The Profscape legal pack, v1.9 · published 11 September 2026. Plain English throughout — the Terms of Service incorporate the Acceptable Use Policy and the Data Processing Addendum; the Privacy and Cookies policies are the public notices. Profscape Ltd, company no. 17304825 · ICO registration ZC219385.
These terms are a contract between Profscape Ltd, a company registered in England & Wales (company number 17304825, VAT registration number GB 527 3837 70, registered office 71–75 Shelton Street, Covent Garden, London WC2H 9JQ) (“Profscape”, “we”, “us”) and the business customer identified at sign-up (“Customer”, “you”). The service is provided to businesses only. By accepting these terms you confirm you are acting in the course of a business, not as a consumer, and that the person accepting has authority to bind the Customer.
These terms are accepted by clicking acceptance at sign-up (or by signing an order form that references them). The platform records the date, time, accepting user and version of the terms accepted, and that record is our mutual reference for what was agreed and when.
3.1 Profscape is a subscription software service for commercial management in consultancy businesses — project fees, applications for payment, reporting and related functions — as described on our website at the date of your order. 3.2 We grant you a limited, non-exclusive, non-transferable licence for your authorised users to access and use the service for your own internal business purposes during your subscription, subject to these terms. No ownership of any part of the service passes to you, ever. 3.3 Commercial seats and team member places are charged as set out on the pricing page current at your order date. A commercial seat is any user who can see your commercial figures, whether they can change them or only read them; a team member place is for a user who logs time and out-of-hours only and is never shown a commercial figure. You are responsible for keeping your user list accurate and for everything done under your users’ credentials.
4.1 Your data is yours. You retain all rights in the data you and your users put into the service (“Customer Data”). You grant us only the licence needed to host, process, back up and display Customer Data in order to provide the service to you, and for no other purpose. 4.2 We do not sell Customer Data, use it for advertising, or use your commercial figures to build products for anyone else. 4.3 Export and deletion are built into the product. On termination you may export Customer Data in the product’s export formats; deletion then follows Part D (the Data Processing Addendum, which forms part of these terms where Customer Data includes personal data). 4.4 You are responsible for the accuracy and lawfulness of Customer Data and for having the right to put it into the service.
5.1 Profscape and its licensors own all intellectual property rights in the service — including the software, the underlying engine, all generated document designs and formats, the workflows, interfaces, branding, wordmark and documentation. These rights are not licensed to you except as needed to use the service under clause 3. 5.2 The non-public elements of the service — including its structure, logic, methods and roadmap — are Profscape’s confidential information, even where visible to a logged-in user, and clause 10 applies to them. 5.3 If you send us feedback or suggestions, we may use them without obligation; this never gives us rights over Customer Data. 5.4 Where your logo or branding is displayed on documents the service generates (the brand slot), you grant us a licence to display it for that purpose only; this transfers no rights in your branding to us — and displaying it grants you no rights in Profscape’s document designs, templates, layouts or design system, which remain exclusively ours. Customisation is of content, never of design.
6.1 Use of the service is subject to the Acceptable Use Policy (Part B), which forms part of these terms. In short: no attacks on the platform, no harvesting or bulk extraction, no reverse engineering beyond what law preserves, and no use of the service to build or assist a competing product. 6.2 Breach of the Acceptable Use Policy is a breach of these terms, and clauses 12 and 13 apply.
7.1 Fees, tiers and billing options are as stated on the pricing page at your order date (annual billing at the headline rate; monthly billing at the stated monthly rate). All fees exclude VAT, which is added at the prevailing UK rate where it applies. 7.2 Seat changes take effect immediately and are charged and credited by the day: a seat added is charged from the day it is added and a seat removed is credited from the day it is removed, at the monthly seat price divided by the number of days in that month. Every change is listed with its date, its days and its amount on your invoice under 'Seats this month', and the running total for the current month is shown in the product on People & seats. 7.3 Subscriptions renew automatically at the end of each billing period. We will show your renewal date clearly in the product and send a reminder before any annual renewal. You can cancel any time with effect from the end of the current period — no cancellation fee, no retention process. 7.4 Payment dates under these terms are of the essence. If payment fails we will tell you and retry; if fees remain unpaid 14 days after notice we may suspend access until paid. Suspension for non-payment does not extend your subscription period. Clause 12.5 provides a further suspension route for other overdue sums, including Professional Services (clause 7A). 7.5 We may change prices with at least 30 days’ notice, effective from your next renewal — never mid-period. 7.6 Chargebacks and reversed payments. If a payment to us is charged back, reversed or otherwise recalled after it has been made, the sum is treated as never having been paid, and as unpaid from the original due date rather than from the date of the reversal. That sum, together with any fee charged to us by the card scheme or payment provider in connection with the reversal, becomes payable immediately. This clause does not affect your right to dispute an invoice in good faith under clause 7A.5 before its due date. A sum that is charged back or reversed after it has already fallen into payment default does not become a second payment default: each sum is counted once, as clause 13.3A provides. 7.7 Statutory interest on late payment. All sums that remain unpaid after their due date, whether subscription fees, Professional Services fees or any other sum properly due to us, carry statutory interest and fixed compensation under the Late Payment of Commercial Debts (Interest) Act 1998. Interest runs at 8% per annum above the Bank of England base rate, accrues daily from the due date until payment, and is payable without any further notice from us. The fixed sum for the cost of recovering each overdue debt is payable in addition, as that Act provides.
