Draft — finish before going live: these are thorough starter Terms, not legal advice. Still to add: your full name & business address. Have them reviewed by a qualified UK solicitor before you rely on them.

Terms of Service

Last updated: 2 June 2026

These Terms of Service (“Terms”) are an agreement between you (the “Customer”, “you”) and WardenFox, a sole trader in the United Kingdom (“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.

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.

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 data at any time from Settings → Export & Data.

5. Subscriptions, fees & billing

Paid plans are billed in advance on a recurring basis (monthly or annually) 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 data; 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. AI features

Some features use AI to read photos and suggest item details. AI can make mistakes — always review and confirm AI-generated information before relying on it. AI suggestions are provided for convenience and without warranty of accuracy.

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. 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.

11. 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.

12. 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.

13. Contact

Questions about these Terms? Email [email protected] or write to [your business address].