Terms and Conditions
REMINDOO LIMITED
Company Number: 16910665 · Registered Office: 12 London Road, Morden, England, SM4 5BQ · ICO: ZC099417
Version: 3.0 Effective Date: 01st April 2026 Supersedes: all prior versions
1. Definitions and Interpretation
1.1 In these Terms:
"Authorised Users" means employees, agents and contractors of the Customer authorised to use the Platform.
"Business Day" means any day other than a Saturday, Sunday or public holiday in England.
"Change of Control" has the meaning in section 1124 of the Corporation Tax Act 2010.
"Client Data" means Personal Data within Customer Data relating to the Customer's own clients and contacts that Remindoo processes on the Customer's behalf.
"Confidential Information" means non-public information disclosed by one party that is marked or would reasonably be understood to be confidential.
"Customer Data" means all data, content, files and information uploaded to or generated within the Platform by or for the Customer, including Client Data.
"Documentation" means the user guides, knowledge base, policies and help materials made available by Remindoo, as updated from time to time.
"DPA" means the Privacy, Data Processing & Cookie Policy / Data Processing Agreement at https://remindoo.co/privacy-notice/, which forms part of these Terms.
"Normal Business Hours" means 9:00am to 5:00pm UK time on a Business Day.
"Personal Data", "Controller", "Processor", "Personal Data Breach" have the meanings in the UK GDPR.
"Platform" / "Services" means the Remindoo cloud-based practice management and CRM software, including all features, AI functionality, APIs, mobile apps and Documentation.
"Subscription Fees" means the fees for the selected package.
"Subscription Term" means the Initial Subscription Term plus any renewal periods.
"Virus" means any code, file or device intended to impair, damage, intercept or gain unauthorised access to software, hardware, networks or data.
"we", "us", "our", "Remindoo" mean REMINDOO LIMITED.
1.2 Headings do not affect interpretation. Words in the singular include the plural and vice versa. A reference to a statute includes subordinate legislation and amendments. "Including" means "including without limitation". "Writing" includes email.
2. The Platform and Its Purpose
2.1 Remindoo is a cloud-based practice management and CRM platform for professional service firms, intended for managing existing clients, workflows, compliance processes and internal operations.
2.2 The Platform is not designed, licensed or intended for: bulk email marketing; mass outbound prospecting; cold outreach; advertising distribution; lead scraping; or general-purpose marketing automation. Such use is prohibited.
3. Account, Users and Acceptance
3.1 To use the Platform you must register an Account and accept these Terms electronically. The individual accepting confirms they are authorised to bind the Customer.
3.2 The licence and rights under these Terms are granted to the Customer only and do not extend to any subsidiary or holding company.
3.3 Authorised Users. You must ensure each Authorised User keeps a secure, unique password and uses multi-factor authentication where provided. You are responsible for all activity under your Account and for each Authorised User's compliance with these Terms. We provide MFA tooling but accept no responsibility where you fail to deploy it or set weak credentials.
3.4 User audit. We may audit the Platform (no more than once per quarter, on reasonable notice, at our expense, without materially disrupting your business) to verify Authorised User identities and that fees correspond to actual usage. If an audit reveals access by non-Authorised Users, you must promptly disable it. If an audit reveals underpaid Subscription Fees, you must pay the shortfall within 10 Business Days.
3.5 You must use all reasonable endeavours to prevent unauthorised access to or use of the Platform and notify us promptly of any actual or suspected unauthorised access.
4. Subscription, Fees and Renewal
4.1 Fees are charged according to the selected package, payable in advance, exclusive of VAT (added at the applicable rate), payable in pounds sterling, and (subject to clause 11.2 and law) non-cancellable and non-refundable.
4.2 Auto-renewal. Subscriptions renew automatically for successive periods equal to the initial term unless cancelled before the renewal date via your Account or by written notice. You may cancel by turning off auto-renewal, in which case access ceases at the end of the paid period.
4.3 Price changes. We may increase Subscription Fees or change package features with effect from the next renewal on at least 30 days' prior notice. If you do not accept an increase you may cancel before renewal.
4.4 Card and payment handling. Where you enable automatic renewal, payment is taken from the card on file. Where a card expires or payment fails, you will have 7 days to provide valid payment details, after which access may be suspended.
4.5 Late payment. If payment is not received by the due date we may suspend access, and without prejudice to our other rights, interest accrues on overdue amounts under the Late Payment of Commercial Debts (Interest) Act 1998. If amounts remain unpaid for **14]**days we may permanently disable the Account and Services.