7A.1 We may provide setup, configuration, data-adoption, training or consultancy services (“Professional Services”), agreed in writing (an order, statement of work or email confirmation) stating the work and the fee. Professional Services fees exclude VAT. 7A.2 Unless the order states otherwise, Professional Services are invoiced on completion of the work or the stated milestones, and each invoice is payable in full within 30 days of the invoice date. These payment terms are strict. 7A.3 Overdue Professional Services sums carry statutory interest and fixed compensation on the terms set out in clause 7.7, which applies to all overdue sums under these terms. 7A.4 You may not withhold or set off Professional Services payments against subscription amounts, or vice versa, except to the extent of a sum disputed in good faith under clause 7A.5. 7A.5 If you believe an invoice is wrong, tell us in writing before its due date, identifying the sum disputed and why. A sum disputed in good faith in this way is not “undisputed” for the purposes of clause 12.5 while the dispute is genuinely unresolved; the undisputed balance remains payable on time. 7A.6 Your obligation to pay for Professional Services properly performed is independent of your subscription: it survives suspension, cancellation or termination of the subscription, and is not conditional on any future work.
Trial access (currently fourteen days, with a demo book pre-loaded and no card required) is provided as-is, may be withdrawn or modified at any time, and is subject to these terms including the Acceptable Use Policy in full. Trials are for evaluating the service for your own business use — clause B.4 (competitive use) applies with particular force to trials.
9.1 We will provide the service with reasonable skill and care, and materially as described on our website at your order date. 9.2 We aim for continuous availability but do not promise uninterrupted service. Planned maintenance will be scheduled outside normal UK business hours where reasonably possible. 9.3 Support is provided by email at hello@profscape.com during UK business hours. (A formal service-level agreement, if agreed for Enterprise customers, is a separate schedule.)
Each party will keep the other’s confidential information confidential, use it only for the purposes of this agreement, and protect it with at least the care it applies to its own confidential information — for as long as it remains confidential, surviving termination. Customer Data is your confidential information. The non-public elements of the service (clause 5.2) are ours.
11.1 The platform automatically keeps logs of security-relevant and usage-relevant events — including sign-ins, access patterns, export and download activity, and enforcement actions — as metadata records (event, user, time; not the content of your commercial data). 11.2 Both parties agree that these records are the primary evidence of platform activity for the purposes of this agreement, including any dispute about whether a breach occurred, and each party consents to their use in enforcement of these terms and in legal proceedings. 11.3 We retain enforcement-relevant logs for at least 12 months, and for the duration of any live dispute.
12.1 We may suspend access immediately, without prior notice, where we reasonably believe it necessary to: (a) respond to a security threat to the service or to any customer’s data; (b) prevent unlawful activity; (c) stop conduct prohibited by clauses B.2–B.5 of the Acceptable Use Policy (attacks, extraction, reverse engineering, competitive use); or (d) comply with a legal obligation. 12.2 Suspension will be proportionate — limited to the affected users or accounts where that adequately protects the service. 12.3 We will tell you the reason for a suspension promptly, unless doing so would compromise security, an investigation, or a legal obligation. 12.4 Where the cause is resolved, access is restored promptly. Suspension does not suspend your payment obligations where the cause is your breach. 12.5 Payment default. Where any undisputed sum properly due to us — under these terms or any other agreement between you and us, including Professional Services properly performed (clause 7A) — remains unpaid after its due date, we may give you written notice at any time after the due date naming the sum and stating that access will be suspended. If the sum remains unpaid 7 days after that notice, we may suspend your access to the service until every sum named has been paid in full. We are not required to chase, remind or negotiate before giving the notice. 12.6 During a suspension under clause 12.5 your data remains preserved and untouched (clause 4 continues to apply in full); nothing is deleted by reason of the suspension; subscription fees continue to accrue; and access is restored promptly once payment is received. 12.7 A sum disputed in good faith under clause 7A.5 — or, for subscription fees, disputed in writing before its due date — does not found a suspension under clause 12.5 while the dispute is genuinely unresolved.
