Terms of Service

Version: 1.0
Effective Date: 1 February 2026

These Terms of Service ("Terms") govern the use of the platform and services provided by The Digital CRO Ltd, a company registered in England and Wales (Company No. 16474406).

By registering, accessing, or using our services, you confirm that you are acting on behalf of a business and agree to be bound by these Terms. In these Terms, "we", "us", or "our" refers to The Digital CRO Ltd.

1. Services

We provide online risk tools, reports, templates, and AI-assisted resources via a subscription-based web application.

2. Business Users Only

Our services are intended for business use only. By signing up, you confirm that you are acting in a business capacity and not as a consumer.

3. Free Trial

A 14-day free trial may be offered. During the trial, access to some services will be limited. Full access is granted only upon paid subscription. We reserve the right to restrict downloads and premium tools during the trial to prevent misuse.

4. Subscriptions and Payments

All subscriptions and payments are for individual licenses unless Corporate Subscriptions (Section 5) apply.

  • Access is provided via monthly (paid quarterly) or annual subscriptions.
  • All subscriptions are subject to upfront payment.
  • All plans require a minimum 12-month commitment.
  • If a subscriber cancels before 12 months, we will issue an invoice for the remaining balance of the 12-month commitment.

We may update our pricing or plans from time to time with reasonable notice. Renewal pricing unless agreed separately will reflect the appropriate current tier access pricing (for new customers) at the time of renewal.

4.1 VAT and Taxes

All prices quoted on our platform are exclusive of VAT unless stated otherwise. The following VAT treatment applies:

  • United Kingdom: UK VAT will be charged at the prevailing rate on all invoices.
  • European Union: EU business customers are encouraged to provide a valid VAT registration number. Where a valid VAT number is provided, the reverse charge mechanism applies and no UK VAT will be charged. Where no VAT number is provided, the supply is treated as outside the scope of UK VAT and the customer is responsible for accounting for any applicable local taxes in their jurisdiction.
  • Rest of World: Supplies to customers outside the UK and EU are outside the scope of UK VAT. No UK VAT will be charged. The customer is responsible for any applicable local taxes in their jurisdiction.

You are responsible for providing an accurate billing country and, where applicable, a valid VAT registration number. We are not liable for incorrect VAT treatment resulting from inaccurate information provided by you.

All invoices are issued in GBP (British Pounds Sterling).

5. Corporate Subscriptions

Corporate Subscriptions are multi-user accounts, which must all be for the same firm, under a single billing arrangement for teams of 5 or more users.

5.1 Applicability

Corporate Subscriptions are subject to all provisions of these Terms of Service, with the following differences in pricing, billing, and aggregate usage limits.

5.2 Licensing and Billing

  • Corporate accounts are billed based on the agreed number of licenses, not actual user count.
  • Annual invoicing is standard for corporate subscriptions.
  • Bulk discounts apply based on license count and the subscription applied for.
  • Custom pricing may be negotiated for Tailored tier subscriptions (above a minimum license number only).
  • Renewal pricing is based on the original license count and discount percentage agreed at the time of purchase but reflects the appropriate current tier access pricing (for new customers) at the time of renewal.

5.3 Aggregate Usage Limits

Corporate users share aggregate usage limits across all team members. Individual usage restrictions do not apply.

5.4 Account Management

  • Corporate subscriptions are managed by administrators via admin@thedigitalcro.com.
  • User provisioning and deprovisioning is managed by our admin team upon request from the corporate main contact.
  • Corporate users cannot self-service subscription changes or transfers. All modifications must be requested through the corporate main contact.
  • An audit trail of all changes is maintained for corporate subscriptions.

6. Cancellation and Termination

6.1 Your Right to Cancel

  • You may cancel at any time via your account settings.
  • Upon cancellation, access will continue until the end of the current billing period.
  • No refunds will be provided for any unused portion of your subscription, including early cancellation.
  • Due to the 12-month minimum commitment (Section 4), if you cancel before 12 months, we will invoice you for the remaining balance to complete the 12-month term.

