Terms and Conditions

1.Introduction and Acceptance

1.1These Terms and Conditions ("Terms") govern access to and use of People Hub (the "Service"), a cloud-based people operations and HR management platform provided by Build Your Vision Ltd, a company registered in England and Wales under company number 12595924, with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom ("Build Your Vision", "we", "us", "our").

1.2These Terms apply to the organisation that registers for the Service (the "Customer", "you", "your") and, where relevant, to individual users the Customer authorises to access the Service ("Authorised Users"), including employees, managers, and account administrators.

1.3By creating an account, clicking to accept these Terms, or using the Service, the Customer confirms that it (and the individual accepting on its behalf) has authority to bind the Customer, and agrees to be bound by these Terms and by our Privacy Policy and Data Processing Agreement, each incorporated by reference.

1.4If you do not agree to these Terms, you must not access or use the Service.

2.Definitions

"Account Data" means information about the Customer and its Authorised Users needed to administer the Service, such as company name, billing details, and administrator contact details.

"Content Data" means the data the Customer or its Authorised Users submit to the Service in the course of using it, including employee records, personal details, medical forms, risk assessments, onboarding documents, policies, and any other HR-related information ("Employee Data" where it relates to an identified or identifiable individual).

"Subscription" means the plan (Start, Grow, Lead, Partner, or Managed, or any successor tier) the Customer selects, as further described on our pricing page.

"Order" means the order form, online checkout process, or written agreement confirming the Customer's chosen Subscription, fees, and billing terms.

"Documentation" means our published user guides and help materials relating to the Service.

3.The Service

3.1People Hub provides tools for managing the employee lifecycle, which may include: employee profiles and personal records; leave and absence management; lateness tracking; probation and performance review management; recruitment pipeline tracking; a policy and document hub; templates for HR processes; an organisation chart; a manager and founder dashboard; and reporting.

3.2We may add, change, or remove features from time to time. We will use reasonable efforts to give the Customer advance notice of any change that materially reduces the functionality of the Customer's Subscription.

3.3Onboarding to the Service may be self-directed or supported by a Build Your Vision account manager, as agreed in the Order. Any additional advisory services (such as the Managers Mentoring Programme, Confidence Programme, Confidence Comeback Programme, or maternity management support) are governed by these Terms together with any specific terms set out in the relevant Order.

4.Eligibility and Accounts

4.1The Customer must be a business or organisation, not a consumer, and must ensure that account administrator details are accurate and kept up to date.

4.2The Customer is responsible for all activity on its account, for maintaining the confidentiality of login credentials, and for ensuring that only current, authorised individuals have access. The Customer must notify us promptly of any suspected unauthorised access.

4.3The Customer is responsible for assigning appropriate permission levels (e.g. employee, manager, administrator, HR partner) to each Authorised User and for ensuring Authorised Users only access data they are entitled to see.

5.Subscription Fees and Payment

5.1Fees for the Service are as set out in the applicable Order or on our published pricing page at the time of purchase, and are billed monthly or annually in advance, as selected by the Customer.

5.2Unless stated otherwise, fees are exclusive of VAT and any other applicable taxes, which will be added to invoices where required by law.

5.3Fees are non-refundable except as expressly stated in these Terms or as required by law. If the Customer upgrades its Subscription, we may charge a pro-rated fee for the remainder of the current billing period.

5.4If a payment is not received by the due date, we may suspend access to the Service after giving [7 or 14 · to be confirmed] days' written notice, without affecting any fees owed.

5.5We may change our fees on renewal by giving the Customer at least 30 days' notice. Continued use of the Service after a fee change takes effect constitutes acceptance of the new fee.

6.Free Trials and Cancellation

6.1Where we offer a free trial, the Service is provided "as is" during the trial period without warranty, and either party may terminate at any time before the trial ends without charge.

6.2The Customer may cancel its Subscription at any time via account settings or by contacting us; cancellation takes effect at the end of the then-current billing period, and no partial refunds are given for unused time within a billing period.

7.Data Protection

7.1In providing the Service, Build Your Vision processes personal data — including special category data such as health-related information contained in medical forms — on behalf of the Customer. For the purposes of UK GDPR and the Data Protection Act 2018, the Customer is the data controller of Employee Data and Build Your Vision is the data processor, save where the parties agree otherwise in writing.

7.2The parties' respective data protection obligations, including the technical and organisational measures Build Your Vision applies to protect Employee Data, are set out in the Data Processing Agreement ("DPA"), which is incorporated into and forms part of these Terms. In the event of a conflict between these Terms and the DPA in relation to data processing, the DPA prevails.

7.3The Customer is responsible for ensuring it has a lawful basis to collect and share Employee Data with Build Your Vision, including obtaining any consents or providing any notices required under applicable data protection law, and for the accuracy of the data it submits.

7.4Build Your Vision will not use Employee Data for any purpose other than providing and improving the Service, except as required by law or with the Customer's written consent.

7.5Full details of how we collect, use, and protect personal data — including data relating to Customer account administrators — are set out in our Privacy Policy at byvpeoplehub.com/privacy.

8.Acceptable Use

The Customer and its Authorised Users must not:

• use the Service to store or process data unlawfully, or in a way that infringes any third party's rights;
• attempt to gain unauthorised access to the Service, other customers' data, or our underlying systems and infrastructure;
• reverse engineer, decompile, or attempt to extract the source code of the Service, except to the extent permitted by law;
• use the Service to build a competing product or service;
• upload malicious code, or interfere with the operation or security of the Service;
• resell, sublicense, or provide access to the Service to any third party not authorised under these Terms.

9.Intellectual Property

9.1As between the parties, Build Your Vision owns all intellectual property rights in the Service, the Documentation, our templates, policy libraries, training materials, and the underlying software, excluding Content Data.

9.2The Customer retains all rights in its Content Data. The Customer grants Build Your Vision a licence to host, process, and display Content Data solely to provide the Service.

9.3Subject to payment of applicable fees, we grant the Customer a non-exclusive, non-transferable licence to access and use the Service and Documentation during the Subscription term, for the Customer's internal business purposes only.

9.4Templates, policy documents, and training materials made available through the Service are licensed for the Customer's internal use and may not be resold or redistributed outside the Customer's organisation.

10.Confidentiality

10.1Each party may have access to the other's confidential information. Each party agrees to protect the other's confidential information with the same degree of care it uses for its own confidential information (and no less than a reasonable standard of care), and to use it only as necessary to perform its obligations under these Terms.

10.2This clause does not apply to information that is or becomes public through no fault of the receiving party, was already known to the receiving party, or must be disclosed by law.

11.Service Availability and Support

11.1We will use reasonable efforts to make the Service available [99% or 99.5% · to be confirmed] of the time each month, excluding scheduled maintenance (of which we will give reasonable notice where practicable) and events outside our reasonable control.

11.2Support is provided in accordance with the support terms applicable to the Customer's Subscription tier, as described on our pricing page or in the Order.

11.3We are not liable for any unavailability caused by internet, hosting, or third-party service outages beyond our reasonable control.

12.Warranties and Disclaimers

12.1We warrant that we will provide the Service with reasonable skill and care and substantially in accordance with the Documentation.

12.2Except as expressly stated in these Terms, the Service is provided "as is" and, to the fullest extent permitted by law, we exclude all other warranties, whether express or implied, including any implied warranty of satisfactory quality, fitness for a particular purpose, or non-infringement.

12.3The Service provides tools, templates, and general information to help the Customer manage HR processes; it does not constitute legal, employment law, or professional HR advice, and does not replace the Customer's obligation to obtain independent legal advice on employment matters specific to its business.

13.Limitation of Liability

13.1Nothing in these Terms limits or excludes either party's liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited or excluded by law.

13.2Subject to clause 13.1, our total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), or otherwise, shall not exceed the total fees paid by the Customer in the [12 months · to be confirmed] preceding the event giving rise to the claim.

13.3Subject to clause 13.1, we shall not be liable for any indirect or consequential loss, or for loss of profits, revenue, business opportunity, or data, arising out of or in connection with these Terms.

14.Indemnification

14.1The Customer agrees to indemnify and hold Build Your Vision harmless against any claims, losses, or costs arising from the Customer's breach of these Terms, its unlawful use of the Service, or the accuracy or lawfulness of Content Data it submits.

14.2We agree to indemnify the Customer against any claim that the Service, as provided by us and used in accordance with these Terms, infringes a third party's intellectual property rights, subject to the limitations in clause 13.

15.Term and Termination

15.1These Terms take effect when the Customer first accesses the Service and continue for the Subscription term set out in the Order, renewing automatically unless either party gives notice of non-renewal as set out in the Order.

15.2Either party may terminate these Terms immediately by written notice if the other party commits a material breach that is not remedied within 30 days of being notified, or becomes insolvent.

15.3We may suspend or terminate the Customer's access to the Service if fees remain unpaid after notice under clause 5.4, or if the Customer breaches the Acceptable Use provisions in clause 8.

16.Effect of Termination

16.1On termination or expiry of the Subscription, the Customer's right to access the Service ends immediately.

16.2For [30 · to be confirmed] days following termination, we will make Content Data available for export by the Customer on request. After that period, we will delete or anonymise Content Data in accordance with our data retention policy and the DPA, except where we are required to retain it by law.

16.3Clauses relating to fees owed, intellectual property, confidentiality, liability, and governing law survive termination.

17.Changes to These Terms

17.1We may update these Terms from time to time, for example to reflect changes in the Service, legal or regulatory requirements, or our business practices. We will give the Customer at least 30 days' notice of any material change by email or in-app notice.

17.2Continued use of the Service after a change takes effect constitutes acceptance of the updated Terms. If the Customer does not agree to a material change, it may terminate its Subscription before the change takes effect.

18.General

18.1Assignment: The Customer may not assign or transfer its rights under these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of assets.

18.2Force Majeure: Neither party is liable for delay or failure to perform caused by events beyond its reasonable control.

18.3Severability: If any provision of these Terms is found unenforceable, the remaining provisions continue in full force.

18.4Entire Agreement: These Terms, together with the Order, Privacy Policy, and DPA, constitute the entire agreement between the parties regarding the Service, superseding any prior agreements or representations.

18.5Notices: Notices under these Terms must be given in writing to the contact details in clause 19, or such other address as either party notifies to the other.

18.6No Partnership: Nothing in these Terms creates a partnership, joint venture, or agency relationship between the parties.

19.Governing Law and Jurisdiction

These Terms, and any dispute or claim arising out of or in connection with them, are governed by the laws of England and Wales, and the parties submit to the exclusive jurisdiction of the courts of England and Wales.

20.Contact

Questions about these Terms should be sent to:

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