Hrmny Platform – Terms of Business (B2B Terms of Service) 

Effective Date: 18 May 2026 

Below is a summary table of the key clauses in these Terms and their purpose, followed by the full Terms in detail: 

Section	Purpose and Key Points
1. Introduction & Acceptance	Identifies the parties (Hrmny Ltd and the user) and confirms acceptance of these Terms by using the platform. Clarifies that all users, regardless of role, agree to the same core terms, and that continued use implies consent to any updated terms.
2. Definitions	Provides clear definitions of key terms used in the agreement – e.g. “Platform” (the Hrmny service), “Hrmny Ltd” (the Company), user roles like “Supervisory Body”, “Managing Authority”, “Assessor”, “Consultancy”, as well as terms like “Content” and “Services”. Establishes a shared vocabulary for the Terms.
3. Platform Services & Scope	Describes the scope of Hrmny’s services – what the platform does (e.g. digital workflow for assessments, notifications, secure data storage) and its intended use. Clarifies permitted uses (professional use for statutory assessments) and outlines any limitations (Hrmny is a support tool, not a provider of legal or medical advice, and not an emergency service). All user roles are covered by this unified service description.
4. User Accounts & Access	Explains how accounts are issued and managed. Confirms that only authorised users (invited by their organisation or Hrmny) may access the platform. Users must provide accurate information and keep credentials secure. Access is governed by role-based access controls (RBAC), meaning each user has permissions appropriate to their role (e.g., assessors see only their cases, and supervisory bodies see all cases within their authority). Hrmny may suspend or revoke accounts for security reasons, misuse, or if a user’s affiliation with a partner organisation ends.
5. User Obligations & Acceptable Use	Users must use Hrmny only for lawful, professional purposes related to its intended functions (e.g. managing DoLS or Care Act assessments). Key obligations include providing accurate information, respecting the privacy and confidentiality of data, and complying with all applicable laws and professional standards. Prohibits misuse of the platform: no unauthorised access or role abuse, no sharing of login credentials, no introduction of malware or harmful content, and no use of Hrmny to harass or violate others’ rights. Users must not attempt to circumvent security or access data beyond their authority.
6. Fees and Payment	(If applicable) Describes any fees for using the platform and payment terms. In most cases, your organisation will have a separate agreement or subscription with Hrmny covering fees. If you are directly responsible for payment, you must pay any applicable subscription or usage fees as agreed. Late payments may incur interest and result in access suspension. All fees are exclusive of VAT and payable in GBP, and continued use may be contingent on timely payment.
7. Data Protection & Privacy	Outlines how HRMNY and users handle personal data in compliance with UK data protection laws (UK GDPR and Data Protection Act 2018). Incorporates Hrmny’s Privacy Policy by reference and reminds users that they must only input or access personal data on Hrmny for legitimate purposes with proper authority. Hrmny will act as a data processor or controller, as appropriate, and implement appropriate security measures (encryption, access logs, etc.) to protect data. Users are responsible for any personal data they input – they must have the right to do so (e.g. necessary consents or statutory authority). They must handle all data lawfully and confidentially. Details on data subject rights and processing are in the Privacy Policy.
8. Intellectual Property Rights	Sets out ownership of intellectual property. Hrmny Ltd retains all IP rights in the platform software, features, and content provided by Hrmny. Users are granted a limited licence to use the platform for its intended purpose. Users must not copy, modify, or reverse-engineer the software. Hrmny’s trademarks and logos cannot be used without permission. Content that users upload (e.g. assessment information) remains the property of the user’s organisation or the rightful owner. Still, by using Hrmny, the user grants Hrmny Ltd the rights to host, process, and transmit that content as needed to provide the service.
9. Confidentiality	Both HRMNY and users must maintain the confidentiality of non-public information. Users agree to keep all information obtained through the platform (such as personal data, case details, or business information) confidential and not disclose it to unauthorised parties. This obligation continues even after use of the platform or termination of access. Permitted sharing (for example, with other authorised professionals on the same case, or as required by law) is allowed, but any broader disclosure is prohibited. Hrmny will likewise treat any confidential information about users or their organisations in confidence.
10. Disclaimers & Liability Limitations	Disclaims warranties and limits Hrmny’s liability to users. The platform is provided “as is” and “as available”, without warranties that it will meet all of the user’s requirements or that it will be error-free or uninterrupted. Hrmny does not guarantee any specific outcomes (e.g. meeting statutory deadlines or achieving legal compliance) and is not providing professional advice – it’s a tool to support, not replace, user judgment. Users remain responsible for fulfilling their professional and legal duties. Hrmny Ltd’s liability is limited to the maximum extent permitted by law: it will not be liable for indirect or consequential losses such as lost profits, lost data, or business interruption . Direct damages, if any, may be capped (for example, to a nominal sum or the amount paid for the service). Nothing in these Terms limits liability for death or personal injury caused by negligence, or for fraud or other liabilities that cannot be limited by law .
11. Indemnification	Requires users (and/or their organisation) to indemnify Hrmny Ltd for losses or claims arising from the user’s breach of these Terms or misuse of the platform . In practice, this means if you use Hrmny in violation of the Terms or law (for example, uploading illegal content, or misusing personal data) and it causes Hrmny to face legal claims or costs, you or your employer will be responsible for covering those costs. This protects Hrmny if user actions cause harm or liability. (Organisations may have separate indemnity obligations in their contracts with Hrmny; this clause ensures each user also bears responsibility for their own actions on the platform.)
12. Termination & Suspension	Explains how and when user accounts or this agreement can be terminated. Hrmny Ltd may suspend or terminate your access immediately if you violate these Terms (e.g. breach confidentiality, misuse the system, or jeopardize security) . Hrmny may also terminate access if required (for example, if your organisation’s contract ends, or if Hrmny discontinues the service). Users can stop using the platform at any time; if a user wishes to deactivate their account they should notify Hrmny or their organisation’s administrator. Certain provisions (such as confidentiality, data protection, and liability limits) will remain in effect after termination. If the platform is discontinued entirely, Hrmny will endeavour to give notice and facilitate return of data to client organisations or secure deletion in line with the Privacy Policy.
13. Dispute Resolution	Encourages resolution of any disputes regarding these Terms or the Hrmny service. Users agree to first contact Hrmny support to attempt an amicable resolution of issues. If a dispute cannot be resolved informally, the Terms are governed by English law (see Governing Law) and either party may seek resolution through the courts of England and Wales. (At Hrmny’s option, alternative dispute resolution such as mediation or arbitration could be pursued, but unless separately agreed, disputes will default to court resolution.) This section does not limit either party’s right to seek urgent legal relief if necessary.
14. Governing Law & Jurisdiction	Specifies that these Terms are governed by the laws of England and Wales, and any disputes will be subject to the exclusive jurisdiction of the English courts . This provides certainty that UK law applies. Users who operate from outside England and Wales are still agreeing to this jurisdiction for disputes.
15. General Provisions	Miscellaneous standard clauses to ensure the Terms are legally robust: Entire Agreement – these Terms (and referenced policies) constitute the entire agreement between you and Hrmny regarding platform use, superseding any prior understandings . Severability – if part of the Terms is found invalid, the rest remains effective . No Waiver – Hrmny’s failure to enforce any provision is not a waiver of its right to do so later. No Third-Party Rights – no one other than the user and Hrmny has rights under these Terms (the Contracts (Rights of Third Parties) Act 1999 is excluded) . No Partnership/Agency – using Hrmny does not make us partners or give either party power to bind the other. Assignment – Users may not transfer their rights or obligations under these Terms to others without Hrmny’s consent; Hrmny may assign its rights (for example, in a company reorganisation or to an affiliate) with notice. Notices – Specifies how official notices may be delivered (e.g. via the platform, email, or mail).
16. Artificial Intelligence (AI) Use and Limitations	The clause states that HRMNY’s AI only provides support, not decisions, must always be reviewed by professionals, may be imperfect, and that users remain fully responsible, with no liability on HRMNY for reliance on AI outputs.

