Portal acceptable use

Short, and mostly obvious. The one rule worth reading twice is the one about what a buyer's phone number is for.

Effective: 2026-08-24 · Last updated: 2026-08-24 · Status: published for review, not in force

Where this stands

Published for review. Not in force. Nothing asks you to accept it today. It sits alongside the yard agreement, which is in the same state.

Who this applies to

Anybody signing in to the yard portal at pilebase.io: the business that claimed the listing, and anybody that business lets in.

Your sign in code is yours. Do not pass it around. If somebody else needs access, they sign in as themselves.
Tell us straight away if you think somebody has got into your portal who should not have.
You are responsible for what happens under your account, including what your staff do with it.

What a buyer's details are for

This is the rule that matters most, so it gets its own heading.

When a buyer orders from you, you get their first name, their phone number, and, on a delivery, the address the load is going to. You get those to fill that order and for nothing else.

You may: call or text them about that order, deliver to that address, and keep the record your own books need.

You may not:

add them to a marketing list, an email newsletter, or a texting list;
sell, rent or pass their details to anybody else, including another yard, a lead broker or a marketing company;
use their details to work out who else they have bought from, or to approach them about anything other than their order;
keep contacting them after they ask you to stop.

If a buyer becomes your customer in the ordinary way, by walking in or ringing you up, that is a relationship you built and this rule does not reach it. This rule is about details we handed you.

What you publish about your own business

You control your listing's description, photographs, hours and prices. In return:

Say what is true. If you do not carry it, do not list it. If the price has changed, change it.
Only publish photographs you have the right to publish. Your own, or ones you have permission for. Not somebody else's, not a stock photograph you have not licensed, and not a competitor's.
Do not put contact details for a different business in your listing, and do not use the description to advertise something you do not sell.
Do not name individuals who have not agreed to be named.
Prices and product names go through review before they publish, because they are what buyers are charged and matched on. Your description and your photographs publish when you save them, with a record kept of the change.

Replying to reviews

You can reply to a review of your business. You cannot delete one, and neither can we quietly: a removal is recorded.

In a reply, do not name the buyer, share anything about their order that they did not say themselves, threaten them, or accuse them of lying. Say what happened from your side and offer to sort it out. A reply that shares a customer's details is the one thing here that will get a reply removed without discussion.

If a review is factually wrong, tell us and we will look at it. We take reviews down when they are wrong; we do not take them down for being unflattering.

The ordinary rules

Do not use the portal to break the law, to get into anything that is not yours, to probe or attack the service, to scrape it, or to build a copy of it. Do not upload anything harmful. Do not pretend to be a business you are not.

If you find a security problem, we want to hear about it, and the security page says what we promise in return. Reporting something in good faith is not a breach of this page.

If you break these rules

We will usually just tell you, because most of this happens by accident and a conversation fixes it.

Where something is serious or keeps happening, we may pause your portal access, pause orders reaching you, remove something you published, or end the yard agreement. We will tell you which, and why.

Your listing does not disappear because your portal access did. Those are different things, and if you want the listing gone as well the listing policy is how, within one business day.

Contact

Email info@pilebase.io.

Yard documents: Yard agreement · Software terms · Portal acceptable use · All Pilebase policies