Terms of Service.

1. Who these terms are between

These terms form an agreement between Activity Zone Bookings, which we refer to as 'we' or 'us' throughout, and the business that has engaged our services, which we refer to as 'you' or 'the customer'. By engaging our services or using our software, you agree to be bound by these terms. We only sell to businesses registered in the United Kingdom, and these terms are written on that basis.

2. What we provide

Our service has two parts. The first is a one-off setup service, during which we configure a bespoke booking system for your business, including the customer-facing website, the admin area, the integration with Stripe for payments, and the email templates that go out to your customers. The second is an ongoing hosting and support arrangement, under which we run your site on our infrastructure, apply security and feature updates, perform backups, and provide email support during UK office hours.

Each customer receives a system tailored to their business rather than a shared or multi-tenant platform. We may update the underlying software for security and reliability reasons, but we will not make fundamental changes to the feature set of your system without your agreement.

3. Fees and payment

The one-off setup fee is £899 plus VAT, payable as a fifty-percent deposit on signing and the remaining fifty percent on go-live. The ongoing hosting and support fee is £49 per month plus VAT, billed monthly in advance from the date your site goes live. All fees are in pounds sterling.

Stripe transaction fees for payments that your customers make through your booking system are charged separately by Stripe and go directly to Stripe. We do not take a commission on the payments that flow through your system.

If a monthly payment fails, we will contact you to resolve it. If payment remains outstanding for more than fourteen days after the due date, we may suspend the service until payment is received. Suspended sites do not process new bookings and customer-facing pages may display a maintenance message.

4. What you are responsible for

You are responsible for the accuracy of the information you provide during setup, including your business details, pricing, session definitions, and any customer-facing text. You are responsible for the content that appears on your site, including your waiver text, terms of business, and any marketing copy. You are responsible for your own Stripe account and the bank account connected to it.

You are also responsible for how you use the system in relation to your own customers, including compliance with UK data protection law as it applies to the personal data your customers submit through your site. We provide tools that are built with GDPR in mind, but the ongoing legal responsibility for the data your customers give to you sits with you as the data controller for that information.

You must keep your admin login credentials confidential and let us know promptly if you believe they have been compromised. You must not use the system for any unlawful purpose, to send spam, to store or distribute malware, or to take bookings for any service that would violate UK law or our reasonable acceptable-use expectations.

5. What we are responsible for

We are responsible for keeping your site running, for applying security updates in a timely manner, for performing regular backups, and for responding to your support requests within one UK working day. We aim for high availability and typically achieve uptime above ninety-nine percent excluding scheduled maintenance, though we do not offer a formal service level agreement with financial remedies.

We are responsible for the security of the infrastructure your site runs on and for following industry-standard practices in how we handle your data and your customers' data. In the event of a data breach that affects your information, we will notify you without undue delay and cooperate with any investigation.

6. Ownership and licensing

The underlying software we use to build your system remains our intellectual property. What we grant you is a non-exclusive, non-transferable licence to use that software for the duration of our hosting arrangement. This is the same model as most commercial software, and it means the software itself is not yours to resell, modify, or distribute to others.

Your own data, meaning the customer records, bookings, waivers, and anything else generated through the use of your system, belongs to you absolutely. At any point during our relationship, and when our relationship ends, you can request a complete export of your data in a standard format. We will provide the export within a reasonable time at no charge.

The visual design, branding, and copy on your customer-facing site, where these have been produced specifically for your business, are yours to use however you wish.

7. Ending the relationship

You can cancel the ongoing hosting arrangement at any time with thirty days' notice by emailing us. At the end of your notice period, your site goes offline and we provide you with a complete data export along with a package of your code that you can take to another hosting provider.

We may end the relationship with sixty days' notice if we choose to discontinue the service. In that situation, we would refund any hosting fees paid for periods after the service ends and provide data exports to help you transition to an alternative.

Either party may end the relationship immediately if the other commits a material breach that is not remedied within fourteen days of written notice requesting it be remedied. Examples of material breach include non-payment that continues after our reminder, or misuse of the system in a way that violates these terms or UK law.

8. Limitation of liability

Our total liability to you under or in connection with these terms is limited to the total amount you have paid us in the twelve months preceding the event giving rise to the liability. This limitation does not apply to liability that cannot lawfully be limited, such as liability for death or personal injury caused by our negligence, or for fraud.

We are not liable for indirect or consequential losses, including loss of profits, loss of business opportunity, loss of goodwill, or loss of data beyond our backup obligations. Customers should maintain their own records and exports of their data in addition to the backups we perform, as belt-and-braces.

9. Changes to these terms

We may update these terms occasionally to reflect changes in our service or in the law. For material changes that affect existing customers, we will give at least thirty days' notice by email before the new terms take effect. If you do not agree to the new terms, you can end the relationship before they take effect by the notice process above.

10. Governing law and jurisdiction

These terms are governed by the laws of England and Wales. Any dispute that we cannot resolve between ourselves will be subject to the exclusive jurisdiction of the courts of England and Wales.

11. Getting in touch

For any question about these terms, or to notify us of anything required under them, please email info@activityzonebookings.co.uk.