Terms of Service

These terms are a contract between PolicyMind(“we”, “us”) and the organisation you act for (“you”, “your organisation”) covering your use of our AI-assisted governance and compliance policy platform at app.policy-mind.com(the “Service”). By creating an account, accepting an invitation, or using the Service, you accept these terms — and if you do so on behalf of an organisation, you confirm you have authority to bind it.

The Service is for business use only. It is not offered to consumers, and you may not use it in a personal, non-business capacity.

PolicyMind helps your organisation:

• generate draft compliance policies with AI,
• check existing or uploaded documents for gaps against UK requirements,
• get recommendations on which policies your business needs,
• ask a Compliance Assistant questions about your compliance posture,
• scan your own website or code repository for compliance-relevant facts,
• manage the policy lifecycle — versions, reviews, approvals, staff acknowledgements, alerts — and optionally publish policies at a public link.

We grant you a non-exclusive, non-transferable right to access and use the Service for your internal business purposes for as long as these terms apply. We retain all rights in the Service and its software; nothing here transfers ownership of it to you.

• Keep your account information accurate and your password confidential; you are responsible for activity under your account.
• Organisation owners and admins control who joins their workspace, what role each member has, and (on paid plans) members' AI credit limits. Your organisation is responsible for its members' use of the Service.
• Tell us promptly at privacy@policy-mind.com if you suspect unauthorised access to your account.

You must not:

• break the law, or upload content that is unlawful or infringes someone else's rights;
• scan a website or repository you do not own or lack the owner's authorisation to scan;
• probe, bypass, or interfere with the Service's security, rate limits, or the isolation between organisations' workspaces;
• reverse engineer the Service or use it to build a competing product;
• resell access to the Service or share one account between people;
• use the Service to generate content designed to mislead a regulator, court, or auditor.

We may suspend access that we reasonably believe breaches this section while we investigate.

Your organisation owns everything it puts into the Service — company profiles, uploaded documents, policies, comments, and conversations — and owns the policy documents and other outputs the Service generates for it, to the extent we hold any rights in them. You grant us the limited licence we need to host, process, back up, and display that content in order to run the Service, including sending it to the sub-processors listed in our Privacy Notice (for example, sending document text to our AI provider when you run an AI feature).

You are responsible for having the rights to the content you upload. We do not use your content to train AI models, and our AI provider does not train on API data under its commercial terms.

PolicyMind does not provide legal advice, and its outputs are not a substitute for advice from a qualified professional. Policies, checks, recommendations, and assistant answers are generated by AI models. They can be incomplete, out of date, or wrong, and they do not account for facts about your business that you have not provided. You must have a suitably qualified person review any AI output before your organisation adopts, publishes, or relies on it. Using the Service does not by itself make your organisation compliant with any law or regulation, and no solicitor-client or adviser relationship is created between us.

Paid plans can publish policies at a public PolicyMind link. Anything you publish is visible to anyone with the link; you are responsible for its accuracy and for unpublishing it when it no longer reflects your practices. We may remove published content that breaches section 4.

• Free plan — core features for up to 5 members, with a starter allowance of AI credits.
• Pro subscription — £49 per month per organisation (not per seat), billed via Stripe. It renews automatically each month until cancelled. It includes 700 AI credits per billing cycle; unused subscription credits do not carry over.
• Purchased credits — you can buy additional AI credits at 7p per credit (minimum purchase £7). Purchased credits never expire, are used after your subscription credits, and are non-refundable once part-used, except where the law requires otherwise.
• Cancelling — cancel any time in the billing portal; your subscription runs to the end of the paid period and does not renew. We do not give pro-rata refunds for partial months.
• Price changes— we will give you at least 30 days' notice by email before a price change, which takes effect at your next renewal. If you do not accept it, cancel before the renewal.
• Prices are in GBP and, where applicable, exclusive of VAT. If a payment fails and remains unpaid after we notify you, we may downgrade or suspend paid features.

Our Privacy Noticeexplains what personal data we handle and why. Where we process personal data in your organisation's content on your behalf (as processor under UK GDPR Article 28), we will: process it only to provide the Service and on your documented instructions; ensure people processing it are bound by confidentiality; apply the security measures described in the Privacy Notice; engage only the sub-processors listed there (updating the list before changes) and remain responsible for them; assist you, taking into account the nature of the processing, with data subject rights and your own UK GDPR obligations; delete the data when you delete your account or organisation; and make available the information reasonably necessary to demonstrate compliance. Both parties will comply with UK data protection law in their respective roles.

We aim to keep the Service available and will use reasonable efforts to do so, but we do not promise uninterrupted or error-free operation and no service-level agreement applies. We may improve or change features over time; we will not materially degrade the core functionality your plan pays for without notice. You are responsible for keeping your own copies of business-critical documents — the in-app export makes this easy.

• You can stop using the Service at any time and delete your account or organisation under Settings → Data & privacy, which erases your data as described in the Privacy Notice.
• We may suspend or terminate your access if you materially breach these terms and (where the breach is fixable) fail to fix it within 14 days of our notice, if payment remains overdue, or if we must do so by law. Where practical, we will give you the chance to export your data first.
• Sections that by their nature should survive termination (including 5, 6, 12, 13, and 14) survive it.

Except as expressly set out in these terms, the Service is provided “as is”, and all implied warranties and conditions (including satisfactory quality and fitness for purpose) are excluded to the extent the law allows. In particular, we do not warrant that use of the Service will make your organisation compliant with any law, regulation, or standard — compliance decisions remain yours (see section 6).

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or anything else that cannot be excluded under the law of England and Wales.

Subject to that: neither party is liable for indirect or consequential loss, loss of profits, revenue, goodwill, or anticipated savings; and each party's total aggregate liability arising out of or in connection with the Service in any 12-month period is capped at the fees you paid us in that period (or £100 if you are on the free plan). You are responsible for the consequences of adopting or publishing any policy or other output without appropriate professional review.

• Entire agreement — these terms and the Privacy Notice are the whole agreement between us about the Service and replace any earlier discussions.
• Changes to these terms— we may update them; for material changes we will give at least 30 days' notice by email or in-app message. Continuing to use the Service after a change takes effect means you accept it.
• Assignment — you may not transfer this agreement without our written consent; we may transfer it as part of a sale or reorganisation of our business.
• Severance & waiver — if a clause is found unenforceable the rest stands; not enforcing a right is not a waiver of it.
• Third parties — no one other than you and us has rights under these terms (Contracts (Rights of Third Parties) Act 1999).
• Notices — we send notices to your account email; send yours to privacy@policy-mind.com.
• Governing law — these terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.