- Document
- Beta Billing Notice
- Version
- 2026-06-01-beta-1
- Status
- published
- Published
- 01/06/2026, 16:51:19
- Effective
- 01/06/2026
- Acceptance
- Notice
Summarybilling-policy-v0.1 - Beta.md
1. Purpose
This Beta Billing Notice explains how billing works while TradeBoard is in beta testing.
It is intentionally short because there are no beta fees, paid subscriptions, renewal terms, payment failures or refund rules to explain yet.
2. Beta access is free
TradeBoard beta access is currently provided free of charge.
During the beta period:
- there are no subscription fees;
- there are no setup fees;
- there are no per-user, per-deal or storage charges;
- TradeBoard does not ask beta users for payment card, direct debit or other payment details.
3. No billing during beta
TradeBoard will not charge beta users for beta access unless TradeBoard first introduces paid terms and gives affected users or customer organisations clear notice.
If paid plans are introduced, TradeBoard will explain the applicable fees, payment method, billing period, cancellation rules and any taxes before any charge applies.
4. Future paid plans
TradeBoard may introduce paid plans, subscriptions, invoices or customer order forms in the future.
If this happens, continued use of paid TradeBoard services may require one or more of the following:
- acceptance of updated Terms of Service;
- acceptance of a full Billing Policy;
- agreement to a customer order form, subscription page or written contract;
- provision of valid billing details by the customer organisation.
No beta user is required to buy a paid plan simply because they took part in the beta.
5. Ending or changing beta access
TradeBoard may change, limit or end beta access as the product develops.
If beta access ends, TradeBoard will aim to give reasonable notice where practical. This does not prevent TradeBoard from suspending or restricting access sooner where needed for security, misuse, legal risk, operational reasons or product stability.
6. Refunds
Because beta access is free and no payment is taken, refunds do not apply during the beta period.
7. Relationship with other terms
This notice only covers billing during beta. Use of TradeBoard is still subject to the applicable Terms of Service, Privacy Notice, Acceptable Use Policy and any other published TradeBoard legal documents.
Use more than one email address for trade deals? Link your other addresses so deals shared with them can appear in the same TradeBoard account.
For example, you might use one address for your business and another for buying stock. Linking both means you can work on those deals from one account.
- Add an email address you own.
- Open the verification email sent to that address.
- Use its link to confirm it belongs to you.
Linking an address doesn’t give you access to every deal. Someone still needs to share the deal with you. A linked address can’t be registered as a separate account while it remains linked.
Choose the types of deal updates you want by email. Your choices apply across your account, including deals you joined from a group and through your verified linked email addresses.
You can turn off general comment emails and still receive replies and @mentions by keeping their separate switch on.
These choices don’t change Activity Inbox, browser notifications or your reminders. Account and verification emails, invitations, access messages, notices about accepting updated terms and collection requests assigned to you keep their own delivery rules.
Each switch saves its choice when you change it. Wait for Saved beside that switch. If it says Not saved, use Try again.
An email already being sent may still arrive. Turning a type back on won’t resend updates you skipped.
Browser notifications can alert you to deal comments without opening your email. You can also choose them for your personal reminders.
Choose Enable and allow notifications when your browser asks. This enables the browser you’re using; repeat it on other browsers or devices where you want notifications.
Disabling notifications here stops them in this browser. Your other enabled browsers and your email choices keep their own settings.
If notifications are blocked, allow them in your browser’s settings for TradeBoard. If this browser doesn’t support them, you can still use email for reminders.
The seller and buyer have separate checks. Confirm an item after you’ve checked the relevant document, whether you opened it in TradeBoard or checked it in person.
- Green: that side has confirmed the item.
- Amber: a broker has reviewed it, but that side still needs to confirm it.
- Red: that side hasn’t confirmed it and there’s no broker review recorded.
Your role controls which checks you can change. A broker review doesn’t replace the buyer’s or seller’s confirmation.
Uploading a file doesn’t tick its document check. The indicators record people’s checks; they don’t prove a document is genuine or legally valid.
Everyone with access to the deal can read shared comments and replies.
An ordinary comment can notify the other people on the deal. A reply normally notifies only the person you’re replying to. If you choose people using @mentions, only those people are notified instead. Their access and notification settings still apply.
Choosing who to notify doesn’t make your message private. Everyone with deal access can still read it.
For something only you should see, choose Private note. Other people can’t see that note and aren’t notified about it.
The Timeline is separate: it records changes to the deal, rather than the conversation. Opening Comments marks the loaded comments as read for you.
Add an image or PDF using Files, Paste, drag and drop, or Camera where available. The file is sent for an automatic content check before it can be saved to the deal.
The check looks for explicit sexual content, graphic violence and hateful or extremist imagery. For a PDF, it checks the visible pages. If any page doesn’t pass, the whole PDF is blocked.
When a file is Ready, choose its type and select Upload. All selected files must pass and have a type before Upload becomes available. Remove any blocked file to continue with the others. If the PDF checker is busy, Waiting shows a countdown and retries automatically within a fixed limit. If automatic retries stop or another check couldn’t finish, use Retry check. Removing the file or closing the vehicle cancels the wait.
