1. Agreement to Terms
By accessing or using PICMS (the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you disagree with any part of these terms, you do not have permission to access the Service.
Important: These Terms constitute a legally binding agreement between you (and your organisation) and PICMS Ltd, a company registered in England and Wales.
2. Description of Service
PICMS provides a cloud-based compliance management platform that helps organisations manage:
- ISO standard compliance (9001, 14001, 45001, 27001)
- Document management and control
- Incident reporting and management
- Audit scheduling and tracking
- Risk assessment and registers
- Training records management
- Legal compliance registers
- CAPA (Corrective and Preventive Actions)
3. User Accounts
3.1 Account Registration
To use PICMS, you must:
- Provide accurate and complete registration information
- Maintain the security of your account credentials
- Be at least 18 years old
- Have authority to bind your organisation to these Terms
3.2 Account Responsibilities
You are responsible for:
- All activity that occurs under your account
- Maintaining the confidentiality of login credentials
- Notifying us immediately of any unauthorised access
- Ensuring all users within your organisation comply with these Terms
4. Subscription and Payments
4.1 Subscription Plans
PICMS offers various subscription tiers (Starter, Professional, Enterprise) with different features and user limits. Details are available on our pricing page.
4.2 Billing
- Subscriptions are billed monthly or annually in advance
- Prices are quoted in GBP and exclude VAT where applicable
- Payment is processed securely through Stripe
- Failed payments may result in service suspension
4.3 Refunds
- Monthly subscriptions: No refunds for partial months
- Annual subscriptions: Pro-rata refund within first 30 days
- Free trial: No payment required, no refund applicable
5. Acceptable Use
You agree NOT to:
- Use the Service for any illegal purpose
- Upload malicious code, viruses, or harmful content
- Attempt to gain unauthorised access to any systems
- Interfere with or disrupt the Service
- Resell or redistribute the Service without authorisation
- Use automated systems to access the Service excessively
- Violate any applicable laws or regulations
Violation of these terms may result in immediate account termination without refund.
6. Intellectual Property
6.1 Our Intellectual Property
PICMS, including its software, design, logos, and documentation, is owned by PICMS Ltd and protected by intellectual property laws. You receive a limited, non-exclusive licence to use the Service for your internal business purposes.
6.2 Your Content
You retain ownership of all data and content you upload to PICMS. You grant us a limited licence to store, process, and display your content solely to provide the Service.
7. Data Protection
We process your data in accordance with:
8. Service Level Agreement
8.1 Availability
We aim to provide 99.9% uptime for our Service. This excludes:
- Scheduled maintenance (with 48 hours notice)
- Emergency security updates
- Circumstances beyond our reasonable control
8.2 Support
- Starter: Email support, 48-hour response
- Professional: Priority email support, 24-hour response
- Enterprise: Dedicated support, 4-hour response for critical issues
9. Limitation of Liability
9.1 Service Warranty
The Service is provided "as is" without warranties of any kind, except as expressly stated in these Terms. We do not warrant that the Service will be error-free or uninterrupted.
9.2 Liability Cap
To the maximum extent permitted by law:
- Our total liability is limited to the fees paid by you in the 12 months preceding the claim
- We are not liable for indirect, incidental, or consequential damages
- We are not liable for loss of data, profits, or business opportunities
9.3 Exceptions
Nothing in these Terms excludes liability for fraud, death or personal injury caused by negligence, or any other liability that cannot be excluded by law.
10. Termination
10.1 By You
You may cancel your subscription at any time through your account settings. Access continues until the end of the current billing period.
10.2 By Us
We may suspend or terminate your account if you:
- Breach these Terms
- Fail to pay subscription fees
- Engage in fraudulent or illegal activity
10.3 Effect of Termination
Upon termination:
- You can export your data for 30 days
- After 30 days, your data will be deleted
- Backup copies are purged within 90 days
11. Changes to Terms
We may modify these Terms at any time. We will notify you of material changes at least 30 days before they take effect. Continued use after changes constitutes acceptance.
12. Governing Law
These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
13. General Provisions
- Entire Agreement: These Terms, together with our Privacy Policy and DPA, constitute the entire agreement
- Severability: If any provision is unenforceable, the remaining provisions remain in effect
- Waiver: Failure to enforce any right does not waive that right
- Assignment: You may not assign these Terms without our consent