Terms of Service

Last updated on April 5, 2026.

These Terms of Service ("Terms") govern your use of the websites, applications, and related services (collectively, the "Services") operated by Duty Room ("we", "us", or "our"). The Services are intended solely for business use. By accepting these Terms, you confirm that you are acting on behalf of a business and that you have authority to bind that business. References to "you" and "your" mean the business on whose behalf the Services are used.

We may update these Terms from time to time. When we make changes, we will update the "Last updated" date above. If a change is significant, we will notify you by email. Continued use after changes take effect means you accept the revised Terms.

Not Legal or Regulatory Advice

Duty Room is a tool for organizing, tracking, and evidencing operational and regulatory compliance tasks. It is not a substitute for professional legal, regulatory, or compliance advice. We do not guarantee that use of the Services will satisfy any specific legal or regulatory requirement. You are responsible for understanding and meeting the obligations that apply to your business.

Account Terms

You must provide accurate, complete information when you create an account. You are responsible for maintaining the security of your account and for all activity that occurs under it, including activity by team members you invite. You must notify us immediately if you become aware of any unauthorized use of your account.

You must be a human. Accounts registered by automated methods (bots) are not permitted. One person or legal entity may maintain multiple accounts, but each account must correspond to a genuine business purpose.

Use Restrictions

You agree not to misuse the Services. This includes using them for anything unlawful, uploading content you do not have the right to use, attempting to gain unauthorized access, interfering with the performance of the Services, or transmitting malware. We may suspend or terminate accounts that violate these restrictions.

Payment and Billing

Paid plans are billed monthly, per property, in advance. You can add or remove properties at any time. Additions are billed immediately on a pro-rated basis for the remainder of the current billing period. Removals take effect at the end of the current billing period and are not refunded for the remaining days.

All prices are listed in £ and are exclusive of tax. As a non-UK supplier providing B2B services, Duty Room does not charge UK VAT. You are responsible for accounting for VAT under the reverse charge mechanism where applicable.

If payment fails, we will notify you by email. If your account remains unpaid for 14 days after notification, we may suspend access until payment is received. Your data is retained during suspension.

Paid plans renew automatically each billing period until you cancel. By subscribing, you authorise us to charge the payment method on file for each renewal.

Free Trial

We may offer a free trial for new accounts. When the trial ends, you will need to enter payment details to continue using the Services. We will not charge you without your explicit consent when the trial ends. If you do not add payment details, your account will be suspended.

Cancellation

You may cancel your account at any time through the account settings. Upon cancellation:

Your subscription ends at the end of the current billing period. You will not be charged again.
You retain access to the Services until the end of that billing period.
After access ends, your data will be available for export for 30 days.
After the 30-day export window, your data will be deleted from active systems. Backups are purged within 60 days.

Termination by Us

We may terminate or suspend your account if you violate these Terms or if your account is used for illegal activity. We will make reasonable efforts to notify you before or promptly after any termination and provide an opportunity to export your data, unless the circumstances make that impractical.

Abuse (verbal, physical, written, or other threats) directed at any Duty Room representative will result in immediate termination.

Changes to Services and Pricing

We may modify or discontinue parts of the Services at any time with reasonable notice where possible. Price changes will be notified at least 30 days in advance by email. You may cancel if you do not agree with a price change.

Your Content

You own all content you upload, create, or store through the Services ("Your Content"). You grant us a limited licence to use, store, and process Your Content solely to provide the Services to you. We do not claim ownership of Your Content.

Intellectual Property

Duty Room and its licensors own all rights in the Services, including the design, code, and branding. You may not copy, modify, or reverse-engineer any part of the Services without our written permission.

API Terms

We may offer APIs in the future to allow you to access your data and integrate the Services with other tools. If we do, use of the APIs will be subject to these Terms and any additional documentation we publish at that time.

Data and Privacy

Our use of personal information is governed by our Privacy Policy, which forms part of these Terms.

Where you are a controller and we process personal data on your behalf, the Data Processing Agreement applies. The DPA forms part of these Terms.

Customer data for UK accounts is stored in AWS data centres in London, United Kingdom. We use encryption in transit and at rest.

Uptime and Security

We take uptime and security seriously. We design the Services with backups, redundancy, and encryption to protect your data. However, no service can guarantee 100% availability.

We will make commercially reasonable efforts to keep the Services running but do not offer a formal service level agreement at this time.

Government Data Requests

We will comply with valid legal process from UK authorities with proper jurisdiction or from Canadian authorities where required by Canadian law. Where legally permitted, we will notify you before disclosing your data in response to a government request, so that you can seek a protective order or other remedy.

Indemnity

You agree to indemnify and hold harmless Duty Room and its owner, employees, and contractors from and against any claims, damages, losses, liabilities, and reasonable costs (including legal fees) arising out of or related to: (a) your use of the Services; (b) your breach of these Terms; or (c) your failure to comply with applicable laws or regulations, including any claim that your use of the Services should have ensured regulatory compliance.

This indemnity does not apply to the extent that a claim arises from our negligence or breach of these Terms.

Limitation of Liability

To the maximum extent permitted by law, Duty Room will not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits, data, or business opportunities arising from your use of or inability to use the Services.

Our total liability for any claim arising from these Terms or the Services is limited to the greater of (a) the amount you paid us in the 12 months before the claim arose, or (b) £100.

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

We will perform the Services with reasonable care and skill.

Governing Law

These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

Contact

The Services are provided by Jon Simpson, trading as Duty Room, Alberta, Canada.

Email: hello@dutyroom.com