Terms and data protection
In short, before the long version.
The short version
Six things that decide whether this is a fair arrangement, in the plainest words we can put them in. The band under them says what this page is and what it is yet to be.
You can export all of it at any time, and we delete it on request within thirty days.
Not your data, not aggregated, not anonymised.
No payment method is held until you give one, and nothing renews without notice.
Your data is kept read-only for ninety days in case you come back or need an export, then destroyed.
We are a data controller for your account details and a processor for what you put in. The full statement sets out both.
Ninety days notice, and never inside a period you have already paid for.
How this page is maintained
Read this before the detail below it, because it governs how much weight the detail can carry.
This page is a plain-language summary written for a prototype. The binding terms need a lawyer before anybody signs anything.
Which of these governs what
They were written separately and they answer different questions. This is which to read for what, so that a question about cookies is settled in one click rather than by reading all four.
- This page
The arrangement between your business and ours: what you get, what it costs, what happens to your data when you leave and how much notice anybody gets. In plain words, and summarised rather than drafted.
- The privacy statement
What personal data we hold, why, for how long, and the rights the Data Protection Act 843 gives the people it is about. It covers your staff and your customers, which is why it is longer than this page.
- The cookie notice
What is stored in a browser, by whom, and what happens if you refuse. Short, because there is very little of it and none of it is sold.
- The accessibility statement
What this site and the software are built to meet, where they fall short today, and how to report something that stops you using them.
Six questions, with the answer as it stands today
These come up in the week before a signature, and three of them have answers we would rather were better. They are written as they are rather than as we would like them to read.
Who owns what we put into it?
You do. Your records, your customers, your figures and anything you write in it stay yours, and the export exists so that ownership means something you can act on rather than a sentence on a page.
What happens if we stop paying?
The account stops, the data does not. It is kept read-only for ninety days so you can come back or take an export, and destroyed after that. Nothing is deleted on the day a payment is missed.
What happens if you stop trading?
Today, you would have your export and nothing else. There is no source-code escrow arrangement and no third party holding a copy of the software on your behalf. It is the question we are least comfortable answering and it is why the export is a button rather than a request.
Can the price change mid-term?
The summary above says ninety days notice and nothing inside a period already paid for, and that is what will be drafted. Ask for it in writing in the contract rather than relying on this page.
Whose law, and whose courts?
Ghana, for a Ghanaian customer. For anything else it has yet to be drafted, and a buyer outside Ghana should treat that as an open question rather than an assumption.
Do you have professional indemnity cover?
Ask, and you will be told exactly what is in place at the time you ask rather than a general reassurance. It is one of the items produced against a specific tender rather than kept on the procurement page.
Where an answer below differs from the contract you are eventually sent, the contract is the one that counts. That is the whole reason the band above this one exists.
How much warning you get, and where it appears
A change you find out about afterwards is a change you had no say in. These are the periods the summary above commits to, set out by what is actually changing.
| What changes | Notice you get | Where it appears |
|---|---|---|
| These terms | Ninety days, and outside any period you have already paid for | By email to your administrator, and dated on this page |
| What it costs | Ninety days, on the same footing | By email, with the new figure worked out for your own organisation |
| The privacy statement | Before it takes effect, with what changed named | By email, and dated on the privacy page |
| A feature being withdrawn | Before it goes, with what replaces it or the fact that nothing does | By email, and inside the software |
| A security incident | Within one working day of us knowing | By email to your administrator, by name, then a written account afterwards |
What you would actually sign, and when
Three documents, in this order, and only the second of them exists in a finished form today. Said plainly so that a legal team can plan around it rather than discover it in the week of signature.
- A quotation you can accept
The modules, the number of people, the implementation and what the second year looks like, worked out for your organisation. It is a price rather than a contract, and accepting it starts the work rather than binding you to a term.
- The data processing agreement
Drafted under Act 843 and ready to sign as it stands. It is in the procurement pack and you can read it before any of this, which is the point of it being there.
- The agreement itself
Drafted per customer today and reviewed by a lawyer before signature, because the summary on this page is a summary. Ask for the draft at the start of a procurement rather than the end, and you will be sent whatever exists at that point including the gaps.
A business that wants its own form of contract instead should send it early. We would rather work from yours than hold up a start while ours is drafted.