Terms & Conditions of Use

CareCompetent (the “Service”, “Platform”, “we”, “us” or “our”) is operated by Care With Intelligence Holdings Limited, a company registered in England and Wales under company number 15513514, whose registered office is at 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ.

You can contact us at chris@carewithintelligence.com or via our contact page.

These terms, together with our Privacy Policy, our Data Processing Agreement and any order or plan you select, form the agreement between you and us (the “Agreement”) and govern your access to and use of the Service.

By ticking the acceptance box when you register, or by accessing or using the Service, you confirm that you accept these terms and agree to be bound by them. If you do not agree, you must not use the Service.

If you are entering into this Agreement on behalf of an organisation (your “Organisation”, also referred to as “you” where the context allows), you warrant that you have authority to bind that organisation to these terms, and references to “you” include that organisation.

This Agreement is between business parties. The Service is intended for use by care providers and similar organisations in the course of their business and is not directed at consumers.

In this Agreement:

• “Customer Data” means all data, content and information that you or your authorised users submit to or generate through the Service, including staff records, assessments, evidence and uploaded documents and policies.
• “Fees” means the subscription and any other charges payable for the Service.
• “Output” means any score, indicator, report, action plan, mapping, evidence pack, suggestion or other material the Service generates, including material generated using artificial intelligence.
• “User” means any individual you authorise to access the Service under your account.

The Service is a competency-management and governance tool. It allows you to record staff assessments, manage competencies, map policies, and generate reports and evidence to support your own governance and inspection-readiness processes.

We grant you a non-exclusive, non-transferable, revocable right to access and use the Service for your internal business purposes during the term of your subscription, subject to these terms.

We may change, improve, add to or withdraw features of the Service from time to time. We will give you reasonable notice before making any change that materially reduces the core functionality you pay for. The Service is otherwise provided on an evolving basis.

You must provide accurate registration information and keep it up to date. You are responsible for all activity that occurs under your account and for keeping login credentials secure and confidential.

You must notify us promptly if you suspect any unauthorised use of your account. You are responsible for ensuring that your Users comply with these terms.

You must be at least 18 years old and acting in the course of a business to use the Service.

We may offer a free trial (currently 14 days). At the end of the trial, continued use requires a paid subscription. We may change trial terms at any time.

Fees are as set out in the plan you select at the point of purchase. Unless stated otherwise, Fees are exclusive of VAT and other taxes, which you will pay where applicable. Payments are processed by our third-party payment provider (Stripe); by subscribing you also agree to that provider’s terms.

Subscriptions renew automatically for successive periods (monthly or annually, as selected) until cancelled. We may change Fees on renewal by giving you reasonable notice before the change takes effect; if you do not agree, you may cancel before the renewal date.

Except where required by law, Fees are non-refundable and we do not provide refunds or credits for partial periods, downgrades, or unused time.

You may cancel your subscription at any time; cancellation takes effect at the end of the current paid period. We may terminate or suspend your access on notice if you breach these terms, fail to pay, use the Service unlawfully, or create a security or legal risk, and immediately where required by law.

On termination, your right to use the Service ends. We will keep your Customer Data available to you in read-only form for at least 30 days after termination so you can export it, after which we may delete it in accordance with our Privacy Policy and applicable law. You should export any data you need before the end of that period.

You agree that you will not:

• use the Service unlawfully, fraudulently, or for any purpose other than lawful competency management and governance;
• upload any data you do not have the right or lawful basis to process, or any content that is unlawful, infringing or harmful;
• attempt to gain unauthorised access to, interfere with, reverse engineer, copy, or disrupt the Service or its security;
• resell, sublicense, or make the Service available to any third party except your authorised Users; or
• use the Service to develop a competing product or to train any machine-learning model.

The Service is a tool that supports your governance. It does not replace your own professional judgement or your legal and regulatory responsibilities. In particular, you acknowledge and agree that:

• you remain solely responsible for your compliance with all laws and regulatory requirements that apply to you, including the requirements of the Care Quality Commission and the Health and Social Care Act 2008 (and associated regulations);
• you remain solely responsible for the quality and safety of the care you provide, and for all decisions about the competence, training, supervision and suitability of your staff;
• you are responsible for the accuracy, completeness, and lawfulness of the Customer Data you input, and for verifying any Output before relying on it; and
• the Service is an aid to, and record of, your own assessment processes — it does not itself assess, certify, or guarantee the competence of any individual.

All Output — including compliance scores, CQC or Single Assessment Framework readiness indicators, Care Certificate and quality-statement mappings, evidence packs, policy-traceability reports, and action plans — is provided for information and decision-support only.

Output does not constitute regulatory, legal, clinical, or professional advice, and must not be relied upon as such. It does not guarantee, predict, or warrant any inspection result, rating, registration decision, or other outcome from the Care Quality Commission or any other regulator. You should obtain your own professional advice where appropriate.

Some features use artificial intelligence (including third-party AI services) to generate suggestions, drafts, mappings and narrative content. AI-generated Output may be inaccurate, incomplete, or unsuitable for your circumstances.

You must treat all AI-generated Output as a draft to be reviewed and approved by a suitably competent person before it is used or relied upon. We do not warrant the accuracy, completeness or fitness for purpose of any AI-generated Output, and accepted Output becomes your content and your responsibility.