13.1 By you: cancel any time, effective end of the current billing period (clause 7.3). 13.2 By us, for remediable breach: if you materially breach these terms and the breach can be remedied, we may terminate if you fail to remedy it within 14 days of written notice describing the breach. 13.3 By us, immediately, for non-remediable breach: we may terminate immediately on written notice if you materially breach these terms in a way incapable of remedy. The parties agree that the following are incapable of remedy: breach of clause B.2 (security attacks), B.3 (harvesting/extraction), B.4 (competitive use), B.5 (reverse engineering), serious or repeated breach of clause B.6A (conduct towards our people), and any unlawful use of the service. Whether conduct under clause B.6A is serious or repeated is judged on the incident record we keep under that clause, and we will say in the notice what we are relying on. 13.3A By us, for persistent payment default: a payment default occurs whenever any sum properly due to us is not received by us in cleared funds within seven days after its due date, and a failed card payment or a payment that is later charged back or reversed (clause 7.6) is a payment default in the same way. Any one sum can give rise to only one payment default in any rolling twelve month period, however many times payment of it fails, so three payment defaults means three separate invoices in default. If three payment defaults occur in any rolling twelve month period, whether or not the sums concerned were paid later, we may terminate these terms on seven days’ written notice to you. There is no right to remedy a persistent payment default, because the defaults have already happened. Your access continues to the end of the period you have already paid for, and no fees are refunded. Your export rights under clause 4.3 survive for 30 days from that date, so you can take your data with you. We may also decline to accept any future subscription from you, or from any business under common ownership or control with you, and we are never obliged to do so. 13.4 Insolvency: either party may terminate immediately if the other becomes insolvent or ceases business. 13.5 Consequences: on any termination your licence ends and access closes, except that on termination under clause 13.3A access continues to the end of the period you have already paid for, as that clause provides. On termination under clause 13.3 for serious or repeated breach of clause B.6A, access closes immediately, fees already paid are not refunded, and your export rights under clause 4.3 survive for 30 days so that you can still take your data with you. On termination under 13.2, 13.3 or 13.3A, fees already paid are not refunded and unpaid fees for the current period fall due. Your export rights (clause 4.3) survive for 30 days after termination, except where the termination was under clause 13.3 and export would continue the harm — in which case we will return Customer Data through a supervised route within the same period. Clauses 4, 5, 7.6, 7.7, 10, 11, 13.5, 14, 15 and 16 survive termination. 13.6 Nothing in this clause limits any other rights or remedies either party may have, including for infringement of intellectual property rights or breach of confidence. 13.7 Non-renewal: either party may decline to renew the subscription by giving the other written notice at least 30 days before the renewal date. No reason need be given, and the subscription simply runs to the end of the current period.
14.1 Each party warrants it has authority to enter this agreement. We warrant the service will be provided as set out in clause 9. 14.2 Except as expressly stated, all other warranties, conditions and terms implied by law are excluded to the fullest extent permitted. The service supports your commercial management; it does not provide legal, accounting, tax or professional advice, and decisions made using it remain yours.
15.1 Nothing in these terms excludes or limits liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; or any other liability that cannot be excluded or limited under the law of England and Wales. 15.2 Subject to 15.1, neither party is liable for loss of profits, loss of business, loss of anticipated savings, or any indirect or consequential loss. 15.3 Subject to 15.1 and 15.2, each party’s total aggregate liability arising under or in connection with these terms in any 12-month period is limited to the fees paid by the Customer in the 12 months preceding the event giving rise to the claim (or £500 if greater, for claims arising during a trial or first month). 15.4 The caps in this clause do not apply to the Customer’s liability under clause 5 (our IP), clause 10 (confidentiality) or clauses B.2–B.5 of the Acceptable Use Policy.