 

1. Introduction and Acceptance

 

1.1 Parties.  

This is a legally binding agreement between Hrmny Ltd (“Hrmny”, “we” or “us”) and you, the end user of the Hrmny platform (the “User”). If you are using Hrmny on behalf of an organisation (such as your employer), you represent that you have authority to accept these Terms on their behalf. 

 

1.2 Acceptance of Terms.  

By registering an account or logging in to the Hrmny platform, you acknowledge and agree to these Terms of Business. If you disagree, you must not use or access the platform. These Terms take effect on the date you first accept them (e.g. by clicking “I Agree” or by using the platform) and remain in effect until terminated as per Section 12. 

 

1.3 Unified Agreement for All Users.  

These Terms apply uniformly to all categories of users of the Hrmny platform – including Supervisory Bodies, Managing Authorities, Professional Consultancies, and Assessors, among others. There are not separate terms for each role; instead, any role-specific obligations or permissions are addressed within this single agreement. By accepting these Terms, each individual user, regardless of role, enters into an agreement with Hrmny Ltd under the same core terms. 

 

1.4 Updates to Terms.  

Hrmny may modify or update these Terms from time to time (for example, to reflect changes in the law or the platform’s features). We will provide notice of material changes (e.g., via the platform or email). Continued use of the platform after updated Terms are posted constitutes your acceptance of the changes. If you do not agree to a change, you must stop using the platform. It is your responsibility to review any updates that are communicated. 

 

1.5 Relationship to Other Agreements.  

If your organisation has a separate written agreement with Hrmny (e.g. a master service agreement or pilot contract), these Terms of Business apply to your individual use of the platform in addition to that agreement. In the event of a direct conflict between these user Terms and the organisation’s contract with Hrmny, the organisation-level contract will prevail with respect to the conflicting provisions, unless otherwise stated. However, provisions herein relating to user conduct, acceptable use, and similar user-facing obligations are generally intended to complement any organisational agreement. 

 

2. Definitions

 

2.1 Defined Terms.  

In these Terms, the following capitalised terms have the meanings given below: 

• “Platform” or “Hrmny Platform” – The cloud-based software platform provided by Hrmny Ltd (including all websites, applications, and tools under Hrmny’s control) that enables digital management of statutory assessments and related services. This includes all components, features, and content made available through the platform. 

 

• “Hrmny Ltd” (also “we” or “us”) – Hrmny Ltd, the company providing the Platform. This includes our employees and authorised agents. 

 

• “User” (or “you”) – Any individual who accesses or uses the Hrmny Platform under these Terms. This includes, without limitation, the following sub-categories of users, as defined here: 

 

• “Supervisory Body” – an organisation (typically a local authority or NHS entity) that uses the Platform to oversee and authorise assessments (and its authorised personnel using Hrmny). 

 

• “Managing Authority” – an entity (e.g. a care home, hospital, or provider) that initiates or manages cases on the Platform (and its authorised personnel). 

 

• “Assessor” – an individual professional (such as a Best Interests Assessor, doctor, social worker, or other practitioner) who conducts assessments via Hrmny. This may include independent assessors engaged through a consultancy. 

 

• “Professional Consultancy” – a company or organisation that provides assessors or services via Hrmny (often contracting with Supervisory Bodies to supply assessment services). 
  (Each of the above is considered a User when accessing the Platform.) 

 

• “Services” – The services provided by Hrmny via the Platform, including but not limited to: case management workflows for assessments, AI-assisted form completion, automated notifications, data storage, collaboration features, and any support or maintenance services related to the Platform. 

 

• “Content” – Any data, information, text, files, or materials entered, uploaded, or transmitted by Users on the Platform. This includes assessment information, case documents, messages, notes, attachments, and any other user input. It also contains outputs generated by the Platform (e.g., completed forms or system-generated recommendations). 

 

• “Confidential Information” – All information, data, or material that is not publicly available and that is disclosed through the Platform or by one party to the other in connection with the Platform, which is either identified as confidential or would reasonably be considered confidential due to its nature. This includes personal data, case details, business plans, user lists, technical designs, and any non-public aspects of the Platform. (See Section 9 for obligations.) 

 

• “Privacy Policy” – Hrmny’s detailed policy document explaining how personal data is collected, used, stored, and protected on the Platform, as well as the rights of data subjects. The Privacy Policy is hereby incorporated by reference into these Terms (available via the Platform or Hrmny’s website). 

 

• “Applicable Law” – All laws and regulations applicable to the provision or use of the Platform, including without limitation the Data Protection Act 2018 and UK GDPR (for personal data), the Mental Capacity Act 2005 and other relevant health/social care laws (for statutory assessments), and any regulations or guidance from authorities like the Information Commissioner’s Office (ICO) relevant to data handling. 

 

• “Role-Based Access Controls (RBAC)” – The system of assigning user permissions based on role, which Hrmny uses to ensure that each User can only access the data and functions appropriate to their role and authority. For example, a Managing Authority staff member can create and view cases for their facility, an Assessor can only access cases they are assigned to, and a Supervisory Body manager can view all cases under their jurisdiction, etc., as configured in the Platform’s access settings. 

(Any other terms defined elsewhere in the text shall have the meanings there ascribed to them. Section headings are for convenience and do not affect interpretation.) 

