Yard agreement

Two pages, in plain words. You sell, we introduce, and we are paid only when we bring you an order.

Effective: 2026-08-25 · Last updated: 2026-08-25 · Status: published for review, not in force

Where this stands

This agreement is published for you to read. It is not in force. Nothing on this site asks you to accept it. There is no checkbox, no click to agree, and claiming your listing today does not sign you up to it. It is here so that a yard owner, and a lawyer, can read it before it binds anyone.

When it does take effect, this paragraph will be replaced and the dates at the top of the page will change.

Who this is between

Pilebase LLC, a Colorado limited liability company, called "we" and "us".

Your business, called "you". If you are signing for a company, you are saying you are allowed to.

1. What each of us does

You sell. We introduce.

We list your business, show what you carry at the prices you set, and pass buyers to you. You decide what you sell, at what price, on what terms, and whether to accept any particular order.

You are the seller of the goods and the merchant of record on any payment for them. We never own your inventory, never take title to it, and never sell it. We are a venue.

2. Your prices are yours

We never mark up your price. The number a buyer sees is your number.

You set your prices, your delivery fees, your minimums and your terms. You can change them whenever you like. Where a price on your listing came from a page you published, we show the date we read it and link to your page; you can replace it with a price you give us directly at any time.

Your ticket is the final word. If your counter total differs from what our site showed, your total is right, and our terms tell buyers so.

3. Orders

An order placed on our site is a request until you accept it. You can decline any order for any reason, and you can say why.

If you do not answer within the window shown in your portal, we may offer the order to another yard, at that yard's own prices, and we tell the buyer every time. You are not charged anything for an order you did not take.

A buyer can cancel from their tracking link, right up until you mark the order ready for collection or out for delivery. Once you have marked it ready or loaded, the buyer can no longer cancel from our site, and anything after that is between you and them.

Your own published cancellation and refund policy governs your sale, and we will not write one for you. You set your terms. We show them to buyers, quoted in your own words, on your page and in the order form before anybody commits, and we hold ourselves to them:

If your terms name a cancellation fee, we tell the buyer the amount they will actually get back before they confirm, and we record the refund as that amount rather than the whole payment. Your share stays yours.
If your terms say a paid order is not refundable, the cancel button says so rather than offering a buyer something you have published that you do not do, and our own server refuses the cancellation instead of quietly putting it through.
If you have published nothing, we promise the buyer nothing. We tell them plainly that cancelling asks you and your terms decide. We will not tell a buyer they are getting a refund your terms do not give them, and that is the whole reason this clause exists.

An order records the terms in force when it was placed. You can change your policy at any time and it applies to orders placed after that. It never changes an order somebody has already paid for, which protects you as much as them.

You state your terms in your portal and they publish the moment you save, like your about text and your hours, because they are your business describing its own terms rather than a price a buyer is charged. Every change is logged.

If the buyer had already paid by card, cancelling does not move any money by itself. We tell you, on the order and by email, that a refund is due and how much your own terms put back. You issue it, from your own account, for the reason in section 6: the payment went to your account and we have no way to reach into it. We tell the buyer at the same time that the refund comes from you. Our fee comes off automatically, as section 6 sets out, and you never have to ask. A cancellation fee is a partial refund, so our fee follows the same split: keep a quarter of the order and a quarter of the fee stays with us and the rest comes back to you.

If YOU cancel or decline an order that had already been paid for, the buyer gets the whole payment back and no cancellation fee applies. A cancellation fee is what you charge a buyer who changed their mind; a buyer whose order you could not fill did nothing.

You choose how orders reach you, and you can change it, pause it, or stop taking orders entirely without losing your listing.

4. The fee, and it is the only one

We charge a percentage of an order that a buyer places and pays through Pilebase checkout. Flat. No minimum, no cap, nothing monthly, nothing to be listed, and nothing to get started. There are two rates and which one applies depends on which rung you are on:

2% if your listing is Claimed. You use the listing, the portal and the ordering path, and you run your own operations however you already do.
2.5% if you run Complete. You also run the full operations software on your own Pilebase instance, which we host, back up, upgrade and support for you. The extra half point pays for that, and it is the only difference between the two rungs' bills. The software itself is free on both.

