Terms of Service

1. Who's in this contract

These terms are an agreement between Site Lynx Group Ltd ("us", "we", "Site Lynx Group") — a company registered in England and Wales, Companies House number 17151377, registered office available from the public Companies House register — and the business or individual that signs up for the service ("you", "Customer").

If you're signing up on behalf of a business, you confirm you have authority to bind that business to these terms. If you don't, don't sign up.

2. Definitions

Service

SiteLynx, WorkLynx, CostLynx, InvoLynx — together the Lynx Group suite — and the marketing site at site-lynx-group.co.uk.

Subscription

Your paid (or free-tier) access to one or more products in the Service, on a monthly or annual basis.

Customer Content

Anything you put into the Service — documents, data, files, settings, employee records, project information.

User

An individual person you authorise to use the Service through your account.

Fees

The subscription fees and any usage-based fees for the Service, as set out in our pricing pages.

Effective Date

The date you first sign up or accept these terms in-product, whichever is earlier.

3. Eligibility & account

• You must be 18 or over.
• You're responsible for keeping your sign-in details secure. If you suspect they're compromised, change your password and tell us at info@site-lynx.co.uk.
• You're responsible for everything that happens under your account, including everything your Users do.
• Don't share accounts between people. Each User should have their own login. (We support unlimited Users on most plans, so there's no reason to share.)
• We may suspend your account if we reasonably believe it's being used fraudulently or in breach of these terms — see section 12.

4. The Service

We provide the Service on a subscription basis. We're continuously improving it — features get added, occasionally features get removed. We'll give you reasonable notice of any change that materially reduces functionality you actively use.

We aim for 99.5% uptime measured monthly, excluding scheduled maintenance windows (which we'll announce at least 24 hours in advance where reasonably possible). We don't formally guarantee uptime in these terms because we're not yet large enough to commit to a refund-backed SLA. If we're materially below 99.5% for two consecutive months, talk to us and we'll sort something out.

5. Free trials

WorkLynx and InvoLynx offer a 14-day free trial. No card is required to start. If you don't add a payment method before the trial ends, the account simply pauses — your data is held safely and you can either upgrade or cancel at that point.

SiteLynx and CostLynx have a free tier rather than a time-limited trial. Use them as long as you like within those tier limits, upgrade when you need more.

6. Fees & billing

• Monthly billing: we charge in advance for the upcoming month. Bills appear on the same calendar day each month.
• Annual billing: a 16% discount applies if you choose annual. Charged once a year, in advance.
• Per-employee fees (WorkLynx): we charge based on active employees at the start of each billing period. Adding employees mid-period results in a pro-rata charge on the next bill.
• Failed payments: if a payment fails we'll try again three times over 7 days. After that, the account moves to a 7-day grace period (full access). If still unpaid after that, the account is suspended (read-only). After a further 30 days, the account is closed.
• VAT: prices on our pricing pages exclude VAT, which we'll add at the prevailing UK rate where applicable.
• Price changes: we may increase Fees for new billing periods on at least 30 days' written notice. Increases never apply retroactively. If you don't accept the increase, you can cancel before it takes effect with no penalty.
• Cancellation: cancel at any time from your account settings. You won't be billed for any period after the cancellation effective date. We do not pro-rate refunds for partial months unless the cancellation is due to our material breach — in which case we'll refund the unused portion.

7. Customer Content & data

You own your content

All Customer Content remains yours. We don't claim ownership of anything you put into the Service.

The licence you grant us

You grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, process and display Customer Content solely to provide the Service to you. The licence ends when you delete the Content or close the account (subject to our retention obligations in the Privacy Policy).

Your responsibilities

• You confirm you have the legal right to put any Customer Content into the Service. (For example, employee records: you have a lawful basis to process them.)
• You're responsible for keeping your own backups of Customer Content critical to your business, in addition to the backups we maintain.
• If you give us special-category data (health, biometric, etc.) by uploading it as part of your normal use, you confirm you have a lawful basis and have done any required data protection impact assessment.

Data protection

For all processing of personal data by us as your processor, the Data Processing Agreement (available at /dpa) applies and is incorporated by reference into these terms.

8. Acceptable use

Don't use the Service to:

• break the law — UK or anywhere else your use reaches
• infringe anyone's intellectual property, privacy, or other rights
• send spam, malware, or anything that interferes with other users
• reverse-engineer the Service, or extract data at scale beyond what your subscription contemplates (in particular, no automated scraping)
• build a competing product using our Service or data we provide (such as the regulatory reference library) as the substantial foundation
• resell or sublicense the Service without our written permission
• do anything that could damage our infrastructure or reputation

Full Acceptable Use Policy at /aup. We may suspend or terminate accounts that breach these rules — see section 12.

