Business Terms and Conditions

These terms govern subscriptions to RetailShield Compliance supplied by Sag Hussain trading as Retail Shield Group (a sole trader), trading as RetailShield Compliance, of 52 Woodlands Road, Middlesbrough TS1 3BW (we/us). Contact: sagarhussain2020@gmail.com.

The customer is the business identified in the accepted order or signup record (you). A person accepting these terms must have authority to bind that business. A sole trader subscribing for business purposes is also a business customer.

The service is intended for business use. Calling a transaction business-to-business does not remove mandatory consumer rights where the facts establish a consumer relationship. We do not knowingly offer personal consumer subscriptions; contact us before ordering for that purpose.

Your agreement consists of the accepted order, any expressly agreed written special terms, these terms and the Data Processing Agreement. For personal-data processing, the Data Processing Agreement takes priority. Otherwise specific agreed order terms take priority over these general terms. Privacy information explains processing but is not blanket consent or an unrestricted licence to change the contract.

An authorised user is a person you permit to use your workspace. A store is a retail location licensed under your plan. Customer content includes your uploaded records, staff information, documents, checks, incidents and configurations. Service means the hosted functionality included in your accepted plan. An order includes the recorded plan, price, billing interval, licensed scope, promotional terms and acceptance. Business days are Monday to Friday excluding public holidays in England and Wales.

An agreement begins when we confirm acceptance of your order or activate your trial against recorded acceptance of these terms. The plan scope, payable price, tax treatment, billing frequency, renewal arrangements and cancellation route are displayed before commitment.

We record the version accepted and provide a confirmation capable of being saved. You should keep it. An unchecked, separate marketing choice is not required to obtain the service. No purchase arises solely because someone browses the website or reads a policy.

Any material discrepancy between checkout and a confirmation should be raised promptly. We will resolve it fairly; these terms do not authorise charging a higher amount than the amount you agreed.

RetailShield helps businesses organise operational checks, allocate tasks, record training, review actions and maintain relevant records. Availability depends on the subscribed plan and enabled modules. Only features expressly included in your order form part of our commitment; a roadmap or proposed feature is not a promise of delivery.

The service is browser-based and requires a suitable device and internet access. It works on desktop, laptop, iPad, iPhone and Android devices through a modern web browser. Internet, mobile-network and device costs are your responsibility. Selected check and incident workflows can be recorded while offline and sync when you reconnect, provided you have opened the app online first.

We provide the service with reasonable care and skill. We may improve it, maintain it and replace components, while preserving materially equivalent subscribed functionality. Changes materially reducing a paid core feature follow clause 21.

RetailShield supports consistent procedures and organised evidence. It does not carry out the physical checks, train staff in every required practical skill, obtain licences or assume the legal responsibilities of a proprietor, employer, manager, licence holder or designated premises supervisor.

Templates and guidance are general aids. You must adapt them to your premises, products, licences, risk assessments and relevant UK jurisdiction. Requirements can differ across England, Wales, Scotland and Northern Ireland. Seek appropriately qualified advice where needed. No claim is made that a licensing authority, insurer or other regulator has approved the service unless expressly evidenced.

A completed task, timestamp or digital sign-off records an action in the system; it is not a guarantee of legal compliance or acceptance as evidence. Users must enter truthful records, and managers must undertake appropriate review. We remain responsible for our own contractual promises, reasonable care and applicable legal obligations; this clause is not a blanket exclusion of responsibility for service defects.

Do not use the platform as the sole means of responding to an emergency. Follow emergency procedures and contact appropriate services directly. Notifications are operational aids; device settings, connectivity and delivery failures can affect them. Maintain proportionate fallback arrangements for critical checks.

The standard trial lasts 14 days unless the order explicitly states another period. The start and end date, included features and any limits are displayed in the confirmation.

No payment card is required for the trial and no paid subscription starts automatically. You must actively choose and authorise a paid plan. If you do not upgrade, paid charges do not arise.

Any launch promotion (such as an extended free period for early signups) is subject to a recorded confirmation of allocation stating its exact start and end dates, included plan and whether the period replaces or includes the ordinary trial. Unless expressly agreed otherwise before enrolment, a launch offer does not create an automatic paid subscription; at its end you must actively authorise a paid upgrade.

