Terms of Service

1pc is operated by [YOUR LEGAL ENTITY NAME], a company registered in England and Wales.

Company number: [NUMBER] | Registered address: [ADDRESS]

Contact: [EMAIL]

1. Introduction and Acceptance

These Terms of Service ("Terms") govern your access to and use of the 1pc platform, including the website at 1pc.ai, the web application, any associated mobile applications, and all related services (collectively, the "Platform"). The Platform is provided by [YOUR LEGAL ENTITY NAME] ("1pc", "we", "us", or "our").

By creating an account, accessing, or using the Platform, you confirm that you have read, understood, and agree to be bound by these Terms. If you do not agree, you must not use the Platform.

You confirm that you are at least 18 years old and have the legal capacity to enter into a binding agreement. If you are using the Platform on behalf of a business, you confirm you have the authority to bind that business to these Terms.

We may update these Terms from time to time. We will notify you of material changes by email or through the Platform at least 30 days before they take effect. Your continued use of the Platform after that date constitutes acceptance of the updated Terms. If you do not agree to the changes, you may close your account before the new Terms take effect.

2. The Platform

1pc is a business management platform designed for sole traders, freelancers, and one-person companies. It provides tools for managing contacts, work, invoicing, payments, promotion, and business intelligence, supported by an AI-powered intelligence layer.

2.1 AI-Powered Features

The Platform uses artificial intelligence to provide suggestions, analysis, and decision support. You acknowledge and agree that:

• AI-generated content, suggestions, and analysis are provided as guidance only and do not constitute professional, legal, financial, or tax advice.
• You are solely responsible for reviewing, validating, and acting on any AI-generated output.
• AI outputs may occasionally be inaccurate, incomplete, or inappropriate for your specific circumstances.
• We do not guarantee the accuracy, reliability, or completeness of any AI-generated content.
• The AI learns from data you provide about your business to personalise its output. This data is processed in accordance with our Privacy Policy.

2.2 Third-Party Integrations

The Platform may integrate with third-party services (such as payment processors, accounting software, or communication tools). Your use of those services is governed by their own terms and policies. We are not responsible for the availability, accuracy, or conduct of any third-party service.

3. Your Account

You must provide accurate, current, and complete information when creating your account and keep it up to date. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account.

You must notify us immediately if you become aware of any unauthorised access to or use of your account. We are not liable for any loss arising from unauthorised use of your account where you have failed to keep your credentials secure.

You may only create one account. We reserve the right to suspend or terminate accounts that we reasonably believe are duplicates or have been created using false information.

4. Acceptable Use

You agree to use the Platform lawfully and in accordance with these Terms. You must not:

1. Use the Platform for any unlawful purpose or in violation of any applicable law or regulation.
2. Upload, store, or transmit any content that is defamatory, obscene, fraudulent, or that infringes the rights of any third party.
3. Attempt to gain unauthorised access to any part of the Platform, other users' accounts, or any systems or networks connected to the Platform.
4. Introduce viruses, malware, or any other harmful code.
5. Use the Platform to send unsolicited communications or spam.
6. Reverse-engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Platform.
7. Use automated tools (bots, scrapers, crawlers) to access or interact with the Platform without our prior written consent.
8. Resell, sublicense, or provide access to the Platform to third parties without our authorisation.
9. Interfere with or disrupt the integrity or performance of the Platform.

5. Your Data and Content

5.1 Ownership

You retain full ownership of all data, content, and materials you upload to or create within the Platform ("Your Content"). We do not claim any ownership rights over Your Content.

5.2 Licence to Us

By using the Platform, you grant us a limited, non-exclusive, worldwide licence to process, store, and display Your Content solely for the purpose of providing and improving the Platform and its features. This licence terminates when you delete Your Content or close your account, subject to our data retention obligations.

