Terms of Service
These Terms of Service govern your access to and use of all Spotless Technologies products, services, and platforms. Please read them carefully before using any of our Services.
Agreement to Terms
These Terms of Service (“Terms”) constitute a legally binding agreement between you (either an individual or the entity you represent) and Spotless Technologies Limited (“Spotless”, “we”, “us”, or “our”), a company incorporated in England & Wales (Company No. 12345678).
By creating an account, clicking “Accept”, or otherwise accessing or using the Services, you confirm that you are at least 18 years old, have the legal authority to bind yourself or your organisation to these Terms, and agree to be bound by them.
These Terms incorporate by reference our Privacy Policy, Data Processing Addendum (DPA), and any Order Form or Statement of Work (SoW) executed between you and Spotless. In the event of a conflict, Order Forms take precedence, followed by DPAs, then these Terms.
Our Products
Spotless provides a suite of B2B software-as-a-service (SaaS) products and professional services, including but not limited to:
| PRODUCT | DESCRIPTION |
|---|---|
| Spot-CRM | Customer relationship and pipeline management platform |
| Spot-Books | Accounting, invoicing, and financial reporting tools |
| Spot-People | HR, payroll, and workforce management software |
| Spot-Projects | Project management, time tracking, and collaboration |
| Spot-Support | Omni-channel customer support and helpdesk solution |
| Spot-Marketing | Email, SMS, and campaign automation platform |
| Custom Development | Bespoke software and integration services under a SoW |
We reserve the right to modify, suspend, or discontinue any Service (or feature thereof) at any time with reasonable notice. We will use commercially reasonable efforts to provide at least 30 days' prior notice for material changes.
Our target uptime is 99.9% measured on a monthly basis for core platform services. Scheduled maintenance windows are excluded. Full SLA details and credit procedures are available in our Service Level Agreement document, incorporated by reference.
User Accounts
To access most features of the Services, you must register for an account. You agree to:
- Provide accurate, current, and complete information during registration
- Keep your account credentials strictly confidential and not share them with any third party
- Notify us immediately at security@spotless.tech if you suspect unauthorised access
- Accept responsibility for all activities that occur under your account
- Not create accounts by automated means or under false pretences
If you are a Workspace Administrator, you are responsible for managing user access within your organisation's Spotless workspace. This includes provisioning, de-provisioning, and setting appropriate permissions. Spotless is not liable for actions taken by users under a workspace you administer.
Acceptable Use
You agree not to use the Services for any unlawful or prohibited activities, including but not limited to:
- Violating any applicable local, national, or international laws or regulations.
- Uploading or transmitting malware, viruses, or any harmful software.
- Attempting to bypass, disable, or circumvent any security measures.
- Interfering with or disrupting the integrity or performance of the Services.
- Scraping, crawling, or extracting data without our explicit written permission.
- Using the Services to send spam, unsolicited communications, or bulk marketing.
- Accessing accounts, data, or systems without proper authorization.
- Reverse engineering, decompiling, or disassembling any software code.
- Using the Services to host or share hateful, discriminatory, obscene, or threatening content.
Payments & Billing
Paid plans are billed on a monthly or annual basis in advance, as specified in your Order Form. All fees are exclusive of applicable taxes (VAT, GST, sales tax) unless stated otherwise.
| BILLING EVENT | TIMING |
|---|---|
| Initial charge | On account creation or plan upgrade |
| Renewal charge | On the anniversary of the billing period start |
| Overage fees | Within 5 days of the end of the billing period |
| Failed payment retry | 3 attempts over 7 days before account suspension |
| Refund window | 14 days from initial purchase (new accounts only) |
We may change our pricing with at least 60 days' notice before the change takes effect for existing subscribers. Your continued use of the Services after the effective date constitutes acceptance of the new pricing.
You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. We do not pro-rate refunds for partial periods except where required by applicable consumer protection law.
Intellectual Property
All intellectual property rights in the software, products, platforms, and documentation are owned by Spotless or our licensors. Nothing in these Terms grants you ownership of any of our intellectual property:
- We grant you a limited, non-exclusive, non-transferable license to use the Services during your subscription term.
- You retain all rights to the data you upload or submit to the Services (Customer Data).
- You grant us a license to host, process, and display Customer Data to provide and support the Services.
- We may use anonymous, aggregated usage data to improve our products and services.
Confidentiality
Both parties agree to protect and keep confidential any non-public information disclosed during the course of using the Services, including but not limited to:
- Software code, API keys, and system architecture.
- Business strategies, pricing models, and marketing plans.
- Customer data, user credentials, and database contents.
- Any information marked as “Confidential” or reasonably understood to be confidential.
Confidentiality obligations will survive the termination of these Terms for a period of five years.
Termination
We may terminate or suspend your access to the Services immediately, without prior notice, if you breach these Terms. You may also cancel your subscription at any time:
- Upon termination, your right to use the Services ceases immediately.
- We will hold your customer data for 30 days to allow for export.
- After 30 days, we reserve the right to delete all customer data.
- Sections on IP, liability, governing law, and confidentiality survive termination.
Limitation of Liability
The Services are provided “as is” and “as available” without warranty of any kind, express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, title, or non-infringement.
To the maximum extent permitted by applicable law, in no event shall Spotless, its directors, employees, agents, or licensors be liable to you for any:
- Indirect, incidental, special, consequential, or punitive damages
- Loss of profits, revenue, data, goodwill, or business opportunities
- Cost of procuring substitute services
- Damages arising from unauthorised access to or alteration of your transmissions or data
Our total aggregate liability for all claims arising under or in connection with these Terms shall not exceed the greater of: (a) the fees paid by you to Spotless in the 12 months preceding the claim; or (b) £100 GBP.
Nothing in these Terms excludes liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.
Governing Law
These Terms are governed by and construed in accordance with the laws of England & Wales, without regard to conflict of law principles. Any legal action arising out of these Terms must be filed in the courts of London, England.
Changes to Terms
We may update these Terms from time to time. We will notify you of material changes by posting the updated terms on our website or sending an email notification.
Your continued use of the Services after the changes take effect constitutes your agreement to the new Terms.
Contact
If you have any questions about these Terms, please contact our legal team:
| CHANNEL | DETAILS |
|---|---|
| Email (legal) | legal@spotless.tech |
| Email (general) | contact@spotlesstechnologies.com |
| Post | Spotless Technologies Ltd, Legal Team, 123 Clerkenwell Road, London EC1R 5AR, UK |
| Response SLA | Within 5 business days |