Terms of service

1About these terms

1. 1.1

   These terms are an agreement between you and Selion Technologies ("we", "us", "our"). They cover the AptaOps platform, the instructor app, the partner API, the public demo and this website.

   You can reach us at demo@aptaops.co.uk, for questions and for any notice these terms ask for.

2. 1.2

   "Customer" means the business that subscribes to AptaOps. If you accept these terms for a business, you confirm you're allowed to, and "you" means that business.

3. 1.3

   "Users" are the people a customer gives an account to, such as its staff and instructors. If you're a user, the customer decides what you can access, and sections 4 and 6 apply to you directly.

4. 1.4

   If you've signed a separate agreement with us, that agreement wins wherever it and these terms disagree.

5. 1.5

   AptaOps is sold to businesses, not to consumers, and these terms are written on that basis.

2The service

1. 2.1

   AptaOps is a hosted system for running a training business: courses and the diary, instructors, venues, delegates and companies, purchase orders, qualifications and certificates, emails and reporting. What your plan includes is listed on our pricing and on the pricing page inside your own system.

2. 2.2

   Your system runs at its own address on our domain. If you'd like it on your own domain instead, we'll set that up with you. It needs a DNS change on your side.

3. 2.3

   Some features are switched on per customer once they're set up with you, such as your own domain, taking payments, the partner API and two-factor sign-in.

4. 2.4

   We'll keep improving AptaOps, so features will change over time. If we plan to remove or substantially cut back something you use, we'll tell you at least 30 days beforehand.

3Support and custom work

1. 3.1

   Support is included in your subscription. If something isn't working, or you're not sure how to do something, get in touch.

2. 3.2

   We fix bugs in AptaOps at no extra cost.

3. 3.3

   If you'd like a new feature or a change made just for you, we'll send you a written estimate first. Custom work only starts once you've approved it in writing, and it's charged as the estimate says.

4Accounts and access

1. 4.1

   Each account is for one named person. Don't share sign-in details.

2. 4.2

   Customers decide who gets an account and what each person can see and do. You're responsible for what your users do in your system, and for removing access when someone leaves.

3. 4.3

   Keep your password secure. If your system has two-factor sign-in switched on, use it.

4. 4.4

   Tell us straight away if you think someone has got into an account who shouldn't have, or that sign-in details have leaked. We may lock an account to protect your data while we look into it.

5. 4.5

   We keep an administrator account in every customer's system so we can support it. We only use it to help you, to fix problems, or when you ask us to.

5Your data

1. 5.1

   Your data is yours. That means everything you and your users put into AptaOps, and the records it produces from it, such as certificates and reports.

2. 5.2

   You're the data controller for the personal data in your system. We process it on your behalf, only on your instructions, and as our privacy policy describes. If you need a separate data processing agreement, ask and we'll put one in place.

3. 5.3

   We don't use your data for our own purposes, we don't sell it, and we don't train machine-learning models on it.

4. 5.4

   You're responsible for having a lawful basis to hold the data you put in, and for what you send out through the system, such as emails to delegates and the certificates you issue.

5. 5.5

   We back your system up automatically every day. Backups are encrypted and kept in the UK, separately from the servers they came from.

6. 5.6

   If we become aware of a personal data breach affecting your data, we'll tell you without undue delay and help you deal with it.

6Acceptable use

1. 6.1

   You mustn't use AptaOps to:

   • break the law, or hold or send data you don't have the right to;
   • send spam, or bulk email people haven't agreed to receive;
   • upload anything harmful, such as malware;
   • get into another customer's system, or into parts of your own that your account isn't meant to reach;
   • probe or test our security, or put an unreasonable load on the service, unless we've agreed it with you in writing;
   • copy, resell or reverse engineer the platform, or use it to build a competing product.
2. 6.2

   Partner API credentials only allow what their scopes allow, and requests are rate limited. If you give credentials to a partner, you're responsible for how that partner uses them. Revoke them from your system when the partner no longer needs them.

7Fees and payment

1. 7.1

   You pay the monthly fee agreed with you when you sign up. Our list price is on our pricing.

2. 7.2

   We invoice the fee monthly in advance, at the start of each billing period, and email the invoice to the address you give us for accounts.

3. 7.3

   Invoices are due within 14 days of receipt.

4. 7.4

   Prices don't include VAT. Where VAT applies, it's added to the invoice.

5. 7.5

   If an invoice is overdue, we'll remind you. If it's still unpaid after that, we may suspend your system under section 12 until it's paid.

6. 7.6

   We may change the fee by giving you at least 30 days' written notice. The new fee applies from the first billing period after the notice ends, so you have time to end your subscription under section 13 first if you'd rather not pay it.

8Taking payments from delegates

1. 8.1

   If you take payments through AptaOps, they go through your own PayPal or Stripe account. You open that account with the provider, and its terms apply between you and them.

2. 8.2

   The money goes straight to you. We never hold your funds and we aren't a party to those payments, so refunds, chargebacks and disputes are between you, the person who paid and the provider.

3. 8.3

   A Stripe account is connected through our Stripe platform account, so Stripe shares some details of it with us, such as whether it can take payments yet. We only use them to run the payment features in your system.

4. 8.4

   The prices, refunds and payment terms you offer delegates are yours to set and yours to honour.

