Terms of service

The agreement between SYSTMS and the businesses that use it.

These terms are between SYSTMS ("we", "us") and the business that creates a SYSTMS account ("you"). The person accepting them confirms they are authorised to bind that business. SYSTMS is for business use; consumer protection law for individuals buying for personal use does not apply.

1. The service

We provide SYSTMS, hosted software for running a business's jobs, customers, staff, procedures and related records, including AI features and connections to other services ("the Service"), as described on our website and in the app at the time.

2. Accounts and users

You are responsible for everyone you invite, the roles you give them, and keeping sign-in details secure. Tell us at hello@systms.io straight away if you think an account has been compromised. You must give accurate information and keep it up to date.

3. Trial, plans and payment

• New businesses get a 30-day trial of the whole Service, with no card needed. At the end of it you choose a plan, or the account pauses: nothing is deleted, and you can still download all your data from Settings → Billing.
• Plans are billed in advance, monthly unless stated otherwise, through Stripe. Prices exclude VAT, which is added where applicable.
• If a payment fails, Stripe retries the card and emails you, and everything keeps working for 14 days. If it is still unpaid after that, the account pauses until the payment goes through; nothing is deleted.
• We may change prices with at least 30 days' notice; the new price applies from your next billing period after that notice.
• You can cancel at any time in the app. Cancellation takes effect at the end of the period already paid for; fees already paid are refunded only as set out in our refund policy.

4. Your data

Everything you or your users put into SYSTMS ("Your Data") remains yours. You give us permission to host, copy, process and display Your Data only as needed to provide, secure and support the Service, and as you instruct through the Service. Where Your Data includes personal data, our data processing agreement forms part of these terms and prevails on data protection matters.

You are responsible for having the right to put Your Data into SYSTMS, including telling your customers and staff how their data is used and having a lawful basis for it.

You can download all of Your Data at any time, as spreadsheets and JSON, from Settings → Billing — while you pay, while an account is paused, and for 30 days after it closes.

5. AI features

SYSTMS uses AI models to draft, summarise, read, suggest and act. AI output can be incomplete or wrong. You are responsible for reviewing output before relying on it — particularly procedures, quotes, schedules, messages to customers and anything with safety, legal or financial consequences. Automations do what you set them up to do; you are responsible for the rules you create and approve.

6. Other services you connect

When you connect Zoho, Google, Microsoft, Stripe, WhatsApp, Notion, Pocket or anything else, your use of that service is governed by its own terms, and data you send to it is its responsibility once it arrives. We are not responsible for other services' availability, changes to their interfaces or their handling of data.

7. Acceptable use

You and your users must follow our acceptable use policy. We may suspend access that breaches it, telling you why unless the law or an urgent risk prevents it.

8. Availability and support

We work to keep the Service available and to fix faults promptly, but it is provided without a guaranteed service level unless we agree one in writing. We may carry out maintenance, preferably outside UK working hours, and may change or remove features, giving reasonable notice where a change materially reduces what you rely on. Support is by email at hello@systms.io.

9. Intellectual property

We own the Service, its software and its design. You may use it for your business while your account is active. You must not copy, resell, reverse-engineer or build a competing product from it. If you send us suggestions we may use them freely.

10. Confidentiality

Each of us will keep the other's confidential information confidential and use it only for the purposes of these terms, except where it is already public, independently developed, or must be disclosed by law.

11. Warranties

We will provide the Service with reasonable skill and care. Except as stated in these terms, the Service is provided "as is", and all other warranties and conditions, including fitness for a particular purpose, are excluded to the extent the law allows.

12. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited by law.
• Subject to that, neither of us is liable for loss of profits, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss.
• Subject to that, each party's total liability arising from these terms in any 12-month period is limited to the fees you paid us in the 12 months before the event giving rise to the claim.

13. Indemnity

You will cover our reasonable losses arising from a third-party claim that Your Data, or your use of the Service in breach of these terms, infringes their rights or the law.

14. Suspension and termination

Either of us may end these terms by cancelling as described above. We may suspend or end your access if you materially breach these terms and do not put it right within 14 days of being told, or immediately where the breach causes serious risk to the Service, other customers or anyone's data. After termination you have 30 days to export Your Data, after which we delete it as set out in our privacy policy.

15. Changes to these terms

We may update these terms. We will give at least 30 days' notice of changes that materially affect you, in the app or by email. Continuing to use the Service after that date means you accept the change; if you don't, you can cancel before it takes effect.

16. General

These terms, with the documents they refer to, are the whole agreement between us about the Service. Neither of us is liable for delay caused by events outside reasonable control. If any part is unenforceable the rest continues. You may not transfer these terms without our consent; we may transfer them to a buyer of our business. No one else has rights under them. They are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.