These terms govern the use of Report Kit 360, a web application for writing inspection and survey reports, provided by [Digital Depth Studio Ltd] (company number [company number], registered office [registered office address]), trading as Report Kit 360 (“we”, “us”). By creating an account or using the Service you agree to these terms on behalf of yourself and, where you create a workspace for an organisation, on behalf of that organisation (“you”, the “Customer”).
This is a draft for review by a legal adviser before publication. Items in square brackets must be completed or confirmed.
1. Definitions
- Service: the Report Kit 360 website, web application at portal.reportkit360.com, API, WordPress plugin and related documentation and support.
- Workspace: a company account within the Service. Reports, media, clients, snippets, templates, branding and members belong to a workspace. One subscription applies per workspace.
- Member: a person with access to a workspace, with the role of owner, admin, editor or viewer.
- Report: a document created in the Service from a template.
- Customer Content: everything you and your members put into a workspace: reports, photographs, documents, client records, snippets, saved templates, branding and settings.
- Plan: the Basic or Pro subscription and its features and limits as described on the pricing page and in the app.
2. Eligibility and accounts
2.1 The Service is for business and professional use. You must be at least 18 and able to enter a binding contract. If you are a consumer in the sense of the Consumer Rights Act 2015, [legal review: confirm whether consumer sales are accepted and, if so, the cooling-off and refund treatment].
2.2 You must give accurate account details, keep your password confidential and tell us promptly of any unauthorised use. You are responsible for what happens under your account and for your members’ compliance with these terms.
2.3 Email addresses must be verified before reports can be created or a plan purchased.
3. Plans, fees and payment
3.1 Plans. The current plans are Basic at £14.99 a month or £149 a year, and Pro at £49 a month or £470 a year, each for one member. Pro workspaces may add seats at £19 a month or £190 a year each. Basic workspaces may buy a top-up of 5 additional reports for £4.99 up to twice in a calendar month. Prices are in pounds sterling and [exclude VAT, which is added at the applicable rate / include VAT where applicable].
3.2 Features and limits. Each plan’s features and limits are described on the pricing page and in the app. In particular, Basic includes 10 new reports a calendar month, counted when a report is created or duplicated; editing, exporting and sharing existing reports are not counted. Pro has no monthly report limit. Pro-only features are visible on Basic but not usable.
3.3 Payment. Fees are billed in advance through Stripe. By subscribing you authorise recurring charges to your payment method until you cancel. Upgrades take effect at once with a pro-rated charge for the remainder of the period. Downgrades take effect at the end of the current paid period.
3.4 Failed payment. If a payment fails you keep full access for 7 days, after which the workspace becomes read-only (you can view and export but not create or edit) until payment succeeds.
3.5 Changes to fees. We may change fees on at least 30 days’ notice by email; changes apply from your next renewal after the notice period. If you do not accept a change you may cancel before it takes effect.
3.6 Refunds. Except where the law requires otherwise, fees are not refundable for partial periods, unused reports or seats. [Legal review: consumer cooling-off treatment, if applicable.]
3.7 Trials. No free trial is offered unless stated on the plan card at the time of purchase. Where a trial is offered, its length and whether a card is required will be stated there.
4. Cancellation and termination
4.1 You may cancel at any time from the Billing page or the Stripe customer portal. The subscription continues to the end of the paid period and does not renew. You may resume a pending cancellation before the period ends.
4.2 After a subscription ends you have 30 days to export Customer Content, including issued PDFs. After that period we may delete the workspace and its content.
4.3 We may suspend or terminate access if you materially breach these terms or the acceptable use policy, if your use creates a security or legal risk, or if payment remains outstanding beyond the read-only period. Where practicable we will give notice and an opportunity to remedy.
4.4 Sections that by their nature should survive termination (ownership, liability, confidentiality, governing law) do so.
5. Customer Content and ownership
5.1 You own your content. As between you and us, you own the Customer Content, including the reports you produce. You grant us a non-exclusive licence to host, store, render, back up, export, transmit and display Customer Content solely to provide the Service to you, including rendering share pages to people you share links with.
5.2 Your responsibility. You are responsible for the Customer Content: that you have the right to upload it, that it is accurate, that any personal data in it is processed lawfully, and that the professional opinions, ratings and recommendations in your reports are yours and appropriate to the engagement.
5.3 Share links. Anyone with a share link, and the password where set, can view the report until the link expires, reaches its view limit or is revoked. You are responsible for who you send links to and for the settings you apply.
5.4 Issued versions. Issuing a report stores a numbered version with its PDF and checksum. The Verify feature shows the fingerprint of an issued version so a recipient can compare it with a file they hold; it does not certify the content of the report.
6. Our intellectual property and templates
6.1 The Service, its software, design, documentation, system templates, themes, snippets we supply and the Report Kit 360 name and marks are owned by us or our licensors. You may use them only as part of the Service. Saved templates you create from your own structure are Customer Content, subject to our rights in any system template content they contain.