9. Intellectual property

• Ours stays ours. All intellectual property in the Service itself — the code, design, regulatory library, AI prompts, brand, "Lynx" trade marks — is and remains the property of Site Lynx Group Ltd or our licensors.
• Yours stays yours. Customer Content, as above.
• Feedback. If you give us suggestions, feedback, or improvement ideas, you grant us a perpetual royalty-free licence to use them however we want (including in the Service).
• Output. Anything the Service generates for you specifically — RAMS PDFs, invoice templates rendered with your data, AI-drafted outputs — you own as part of Customer Content.

10. Confidentiality

We'll keep your business confidential information confidential. You'll keep ours (non-public pricing, roadmap discussions, security details) confidential. Both for as long as the information remains non-public.

We may use anonymised, aggregated data about how the Service is used (e.g. "contractors use RAMS more on Mondays") for improvement and reporting. We won't identify your business in any aggregated reporting.

11. Suspension & termination

By you

Cancel any time from account settings. Cancellation takes effect at the end of the current billing period. Your data remains available to you for 30 days after cancellation for export, then enters cold storage for 90 days, then is deleted (full details in the Privacy Policy).

By us

We may suspend or terminate your account if:

• you materially breach these terms and don't fix it within 14 days of us pointing it out (or immediately if the breach is incurable, such as an Acceptable Use Policy breach involving illegal content)
• your account is more than 37 days overdue on payment
• we reasonably believe your account has been compromised or is being used fraudulently — in which case we may suspend immediately and tell you afterwards
• we're required to by law or by court order

On termination, you have 30 days to export Customer Content before standard retention timelines apply.

12. Liability & disclaimers

The cap

Our total liability to you across all claims under or in connection with these terms is capped at the Fees you actually paid us in the 12 months immediately before the event giving rise to the claim.

What we exclude

To the maximum extent permitted by law, we are not liable for:

• indirect or consequential loss
• loss of profits, revenue, or anticipated savings
• loss of business opportunity or goodwill
• loss or corruption of data, to the extent caused by your own failure to maintain your own backups of business-critical data
• any loss arising from your use of the Service in a way we haven't reasonably foreseen

What we don't exclude

Nothing in these terms limits or excludes our liability for: death or personal injury caused by our negligence; fraud or fraudulent misrepresentation; or anything else that cannot be limited or excluded under UK law.

The disclaimer

The Service is provided "as is". To the extent permitted by law, we disclaim all implied warranties — including merchantability, fitness for a particular purpose, and non-infringement. The Service is a tool; you're responsible for the professional judgment exercised in using it (e.g. signing off a RAMS, certifying a payment, filing a CIS300 return).

13. Indemnity

You indemnify us against claims by third parties to the extent caused by your Customer Content being uploaded to the Service, your breach of these terms, or your unlawful use of the Service.

We indemnify you against claims by third parties that the Service itself (as we provide it) infringes their intellectual property rights — capped at the same 12-month-fees ceiling as in section 12.

14. Changes to these terms

We may update these terms from time to time. For any material change we'll give you at least 30 days' notice by email and an in-app banner. If you continue to use the Service after the effective date, you accept the new terms. If you don't accept, cancel before the effective date and we'll refund any prepaid Fees for the period after that date.

Non-material changes (clarifications, typo fixes) we publish with an updated date.

15. Force majeure

Neither party is liable for failure to perform caused by something beyond their reasonable control — war, terrorism, natural disaster, government action, internet-scale outages of fundamental infrastructure. We'll work to restore the Service as quickly as we reasonably can.

16. Governing law & disputes

These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute, except that we may bring proceedings against you in any jurisdiction where you do business to protect our intellectual property.

Before either of us starts legal proceedings, we'll try to resolve the dispute by good-faith discussion for 30 days. Talk to us first: info@site-lynx.co.uk.

17. General

Notices

We'll send legal notices to the email address on your account. You'll send legal notices to info@site-lynx.co.uk. Both are deemed received the next working day.

Assignment

You may not assign or transfer these terms without our written consent. We may assign them to a successor (e.g. on acquisition or restructure) without your consent, provided the successor is bound by terms at least as protective of you.

Severability

If any part of these terms is unenforceable, the rest stays in force. We'll replace the unenforceable part with one as close to the original intent as possible.

No waiver

If we don't enforce a right under these terms, it doesn't mean we've waived it.

Third parties

Nobody who isn't a party to these terms has any right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

Entire agreement

These terms — together with the Privacy Policy, Cookie Policy, DPA and our Acceptable Use Policy — are the entire agreement between us about the Service. They replace any previous discussions, proposals, or order forms unless we've explicitly agreed something different in writing.

18. Contact