Terms of Service

1. Introduction and Scope

Welcome to Hopin Property Compliance ("Hopin", "we", "our", or "us"). These Terms of Service ("Terms") constitute a legally binding agreement between you (either an individual or the entity you represent) and Hopin App Ltd, a company registered in England and Wales (Company No. 16502645) with its registered office at 24 Wardour Street, London, W1D 6QJ, United Kingdom.

Hopin is a property management and compliance tracking platform designed for UK retail businesses, providing risk assessment tools, compliance tracking, document management, and insurance optimisation insights.

2. Acceptance of Terms

2.1 Eligibility and Authority

By creating an account or using our Services, you represent and warrant that:

• You are at least 18 years of age
• You have the legal capacity to enter into binding contracts
• If accepting on behalf of an organisation, you have the authority to bind that organisation to these Terms
• You will comply with all applicable UK laws and regulations, including fire safety, electrical safety, food hygiene, and health and safety legislation
• You accept our Privacy Policy and any applicable Data Processing Agreement

2.2 Enterprise and Multi-Tenant Accounts

For organisation accounts with multiple users, the account administrator accepts these Terms on behalf of all authorised users. The organisation is responsible for ensuring all users comply with these Terms.

2.3 Consumer vs Business Use

These Terms are primarily designed for business users. If you are a consumer, your statutory rights under the Consumer Rights Act 2015 are not affected by these Terms.

3. Description of Services

3.1 Platform Features

Hopin provides the following services ("Services"):

• Property risk assessment and scoring tools
• Compliance tracking (EICR, PAT, Fire Safety, HACCP, and related certifications)
• Document management and secure storage
• Insurance premium optimisation insights and analytics
• Task and schedule management
• Multi-tenant organisation support
• API access (subject to subscription tier)

3.2 Service Availability

We target 99.5% uptime for our Services, measured monthly, excluding scheduled maintenance. However, we do not guarantee uninterrupted availability and shall not be liable for any downtime.

3.3 Maintenance and Modifications

We reserve the right to:

• Perform scheduled maintenance with reasonable advance notice (typically 48 hours for non-emergency maintenance)
• Perform emergency maintenance without notice when necessary for security or stability
• Modify, update, or discontinue features with 30 days' notice for material changes
• Deprecate API versions with 90 days' notice

4. Important Disclaimers

4.2 Accuracy Disclaimer

We do not warrant the accuracy, completeness, or reliability of:

• Risk scores or compliance assessments generated by the platform
• Insurance premium estimates or optimisation suggestions
• Regulatory information or compliance guidance
• Any output derived from user-provided data

4.3 No Warranties

5. User Responsibilities

5.1 Account Security

You agree to:

• Provide accurate, current, and complete information during registration
• Maintain the confidentiality and security of your account credentials
• Implement appropriate access controls for your organisation
• Notify us immediately of any unauthorised access or security breach
• Not share credentials or allow others to access your account

5.2 Acceptable Use

You agree to:

• Use the Services only for lawful business purposes
• Ensure all data uploaded is accurate, lawful, and does not infringe third-party rights
• Not attempt to circumvent security measures, access controls, or usage limits
• Not upload malicious content, malware, or any harmful code
• Not use the Services to store or process illegal content
• Not reverse engineer, decompile, or disassemble the Services
• Not resell, sublicense, or redistribute the Services without authorisation
• Comply with all applicable data protection legislation

5.3 Your Data

You are solely responsible for:

• The accuracy and legality of all data you upload
• Obtaining necessary consents for any personal data you process through the Services
• Maintaining appropriate backups of your data
• Ensuring your use complies with applicable industry regulations

6. Data and Privacy

6.1 Privacy Policy

Your use of our Services is governed by our Privacy Policy, which is incorporated into these Terms by reference.

6.2 Data Processing

For business customers, our processing of your property and compliance data is governed by our Data Processing Agreement ("DPA"), available upon request. The DPA forms part of these Terms.

6.3 Data Location

Your data is stored within the United Kingdom and European Economic Area unless otherwise specified in your subscription agreement.

6.4 Data Ownership

You retain all ownership rights to your data. You grant us a limited, non-exclusive licence to process your data solely for the purpose of providing the Services.

7. Subscription and Payments

7.1 Subscription Tiers

We offer various subscription tiers as described on our website. Free tier users have access to limited features as specified.

7.2 Billing

By subscribing to a paid plan:

• You authorise recurring charges to your designated payment method
• Prices are in British Pounds (GBP) and include VAT where applicable
• Billing occurs in advance on a monthly or annual basis as selected
• Enterprise customers may request invoice-based payment with net-30 terms

7.3 Price Changes

We may change subscription prices with at least 60 days' advance notice. Price changes take effect at your next renewal. You may cancel before the change takes effect.

