Terms of Service

01Accounts

The person who signs up confirms they are authorised to accept these terms for their organisation. That organisation is the customer and is responsible for the people it invites to use the service.

Administrators are responsible for keeping login details safe and for removing access when an employee leaves.

02Free trial

New accounts get 30 days of access to every feature. No payment details are needed to start. At the end of the trial the account pauses until a plan is chosen; data from the trial is kept for 30 more days and then deleted if no plan is chosen.

03Plans and billing

• Plans are priced per employee per month. An employee is anyone with an active login during the billing month.
• Visitors, couriers and contractors checked in through the kiosk are not counted.
• Monthly plans are billed in advance by card. Annual plans are billed in advance by card or invoice.
• Upgrades take effect immediately and are prorated. Downgrades apply from the next billing period.
• Prices exclude applicable taxes, which are added to the invoice.

04Hardware

Kiosk bundles, door panels and badge printers are sold separately and are covered by the manufacturer's warranty. Hardware ownership passes to the customer on delivery.

05Acceptable use

• Do not use the service to monitor employees' movements or to make decisions about an individual's performance.
• Collect visitor information only for legitimate building access, safety and hosting purposes, and tell visitors what is collected.
• Do not attempt to break, overload or reverse engineer the service, or access another customer's data.
• Follow the laws that apply to your offices, including data protection and labour laws.

06Customer data

The customer owns the data it and its users put into the service. We use it only to provide, secure and support the service, as described in the Privacy Policy.

Customers can export their data at any time. On closing an account, data is deleted within 60 days.

07AI features

AI Office Planner gives forecasts and suggestions. They are estimates, not guarantees, and an administrator approves every change before it is sent to facilities or the café. The customer remains responsible for decisions about opening and closing floors.

08Availability and support

We aim to keep the service available at all times and schedule maintenance outside office hours where possible. Whole Tower plans include a 99.9% monthly uptime commitment with service credits set out in the order form.

Lobby kiosks keep checking visitors in during a network outage and sync once the connection returns.

09Integrations

Connections to calendars, chat tools, single sign-on, access control and other third-party systems depend on those systems. We are not responsible for changes or outages on their side, but we will work to restore an integration as quickly as possible.

10Liability

The service is provided to support office operations and does not replace building security staff or life-safety systems. To the extent the law allows, our total liability for any claim is limited to the fees paid for the service in the 12 months before the claim.

11Ending the agreement

Customers can cancel at any time from the admin console. Monthly plans end at the close of the current billing month; annual plans run to the end of the paid term. We may suspend accounts that break these terms after giving notice, unless immediate action is needed to protect people or the service.

12Changes and contact

If these terms change in a way that affects customers, administrators are told by email before the change applies. Questions can be sent through the Front Desk page.