Terms of Service

Key terms in brief

This summary is part of these terms and points out the terms you should read with particular care. The full sections cited below govern.

• Two sets of rules. Sections 19 to 24 apply only to organisations: businesses, charities, schools and public bodies. Section 25 applies only to consumers on Personal and Household plans. Public bodies are on these terms unless a contract signed by both sides says otherwise (section 24).
• Organisations receive the Service "as is" and "as available", with no service levels, support response times or backup commitments unless an Enterprise order form signed by us sets them out (sections 12 and 19).
• AI output and payroll, tax and compliance outputs can be wrong. You check them before relying on them, and you are responsible for what you and your Users ask the AI assistant to do (sections 4 and 5).
• We may change features, apps, AI models, usage limits, prices and these terms, and may suspend or close a workspace, as sections 7, 13, 16 and 17 describe. Consumers may cancel if a change is to their disadvantage.
• For organisations, our total liability is limited to the fees paid in the 12 months before the event giving rise to the claim, and we are not liable for indirect loss, lost profits, lost or corrupted data, AI output, or actions you or your Users authorised (section 20).
• Organisations indemnify us against claims arising from their data, their use of the Service and their breach of these terms (section 21).
• Organisations must bring any claim within one year, may not bring group or representative claims to the extent the law allows, and must bring claims only in the courts of England and Wales (sections 22 and 27).
• Consumers keep their statutory rights, including the 14-day right to cancel and the remedies under the Consumer Rights Act 2015, and consumer prices include VAT (section 25).
• We do not use your content to train AI models, and we do not sell personal data.

1. About these terms

These Terms of Service govern access to and use of Epiow, the browser workspace at epiow.com and its apps (the "Service"), provided by Epiow Limited ("we" or "us"). They also govern any other service of Epiow Limited that links to them. They apply to whoever creates a workspace ("you"): an organisation such as a business, charity, school or public body, or a person using a Personal or Household workspace. You are responsible for every person you let sign in ("Users") and for their compliance with these terms. If you accept these terms for an organisation, you confirm that you are authorised to bind it. An order form or written agreement signed by us takes precedence over these terms only where it expressly says so.

2. Accounts and access

To use the Service:

• Anyone with a sign-in must be at least 18. Children can be added to a household or school workspace only as members without their own sign-in, managed by a parent, guardian or the school.
• Workspace and account details must be accurate and kept up to date.
• Each User keeps their own sign-in details confidential; accounts may not be shared. You are responsible for all activity under your workspace and its accounts.
• A workspace's administrators decide who is invited, which apps are installed and what each role may see, and you are responsible for those choices.
• Tell us promptly through the contact page if you suspect unauthorised access to your workspace.

3. The Service

Epiow is a workspace in which you install the apps you need. Depending on your plan and workspace type it may include:

• shared tools: calendar, files, notes, contacts, chat and search;
• apps for work, school, charity and home, such as people and payroll, finance, projects and household money;
• country packs with local rules, such as payroll and statutory filing, for the countries we choose to support; and
• an AI assistant that works inside your apps, under the signed-in User's permissions.

4. Payroll, tax and compliance outputs

Epiow calculates and prepares payroll, pension and tax documents from the data you enter and the settings you choose. It is software, not legal, tax, accounting or employment advice, and country packs may not reflect every rule or change in the law. You are solely responsible for checking every output before you pay anyone or file with a tax authority, pension provider or other body, and for meeting your own obligations as an employer.

5. The AI assistant

When you or your Users use the AI assistant:

• AI output is generated automatically, may be inaccurate, incomplete or offensive, and is not advice. A person must review it before it is relied on.
• The assistant acts under the permissions of the User who asks it. Actions it takes on a User's request, or with a User's approval, are treated as that User's actions, and you are responsible for them.
• We choose the AI models and providers behind the assistant and may change them, and we may set and change usage limits and fair-use rules for AI features.
• We do not use your content to train AI models, and our AI providers may not use it for training either.

6. Plans and prices

The plans, prices and what each plan includes are published at epiow.com/pricing and listed in Schedule 1, and form part of these terms. The price that applies is the one shown when you order, until it changes under section 7.

• You are charged in the currency shown when you order. Prices are set per currency, not converted from another currency.
• Annual billing is charged for twelve months in advance. Monthly billing is charged each month at the monthly price.
• Prices for organisations exclude VAT and similar taxes, which are added at the rate that applies. Prices shown to consumers in the United Kingdom and the European Union include VAT.
• Nonprofit, education and public-sector prices depend on eligibility, which we may ask you to show, and end if you stop being eligible.