Your rate is named on your order confirmation and on every order in your portal, so you never have to remember which one you are on, and it cannot be changed without telling you. If you move between rungs, the new rate applies to orders placed after the move; an order already paid keeps the rate it was charged at.

It is taken automatically out of the payment, as a platform fee on the transaction, at the moment the buyer pays. There is no invoice and nothing to remember.
It is shown to you on every order, before and after, so you always know what you netted and why.
It is yours, not the buyer's. We never add a fee to a buyer's total.

Nothing else is billed, ever. Being listed is free. Claiming is free. The software is free, all of it, whether you use one piece or the whole thing.

What we are not paid for: a sale at your counter, a sale over the phone, a sale on account, a sale through your own website or your own store. We are paid when we bring you an order and the buyer pays for it here. That is the entire arrangement.

Advertising is a separate product, and it is not part of this agreement. We may offer paid advertising on the guides, plant pages, calculator and blog. It is optional, it is agreed separately under its own terms, and nothing about it is billed under this agreement or included in the fee above. If you buy none of it, nothing about your listing changes.

No amount of advertising spend moves you up any result, ever. The order buyers see is distance and nothing else. Advertising cannot buy a position in it, cannot buy a better position in it, and cannot put you beside a comparison you appear in. Declining to advertise costs you nothing: not your position, not your listing, not a feature, not a rate. A yard that never buys an ad and a yard that buys one are ranked identically, because the ranking cannot see the difference.

5. Taking payments on your behalf

This section exists because the law about who may hold somebody else's money is strict, and being clear about it protects both of us.

You appoint us as your agent to collect and process payments from buyers on your behalf for goods you sell through our checkout. This agreement is that appointment.

You hold us out to the public as accepting payments for your goods on your behalf, and you authorise us to say so on your listing and at checkout. We will say so plainly there, because an authority nobody can see is not much use to a buyer.

A buyer who pays us has paid you. Payment for your goods is treated as received by you the moment we receive it. The buyer's obligation to you is discharged at that moment, and the buyer bears no risk of loss if we fail to pass the money on to you. That risk is ours.

Where the money actually goes. The charge is created on your own connected payment account with our payment processor. Your business name is what appears on the buyer's card statement. Funds settle to you, less our fee at the rate section 4 names for your rung.

6. Chargebacks and refunds

Chargebacks on your sales are yours. If a buyer disputes a charge with their bank, the dispute is against your account, because you are the merchant of record, and you bear the amount and any fee. We will give you every record we hold to help you contest it.

Refunds are yours to give. You took the money, so you return it. You agree to have a refund policy and to tell buyers what it is. We do not require any particular policy; we require that one exists and is honest. Your policy governs your sale (section 3), and where you have not stated one we tell buyers exactly that rather than inventing terms in your name.

We will not refund a buyer out of your account without asking you, and we have no ability to move money out of your account other than the fee described above.

If you refund an order, we refund our fee on it too. In full when you refund the whole order, and in the same proportion when you refund part of it: refund half and half the fee comes back. We are not paid for a sale that did not happen, and we are not paid twice over on the half of one that did.

You do not have to ask, and there is nothing to claim. Our system watches your account for the refund and returns the fee to you by itself, usually within minutes of your refund going through. The fee goes back to your account, not to the buyer. The buyer's money comes from you, in your refund, and our fee was never theirs.

One thing this does not give back, because we cannot. Your card processor's own fee on the original payment is not returned to you when you refund, and that is your processor's rule rather than ours. We say it here rather than let you find it on a statement.

7. What you promise us

That you may sell what you list. You have the right to sell it, you own it or can supply it, and selling it does not breach anybody else's rights.
That your listing is accurate. What you say you carry, you carry. What you say it costs, it costs.
That you hold the licences, permits and registrations your business needs, including for delivery vehicles and drivers.
That you will collect and send in the sales tax on your own sales. See section 8.
That your photographs and descriptions are yours to publish, or that you have permission.
That you will treat buyers decently, and that you will not use anything you learn about a buyer here for anything other than filling their order.