One trial or promotional allocation per eligible business applies unless expressly permitted. Genuine separate business entities may be reviewed individually. We may refuse fraudulent or duplicate applications, but do not retrospectively shorten a valid confirmed allocation without a reasonable explanation and appropriate remedy.

Your order specifies included stores, users, modules, storage or other limits. We do not impose undisclosed fair-use limits after purchase. Reasonable technical protections against abuse do not authorise arbitrary withdrawal of ordinary subscribed use.

Each location requiring a store licence must be registered correctly. Access for owners, managers, area managers, staff and advisers must be assigned only to the appropriate stores and information. A shared physical tablet may be used if supported, but users should identify themselves individually where named records are required.

You appoint an administrator and keep authority/contact details current. You are responsible for authorised users' activity to the extent reasonably within your control, not for a breach caused solely by our failure. Remove access when workers leave or change roles. Do not share privileged administrator credentials.

Requests to transfer workspace ownership require reasonable verification and consent from an authorised customer representative. A departing employee cannot transfer the business account to themselves merely because they originally registered it. Ownership disputes may require limited temporary restrictions while evidence is assessed.

Payable prices and whether VAT is included or additional are stated clearly at checkout and on the order. Website indications such as "from £9.99 per store per month" are not a substitute for the exact accepted price and plan scope.

Monthly subscriptions are billed in advance each month; annual subscriptions, if offered, are billed in advance annually, unless your order says otherwise. The billing anniversary and first charge date are confirmed. Add-ons and usage charges require clear advance disclosure and agreement.

Payment is currently arranged manually — by bank transfer or Direct Debit agreed with us — and we confirm invoices and payment status to your billing contact. We do not request card details by email or chat.

If a payment fails or is overdue, we notify the billing contact and provide a reasonable opportunity to resolve it. The standard grace period is seven calendar days after notice before non-payment suspension, subject to clause 15. Genuine disputed sums should be raised with reasons; undisputed amounts remain payable. We do not delete customer records simply because a single payment fails.

No late fee or statutory interest is imposed unless lawful and expressly disclosed or applicable under law. A legitimate payment dispute is not prohibited by these terms.

Paid plans renew for the same billing interval unless cancelled before renewal or the order states a fixed non-renewing term. Monthly renewal is not a new annual commitment.

We give at least 30 days' advance notice of a price increase. It takes effect no earlier than the first renewal after that notice and does not increase an already prepaid period. You may cancel before the higher price takes effect. Where an order fixes prices for a longer term, that commitment prevails.

For annual plans, we send a renewal reminder at least 30 days before renewal identifying the date, amount and cancellation route. Trials follow clause 6 rather than this paid-renewal provision. Cancellation is available through your account or the support route.

You may cancel future renewal at any time through your account or by contacting sagarhussain2020@gmail.com. We confirm the effective date and further export/deletion steps. If our control fails, a timely support request preserves your requested cancellation date. We do not require a telephone sales conversation to cancel.

Cancellation normally leaves paid access in place until the end of the current paid period. There is no routine pro-rata refund for voluntary cancellation partway through a properly supplied period, unless your order provides one. This does not affect remedies for overcharging, defective performance, our termination without customer fault or mandatory rights.

Upgrades require acceptance of the new scope and any prorated charge before billing. Downgrades normally take effect at renewal; we identify store, feature or storage consequences before you confirm. We do not silently discard content to enforce a downgrade.

We correct duplicate or erroneous charges. If we cannot remedy a material service breach within the reasonable cure period in clause 16, you may terminate and receive a proportionate refund of prepaid fees for the unused affected service. Refunds are normally returned to the original payment method within 14 days of agreement, subject to provider processing times.

You must have authority to upload and process content, give appropriate privacy information, apply necessary legal conditions and keep records accurate and proportionate. Do not fabricate backdated completions, impersonate users or falsify training results. Corrections should preserve a clear explanation where audit integrity requires it.

Do not upload unlawful material; malware; unnecessary sensitive identification or financial data; content infringing rights; discriminatory or abusive material; or information collected through unlawful surveillance. Do not try to access another organisation's workspace, bypass permissions, overload the platform or extract another customer's information.

Reasonable security research must be agreed in writing before intrusive testing. Ordinary accessibility tools, lawful exports and legitimate interoperability are not prohibited. Restrictions on reverse engineering apply only to the extent permitted by law.