16.1 Governing law and jurisdiction: these terms and any dispute (contractual or not) are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. 16.2 Changes to these terms: we may update these terms with at least 30 days’ notice for material changes, effective from your next renewal. The version you accepted remains available to you. 16.3 Assignment: you may not assign this agreement without our written consent (not to be unreasonably withheld); we may assign to a successor of the business. 16.4 Entire agreement: these terms (with the documents they incorporate and your order) are the entire agreement and supersede prior discussions. Neither party relies on anything not set out here, but nothing excludes liability for fraud. 16.5 Notices: to us at hello@profscape.com; to you at your account owner’s email. No failure or delay in enforcing these terms is a waiver of them. If any provision is found to be invalid, the rest continue in force. No third party has any right to enforce these terms (Contracts (Rights of Third Parties) Act 1999).
This policy forms part of the Terms of Service. It describes conduct that is prohibited on Profscape. It applies to every user, on every tier, including trials, and to access by any automated means.
Profscape exists to run your firm’s commercial position. Use it for that. Do not use it to harm the platform, other customers, or Profscape’s business.
You must not: attempt unauthorised access to any part of the service or another customer’s data; probe, scan or test the service for vulnerabilities without our prior written consent; introduce malware; interfere with the service’s operation or attempt to bypass usage limits, authentication or access controls; or share credentials (each account is for one named person).
You must not scrape, crawl, harvest or bulk-extract content or data from the service by any automated or systematic means. The product’s built-in export features exist for exporting your own Customer Data and may not be used to systematically reproduce the service’s designs, structures or generated document formats for use outside the service.
You must not access or use the service (including any trial) to build, improve, train, or advise on a product or service that competes with Profscape, or to conduct competitive analysis or benchmarking of the service for publication or for a competitor’s benefit. If you work for, or on behalf of, a competing product, you must not access the service without our prior written consent.
You must not copy, adapt, translate, decompile, disassemble or reverse engineer any part of the service, or attempt to derive its source code, structure or underlying logic, except to the extent of any right expressly preserved by applicable law that cannot lawfully be excluded — and in that case only after asking us first in writing, since we may provide the interoperability information you need without any need for decompilation.
You must not use the service: for any unlawful purpose; to process data you have no right to process; to misrepresent generated documents as something they are not; or to impersonate another person or firm.
Profscape’s people are entitled to do their work without being abused. Neither you nor any of your users may direct abusive, threatening, intimidating, discriminatory or harassing communication or behaviour at any member of Profscape’s staff, or at any contractor or representative acting for us. This applies on every channel: email, telephone, letter, messages inside the product, video calls, social media and in person.
Strong words about the product, a firmly worded complaint and a robust commercial negotiation are none of these things, and nothing in this clause is meant to discourage them. What is prohibited is conduct aimed at a person rather than at a problem.
Where we reasonably believe that conduct of this kind has occurred, we keep a record of the incident: the date, who dealt with it, the channel it came through and a short factual summary. We may act on that record under clause B.7 or under Terms clause 13.3.
Where a plan describes a feature as unlimited (for example, projects), that means unlimited for the ordinary commercial use of one firm on that subscription. It does not permit reselling or sharing the service with other businesses, running more than one firm’s book on a single-company subscription, or automated or systematic use that places a materially disproportionate load on the service compared with other customers of similar size. If we believe use falls outside this, we will tell you and discuss it first; clause B.7 applies.
Who we are. Profscape Ltd (England & Wales, company number 17304825, VAT registration number GB 527 3837 70) operates profscape.com and the Profscape service. For the personal data described in this policy, we are the controller, and we are registered with the Information Commissioner’s Office (registration ZC219385). Contact: hello@profscape.com.
What we collect and why. - Account data — your name, work email address, firm name, and role in the product. We use this to provide the service, manage your account and secure sign-in (including two-factor authentication). Lawful basis: performance of a contract. - Billing data — subscription tier, seats, billing history. Payments are processed by Stripe; we never see or store your card details. Lawful basis: performance of a contract; legal obligation (accounting records). - Usage and security metadata — sign-in events, feature usage and export activity, held as event records (who, what, when — not your commercial figures). We use this to secure the platform, enforce our terms, and improve the service. Lawful basis: legitimate interests (platform security and integrity). - Enquiries — anything you send to hello@profscape.com or through the demo form. Lawful basis: legitimate interests (responding to you). - Marketing — we will only send marketing where you have opted in, or, where the law permits, to existing customers about similar services, with an unsubscribe link in every message. Lawful basis: consent / soft opt-in under PECR.
