Terms of Service
These Terms of Service (“Terms”) are an agreement between you (the “Customer”, “you”) and Wardenfox Ltd (company number pending), a company registered in England and Wales whose registered office is to be updated before public launch (“WardenFox”, “we”, “us”), governing your use of the WardenFox inventory and point-of-sale software and website (the “Service”). By creating an account or using the Service, you agree to these Terms. If you don’t agree, don’t use the Service.
1. Your account
You must be at least 18 and using the Service for a business. You’re responsible for keeping your login details and staff PINs secure, for everything done under your account, and for making sure your staff follow these Terms. Tell us promptly if you suspect any unauthorised access.
2. The Service & your licence
We grant you a non-exclusive, non-transferable right to use the Service for your business during your subscription, subject to these Terms and any plan limits. We may improve, change or add features over time.
Our intellectual property. The Service — including all software, code, design, content, and the WardenFox name and logo, together with all related intellectual-property rights — is owned by us (or our licensors) and protected by law. We grant you only the limited licence above and reserve all other rights. You must not copy, modify, distribute, sell, sub-licence or create derivative works from the Service or any part of it, except as these Terms or the law expressly allow. Any feedback you give us about the Service may be used by us freely and without obligation to you.
3. Acceptable use
You agree not to: break the law; use the Service to store unlawful content; attempt to gain unauthorised access; interfere with or overload the Service; reverse-engineer it; resell or provide it to third parties as your own; or use automated means to abuse it. We use reasonable rate limits to protect the Service; recording your own sales is never artificially capped.
Illegal content and law enforcement. You must not upload, store or share any content (including images) that is unlawful — including, without limitation, child sexual abuse material, content that is illegal to possess or distribute, content that infringes someone else’s rights, or malware. If we become aware of illegal content or activity, we may remove it, suspend or close the account immediately, preserve the relevant data, and report it to and cooperate with the police, regulators and other competent authorities. We may disclose your information where we are required to by law or in response to a valid legal request (such as a court order or a lawful request from law enforcement), as described in our Privacy Policy.
4. Your data and content
You own your data. The inventory, sales, customer and other records you put into the Service remain yours. You grant us a licence to host and process that data only to provide and support the Service. You’re responsible for the accuracy of your data, for having a lawful basis to hold information about your own customers, and for your own obligations to them under data protection law. Our handling of personal data is described in our Privacy Policy. You can export your inventory as a CSV at any time from Settings → Export & Data, and request a copy of your other data from us.
Your shop’s customer data. If you save customer names or contact details in WardenFox, you are responsible for having a lawful reason to collect them and for telling your customers (for example a short privacy notice in your shop). WardenFox stores and processes that data on your behalf to run the service—we do not sell it.
Data processing terms. Where we process personal data about your own customers and contacts on your behalf, we act as your processor and you are the controller. That processing is governed by our Data Processing Agreement, which forms part of these Terms and contains the terms required by UK GDPR Article 28.
5. Subscriptions, fees & billing
- Paid plans are billed monthly in advance through our payment processor, Stripe.
- Subscriptions renew automatically until cancelled. Prices are as shown at sign-up; we may change prices with at least 30 days’ notice, and changes take effect at your next renewal.
- Changing plans (upgrades & downgrades). You can change your plan at any time, and we apply a fair pro rata adjustment for the time left in your current billing period. If you upgrade, you pay only the difference for the remaining time. If you downgrade, we add a credit to your account for the time you had already paid for on the higher plan, and that credit is applied automatically to your next invoice. Account credits reduce your future bills; they are not paid out or refunded to your card.
- Fees are exclusive of VAT unless stated; you’re responsible for any applicable taxes.
- A free plan may be offered with limited features; we may change or withdraw it at any time.
6. Cancellation & refunds
You can cancel at any time from your account settings; your paid plan continues until the end of the current billing period, after which it won’t renew. Nothing in these Terms affects your statutory rights.
If you are a consumer (an individual acting wholly or mainly outside a business), you have a legal right under the Consumer Contracts Regulations 2013 to cancel within 14 days of subscribing. Because the Service is digital and available immediately, by subscribing you ask us to begin straight away and accept that you then lose the automatic 14-day cancellation right; if you cancel within those 14 days after we have begun, we may charge a fair amount for the time you have used and refund the rest within 14 days. Most of our customers subscribe for their business and so are not “consumers”, but where this right applies, it applies.
Apart from your statutory rights and the above, fees already paid are not refundable. Any account credit — for example, from changing to a lower plan mid-cycle (see section 5) — is applied to your future invoices and is not paid out or refunded to your card. On cancellation you can export your inventory; after the retention period in our Privacy Policy your data may be deleted.
7. Availability
We work hard to keep the Service available but provide it “as is” and “as available”. We don’t guarantee it will be uninterrupted or error-free, and we may carry out maintenance. We don’t offer a formal uptime guarantee (SLA) on standard plans. Keep your own exports/backups of anything critical.
8. Third-party integrations
The Service can connect to third-party services you choose to link — for example Shopify, WooCommerce and Square, and our payment processor Stripe. Those services are run by separate, independent companies that are not owned or controlled by WardenFox, and your use of them is governed by their own terms and privacy policies. You are responsible for your own accounts with those third parties and your compliance with them. We are not responsible for third-party services, their availability, or their acts or omissions, and we may stop supporting any integration at any time.
9. Our liability
Nothing in these Terms limits liability that cannot be limited by law (such as for death or personal injury caused by negligence, or fraud). Subject to that, and to the maximum extent permitted by law: we aren’t liable for indirect or consequential loss, loss of profits, revenue, goodwill or data; and our total liability to you in any 12-month period is limited to the fees you paid us for the Service in that period. The Service is a business tool — you remain responsible for your own business records, stock control and accounting.
10. Indemnity
You agree to indemnify us against any claims, losses, liabilities, damages, costs and expenses (including reasonable legal fees) arising out of or connected with: your breach of these Terms; your misuse of the Service; any content or data you upload or store; your handling of your own customers’ personal data (including any failure to have a lawful basis or to meet your obligations as a controller); or your breach of any law or of a third party’s rights. This does not apply to the extent a claim is caused by our own breach of these Terms.
11. Suspension & termination
We may suspend or terminate your access if you breach these Terms, fail to pay, or use the Service in a way that risks harm to it or others. You may stop using the Service at any time. Sections that by their nature should survive termination (e.g. data ownership, liability, governing law) will do so.
12. Changes to these Terms
We may update these Terms from time to time. We’ll post the updated version here and, for significant changes, give you reasonable notice. Continuing to use the Service after changes take effect means you accept them.
13. Governing law
These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that if you’re a consumer you may have additional rights and the mandatory laws of your home country may apply.
14. General
- Entire agreement. These Terms, together with our Privacy Policy and Data Processing Agreement, are the entire agreement between you and us about the Service and replace any earlier discussions or representations.
- Severability. If any part of these Terms is found to be invalid or unenforceable, the rest stays in full effect.
- No waiver. If we do not enforce a right or term, that is not a waiver and we can still enforce it later.
- Assignment. You may not transfer your rights or obligations under these Terms without our consent. We may transfer ours — for example if our business is sold or reorganised — provided your rights are not reduced.
- Events beyond our control (force majeure). We are not liable for any delay or failure caused by events beyond our reasonable control (for example outages of our hosting or other providers, internet failures, natural events or government action).
- Third parties. No one other than you and us has any right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
15. Contact
Questions about these Terms? Email [email protected] or write to Wardenfox Ltd, company number pending, at to be updated before public launch.