Terms of Service
Last updated: [date]
These terms are the contract between [Company legal name] (company number [company number], registered office [registered address]) (“we”, “us”) and the business that uses Zonespan (“you”). By using the service, you agree to them on behalf of your business. The Data Processing Agreement forms part of these terms.
1. The service
1.1 Zonespan is online software for fire and security businesses. It includes an admin panel for your office and an app for your engineers, covering customers, sites, jobs, quotes, invoices, certificates, stock, timesheets and related records (the “Service”).
1.2 The Service is for business use only. You confirm you are acting for a business and not as a consumer.
1.3 We may improve and change the Service. We will not remove a major feature you pay for without at least 30 days' notice.
2. Accounts and access
2.1 We set up your company account and your first office login. Your company name, logo, colours and contact details are set by us at your request.
2.2 Your office logins can add engineers and office staff. You are responsible for everyone you give access to, and for what they do in the Service. Only we can remove a login; ask us at support@zonespan.co.uk.
2.3 Keep logins private. Each person must have their own login. Tell us straight away if you think a login has been misused.
2.4 Office logins must use two-step login with an authenticator app. Office passwords cannot be reset by email: we reset them only after calling you back on your company's number.
3. Your data
3.1 Everything you and your users put into the Service (customers, sites, jobs, documents, photos, certificates and so on) is your data (“Customer Data”). You own it.
3.2 You give us permission to store and process Customer Data only to provide, secure and support the Service, and as set out in the Data Processing Agreement.
3.3 You are responsible for having the right to put Customer Data into the Service, including telling your own customers and staff how their information is used.
3.4 You can download your data at any time using Backup Everything, and the documents you create can be downloaded as PDFs.
3.5 You are responsible for the content of documents you issue through the Service, including certificates. The Service provides forms and records; it does not check that your work meets any British Standard, and certificates are issued by you, not us.
4. Acceptable use
You must not, and must not let anyone else:
- use the Service for anything unlawful, or to send spam or unsolicited marketing;
- upload malicious code or try to get into any part of the Service, or any other customer's data, you are not meant to access;
- copy, resell or reverse-engineer the Service, or use it to build a competing product;
- put excessive load on the Service (for example automated scraping).
We may suspend access if we reasonably believe these rules are being broken, and will tell you why unless the law prevents us.
5. Fees and payment
5.1 Prices exclude VAT, which is added at the current rate. Office logins are free; you pay for each engineer who can sign in.
| Plan | Price | How it's paid |
|---|---|---|
| Monthly | £29 + VAT per engineer per month, plus a one-off £250 + VAT setup fee | The setup fee is paid by card before we start setting up your account. Monthly charges start when your setup is finished and are taken by card each month in advance. |
| Yearly | £348 + VAT per engineer per year. No setup fee | Charged by card a year in advance, starting when your setup is finished. |
5.2 Adding engineers. On the monthly plan, a new engineer is added to your next bill. On the yearly plan, a new engineer is charged when added, for the rest of your current year; adding back someone you have already paid for that year costs nothing extra. You are shown the cost before you add anyone.
5.3 Removing engineers. There is no refund for an engineer removed part-way through a period. Your next bill uses the number of engineers on the day it is due.
5.4 Changing plan. A change of plan takes effect when the period you have already paid for ends. There is no refund for a yearly period already paid.
5.5 Card payments are taken by our payment provider, Stripe. Your card details go straight to Stripe and are never seen or stored by us. Each payment comes with a VAT invoice.
5.6 If a payment fails, the card is tried again automatically. If it is still unpaid, we may suspend the Service after giving you at least 7 days' written notice. Your data is kept safe while suspended, and you can still sign in to pay.
5.7 We may change fees by giving at least 60 days' notice. The change takes effect from your next billing period after the notice ends.
6. Availability and support
6.1 We aim to keep the Service available at all times, but do not promise it will be uninterrupted or error-free. We try to carry out planned maintenance outside normal working hours.
6.2 The engineer app keeps working without signal and sends completed work when the connection returns.
6.3 Support is by email at support@zonespan.co.uk, [Monday to Friday, 9am to 5pm UK time, excluding bank holidays].
7. Intellectual property
7.1 We (or our licensors) own the Service, its software, design and documentation. You get a non-exclusive, non-transferable right to use it during your subscription for your own business.
7.2 If you send us suggestions, we may use them freely.
8. Confidentiality
Each of us will keep the other's confidential information private and only use it for the purposes of this contract, except where it is already public or the law requires disclosure.
9. Liability
9.1 Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited by law.
9.2 We are not liable for loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.
9.3 Our total liability in any 12-month period is limited to the fees you paid us in that period.
9.4 We are not responsible for the accuracy of what you or your users enter, for decisions you make using the Service, or for work carried out on your customers' systems.
10. Term and ending the contract
10.1 The contract runs from when we start setting up your account and renews automatically each billing period until either of us ends it.
10.2 You can cancel at any time with effect from the end of the period you have paid for. We can end it on 60 days' notice.
10.3 Either of us can end it straight away if the other seriously breaks these terms and does not put it right within 14 days of being asked, or becomes insolvent.
10.4 When the contract ends, your access stops. You have 30 days to download your data, after which we delete Customer Data as set out in the Data Processing Agreement.
11. General
11.1 We may update these terms. We will give at least 30 days' notice of any change that affects you materially; continuing to use the Service after that means you accept it.
11.2 Neither of us is liable for delays caused by events outside our reasonable control.
11.3 You may not transfer this contract without our agreement. We may transfer it to a business that takes over the Service, and will tell you if we do.
11.4 These terms, the Data Processing Agreement and your plan are the whole agreement between us.
11.5 These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.