The check doesn’t save the file or its results. The file is saved to the deal only when you choose Upload. It checks visible content; it doesn’t scan for viruses, inspect hidden PDF content or confirm that a document is genuine. A passed check isn’t a guarantee that a file is suitable.
Use JPG, PNG, WebP or AVIF images, or standard unlocked PDFs. PDFs can have up to 20 pages. You can select up to 10 files, with a limit of 20 MB per file and 50 MB altogether. Export Word, Excel and CSV documents as PDFs first. Animated images aren’t supported.
People participate on the seller or buyer side, including as a broker. Their role controls what they can see and change.
Add one person by email, or use Add people from a group to review and add its eligible members together. They become ordinary participants with the same rights as individual additions.
Saving a person or adding them to a group does not share any deal. Later group changes do not change existing deal participation.
Only a deal participant can manage its People list. Remove people individually when their participation should end. Another participant role or linked email may still provide access.
A group is a reusable list of people. Create it once, then use Add people from a group on the seller or buyer side of a deal’s People tab.
Review the proposed additions and roles before confirming. Each person becomes a normal participant, and people already participating in that role are skipped. Brokers join the corresponding broker section.
Changing membership, leaving or archiving a group does not change people already added to deals. Deal participants are managed individually in each deal.
Members can see the group list. Group administrators manage its name, members and administrator roles. A group must retain an enabled administrator.
New group members must be active TradeBoard users saved in your Team or Brokers. Contacts cannot be selected. Adding by email follows the same rule; save the person in the appropriate People list first. Creating or editing the list does not invite new users or share deals.
Each person has their own expiry date for a deal. Your current date is shown on the record. A new archive period normally lasts six months.
During the final month before expiry, you can renew to add six months to your current date. Add a short reason for keeping it; only you can see that reason. You can renew eligible deals individually or select up to 50 together.
Archiving or hiding a card only changes your view. It doesn’t renew your access or change what other people see.
If your access expires, or you permanently leave the deal, you can’t get that access back. Leaving ends it immediately. We don’t send expiry reminders, so check Storage regularly.
Renewing or leaving only affects you. For example, if you leave but a colleague still has access, they can continue using the deal and its files. Leaving doesn’t promise that the shared files are deleted or storage is released.
The file total shows attachments you can view on archived deals. It excludes thumbnails and backups.
Set the collection and delivery addresses in Location first. Then choose your dates, whether the vehicle should be driven or transported, and the companies you want to contact.
You can add a message, choose existing deal files to send and copy colleagues into the request. Check those choices carefully: the selected companies receive your vehicle and journey details, message and chosen files by email.
Requests and email replies stay together in Delivery, so you can follow each company’s conversation.
This asks for a quote or availability. It doesn’t book transport or move the deal to Collection Booked. Record the collection arrangement once it’s confirmed.
If a send is only partly successful, check the warning and existing conversations before sending another request. Don’t resend to companies already contacted just because a later update failed.
TradeBoard looks up MOT information using the vehicle’s saved registration. Check that registration in Details if the results don’t look right.
The information comes from the DVSA MOT History service. A failed lookup means the information wasn’t available; it doesn’t mean the vehicle has failed its MOT.
Results are reused while you work on the vehicle. Switching tabs or returning to the browser doesn’t repeat the lookup. Use the vehicle’s Refresh button to request updated information; changing its registration also starts a new check.
The snapshot shows the latest result, expiry, outstanding recall information, time since the last test and miles since MOT. Select a test with issues to expand its details. Tests with no issues don’t need expanding.
Miles since MOT compares the latest MOT reading with the mileage saved on the deal. A lower reading is highlighted in red and can mean the saved mileage is outdated or entered incorrectly. It isn’t proof of tampering.
Paste CSV deal data, or use your TipsTrade connection when it’s available. Choose Preview deals to check the records before adding them.
Import each deal separately. Check the vehicle, buyer, seller and the people who should have access. Existing deals are marked so you don’t import them again. A new saved deal uses one credit when credits are active.
For CSV, use the column headings shown on the page. The four person-email columns are optional: add one email address per column for the relevant side, or leave it empty. Keep the email addresses correct because they identify who gets access or an invitation.
CSV here is used to create deal records. It isn’t uploaded as a deal file; the Files tab still accepts images and PDFs only.
If the deal saves but a supporting-document import fails, the deal remains saved. Check the existing deal before trying to import it again.
Use more than one email address for trade deals? Link your other addresses so deals shared with them can appear in the same TradeBoard account.
For example, you might use one address for your business and another for buying stock. Linking both means you can work on those deals from one account.
- Add an email address you own.
- Finish setup, then open the verification email sent to that address.
- Use its link to confirm it belongs to you.
Linking an address doesn’t give you access to every deal. Someone still needs to share the deal with you. A linked address can’t be registered as a separate account while it remains linked.
