Terms of Service

1. About these Terms

These Terms of Service govern access to and use of the Audentry website, platform, and related services provided by Audentry Ltd.

By accessing or using Audentry, you agree to these Terms.

If you accept these Terms on behalf of a company, partnership, or other organisation, you confirm that you have authority to bind that organisation to these Terms, and references to “you” in these Terms will include that organisation.

2. Who we are

Audentry Ltd is a company registered in the United Kingdom.

Company number: 17123341

Registered office: 53 Hanford Close, London, SW18 5AX

Contact email: support@audentry.com

Audentry provides food safety and compliance record software for hospitality businesses.

Audentry is currently offered to UK business customers only.

3. The service

Audentry is a web based software platform designed to help hospitality businesses manage food safety, compliance, and operational records.

Depending on the subscription tier, customer setup, and configuration, the service may include tools for recording or managing matters such as:

• temperature records
• opening and closing checks
• cleaning logs
• equipment checks
• weekly and monthly checks
• visit records
• incident related records
• audit linked user activity
• store and site level operational records

Certain features, modules, and functionality may be added, changed, suspended, or removed from time to time.

4. Business use only

Audentry is provided for business and professional use only.

You may use the service only for lawful internal business purposes and only in accordance with these Terms.

Audentry is not intended for consumer, personal, household, or non business use.

5. Eligibility and authority

You may use Audentry only if:

• you are at least 18 years old
• you are using the service for business purposes
• you are authorised by your employer or organisation to use the service where relevant

You must ensure that all individuals using Audentry on your behalf are authorised to do so and comply with these Terms.

6. Access model and accounts

Audentry currently operates on an invite only access model.

Access may be granted to different categories of authorised users, including admin users and store or site users.

You are responsible for:

• ensuring that all information provided for account setup is accurate and complete
• ensuring that only authorised individuals are given access
• keeping login credentials secure and confidential
• preventing unauthorised access to user accounts
• informing Audentry promptly if you become aware of any unauthorised access, suspected misuse, or security issue

You must not share login details with unauthorised persons.

Audentry may suspend, restrict, or disable access where reasonably necessary for security, misuse prevention, payment issues, legal compliance, maintenance, or operational protection.

7. Customer responsibilities

The customer organisation is responsible for:

• deciding who is authorised to access the service
• ensuring that records entered into Audentry are accurate, lawful, and appropriate
• determining what personal data, if any, is entered into the platform
• ensuring that it has an appropriate lawful basis for any personal data it enters into Audentry
• ensuring that its own use of the service complies with applicable laws, regulations, and internal policies
• reviewing records, workflows, and outputs before relying on them operationally or legally

Audentry provides software tools only. The customer remains responsible for how it uses the platform and for the operational and compliance decisions taken using the platform.

8. Controller and processor position

Where Audentry processes personal data for its own business purposes, such as handling demo enquiries, onboarding, account administration, invitations, password resets, and support communications, Audentry acts as controller as described in the Privacy Policy.

Where customer organisations use the platform to create, manage, and store operational records, Audentry generally acts as processor and the customer organisation is generally the controller for that customer entered operational data.

You are responsible for ensuring that you have the right to submit to Audentry any personal data, operational data, or other information that you enter into the service.

9. Acceptable use

You must not, and must not permit any user or third party to:

• use Audentry for any unlawful, misleading, fraudulent, or improper purpose
• enter false, fabricated, or deliberately inaccurate records
• use the service other than for your own internal business operations
• share logins outside your organisation or with unauthorised persons
• attempt to gain unauthorised access to any systems, services, accounts, or data
• probe, scan, or test the vulnerability of the platform without written permission
• interfere with or disrupt the service, servers, or networks connected to it
• upload, transmit, or introduce malware, malicious code, or harmful material
• copy, modify, reverse engineer, decompile, disassemble, or create derivative works from the service except to the extent that applicable law cannot lawfully prevent this restriction
• use the service in a way that infringes any person’s intellectual property, confidentiality, privacy, or data protection rights

Audentry does not currently allow image uploads through the app.

10. Demo enquiries and pre contract stage

Audentry may provide sales demos and pre contract discussions.

A demo, discussion, or proposal does not create any obligation on Audentry to provide the service unless and until the customer is accepted and access is granted.

Audentry does not currently offer general open self service signup or a public free trial unless expressly stated otherwise.

11. Subscription structure

Audentry subscriptions are charged on a per site basis and may be offered under different pricing tiers.

Pricing, feature scope, billing intervals, and included services may vary depending on the selected plan, agreed quote, or commercial arrangement.

Unless otherwise agreed in writing, the customer will pay the fees specified at the time of purchase or in any agreed quotation or order confirmation.

12. Billing and payment

Subscriptions may be billed monthly or yearly, as agreed at the time of purchase.

Subscriptions renew automatically unless cancelled in accordance with these Terms.