6.2 Our Right to Terminate

  • If you breach these Terms, we may suspend or terminate your access immediately without refund.
  • We may terminate for convenience with 30 days' notice, in which case we will refund any unused subscription fees on a pro-rata basis.

6.3 Effect of Termination

Upon termination or expiry, you must immediately cease using the platform and any downloaded materials. All licences granted under these Terms will terminate. Sections that by their nature should survive (including Sections 7, 7.1, 9, 10, 11, and 13) will continue to apply.

7. Intellectual Property and Licence

  • All templates, documents, reports, and content remain our intellectual property.
  • You may use them for internal business purposes only.
  • You may not resell, redistribute, or commercially exploit any content without our permission.

7.1 No Professional Advice

The services, templates, tools, and content provided through our platform do not constitute:

  • Legal advice;
  • Regulatory advice or compliance guidance;
  • Financial advice;
  • Professional consultancy (except where separately agreed under Section 15);
  • A substitute for professional judgment or expert opinion.

Our platform provides tools and resources to support your internal processes. You should seek independent professional advice where appropriate for your specific circumstances. We are not regulated by the Financial Conduct Authority or any other regulatory body.

8. Use of AI and Third-party Tools

Some features may rely on third-party providers (e.g. Large Language Models 'LLMs', cloud services). We do not guarantee their availability or output.

You acknowledge and agree that:

  • AI-generated content is not guaranteed to be accurate, complete, or suitable for your specific use case;
  • You must review, verify, and validate all AI-generated outputs before use;
  • We are not liable for third-party platform issues, limitations, or errors;
  • AI outputs do not constitute professional advice and should not be relied upon without independent verification;
  • You are responsible for ensuring any AI-generated content complies with applicable regulations before implementation.

Important: Our AI tools are designed to assist and accelerate your work, not replace professional judgment or regulatory obligations.

8.1 Usage Limits and Tier Features

We may impose or amend usage limits (including but not limited to the number of AI Assistant prompts, or document downloads) applicable to different subscription tiers. These limits are designed to ensure fair usage, manage platform costs, and maintain service quality.

We reserve the right to adjust these limits or change tiered features at any time. Where such changes materially affect your access, usage, or pricing, we will provide at least 14 days' notice before they take effect.

9. Data and Privacy

We only collect the minimal data required for service delivery: name, work email, phone number, and invoice address. No personal sensitive data should be submitted.

All personal data is stored securely using Supabase. You must not upload sensitive personal or commercial data unless expressly agreed in a one-off engagement.

Use of AI or LLM tools is at your own risk. We do not safeguard any user-uploaded data unless covered by a separate consultancy agreement.

10. Data Deletion

Upon cancellation or non-renewal, your data and access credentials will be deleted from our system (7 years after cancellation). You may request deletion earlier by contacting us.

11. Limitation of Liability

To the maximum extent permitted by law:

11.1 Aggregate Cap

Our total aggregate liability to you for all claims arising out of or in connection with these Terms or your use of our services, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, shall not exceed the total subscription fees paid by you in the 12 months immediately preceding the date on which the claim arose.

11.2 Excluded Losses

We shall not be liable for any:

  • Loss of profits, revenue, or anticipated savings;
  • Loss of business, contracts, or business opportunity;
  • Loss or corruption of data (except to the extent we can restore from backups);
  • Loss of goodwill or reputation;
  • Regulatory fines, penalties, sanctions, or enforcement actions;
  • Costs of regulatory investigations or compliance remediation;
  • Any indirect, consequential, special, or punitive losses or damages;
  • Any losses arising from reliance on AI-generated content or third-party services.

This exclusion applies whether or not such losses were foreseeable and even if we were advised of the possibility of such losses.

