Terms of Service

1.Acceptance of Terms

By accessing or using the Privacy Pathways platform (“Service”), you agree to be bound by these Terms of Service (“Terms”) and our Privacy Policy. If you are accepting on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms, in which case “you” refers to that organisation.

If you do not agree to these Terms, you must not use the Service. These Terms form a legally binding agreement between you and Privacy Pathways Compliance Ltd (“Privacy Pathways”, “we”, “us”, “our”).

2.Description of Service

Privacy Pathways is a cloud-based GDPR compliance management platform that helps organisations manage their data protection obligations, including Records of Processing Activities (ROPA), Data Protection Impact Assessments (DPIAs), and compliance documentation.

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time with reasonable notice. We will endeavour to provide at least 30 days’ notice for material changes that affect core functionality.

3.Account Registration

To use the Service, you must create an account and provide accurate, complete, and current information. You are responsible for:

• Maintaining the confidentiality of your account credentials.
• All activity that occurs under your account, whether or not authorised by you.
• Notifying us immediately at hello@privacypathways.co.uk if you suspect any unauthorised access.
• Ensuring that anyone who uses the Service through your account complies with these Terms.

You must be at least 18 years old and have the legal capacity to enter into a contract in order to use the Service.

4.Acceptable Use

You agree not to use the Service to:

• Violate any applicable law, regulation, or third-party rights.
• Upload, transmit, or store any content that is unlawful, harmful, defamatory, or otherwise objectionable.
• Attempt to gain unauthorised access to any part of the Service or its related systems.
• Interfere with or disrupt the integrity or performance of the Service.
• Use automated means (bots, scrapers) to access the Service without our prior written consent.
• Resell, sublicense, or otherwise commercially exploit the Service without our express permission.
• Introduce any malicious code, virus, or other harmful material.

We reserve the right to investigate suspected violations and may suspend or terminate access where a breach is found or reasonably suspected.

5.Subscription and Payment

Access to certain features of the Service requires a paid subscription. Subscription details, pricing, and billing cycles are set out at the time of purchase and may be updated with reasonable notice.

• Billing: fees are billed in advance on a monthly or annual basis depending on your chosen plan.
• Renewals: subscriptions renew automatically unless cancelled at least 48 hours before the renewal date.
• Refunds: we offer a 14-day money-back guarantee for new subscriptions. After this period, fees are non-refundable except where required by law.
• Price changes: we will give at least 30 days’ notice of any price increases, which will take effect at your next renewal.

All prices are exclusive of VAT or other applicable taxes unless stated otherwise. You are responsible for paying any such taxes.

6.Data and Privacy

Your use of the Service is governed by our Privacy Policy, which is incorporated into these Terms by reference. You remain the data controller for any personal data you input into the platform; we act as your data processor in respect of that content.

We will process your content data only on your instructions and in accordance with our Data Processing Agreement (DPA), which is available on request and forms part of these Terms where applicable UK/EU GDPR requirements apply.

You are solely responsible for ensuring that your use of the Service complies with applicable data protection law, including obtaining any necessary consents from data subjects whose data you enter into the platform.

7.Intellectual Property

The Service and all its content, features, and functionality (including software, text, graphics, logos, and designs) are owned by Privacy Pathways or its licensors and are protected by intellectual property law.

We grant you a limited, non-exclusive, non-transferable licence to access and use the Service for your internal business purposes in accordance with these Terms. You may not copy, modify, distribute, sell, or lease any part of the Service.

You retain all rights to the content you input into the Service. You grant us a limited licence to store, process, and display that content solely to provide and improve the Service.

8.Disclaimers

The Service is provided “as is” and “as available” without warranties of any kind, whether express or implied, including but not limited to warranties of merchantability, fitness for a particular purpose, or non-infringement.

Privacy Pathways does not provide legal advice. The content and tools within the Service are for informational and operational purposes only and should not be relied upon as legal counsel. You should seek independent legal advice where required.

We do not warrant that the Service will be uninterrupted, error-free, or completely secure, or that defects will be corrected.

9.Limitation of Liability

To the fullest extent permitted by applicable law, Privacy Pathways and its officers, directors, employees, and agents shall not be liable for:

• Any indirect, incidental, special, consequential, or punitive damages.
• Loss of profits, data, business, or goodwill, even if we have been advised of the possibility of such damages.
• Any damages arising from your use of or inability to use the Service.

Our total aggregate liability to you for any claim arising out of or relating to these Terms or the Service shall not exceed the fees you paid to us in the 12 months preceding the claim, or £100, whichever is greater.

Nothing in these Terms limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.

10.Indemnification

You agree to indemnify, defend, and hold harmless Privacy Pathways and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with your use of the Service, your violation of these Terms, or your infringement of any third-party rights.

11.Termination

Either party may terminate these Terms at any time. You may cancel your account through the account settings or by contacting us. We may suspend or terminate your access immediately if:

• You breach any material provision of these Terms.
• We are required to do so by law or a competent authority.
• We reasonably believe your use poses a risk to the Service or other users.

Upon termination, your right to use the Service ceases immediately. You may export your data within 30 days of termination, after which we will delete your content in accordance with our Privacy Policy. Sections 7, 8, 9, 10, and 12 survive termination.

12.Governing Law

These Terms are governed by the laws of England and Wales. Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales, except where mandatory consumer protection laws in your jurisdiction provide otherwise.

13.Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or by a prominent notice within the Service at least 14 days before the changes take effect. Continued use of the Service after the effective date constitutes your acceptance of the revised Terms.

If you do not agree to the revised Terms, you must stop using the Service and may cancel your account.

14.Contact Us

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