9Email

1. 9.1

   AptaOps sends email through the account you connect to it: Google Workspace, Microsoft 365 or your own mail server. Your provider's terms apply to that account.

2. 9.2

   What you send, and who you send it to, is your responsibility. That includes having permission to email people where the law requires it.

10The instructor app

1. 10.1

   The AptaOps app is for instructors whose training provider uses AptaOps. It only works with an account that provider has given you.

2. 10.2

   Google Play's or the App Store's own terms also apply to downloading and updating it.

3. 10.3

   From time to time you'll need to update the app to keep using it, for example when we change how it connects to AptaOps. The app tells you when.

11The public demo

1. 11.1

   The demo is a shared, public system. Anyone with the sign-in details we publish can see and change what's in it.

2. 11.2

   It's wiped and rebuilt on the 1st of every month, and everything in it is deleted.

3. 11.3

   Don't enter real personal data, and don't rely on anything you leave there. The demo is free and comes as it is, with no promise that it'll be available or behave exactly like a customer's system.

12Availability and suspension

1. 12.1

   We work to keep AptaOps available all the time, but we can't promise it'll never be interrupted. Maintenance, updates and things outside our control can all affect it.

2. 12.2

   Where we can, we do planned work at quiet times, and we'll tell you beforehand if you're likely to notice it.

3. 12.3

   We may suspend a system, or a single account, if:

   • an invoice is still unpaid after we've reminded you;
   • we reasonably believe it's being used against section 6; or
   • we need to, to protect the service, your data or another customer's data.
4. 12.4

   Where we can, we'll warn you first and give you the chance to put things right. Suspending isn't deleting. Your data is kept, and access comes back once the reason has been dealt with.

13Ending your subscription

1. 13.1

   Your subscription runs month to month. Either of us can end it at any time by giving the other 30 days' written notice.

2. 13.2

   You can give notice from the subscription page in your system, or by emailing us. We'll confirm we've received it and get in touch to sort out the details.

3. 13.3

   We can end your subscription straight away, in writing, if you seriously breach these terms and don't put it right within 14 days of us asking, or if your business becomes insolvent.

4. 13.4

   You can end it straight away in the same way if we seriously breach these terms and don't put it right within 14 days of you asking.

5. 13.5

   If we end your subscription for any reason other than your breach, we'll refund any fee you've paid for the time after it ends.

6. 13.6

   Anything that's meant to carry on after the subscription ends does, including fees already owed and sections 14, 15, 17 and 20.

14Your data when it ends

1. 14.1

   Until your subscription ends, you can export records from the reports in your system whenever you like. If you'd like a full copy of your data, ask before the end date and we'll send it to you in a common format, such as spreadsheets.

2. 14.2

   Once it ends, we'll delete your data on request, and in any case within 90 days. Copies in backups are deleted as those backups age out on their normal cycle.

15Confidentiality

1. 15.1

   Each of us will keep the other's confidential information confidential, and only use it for the purposes of these terms. Neither of us will share it without the other's consent, except with our own people and advisers who need it and are bound to keep it confidential, or where the law requires it.

2. 15.2

   That doesn't cover information that's already public, or that the other side already had or got lawfully from somewhere else.

16Who owns what

1. 16.1

   We own AptaOps: the software, its design and its documentation. Your subscription lets you and your users use it for your own business while the subscription runs. It doesn't transfer ownership of any of it.

2. 16.2

   You own your data, your branding and your content. You let us use them only as far as we need to run the service for you, for example to show your logo in your system and on your emails.

3. 16.3

   If you send us ideas or feedback, we're free to use them to improve AptaOps without owing you anything for them.

17Liability

1. 17.1

   Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else the law doesn't allow to be limited.

2. 17.2

   Apart from that, neither of us is liable to the other for loss of profits, revenue, business or goodwill, or for any indirect or consequential loss.

3. 17.3

   Apart from 17.1, our total liability to you under or in connection with these terms, in any 12 months, is limited to the fees you paid us in those 12 months.

4. 17.4

   AptaOps comes with the commitments set out in these terms. As far as the law allows, we don't give any others.

18Changes to these terms

1. 18.1

   We may update these terms from time to time. The date at the top of this page shows when they last changed.

2. 18.2

   If a change materially affects customers, we'll email you at least 30 days before it takes effect. If you don't accept it, you can end your subscription under section 13 before then.

19General

1. 19.1

   These terms, any agreement you've signed with us, and our privacy policy are the whole agreement between us about AptaOps.

2. 19.2

   Notices under these terms are given by email. Ours go to the address you've given us for your account or your accounts team. Yours come to the address in section 1.

3. 19.3

   Neither of us is responsible for a delay or failure caused by something outside our reasonable control, such as a widespread internet or hosting outage, a power cut or a natural disaster.

4. 19.4

   Neither of us can transfer our rights under these terms without the other's written consent. The exception is that we can transfer them to a business that takes over AptaOps, as long as your rights aren't reduced.

5. 19.5

   If a court decides part of these terms can't be enforced, the rest still applies.

6. 19.6

   If either of us doesn't enforce a right straight away, we can still enforce it later.

7. 19.7

   Only you and we can enforce these terms. Nobody else has rights under them.

20Law and disputes

1. 20.1

   These terms are governed by the law of England and Wales.

2. 20.2

   If we disagree about something, we'll both try to settle it by talking first. If that doesn't work, the courts of England and Wales have exclusive jurisdiction.

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