What we don’t do. No advertising trackers. No selling of personal data. No profiling that produces legal effects. Your firm’s commercial data inside the platform is processed on your firm’s instructions under our Data Processing Addendum — not under this policy — and we never use it for our own purposes.
Where data lives. Our service runs on Amazon Web Services in the London (UK) region. Our sub-processors are listed in the Data Processing Addendum (currently AWS and Stripe). Where a provider processes limited data outside the UK, we ensure a lawful transfer mechanism (UK adequacy or approved safeguards) is in place.
Retention. Account data: the life of your account plus 12 months. Billing records: 6 years (legal requirement). Security and enforcement logs: at least 12 months (Terms clause 11). Enquiries: 12 months.
Your rights. You have the rights UK GDPR gives you: access, rectification, erasure, restriction, portability, and objection (including to marketing at any time), and rights relating to automated decision-making. To exercise them, email hello@profscape.com — we respond within one calendar month. You can complain to the Information Commissioner’s Office (ico.org.uk), though we’d welcome the chance to resolve any concern first.
Changes. We’ll post changes here with the date, and flag material changes in the product.
This Addendum forms part of the Terms of Service and applies where Customer Data includes personal data. For that data the Customer is the controller and Profscape is the processor under UK GDPR.
D.1 Processing details. Subject matter: provision of the Profscape service. Duration: the subscription term plus the exit period. Nature and purpose: hosting, storage, computation, display, backup and export of Customer Data to provide the service. Data types: business contact details of the Customer’s personnel and client contacts; commercial project and billing records that may identify individuals. Data subjects: Customer’s personnel, clients and business contacts. No special category data is intended to be processed, and the Customer agrees not to submit any.
D.2 Instructions. We process Customer Data only on the Customer’s documented instructions — the Terms, this Addendum, and configuration choices made in the product are those instructions — unless UK law requires otherwise, in which case we will inform the Customer before processing unless the law prevents it. We will tell the Customer if, in our opinion, an instruction infringes UK GDPR.
D.3 Confidentiality. Everyone we authorise to process Customer Data (staff or contractors) is bound by contractual or statutory confidentiality obligations.
D.4 Security. We implement appropriate technical and organisational measures under UK GDPR Article 32, including: encryption of data in transit (TLS) and at rest; two-factor authentication; role-based access control under which non-commercial users are never sent commercial figures; segregation between customers; tested backups; audit logging; and an automated test suite that pins security rules and runs on every change.
D.5 Sub-processors. The Customer gives general written authorisation for the sub-processors listed below. We will give at least 30 days’ notice of any addition or replacement (via the product or email), during which the Customer may object on reasonable data-protection grounds; if we cannot resolve an objection the Customer may terminate the affected service with a pro-rata refund of prepaid fees. We impose data-protection obligations on every sub-processor equivalent to this Addendum and remain fully liable to the Customer for their performance. Current sub-processors: Amazon Web Services EMEA (cloud hosting — London, UK region) · Stripe (payment processing).
D.6 Data subject rights. Taking into account the nature of the processing, we will assist the Customer with appropriate technical and organisational measures (including the product’s built-in export, correction and deletion functions) to respond to data-subject requests. If a data subject contacts us directly we will refer them to the Customer without undue delay.
D.7 Assistance. We will assist the Customer, taking into account the nature of processing and the information available to us, with: security obligations; notifying personal data breaches — we will inform the Customer without undue delay after becoming aware of a personal data breach affecting Customer Data, with the information the Customer needs for its own ICO and data-subject obligations; data protection impact assessments; and prior consultation with the ICO.
D.8 End of processing. On termination and after the export window in the Terms, we will, at the Customer’s choice, delete or return all Customer Data and delete existing copies, unless UK law requires storage — in which case the data remains protected under this Addendum and is deleted when the requirement ends. Deletion covers live systems promptly and backups on the backup rotation cycle.
D.9 Audit. We will make available the information reasonably necessary to demonstrate compliance with this Addendum (including summaries of certifications and test evidence) and will allow and contribute to audits by the Customer or its appointed auditor, on reasonable notice, no more than once per year unless a supervisory authority requires otherwise or there has been a breach, conducted so as not to endanger other customers’ data.
D.10 International transfers. Customer Data is hosted in the UK (D.5). We will not transfer Customer Data outside the UK without ensuring a lawful transfer mechanism.
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