5.3 AI Processing

You acknowledge that Your Content may be processed by AI systems within the Platform to provide personalised features and recommendations. Your Content is not used to train general-purpose AI models. Processing is limited to providing the services described in these Terms and our Privacy Policy.

5.4 Responsibility for Your Content

You are solely responsible for the accuracy, legality, and appropriateness of Your Content. You represent and warrant that you have all necessary rights and permissions to upload and use Your Content on the Platform.

6. Transactional Communications

The Platform enables you to send transactional communications to your customers (such as invoices, quotes, and payment reminders) using your business identity. You acknowledge and agree that:

• Communications sent through the Platform are sent on your behalf and in your business name.
• You are solely responsible for the content, accuracy, and legality of all communications sent through the Platform.
• We act as a technical intermediary for email delivery and are not a party to any transaction between you and your customers.
• You will comply with all applicable laws regarding electronic communications, including the Privacy and Electronic Communications Regulations 2003 and UK GDPR.

7. Subscription, Fees, and Payment

7.1 Pricing

Access to the Platform is provided on a subscription basis. Current pricing is published on our website and within the Platform. All prices are stated in GBP and are inclusive of VAT unless otherwise stated.

7.2 Billing

Subscriptions are billed in advance on a monthly or annual basis, depending on the plan you select. Payment is processed automatically via the payment method you provide at signup.

7.3 Free Trials

We may offer free trials or promotional pricing at our discretion. At the end of a trial period, your subscription will convert to a paid plan unless you cancel before the trial ends.

7.4 Price Changes

We may change our pricing with at least 30 days' written notice. Price changes will take effect at the start of your next billing cycle following the notice period. If you do not agree to a price change, you may cancel your subscription before it takes effect.

7.5 Refunds

If you are a consumer, you have a statutory right to cancel your subscription within 14 days of purchase under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, provided you have not used the Platform during that period. Outside of this statutory right, fees are non-refundable except where required by law or at our sole discretion.

8. Intellectual Property

The Platform, including its design, code, features, branding, documentation, and all related intellectual property, is owned by us or our licensors and is protected by copyright, trademark, and other intellectual property laws.

Nothing in these Terms grants you any right, title, or interest in the Platform beyond the limited right to use it in accordance with these Terms. You may not copy, modify, distribute, or create derivative works based on the Platform or any part of it.

The 1pc name, logo, and all related marks are our trademarks. You may not use them without our prior written consent.

9. Limitation of Liability

9.1 No Exclusion of Mandatory Liability

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

9.2 Exclusion of Certain Losses

To the fullest extent permitted by law, we shall not be liable to you for any:

• Loss of profits, revenue, business, or anticipated savings.
• Loss of goodwill or reputation.
• Loss of data (except as set out in section 12 regarding data security).
• Loss of opportunity.
• Indirect, consequential, or special losses of any kind.

These exclusions apply whether such losses arise in contract, tort (including negligence), breach of statutory duty, or otherwise, even if we have been advised of the possibility of such losses.

9.3 Total Liability Cap

Subject to section 9.1, our total aggregate liability to you under or in connection with these Terms, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the greater of (a) the total fees paid by you to us in the 12 months immediately preceding the event giving rise to the claim, or (b) £100.

9.4 No Liability for AI Output

We provide AI-generated content, suggestions, and analysis on an "as is" basis. We accept no liability for any decisions made, actions taken, or losses incurred in reliance on AI-generated output from the Platform. This includes, without limitation, any financial, tax, legal, or business decisions.

9.5 Service Availability

We do not guarantee uninterrupted or error-free access to the Platform. We are not liable for any loss or damage resulting from downtime, interruptions, errors, or delays, whether planned or unplanned. We will use reasonable efforts to provide advance notice of scheduled maintenance.

10. Disclaimers

The Platform is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we disclaim all warranties and conditions, whether express, implied, or statutory, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

Without limiting the foregoing, we do not warrant that:

• The Platform will meet your specific requirements.
• The Platform will be available at all times or operate without interruption or error.
• Any data or content stored on the Platform will not be lost, corrupted, or compromised.
• The results obtained from using the Platform, including AI-generated output, will be accurate or reliable.
• Any defects in the Platform will be corrected within any particular timeframe.

