Terms of Service

Care Compliance Platform is operated by Total Care Options Ltd (“we”, “us”, “our”), a company registered in England and Wales under company number 10976502, with its registered office at 4 Blenheim Court, Peppercorn Close, Peterborough, England, PE1 2DU.

The Platform helps care providers manage compliance, training, documents, and related records. These terms form a binding contract between you (or the organisation you represent) and us.

If you are entering into these terms on behalf of an organisation, you confirm that you have authority to bind that organisation, and “you” in these terms means that organisation.

• “Platform” means the Care Compliance Platform software-as-a-service, including the website, web application, and related services.
• “Account” means the tenant workspace we provision for your organisation, including all user accounts within it.
• “Customer Data” means any data, files, or content you or your users upload, enter, or generate on the Platform, including staff records, training records, policies, audits, and related material.
• “Subscription” means the paid plan you choose for access to the Platform.
• “Authorised User” means an individual you permit to use the Platform under your Account.

To use the Platform you must create an Account. You agree to provide accurate information and keep it up to date.

You are responsible for everything that happens on your Account, including the actions of your Authorised Users. Keep login credentials confidential and notify us immediately at support@carecomplianceplatform.co.uk if you suspect any unauthorised access.

You must be at least 18 years old and legally able to enter into a contract to use the Platform.

Subscription fees, billing frequency, and included usage are set out on our pricing page at the time you subscribe. Fees are exclusive of VAT unless stated otherwise.

Payment is processed by Stripe. By subscribing, you authorise us to charge your chosen payment method on each renewal date until you cancel.

Subscriptions renew automatically at the end of each billing cycle. You may cancel at any time from your Account settings; cancellation takes effect at the end of the current paid period and we do not refund partial periods unless required by law.

We may change our fees from time to time. We will give you at least 30 days’ notice of any price increase, which will take effect from your next renewal.

If a payment fails, we may suspend access until the outstanding amount is paid. Repeated non-payment may result in termination of your Account.

We may offer a free trial of the Platform (currently 14 days). At the end of the trial, your Subscription will automatically begin unless you cancel beforehand. During the trial, the Platform is provided “as is” with no warranty of any kind.

We reserve the right to modify or withdraw free trial offers at any time.

You agree not to:

• use the Platform for any unlawful purpose;
• upload content that is defamatory, obscene, infringing, or that you do not have the right to share;
• upload viruses, malware, or other harmful code, or attempt to interfere with the Platform’s security or availability;
• attempt to reverse-engineer, decompile, or extract the source code of the Platform;
• use the Platform to send unsolicited communications, or to scrape or harvest data from it;
• share Account access with anyone who is not an Authorised User; or
• resell, sublicense, or otherwise commercially exploit the Platform without our prior written consent.

We may investigate and respond to suspected breaches of this section, including by suspending Accounts.

Customer Data belongs to you. We do not claim ownership of it. You grant us a limited, non-exclusive licence to host, process, and display Customer Data solely to provide the Platform to you and as described in our Privacy Policy.

You are responsible for the accuracy, legality, and quality of Customer Data, and for ensuring you have the necessary consents to upload it (including, where relevant, special category personal data such as health information).

On termination, you may export your Customer Data for a period of 30 days, after which it will be deleted in accordance with our data retention practices set out in the Privacy Policy.

The Platform, including all software, design, text, graphics, and trademarks, is owned by us or our licensors and is protected by intellectual property laws.

We grant you a non-exclusive, non-transferable, revocable licence to use the Platform during your Subscription, solely for your internal business purposes.

Any feedback or suggestions you provide may be used by us without obligation or compensation to you.

We aim to keep the Platform available 24/7 but do not guarantee uninterrupted access. We may carry out planned maintenance and will try to give reasonable notice for any significant downtime.

We may also need to perform emergency maintenance or release security patches without notice.

We will provide the Platform with reasonable skill and care.

To the fullest extent permitted by law, the Platform is provided “as is” and we exclude all other warranties, express or implied, including any warranty of merchantability, fitness for a particular purpose, or non-infringement.

The Platform supports your compliance activities but does not replace professional judgement. We do not warrant that using the Platform will result in any specific regulatory outcome, including any particular CQC inspection rating.

Nothing in these terms limits or excludes liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be limited or excluded under English law.

Subject to the above, our total aggregate liability to you arising out of or in connection with these terms (whether in contract, tort including negligence, breach of statutory duty, or otherwise) is limited to the total fees you have paid us for the Platform in the 12 months preceding the event giving rise to the claim.

We will not be liable for any indirect, special, or consequential loss, or for loss of profits, revenue, goodwill, anticipated savings, or for loss or corruption of data (other than to the extent caused by our breach of these terms).

You agree to indemnify us against any claim, loss, or expense (including reasonable legal fees) arising out of (a) your or your Authorised Users’ use of the Platform in breach of these terms, or (b) any Customer Data you upload that infringes a third party’s rights or breaches applicable law.

You may cancel your Subscription at any time from your Account settings.

We may suspend or terminate your Account, with or without notice, if:

• you materially breach these terms (including non-payment);
• we believe your continued use poses a security or legal risk; or
• we are required to do so by law.

On termination, your right to access the Platform ends immediately. See section 7 for data export and deletion.

We may update these terms from time to time. We will notify you of material changes by email or by an in-product notice at least 30 days before they take effect. Continued use of the Platform after that date means you accept the updated terms.

Governing law. These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Assignment. You may not assign or transfer your rights or obligations under these terms without our prior written consent. We may assign or transfer ours on reasonable notice.

Entire agreement. These terms, together with the Privacy Policy and any order form or pricing page, form the entire agreement between us.

Severability. If any part of these terms is held unenforceable, the rest remains in force.

No waiver. Failure to enforce a right is not a waiver of that right.

Third parties. No-one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.

Questions about these terms? Get in touch:

• General: support@carecomplianceplatform.co.uk
• Postal: Total Care Options Ltd, 4 Blenheim Court, Peppercorn Close, Peterborough, England, PE1 2DU