4.6 You are responsible for all applicable taxes other than taxes on our net income.
5. Acceptable Use, Fair Use and Prohibited Content
5.1 You must use the Platform responsibly and proportionately. You must not use the Platform for: mass unsolicited communications; uploading purchased or scraped lists; spam; fraudulent or unlawful conduct; overloading, probing or circumventing infrastructure or security; API abuse; data scraping; building or assisting a competing product; providing a service bureau to third parties; or competitive benchmarking.
5.2 You must not upload, store, distribute or transmit any Virus, or any material that is unlawful, harmful, threatening, defamatory, obscene, infringing, harassing, sexually explicit, promotes violence, or is discriminatory on the basis of any protected characteristic. We may, without liability, disable access to material that breaches this clause.
5.3 Fair Use. We operate a Fair Use Policy across all features (email/communication, storage, AI tools, automation, API). Usage that is excessive or abnormal relative to professional CRM use may result in feature limitation, rate limiting, temporary suspension or termination. Where we make such a determination we will act reasonably and in good faith and, where practicable and lawful, give notice and an opportunity to remedy before suspension (except where immediate action is needed to protect the Platform, other customers or third-party providers).
6. Licence and Intellectual Property
6.1 We grant you a non-exclusive, non-transferable, revocable licence to permit Authorised Users to access and use the Platform for your internal business purposes during the Subscription Term.
6.2 Except as expressly permitted or as allowed by law that cannot be excluded, you must not copy, modify, adapt, frame, mirror, republish, download, transmit, distribute, reverse engineer, decompile, disassemble, create derivative works from, resell or sublicense any part of the Platform.
6.3 All intellectual property in the Platform, Documentation, and any improvements remains our exclusive property or that of our licensors. You retain all rights in Customer Data. The Platform may include open-source components; a list is available in the application settings.
6.4 Feedback. Any feedback or suggestions you provide may be used by us freely and without obligation.
6.5 Aggregated data. We may collect and use aggregated and anonymised data derived from operation of the Platform (which does not identify you, any Authorised User or any data subject) for security, analytics, benchmarking and to improve and develop our products.
7. Service Availability, Support and Changes
7.1 We will use commercially reasonable endeavours to make the Platform available 24/7, except for: planned maintenance (which we aim to perform outside Normal Business Hours and to notify in advance where practicable); urgent unplanned maintenance; and matters under clause 9 or 20.
7.2 We provide standard support during Normal Business Hours in accordance with our support practices, which we may amend from time to time. The Platform is otherwise provided on an "as available" basis and we do not warrant that it will be uninterrupted or error-free.
7.3 Changes to the Platform. We may enhance, modify, update or discontinue features of the Platform. Where a change materially and adversely affects core functionality, we will give reasonable notice where practicable. Continued use after a change constitutes acceptance.
7.4 We may also enter into similar agreements with third parties and independently develop competing or similar products and services.
8. Customer Data, Backups and Data Protection
8.1 You own all right, title and interest in Customer Data and are solely responsible for its legality, reliability, integrity, accuracy and quality, and for having lawful authority to upload and process it.
8.2 Backups and restore. We follow reasonable backup procedures. In the event of loss of or damage to Customer Data, your sole and exclusive remedy is for us to use reasonable commercial endeavours to restore the data from our latest available backup. We are not responsible for loss, destruction, alteration or disclosure of Customer Data caused by you, your Authorised Users or any third party not sub-contracted by us.
8.3 Roles. In respect of Client Data you are the Controller and Remindoo is the Processor. Our processing is governed by the DPA, which is incorporated into these Terms and entered into on acceptance. In the event of conflict on data-protection matters, the DPA prevails.
8.4 You warrant that you comply with applicable data protection and regulatory obligations and have obtained all necessary consents and given all necessary notices to your clients. We are not responsible for regulatory, accounting, tax, AML or compliance decisions you make using the Platform.
8.5 Export and deletion on exit. During the Subscription Term and for 30 days after termination you may export Customer Data in a commonly used format. After that period we may delete or anonymise Customer Data in accordance with the DPA, unless retention is required by law.
9. Third-Party Dependencies
9.1 The Platform may enable access to, or depend on, third-party systems including Companies House, HMRC, cloud infrastructure, payment processors, email infrastructure, AI providers and integration partners. Your use of third-party websites and services is at your own risk and subject to their terms.
9.2 If third-party services are interrupted, unavailable, delayed or modified, certain features may become unavailable or data delayed. We are not liable for downtime or feature unavailability caused by third-party services, the internet or communications networks, though we will endeavour to notify you of known material outages where practicable.
10. Artificial Intelligence Features
10.1 The Platform may include AI-powered functionality (e.g. task and client summaries, email suggestions, workflow recommendations and automation support).