6.2 Standards-aligned, not approved. Our templates follow the structure that particular industries expect, in our own wording. Templates described as RICS-style, IEC 62446-style, ISO 6781-style or similar follow a structure only. Report Kit 360 is not affiliated with, approved by, certified by or endorsed by RICS, the IEC, ISO, BRE, the CAA or any other professional or standards body, and no template reproduces their material. Whether a template meets the requirements of a standard, a professional body or a client is for you to determine.
6.3 No professional advice. The Service is a tool for producing documents. It does not provide surveying, engineering, legal or other professional advice, and its checks, calculations, presets and AI features do not replace professional judgement.
6.4 Report Kit 360 mark. Reports produced on the Basic plan carry a footer strip, cover badge and share-page badge identifying Report Kit 360. These are removed by the white-label feature on Pro. You may not remove or obscure them by other means.
7. AI features
7.1 AI features are available on Pro and operate only with an API key you supply for a supported provider (currently Anthropic, OpenAI or Google). Your use of the provider is governed by your agreement with them, and the provider bills you directly. We store your key encrypted and use it only to make the calls you request.
7.2 Content is sent to a provider only when a member requests an AI task. We log each call’s provider, model, token counts and estimated cost. We do not guarantee the accuracy, completeness or suitability of any AI output. Every result is presented for review and is applied only when a member accepts it; blocks touched by AI are listed in the report’s provenance.
7.3 You are responsible for reviewing AI output before relying on it, for any disclosure your profession or client requires, and for complying with the provider’s terms. We limit AI calls to 60 per hour per workspace and may adjust limits to protect the Service.
8. Acceptable use
Use of the Service is subject to our acceptable use policy at /legal/acceptable-use/, which forms part of these terms.
9. Availability, support and changes
9.1 We aim to keep the Service available at all times but do not guarantee uninterrupted or error-free operation. We may carry out maintenance, with notice where practicable. No service level agreement applies unless agreed in writing.
9.2 Support is provided by email at [email protected] during [UK business hours]. We do not currently offer a guaranteed response time on any plan.
9.3 We may add, change or withdraw features. If we withdraw a feature material to your plan we will give at least 30 days’ notice by email or in the app. Downgrading from Pro to Basic does not delete content: Pro-only blocks remain in your documents and are shown as a placeholder until you upgrade again, custom themes fall back to a system theme, extra members are suspended and AI keys are retained encrypted for 90 days.
9.4 Limits on uploads, exports (30 per hour per workspace), API requests, storage and similar are as stated in the app and may be adjusted to protect the Service.
10. Data protection
Our privacy policy at /legal/privacy/ describes how we handle personal data, and section 13 of it contains the data processing terms that apply where we process personal data on your behalf. Those terms are incorporated into this agreement.
11. Confidentiality
Each party will keep the other’s confidential information confidential and use it only for the purposes of this agreement, except where disclosure is required by law. Customer Content is your confidential information. Our confidential information includes non-public information about the Service.
12. Warranties and disclaimers
12.1 We warrant that we will provide the Service with reasonable skill and care.
12.2 Except as stated in these terms, the Service is provided as is, and we exclude all other warranties, conditions and terms, whether express or implied, to the extent permitted by law, including as to fitness for a particular purpose, accuracy of calculations and outputs, and compatibility with any standard or professional requirement.
13. Liability
13.1 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 that cannot be limited or excluded by law.
13.2 Subject to 13.1, we are not liable for any loss of profit, revenue, business, contracts, goodwill or anticipated savings, loss or corruption of data (beyond restoring from our backups), or any indirect or consequential loss, arising out of or in connection with the Service.
13.3 Subject to 13.1 and 13.2, our total liability to you in any 12-month period is limited to the fees you paid for the Service in that period.
13.4 You are responsible for keeping copies of issued reports and other Customer Content you need to retain, for example by exporting PDFs. The Service provides versions and backups as a convenience, not as a guarantee against loss.
14. Indemnity
You will indemnify us against claims, losses and costs arising from Customer Content, from your breach of these terms or the acceptable use policy, or from reports or advice you provide to your own clients.
15. Third-party services
The Service uses Stripe for payments, your chosen AI providers for AI features, OpenStreetMap data for the map block and other third-party services listed in our privacy policy. Their terms apply to your use of them. We are not responsible for their availability or acts.
16. Changes to these terms
We may update these terms. We will post the new version here with its effective date and, for material changes, give at least [30 days’] notice by email or in the app. Continued use after the effective date is acceptance of the new terms.
17. General
17.1 These terms, the acceptable use policy and the privacy policy are the whole agreement between us about the Service and replace any earlier agreement.
17.2 Neither party is liable for failure caused by events outside its reasonable control.
17.3 You may not assign this agreement without our consent. We may assign it to a successor of the business.
17.4 If any part of these terms is found unenforceable, the rest continues in effect.
17.5 Notices to us go to [[email protected]] or the registered office; notices to you go to the owner’s email address on the account.
17.6 These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction, without prejudice to any mandatory consumer protections that apply where you are a consumer.
18. Contact
[Digital Depth Studio Ltd], trading as Report Kit 360 [registered office address] [[email protected]] · [email protected]