Terms of Service

1. Parts of this Agreement

These Terms include: (a) these general Terms; (b) any service-specific terms, order forms, pricing pages, or plan descriptions we make available in the Service or on our website; and (c) our Privacy Policy (and if applicable, a Data Processing Addendum (DPA)).

If there is a conflict, service-specific terms or an order form will take priority for that subject.

2. Acceptance

You may accept these Terms by creating an account, ticking an acceptance box / clicking “accept”, or using the Service. If you do not agree, do not use the Service.

3. The Service

TRACKT-iQ is cloud software for stock, stores and inventory management, including any related web, mobile, or offline components we provide.

You are responsible for internet access and compatible devices/browsers, and ensuring your environment meets your operational and compliance needs. We may update, change or improve the Service over time.

4. Accounts and Security

To access the Service you may need an account. You agree to provide accurate, current information, keep your credentials secure, and promptly notify us of unauthorised use.

You are responsible for activity under your account, except where caused by our breach of these Terms.

5. Organisation Accounts and Administrators

If you create an account for an organisation, you may assign administrators. Administrators may manage users and permissions, configure settings, and access and manage data within that organisation account.

You are responsible for choosing competent administrators and maintaining control of admin access.

6. Acceptable Use and Restrictions

You must not (and must not permit others to):

• use the Service unlawfully or in breach of any applicable regulations;
• interfere with, disrupt, reverse engineer, decompile, or attempt to extract source code (except as permitted by law);
• attempt unauthorised access to systems or accounts;
• introduce malware, viruses, or harmful code;
• use the Service to send spam, phishing, or unsolicited bulk communications;
• use the Service to store or transmit material that is defamatory, abusive, obscene, or infringes rights of others;
• benchmark or competitively analyse the Service without our written consent;
• remove or obscure proprietary notices; or
• resell, rent, or provide the Service to third parties as a service bureau unless we expressly allow it.

We may suspend or restrict accounts where we reasonably believe there is a breach or security risk.

7. Customer Data and Ownership

“Customer Data” means data, content, files, and information you (or your users) upload or enter into the Service.

• You retain ownership of Customer Data.
• You grant us a limited licence to host, process, transmit, and display Customer Data only as necessary to provide, maintain, and secure the Service and to meet legal obligations.

You are responsible for the accuracy, legality, and quality of Customer Data, including having appropriate rights/consents.

8. Data Protection and Privacy

Our collection and use of personal data is described in our Privacy Policy.

If you upload personal data and we process it on your behalf, you may be a controller and we may be a processor under UK GDPR. Where required, we will make a Data Processing Addendum available.

You are responsible for ensuring you have a lawful basis to process and share personal data with us.

9. Third-Party Services and Integrations

The Service may integrate with third-party tools (e.g., email providers, analytics, payment processors). Your use of third-party services is subject to their terms. We are not responsible for third-party services, outages, or changes.

10. Beta Features

We may offer beta/preview features (“Beta Services”). Beta Services may be incomplete, change without notice, and may be withdrawn at any time. Beta Services are provided as-is and may not be suitable for production use.

11. Free Trials

If you register for a free trial, the Service is provided at no charge for the trial period shown at sign-up. Trial features/support may be limited. To the extent permitted by law, trials are provided as-is.

If you do not upgrade, you may lose access to trial data after the trial ends (we may provide export options where feasible).

12. Plans, Fees, Billing and Renewal

Paid plans, features, and pricing are described on our website and/or within the Service. Unless your order form states otherwise, fees are billed in advance for each billing period and subscriptions renew automatically at the end of each billing period.

You can stop renewal by cancelling before the renewal date (we recommend at least 7 days prior). We may change prices. If we increase pricing for your plan, we will apply the change from the next renewal and provide reasonable notice.

13. Taxes

Fees are exclusive of applicable taxes unless stated otherwise. You are responsible for VAT and other applicable taxes. Where required, we will invoice VAT in accordance with UK law.

14. Refunds

Our refund approach is described in our Refund Policy (if published). If no refund policy is published, then (unless required by law or stated in an order form) fees are non-refundable once a billing period starts.

Nothing in these Terms limits any statutory rights you may have as a consumer (where applicable), though the Service is typically provided for business use.

15. Support and Service Availability

We aim to provide a reliable service, but we do not guarantee uninterrupted availability. We may perform maintenance (scheduled or emergency), modify features, or temporarily suspend access for security, legal, or operational reasons.

Any service levels or uptime commitments apply only if expressly stated in an order form or SLA.

16. Intellectual Property

We own (or license) the Service, including all software, design, branding, and documentation. You receive a limited, non-exclusive, non-transferable right to use the Service during your subscription, subject to these Terms.

You must not use our trademarks or branding without permission.

17. Confidentiality

Each party may receive confidential information from the other. The receiving party will use it only to perform obligations under these Terms, protect it using reasonable care, and not disclose it except to staff/contractors who need to know and are bound by confidentiality.

This does not apply to information that is public, independently developed, or lawfully obtained from a third party.

18. Suspension and Termination

By you

You may stop using the Service at any time and may cancel your subscription through your account or by contacting support.

By us

We may suspend or terminate access if we reasonably believe you have breached these Terms, your use creates a security risk, legal risk, or material harm to others, or we are required to do so by law. Where practical, we will give notice and an opportunity to remedy, except for urgent security/legal situations.

Effect of termination

Upon termination, your right to use the Service ends. We may disable access and, after a reasonable period, delete Customer Data in accordance with our retention policy (or as required by law). You remain responsible for fees due up to the termination date.

19. Inactive Accounts

We may deactivate free/unpaid accounts that are inactive for 120 consecutive days. Where practical, we will provide notice before deletion and offer an opportunity to export data.

20. Disclaimers

To the maximum extent permitted by law, the Service is provided “as is” and “as available”. We do not warrant the Service will be error-free, uninterrupted, or meet every requirement. You are responsible for determining whether the Service is suitable for your needs.

Nothing in these Terms excludes or limits liability that cannot be excluded by law.

21. Limitation of Liability

To the maximum extent permitted by law, Artisan will not be liable for indirect, consequential, special, or punitive damages, or loss of profits, revenue, goodwill, business, anticipated savings, or data (except where caused by our failure to apply reasonable security measures).

Our total liability arising out of or relating to the Service will be limited to the the fees you paid to us for the Service in the 12 months before the event giving rise to the claim.

This clause does not limit liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability that cannot be limited under English law.

22. Indemnity

You agree to indemnify and hold us harmless from claims, damages, and costs (including reasonable legal fees) arising from your unlawful use of the Service, your breach of these Terms, or Customer Data you submit that infringes rights or violates law.

23. Changes to These Terms

We may update these Terms. If changes are material, we will provide reasonable notice (for example by email or in-app notice). Continued use after the effective date means you accept the updated Terms. If you do not agree, you should stop using the Service and cancel before the changes take effect (where applicable).

24. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales. The courts of England and Wales will have exclusive jurisdiction, except where mandatory consumer law provides otherwise.

25. Contact

Questions about these Terms: hello@artisansoftwaresolutions.com.