Terms of Service

These Terms of Service (“Terms”) govern your access to and use of the Recordme platform and website operated by Recordme (“we”, “us”, “our”). By accessing or using the platform you agree to these Terms. If you are accepting on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

1. The service

Recordme provides a cloud-hosted operations and compliance platform for multi-site hospitality businesses. We grant you a limited, non-exclusive, non-transferable right to access and use the platform during the subscription term solely for your internal business operations. We reserve the right to modify, suspend, or discontinue features with reasonable notice.

2. Accounts and access

You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You must notify us immediately of any unauthorised use at [email protected]. You must not share access credentials across multiple individuals; each user must have their own named account.

3. Acceptable use

You must not use the platform to:

• violate any applicable law or regulation;
• infringe the intellectual property rights of any third party;
• transmit malware, spam, or other harmful content;
• attempt to gain unauthorised access to any system or data;
• use the platform to process data for purposes materially different from those disclosed at sign-up without prior written agreement.

4. Subscription, payment, and cancellation

Subscription fees are charged in advance on the billing cycle selected at sign-up. All fees are exclusive of VAT unless stated otherwise. Invoices are due within 30 days. Failure to pay may result in suspension of access after reasonable notice. You may cancel your subscription at any time; cancellation takes effect at the end of the then-current billing period. We do not provide refunds for partial periods unless required by law.

5. Data and privacy

Our processing of personal data you upload to the platform is governed by our Privacy Policy and, where you act as a data controller and we as your data processor, our Data Processing Agreement (DPA). You warrant that you have a lawful basis to upload any personal data to the platform and that doing so does not violate applicable law.

6. Intellectual property

We own all intellectual property rights in the platform and its content. You own all data you upload. By using the platform you grant us a limited licence to process your data solely for the purpose of providing the service. We may use anonymised and aggregated usage data to improve the platform.

7. Availability and support

We aim to provide high availability but do not guarantee uninterrupted access. Planned maintenance will be communicated in advance where practicable. Support is provided via [email protected] and the in-app help centre. Response-time commitments are set out in your subscription plan.

8. Limitation of liability

To the maximum extent permitted by applicable law (including the Unfair Contract Terms Act 1977 and Consumer Rights Act 2015 where applicable), our total liability to you in connection with the platform shall not exceed the fees paid by you in the twelve months preceding the claim. We shall not be liable for indirect, incidental, consequential, or punitive damages. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited by law.

9. Termination

Either party may terminate for material breach upon 30 days’ written notice if the breach is not remedied within that period. We may terminate immediately for breach of the acceptable-use policy or non-payment. Upon termination, your access to the platform will cease and we will retain your data for 90 days so that you can request an export, after which we will delete it, subject to statutory retention obligations.

10. Governing law and disputes

These Terms are governed by the laws of England and Wales. Any dispute arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales. We encourage you to contact us at [email protected] before initiating formal proceedings.

11. Changes to these Terms

We may update these Terms from time to time. We will notify you of material changes by email or in-platform notification at least 30 days before they take effect. Continued use after the effective date constitutes acceptance of the revised Terms.