7.4 Failed Payments

If payment fails:

• We will notify you and attempt to process payment again
• After 7 days of failed payment, we may suspend your access
• After 30 days, we may terminate your subscription
• You remain liable for all outstanding amounts

7.5 Cancellation and Refunds

• You may cancel your subscription at any time
• Cancellations take effect at the end of the current billing period
• No refunds are provided for partial periods except as required by law
• Annual subscriptions cancelled mid-term are not refundable except in accordance with your statutory rights as a consumer

8. Intellectual Property

8.1 Our Intellectual Property

All content, software, trademarks, trade names, logos, and intellectual property within the Services are owned by Hopin or our licensors. You may not:

• Copy, modify, distribute, or create derivative works without permission
• Use our trademarks without written consent
• Reverse engineer, decompile, or disassemble our software
• Remove or alter any proprietary notices

8.2 Your Licence Grant

By uploading content to the Services, you grant us a non-exclusive, worldwide, royalty-free licence to use, process, store, and display that content solely for the purpose of providing the Services to you.

8.3 Feedback

If you provide suggestions, ideas, or feedback about the Services, you grant us an unrestricted, perpetual, royalty-free licence to use such feedback for any purpose without compensation to you.

9. Limitation of Liability

9.2 Liability Cap

9.3 Time Limitation

Any claim must be brought within twelve (12) months of the event giving rise to the claim.

9.4 Exceptions

Nothing in these Terms excludes or limits liability for:

• Death or personal injury caused by negligence
• Fraud or fraudulent misrepresentation
• Any liability that cannot be excluded by law
• Breach of obligations implied by Section 12 of the Sale of Goods Act 1979 or Section 2 of the Supply of Goods and Services Act 1982

9.5 Consumer Rights

If you are a consumer, your statutory rights under the Consumer Rights Act 2015 are not affected.

10. Indemnification

10.1 Your Indemnification

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

• Your breach of these Terms
• Your violation of any law or regulation
• Your infringement of any third-party rights
• Any content you upload or process through the Services
• Your negligent or wrongful acts or omissions
• Any claim that your use of the Services caused damage to a third party

11. Termination

11.1 Termination for Convenience

Either party may terminate these Terms:

• You: at any time by cancelling your subscription through your account settings
• Hopin: with 30 days' written notice

11.2 Termination for Cause

Either party may terminate immediately upon written notice if:

• The other party materially breaches these Terms and fails to cure within 30 days of notice
• The other party becomes insolvent, enters administration, or ceases operations
• The other party is subject to a change of control that creates a conflict of interest

11.3 Immediate Termination by Hopin

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

• You violate our Acceptable Use Policy
• Your use poses a security risk to us or other users
• Required by law or regulatory authority
• Your account remains unpaid for more than 30 days

11.4 Effect of Termination

Upon termination:

• Your right to access the Services immediately ceases
• You may request export of your data within 30 days of termination
• We will delete your data within 90 days of termination, except as required by law
• All outstanding fees become immediately due and payable

12. Force Majeure

12.1 Events

Neither party shall be liable for delays or failures in performance resulting from circumstances beyond its reasonable control, including but not limited to:

• Natural disasters, acts of God
• War, terrorism, civil unrest
• Government actions, embargoes, sanctions
• Epidemics or pandemics
• Power outages or telecommunications failures
• Cyber attacks affecting infrastructure beyond our control
• Failure of third-party cloud services

12.2 Extended Force Majeure

If a force majeure event continues for more than 60 days, either party may terminate these Terms without liability.

13. Dispute Resolution

13.1 Informal Resolution

Before initiating formal proceedings, the parties agree to attempt resolution through good faith negotiations. Either party may initiate this process by written notice, and the parties shall meet (in person or virtually) within 14 days.

13.2 Mediation

If informal resolution fails within 30 days, either party may refer the dispute to mediation under the CEDR Model Mediation Procedure. The parties shall share mediation costs equally.

13.3 Litigation

If mediation fails within 60 days of referral, either party may commence legal proceedings.

13.4 Class Action Waiver

To the extent permitted by law, all disputes must be brought in an individual capacity and not as a class action or representative proceeding.

14. General Provisions

14.1 Entire Agreement

These Terms, together with our Privacy Policy, DPA (where applicable), and any order forms, constitute the entire agreement and supersede all prior agreements.

14.2 Amendments

We may amend these Terms by posting updated terms on our website with at least 30 days' notice for material changes. Your continued use constitutes acceptance. For material adverse changes, you may terminate without penalty within 30 days of notice.

14.3 Severability

If any provision is held invalid, the remaining provisions continue in effect.

14.4 Assignment

You may not assign these Terms without our written consent. We may assign our rights to an affiliate or in connection with a merger or acquisition.

14.5 Notices

Notices to you may be provided by email or in-app notification. Notices to us must be sent to support@hopin.app or by post to our registered address.

15. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. Subject to Section 13, the courts of England and Wales shall have exclusive jurisdiction over any disputes.