Terms and Conditions

1. The Provider: Care Handbook Ltd 
2. The Partner: The purchaser of services as stated on the invoice
3. Pricing Plan:  Yearly as stated on the invoice
4. Price: As stated on the invoice
5. Quantity: As stated on the invoice
6. The Product: Access to The Care Handbook app 

7. Payment:  

(a) The Partner agrees to these terms and conditions upon the generation of the first invoice, with a recurring annual payment method that must be maintained to access the Care Handbook app, unless otherwise specified on the invoice.

(b) Payment is due annually at the start of the billing period, based on the tier of licences purchased, reflecting the number of active users.

(c) If any payment is not made in accordance with these terms and conditions, the Provider is entitled to:

– Suspend the provision of licences and any other services to the Partner. A reconnection charge, equal to the then set-up fee, will be applied for services to resume.
– Terminate the agreement with immediate effect and pursue any outstanding payments.

8. Terms for User Licencing and Payment

Pricing and Licensing:

(a) Each User of the Care Handbook app requires a unique licence linked to a personal email address. Each User may access and use the Product indefinitely, provided the annual licence fee is paid. The Provider reserves the right to deactivate any accounts using generic or shared email addresses.

(b) Licences are exclusively for the Partner’s use and cannot be resold or redistributed without the Provider’s explicit written consent.

(c) Licences are billed annually based on the number of active users within designated tiers (e.g., 1-50, 51-100). The full annual fee is payable at the start of each billing period and is non-refundable.

Adjustments and Modifications to Licences:

(d) The number of active licences at any given time determines the billing tier. Partners may add or remove Users within their current tier without notifying the Provider.

(e) All licences, including those inactive (e.g., for users on long-term leave), count towards the total number of Users and are charged accordingly.

(f) The peak number of active licences during the annual billing period determines the tier for the subsequent year.

(g) Partners wishing to use Provider-facilitated communications to promote services must coordinate with the Provider to ensure compliance and effectiveness.

(h) Partners may adjust their required number of licences by changing tiers, with the Provider reviewing and adjusting charges at the next billing cycle as necessary.

Cancellations and Adjustments:

(i) Partners are encouraged to actively manage their User accounts to ensure accurate billing. Significant reductions in User numbers may lead to a tier review at the Partner’s request. Increases in User numbers resulting in a higher tier will prompt an adjusted invoice for the additional charges applicable for the remainder of the year.

9. Technical:

(a) The Provider will securely host the Product, eliminating the need for Partners to download or purchase additional software to access the Care Handbook app. Details on hosting security are available upon request.

(b) Users must access the internet with up-to-date operating systems. The Provider is not responsible for the provision of hardware or internet quality.

(c) The Provider is not liable for any damage to data, software, hardware, or telecommunications equipment resulting from virus transmissions or other security breaches. The Provider maintains automated virus detection and updates all anti-virus software across its systems to manage threats. Users are prohibited from disabling anti-virus software or manually handling virus-infected files, except through approved procedures.

10. Intellectual Property Rights:

(a) All materials, including documents, web pages, and e-learning resources, are the Provider’s intellectual property and cannot be copied, reproduced, or disclosed without prior written consent. Periodically, some content may be licensed from third parties and is also subject to intellectual property rights, requiring appropriate licenses to use.

(b) The Provider permits the Partner to print and save copies of assessment results, analyses, reports, and certificates. The Partner is responsible for the secure storage, destruction, and use of such data in compliance with GDPR.

(c) The Provider’s website may contain information and links to and from other online resources.  The Provider does not maintain or control the content of these resources and the inclusion of such links does not imply that the Provider endorses or guarantees the reliability or accuracy of the information they contain.  

11. Implementation and Support:

(a) The Partner will need to plan and prepare for the Care Handbook app implementation at the appropriate level for their organisation.  The Provider will make available reasonable support and User guide resources.

(b) The Provider offers the use of a Customer Service Desk to the Partner during the following working hours – Monday to Friday – 09:30 – 16:30 

12. Changes:

(a) The Provider reserves the right to increase its pricing by giving the Partner:

(1) 30 days’ written notice

(b) The Product and all information contained within the website of the Provider is subject to alteration with or without notice.

(c) The Provider reserves the right to change and update subjects and resources, to add extra resources and to remove subjects and resources which become obsolete.

13. Cancellation:

(a) The Partner has the right to cancel these terms and conditions by giving the Provider:

(1)  90 days’ written notice.  A final invoice will be sent by the Provider covering the cancellation period after which no further monies will be due and access to the Care Handbook app and any data contained therein will no longer be available to the Partner.  No refunds are available for unused licences, part months or unused months.

(b) If the Partner cancels their recurring payment method at any time without prior notification to the Provider, access to the Care Handbook app will be immediately deactivated. Upon such cancellation, all outstanding invoices will become due and payable immediately. Furthermore, in recognition of the Provider’s need to plan resources and manage operations, the Partner will be invoiced for an additional 90-day period as a cancellation fee, which will also be payable immediately.

Should the Partner wish to reactivate their access after such a cancellation, a reconnection charge will be applied. This charge will be equivalent to the set-up fee applicable at the time of reactivation. The Partner must settle all outstanding balances, including the reconnection charge, before access to the Care Handbook app is restored.

(c) Once deleted, User data is non-retrievable.

14. Privacy and Data Protection:

(a) The Provider is registered with the Information Commissioner’s Office (registration number ??????), the designated statutory authority.  The Provider will need to hold personal data obtained in order to provide the Product to the Partner.  The Partner hereby allows the Provider to hold and process personal data obtained about the Partner and the Users (including usernames and passwords).

(b) The Provider does not provide information to any third parties without the consent of the Partner.  The Provider takes reasonable technical and procedural precautions to prevent the loss, misuse or unauthorised alteration of personal data.  The Provider will inform the Partner about other products and services of the Provider, but the Partner may stop receiving such messages at any time by contacting the Provider.  Full details of our Privacy Policy can be found on the Provider’s website.  Any personal data will be treated in accordance with GDPR.

(c) Where the Provider acts as a Data Processor under the General Data Protection Regulations (GDPR), they will act in accordance with these regulations except where a local (English) law or regulatory frameworks require compliance from the Provider, for example where the Data Subject’s or Data Controller’s right to erasure conflicts with law enforcement.

(d) Where the Provider acts as a Data Controller under GDPR, they will act in accordance with these regulations except where a local (English) law or regulatory frameworks require compliance from the Provider, for example where the Data Subject’s right to erasure conflicts with law enforcement.  The Partner must make sure that any data that identifies people is not recorded on the Care Handbook app to comply with GDPR.