You must assess retention and permissions for incident reports, health details, alleged offences and records about children. Do not use the standard service for biometric identification, detailed clinical files or criminal-record screening without a separate written scope and safeguards assessment.

You retain rights in customer content. You grant us a limited licence to host, transmit, reproduce and otherwise handle it only as necessary to supply the service, perform agreed support, protect the service and comply with lawful duties, subject to the Data Processing Agreement. This is not an advertising or AI-training licence.

We retain rights in the platform, our software, branding and original templates. During your subscription you receive a non-exclusive right for your business and authorised users to use the subscribed service. You may use and retain customer exports and completed templates for your business after cancellation. You may not resell the platform or distribute our blank commercial template library as a competing product without permission.

Each party protects the other's confidential information using reasonable care, shares it only with people who need it under suitable duties and uses it only for the agreement. Exceptions cover information lawfully public, independently developed or lawfully received without restriction. Compelled disclosure is limited and notified where lawful. Confidentiality continues while the information remains confidential.

Feedback may be used to improve the service without exposing confidential content or personal information. We obtain separate permission before publishing your name, logo, quote or identifiable case study.

The Data Processing Agreement applies where we process your personal information on your behalf. Each party meets its own legal duties. No fee cap or contractual clause limits an individual's statutory rights against either party or a regulator's powers.

You may export your customer content using the available tools (including print and CSV export) or request a reasonable export through support. Basic export includes usable customer records; limits and any chargeable bespoke work are disclosed in advance.

Customer-to-customer migrations, third-party portals and unusual custom transformations may require separately agreed work. We do not make a lawful personal-data rights response conditional on payment for a bespoke commercial export.

Support is provided at sagarhussain2020@gmail.com. Target response times are not guaranteed resolution times unless explicitly contracted.

Maintenance, faults and events outside reasonable control can affect availability. We provide reasonable notice of planned material downtime where practical, investigate service failures and keep affected customers appropriately informed. Only an expressly agreed service-level agreement creates a percentage uptime commitment or service-credit scheme.

Backups are maintained by our hosting platform. Customers should retain independent exports proportionate to their risk, but that responsibility does not excuse our failure to deliver agreed backup or recovery measures. We do not describe ordinary backups as a permanent compliance archive.

We may suspend affected access where reasonably necessary to address a credible security threat, unlawful use, serious breach, an enforceable legal requirement or overdue undisputed fees following the stated grace period.

We explain the reason and practical steps to restore access, and give notice and an opportunity to remedy where feasible. Emergency suspension may occur first where delay would create material harm. Restrictions are limited to the affected user, store or function where practical and reviewed promptly.

We do not charge for service withheld solely due to our own fault. Suspension does not itself authorise deletion. Access to a reasonable export remains available unless doing so would create a security risk, infringe another person's rights or breach law; we consider safe alternative delivery.

Either party may terminate for a material breach not remedied within 14 calendar days after written notice explaining it, or a longer reasonable period agreed for a genuine remedy. Immediate termination is available for a breach that cannot reasonably be remedied, serious unlawful conduct or an applicable insolvency event where lawful.

We may discontinue the service or terminate without customer breach on at least 60 days' notice, provide reasonable export assistance and refund unused prepaid fees. We do not retrospectively charge for a free period.

At termination, subscription access ends on the stated date. The exit arrangement is a 30-day retrieval window, active-system deletion within 60 days after that window and backup expiry within a further 90 days after active deletion, subject to lawful retention.

We provide the retrieval deadline and deletion consequences clearly. During the export window, access may be limited to retrieval. Copies retained for legal duties or legal claims are restricted, minimised and deleted when no longer required. Accrued fees and provisions intended to survive, including confidentiality and lawful liability provisions, continue.

We warrant that we have authority to provide the service and will perform with reasonable care and skill. You warrant authority to enter the agreement and grant necessary permissions over content.

We do not warrant uninterrupted access or that every template meets every local requirement. We do not guarantee that use prevents incidents, inspections, enforcement, licence action or financial loss. We are responsible for defects and breaches attributable to us under the agreement and applicable law.

Third-party content is identified where appropriate. An integration failure does not automatically excuse our own negligent configuration or breach of an expressly agreed integration commitment.

