Ending your Square membership made easy

About Square

Square is a leading financial technology company that provides payment processing solutions and business management tools to merchants across the United Kingdom. Originally founded in the United States, Square has established a strong presence in the UK market, offering innovative point-of-sale systems, card readers, and comprehensive business software designed to help small and medium-sized enterprises manage their operations efficiently.

The company's primary service revolves around enabling businesses to accept card payments through various devices, including smartphones, tablets, and dedicated point-of-sale terminals. Square has revolutionised the way independent traders, retailers, and service providers process transactions by offering accessible, user-friendly technology that was previously only available to larger corporations with substantial resources.

Beyond payment processing, Square provides an integrated ecosystem of business tools. These include inventory management systems, employee scheduling software, customer relationship management features, and detailed analytics dashboards that help business owners make informed decisions. The platform's appeal lies in its simplicity and the fact that it consolidates multiple business functions into a single, cohesive system.

Square operates under UK financial regulations and is authorised by the Financial Conduct Authority to provide payment services. This means that as a consumer or business user, you benefit from certain protections under UK law. The company's UK operations are managed through its registered address, ensuring that customers have a proper legal entity to contact for contractual matters, including cancellations.

Many businesses choose Square because of its transparent pricing structure and the absence of lengthy contracts that lock them into long-term commitments. However, circumstances change, and business owners may find they need to cancel their service for various reasons, including switching to alternative providers, closing their business, or consolidating their payment processing systems.

Subscription plans and pricing

Square offers several pricing structures depending on the specific services and hardware you use. Understanding these plans is essential when considering cancellation, as different products may have varying terms and conditions. The company's approach to pricing is generally straightforward, with most services operating on a pay-as-you-go basis rather than fixed monthly subscriptions.

Payment processing fees

The core Square service charges transaction fees rather than monthly subscription costs. For standard card payments, Square typically charges a percentage of each transaction plus a small fixed fee. These rates vary depending on how the payment is taken—whether it's a chip and PIN transaction, contactless payment, or manually keyed entry. This means that if you're not processing payments, you're generally not incurring charges, which differs from traditional merchant account models.

For online payments through Square's e-commerce solutions, different rates apply. These fees cover the additional security measures and infrastructure required for internet-based transactions. As a result, understanding which services you've activated is crucial when planning your cancellation, as you may have multiple components to address.

Additional software subscriptions

Square also offers premium software subscriptions that do involve monthly fees. These include advanced features for specific industries such as restaurants, retail stores, and appointment-based businesses. The pricing for these add-on services varies considerably based on functionality and the number of locations or users requiring access.

Hardware costs and ownership

Square sells various hardware devices, from basic card readers to sophisticated point-of-sale terminals. These are typically purchased outright rather than leased, which means you own the equipment. This ownership model has important implications for cancellation—you're not obligated to return hardware unless specific rental arrangements were made. However, the devices will only function with an active Square account, so their utility ends when you cancel the service.

Some businesses obtain hardware through promotional offers or payment plans. In such cases, you may have outstanding financial obligations that must be settled before or during the cancellation process. Therefore, reviewing your purchase history and any financing agreements is an essential step before initiating cancellation.

Cancellation terms and conditions

Understanding your rights and obligations when cancelling Square is fundamental to ensuring a smooth transition away from the service. As a UK-based consumer or business user, you benefit from specific legal protections that govern how companies must handle service cancellations.

Your cancellation rights under UK law

Under UK consumer protection legislation, you have clear rights when it comes to cancelling services. For business-to-business contracts, which most Square agreements represent, the terms are primarily governed by the contract itself and general contract law principles. However, fairness and reasonableness standards still apply, meaning that cancellation terms cannot be unduly restrictive or punitive.

Square's terms of service typically allow you to close your account at any time, reflecting the company's flexible approach to customer relationships. This means you're not locked into lengthy minimum contract periods, which is a significant advantage compared to traditional merchant services providers. As a result, you maintain control over your business decisions and can respond to changing circumstances without facing substantial penalties.

Notice periods and processing time

When you cancel your Square account, the company requires reasonable time to process your request and settle any outstanding transactions. In practice, this means that funds from recent transactions may still be in the settlement process when you submit your cancellation notice. Square typically holds a reserve period to account for potential chargebacks or disputes, which can extend for several weeks after your last transaction.

Therefore, timing your cancellation appropriately is important. If you have significant outstanding settlements or recent high-value transactions, you should factor in additional time for these funds to clear before expecting your account to be fully closed. This protects both you and Square from complications arising from incomplete financial transactions.

Outstanding fees and final settlements

Before your account can be fully closed, all outstanding fees must be settled. This includes any transaction fees from recent payments, subscription charges for premium services, and hardware payments if you're on a payment plan. Square will deduct these amounts from your pending settlements or, if insufficient funds are available, may request payment through alternative means.

