Terms of Service

These terms form a binding agreement between [Legal entity name to be confirmed] (“Apex Reporting”, “we”) and the organisation that subscribes to the service (“you”). “Service” means the Apex Reporting website, mobile capture experience and reporting application.

“Customer Content” means the photographs, notes, ratings, asset details and reports you or your users create or upload.

• You must be at least 18 and able to enter contracts on behalf of a business.
• Account information must be accurate and kept up to date.
• You are responsible for safeguarding credentials and for all activity carried out under your account and user seats.
• Credentials must not be shared between individuals.

You agree not to:

• Use the service unlawfully or to create misleading or fraudulent records.
• Upload content you have no right to capture or share, or content that infringes the rights of others.
• Attempt to access other customers’ data, probe our security, or reverse engineer the platform.
• Resell or make the service available to third parties without written consent.
• Interfere with service availability, or circumvent usage limits.

You retain all ownership of Customer Content. You grant us a limited licence to host, process, transmit and display that content solely to provide and support the service.

You are responsible for having a lawful basis to capture images of vehicles, properties, equipment and any individuals who may be visible, and for informing affected people where required.

The service uses AI to suggest condition descriptions and to help structure reports. AI output is an assistive draft only. It may be incomplete or incorrect and must be reviewed by a competent person before a report is issued.

You remain solely responsible for the accuracy of issued reports and for any professional judgement, valuation, liability assessment or charge based on them. We do not provide inspection, valuation, engineering or legal advice.

Plans, allowances and prices will be set out at the point of purchase. All pricing currently displayed on this website is a placeholder and subject to confirmation.

• Fees are billed in advance on a monthly or annual cycle as selected.
• Unless stated otherwise, fees exclude VAT and other applicable taxes.
• Subscriptions renew automatically until cancelled before the start of the next billing period.
• We may change prices with reasonable prior notice, effective from your next renewal.
• Late or failed payment may result in suspension of access.

We aim to provide a reliable service but do not guarantee uninterrupted availability. Planned maintenance will be notified where practical. Support channels and response expectations depend on your plan. [Service level commitments to be confirmed.]

Each party will comply with applicable data protection law. Where we process personal data contained in Customer Content on your behalf, we do so as your processor under our data processing terms. Our Privacy Policy explains our wider data practices, and a data processing addendum will be made available for customers who require one.

We retain all rights in the platform, including software, templates, branding and documentation. No rights are granted other than the limited right to use the service in accordance with these terms. Feedback you provide may be used to improve the product without obligation to you.

The service is provided on an “as is” and “as available” basis. To the extent permitted by law we exclude implied warranties, including fitness for a particular purpose, and we do not warrant that AI-generated suggestions will be accurate or complete.

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot lawfully be excluded.

Subject to the above, we are not liable for indirect or consequential loss, loss of profit, loss of goodwill, or loss arising from disputes with your own clients. Our total aggregate liability is limited to the fees paid by you in the [12] months preceding the claim. [Liability cap to be confirmed.]

You may cancel at any time, effective at the end of the current billing period. We may suspend or terminate access for material breach, non-payment or unlawful use, giving notice and an opportunity to remedy where reasonable.

On termination you may export your reports for a period of [export window to be confirmed], after which content may be deleted in line with our retention practices.

We may amend these terms as the service develops, with notice of material changes. Continued use after the effective date constitutes acceptance.

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction. [Jurisdiction to be confirmed.]

Questions about these terms: [legal contact email to be confirmed].