Nothing limits or excludes liability for death or personal injury caused by negligence; fraud or fraudulent misrepresentation; or liability that cannot lawfully be limited or excluded.

Subject to that rule and any applicable reasonableness requirement, each party's total liability arising from the agreement in a 12-month period is limited to the greater of £1,000 and the total fees paid or payable for the service in the preceding 12 months. For breaches of confidentiality or data protection obligations, the separate cap is the greater of £5,000 and twice those fees. Related events count together and caps do not stack for the same loss; the higher relevant cap applies. Payment obligations for correctly supplied service are not reduced by these caps.

Subject to the same safeguards, neither party is liable for indirect or consequential loss. Loss of profit or business opportunity is excluded only to the extent indirect or consequential, not simply because it carries that label. Reasonable direct data-restoration costs arising from our breach are not automatically excluded and fall within the relevant lawful cap.

Each party takes reasonable steps to reduce avoidable loss. No blanket clause makes you responsible for every fine, claim or data breach. Regulatory penalties and third-party claims are allocated only to the extent legally recoverable and attributable to the responsible party. We do not impose an unlimited customer indemnity through these standard terms. These caps do not restrict an individual's statutory compensation rights or regulator powers.

Optional integrations may involve separate contracts, permissions and privacy notices. Before activation we identify relevant access and charges. You authorise only the requested connection and must have authority over the connected account. Disconnecting a service does not necessarily remove copies already lawfully transferred to it.

We do not enable a customer-data integration merely because a software supplier offers it. We remain responsible for our processor obligations for subcontracted service components; labelling a component third-party does not avoid those duties.

Neither party is responsible for delay caused by an event outside its reasonable control to the extent it could not reasonably avoid or mitigate it. The affected party gives notice, explains the impact and takes reasonable mitigation steps. Ordinary foreseeable staffing or supplier-management failures are not automatically treated as exceptional events.

If a material interruption lasts more than 30 consecutive days, either party may terminate the affected service and you receive a proportionate refund of unused prepaid fees. Confidentiality, security and data protection duties continue as far as applicable.

We give at least 30 days' notice of material contractual changes and explain them. They apply prospectively. Necessary urgent legal or security changes may be made sooner, with explanation as soon as practical. We do not use a terms update to create unagreed charges or retrospective consent.

If a change materially disadvantages you or materially removes a paid core feature, you may terminate before it takes effect and receive a proportionate refund for unused prepaid affected service. Continued use is not treated as acceptance of a new charge that requires express authorisation. Fixed-term commitments are honoured unless a lawful agreed change mechanism applies.

We retain a version history and records of acceptance. Customer-specific amendments must be agreed in writing by authorised representatives.

Service, billing and privacy complaints: sagarhussain2020@gmail.com. We aim to acknowledge service complaints within five business days and provide a substantive response within 20 business days, or explain why more time is needed. Statutory privacy timings take precedence.

Formal notices are sent to the customer's designated account contact and our business contact/address above. We use reliable delivery records and resend if aware of failure; merely sending an undeliverable email is not sufficient notice. Keep your contact details current.

Parties first seek a practical resolution and may agree mediation. This does not prevent urgent court relief, statutory complaints or necessary proceedings to protect a limitation deadline. No mandatory arbitration charge obstructs a complaint.

Neither party transfers the agreement without the other's reasonable consent, except to a genuine successor to substantially the relevant business that can meet the obligations. We notify you of a proposed supplier succession and address material adverse consequences under clause 21. Assignment does not remove data-transfer safeguards.

Failure to enforce a term promptly is not a waiver. If a clause is unenforceable, the remaining terms continue to the extent lawful; an invalid clause is not automatically rewritten to the broadest possible supplier protection. The agreement does not create partnership, agency or employment.

Subject to mandatory rights and fraud protections, the agreement records the parties' agreed service terms. Specific written promises incorporated into an order remain binding. Third parties have no contractual enforcement rights under the Contracts (Rights of Third Parties) Act 1999 unless expressly stated; this does not remove data subjects' statutory rights.

The agreement is governed by the law of England and Wales and its courts have exclusive jurisdiction, except where mandatory law requires otherwise. Customers in other UK jurisdictions retain rights which cannot lawfully be displaced. Any overseas offering requires separate review before launch.