Where we process personal data contained in Customer Data on your behalf, you are the data controller and we act as a data processor, as those terms are defined in UK data-protection law (including the UK GDPR and the Data Protection Act 2018). The Article 28 terms governing that processing are set out in our Data Processing Agreement, which forms part of this Agreement and which you accept when you accept these terms. We process such personal data only to provide the Service and in accordance with your lawful instructions, the Data Processing Agreement and our Privacy Policy.

You warrant that you have a lawful basis to process the personal data you put into the Service (including staff personal data and any special-category data), and that you have provided all necessary privacy information to the individuals concerned. You are responsible for the lawfulness of your collection and use of that data.

We use carefully selected sub-processors to run the Service (for example, cloud hosting, payment processing, email delivery and AI providers). Data is hosted on Google Cloud infrastructure. Details are set out in our Privacy Policy.

We and our licensors own all intellectual property rights in the Service, including its software, design, content and branding. Nothing in this Agreement transfers any of those rights to you beyond the limited right to use the Service set out above.

You retain all rights in your Customer Data. You grant us a non-exclusive licence to host, copy, process and display Customer Data to the extent necessary to provide the Service. We may create and use aggregated and anonymised data (which does not identify you or any individual) to operate, improve and analyse the Service. If you give us feedback, you grant us a perpetual, royalty-free licence to use it.

The Service relies on third-party services (including Google Cloud, Stripe, and third-party AI providers). Your use of those services may be subject to their own terms. We are not responsible or liable for third-party services, their availability, or their acts or omissions.

We aim to keep the Service available but do not guarantee that it will be uninterrupted, timely, secure, or error-free. We may carry out maintenance, and we may make beta or experimental features available which are provided “as is” without any warranty.

To the fullest extent permitted by law, the Service and all Output are provided “as is” and “as available”, and we exclude all warranties, conditions and terms implied by statute, common law or otherwise, including any implied warranties of satisfactory quality, fitness for a particular purpose, accuracy, and non-infringement.

We do not warrant that the Service will meet your requirements, that Output will be accurate or complete, or that the Service will ensure or improve your compliance with any regulatory standard.

Please read this section carefully — it limits our liability to you.

Nothing in this Agreement excludes or limits our liability where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, and for any other liability that cannot be excluded or limited under English law.

Subject to the paragraph above, we will not be liable to you for:

• any loss of profits, revenue, business, contracts, anticipated savings, or goodwill;
• any loss or corruption of data, beyond our obligation to take reasonable care;
• any regulatory fine, penalty, enforcement action, rating, or other outcome imposed on or reached about you by the Care Quality Commission or any other regulator or authority;
• any loss arising from your reliance on Output without independent verification by a competent person;
• any business interruption; or
• any indirect or consequential loss,

in each case whether arising in contract, tort (including negligence), breach of statutory duty or otherwise, and whether or not foreseeable.

Subject to the first paragraph of this section, our total aggregate liability to you arising out of or in connection with this Agreement (whether in contract, tort, including negligence, breach of statutory duty, or otherwise) is limited to the greater of (a) £100 and (b) the total Fees actually paid by you to us in the 12 months immediately before the event giving rise to the claim.

You agree to indemnify and hold harmless us, our group companies, and our and their officers, employees and agents, against all losses, liabilities, damages, costs and expenses (including reasonable legal fees) arising out of or in connection with:

• your breach of this Agreement;
• your use of the Service in breach of any law or regulatory requirement;
• your Customer Data, including any claim that it infringes the rights of a third party or was processed in breach of data-protection law;
• your decisions about care, staffing, competence or regulatory compliance; and
• any claim brought against us by a member of your staff, a person to whom you provide care, or any other third party, arising out of your use of the Service or the data you processed through it.

Each party may receive confidential information of the other. Each party will keep the other’s confidential information confidential and use it only to perform this Agreement, except where disclosure is required by law.

We may update these terms from time to time. The current version is always available on our website, with a version number and effective date. Where changes are material, we will take reasonable steps to notify you (for example, by email or by asking you to re-accept on next sign-in). Your continued use of the Service after changes take effect constitutes acceptance of the updated terms.

We are not liable for any failure or delay in performing our obligations caused by events beyond our reasonable control, including failures of third-party services, internet or hosting providers, power, or acts of government.

• Assignment. We may assign or transfer this Agreement. You may not do so without our prior written consent.
• Entire agreement. This Agreement is the entire agreement between us and supersedes any prior representations. You have not relied on any statement not set out in it, except that nothing limits liability for fraud.
• Severance. If any provision is found unenforceable, the rest of the Agreement continues in force, and the provision will be modified to the minimum extent necessary to make it enforceable.
• Waiver. A failure to enforce a right is not a waiver of it.
• Third-party rights. Except that our group companies may enforce the disclaimer, limitation of liability and indemnity provisions, a person who is not a party to this Agreement has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce it.
• Notices. Legal notices to us should be sent to chris@carewithintelligence.com. We may give you notice using the contact details on your account.

This Agreement and any dispute or claim arising out of or in connection with it (including non-contractual disputes or claims) are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any such dispute or claim.

When you tick the acceptance box and create an account, we record this as evidence that you accepted these terms. The record includes the version of the terms accepted, the date and time of acceptance, the account email address and identifier, and technical metadata (including your IP address and browser user-agent). We retain this record for as long as necessary to evidence the Agreement. You may request a copy of your acceptance record at any time using the contact details above.