All fees are payable in pounds sterling unless stated otherwise.

You must pay all fees on time and in full, without set off, deduction, or withholding except where required by law.

Audentry may use third party payment providers and billing platforms to process payments.

If any payment is overdue, Audentry may, after reasonable notice, suspend or restrict access to the service until outstanding amounts are paid.

13. Taxes

Fees are stated exclusive of VAT and any other applicable taxes unless expressly stated otherwise.

Where VAT or another tax is chargeable, the customer must pay that amount in addition to the fees.

14. Term and renewal

The subscription starts on the date Audentry grants access or such other date as agreed between the parties.

Subscriptions renew automatically for successive monthly or yearly periods, depending on the billing cycle selected, unless either party gives notice in accordance with these Terms.

15. Cancellation and notice

Either party may end a paid subscription by giving at least 1 month’s written notice before the next renewal date.

Where valid notice is given in time, the subscription will end at the end of the applicable current term or renewal period.

If notice is given too late for the next renewal date, the subscription may renew for the next billing period and then end once the notice requirement has been satisfied.

Notice of cancellation must be sent in writing to support@audentry.com or by such other method as Audentry may specify.

16. Refunds

Except where Audentry agrees otherwise in writing or where required by law:

• fees are non refundable
• no refund is due for any billing period that has already started
• cancellation does not entitle the customer to a refund or credit for unused time
• failure to use the service does not affect the customer’s obligation to pay fees for the applicable term

17. Support

Audentry provides support by email or other agreed channels.

Unless otherwise agreed in writing, Audentry aims to respond to support requests within 1 business day, but does not guarantee any fixed response or resolution time.

Support may depend on the nature of the issue, business hours, weekends, holidays, severity, complexity, and available resources.

Audentry may prioritise issues based on operational impact and may request further information before investigating or resolving a problem.

18. Availability, maintenance, and changes

Audentry will use reasonable efforts to maintain availability of the service, but does not guarantee continuous, uninterrupted, or error free access.

Audentry may carry out maintenance, updates, or improvements that temporarily affect availability.

Audentry may update, modify, enhance, or remove features or functionality from time to time. Where reasonably practicable, Audentry will give reasonable notice of changes that materially affect the service.

19. Third party providers

Audentry may use third party providers to host, support, deliver, maintain, or secure the service, including providers used for hosting, infrastructure, email, communications, and related services.

Audentry may replace or change providers from time to time.

20. Customer data

The customer retains ownership of its own operational records and data entered into the platform.

The customer grants Audentry the right to host, store, process, copy, transmit, back up, and otherwise use customer data as reasonably necessary to:

• provide the service
• authenticate users
• maintain security
• provide support
• troubleshoot issues
• enforce these Terms
• comply with legal obligations

Audentry does not claim ownership of customer operational records.

21. Data retention and deletion

Audentry retains and deletes data in line with its Privacy Policy and operational requirements.

Invite details and unused invite links may be kept for up to 15 days, support emails and support attachments for up to 6 months, account and customer setup data while active and generally for up to 3 months after closure or deactivation in case the customer wishes to return, and closed customer data is generally deleted within 3 months after closure or deactivation unless longer retention is required by law or for legal claims.

After termination or closure, Audentry may retain data for a limited period for operational continuity, customer return scenarios, legal compliance, dispute handling, or legal claims, and may thereafter delete or anonymise it.

22. Data export

Where functionality is available, or where otherwise reasonably arranged, customers may export their records before termination or closure.

The customer is responsible for requesting or downloading any data it wishes to retain before service access ends.

Audentry is not responsible for retaining historical access indefinitely after termination.

23. Security

Audentry takes reasonable technical and organisational steps to protect the service and the data it processes, but no system can be guaranteed to be completely secure.

Passwords are stored in securely hashed form rather than readable plain text.

You are responsible for maintaining the security of your own devices, networks, credentials, and internal access controls.

24. Intellectual property

All intellectual property rights in and to Audentry, including the software, website, design, branding, content, layout, documentation, and underlying materials, belong to Audentry Ltd or its licensors.

Except for the limited right to use the service under these Terms, no rights are granted to you.

Subject to these Terms and payment of the applicable fees, Audentry grants the customer a limited, non exclusive, non transferable, non sublicensable, revocable right during the subscription term to use the service for its internal business purposes.

25. Feedback

If you provide suggestions, ideas, recommendations, or feedback about Audentry, Audentry may use that feedback without restriction or payment, provided this does not override any confidentiality obligations expressly agreed in writing.

26. Confidentiality

Each party may receive confidential information from the other in connection with the service.

Each party agrees to keep the other party’s confidential information confidential and to use it only as reasonably necessary for the purposes of the relationship, except where disclosure is required by law, court order, regulator, or professional adviser under appropriate confidentiality obligations.

