Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer", "you", or "your") and PolicyPlus ("PolicyPlus", "we", "us", or "our") concerning your access to and use of the PolicyPlus policy management software service (the "Service").

By accessing or using the Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Service.

These Terms are governed by the laws of England and Wales.

2. Definitions

• "Service" means the PolicyPlus software platform and related services
• "Customer Data" means any data, content, or materials you upload or input into the Service
• "Studio" means your organization or business using the Service
• "Member" means individuals whose information is managed within your Studio account
• "Subscription" means your paid access to the Service under a specific plan

3. Account Registration and Security

3.1 Eligibility

You must be at least 18 years old and capable of forming a binding contract to use the Service. By registering, you represent that you meet these requirements.

3.2 Account Information

You agree to provide accurate, current, and complete information during registration and to update such information to keep it accurate and current. You are responsible for maintaining the confidentiality of your account credentials.

3.3 Account Security

You are responsible for all activities that occur under your account. You must immediately notify us of any unauthorized access or security breach. We are not liable for any loss or damage arising from your failure to protect your account credentials.

4. Subscription Plans and Payment

4.1 Subscription Plans

The Service is offered through various subscription plans (Solo, Studio, Multi-Studio) with different features and limits. Current pricing and plan details are available at policyplus.com/pricing.

4.2 Free Trial

New accounts may receive a free trial period. At the end of the trial, you must subscribe to a paid plan to continue using the Service. We may terminate free trials at any time without notice.

4.3 Payment Terms

• Subscriptions are billed monthly in advance
• All fees are in British Pounds (GBP) unless otherwise stated
• Payment is processed through Stripe, our third-party payment processor
• You authorize us to charge your payment method on a recurring basis
• All fees are non-refundable except as required by law or stated in these Terms

4.4 Price Changes

We may change our pricing with 30 days' notice. Price changes will take effect at the start of your next billing cycle. Your continued use of the Service after the price change constitutes acceptance of the new price.

4.5 Taxes

All fees are exclusive of applicable taxes (including VAT). You are responsible for paying all taxes associated with your use of the Service.

4.6 Failed Payments

If payment fails, we may suspend or terminate your access to the Service. You remain responsible for all unpaid amounts.

5. Use of the Service

5.1 License Grant

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, revocable license to access and use the Service for your internal business purposes.

5.2 Usage Restrictions

You agree not to:

• Use the Service for any illegal purpose or in violation of any laws
• Violate the intellectual property rights of PolicyPlus or any third party
• Attempt to gain unauthorized access to the Service or related systems
• Interfere with or disrupt the Service or servers
• Use automated means (bots, scrapers) to access the Service without permission
• Reverse engineer, decompile, or disassemble the Service
• Remove or modify any proprietary notices or labels
• Use the Service to send spam or unsolicited communications
• Upload malicious code, viruses, or harmful content
• Resell, sublicense, or redistribute the Service

5.3 Plan Limits

Your use of the Service is subject to the limits of your subscription plan (e.g., number of administrators, members). Exceeding these limits may require you to upgrade your plan.

5.4 Acceptable Use

You must use the Service in compliance with all applicable laws, including data protection laws, consumer protection laws, and laws governing electronic signatures. You are solely responsible for ensuring your policies and practices comply with applicable law.

6. Customer Data and Content

6.1 Your Responsibility

You retain all rights to your Customer Data. You are solely responsible for the accuracy, legality, and appropriateness of your Customer Data. You represent that you have all necessary rights and consents to upload and use Customer Data in the Service.

6.2 License to PolicyPlus

You grant PolicyPlus a limited license to host, store, process, and transmit your Customer Data solely to provide the Service. We will not access, use, or disclose Customer Data except as necessary to provide the Service or as required by law.

6.3 Data Protection

We act as a data processor with respect to personal data in your Customer Data. You act as the data controller. You must ensure you have a lawful basis for collecting and processing personal data of your Members. Our processing of personal data is governed by our Privacy Policy and Data Processing Agreement (available on request).

6.4 Prohibited Content

You may not upload Customer Data that:

• Infringes third-party intellectual property or privacy rights
• Contains malware, viruses, or harmful code
• Is defamatory, obscene, or otherwise objectionable
• Violates any applicable law or regulation

6.5 Backup and Data Loss

While we implement backup procedures, you are responsible for maintaining your own backups of Customer Data. We are not liable for any loss or corruption of Customer Data.

7. Intellectual Property Rights

7.1 PolicyPlus Rights

The Service, including all software, designs, text, graphics, logos, and other content (excluding Customer Data), is owned by PolicyPlus and protected by copyright, trademark, and other intellectual property laws. These Terms do not grant you any ownership rights to the Service.