10.2 You acknowledge and agree that: AI outputs may be inaccurate, incomplete, outdated, biased, fabricated or "hallucinated" (i.e. plausible-sounding but false), or non-unique (other users may receive similar outputs); AI tools are assistive only and do not replace professional judgement; outputs must be independently reviewed and verified before any reliance; and you are solely responsible for any decision taken or action performed on the basis of an output.
10.2A No warranty and no liability for AI outputs. AI features are provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we give no warranty as to the accuracy, completeness, reliability, fitness for purpose or lawfulness of any AI output, and we accept no liability whatsoever for any AI output, including any error, omission, inaccuracy, hallucination, or any loss or damage arising from your use of or reliance on an AI output. The risk of relying on any AI output rests entirely with you. Nothing in this clause excludes liability that cannot be excluded by law.
10.3 Our AI tools do not make binding or autonomous legal, tax, accounting or compliance decisions, and are not intended to produce decisions based solely on automated processing that have legal or similarly significant effects.
10.4 You must not use AI features to generate unlawful, infringing or harmful content, and you must ensure you have lawful authority to submit any personal data (including any special category or criminal-offence data) to AI features.
10.5 Some AI features are powered by third-party AI providers acting as sub-processors, who operate under their own terms. We do not use Client Data to train public AI models, and we contract with AI providers to prohibit use of Client Data to train their models beyond generating your requested output. We are not liable for the independent data-handling practices of third-party AI providers.
11. Free Trials and Beta Features
11.1 Free trials and beta features are provided "as is" and "as available", with no uptime or support commitments, and may be modified or withdrawn at any time. You are entitled to no more than one free trial.
11.2 To the maximum extent permitted by law, our liability in connection with free trials and beta features is excluded.
12. Recovery of Third-Party Charges
12.1 If we incur documented additional charges, penalties, fines, suspensions or increased costs from a third-party provider as a direct result of your misuse, excessive usage or breach of these Terms, we may recover those reasonable, evidenced amounts from you, payable on demand. We will provide reasonable evidence on request.
13. Customer Obligations and Cyber Responsibility
13.1 You shall: provide reasonable co-operation and access to information required to deliver the Services; comply with all applicable laws and regulations in your use of the Platform; ensure Authorised Users comply with these Terms; obtain and maintain all licences, consents and permissions necessary for us to perform the Services; ensure your systems meet our published requirements; and be responsible for your own network connectivity and telecommunications.
13.2 Cyber responsibility. You are expected to maintain your own local copies/backups of key data and outputs (including engagement letters, filing and reminder dates, UTRs, NINOs and other client data), to keep your own systems free of Viruses, and to maintain adequate insurance appropriate to your business. We are not liable for loss or corruption of data caused by your acts or omissions or those of any party using the Services through your Account.
14. Confidentiality
14.1 Each party shall keep the other's Confidential Information confidential, use it only to perform these Terms, and not disclose it except to personnel who need to know and are under equivalent obligations. Customer Data is your Confidential Information, subject to the DPA.
14.2 This clause does not apply to information that is or becomes public without breach, was lawfully held before disclosure, is lawfully obtained from a third party without restriction, is independently developed, or is required to be disclosed by law or a regulator. Details of the Platform and any performance-test results are our Confidential Information. This clause survives termination.
15. Warranties
15.1 We warrant that the Services will be performed substantially in accordance with the Documentation and with reasonable skill and care. This warranty does not apply to non-conformities caused by your misuse, your modifications, or third-party services. Our sole obligation, and your sole and exclusive remedy, for breach of this warranty is for us to use reasonable endeavours to correct the non-conformity or provide a workaround.
15.2 Except as expressly stated and to the fullest extent permitted by law, all other warranties, conditions and terms (express or implied, statutory or otherwise) are excluded, and the Platform and Documentation are provided on an "as is" basis.
16. Indemnity
16.1 You shall defend, indemnify and hold us harmless against all claims, actions, proceedings, losses, damages, liabilities, costs and expenses (including reasonable legal fees) arising out of or in connection with: your or your Authorised Users' use of the Platform; your use of, or reliance on, any AI output; your breach of these Terms; your unlawful or inaccurate data processing; regulatory investigations relating to your activities; or third-party/client claims caused by your acts or omissions.
16.2 We shall indemnify you against third-party claims that your authorised use of the Platform infringes that third party's UK intellectual property rights, provided you notify us promptly, give us sole conduct of the defence and settlement, and make no admission. This is your sole remedy for IP infringement and is subject to the cap in clause 17.
17. Limitation of Liability
17.1 Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any liability that cannot be excluded or limited by law (including certain liabilities under data-protection law).