 

3. Platform Services and Scope

 

3.1 Service Description.  

Hrmny provides a secure, cloud-based workflow platform designed to streamline complex statutory processes (such as Deprivation of Liberty Safeguards (DoLS) assessments, Care Act assessments, Mental Health Act evaluations, and related procedures) by connecting all relevant stakeholders in a single system. The Platform’s core functionalities include, among other things: 

• Case Management: Tools for creating, updating, and tracking assessment cases from initiation to closure, including assignment of cases to appropriate personnel and status monitoring. 

 

• Collaboration: A shared workspace where Supervisory Body officials, Managing Authority staff, independent assessors, and other authorised users can input information and view the progress of a case in real time, subject to access permissions. 

 

• Automation & AI Assistance: Features such as intelligent forms that pre-fill known information, automated document generation (e.g. producing required legal forms or reports based on data entered), and reminders/notifications for deadlines (the system tracks statutory deadlines and alerts users to upcoming due dates or lapsed authorisations). An AI module may provide suggestions or flag issues (for example, highlighting inconsistent answers or potential risks). Still, any AI suggestions are for support only and do not constitute professional advice. 

 

• Data Storage & Access: Secure storage of case information and uploaded documents, with audit trails and role-based access (see Section 4). Users can retrieve records, run searches on their cases, and generate reports as permitted by their role. 

 

• Support & Maintenance: Standard technical support services and user guidance (training materials, helpdesk contact) are provided to facilitate use of the Platform. Service levels (such as uptime targets or response times) may be described in a separate Service Level Agreement (SLA) with your organisation. Still, generally Hrmny aims for high availability and timely issue resolution. 

3.2 Permitted Use of Services.  

You may use the Platform and Services solely for their intended purpose of managing and participating in the specified assessment and care workflows within your professional role. All use must be in accordance with these Terms, any user guides or policies provided by Hrmny, and applicable law. You must not use Hrmny for any personal, household, or purely consumer purposes; it is provided for organisational and professional use in a B2B context (e.g. for local authorities, health providers, and their contractors). Examples of permitted use include: a hospital social worker using Hrmny to submit a DoLS referral; a Best Interests Assessor using Hrmny to complete an assessment form; a Supervisory Body manager using it to track and review authorisation decisions. 

 

3.3 Limitations and Disclaimers (Scope).  

The Platform is a tool to facilitate collaboration and record-keeping; it does not itself make decisions or issue legal authorisations. Hrmny is not an emergency service – it is not intended for real-time urgent notifications to safeguard life or liberty (e.g., it is not a 999 or emergency alert system). Users should have backup procedures for critical communications in case the Platform is unavailable. The Platform’s content (including any templates or AI outputs) is for informational purposes only and is not legally sufficient on its own; professionals must review and finalise assessments in accordance with their legal duties. Hrmny does not provide medical, legal, or clinical judgments; it provides a structured process and information management. No outcome is guaranteed by using Hrmny – for instance, using the Platform does not ensure that all statutory deadlines will be met or that an assessment will lead to a particular result. Those responsibilities remain with the relevant authority and professionals (see also Liability in Section 10). 

 

3.4 Prohibited Uses (Scope Constraints).  

You shall not use the Platform for any purpose outside the scope of the Services described above. For example, you must not use it to store or transmit content unrelated to the assessment processes (such as personal documents not pertinent to cases, or running an unrelated business on the side using the platform’s messaging). You must not use the Platform in a way that could damage, disable, or overburden it (e.g., automated data scraping or spamming the system with irrelevant information). Hrmny reserves the right to place reasonable limits on system use (such as API call limits, storage quotas, etc.) to ensure stable performance for all users. Any such limits will be communicated in advance if they materially affect usage. 

 

3.5 Service Modifications.  

Hrmny may enhance or modify the Services from time to time. We will strive to ensure that any changes do not materially reduce functionality for active users. If any significant feature is discontinued, we will provide reasonable notice and, if appropriate, update these Terms or related documentation. Hrmny also reserves the right to withdraw the Platform (in whole or part) after any ongoing contracts end, but would provide advance notice and assist client organisations in exporting their data if the service is terminated. 

 

4. User Accounts and Access

 

4.1 Account Registration and Eligibility.  

To use the Platform, you must have an account issued by Hrmny or by an authorised administrator of your organisation. Typically, user accounts are provisioned in coordination with your employer or contracting organisation – for example, when a local authority adopts Hrmny, its designated admin will invite staff users; or when an assessor joins a project, they are given login credentials. You should not attempt to access the Platform without an authorised account. By registering or being issued an account, you represent that you are doing so in your capacity as an employee or contractor of a partner organisation using Hrmny, or as an individual expressly permitted by Hrmny (such as an independent pilot participant). You also agree to keep your registration information (and profile details) accurate and up to date. 

 

4.2 Account Security and Credentials.  

Each User will have unique login credentials (such as a username and password, and possibly two-factor authentication) for their account. You must keep your credentials confidential and not share them with anyone. You are responsible for all activities that occur under your account. If you believe someone else has obtained your login information or accessed your account, you must notify Hrmny support immediately. Use of generic or shared accounts is prohibited; if multiple individuals need access, each will receive their own account. Hrmny employs security measures to protect accounts (including password encryption and multi-factor authentication where appropriate). Still, you must also do your part by choosing a strong password, safeguarding it, and logging out of the Platform when not in use. 

 

4.3 Role-Based Access & Permissions.  

Access to data and features on Hrmny is governed by Role-Based Access Controls (RBAC). This means your account will be configured with specific permissions based on your role (as defined in Section 2.1) and your organisation’s settings. For example, a Supervisory Body user may have access to view and approve all cases within their jurisdiction. At the same time, an Assessor may only see cases assigned to them, and a Managing Authority user can create a case and see the status for their facility, but not view other facilities’ cases. You agree to use only the access rights you have been granted and not to attempt to circumvent access controls. You should not access, or try to access, data that you are not authorised to view. Hrmny may monitor access and investigate any suspected violations of this rule. 

 

4.4 Onboarding and Verification.  

When your account is created, Hrmny or your admin may require certain verification steps (for instance, confirming your work email or completing training). You agree to complete any needed user onboarding procedures. Hrmny reserves the right to refuse or revoke accounts if there is doubt about a person’s authorisation or identity. The Platform may also periodically prompt you to re-verify information or accept updated Terms or policies; continued use will be contingent on completing such steps. 

 

4.5 Account Usage – Your Responsibilities.  

You must use your account personally and never allow others to use your account. If you are supervising others (e.g., a manager overseeing staff), you must ensure each person has their own account rather than sharing yours. You are also responsible for ensuring that any device you use to access Hrmny is secure (with up-to-date anti-virus and a secure network). If you access Hrmny via a shared or public computer, you must ensure you log out and close the browser to prevent unauthorised access. 

