Terms of Service

These Terms of Service (“Terms”) govern your access to and use of CareLedgerPro (the “Service”). By creating an account or using the Service, you agree to these Terms. If you are accepting these Terms on behalf of an organisation, you confirm that you have authority to bind that organisation.

The Service is a staff-facing client-money and petty-cash ledger for use by trained staff within a single care provider. It is not an invoicing platform, a family or resident portal, or a split-funding tool. The Customer is responsible for ensuring the Service is used within this intended scope.

We may update, improve, modify, suspend, or discontinue features from time to time, provided that any material change will be communicated where reasonably practicable.

The Service is designed to support the Customer's record-keeping obligations. It is not independently certified against ISO 27001, SOC 2, Cyber Essentials, or DSPT, and nothing in the Service constitutes legal, regulatory, or DPO advice.

You are responsible for maintaining the confidentiality of your account credentials and for all activity carried out through your accounts. You must ensure that access is assigned appropriately and revoked promptly when no longer required. You must notify us without delay if you become aware of any unauthorised access, suspected security issue, or misuse of the Service.

You agree not to:

• use the Service unlawfully or in breach of any applicable law, regulation, or duty;
• attempt to gain unauthorised access to the Service, other users’ accounts, or data;
• interfere with, damage, or disrupt the integrity, security, or performance of the Service;
• upload malicious code, viruses, or other harmful content;
• use the Service in a way that could reasonably be expected to harm the Service, our systems, or another user.

You retain all rights in the data you submit to the Service or control through your organisation. You are responsible for ensuring that your use of the Service is lawful and that you have the appropriate legal basis and authority to process any personal data entered into the Service.

We act as a data processor and process personal data on your behalf only in accordance with your lawful instructions and the Data Processing Terms and Privacy Notice. Nothing in these Terms transfers ownership of your Customer Data to us.

Access to paid plans is subject to the fees shown on the Pricing page. Unless stated otherwise, fees are billed in advance. Where applicable, taxes may be added to the fees. Refunds will only be given where required by law or where we agree otherwise in writing. We may change pricing with reasonable notice.

We aim to keep the Service available and reliable, but we do not guarantee uninterrupted or error-free access. Maintenance, updates, or third-party service failures may occasionally affect availability. We will use reasonable efforts to minimise disruption and restore service where possible.

The Service provides tools for financial governance and record-keeping only. It does not provide financial advice, legal advice, safeguarding advice, or regulatory advice. You remain responsible for your own policies, procedures, compliance obligations, and professional judgment.

We may suspend access to the Service, in whole or in part, if:

• you materially breach these Terms;
• payment is overdue;
• we reasonably believe there is a security risk, unlawful activity, or misuse of the Service; or
• suspension is required by law or by a competent authority.

Where reasonably practicable, we will give you notice before suspending access, unless immediate action is necessary.

You may stop using the Service at any time by closing your account or contacting us. We may terminate these Terms and your access to the Service if:

• you materially breach these Terms and do not remedy the breach within a reasonable time after notice, where remedy is possible;
• we are required to do so by law or a competent authority; or
• the Service is being discontinued.

After termination, you may export your data in the available formats for a reasonable period, subject to any plan limits, technical constraints, and our legal obligations. We will retain or delete data in accordance with our retention policy, the Data Processing Terms, and applicable law.

Our processing of personal data is governed by the Data Processing Terms and Privacy Notice. We will use appropriate technical and organisational measures to protect personal data, and we will notify you of any personal data breach affecting your Customer Data without undue delay where required by law.

To the fullest extent permitted by law, we are not liable for indirect, special, incidental, or consequential losses, or for loss of profit, revenue, goodwill, or anticipated savings. We are not liable for loss of data except to the extent that such loss results from our failure to comply with these Terms or applicable law.

Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• any breach of obligations that cannot lawfully be excluded or limited; or
• any liability that cannot legally be excluded under applicable law.

You agree to indemnify us against third-party claims, losses, damages, liabilities, and reasonable costs arising directly from:

• your unlawful use of the Service;
• your breach of these Terms;
• data you input or submit where you do not have the necessary rights, authority, or lawful basis to do so; or
• actions taken by your staff, contractors, or agents using your accounts.

This indemnity does not apply to the extent that the relevant claim or loss was caused by our breach of these Terms, our negligence, our fraud, or any matter for which liability cannot lawfully be excluded or limited.

We may update these Terms from time to time. If we make a material change, we will take reasonable steps to notify you. Your continued use of the Service after the updated Terms take effect means you accept the revised Terms.

These Terms are governed by the laws of England and Wales. Any dispute arising out of or in connection with these Terms will be subject to the exclusive jurisdiction of the courts of England and Wales.

If you have questions about these Terms or the Service, please contact us using the support email associated with your CareLedgerPro account or via the Contact page.