You should also be aware that refunds and chargebacks can occur even after you've stopped actively using Square. If a customer disputes a transaction that occurred before your cancellation, you remain responsible for addressing that dispute. This means maintaining some level of communication access with Square even after formal cancellation, at least until all potential dispute windows have closed.

Data retention and access

An important consideration when cancelling is what happens to your business data. Square stores transaction histories, customer information, and business analytics that you may need for accounting, tax purposes, or future reference. Before cancelling, you should export all relevant data from your Square dashboard, as access to this information will be limited or removed once your account is closed.

UK data protection regulations require Square to handle your information appropriately, but this doesn't guarantee indefinite access to your account data after cancellation. Therefore, downloading reports, customer lists, and transaction records should be completed before you submit your cancellation request.

Common reasons for cancellation

Understanding why businesses cancel Square can help you evaluate whether cancellation is the right decision for your circumstances. Many merchants switch to alternative payment processors offering lower transaction fees or features better suited to their specific industry. Others consolidate their payment systems when using multiple providers becomes administratively burdensome.

Some businesses cancel because they're closing operations entirely, whether due to retirement, business failure, or strategic changes. Others find that as their business grows, they require more sophisticated merchant services with dedicated account management and customised solutions that Square's standardised platform cannot provide. These are all legitimate reasons, and recognising your situation helps ensure you're making an informed decision.

How to cancel Square by post

Cancelling your Square account by post is the most reliable method for ensuring you have documented proof of your cancellation request. Whilst digital methods may seem more convenient, postal cancellation provides several important advantages that protect your interests as a consumer.

Why postal cancellation is recommended

Sending your cancellation request by post, particularly through Recorded Delivery or another tracked service, creates an undeniable paper trail. This documentation proves that you submitted your cancellation on a specific date, which is crucial if any disputes arise regarding when you requested service termination or whether your request was received. In contrast, online methods can sometimes fail due to technical issues, and you may lack conclusive evidence that your request was successfully submitted.

Postal cancellation also ensures that your request receives formal attention within Square's administrative processes. A physical letter arriving at the company's registered address must be logged and processed according to established procedures, reducing the likelihood of your request being overlooked or delayed. This means you can proceed with confidence that your cancellation is being handled appropriately.

Furthermore, if you need to escalate any issues or involve regulatory authorities, having postal proof strengthens your position considerably. Financial services regulators and consumer protection agencies give significant weight to documented communications, and a tracked postal cancellation provides exactly this type of evidence.

Essential information to include

Your cancellation letter should contain specific information that enables Square to identify your account and process your request efficiently. At minimum, you must include your full name or business name as registered with Square, your account email address, and any account reference numbers or merchant identification codes you've been assigned. This information ensures that your letter is directed to the correct department and matched with your account records.

You should clearly state your intention to cancel all services associated with your Square account. Being explicit about this prevents any confusion about whether you're cancelling specific features or the entire account. Additionally, specify your preferred effective cancellation date, whilst acknowledging that this is subject to any required notice periods and settlement of outstanding transactions.

Include your contact details so Square can reach you if they require clarification or need to communicate about final settlements. Providing both a postal address and email address ensures multiple communication channels remain open during the cancellation process. This is particularly important for receiving confirmation of your cancellation and details about any final payments or outstanding matters.

The correct postal address

Sending your cancellation letter to the correct address is absolutely critical. Square's official UK correspondence address for contractual matters is:

• Osborne Clarke, One London Wall, London, EC2Y 5EB

This address represents Square's legal representation in the UK and is the appropriate destination for formal communications such as cancellation requests. Using this address ensures your letter reaches the correct legal and administrative teams who can process your cancellation according to proper procedures.

Using Recorded Delivery

When sending your cancellation letter, using Royal Mail's Recorded Delivery service or a similar tracked postal method is strongly recommended. This service provides proof of postage and delivery, giving you concrete evidence of when you sent your cancellation request and when Square received it. The tracking reference allows you to monitor your letter's progress and confirm its arrival.

Recorded Delivery costs only a few pounds but provides invaluable protection. In the event of any dispute about whether you submitted a cancellation request or when it was received, your tracking information serves as definitive proof. This small investment can prevent significant complications and potential financial liabilities if questions arise about your cancellation timeline.

Simplifying the process with Postclic

For those who find the process of drafting, printing, and posting a formal cancellation letter inconvenient, services like Postclic offer a practical alternative. Postclic allows you to send tracked postal letters digitally, handling the printing, enveloping, and posting on your behalf whilst providing full tracking and proof of delivery.

This approach combines the legal strength of postal cancellation with the convenience of digital communication. You can compose your cancellation request from your computer or mobile device, and Postclic ensures it's professionally formatted, printed on quality paper, and sent via tracked delivery to the correct address. As a result, you save time whilst maintaining the documentation and proof that postal cancellation provides.

The service is particularly valuable for busy business owners who may not have easy access to printing facilities or the time to visit a post office during business hours. Postclic handles these practical obstacles whilst ensuring your cancellation request receives the formal treatment it deserves. The digital proof of delivery integrates seamlessly with your business records, making it simple to maintain organised documentation of your cancellation.