The Platform is not a substitute for professional advice. You should seek independent professional advice (including legal, financial, and tax advice) where appropriate.

11. Indemnification

You agree to indemnify, defend, and hold harmless 1pc, its directors, officers, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable legal fees) arising out of or related to:

• Your use of the Platform or any breach of these Terms.
• Your Content or any content you transmit through the Platform.
• Any communications sent through the Platform to your customers or third parties.
• Your violation of any applicable law or regulation.
• Any third-party claim arising from your business activities conducted through or in connection with the Platform.

12. Data Protection and Security

12.1 Our Role

Under UK GDPR, we act as a data processor in respect of the personal data you store on the Platform about your customers and contacts. You act as the data controller for that data. For personal data relating to your own account and your use of the Platform, we act as the data controller. Full details of our data processing activities are set out in our Privacy Policy.

12.2 Your Obligations as Data Controller

Where you store personal data about your customers or contacts on the Platform, you are responsible for:

• Ensuring you have a lawful basis for processing that data under UK GDPR.
• Providing appropriate privacy notices to the individuals whose data you store.
• Responding to data subject access requests and other rights requests from those individuals.
• Ensuring the data you upload is accurate and kept up to date.

12.3 Data Processing Agreement

By agreeing to these Terms, you also agree to the Data Processing Agreement (DPA) set out in Schedule 1, which forms part of these Terms. The DPA governs our processing of personal data on your behalf.

12.4 Security Measures

We implement and maintain appropriate technical and organisational security measures in line with industry best practices to protect Your Content and personal data, including:

• Encryption of data in transit (TLS 1.2 or higher) and at rest (AES-256 or equivalent).
• Access controls and authentication mechanisms, including support for multi-factor authentication.
• Regular security assessments and vulnerability testing.
• Incident response procedures, including notification of personal data breaches in accordance with UK GDPR.
• Secure hosting infrastructure with appropriate physical and logical safeguards.
• Regular data backups with tested recovery procedures.

While we take security seriously and follow industry best practices, no system is completely secure. We cannot guarantee absolute security of your data.

12.5 Data Breach Notification

In the event of a personal data breach affecting your data, we will notify you without undue delay and in any event within 72 hours of becoming aware of the breach, providing you with sufficient information to enable you to meet your own obligations under UK GDPR.

13. Suspension and Termination

13.1 Termination by You

You may cancel your subscription and close your account at any time through the Platform or by contacting us. Cancellation takes effect at the end of your current billing period. You will retain access to the Platform until then.

13.2 Termination by Us

We may suspend or terminate your account immediately if:

• You materially breach these Terms and fail to remedy the breach within 14 days of written notice.
• You use the Platform for any unlawful purpose.
• Your use of the Platform poses a security risk to the Platform or other users.
• You fail to pay any fees due and do not remedy the default within 14 days of notice.
• We are required to do so by law or regulation.

13.3 Effect of Termination

On termination of your account:

• Your right to access and use the Platform ceases immediately (or at the end of your billing period, for voluntary cancellation).
• We will make Your Content available for export for a period of 30 days following termination. After this period, we will delete Your Content from our active systems, subject to our legal obligations to retain certain data.
• Backup copies of Your Content may persist in our systems for up to 90 days after deletion from active systems, after which they will be permanently removed.
• Sections of these Terms that by their nature should survive termination will continue to apply, including sections on intellectual property, limitation of liability, indemnification, and governing law.

14. Changes to the Platform

We may modify, update, or discontinue features of the Platform at any time. We will provide reasonable notice of material changes that significantly affect your use of the Platform. We are not liable for any modification, suspension, or discontinuation of any feature.

