Terms & Conditions

1. Acceptance of these Terms

By creating an account, starting a trial, subscribing to a Headrest plan, using the merchant dashboard, publishing a customer link or QR code, or otherwise using Headrest, the Merchant agrees to these Terms. If you use Headrest on behalf of a business, you confirm that you have authority to bind that business.

If you do not agree, do not use the Service.

2. What Headrest provides

Headrest provides a digital customer communication layer for vehicle service and repair businesses. Features may include service-session creation, temporary or scoped customer links, QR access, service-stage updates, inspection findings, quotation review and acceptance or rejection, SMS notifications, vehicle categories and related merchant tools.

Headrest is designed to work alongside a Merchant’s existing operational, accounting, workshop or billing systems. Unless expressly agreed in writing, Headrest is not a replacement for those systems.

3. Merchant accounts and responsibilities

• Merchants must provide accurate business and contact information and keep login credentials secure.
• Merchants are responsible for activity performed through their accounts and for access granted to staff.
• Merchants must only enter or upload customer and vehicle information they are lawfully permitted to process.
• Merchants remain responsible for vehicle inspections, repairs, quotations, pricing, taxes, workmanship, warranties, statutory obligations and communications with their customers.
• Headrest may suspend access where reasonably necessary to protect security, investigate abuse, comply with law, or prevent material harm to the Service or other users.

4. Customer and vehicle data

For personal data submitted by a Merchant about its own customers, the Merchant generally determines why that data is processed and Headrest processes it to provide the Service. The Merchant is responsible for providing any required notices and obtaining any required authority or consent from its customers.

Headrest will process such data only for operating, supporting, securing and improving the Service, complying with lawful instructions and legal obligations, as further described in the Privacy Policy.

5. Quotations, findings and customer approvals

Headrest may allow a Merchant to publish inspection findings and quotations for customer review and to record a customer’s approval, rejection or request for changes. These digital responses are intended to create a clear communication record between the Merchant and its customer.

The Merchant is responsible for ensuring that quotations are accurate, complete and sufficiently clear before publication. Headrest does not verify pricing, parts, labour, taxes, diagnosis or technical correctness and is not a party to the underlying repair transaction between the Merchant and customer.

6. SMS and electronic communications

Depending on the plan, Headrest may facilitate SMS alerts relating to quotations, service status, approvals, readiness for collection and other transactional service updates. Merchants must ensure they have a lawful basis to provide customer mobile numbers and to send the relevant communications.

Delivery can depend on telecommunications networks and third-party messaging providers. Headrest cannot guarantee that every SMS will be delivered instantly or successfully.

Marketing or promotional messages must not be sent through Headrest without the permissions required by applicable law.

7. Plans, free trial and billing

Trial

Eligible Merchants may receive a two-month free trial as advertised at the time of signup. Headrest may limit a trial to one per Merchant, business, location or substantially related account and may withdraw trial access in cases of abuse.

Alternator Pack and Spoiler Pack

Plan features and prices are those displayed on the Headrest website or agreed in writing at the time of subscription. Headrest may update plans or pricing prospectively, with reasonable notice where a change affects an existing paid subscription.

Annual billing

Where annual billing is selected, the advertised annual discount applies to the relevant plan and may include one complimentary onsite training session, subject to scheduling and any geographic conditions stated at purchase or onboarding.

Recurring billing

Headrest will not introduce an undisclosed recurring charge. If a subscription renews automatically, the renewal frequency and price will be disclosed before the Merchant agrees to recurring billing. For annual recurring subscriptions, Headrest will provide an advance renewal reminder using the contact information on file where reasonably practicable.

8. Cancellation and refunds

Cancellation should not be materially harder than signup. A Merchant may request cancellation through the account tools made available by Headrest or by emailing headrest.lk@gmail.com.

• For monthly subscriptions, cancellation stops future billing after the current paid period.
• For annual subscriptions, cancellation stops any future renewal. Amounts already paid are generally non-refundable except where required by law, where Headrest has charged in error, or where Headrest expressly agrees otherwise.
• No cancellation penalty is charged merely for asking to cancel.

Nothing in these Terms limits any mandatory right or remedy that cannot lawfully be excluded.

9. Uploaded images, documents and service records

Merchants may upload or create inspection images, findings, quotation data, notes and other service content. The Merchant retains its rights in that content and grants Headrest a limited right to host, process, display and transmit it solely as needed to operate the Service.

Headrest does not intentionally publish Merchant uploads as unrestricted public files. Customer access may, however, be provided through temporary or scoped links and QR codes. Anyone who obtains a valid customer link may be able to view the information available through that link, so Merchants and customers should treat those links as confidential.

When a Merchant requests deletion of service data or closes an account, Headrest will delete or anonymise personal data that is no longer reasonably required, subject to legitimate backup, security, dispute-resolution, accounting and legal-retention requirements. Residual copies may remain in protected backups until those backups are overwritten in the ordinary retention cycle.

10. Acceptable use

Users must not use Headrest to break the law, send unlawful or deceptive communications, upload malicious code, gain unauthorised access, scrape or overload the Service, impersonate another person, infringe intellectual property, publish knowingly false service information, or process personal data without a lawful basis.

11. Headrest intellectual property

Headrest and its licensors own the software, interface, branding, logos, design, documentation and other platform materials, excluding Merchant content. No ownership rights are transferred by these Terms. Merchants receive a limited, non-exclusive, non-transferable right to use the Service while their account is authorised and in good standing.

12. Availability, maintenance and security

Headrest aims to provide a reliable service, but uninterrupted or error-free availability is not guaranteed. Maintenance, third-party outages, telecommunications failures, hosting incidents, security events or events outside reasonable control may temporarily affect access.

Headrest may make reasonable changes to improve performance, security, usability or compliance. Material reductions to paid core functionality will be handled reasonably and in good faith.

13. Disclaimers and limitation of liability

To the maximum extent permitted by Sri Lankan law, Headrest is provided on an “as available” basis. Headrest is not responsible for the Merchant’s diagnosis, workmanship, repair quality, quotation accuracy, vehicle damage, customer disputes or independent business decisions.

Headrest will not be liable for indirect, incidental, special or consequential loss, loss of profits, loss of goodwill, or loss arising from events outside Headrest’s reasonable control, except to the extent such exclusion is prohibited by law.

14. Testimonials and marketing claims

Headrest will not knowingly present fabricated testimonials as genuine customer experiences. Where testimonials or endorsements are used, they should be based on real feedback or authorised statements. Headrest may edit a testimonial for length or clarity provided the edit does not materially change its meaning.

15. Artificial intelligence and automated decision-making

Headrest does not currently use generative AI or automated decision-making to determine vehicle repair outcomes, customer eligibility, quotation acceptance, pricing, creditworthiness or other consequential decisions for Merchants or customers.

If Headrest introduces material AI-assisted functionality in the future, Headrest will disclose the nature of that functionality, its role in processing personal data where applicable, and update the Privacy Policy or other relevant notices before or when required.

16. Electronic records, governing law and disputes

Users agree that communications, approvals, notices and records may be created and exchanged electronically. Sri Lanka’s Electronic Transactions Act provides a legal framework for electronic transactions and records.

These Terms are governed by the laws of Sri Lanka. The parties should first attempt in good faith to resolve disputes directly. Subject to any mandatory statutory forum or remedy, the courts of Sri Lanka will have jurisdiction.

17. Changes and contact

Headrest may update these Terms to reflect product, legal, security or business changes. The updated date will be shown at the top of this page. Where a change materially affects existing paid users, Headrest will take reasonable steps to provide notice.