Subscription Rules

Your commitment plan determines your pricing schedule. Your current horse count determines the applicable horse tier within that plan. If your horse count moves into a higher tier, the higher tier rate applies without restarting your commitment.

A horse counts when it genuinely forms part of your current agreed R3 portfolio and requires current administration and recordkeeping. Horses retained only as history — sold, retired, deceased or otherwise no longer active — do not count.

R3 does not count the same horse twice, and does not count horses that exist solely because historical seasons were imported.

When your genuine current horse count reaches the next tier threshold, the higher tier rate applies from the genuine change date.

No additional Standard Activation fee is charged, and your existing commitment period does not restart.

Mark the horse historical. Every race, cost, document and report is preserved and remains accessible.

The horse immediately stops counting toward your current tier. R3 never deletes historical data in order to reduce a tier.

A downgrade applies once your genuine current horse count has remained below the lower tier threshold for 30 consecutive days.

The lower tier then takes effect from the next monthly billing period. Your subscription dashboard shows the qualifying date, the countdown and the reason if the countdown resets.

If the count rises above the threshold during the 30 days, the countdown restarts from the new date.

Standard Activation is the one-off setup of your current opening position: current horses, ownership positions, operators and account configuration.

It is charged once at the start of your subscription. On the 12-month plan it is included for 1-50 current horses.

Reconstructing prior seasons, historical costs, prize money history or archived documents is a separate service from your subscription and from Standard Activation. It is never bundled silently into a subscription price.

Published standard package pricing may apply to ordinary historical migration. Materially complex work — for example large portfolios of 21 or more horses, or roughly 36 months or more of full history, poor-quality source records or unusual reconstruction — requires an accepted custom quote before any work begins.

You request migration from your subscription dashboard. Where a custom quote is required, no work starts and nothing is charged until you accept it in writing.

Each plan includes a set number of active operators. Operators are individually named — shared logins are not permitted, for audit and security reasons.

Additional active operators are charged monthly at the published rate.

Read-only access for owners, partners and advisers is included, subject to fair use and R3's security controls.

The AI Assistant is included on the 6-month and 12-month plans, and is an optional monthly add-on on the Flexible plan.

The assistant supports interpretation of your own data. It does not replace professional financial, taxation, veterinary or legal advice.

R3 Self-Managed gives you the platform, analytics, permissions, normal support and included digital features. You maintain your ongoing horse, ownership, trainer, invoice, expense, race, prize-money, document and routine financial records. If you want R3 to routinely maintain these records for you, additional services or R3 Fully Managed may be more appropriate.

At 45 current horses R3 notifies you that you are approaching the custom tier, so nothing is a surprise.

At 51 current horses your account is flagged for a custom suitability review and R3 contacts you to agree the appropriate arrangement.

No price is applied retrospectively and no undisclosed rate is imposed. Your existing published rate can continue temporarily while the review takes place, and your account keeps operating normally.

R3 aims to complete a custom review within a reasonable period after contacting you. If no arrangement is agreed, your contract terms govern how the arrangement transitions or ends — nothing is changed unilaterally without notice.

How a horse is counted, including spelling, awaiting sale, leases and migration-only history, is set out on the Current Horse Counting Rules page.

You can request a plan change, a cancellation, non-renewal at your commitment date, or an early commercial release from Subscription in your client portal. Leaving is no harder than joining, and requires no phone call.

An early commercial release is a request only. It does not end a fixed term unless R3 agrees in writing, or a statutory right or material R3 breach applies. R3 reviews every request individually against the signed client agreement and applicable law.

On the Flexible plan you may cancel effective at the end of the current paid billing period. The period already paid for is not shortened.

The 6-month and 12-month plans are genuine fixed terms billed monthly. They end on the stated end date and do not roll into another fixed term unless you affirmatively accept a new term. During a fixed term there is no general change-of-mind cancellation right, subject to your statutory rights, a material R3 breach, or an early commercial release R3 agrees to.

After cancellation you retain access to export your records for the agreed wind-down period. R3 does not withhold your data.

Prices agreed for a fixed-term plan are held for that term. Any change to published pricing is notified in advance and never applied retrospectively to an invoice already issued.

Nothing in these terms excludes rights that cannot lawfully be excluded.