15. Force Majeure

We are not liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to natural disasters, acts of government, pandemic, war, terrorism, power failure, internet disruption, or third-party service outages.

16. General Provisions

Entire Agreement. These Terms, together with our Privacy Policy and any Data Processing Agreement, constitute the entire agreement between you and us regarding the Platform and supersede all prior agreements, representations, and understandings.

Severability. If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

Waiver. Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

Assignment. You may not assign or transfer your rights under these Terms without our prior written consent. We may assign our rights and obligations under these Terms without restriction.

Notices. Notices to you will be sent to the email address associated with your account. Notices to us should be sent to [EMAIL]. Notices are deemed received on the day sent if sent by email.

No Third-Party Rights. These Terms do not confer any rights on any person other than the parties to these Terms, and nothing in these Terms is intended to give any person other than the parties any right to enforce any of these Terms under the Contracts (Rights of Third Parties) Act 1999.

17. Governing Law and Disputes

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising under or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

If you are a consumer, nothing in this section affects your statutory rights or your right to bring proceedings in the courts of the country in which you are resident.

Before initiating formal proceedings, both parties agree to attempt to resolve any dispute informally by contacting the other party. If we are unable to resolve a dispute informally within 30 days, either party may pursue formal resolution.

18. Contact

If you have questions about these Terms, please contact us at:

[YOUR LEGAL ENTITY NAME]
[Registered Address]
[Email Address]

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Schedule 1: Data Processing Agreement

This Data Processing Agreement ("DPA") forms part of the Terms of Service and governs the processing of personal data by 1pc on your behalf.

S1.1 Definitions

In this DPA, "personal data", "processing", "data controller", "data processor", and "data subject" have the meanings given in UK GDPR. "Customer Personal Data" means personal data that you upload to or store on the Platform relating to your customers, contacts, or other third parties.

S1.2 Scope and Purpose

We process Customer Personal Data solely for the purpose of providing the Platform and its features to you, as described in the Terms of Service. The categories of data subjects, types of personal data processed, and the nature and purpose of processing are determined by you through your use of the Platform.

S1.3 Our Obligations as Processor

We shall:

1. Process Customer Personal Data only on your documented instructions, unless required to do so by applicable law. If required by law to process data other than on your instructions, we will notify you before doing so (unless prohibited by law).
2. Ensure that persons authorised to process Customer Personal Data are subject to appropriate obligations of confidentiality.
3. Implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk, as described in section 12.4 of the Terms.
4. Not engage sub-processors without your prior general authorisation. We will inform you of any intended changes to sub-processors, giving you the opportunity to object. A current list of sub-processors is available on request.
5. Assist you, taking into account the nature of processing, in responding to requests from data subjects exercising their rights under UK GDPR.
6. Assist you in ensuring compliance with your obligations under Articles 32 to 36 of UK GDPR, taking into account the nature of processing and the information available to us.
7. At your choice, delete or return all Customer Personal Data to you after the end of the provision of services, and delete existing copies unless applicable law requires storage.
8. Make available to you all information necessary to demonstrate compliance with this DPA and allow for and contribute to audits, including inspections, conducted by you or an auditor mandated by you.

S1.4 International Transfers

We will not transfer Customer Personal Data outside the United Kingdom unless adequate safeguards are in place in accordance with UK GDPR, such as the UK International Data Transfer Agreement or other approved transfer mechanisms. We will inform you of any sub-processors located outside the UK and the safeguards in place for such transfers.

S1.5 Data Breach

We will notify you without undue delay upon becoming aware of a personal data breach affecting Customer Personal Data. The notification will include the nature of the breach, the categories and approximate number of data subjects and records affected, the likely consequences, and the measures taken or proposed to address the breach.

S1.6 Duration

This DPA shall remain in effect for the duration of our processing of Customer Personal Data under the Terms of Service and shall terminate automatically upon deletion of all Customer Personal Data from our systems in accordance with section 13.3.

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