 

4.6 Suspension or Termination of Accounts by Hrmny.  

Hrmny may suspend or disable your account without notice if we detect or suspect any security threat or misuse (for example, if we suspect your account has been compromised or is being used in violation of these Terms). We will make efforts to contact you or your organisation’s administrator in such cases. Hrmny may also deactivate accounts that have not been used for an extended period or are no longer authorised (for instance, if your employment or contract with a Hrmny-partner organisation has ended). In non-emergency cases of alleged breach, we will typically provide notice and an opportunity to explain or correct the issue before termination (see Section 12 for Termination provisions). 

 

4.7 Administrator Access and Control.  

If your account is provided through an organisation (e.g. your employer), note that your organisation’s designated administrators may have the ability to access, monitor, or disable your account and any data within it. They may also instruct Hrmny to remove or export data associated with your account. Hrmny respects user privacy (see Section 7), but also recognises the employer’s rights over data entered on its behalf. Please use the Platform accordingly and do not expect personal content to remain private from your organisation on a work-related system. 

 

5. User Obligations and Acceptable Use

 

5.1 Lawful and Professional Use Only.  

You agree to use the Hrmny Platform only for lawful purposes and in a manner consistent with your professional responsibilities. You must comply with all Applicable Laws (including data protection, healthcare, and safeguarding laws) and refrain from any activity that would cause Hrmny to violate any law or regulation. The Platform is to be used for the facilitation of statutory assessments and related workflows, and for no other purpose. You are responsible for ensuring that your use of Hrmny (and any Content you input) meets any legal or compliance requirements that apply to you or your organisation. 

 

5.2 Accuracy of Information.  

You must provide accurate, complete, and truthful information when using the Platform. This includes data entered into assessment forms, case notes, individuals’ personal details, and any other Content. Given that Hrmny is used for legal and clinical processes where data integrity is critical, you should double-check entries for accuracy. If you discover any material error or omission in information you have submitted, you should correct it as soon as possible (and, if appropriate, notify affected parties or an administrator). Hrmny is not responsible for verifying the accuracy of user-provided Content, so the onus is on you to ensure information is reliable and up-to-date. 

 

5.3 Use of Personal Data and Confidential Data.  

If you input or access personal data (e.g., patient/client information, assessments, reports) on Hrmny, you must handle it confidentially and lawfully. Please do not download, screenshot, or share personal or sensitive information from the Platform outside of permitted uses (for instance, you may share within the Platform or through its features to other authorised users on the same case, but you should not export data and email it externally unless required and appropriately safeguarded). You should follow your organisation’s policies and Hrmny’s Privacy Policy regarding any use of data. Only access records that you are authorised to see and that you need to perform your role – accessing records out of curiosity or without a work reason is strictly prohibited. 

 

5.4 Prohibited Conduct. As a condition of use, you shall NOT: 

 

• Unauthorised Access: Attempt to access accounts, data, or areas of the Platform that you are not authorised to access. This includes attempting to elevate your privileges, using another user’s credentials, or finding security vulnerabilities. You shall not probe, scan, or test the vulnerability of the Platform’s security measures. 

 

• Circumventing Security: Bypass or undermine any security or authentication measures of the Platform. For example, you may not disable encryption, manipulate URLs to retrieve information not meant for you, or use tools to evade login or access controls. 

 

• Misuse of Communications: Use any messaging, commenting, or communication feature within Hrmny to send unlawful, harassing, defamatory, or obscene messages. Communications should remain professional and pertinent to the assessment work. Do not use the Platform to transmit spam, bulk unsolicited messages, or phishing attempts. 

 

• Malicious Activity: Introduce or transmit any viruses, malware, or other material that is technologically harmful or designed to disrupt the Platform’s functioning. You must not attempt to exploit the Platform to distribute malware to others. Similarly, do not use the Platform to upload content containing malicious code, corrupted files, or any similar software. 

 

• Illegal or Unauthorised Content: Upload or share any illegal Content, infringes on intellectual property rights, or violates privacy or other rights. This includes (but is not limited to) uploading documents that you have no right to share (e.g. copyrighted materials without permission, sensitive personal data without proper authorisation). Also, do not use the Platform to commit or assist in any unlawful act (such as fraud, identity theft, or unauthorised practice of a profession). 

 

• Interference: Interfere with or disrupt the integrity or performance of the Platform. This could be through automated scripts, excessive usage beyond reasonable operational limits, or any activity that materially slows down the system for other users. You also must not attempt to intercept any data on the network that is not intended for you. 

 

• Impersonation and False Identity: You must not impersonate any other person or entity or falsely state your affiliation with a person or entity. For instance, do not send messages that appear to come from someone else, or misrepresent your role in an assessment. 

 

5.5 Compliance with Policies.  

In addition to these Terms, you agree to abide by any user guidelines or policies provided by Hrmny from time to time, such as an Acceptable Use Policy, Code of Conduct, or IT security policy that may be relevant to the Platform’s use. Hrmny’s internal policies (for example, the Acceptable Use and System Access Policy, Confidentiality and Information Sharing Policy, etc.) set expectations for secure and ethical use; key points from those internal policies (like maintaining confidentiality, using only approved devices, etc.) are reflected in these Terms, and you are expected to uphold them. Suppose your employer or organisation has additional rules regarding use of Hrmny (e.g. that you only access Hrmny on work-issued devices, or that you follow specific record-keeping protocols). In that case, we strongly advise you to follow those as well, though any conflict between your organisation’s policy and these Terms should be raised so it can be clarified. 

 

5.6 User Cooperation.  

You agree to cooperate with any reasonable requests by Hrmny related to your use of the Platform – for example, assisting in investigating security incidents or complaints (to the extent such cooperation is consistent with your own duties and privacy obligations). We may, for instance, ask you to provide information about an unusual activity under your account, or to temporarily stop using the Platform in a certain way if it’s causing issues. Your cooperation can help ensure the Platform remains safe and effective for everyone. 

 

5.7 Consequences of Breach.  

Any violation of this Section 5 (User Obligations and Acceptable Use) is grounds for immediate suspension or termination of your access (as detailed in Section 12). Additionally, Hrmny or your organisation may take legal action if your misuse causes harm; you may also be subject to disciplinary action by your employer. We emphasise that these rules are crucial given the sensitive nature of the data on Hrmny and the potentially serious consequences of misuse in a health and social care context. 

 

6. Fees and Payment

 

(This Section applies to the extent that you or your organisation have payment obligations to Hrmny for use of the Platform. Individual end users typically will not pay fees directly, as the service is provided under an agreement with the user’s employer or contracting organisation. However, we include this section for completeness and for any cases where a user entity is directly subscribing.) 

 

6.1 Platform Fees.  

Access to and use of the Hrmny Platform may be subject to subscription fees or usage fees, as agreed in a separate contract or order form between Hrmny and the client organisation (such as a council or company). For example, an annual licence fee, per-user fee, or per-assessment fee might apply, depending on Hrmny’s pricing model. Unless you have a separate direct agreement with Hrmny, you as an individual user are not billed directly; instead, your organisation (the Hrmny customer) is responsible for paying for the service. 

