Terms & Conditions

1. Agreement

These terms and conditions ("Terms") govern your use of the Phanera platform operated by Revelio Software Ltd, a company registered in England & Wales (company number 17198982) ("we", "us", "our"). By creating an account or using the platform, you agree to be bound by these Terms. If you are using Phanera on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms.

These Terms, together with our Privacy Policy and Data Processing Agreement, constitute the entire agreement between you and Revelio Software Ltd in relation to your use of the Phanera platform and supersede all prior agreements, representations, and understandings.

2. Service Description

Phanera is a cloud-based platform for managing information rights requests including Freedom of Information (FOI), Subject Access Requests (SAR), Environmental Information Regulations (EIR), UK GDPR requests, complaints, and custom request types. The platform provides request tracking, deadline management, response drafting, public portals, compliance reporting, and related features.

3. Accounts and Access

3.1 You must provide accurate and complete information when creating an account.

3.2 You are responsible for maintaining the security of your account credentials.

3.3 You must notify us immediately of any unauthorised access to your account.

3.4 Organisation administrators are responsible for managing user access and permissions within their organisation.

3.5 We reserve the right to suspend or terminate accounts that violate these Terms in accordance with clause 11.

4. Acceptable Use

You agree not to:

• Use the platform for any unlawful purpose or in violation of any applicable laws or regulations.
• Attempt to gain unauthorised access to other organisations' data or accounts.
• Upload malicious code, viruses, or any material designed to disrupt or damage the platform.
• Use the platform to store or transmit content that infringes intellectual property rights.
• Reverse engineer, decompile, or attempt to extract the source code of the platform.
• Resell, sublicense, or redistribute access to the platform without our written consent.
• Use the platform to send unsolicited messages or to process data in a manner incompatible with the purposes for which it was collected.

5. Data Ownership and Processing

5.1 Your organisation retains ownership of all data submitted to the platform. We do not claim any intellectual property rights over your content.

5.2 By creating an organisation on the Phanera platform, you agree to the Data Processing Agreement at phanera.co.uk/dpa, under which Revelio Software Ltd processes personal data on your behalf pursuant to Article 28 of UK GDPR. The Data Processing Agreement forms part of these Terms.

5.3 We process your data solely to provide the service as described in our Privacy Policy and Data Processing Agreement. We will not sell, rent, or share your data with third parties for their own purposes.

6. Free Trial

6.1 We offer a 30-day free trial from the date your organisation is created. During the trial, you have access to all platform features.

6.2 At the end of the trial period, a paid subscription is required to continue using the platform. If you do not subscribe, your access will be suspended.

6.3 If you do not subscribe within 30 days after the trial period ends, we may permanently delete your organisation's data. We will send a reminder email before deletion.

7. Subscriptions and Payment

7.1 Subscription fees are billed in advance on a recurring basis (monthly or annually as selected at the time of purchase).

7.2 All fees are exclusive of VAT unless otherwise stated.

7.3 We reserve the right to change pricing with at least 30 days' written notice. Price changes will take effect at the start of the next billing period following the notice period.

7.4 Failure to pay fees within 14 days of the due date may result in suspension of access to the platform.

7.5 Monthly subscriptions may be cancelled at any time and access will continue until the end of the current billing period. No refunds are given for partial months.

7.6 Annual subscriptions may be cancelled at any time. If cancelled within the first 30 days, a pro-rata refund will be provided for the remaining months. After the first 30 days, no refund is given and access continues until the end of the annual billing period.

8. Service Availability

8.1 We warrant that the platform will perform substantially in accordance with its documentation. We do not warrant that the platform will be error-free or uninterrupted.

8.2 We aim to maintain high availability and will use commercially reasonable efforts to minimise downtime. We may perform scheduled maintenance with reasonable advance notice.

8.3 Our current service status is available at /status.

9. Limitation of Liability

9.1 We are not liable for any indirect, incidental, special, or consequential damages arising from your use of the platform, including but not limited to loss of data, loss of revenue, or loss of business opportunity.

9.2 Our total aggregate liability for any claim or series of related claims arising under or in connection with these Terms shall not exceed the fees paid by your organisation in the 12 months preceding the event giving rise to the claim.

9.3 Nothing in these Terms excludes or limits liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; (c) any breach of obligations implied by section 12 of the Sale of Goods Act 1979; or (d) any other liability that cannot be excluded or limited by applicable law.

10. Intellectual Property

All rights, title, and interest in the Phanera platform — including its design, code, features, documentation, and branding — remain the property of Revelio Software Ltd. These Terms grant you a limited, non-exclusive, non-transferable licence to use the platform for the duration of your subscription, solely for your organisation's internal business purposes.

11. Termination

11.1 You may cancel your subscription at any time in accordance with clauses 7.5 and 7.6. Access continues until the end of the current billing period.

11.2 We may terminate your access for material breach of these Terms with 14 days' written notice, provided you have failed to remedy the breach within that notice period. We may terminate immediately in cases of serious or repeated breaches.

11.3 Upon termination, you may request an export of your organisation's data in a commonly used, machine-readable format at any time within 30 days of termination. The data export tools within the platform will remain available during this period.

11.4 If no data export is requested, all organisation data will be permanently deleted within 90 days of termination, unless retention is required by law.

11.5 Backup copies containing deleted data will be overwritten in accordance with our backup rotation schedule, not exceeding 30 days.

12. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under these Terms to the extent that such failure or delay results from circumstances beyond that party's reasonable control, including but not limited to: natural disasters, acts of government, power failures, internet or telecommunications failures, failures of third-party hosting providers, cyberattacks, pandemics, or industrial action. The affected party shall promptly notify the other party and use reasonable efforts to mitigate the impact.

13. Changes to These Terms

13.1 We may update these Terms from time to time. Material changes will be communicated via email or in-app notification at least 30 days before they take effect.

13.2 Continued use of the platform after the changes take effect constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, you may cancel your subscription in accordance with clause 11.

14. Assignment

14.1 You may not assign or transfer your rights or obligations under these Terms without our prior written consent.

14.2 We may assign or transfer our rights and obligations under these Terms to any successor entity in connection with a merger, acquisition, reorganisation, or sale of all or substantially all of our assets, provided that the assignee agrees to be bound by these Terms.

15. Notices

15.1 Notices to you will be sent to the email address associated with your organisation's account, or displayed as an in-app notification. Notices are deemed received on the day sent if by email, or on the day displayed if by in-app notification.

15.2 Notices to us must be sent by email to [email protected].

16. General

16.1 Severability: If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, that provision shall be enforced to the maximum extent permissible, and the remaining provisions shall remain in full force and effect.

16.2 Third-party rights: No person other than the parties to these Terms shall have any right to enforce any of its provisions under the Contracts (Rights of Third Parties) Act 1999.

16.3 Waiver: No failure or delay by either party in exercising any right under these Terms shall constitute a waiver of that right.

17. Governing Law and Jurisdiction

17.1 These Terms are governed by and construed in accordance with the laws of England and Wales.

17.2 Any disputes arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

18. Contact

For any questions about these Terms, contact us at [email protected].