This clause does not apply to information that:

• is or becomes public through no breach of confidence
• was already lawfully known by the receiving party
• is lawfully received from a third party without breach of confidence
• is independently developed without use of the other party’s confidential information

27. No legal, regulatory, employment, or food safety advice

Audentry is a software platform only.

Audentry does not provide legal, regulatory, employment, health and safety, food safety, or compliance advice.

The customer remains solely responsible for:

• its own legal and regulatory compliance
• deciding what checks, records, and workflows it requires
• verifying the accuracy and completeness of records
• training its staff
• deciding how to respond to audits, incidents, or operational issues

28. Warranties and disclaimers

Audentry warrants that it has the right to provide the service.

Except as expressly stated in these Terms, and to the fullest extent permitted by law, the service is provided without warranties, representations, conditions, or other terms of any kind, whether express or implied.

In particular, Audentry does not warrant that:

• the service will be uninterrupted, secure, or error free
• the service will meet every customer requirement
• all defects will be corrected
• data entered by users will be accurate, complete, or compliant
• use of the service alone will ensure legal or regulatory compliance

29. Limitation of liability

Nothing in these Terms excludes or limits liability for:

• fraud or fraudulent misrepresentation
• death or personal injury caused by negligence
• any other liability that cannot lawfully be excluded or limited

Subject to the paragraph above, Audentry will not be liable for any:

• indirect or consequential loss
• loss of profit
• loss of revenue
• loss of business opportunity
• loss of goodwill
• loss of anticipated savings
• loss, corruption, or inaccuracy of data caused by customer acts, user error, third party failures, or events outside Audentry’s reasonable control
• loss arising from the customer’s failure to review, export, verify, or back up records where appropriate
• loss arising from inaccurate, incomplete, misleading, or unlawful information entered into the platform by the customer or its users

Subject to the first paragraph of this clause, Audentry’s total aggregate liability arising out of or in connection with these Terms, the service, or any related contract, whether in contract, tort (including negligence), misrepresentation, restitution, breach of statutory duty, or otherwise, will not exceed:

• the total fees paid by the customer to Audentry in the 12 months immediately preceding the event giving rise to the claim
• GBP 100, if no such fees have been paid in that period

This clause is intended to apply to Audentry’s aggregate liability as a whole and not separately to each individual claim.

30. Indemnity

The customer will indemnify and keep Audentry indemnified against losses, liabilities, costs, and expenses reasonably incurred by Audentry arising from:

• the customer’s unlawful use of the service
• the customer’s breach of these Terms
• the customer’s misuse of the platform
• claims arising from customer data or materials supplied by the customer, except to the extent caused by Audentry’s own breach of these Terms

31. Suspension and termination

Audentry may suspend or terminate access immediately if:

• the customer seriously breaches these Terms
• fees remain overdue
• the customer uses the service unlawfully or improperly
• continued access would create a security, legal, reputational, or operational risk
• Audentry is required to do so by law, regulator instruction, court order, or third party provider requirement

The customer may stop using the service and cancel in accordance with the notice clause above.

Upon termination or expiry:

• the right to use the service ends
• Audentry may disable access
• fees already accrued remain payable
• customer data may be retained, exported, anonymised, or deleted in line with these Terms and the Privacy Policy
• clauses intended to survive termination will continue in force

32. Force majeure

Audentry will not be in breach of these Terms or liable for delay or failure in performance caused by circumstances beyond its reasonable control, including failures of telecommunications, internet service providers, hosting providers, cloud infrastructure, labour disputes, fire, flood, severe weather, war, civil unrest, pandemics, government action, or power failures.

33. Changes to the service or these Terms

Audentry may update the service, pricing, plans, or these Terms from time to time.

Where required, Audentry will make updated Terms available through the website or service.

Continued use of the service after updated Terms take effect constitutes acceptance of the updated Terms.

34. Entire agreement

These Terms, together with any applicable order form, quotation, and Privacy Policy, form the entire agreement between the parties in relation to the service and supersede prior discussions, proposals, and understandings relating to it.

35. Severability

If any provision of these Terms is found to be invalid, unlawful, or unenforceable, the remaining provisions will continue in full force and effect.

36. Waiver

A failure or delay by either party to exercise any right or remedy under these Terms does not amount to a waiver of that or any other right or remedy.

37. Assignment

The customer may not assign, transfer, charge, subcontract, or otherwise deal with any of its rights or obligations under these Terms without Audentry’s prior written consent.

Audentry may assign or transfer its rights and obligations under these Terms to a group company, successor, purchaser of the business, or in connection with a restructuring or sale.

38. Third party rights

A person who is not a party to these Terms shall not have any right to enforce them, except where expressly stated otherwise.

39. Governing law and jurisdiction

These Terms are governed by 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 or the service.

40. Contact

Audentry Ltd

Email: support@audentry.com