17.2 Subject to clause 17.1, we shall not be liable, whether in contract, tort (including negligence), breach of statutory duty, misrepresentation, restitution or otherwise, for: loss of profit, revenue, business, goodwill or anticipated savings; loss or corruption of data or information (subject to clause 8.2); regulatory fines; any loss arising from any AI output (including any inaccuracy, omission or hallucination) as set out in clause 10.2A; or any indirect or consequential loss.
17.3 Subject to clauses 17.1 and 17.2, our total aggregate liability arising out of or in connection with these Terms shall not exceed the total Subscription Fees paid by you in the 12 months immediately preceding the event giving rise to the claim.
17.4 The parties agree this allocation of risk is reasonable given the Subscription Fees, and that you are responsible for your own backups, professional indemnity and cyber insurance, and regulatory compliance.
18. Suspension, Term and Termination
18.1 We may suspend access (in whole or part) where fees are unpaid, there is misuse or a security/infrastructure risk, suspension is required by law, or you become insolvent. Where practicable we will act proportionately and give notice.
18.2 These Terms commence on acceptance and continue for the Subscription Term, renewing per clause 4.2 until terminated.
18.3 Either party may terminate immediately by written notice if the other: commits a material breach not remedied within 30 days of notice; or becomes insolvent, enters administration or receivership, makes an arrangement with creditors, ceases or threatens to cease trading, undergoes a Change of Control (where the other party objects), or suffers any analogous event in any jurisdiction.
18.4 On termination: all licences end; each party returns or stops using the other's property and Confidential Information; the data export/deletion provisions in clause 8.5 and the DPA apply; and accrued rights and surviving clauses are unaffected. Outstanding payment obligations survive.
18.5 Clauses intended to survive (including 6, 8, 12, 14, 16, 17, 21 and 25) survive termination.
19. Publicity and Brand
19.1 Use of your name and logo. By subscribing, you grant us a non-exclusive, royalty-free licence to use and display your name, logo and brand marks on our website (including in customer lists, testimonials and case studies) and in our marketing and advertising materials, to identify you as a customer of Remindoo. You may withdraw this licence at any time on written notice, and we will cease further use within a reasonable period (existing printed or distributed materials excepted).
19.2 If we grant you the right to display a Remindoo customer badge or marks, that licence is non-exclusive, non-transferable, personal to you, limited to indicating you are a current customer, and revocable on suspension or termination. You must not alter the marks, incorporate them into your own name/branding, or use them in any misleading, unlawful or disparaging way, and must remove them on request.
20. Force Majeure
20.1 Neither party is liable for failure or delay caused by events beyond its reasonable control, including strikes, utility/telecommunications/transport failures, acts of God, war, civil unrest, malicious damage, cyber incidents, epidemic/pandemic, or compliance with law or government order, provided the other party is notified. The affected party will take reasonable steps to mitigate.
21. Non-Solicitation
21.1 During the Subscription Term and for 36 months after, you shall not knowingly and directly solicit for employment any Remindoo employee materially involved in delivering the Platform to you. General recruitment advertising not specifically targeted at such employees is not restricted.
22. Changes to These Terms
22.1 We may update these Terms. For material changes we will give reasonable notice (by email or in-Platform) before they take effect. Continued use after the effective date constitutes acceptance; if you do not accept a material change, your remedy is to terminate before it takes effect.
23. Notices
23.1 Notices to Remindoo must be sent to hello@remindoo.co and the registered office; notices to you go to your Account email. Email notices are deemed received the next Business Day; posted notices in the ordinary course of post.
24. General
24.1 Assignment. We may assign, transfer or sub-contract our rights and obligations (including in a merger, restructuring or sale). You may not assign without our written consent.
24.2 No partnership or agency. Nothing creates a partnership or agency between the parties.
24.3 Entire agreement / non-reliance. These Terms, the DPA and the Privacy/Cookie Policy are the entire agreement and supersede prior understandings. You confirm you have not relied on any representation not set out here (except as to fraud).
24.4 Third parties. No one other than the parties has rights under the Contracts (Rights of Third Parties) Act 1999.
24.5 Waiver / severance / cumulative remedies. No failure to enforce is a waiver; if any provision is unenforceable the remainder continues, modified as necessary to give effect to the parties' intention; rights are cumulative.
24.6 Governing law and jurisdiction. These Terms and any non-contractual disputes are governed by the law of England and Wales, with the exclusive jurisdiction of the courts of England and Wales.
REMINDOO LIMITED · Company No. 16910665 · 12 London Road, Morden, England, SM4 5BQ