11.3 Regulatory Responsibility

You acknowledge and agree that:

  • You remain solely responsible for ensuring compliance with all applicable laws, regulations, and regulatory requirements relevant to your business;
  • Our platform provides tools, templates, and resources to assist your risk management processes, but does not constitute regulatory, legal, or compliance advice;
  • You must independently verify, validate, and adapt all outputs, templates, and AI-generated content to your specific circumstances and regulatory obligations;
  • We are not liable for any regulatory breach, fine, penalty, sanction, enforcement action, or investigation arising from your use of our services;
  • The responsibility for the accuracy, completeness, and regulatory compliance of any documents, reports, or policies you create using our platform rests entirely with you.

11.4 Use at Own Risk

You use the platform and all outputs at your own risk. We provide the services "as is" and make no warranties regarding accuracy, completeness, reliability, or fitness for any particular purpose.

11.5 Exceptions

Nothing in these Terms excludes or limits our liability for:

  • Death or personal injury caused by our negligence;
  • Fraud or fraudulent misrepresentation;
  • Any other liability that cannot be excluded or limited under English law.

11.6 Indemnity

You agree to indemnify, defend, and hold harmless The Digital CRO Ltd, its directors, officers, employees, and agents from and against any and all claims, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising from or related to:

  • Your breach of these Terms;
  • Your use or misuse of the platform or services;
  • Your violation of any applicable laws, regulations, or regulatory requirements;
  • Any regulatory investigation, fine, penalty, sanction, or enforcement action related to your use of our services or outputs;
  • Any claim by a third party arising from your use of outputs, materials, templates, or reports generated through our platform;
  • Your failure to independently verify, validate, or adapt any content provided through our services.

11.7 Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms where such failure or delay results from any cause beyond our reasonable control, including but not limited to: acts of God, fire, flood, earthquake, or other natural disasters; war, terrorism, or civil unrest; strikes or labour disputes; telecommunications or internet failures; cyber-attacks or malicious software; failures of third-party service providers (including AI/LLM providers); power outages; or government restrictions, regulations, or orders. In such circumstances, our obligations will be suspended for the duration of the force majeure event.

12. Changes to Terms

We may update these Terms from time to time. We will provide reasonable notice (e.g. by email or dashboard notification within the webapp).

Material changes (such as changes to pricing, liability, or core service features) will require your acceptance before continued use of the platform.

Non-material changes (such as clarifications, administrative updates, or contact details) will be notified to you, and continued use of the platform after such notification indicates your acceptance of the changes.

13. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or in connection with these Terms (including non-contractual disputes or claims) will be subject to the exclusive jurisdiction of the courts of England and Wales.

13.1 Disputes and Complaints

If you have any complaint or dispute regarding our services, please contact us at help@thedigitalcro.com.

We will endeavour to resolve the matter informally within 14 business days. If we cannot resolve the dispute through informal discussion, the provisions of Section 13 (Governing Law and Jurisdiction) will apply.

13.2 Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions will continue in full force and effect. The invalid, illegal, or unenforceable provision will be deemed modified to the minimum extent necessary to make it valid, legal, and enforceable. If such modification is not possible, the provision will be severed from these Terms.

14. Contact

For queries or support, contact us at:
help@thedigitalcro.com

15. One-Off Consultancy Services

In addition to subscription-based access, we may offer bespoke consultancy services ("Consultancy Services") to clients by separate agreement.

  • These services are outside the scope of any subscription plan.
  • Fees, scope, and deliverables will be agreed in writing and invoiced separately.
  • Any such engagement is subject to the terms agreed between the parties in writing (e.g. email confirmation, proposal acceptance, or signed agreement).
  • These Terms of Service will apply alongside any agreed consultancy engagement, except where explicitly overridden by written agreement.

16. Cookie Policy

We use only essential cookies that are strictly necessary for the operation of our platform. These cookies enable core functionality such as secure login, user session management, and access control.

We do not use marketing, analytics, or third-party tracking cookies at this time.

You are informed of cookie use when visiting the site via our cookie banner. As we only use essential cookies, rejecting optional cookies is not an option.

For more details or questions, please contact us at help@thedigitalcro.com.