Terms of service

These terms form an agreement between AssetMantis (operated by Giles Hetherington) (“we”, “us”) and the organisation or person using AssetMantis (“you”). By creating an account or using the service you agree to them. If you're accepting on behalf of an organisation, you confirm you have authority to do so.

AssetMantis is a business service. It is intended for use by businesses, charities, public bodies and other organisations, not consumers.

1. The service

AssetMantis is a web-based tool for tracking physical assets with QR labels and recording their maintenance, issues, photos and documents. We may improve, change or add features over time. We'll give reasonable notice before removing anything significant from a paid plan.

2. Accounts

• You must give accurate information and keep your login details secure. You're responsible for activity under your account and your organisation's accounts.
• Your organisation's Owners and Admins control who has access and with what role. You're responsible for removing access for people who should no longer have it.
• Tell us promptly via our contact form if you suspect unauthorised access.

3. Plans, early access and payment

• The Free plan is free of charge within its stated limits.
• Early access: while early access is running, paid-plan features may be made available without charge. We'll give at least 30 days' notice by email before any charges begin, and nothing will be charged without you choosing a paid plan and providing payment details. Founding-customer discounts offered during early access apply for as long as the subscription stays active.
• Paid plans are billed in advance, monthly or annually, at the prices on our pricing page at the time you subscribe. Prices exclude VAT, which is added where applicable.
• We may change prices with at least 30 days' notice. Changes apply from your next billing period.
• You can cancel at any time. Cancellation takes effect at the end of the current billing period. We don't offer refunds for partial periods unless required by law.
• If payment fails, we may suspend paid features after giving notice.

4. Your content

• You own the content you put into AssetMantis (asset records, photos, documents, notes). You give us permission to host, process and display it only so we can provide the service to you.
• You're responsible for your content and for having the right to upload it, including any personal data it contains.
• We process personal data in your content as your processor, following your instructions as set out in these terms and our privacy policy, which together form our data processing terms. We'll keep it confidential, secure it appropriately, use only the sub-processors listed in the privacy policy, help you respond to data subject requests, notify you without undue delay of a personal data breach, and delete or return it when you leave.
• You can ask for an export of your data at any time, and for 30 days after your account ends.

5. Acceptable use

You must not:

• use the service for anything unlawful, harmful or fraudulent;
• upload malware, or content you don't have the right to share;
• try to access other organisations' data, probe or break our security, or overload the service;
• resell or provide the service to third parties without our written agreement;
• copy or reverse-engineer the service except as allowed by law.

We may suspend accounts that breach these rules, with notice where reasonable.

6. Availability and support

We work hard to keep AssetMantis available and reliable, but it's provided on an “as available” basis and we don't guarantee uninterrupted or error-free operation. We may carry out maintenance, ideally outside UK working hours. Support is provided by email via our contact form during UK business days.

7. Important: compliance remains your responsibility

AssetMantis helps you organise and record maintenance and inspections. It does not replace your legal duties. You remain responsible for carrying out required inspections, servicing and safety checks, for the accuracy of your schedules, and for meeting any regulatory requirements that apply to your assets. Due dates, reminders and estimated future dates in the app are aids, not guarantees.

8. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that can't be limited by law.
• We're not liable for loss of profit, revenue, business, goodwill or data, or for any indirect or consequential loss.
• Our total liability in any 12-month period is limited to the greater of the fees you paid us in that period and £100.
• Keep your own copies of important documents. While we maintain backups, the service isn't a substitute for your own records.

9. Ending the agreement

You can stop using the service and close your account at any time. We may end the agreement with 30 days' notice, or immediately if you seriously breach these terms. When an account ends, we'll delete its data as described in the privacy policy.

10. General

• We may update these terms. We'll notify you of significant changes, and continuing to use the service means you accept them.
• If any part of these terms is found unenforceable, the rest still applies.
• These terms are governed by the law of England and Wales, and its courts have exclusive jurisdiction.

Questions? Contact us.