7. Billing and payment

For paid plans:

• Subscriptions, payment methods and invoices are managed in the Billing app inside your workspace. Payments are handled by our payment provider; we do not receive or store your card details.
• Epiow Limited is the seller on every invoice and receipt, and charges appear on your card statement as EPIOW.COM.
• You authorise charges for the plan, billing period and number of users you select. Subscriptions renew automatically at the end of each billing period until you cancel.
• Users added during a billing period are charged from the date they are added.
• Purchase orders and invoice terms are available on request from sales@epiow.com. Invoices are payable within the time they state.
• If a payment fails or is overdue, we may move the workspace to the Free plan or suspend paid features until it is paid. Organisations pay statutory interest on late payments.
• We may change prices. We will give you reasonable notice in the console or by email before a new price applies to you. It applies from your next billing period after the notice, and you may cancel before then.

8. Changing plans, cancelling and refunds

You can change plan or cancel at any time in the Billing app. An upgrade takes effect immediately. A downgrade or cancellation takes effect at the end of the current billing period, and the paid plan stays available until then. Fees are non-refundable, except where these terms or the law require a refund. Billing errors are corrected.

9. Your data

Data you put into the Service remains yours.

• You own the data in your workspace. You grant us a worldwide, royalty-free, non-exclusive licence to host, copy, process, transmit and display it as needed to provide, secure, support and improve the Service. We may use aggregated or de-identified data that does not identify you or any person for any purpose.
• For personal data in your workspace, you are the controller and we are your processor, as described in the Data Processing Addendum at epiow.com/legal/dpa.
• We handle personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and under the EU GDPR and other local law where they apply, as described in our Privacy Policy at epiow.com/legal/privacy.
• You confirm that you have a lawful basis, and have given any notices or obtained any consents required, to put other people's personal data into the Service.
• You are responsible for keeping your own copies of data you cannot afford to lose. The Service is not a backup service.
• We use the subprocessors listed at epiow.com/legal/subprocessors.

10. Export and deletion

You can export your data as CSV on every plan, including Free, and should do so before you close a workspace. After a workspace is closed, we keep its data for a limited period in which you may ask us for an export through the contact page, and then delete it, except records we must keep by law, which are deleted when the retention period ends.

11. Acceptable use

You and your Users must not:

• use the Service for anything unlawful, fraudulent or harmful, or to store data you have no right to process;
• probe, scan or test the Service's security, or bypass its access controls, except under our published security disclosure process;
• overload or disrupt the Service, get around its usage limits, or access it by automated means other than the interfaces we provide;
• copy, resell, sublicense or reverse engineer the Service, or use it to build a competing product, except as the law expressly allows;
• use the AI assistant to create unlawful, deceptive or infringing content, or to extract its models, prompts or other people's data; or
• use the Service to infringe anyone's rights or to send unsolicited messages.

12. Availability, support and service levels

We publish the Service's current state at epiow.com/status for information. The Service may be interrupted for maintenance, upgrades or events outside our control, with or without notice. The support described for each plan at epiow.com/pricing is a description of the channels offered, not a commitment. Service levels, support response times, backup and log retention periods, and service credits apply only where an Enterprise order form signed by us sets them out.

13. Changes to the Service

We may change, add or remove features, apps, country packs, AI models, integrations and plans, and set or change usage limits and fair-use rules, at any time. If a change materially reduces what a paid plan includes, we will tell you in advance, and you may cancel before it takes effect and receive a refund of fees prepaid for the period after it takes effect.

14. Third-party services

The Service may connect to services we do not operate, such as payment providers, email, banks, tax authorities and other integrations you choose to use. Those services are provided under their own terms, and we are not responsible for them, their availability or what they do with data you send them.

15. Intellectual property and feedback

The Service, its software, design and content (other than your data) belong to us and our licensors. We grant you a non-exclusive, non-transferable, revocable right to use the Service during your subscription under these terms. If you send us feedback or suggestions, you grant us a perpetual, irrevocable, worldwide, royalty-free licence to use them for any purpose.

16. Suspension and termination

You may stop using the Service and close your workspace at any time. We may suspend or close a workspace, or any User's access, immediately if you breach these terms, do not pay, put the Service, us or others at risk, or if the law or an authority requires it. We may also end the Service or your workspace for any other reason on reasonable notice, and then refund fees prepaid for the period after it ends. Sections 9, 10, 15 and 18 to 27 survive termination.

17. Changes to these terms

We may update these terms, for example to reflect changes to the Service, our prices, the law or how we run our business. For organisations, an update takes effect from the date we state when we publish or notify it. For consumers, we will give reasonable notice of a change to your disadvantage by email or in the console, and you may cancel before it takes effect. Continuing to use the Service after an update takes effect means you accept it.

18. Liability we do not limit

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.

19. Organisations: the Service is provided as is

This section and sections 20 to 24 apply if you are an organisation. To the extent the law allows, the Service, the AI assistant, country packs and every output are provided "as is" and "as available", and all warranties, conditions and other terms implied by statute, common law or otherwise are excluded, including those of satisfactory quality, fitness for purpose and reasonable care and skill. We do not warrant that the Service will be uninterrupted, error-free or secure, that data will not be lost or corrupted, or that any output will be accurate or meet any legal requirement.

