Terms and Conditions

1. Introduction

These Terms and Conditions ("Terms", "Agreement") govern your access to and use of the SoftSpec platform ("Service"), operated by SoftSpec Limited ("SoftSpec", "we", "our", or "us"), a company registered in England and Wales.

By accessing or using our Service, you agree to be bound by these Terms. If you do not agree to these Terms, you may not access or use the Service.

These Terms constitute a legally binding agreement between you (whether personally or on behalf of an entity) and SoftSpec Limited. Please read them carefully.

2. Definitions

• "Account" means the unique account created for you to access our Service.
• "Customer Data" means any data, information, or content uploaded, submitted, or transmitted by you through the Service, including food specifications, supplier information, recipes, and business data.
• "Service" means the SoftSpec food safety and quality management platform, including all features, functionality, and content.
• "Subscription" means your paid or trial access to the Service for a specified period.
• "User" or "You" means the individual or entity accessing or using the Service.

3. Account Registration and Eligibility

3.1 Eligibility

You must be at least 16 years old and have the legal capacity to enter into contracts to use our Service. By creating an Account, you represent and warrant that you meet these requirements.

3.2 Account Information

When you create an Account, you must provide accurate, complete, and current information. You agree to update your information promptly if it changes. Providing false or misleading information may result in Account termination.

3.3 Account Security

You are responsible for:

• Maintaining the confidentiality of your Account credentials
• All activities that occur under your Account
• Notifying us immediately of any unauthorised use or security breach
• Taking reasonable steps to prevent unauthorised access to your Account

3.4 One Account Per User

You may not create multiple Accounts or allow others to use your Account credentials. Each user must have their own individual Account.

4. Service Access and Use

4.1 Licence Grant

Subject to your compliance with these Terms, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your internal business purposes during your Subscription period.

4.2 Acceptable Use

You agree to use the Service only for lawful purposes. You must not:

• Violate any applicable laws, regulations, or third-party rights
• Upload or transmit viruses, malware, or other harmful code
• Attempt to gain unauthorised access to any part of the Service
• Interfere with or disrupt the Service or servers
• Reverse engineer, decompile, or disassemble the Service
• Use automated systems to access the Service without our permission
• Remove, alter, or obscure any proprietary notices from the Service
• Use the Service to compete with us or develop competing products
• Share your Account credentials with unauthorised third parties

4.3 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with or without notice. We are not liable for any modification, suspension, or discontinuance of the Service.

5. Free Trial Period

5.1 Trial Access

We offer a 6-month free trial period for new users. During the trial, you have full access to the Service without payment. No payment details are required to start your trial.

5.2 Trial Limitations

The free trial is available once per organisation and may not be combined with other offers. We reserve the right to modify or discontinue free trial offers at any time.

5.3 Conversion to Paid Subscription

At the end of the trial period, your access will be suspended unless you subscribe to a paid plan. We will contact you before the trial expires to discuss subscription options. You are under no obligation to continue after the trial.

6. Subscription and Payment

6.1 Subscription Plans

Following your free trial, you may subscribe to a paid plan. Subscription fees, billing periods, and features are as described on our website or in your order confirmation.

6.2 Payment Terms

You agree to pay all fees associated with your Subscription. Fees are:

• Payable in advance for the billing period (monthly or annually)
• Non-refundable except as expressly stated in Section 6.5
• Subject to applicable VAT and other taxes
• Payable in British Pounds (GBP) unless otherwise agreed

6.3 Automatic Renewal

Your Subscription will automatically renew at the end of each billing period unless you cancel before the renewal date. You will be charged the then-current subscription fee unless you have a locked-in rate guarantee.

6.4 Price Changes

We may change subscription fees at any time. If we increase fees, we will provide at least 30 days' notice before your next renewal. Continued use of the Service after the price change constitutes acceptance of the new fees.

6.5 Money-Back Guarantee

We offer a 100% money-back guarantee for the first month of any paid subscription. If you are not satisfied within 30 days of your first payment, contact us for a full refund. This guarantee applies only to first-time paid subscriptions and excludes renewals.

6.6 Payment Method

You authorise us to charge your designated payment method for all fees. You must provide current, complete, and accurate payment information. If payment fails, we may suspend or terminate your access to the Service.

7. Customer Data and Intellectual Property

7.1 Your Data Ownership

You retain all ownership rights to your Customer Data. By uploading Customer Data to the Service, you grant us a limited licence to process, store, and display your data solely to provide the Service to you.

