Terms of Service

Last updated: 4 November 2025

1. Acceptance of Terms

By accessing or using PolicySuite ("the Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, do not use the Service.

2. Description of Service

PolicySuite provides a cloud-based policy management platform that enables organisations to create, review, distribute, and track policies. The Service includes access to policy templates, workflow tools, and compliance features as described on our website.

3. Account Registration

To use the Service, you must:

• Provide accurate and complete registration information
• Maintain the security of your account credentials
• Promptly update any information to keep it accurate and current
• Accept responsibility for all activities under your account
• Notify us immediately of any unauthorized use

4. Acceptable Use

You agree not to:

• Use the Service for any illegal or unauthorized purpose
• Violate any laws, regulations, or third-party rights
• Transmit viruses, malware, or other harmful code
• Attempt to gain unauthorized access to our systems
• Interfere with or disrupt the Service
• Scrape, copy, or reverse engineer any part of the Service
• Resell or redistribute the Service without authorization

5. Subscription and Billing

Free Trial: We offer a 14-day free trial with full access to the Service. No credit card is required for the trial.

Paid Plans: After the trial, you may subscribe to a paid plan. Subscriptions renew automatically unless cancelled. You can cancel at any time from your account settings.

Refund Policy: We offer a 30-day money-back guarantee for annual subscriptions. Monthly subscriptions are non-refundable but you can cancel at any time.

Price Changes: We may change our prices with 30 days' notice. Existing customers will be grandfathered at their current rate for 12 months.

6. Data Ownership and Usage

Your Data: You retain all rights to the policies, documents, and content you create using the Service ("Your Content").

Our License: You grant us a limited licence to store, process, and display Your Content solely to provide the Service.

Data Deletion: You can export or delete Your Content at any time. When you close your account, we will delete Your Content within 90 days.

7. Intellectual Property

PolicySuite and its original content, features, and functionality are owned by us and protected by international copyright, trademark, and other intellectual property laws.

Our policy templates are provided under a commercial licence that allows you to customize and use them for your organisation, but not to redistribute them as templates to third parties.

8. Service Availability

We strive to maintain 99.9% uptime but do not guarantee uninterrupted access. We may perform scheduled maintenance with advance notice. We are not liable for downtime or service interruptions.

9. Termination

Either party may terminate this agreement at any time:

• By You: Cancel your subscription from your account settings
• By Us: We may suspend or terminate your account if you violate these Terms, with notice where possible

Upon termination, your access will cease but you can export Your Content for 30 days.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

• THE SERVICE IS PROVIDED "AS IS" WITHOUT WARRANTIES OF ANY KIND
• WE ARE NOT LIABLE FOR INDIRECT, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES
• OUR TOTAL LIABILITY WILL NOT EXCEED THE AMOUNT YOU PAID IN THE PAST 12 MONTHS
• WE ARE NOT RESPONSIBLE FOR YOUR POLICY CONTENT OR HOW YOU USE THE SERVICE

11. Indemnification

You agree to indemnify and hold us harmless from any claims, damages, or expenses arising from your use of the Service or violation of these Terms.

12. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes will be resolved in the courts of England and Wales.

13. Changes to Terms

We may modify these Terms at any time. We will notify you of material changes via email or through the Service. Continued use after changes constitutes acceptance.

14. Contact

Questions about these Terms? Contact us at legal@policy-suite.com