. We impose materially equivalent obligations and remain responsible as required by law. A current list is available on request. We will give reasonable notice of a material new sub-processor where required, allowing a reasonable data protection objection.
6 Assistance and breaches.
Taking account of the processing and information available, we provide reasonable assistance with data subject rights, impact assessments and regulatory consultations. We notify the Subscriber without undue delay after becoming aware of a personal data breach affecting relevant User Data.
7 Return and deletion
On expiry or termination, the Subscriber may, within 30 days, request in writing to support@co2impact.co.uk an export of its reports and User Data. We will provide the export in a standard machine-readable format within 14 days of the request, or within a longer period agreed with the Subscriber where the volume of data makes this necessary. A post-termination export is subject to a reasonable administration fee, quoted on request and calculated by reference to the number of sites on the Subscriber’s account and the volume of data to be exported, payable before the export is released. No fee applies to exports the Subscriber makes itself through the Platform while its account is active. Following the end of the 30-day period we delete User Data from live systems within 30 days and from backups within 90 days, unless retention is required by law, and will confirm deletion on request. Deletion is not conditional on payment of any fee.