Policy Shift - Terms & Conditions

1. About Policy Shift

Policy Shift Limited ("Policy Shift", "we", "us") provides an automated workplace policy and compliance management platform. The Services include continuously updated policies reflecting legal and regulatory change, compliance dashboards, audit-ready reporting, change tracking, expert-supported legislative interpretation, and employee communication tools.

2. Definitions

• Account - the online account created to access the Services
• Customer / you - the organisation subscribing to the Services
• User - any individual authorised by the Customer to access the Services
• Subscription - the plan selected at sign-up or in-app
• Fees - charges payable for the Subscription and any add-ons
• Customer Content - data, documents, or information uploaded or provided by you or your Users
• Policy Shift Materials - all software, templates, policies, reports, dashboards, methodologies, and platform content provided by Policy Shift
• Data Protection Law - UK GDPR, the Data Protection Act 2018, and related UK privacy laws

3. Contract formation

3.1 These Terms form a binding contract when you:

• create an Account,
• select or pay for a Subscription,
• click to accept these Terms, or
• access or use the Services.

3.2 If you do not agree to these Terms, you must not use the Services.

4. Subscription, term & renewal

4.1 Subscription options, pricing, features, and user limits are displayed at checkout or within the platform and form part of this contract.

4.2 Subscriptions begin when payment is successfully processed.

4.3 Subscriptions renew automatically at the end of each billing period unless cancelled before renewal.

5. Policy Shift Services (Service-Specific Terms)

5.1 The Services provide:

• automated workplace policies aligned to current legislation;
• real-time policy updates and version tracking;
• jurisdiction-specific and industry-relevant compliance content;
• audit-ready compliance reports;
• compliance dashboards for HR, legal, and leadership teams;
• employee communication and acknowledgement tools.

5.2 The Services support compliance management only. They do not constitute legal advice, and Policy Shift does not provide legal representation or guarantee regulatory outcomes.

5.3 You remain responsible for how policies are implemented, communicated, and enforced within your organisation.

5.4 We may enhance or modify the Services provided this does not materially reduce their overall functionality.

6. Availability & maintenance

6.1 We aim to provide continuous availability, excluding planned maintenance or events beyond our reasonable control.

6.2 Planned maintenance will be notified where reasonably practicable.

7. Accounts, Users & security

7.1 You are responsible for:

• maintaining the confidentiality of login credentials;
• ensuring Users act in compliance with these Terms;
• all activity carried out under your Account.

7.2 You must notify us promptly of any unauthorised access or security incident.

8. Acceptable use

You must not (and must not allow others to):

• interfere with or disrupt the platform or security features;
• introduce malware or harmful code;
• reverse engineer, decompile, scrape, or mine platform data;
• use the Services unlawfully, fraudulently, or misleadingly;
• infringe intellectual property or privacy rights.

We may suspend access where misuse is suspected.

9. Fees, billing & payment

9.1 Fees are payable in advance unless stated otherwise.

9.2 All Fees are exclusive of VAT.

9.3 Failed or overdue payments may result in suspension.

9.4 We may change Fees for future renewals with reasonable prior notice.

10. Cancellation & refunds

10.1 You may cancel your Subscription at any time via the platform.

10.2 Cancellation prevents future renewals but does not trigger refunds, except where required by law.

10.3 Access continues until the end of the current paid period unless suspended or terminated earlier.

11. Intellectual property

11.1 All intellectual property in the Services and Policy Shift Materials remains owned by Policy Shift.

11.2 You are granted a limited, non-exclusive, non-transferable licence to use the Services for internal business purposes during an active Subscription.

11.3 Customer Content remains yours.

11.4 You grant Policy Shift a licence to use Customer Content solely to operate, secure, improve, and legally support the Services.

12. Confidentiality

12.1 Each party must keep the other party's Confidential Information secure and confidential.

12.2 Confidentiality obligations survive termination for two (2) years.

13. Data protection (Integrated DPA)

13.1 Each party shall comply with Data Protection Law.

13.2 Policy Shift acts as Processor and the Customer as Controller, unless Policy Shift processes anonymised or identity-protected data independently.

13.3 Processing purpose: delivery of policy updates, compliance dashboards, reporting, and employee communications.

13.4 Data types: contact details, employment data, access credentials, usage data, and any special category data uploaded by you.

13.5 Security measures include:

• role-based access controls;
• encryption in transit and at rest;
• authentication and logging;
• backups and resilience controls;
• vetted sub-processors under contractual safeguards.

13.6 We will notify you without undue delay of any personal data breach affecting Customer Content.

13.7 Personal data is retained only for the duration necessary to deliver the Services and comply with legal obligations.

14. Compliance, AML & ethics

Each party agrees to comply with applicable anti-bribery, modern slavery, equality, and financial crime laws. We may perform reasonable due-diligence checks and may refuse or suspend Services if required by law or risk controls.

15. Suspension & termination

15.1 We may suspend or terminate access immediately for:

• non-payment;
• material breach of these Terms;
• unlawful or high-risk activity.

15.2 Either party may terminate for material breach not remedied within 30 days of written notice.

16. Effect of termination

On termination:

• your licence to use the Services ends;
• outstanding Fees remain payable;
• Confidential Information must be deleted or returned;
• personal data handling continues in line with Data Protection Law.

17. Warranties & disclaimers

17.1 The Services are provided "as is" and "as available".

17.2 We do not guarantee uninterrupted or error-free operation.

17.3 Policy Shift does not replace legal counsel or regulatory authorities.

18. Liability

18.1 Nothing limits liability for fraud, death, or personal injury caused by negligence.

18.2 Our total liability in any 12-month period is limited to the Fees paid in that period.

18.3 We are not liable for indirect, consequential, or economic losses.

19. Force majeure

Neither party is liable for delay or failure caused by events beyond reasonable control. If such events persist for more than 30 days, either party may terminate.

20. Changes to these Terms

We may update these Terms for legal, regulatory, or operational reasons. Material changes will be notified. If changes materially reduce your rights, you may cancel before your next renewal.

21. Notices

Notices must be in writing and may be sent by email to info@policyshift.io.

22. Governing law

These Terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.