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Last updated: 02.02.2026

These Terms and Conditions (“Terms”) govern the use of the Policy Now software-as-a-service policy management system (the “Platform”), provided by Policy Now Ltd, a company incorporated in England and Wales with registered number 16942214 and registered office at 25 Thirlmere, Macclesfield, Cheshire SK11 7XY (“we”, “us”, or “our”).

By accessing or using the Platform, you agree to be bound by these Terms. If you do not agree, you must not use the Platform.

1. Definitions and Interpretation

  • “Account” means a registered user account created to access the Platform.
  • “Authorised Users” means individuals authorised by you to use the Platform under your subscription.
  • “Content” means policies, procedures, documents, data, and other materials uploaded to or generated within the Platform by you.
  • “Healthcare Provider” means an independent healthcare professional or organisation providing health or social care services in the UK.
  • “Subscription” means the paid monthly access to the Platform.
  • “Third-Party App” means the external application or marketplace through which subscriptions and payments are processed.

2. Eligibility and Acceptance

2.1 The Platform is intended solely for independent healthcare providers operating in the United Kingdom.

2.2 By using the Platform, you confirm that:

  • you are acting in a business or professional capacity;
  • you have authority to bind the organisation on whose behalf you use the Platform; and
  • you are legally capable of entering into these Terms.

3. Scope of Services

3.1 The Platform provides tools for the creation, storage, management, review, and distribution of healthcare-related policies and procedures.

3.2 The Platform is provided for administrative and compliance-support purposes only and does not constitute legal, clinical, or regulatory advice.

3.3 You remain solely responsible for:

  • the accuracy, suitability, and legal compliance of your Content; and
  • ensuring your policies meet applicable laws, regulations, and professional standards.

4. Subscription and Payments

4.1 Access to the Platform is provided on a monthly subscription basis.

4.2 All payments are processed via a Third-Party App. We do not collect or store your payment details.

4.3 Subscription fees, billing cycles, renewals, cancellations, and refunds are governed by the terms of the relevant Third-Party App in addition to these Terms.

4.4 Failure to maintain an active subscription may result in suspension or termination of access to the Platform.

5. Account Registration and Security

5.1 You must provide accurate, complete, and up-to-date information when creating an Account.

5.2 You are responsible for maintaining the confidentiality of login credentials and for all activity occurring under your Account.

5.3 You must notify us immediately if you suspect unauthorised access or security breaches.

6. Acceptable Use

You agree not to:

  • use the Platform for unlawful, fraudulent, or misleading purposes;
  • upload Content that is defamatory, offensive, or infringes third-party rights;
  • attempt to gain unauthorised access to the Platform or its systems;
  • interfere with or disrupt the integrity or performance of the Platform.

We reserve the right to suspend or terminate access for violations of this section.

7. Intellectual Property

7.1 All intellectual property rights in the Platform, including software, design, and documentation, belong to us or our licensors.

7.2 We grant you a limited, non-exclusive, non-transferable, revocable licence to use the Platform during an active Subscription.

7.3 You retain ownership of your Content. By using the Platform, you grant us a licence to host, process, and display your Content solely for the purpose of providing the services.

8. Data Protection and Confidentiality

8.1 Each party shall comply with applicable UK data protection laws, including the UK GDPR and Data Protection Act 2018.

8.2 We act as a data processor and you act as a data controller in relation to personal data uploaded to the Platform.

8.3 Details on how we process personal data are set out in our Privacy Policy.

8.4 We will implement appropriate technical and organisational measures to protect data but cannot guarantee absolute security.

9. Availability and Support

9.1 We aim to provide the Platform on a continuous basis but do not guarantee uninterrupted or error-free availability.

9.2 We may perform maintenance, updates, or improvements that temporarily restrict access.

9.3 Support services, if offered, are provided as described on our website or within the Platform.

10. Third-Party Services

10.1 The Platform may integrate with or link to third-party services.

10.2 We are not responsible for the availability, content, or acts or omissions of third-party services, including the Third-Party App.

11. Suspension and Termination

11.1 We may suspend or terminate your access immediately if:

  • you breach these Terms;
  • required by law or regulation; or
  • your subscription lapses or is cancelled.

11.2 Upon termination, your licence to use the Platform ends immediately.

11.3 We may retain or delete your Content in accordance with our data retention policies and applicable law.

12. Limitation of Liability

12.1 Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any liability that cannot be excluded under English law.

12.2 To the maximum extent permitted by law, we shall not be liable for:

  • indirect, incidental, or consequential losses;
  • loss of profits, revenue, data, or business;
  • regulatory or compliance failures arising from your use of the Platform.

12.3 Our total aggregate liability shall not exceed the total fees paid by you in the 12 months preceding the claim.

13. Indemnity

You agree to indemnify and hold us harmless from any claims, liabilities, losses, or expenses arising from:

  • your Content;
  • your misuse of the Platform; or
  • your breach of these Terms or applicable law.

14. Changes to the Terms

We may update these Terms from time to time. Continued use of the Platform after changes take effect constitutes acceptance of the revised Terms.

15. Governing Law and Jurisdiction

These Terms are governed by and construed in accordance with the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

16. Contact Information

If you have any questions about these Terms, please contact us at:

Email: admin@policynow.uk

Company: Policy Now Ltd