20. Organisations: limits on our liability

Subject to section 18, and whether a claim arises in contract, tort (including negligence), breach of statutory duty or otherwise:

• we are not liable for any loss of profits, revenue, sales, business, contracts or anticipated savings;
• we are not liable for any loss of goodwill or reputation;
• we are not liable for any loss, corruption or unavailability of data;
• we are not liable for any loss arising from AI output or from any payroll, pension, tax or compliance output;
• we are not liable for any loss arising from actions that you, your Users or the AI assistant acting at a User's request or with a User's approval took or authorised;
• we are not liable for any loss caused by third-party services or events outside our reasonable control;
• we are not liable for any indirect, special or consequential loss; and
• our total liability arising out of or in connection with these terms and the Service is limited to the fees you paid us for the Service in the 12 months before the event giving rise to the claim.

21. Organisations: indemnity

You will indemnify us, our officers and our staff against all claims, losses, liabilities, damages, fines, costs and expenses (including reasonable legal fees) arising out of or in connection with your data, your or your Users' use of the Service, actions you or your Users authorised the AI assistant to take, your instructions to us as controller, your breach of these terms, or your breach of law or of anyone's rights.

22. Organisations: bringing a claim

Any claim against us must be started within one year after you became aware, or ought reasonably to have become aware, of the facts giving rise to it; after that it is barred. To the extent the law allows, claims may be brought only by an organisation in its own name, and not as a claimant or member in a group, class or representative action.

23. Organisations: processing personal data for you

The processing terms at epiow.com/legal/dpa form part of these terms and apply when we process personal data for you. Under them, we notify you of a personal data breach affecting your data without undue delay after becoming aware of it, and you decide whether to notify regulators and the people affected; audits are limited to once in any 12 months and are at your cost; and we inform you of new subprocessors so that you can object, your remedy being to stop using the affected part of the Service. Our liability under the processing terms is subject to sections 18 to 22.

24. Public-sector customers

Public bodies use the Service under these terms unless a contract signed by both parties expressly replaces them. If you receive a request under freedom of information or similar law for information about us or these terms, you will consult us before disclosing it, to the extent the law allows.

25. If you are a consumer

This section applies if you use a Personal or Household plan for purposes outside your trade, business or profession. Sections 19 to 24 do not apply to you.

• You may cancel a paid plan within 14 days of ordering it by cancelling in the Billing app or emailing legal@epiow.com. If you asked us to start the paid plan during those 14 days, we refund the price less a proportionate amount for the time you used.
• Under the Consumer Rights Act 2015, digital content and services must be as described, of satisfactory quality and fit for purpose, and services must be provided with reasonable care and skill. If they are not, you may be entitled to a repair, a replacement, a repeat performance, or a price reduction or refund. Nothing in these terms affects those rights. Citizens Advice can tell you more about them.
• If we breach these terms or fail to use reasonable care and skill, we are responsible for loss you suffer that is a foreseeable result. We are not responsible for loss that is not foreseeable, or for any business loss, such as loss of profit, business or business opportunity, because the Service is for your domestic and private use.
• Unless the loss is caused by our breach of these terms or our failure to use reasonable care and skill, we are not responsible for AI output, for actions you or members of your household authorised, for third-party services, or for events outside our reasonable control.
• If digital content we supply damages a device or digital content that belongs to you because we did not use reasonable care and skill, we will either repair the damage or pay you compensation.
• Prices shown to consumers in the United Kingdom and the European Union include VAT.
• If you live in the European Union or elsewhere outside the United Kingdom, you also keep the protection of the mandatory consumer law of the country where you live.

26. General

The following also apply:

• We are not responsible for delay or failure caused by events outside our reasonable control.
• We may assign or subcontract our rights and obligations, including to a buyer of our business; if we do, your rights under these terms are not reduced, and a consumer may end the agreement. You may not transfer your rights or obligations without our written consent.
• If a court finds part of these terms unenforceable, the rest stays in force, and the affected part applies to the greatest extent the law allows.
• If we do not enforce a right straight away, we can still enforce it later.
• No one other than you and us has any right to enforce these terms.
• For organisations, these terms, the processing terms and any signed order form are the entire agreement between us, and you have not relied on any statement not set out in them; this does not limit liability for fraud.

27. Governing law and courts

These terms, and any dispute or claim arising from them or the Service (including non-contractual disputes), are governed by the law of England and Wales. If you are an organisation, the courts of England and Wales have exclusive jurisdiction. If you are a consumer, you may bring proceedings in the courts of England and Wales or in the courts of the part of the United Kingdom, or the country, where you live, and the choice of English law does not remove the protection of mandatory law where you live.

28. Contact

Email legal notices to legal@epiow.com. For other questions, including cancellations, use the contact page at epiow.com/contact; for billing and plan questions, email sales@epiow.com.