Following up on your cancellation

After sending your cancellation letter, you should receive acknowledgement from Square within a reasonable timeframe, typically within 5-10 working days. If you don't receive confirmation, following up is appropriate and demonstrates your diligence in ensuring the cancellation is processed correctly.

Keep all documentation related to your cancellation, including copies of your letter, postal tracking information, and any responses from Square. This complete record protects you if any issues arise regarding billing, data access, or outstanding obligations. In practice, maintaining organised records is one of the most effective ways to protect your consumer rights throughout the cancellation process.

Customer reviews and tips

Learning from others' experiences with cancelling Square provides valuable insights that can help you navigate the process more smoothly. Whilst individual experiences vary, certain themes consistently emerge in customer feedback about the cancellation process.

Common experiences and challenges

Many customers report that Square's cancellation process is relatively straightforward compared to traditional merchant services providers. The absence of lengthy contract terms means that most users can close their accounts without facing early termination fees or aggressive retention tactics. This flexibility is frequently cited as one of Square's advantages, even by customers who ultimately choose to leave the platform.

However, some users have encountered delays in receiving final settlements after cancellation. These delays typically relate to the reserve periods Square maintains to cover potential chargebacks and disputes. Understanding that these holds are standard practice in payment processing helps set realistic expectations about when you'll receive your final funds. Therefore, planning for a settlement period of 30-90 days after your last transaction is prudent, particularly if you've processed high-value payments or operate in an industry with elevated chargeback risks.

Another common issue involves confusion about which services are being cancelled. Some customers have inadvertently cancelled only specific features whilst intending to close their entire account, or vice versa. This highlights the importance of being explicit in your cancellation request about exactly what you're terminating. Clear communication prevents misunderstandings and ensures your intentions are properly executed.

Expert tips for smooth cancellation

Before initiating cancellation, conduct a thorough audit of your Square account. Identify all active services, including any premium subscriptions, additional user accounts, or linked locations if you operate multiple premises. This comprehensive review ensures you address all components of your Square relationship in your cancellation request, preventing surprises about ongoing charges or partially cancelled services.

Export all your business data before cancelling. Transaction reports, customer contact information, inventory records, and analytics data should all be downloaded and securely stored. Whilst Square may retain some information for regulatory compliance purposes, your convenient access to this data will end with account closure. As a result, taking time to preserve your business records protects your ability to manage accounting, tax obligations, and customer relationships after leaving Square.

If you have outstanding hardware payments or financing arrangements, verify the exact amounts owed and ensure these are settled as part of your cancellation. Unresolved financial obligations can complicate the cancellation process and potentially affect your credit standing if they're referred to collection agencies. Therefore, addressing these matters proactively demonstrates good business practice and protects your financial reputation.

Timing your cancellation strategically

Consider the timing of your cancellation carefully, particularly in relation to your business cycle. If possible, cancel during a naturally quiet period when you have fewer pending transactions and outstanding settlements. This minimises the complexity of the wind-down process and reduces the likelihood of complications from ongoing business activity.

If you're switching to an alternative payment processor, ensure your new system is fully operational before cancelling Square. Running both systems in parallel for a brief transition period, if feasible, provides a safety net that prevents disruption to your ability to accept payments. This overlap period allows you to verify that your new provider meets your needs and that all integrations work correctly before severing your relationship with Square.

Protecting your rights throughout the process

Remember that as a UK consumer or business user, you have rights throughout the cancellation process. Square must handle your request fairly and process it within a reasonable timeframe. If you encounter unreasonable delays, unexplained charges, or difficulties accessing your funds, you have recourse through regulatory channels including the Financial Conduct Authority and the Financial Ombudsman Service.

Documentation is your strongest protection. Maintain copies of all communications with Square, including your cancellation request, tracking information, and any responses you receive. This record-keeping demonstrates your diligence and provides the evidence needed if you must escalate any issues to regulatory authorities or seek resolution through formal complaints procedures.

If you're uncertain about any aspect of the cancellation process or your rights, seeking advice from consumer protection organisations or business advisers is entirely appropriate. These resources exist to help you navigate contractual matters and ensure you're treated fairly. Therefore, don't hesitate to access support if you need clarification or assistance with your Square cancellation.

Life after Square

Many businesses successfully transition away from Square to alternative solutions that better suit their evolving needs. Whether you're moving to a different payment processor, adopting a more comprehensive business management system, or simply closing this chapter of your business operations, proper cancellation ensures you leave on good terms with all obligations settled.

Your experience with Square, including the cancellation process, provides valuable lessons for future business relationships. Understanding contract terms, maintaining good records, and knowing your rights as a consumer are skills that serve you well across all business dealings. As a result, approaching your Square cancellation with diligence and attention to detail not only resolves your immediate situation but also strengthens your capability to manage future business transitions effectively.