Acceptable Use Policy

1.Purpose and Scope

This Acceptable Use Policy ("AUP") sets out the rules that apply to anyone accessing or using People Hub (the "Service"), provided by Build Your Vision Ltd ("Build Your Vision", "we", "us"). It applies to the Customer and all Authorised Users (employees, managers, and administrators using an account under a Customer's Subscription).

This AUP is incorporated into, and forms part of, our Terms and Conditions. In the event of any conflict between this AUP and the Terms and Conditions regarding acceptable use, this AUP prevails as the more specific document.

2.Your Responsibilities

The Customer is responsible for ensuring that all of its Authorised Users comply with this AUP, and remains responsible for all activity that takes place under its account, including activity by former employees whose access was not promptly revoked.

3.Prohibited Uses

You must not use the Service to:

• upload, store, or process any data you do not have the legal right to hold, including personal data collected or shared unlawfully;
• violate any applicable law, including data protection, employment, and equality law, in the operation of your account;
• harass, discriminate against, defame, or victimise any individual, including via content stored in employee records, notes, or case files;
• upload or transmit any virus, malware, or other harmful code;
• attempt to gain unauthorised access to any part of the Service, other Customers' accounts or data, or the underlying infrastructure, including by circumventing authentication or permission controls;
• probe, scan, or test the vulnerability of the Service, or conduct penetration testing, without our prior written consent;
• use automated means (bots, scrapers, crawlers) to access or extract data from the Service, other than through officially supported integrations or APIs;
• reverse engineer, decompile, or disassemble any part of the Service, except to the extent this restriction is prohibited by applicable law;
• resell, sublicense, rent, or provide access to the Service to any third party not authorised as an Authorised User under your Subscription;
• use the Service to build, train, or benchmark a competing product;
• interfere with or disrupt the integrity or performance of the Service, or any data contained within it, including through excessive automated requests;
• impersonate any person or entity, or misrepresent your affiliation with any person or entity, when using the Service;
• use the Service in a way that could damage, disable, overburden, or impair Build Your Vision's systems or infrastructure, or those of any other user.

4.Acceptable Use of Employee Data

Because People Hub is used to manage real people's employment records, the following specific rules apply:

• Employee Data must only be entered, accessed, and used for legitimate HR and employment management purposes consistent with the Customer's role as employer and data controller.
• Access permissions within the Service (e.g. manager vs. employee visibility) must be configured and maintained so that individuals only see data appropriate to their role — Customers must not deliberately misconfigure permissions to grant broader access than necessary.
• Special category data (e.g. medical forms, health-related notes) must only be recorded where relevant and necessary, and must not be used for any discriminatory or unlawful purpose.
• Case notes, disciplinary records, and similar content must be accurate, professional, and recorded in a manner consistent with the Customer's own policies and applicable employment law — the Service is a record-keeping and workflow tool, and Build Your Vision is not responsible for the accuracy, fairness, or legality of content Customers choose to enter.

5.Fair Use of System Resources

Subscription tiers are designed around expected usage for businesses of the relevant size. We may contact a Customer whose usage (e.g. API calls, storage, number of automated exports) is significantly outside the norm for its tier to discuss fair use or an appropriate upgrade, before taking any restrictive action.

6.Enforcement and Consequences

6.1If we reasonably believe an account is being used in breach of this AUP, we may investigate, and may take proportionate action, which can include: issuing a warning; requiring specific content or configuration to be corrected or removed; temporarily suspending access to some or all of the Service; or, for serious or repeated breaches, terminating the Subscription in accordance with the Terms and Conditions.

6.2Where reasonably possible, and unless doing so would increase risk (e.g. an active security threat), we will notify the Customer's administrator before taking restrictive action and give a reasonable opportunity to remedy the issue.

6.3We may take immediate action without prior notice where necessary to protect the security or integrity of the Service, other Customers, or to comply with a legal obligation.

6.4Suspension or termination under this AUP does not relieve the Customer of any accrued payment obligations under the Terms and Conditions.

7.Reporting Misuse

If you become aware of a violation of this AUP — by another Authorised User on your own account, or involving the Service more generally — please report it to info@buildyourvision.co.uk. We take reports seriously and will investigate in accordance with this policy and our data protection obligations.

8.Changes to This Policy

We may update this AUP from time to time to reflect new features, emerging misuse patterns, or legal requirements. Material changes will be notified in accordance with the Terms and Conditions.

9.Contact

Questions about this Acceptable Use Policy should be directed to:

Build Your Vision Ltd
71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
Email: info@buildyourvision.co.uk
Website: byvpeoplehub.com