7.2 Trademarks

"PolicyPlus" and related logos are trademarks of PolicyPlus. You may not use our trademarks without our prior written permission.

7.3 Feedback

If you provide suggestions, ideas, or feedback about the Service, we may use such feedback without any obligation to you.

8. Confidentiality

Each party agrees to keep confidential all non-public information disclosed by the other party, except as required by law or with the disclosing party's consent. This obligation survives termination of these Terms.

9. Service Availability and Support

9.1 Uptime

We strive to maintain high Service availability but do not guarantee uninterrupted access. The Service may be unavailable due to maintenance, updates, or circumstances beyond our control.

9.2 Maintenance

We may perform scheduled or emergency maintenance that temporarily interrupts Service access. We will provide reasonable notice of scheduled maintenance when possible.

9.3 Support

Support is provided via email during business hours. Support response times vary by subscription plan.

9.4 Modifications

We may modify, update, or discontinue features of the Service at any time. We will provide reasonable notice of material changes that negatively impact functionality.

10. Term and Termination

10.1 Term

These Terms commence when you first access the Service and continue until terminated by either party.

10.2 Cancellation by Customer

You may cancel your subscription at any time through your account settings or by contacting support. Cancellation takes effect at the end of your current billing period. No refunds for partial months.

10.3 Termination by PolicyPlus

We may suspend or terminate your access immediately if you:

• Breach these Terms
• Fail to pay fees when due
• Engage in fraudulent or illegal activities
• Pose a security risk to the Service or other users

10.4 Effect of Termination

Upon termination:

• Your access to the Service will cease
• You remain responsible for all fees accrued prior to termination
• We may delete your Customer Data after 30 days (export your data before termination)
• Sections of these Terms that by their nature should survive will remain in effect

10.5 Data Export

You may export your Customer Data at any time while your account is active. We are not obligated to provide data after account deletion.

11. Warranties and Disclaimers

11.1 Your Warranties

You warrant that:

• You have the right to use and upload Customer Data
• Your use complies with all applicable laws
• You have obtained all necessary consents from Members

11.2 Service Disclaimer

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that the Service will be error-free, secure, or uninterrupted. We do not warrant that the results obtained from using the Service will be accurate or reliable.

11.3 Legal Advice Disclaimer

The Service does not provide legal advice. You are responsible for ensuring your policies and use of the Service comply with applicable laws. Consult with qualified legal counsel regarding your specific legal obligations.

12. Limitation of Liability

12.1 Exclusion of Damages

To the maximum extent permitted by law, PolicyPlus shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, use, goodwill, or other intangible losses, arising out of or related to your use of the Service.

12.2 Liability Cap

Our total liability to you for any claims arising from these Terms or the Service shall not exceed the amount you paid us in the 12 months preceding the claim, or £100, whichever is greater.

12.3 Exceptions

Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded or limited under applicable law.

12.4 Basis of the Bargain

The limitations in this section reflect the allocation of risk between the parties and the fees charged for the Service.

13. Indemnification

You agree to indemnify, defend, and hold harmless PolicyPlus from any claims, damages, losses, liabilities, and expenses (including legal fees) arising from:

• Your breach of these Terms
• Your use of the Service
• Your Customer Data
• Your violation of any law or third-party rights

14. Dispute Resolution and Governing Law

14.1 Governing Law

These Terms are governed by the laws of England and Wales, without regard to conflict of law principles.

14.2 Jurisdiction

The courts of England and Wales have exclusive jurisdiction over any disputes arising from these Terms.

14.3 Informal Resolution

Before pursuing formal legal action, you agree to first contact us at support@policyplus.com to attempt to resolve the dispute informally.

15. General Provisions

15.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and PolicyPlus regarding the Service.

15.2 Amendments

We may modify these Terms at any time by posting revised Terms on our website. Material changes will be notified via email. Continued use after changes constitutes acceptance.

15.3 Waiver

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision.

15.4 Severability

If any provision is found unenforceable, the remaining provisions will remain in full effect.

15.5 Assignment

You may not assign or transfer these Terms without our written consent. We may assign these Terms without restriction.

15.6 Force Majeure

We are not liable for delays or failures due to circumstances beyond our reasonable control (e.g., natural disasters, war, pandemics, internet outages).

15.7 Third-Party Services

The Service may integrate with third-party services. We are not responsible for third-party services or their terms.

15.8 Export Controls

You agree to comply with all applicable export control and sanctions laws.

16. Contact Information

For questions about these Terms or the Service, please contact us: