Terms of Service

These Terms of Service (Terms) govern access to and use of the ControlOps website at https://controlops.co.uk and the ControlOps software-as-a-service platform (the Service).

By creating an account, completing signup, paying for a subscription, or otherwise using the Service, you agree to these Terms. If you accept on behalf of an organisation, you confirm you have authority to bind that organisation. If you do not agree, do not use the Service.

These Terms are intended for business customers in the United Kingdom. They are not “GDPR terms”; data protection is addressed in our Privacy Notice, any applicable Data Processing Agreement, and the data-protection clauses below.

1. Definitions

• ControlOps, we, us or our means the organisation that operates the Service at controlops.co.uk.
• Customer, you or your means the business or organisation that subscribes to the Service, and where the context allows its Authorised Users.
• Authorised User means an individual permitted by the Customer to access the Customer’s tenant (for example administrators, controllers, staff or client portal users according to roles configured).
• Customer Content means data, files and materials submitted to or generated in the Service by or for the Customer (including workforce, site, rota, attendance, incident, payroll-preparation and invoicing information).
• Subscription means the paid (or trial, where offered) right to use the Service under a plan and billing cycle selected by the Customer.
• Order means the plan, billing cycle and related commercial details selected at signup or in billing settings, including any written order we confirm.

2. Who we are and how to contact us

ControlOps is a workforce operations SaaS product for shift-based service businesses. Contact: [email protected] (United Kingdom). For our full legal entity name, company number or registered office, email the same address and we will provide those details.

3. Scope of the Service

The Service provides multi-tenant software to help Customers plan, manage and track workforce operations. Depending on the Customer’s plan and enabled modules, features may include workforce and contractor records; sites and clients; roles and permissions; rotas and shifts; attendance; patrol or checkpoint scanning; incidents; payroll-preparation information; client invoicing; reporting; and related settings.

ControlOps is an operational software tool. It does not replace the Customer’s legal, regulatory, licensing, employment, health and safety, SIA or right-to-work compliance responsibilities. Outputs such as payroll-ready hours or invoices are based on data the Customer enters and configure; the Customer remains responsible for verifying accuracy before paying staff or billing clients.

We may offer a public website, help content, demonstrations and optional integrations. Features may vary by plan and may change as described in section 16.

4. Account registration and Authorised Users

• You must provide accurate registration information and keep it updated.
• Each Authorised User must use credentials assigned to them. You are responsible for all activity under your tenant, including by Authorised Users.
• You must keep passwords and access tokens confidential and notify us promptly of unauthorised access.
• Social sign-in (Google, Microsoft and/or Apple) may be available where configured. Use of those providers is also subject to their terms and privacy notices.
• We may require email verification and successful payment or activation before full access is granted, as shown during signup and billing flows.

5. Customer responsibilities

You agree to:

• Use the Service only for lawful business purposes and in accordance with these Terms
• Ensure Authorised Users comply with these Terms and your internal policies
• Ensure you have all rights and lawful bases needed to upload Customer Content and to process personal data in the Service
• Configure roles and permissions appropriately
• Maintain your own backups of critical Customer Content where your business requires them
• Not attempt to bypass security, probe or disrupt the Service, access other tenants’ data, or reverse engineer the software except to the extent permitted by law that cannot be excluded

6. Acceptable use

You must not use the Service to:

• Violate any applicable law or regulation
• Infringe intellectual property or privacy rights
• Upload malware or harmful code
• Harass, abuse or harm others
• Send unsolicited bulk communications using Service tooling except as lawfully permitted for your business operations
• Resell, rent or provide the Service to third parties as a competing platform without our prior written consent
• Misrepresent your identity or affiliation

We may suspend or restrict access where we reasonably believe acceptable-use rules have been breached.

7. Subscriptions, plans, fees and billing

• Subscriptions are offered on published plans (for example with limits on workers, users or modules). Current plan descriptions appear on the Pricing page and in-product billing screens.
• Billing may be monthly or yearly where offered. Yearly billing may include a published discount.
• Prices are shown exclusive of VAT unless stated otherwise. VAT may be charged where applicable.
• Card and subscription payments are processed by Stripe (or another payment provider we nominate). You authorise recurring charges for your selected billing cycle until cancelled in accordance with these Terms.
• You may upgrade your plan where the product allows. Plan downgrades and switching from yearly to monthly are not supported on the standard self-serve flow described on our pricing materials.
• Failed payments may result in retry attempts, notices, restricted access or suspension in accordance with our billing settings and these Terms.
• Bank transfer or manual activation may be available in limited cases as shown in payment flows or agreed with us in writing.

8. Trials

Where a trial or demonstration access is offered, it is provided for evaluation, may be time-limited or feature-limited, and may convert to a paid Subscription or expire as communicated at the time. Trial terms notified to you for a specific offer prevail for that offer.

9. Renewals, cancellation, suspension and termination

• Paid Subscriptions renew automatically for successive billing periods unless cancelled before the renewal date using in-product billing controls (including Stripe Customer Portal where enabled) or by contacting us.
• Cancellation typically takes effect at the end of the then-current paid period when cancel-at-period-end is used; you retain access until that date unless otherwise stated.
• We may suspend or terminate access immediately if you materially breach these Terms, fail to pay fees when due, create risk to the Service or other customers, or if required by law.
• Either party may terminate if the other party becomes insolvent or ceases to trade, to the extent permitted by law.
• On termination or expiry, your right to access the Service ends. We may delete or disable Customer Content after a reasonable wind-down period, subject to legal retention needs and any written exit assistance we agree. Export any Customer Content you need before access ends.

10. Customer Content and data protection

• As between the parties, you retain ownership of Customer Content.
• You grant us a worldwide, non-exclusive licence to host, copy, process, transmit and display Customer Content solely to provide, secure, support and improve the Service and as otherwise permitted by these Terms or law.
• For personal data in Customer Content, you are the controller and we act as your processor, except where we process data as an independent controller (for example account administration, billing, security logs and website enquiries) as described in the Privacy Notice.
• Business Customers may request our Data Processing Agreement via our DPA page or [email protected].
• Each party will comply with UK data protection law applicable to its role.

11. Intellectual property

We and our licensors own all rights in the Service, software, branding, documentation and related materials. Except for the limited right to use the Service during a valid Subscription, no rights are granted. You must not remove proprietary notices. Feedback you provide may be used by us without obligation to you.

12. Confidentiality

Each party must keep the other’s confidential information secure and use it only to perform under these Terms, except for information that is public, independently developed, or required to be disclosed by law (with notice where legally permitted). Customer Content is your confidential information. Our product, pricing non-public details and security documentation are our confidential information.

13. Third-party services and integrations

The Service may interoperate with third-party services (including Stripe, identity providers, email delivery, SMS or other connectors a Customer configures). Those services are subject to their own terms. We are not responsible for third-party services we do not control. Optional Customer-configured SMTP, telephony or similar credentials are used to send communications on the Customer’s behalf; the Customer is responsible for lawful use of those channels.

14. Service availability, support, security and backups

• We aim to keep the Service available and performant but do not guarantee uninterrupted or error-free operation. Maintenance, updates, failures of providers, or events beyond our reasonable control may cause downtime.
• Support is provided via published contact channels (including [email protected] and help materials). Unless a separate support SLA is agreed in writing, support is provided on a commercially reasonable basis.
• We implement security measures described at a high level in our Security information and Privacy Notice. You are responsible for Authorised User access hygiene and device security.
• We may perform infrastructure backups for operational resilience. Those backups are not a substitute for your own retention or export practices. Do not rely on ControlOps as your sole system of record without your own backup policy.

15. Public website

Marketing pages, help articles and examples are for general information. They do not form a separate warranty that specific features will be available on every plan. Product screenshots and demos may show illustrative data.

16. Changes to the Service and to these Terms

• We may improve, modify or discontinue features where reasonably necessary for product, security, legal or commercial reasons. Where a change materially reduces core paid functionality, we will take reasonable steps to notify Customers and, where appropriate, discuss alternatives.
• We may update these Terms by posting a revised version on this page with an updated effective date. Material changes may also be notified in-product or by email. Continued use after the effective date constitutes acceptance, except where mandatory law requires a different process. If you do not agree, you must stop using the Service and cancel your Subscription.

17. Warranties and disclaimers

We will provide the Service with reasonable care and skill. Except as expressly stated in these Terms and to the fullest extent permitted by law, the Service is provided “as is” and “as available”, without warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will meet all of your operational or compliance requirements or that Customer Content will be free from loss.

18. Liability

• Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited under English law.
• Subject to the above, we are not liable for: loss of profits, revenue, business, goodwill, anticipated savings, or indirect or consequential loss; or loss or corruption of Customer Content to the extent caused by your acts or omissions, Authorised Users, or third-party services outside our control.
• Subject to the above, our total aggregate liability arising out of or in connection with the Service or these Terms in any 12-month period is limited to the fees you paid to us for the Service in that 12-month period (or, if none, £100).

19. Indemnity

You will indemnify and hold us harmless from claims, losses and expenses (including reasonable legal fees) arising from Customer Content, your use of the Service in breach of these Terms, or your violation of law or third-party rights, except to the extent caused by our wilful misconduct.

20. Force majeure

Neither party is liable for delay or failure to perform due to events beyond its reasonable control, including infrastructure outages of major providers, denial-of-service attacks, utility failures, industrial disputes, fire, flood, epidemic, war or governmental action. Payment obligations for Services already provided remain.

21. Notices

Notices to ControlOps must be sent to [email protected]. Notices to you may be sent to the admin or billing email associated with your account, or posted in the Service.

22. Governing law and jurisdiction

These Terms and any dispute or claim (including non-contractual disputes or claims) are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that we may seek injunctive relief in any jurisdiction to protect intellectual property or confidential information.

23. Dispute resolution

If a dispute arises, please contact us first to seek an amicable resolution. Nothing in this section prevents either party from seeking interim relief from a court of competent jurisdiction.

24. General

• These Terms, the Order, the Privacy Notice and any agreed DPA are the entire agreement for the Service.
• If any provision is unenforceable, the remainder remains in effect.
• Failure to enforce a provision is not a waiver.
• You may not assign these Terms without our prior written consent; we may assign to an affiliate or successor.
• No third-party rights are created under the Contracts (Rights of Third Parties) Act 1999.

25. Contact

[email protected] · Contact · Book a demo

For questions, book a demo or contact your ControlOps representative.