 

6.2 Responsibility for Payment.  

If you are the designated representative of a customer organisation or if you signed up for a paid account on behalf of a business, you (or your organisation) agree to pay all applicable charges as per the agreed plan. Payment terms (such as currency, due dates, and invoicing frequency) will be specified in the relevant order or agreement. Invoices are typically due upon receipt or within a set number of days (e.g., 30 days net) and must be paid via the stated method (bank transfer, etc.). 

 

6.3 Late Payment.  

In the event that fees are not paid when due, Hrmny reserves the right to suspend access to the Platform or certain features for the users of the non-paying customer, after providing notice and a cure period (if required by contract) . Additionally, late payments may accrue interest at a reasonable rate – for example, statutory interest (which in the UK is 8% above the Bank of England base rate for business-to-business transactions) or another rate specified by Hrmny, from the due date until paid. Hrmny may also recover any legal or collection costs incurred in pursuing overdue amounts. 

 

6.4 Taxes.  

All fees are generally quoted exclusive of VAT (Value Added Tax) or other applicable sales taxes. If any such tax is due, it will be added to Hrmny’s invoices at the appropriate rate and must be paid by the customer (except for taxes on Hrmny’s income). You are responsible for any taxes or government charges applicable to your use of the Platform, other than taxes based on Hrmny’s net income. 

 

6.5 No Refunds 

. Unless explicitly agreed otherwise or required by law, fees are non-refundable. Suppose a subscription is terminated early (except due to a breach by Hrmny or as permitted by any money-back guarantee provision). In that case, the unused portion of the term is typically not refunded. Hrmny’s performance commitments (e.g. uptime or support) are addressed in service agreements, and any service credits or remedies for downtime would be provided as specified therein rather than through refunds. 

 

6.6 Changes in Fees.  

Hrmny may adjust the pricing for its services in future subscription periods. Any fee changes will not affect an active subscription term but will apply upon renewal or to new orders. We will give the customer advance notice of any price increase before it takes effect, in accordance with any notice period in the contract or, if none is specified, a reasonable time in advance (e.g., 60 days). If the customer does not agree to the new pricing, they may choose not to renew. 

 

6.7 Trial or Pilot Use.  

If you are using Hrmny under a free trial, pilot program, or evaluation agreement, you acknowledge that Sections 6.1–6.6 regarding fees may not apply during the trial period (no fee is charged). However, if your use transitions to a paid subscription after the trial, the agreed-upon fees will apply going forward. Hrmny will inform you or your organisation of the end of any free trial and the need to switch to a paid plan to continue using the service. 

 

(Note: This Section 6 is a general outline of fee obligations. Specific terms should be set out in your contract or order form. Individual users should refer to their employer or Hrmny contact for details on any financial arrangements.) 

7. Data Protection and Privacy

 

7.1 Compliance with Data Protection Laws.  

Both Hrmny and Users agree to comply with all applicable data protection and privacy laws regarding personal data processed on the Platform. This includes the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as well as any relevant guidance from the UK Information Commissioner’s Office (ICO). Given that Hrmny handles sensitive personal information (including health and social care data, which are special category data under GDPR), we emphasise strict adherence to these laws. Hrmny Ltd has implemented robust data protection measures and governance (as described in our internal policies and Privacy Policy ), and Users must likewise handle data in a lawful, fair, and transparent manner. 

 

7.2 Roles of Hrmny and User Organisations.  

For data protection purposes, the division of responsibilities is as follows: Hrmny Ltd acts as a Data Processor on behalf of the contracting organisation (e.g. a council or healthcare provider), which is the Data Controller for personal data that users input into the Platform. In practice, this means the organisation using Hrmny is primarily responsible for the data (determining the purposes and means of processing), and Hrmny processes it in accordance with that organisation’s instructions, as reflected in these Terms and the service agreement. In some cases, Hrmny may also be a Data Controller for specific data (for instance, account registration information or usage logs that we maintain for service delivery, or if we have direct contractual relationships with individual professional users). Hrmny’s Privacy Policy outlines these role distinctions in detail. Users, especially those who are staff of a Data Controller organisation, must ensure they have any necessary authority or consent to input personal data about individuals into the Platform. For example, a Managing Authority user should only share a patient’s details if it is lawful to do so for the assessment process (which it typically is under public task or legal obligation bases, given DoLS/Care Act frameworks). If in doubt, follow your organisation’s GDPR guidance. 

 

7.3 User Duties – Data Input.  

Only input personal data that is necessary for the assessment or case management purposes. This aligns with the data minimisation principle under GDPR. Do not use Hrmny as a general file storage for unrelated personal data. Ensure that any individual whose personal data is entered (e.g. the person being assessed, family members, professionals involved) has been provided with any required privacy notice or information about the processing, as required by law. Typically, your employer will have told service users that their data may be stored on Hrmny; make sure this has been done in line with your procedures. Suppose a service user exercises their data subject rights (such as a Subject Access Request to see their data, or a request for erasure or correction). In that case, you should promptly inform the appropriate person in your organisation or Hrmny’s Data Protection Officer, so that the request can be addressed in the platform context. 

 

7.4 Hrmny’s Duties – Platform Data Handling.  

Hrmny Ltd will process personal data entered into the Platform only for the purposes of providing and improving the Services, and as otherwise instructed by the Data Controller (the client organisation), in accordance with the terms of the Data Processing Agreement, which are likely included in our contract. Hrmny implements appropriate technical and organisational security measures to protect personal data against unauthorised access, loss, or breach. These measures include encryption of data in transit and at rest, regular security testing, access controls (see Section 4.3), and staff training on confidentiality. In the event of a data breach involving the Platform, Hrmny will notify the affected client organisations without undue delay and assist in any required notifications or remedial steps . Hrmny also assists clients in fulfilling GDPR obligations such as responding to data subject requests or conducting Data Protection Impact Assessments, as needed. For more details on how Hrmny handles personal data, please review our Privacy Policy and any Data Processing Addendum in the service contract. 

 

7.5 Confidentiality of Personal Data.  

All personal data processed via Hrmny is also subject to confidentiality obligations (see Section 9). Hrmny ensures that its personnel and any sub-processors are under appropriate confidentiality commitments. As a User, you likewise must treat personal data as confidential and not disclose it except as allowed. For instance, you may discuss a case with another authorised professional who is also involved, but you should not download case details and share them outside authorised channels. Recognise that much of the data on Hrmny (health information, mental capacity assessments, etc.) is highly sensitive; mishandling such data could harm individuals and violate the law. 