8. Tax

Sales tax on a sale you make is yours to work out, collect and send in. We do not set it, we do not calculate it for you, and we do not take a view on it. Where your own software computes it, we pass the number through untouched.

One thing we cannot promise, and would rather say now than surprise you with later. Laws about marketplaces and sales tax reach platforms that both list goods and handle the payment, and they do so regardless of whose account the payment sits in. If a law makes us responsible for collecting and sending in tax on an order placed here, we will do it, we will show it on the order, and your payout will be reduced by the tax we remit. You agree to that in advance, so that neither of us is renegotiating a contract on the day a tax authority sends a letter. We will tell you before the first such order.

9. Who is responsible for what

You are responsible for your goods and your business. That means the material itself, its quantity and quality, your delivery, your vehicles and your drivers, and anything that happens on your premises or on a customer's property.

You will cover us against any claim, and the reasonable legal costs of defending it, that arises from your goods, your delivery, your listing being wrong in a way you told us to make it, your breach of this agreement, or your failure to hold a licence or pay a tax you owed. This is what an indemnity is, and it is here because a claim about your material should not land on us.

We will cover you on the same basis for a claim arising from our own breach of this agreement, or from something we published about your business that you did not give us and that we did not source from your own published pages, or from our infringing somebody else's rights.

Neither of us has to cover the other for something the other caused.

10. Limits, both ways

To the extent the law allows, and this applies in both directions:

Neither of us is liable to the other for indirect losses: lost profit, lost business, loss of data, or the cost of a delay.
Our total liability to you, for everything arising out of this agreement in any twelve month period, is capped at the greater of one thousand dollars or the total fees we took from you in the twelve months before the claim.
Your total liability to us is capped the same way.
The caps do not apply to your indemnity in section 9, to either of us paying money we actually owe the other, or to fraud.

We provide the marketplace and the software as they are. We do not promise the site or the software will be available at any particular time or will be free of faults. See the software terms for what free software does and does not entitle you to.

11. Your data, and your customers' data

Your business information is yours. Your prices, your products, your descriptions and your photographs stay yours. We publish them because you asked us to, and you can withdraw them.

If you run our software, the people in it are your customers, not ours. You decide what is collected and why; we host it and act on your instructions. The terms that govern that, including what we may and may not do with your customers' personal data, are in the software terms, section 5, and they apply whenever you use any part of the software.

We will not use your customer list to market to your customers. Not ours to use.

12. Ending it

You can end this agreement at any time, for any reason, by telling us. No notice period, no exit fee, no "are you sure".

We can end it with 30 days' notice, or immediately if you break it materially, if you are asked to stop trading, or if we believe you are defrauding buyers.

What happens to orders already placed. Any order a buyer has placed and you have accepted stays your obligation and you fill it. Any order placed and not yet accepted is cancelled and the buyer is told. Any fee already taken on a completed order stays taken; no fee is taken on anything after the end date.

What happens to your data. You can export everything, in one file, at any time, including after you leave, for at least 30 days. Tell us to delete it and we delete it, subject only to what our backups hold until they age out and to records we have to keep.

What happens to your listing. Ending this agreement ends the claimed relationship. If you also want the listing itself removed, say so and it comes down under the listing policy, within one business day, no questions asked. Your subdomain, if you had one, is retired and stops resolving.

13. The rest

Changes. If we change this agreement we will tell you at least 30 days before it takes effect, and you can end the agreement instead of accepting it.

Not a partnership. Nothing here makes us partners, or makes either of us the other's employee or joint venturer. Section 5 makes us your agent for collecting payment and for nothing else.

Law and venue. Colorado law. A dispute goes to a court in Colorado. There is no arbitration clause in this agreement.

The whole agreement. This document, plus the software terms and the portal acceptable use rules, is the whole of what is between us about this. Nothing said in an email or on a call changes it unless we both write it down.

Contact

Email info@pilebase.io. One person reads it, and that person is the one who would sign this.

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