7.2 Data Responsibilities

You are responsible for:

• The accuracy, quality, and legality of your Customer Data
• Obtaining necessary rights and permissions to upload and use Customer Data
• Compliance with data protection laws regarding your Customer Data
• Maintaining backups of critical Customer Data

7.3 SoftSpec Intellectual Property

The Service, including all software, design, text, graphics, logos, and other content, is owned by SoftSpec and protected by copyright, trademark, and other intellectual property laws. You may not copy, modify, distribute, or create derivative works without our written permission.

7.4 Data Export and Portability

You may export your Customer Data at any time through the Service's export functionality. Upon termination, we will provide a reasonable period (typically 30 days) for you to export your data before deletion.

8. Privacy and Data Protection

Your use of the Service is also governed by our Privacy Policy, which explains how we collect, use, and protect your personal data in accordance with UK GDPR and the Data Protection Act 2018.

By using the Service, you consent to our collection and use of personal data as described in the Privacy Policy. We act as a data processor for your Customer Data and as a data controller for account and usage data.

9. Warranties and Disclaimers

9.1 Service Availability

We strive to provide reliable, uninterrupted access to the Service. However, we do not guarantee that the Service will be error-free, secure, or available at all times. Service interruptions may occur for maintenance, updates, or technical issues.

9.2 "As Is" Provision

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

9.3 No Professional Advice

The Service is a software tool and does not constitute professional advice. You are responsible for your own business decisions and compliance with food safety regulations. We recommend consulting qualified professionals for regulatory compliance matters.

10. Limitation of Liability

10.1 Limitation of Damages

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL SOFTSPEC BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITIES ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE.

10.2 Maximum Liability

Our total liability to you for all claims arising from or related to the Service shall not exceed the total fees paid by you to SoftSpec in the 12 months immediately preceding the event giving rise to liability.

10.3 Exceptions

Nothing in these Terms shall limit or exclude our liability for:

• Death or personal injury caused by negligence
• Fraud or fraudulent misrepresentation
• Any liability that cannot be excluded or limited under UK law

11. Indemnification

You agree to indemnify, defend, and hold harmless SoftSpec, its affiliates, and their respective officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, costs, or expenses (including reasonable legal fees) arising from:

• Your use or misuse of the Service
• Your violation of these Terms
• Your violation of any third-party rights, including intellectual property rights
• Your Customer Data or any content you submit
• Your violation of applicable laws or regulations

12. Termination

12.1 Termination by You

You may terminate your Account at any time by contacting us or using the Account closure feature. If you terminate during a paid billing period, you will not receive a pro-rata refund except during the 30-day money-back guarantee period.

12.2 Termination by Us

We may suspend or terminate your Account immediately without notice if:

• You violate these Terms
• Your payment fails or your Account is overdue
• We reasonably believe your use poses a security risk
• We are required to do so by law
• We discontinue the Service entirely (with reasonable notice)

12.3 Effect of Termination

Upon termination:

• Your licence to use the Service immediately ceases
• You lose access to your Account and Customer Data
• We may delete your Customer Data after a 30-day grace period
• You remain liable for all fees incurred before termination
• Sections of these Terms that should survive termination will remain in effect

13. Dispute Resolution

13.1 Informal Resolution

If you have a dispute with us, please contact us first to attempt informal resolution. We are committed to working with you to reach a fair resolution.

13.2 Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.

13.3 Jurisdiction

Any legal action or proceeding arising from or related to these Terms shall be brought exclusively in the courts of England and Wales, and you consent to the personal jurisdiction of such courts.

13.4 Alternative Dispute Resolution

For consumer disputes, you may also have the right to refer complaints to the relevant alternative dispute resolution (ADR) body in accordance with UK consumer protection regulations.

14. General Provisions

14.1 Entire Agreement

These Terms, together with our Privacy Policy, constitute the entire agreement between you and SoftSpec regarding the Service and supersede all prior agreements and understandings.

14.2 Amendments

We may modify these Terms at any time by posting the revised Terms on our website. Material changes will be communicated via email or a prominent notice on the Service. Your continued use after changes constitutes acceptance of the new Terms.

14.3 Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.

14.4 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. Any waiver must be in writing and signed by an authorised representative of SoftSpec.

14.5 Assignment

You may not assign or transfer these Terms or your Account without our prior written consent. We may assign these Terms or delegate any obligations without restriction.

14.6 Force Majeure

We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including acts of God, natural disasters, war, terrorism, labour disputes, or internet service failures.

14.7 Third-Party Services

The Service may integrate with or link to third-party services. We are not responsible for the content, accuracy, or practices of third-party services. Your use of third-party services is at your own risk and subject to their terms and policies.

15. Contact Information

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