 

7.6 Privacy Policy and Consent.  

By using Hrmny, you acknowledge Hrmny’s Privacy Policy and agree that Hrmny may process personal data in accordance with that policy (and these Terms). From the user side, you confirm that you have any necessary consents or legal bases to provide any personal data to the Platform. For example, if you upload documents containing personal data about a patient or other person, you should have the right to do so either because it’s required for statutory purposes (public task/legal obligation) or because the person has consented or been informed via your organisation’s privacy notices. Do not upload personal data that clearly should not be there (e.g. unrelated personal details). If you inadvertently upload something in error, contact support so it can be securely deleted if needed. 

 

7.7 Data Access and Audit Logs.  

The Platform creates audit logs of user activities (such as data entries, edits, views, and exports) to maintain an audit trail for compliance and security. These logs are used for monitoring proper use, troubleshooting, and demonstrating compliance (e.g. showing who accessed a record and when). Hrmny may monitor usage patterns and logs for misuse or suspicious behaviour – any monitoring will be conducted in accordance with applicable privacy laws and our legitimate interests in ensuring platform security. By using Hrmny, you consent to such monitoring. Users are not permitted to disable or obscure these logging features. 

 

7.8 Retention and Deletion.  

Personal data on the Platform will be retained in accordance with the client organisation’s data retention policies and Hrmny’s contractual commitments. Hrmny does not delete or purge data arbitrarily; data will typically be retained as long as an organisation remains a client and for a period thereafter, as needed for legal or backup purposes. However, if you delete or archive a specific record through the Platform interface, it will no longer be accessible to users (though it might remain in backups or audit logs for a time). Upon termination of a client’s subscription, Hrmny will provide for the return or deletion of personal data after an agreed retention period, except to the extent retention is required by law. Users should follow their internal record-retention protocols and not use Hrmny as the sole repository for records that need to be kept offline beyond Hrmny’s retention period, unless the service agreement provides long-term retention. 

 

7.9 Data Exports and Integrations.  

The Platform may allow data export (e.g. downloading a CSV of specific data or printing a report). It may integrate with other systems (like a local case management system or email). When using such features, ensure that any data you export or transfer is handled with appropriate care outside the Platform. Once data leaves Hrmny, it’s under your/your organisation’s control. Hrmny may offer integrations via secure APIs; use of any integration must be authorised and configured in compliance with data protection requirements (for example, ensuring any receiving system is secure and compliant). 

 

If you have privacy-related questions or need to contact Hrmny’s Data Protection Officer (DPO), please email sonam@hrmny.uk. 

 

(In summary, this Section 7 underscores that data protection is a shared responsibility: Hrmny provides a compliant platform and processes data lawfully, and Users must use it in ways that respect individuals’ privacy rights and comply with the law. Serious breaches of data protection terms may result in suspension (Section 12) and potential legal consequences.) 

 

8. Intellectual Property Rights

 

8.1 Hrmny Platform IP Ownership.  

All Intellectual Property Rights (IPR) in and to the Hrmny Platform and Services, including the software, code, databases, algorithms, design, user interface, logos, trademarks, and all content provided by Hrmny, are and shall remain owned by Hrmny Ltd or its licensors. Except for the limited rights expressly granted to users in these Terms, Hrmny retains all rights, title, and interest in the Platform. Using the Platform does not transfer ownership of any Hrmny IPR to you or your organisation. You may not remove any copyright, trademark, or other proprietary notices from the Platform interface or outputs. 

 

8.2 Licence to Use the Platform.  

Subject to your compliance with these Terms and any applicable subscription agreement, Hrmny Ltd grants you a limited, non-exclusive, non-transferable, revocable licence to access and use the Platform and Services solely for your organisation’s internal business purposes in connection with statutory assessment workflows. This licence allows you to use Hrmny’s features and to download or print materials from the Platform as necessary for those purposes. For example, you can generate a PDF of an assessment report for a case and share it with relevant parties as part of your work. You may not use the Platform or any part of its content for commercial exploitation outside the scope of our service (e.g. you can’t resell the Platform or build a competing product using Hrmny’s intellectual property). 

 

8.3 Restrictions.  

Except as permitted by applicable law or expressly by Hrmny in writing, you agree not to: (a) copy, modify, adapt, or create derivative works of the Platform’s software or any content provided by Hrmny; (b) reverse-engineer, decompile, or disassemble any part of the Platform (except to the extent such restriction is prohibited by law – even then, any reverse engineering for interoperability must first request needed info from Hrmny); (c) rent, lease, lend, sell, sublicense, or redistribute the Platform to any third party; (d) use any of Hrmny’s trademarks, branding, or logos without prior permission (other than incidental use as maybe allowed, e.g. using the Hrmny name to refer to the service); and (e) use or reproduce any portion of the Platform’s code or design in any unauthorized manner. 

 

8.4 User Content Ownership.  

You (or your employer/client) retain ownership of all Content and data that you upload or input into the Platform, subject to the rights granted to Hrmny below. For instance, if you write an assessment report or upload a document, neither Hrmny nor other customers gain ownership of that text – it remains yours or your organisation’s property. Hrmny does not claim ownership over such User-provided material. It is your responsibility to ensure you have the rights needed to use any content you input (e.g. if uploading a document created by someone else, that you have permission or it’s your organisation’s property). By inputting content, you represent that doing so and granting the licence below does not infringe any third-party rights. 

 

8.5 Licence of User Content to Hrmny.  

For Hrmny to operate the Platform, you grant Hrmny Ltd (and its subprocessors or contractors acting on its behalf) a non-exclusive, worldwide, royalty-free licence to host, store, cache, reproduce, transmit, and otherwise use your Content solely as needed to provide the Services to you and other authorised users . This includes the right to display the content to you and those you share it with, to make backup copies, to move the data within our systems, and to format it appropriately. For example, if you upload a form, we might store multiple copies across servers for reliability; if you enter text, we might process it to create a summary for you. Hrmny will not use your Content for any purpose outside of providing and improving the Platform without your permission. This licence lasts as long as your Content is stored on the Platform. Once you remove Content or it is deleted per retention rules, our licence to that item ends (aside from transient backup copies or as required for legal compliance). 

 

8.6 Contributions and Feedback.  

If you provide Hrmny with any feedback, suggestions, or ideas to improve the Platform, Hrmny may use and incorporate such feedback without any obligation to you. Hrmny owns any enhancements or features developed based on your feedback. Providing feedback is entirely optional, but we welcome improvement suggestions. Similarly, if you participate in any content creation on the platform that is intended for general use (for instance, you help draft a generic template form or best practice guide within the platform interface), and if it’s not specific to your cases, Hrmny may incorporate that into the service for all users – in such cases, Hrmny will own the resulting template or guide. 

 

8.7 Third-Party Materials.  

The Platform may include third-party components or libraries (open source or licensed) or integrate with third-party services (like mapping services, email, etc.). All third-party materials remain the property of their respective owners and are subject to their licence terms. Nothing in these Terms grants you rights to third-party software outside your permitted use of the Platform. We will list any open source components and their licences in the documentation as required. Use of third-party integrations (say, sending an email via Outlook integration) may also be subject to those providers’ terms (like Microsoft’s terms for Outlook); it’s your responsibility to comply with any such terms if you choose to use an integration. 

 

8.8 Trademark Note.  

“Hrmny” and the Hrmny logo are trademarks of Hrmny Ltd. Other trademarks, service marks, and logos used and displayed on the Platform may be trademarks of their respective owners (for example, names of external systems or partner logos, if included). You are not granted any licence or right to use any of these trademarks except as expressly allowed (such as using the “Hrmny” name to refer to the service truthfully). Any goodwill generated from the use of Hrmny’s marks shall inure to the benefit of Hrmny Ltd. 

 

8.9 Reservation of Rights.  

All rights not expressly granted in these Terms are reserved by Hrmny. This means if we haven’t explicitly given you a right with respect to the software or content, it’s not granted. In case of any doubt about whether a use is allowed, please seek clarification from us. 

 

9. Confidentiality

 

9.1 Confidential Information Defined.  

For purposes of these Terms, “Confidential Information” includes any non-public information that either party (you or Hrmny) discloses to the other in relation to the Platform or these Terms, whether orally, in writing, or through the Platform. In particular, the Platform facilitates access to highly sensitive information – notably, personal health and social care information about individuals undergoing assessments. All such information, as well as business or technical information about Hrmny or user organisations (such as case strategies, user lists, system designs, pricing, etc.), is considered Confidential Information. However, information is not confidential if it: (a) is or becomes publicly available through no breach of these Terms; (b) was known to the receiving party before disclosure without confidentiality obligations; (c) is received from a third party without breach of any confidentiality obligation; or (d) is independently developed by the receiving party without reference to the confidential info. 

 

9.2 Obligation of Confidence.  

Both parties agree to keep Confidential Information private and secure. If you obtain access to any Confidential Information via Hrmny (for example, you see sensitive case details), you must not disclose that information to any person or entity outside of those authorised to know it for the assessment or your work. Similarly, Hrmny will not disclose your organisation’s confidential information except to provide the service or as required by law. This mutual confidentiality obligation continues during and after your use of the Platform. You must use at least reasonable care (no less than the care you use to protect your own confidential info) to safeguard any Confidential Information. In practical terms, this means: do not discuss cases or platform data with unauthorised individuals; do not leave printouts of case data unattended; do not allow others to shoulder-surf your screen with sensitive info; etc. Electronic data on the Platform is encrypted and access-controlled – maintain those protections by not copying data outside where it could be exposed. 

 

9.3 Permitted Disclosures.  

You may disclose Confidential Information only to the extent necessary to fulfil your duties or as permitted by the disclosing party. For example, it is understood that sharing within the Platform to other authorised users is allowed. Indeed, that’s the purpose of Hrmny (e.g., a Managing Authority shares an individual’s case data with the Supervisory Body via the Platform). Also, you may discuss an individual’s case with colleagues who are involved or need to be consulted (if done in a secure/private setting). If you are required by law or regulation to disclose certain information (e.g. a court order or a statutory obligation to report), you may do so, but if feasible, you should give notice to the affected party (like Hrmny or your organisation) to allow them to seek protection for the information. Hrmny may likewise be required to disclose information to regulators or governmental authorities (for instance, if required under safeguarding laws or to comply with a legal investigation); in such cases, Hrmny will disclose only what is necessary and, if permissible, will notify the relevant client or user. 

 

9.4 Exceptions for Pre-existing Knowledge.  

If you, as a professional, already know certain facts outside of Hrmny, just because they are also present on Hrmny doesn’t gag you from your normal knowledge. For instance, if a doctor is aware of a patient’s condition from treatment, that knowledge doesn’t become “confidential” just by being on Hrmny – but the manner and medium of presentation on Hrmny is confidential. In short, handle information obtained via Hrmny with confidentiality, even if you could have known it elsewhere. When in doubt, treat it as confidential unless it’s clearly public info. 

 

9.5 Protection of Hrmny’s Confidential Info.  

You may also learn confidential business information about Hrmny itself (not just case data). For example, you might see non-public details about Hrmny’s software, pricing, or product plans if shared with you. You agree not to use Hrmny’s confidential business information for any purpose outside your scope of use (for instance, if you learn about Hrmny’s software design, you shouldn’t use that knowledge to develop a competing solution). 

 

9.6 Return or Destruction.  

Upon termination of your use or upon Hrmny’s request, you should delete or return any Confidential Information of Hrmny in your possession (this typically pertains to any documents or downloads containing such info). With respect to case data and personal data, handling after termination is covered in Section 12 and our policies (generally, Hrmny will facilitate the extraction of your organisation’s data and then delete it). Users should ensure that any files they personally exported from Hrmny are securely handled post-termination, either by returning them to their organisation or securely destroying them if no longer needed. 

 

9.7 Duration.  

These confidentiality obligations endure even after you stop using Hrmny. For business confidential info, a common duration is at least two (2) years after termination of use, but for personal data and sensitive case info, the obligation never really expires because those details remain sensitive indefinitely (also protected by law, like the standard law duty of confidentiality in healthcare). So, consider yourself permanently bound to keep personal and sensitive information secret unless lawfully disclosed. Hrmny’s obligation to keep your organisation’s information confidential also continues indefinitely with respect to personal data and for a similar two-year period for pure business info. 

 

9.8 No Third-Party Beneficiaries of Confidentiality.  

This Section is mainly between you and Hrmny. However, it is worth noting that the duty to protect personal data also serves to protect the individuals to whom the data relates. Those individuals (patients, etc.) are not formal parties to this contract, but Hrmny and users both owe them duties under privacy laws. The Contracts (Rights of Third Parties) Act is disclaimed under Section 15, so individuals don’t gain direct contractual rights, but confidentiality for their sake is crucial, both ethically and legally. 

 

9.9 Remedies.  

Unauthorised disclosure of Confidential Information, especially personal data, can cause irreparable harm. If you breach confidentiality, Hrmny or your organisation may seek immediate injunctive relief and pursue other remedies. Likewise, if Hrmny were to disclose your confidential info improperly, you or your organisation could seek legal remedies. The aim is to underscore that these are not idle promises – there are serious consequences and potential liabilities for confidentiality breaches (including potential fines under data protection laws). 

 

10. Disclaimers and Limitation of Liability

 

10.1 Platform Provided “As Is”.  

Hrmny provides the Platform and Services on an “as is” and “as available” basis. To the maximum extent permitted by law, Hrmny disclaims all warranties, conditions, or representations of any kind, express or implied, with respect to the Platform. This includes any implied warranties of merchantability, satisfactory quality, fitness for a particular purpose, or non-infringement. Hrmny does not warrant that the Platform will meet all of your requirements, or that operation of the Platform will be uninterrupted, timely, secure, or error-free. While we strive for a high-quality service, we cannot guarantee the Platform will be free of minor bugs or that any particular integration or feature will always function without error. Use of the Platform is at your own risk and with your own professional judgment. 

 

10.2 No Professional Advice or Verification by Hrmny.  

You acknowledge that Hrmny is a workflow and data management tool, not a provider of medical, legal, or professional advice. Any guidance or outputs from the Platform (for example, automated alerts, AI-generated text suggestions, or template forms) are for informational support only. Users (assessors, doctors, social workers, etc.) remain fully responsible for their professional decisions, conclusions, and actions. Hrmny does not verify the accuracy of data entered by users; nor does it guarantee that using the Platform will result in compliance with any laws or standards – that responsibility lies with the users and their organisations. For instance, if Hrmny flags that a statutory deadline is approaching, and for some reason that alert fails or is delayed, the duty was still on the supervisory body to track deadlines by other means as needed. Always double-check critical information; do not rely solely on Hrmny for anything that could lead to significant harm if wrong or delayed. 

 

10.3 Limitation of Liability.  

To the extent permitted by law, Hrmny Ltd’s total aggregate liability to you (or your organisation) for any claims arising out of or in connection with the use of the Platform or these Terms shall be limited. In a typical scenario, since individual users do not pay for the service, Hrmny’s direct liability to an individual user is minimal (and any remedies would usually be through the organisation’s contract). If you do have a direct claim, Hrmny’s liability would likely be capped at a nominal amount (for example, £100 or an equivalent) or, if you paid any fees personally, the amount of fees paid by you for the service in the past 12 months. Hrmny will not be liable for any damages in excess of such cap, whether in contract, tort (including negligence), or otherwise. 

 

10.4 Exclusion of Consequential Damages.  

Hrmny is not liable for indirect, consequential, or special damages under any circumstances. This exclusion includes, for example: loss of profits, loss of business or contracts, loss of anticipated savings, loss of data or corruption of data, loss of goodwill or reputation, or any other intangible losses or consequential damages arising from use of or inability to use the Platform . Even if Hrmny was advised of the possibility of such damages, we will not cover those. For example, if the Platform experienced downtime and, as a result, a council missed a legal deadline. It was fined or suffered reputational damage, Hrmny would not compensate those indirect losses. The Platform is a tool, and while we of course aim to avoid downtime and errors, the ultimate risk of operational impacts lies with the user organisations. 

 

10.5 Specific Situations.  

Without limiting the general exclusions, Hrmny will not be liable for: (a) delays or failures outside our reasonable control (e.g. force majeure events, internet outages, third-party service failures); (b) any actions you take based on information on the Platform – for instance, if an AI summary misinterprets something and you rely on it improperly, that’s not on Hrmny (always verify critical outputs); (c) compliance failures that are due to user error (e.g. if a user enters incorrect data or doesn’t follow up on a notification, any resulting legal breach is not Hrmny’s liability); (d) security breaches or access by unauthorised persons arising from your failure to keep your account secure or other user-side lapses, so long as Hrmny’s own security was not the cause. 

 

10.6 Non-Excludable Liabilities.  

Nothing in these Terms excludes or limits our liability for any matter that cannot be excluded or limited under English law. This includes: liability for death or personal injury caused by Hrmny’s negligence (if that situation were to arise), or for fraud or fraudulent misrepresentation by Hrmny, or any other liability which by law cannot be limited or excluded. Additionally, any statutory rights you have as a consumer (if you are deemed a consumer in some context) are not affected. However, given that this is a B2B service, consumer law is unlikely to apply to your use. 

 

10.7 Applicability to Organisation Contracts.  

If you are reading these Terms as an individual user but your organisation has a contract with Hrmny, note that the contract will typically contain its own detailed limitation-of-liability clauses (often similar in effect to these, but possibly with different cap amounts negotiated). These Terms are not intended to increase Hrmny’s liability beyond what is agreed with the organisation. In the event of a conflict, the liability terms in the organisation’s contract may prevail for claims brought by the organisation. These Terms primarily govern your relationship at the user level, and provide that you cannot personally claim broad damages from Hrmny outside that framework. 

 

10.8 Allocation of Risk.  

The pricing and structure of Hrmny (including the offering of a unified platform accessible to many users) are based on the risk allocation outlined in this Section 10. That is, Hrmny assumes that users and their organisations accept the limitations of liability in exchange for the benefits of the service. Users and their employers are in the best position to mitigate any potential losses by following best practices (e.g. keeping backups of key documents, monitoring compliance deadlines independently, etc.), and by maintaining appropriate insurance if needed. By using Hrmny, you acknowledge that these liability limitations are reasonable and reflect the agreed allocation of risk. 

 

11. Indemnification

 

11.1 User Indemnity to Hrmny.  

You (and/or your organisation, as appropriate) agree to indemnify, defend, and hold harmless Hrmny Ltd and its officers, directors, employees, and agents from and against any claims, liabilities, losses, and expenses (including reasonable legal fees) that arise out of or relate to:  

(a) your breach of these Terms;  

(b) your misuse of the Platform; or  

(c) any content or data you input into the Platform that infringes someone’s rights or causes harm. 

 

In simpler terms, if your actions (or content) on Hrmny cause Hrmny to face a lawsuit or incur costs, you or your company will step in to protect Hrmny and cover those costs. For example, if you upload a document you had no right to use, and a third party sues Hrmny for IP infringement, you/your employer should cover Hrmny’s defence and any resulting damages. Or if you violate privacy laws in how you use Hrmny and that causes fines or claims against Hrmny, you/your employer would be responsible for those. This indemnity helps ensure that the responsibility for wrongful user conduct falls on the user (or their organisation), not on Hrmny, which was acting as a service provider. 

 

11.2 Organisation’s Role.  

Typically, because you are using Hrmny within an organisation, the primary indemnifier will be your organisation (the Hrmny customer). Many organisation-level contracts have an indemnity clause requiring the organisation to indemnify Hrmny for actions of its users. By accepting these Terms, you personally agree to indemnify as well. Still, Hrmny may choose to seek a remedy directly from the organisation (employer) since they often have deeper resources and insurance. This clause ensures that either the individual or the organisation (or both) can be held accountable for misuse. It’s expected that if you were acting in the course of your employment, your employer would address the indemnity (and perhaps discipline you separately). 

 

11.3 Procedure.  

If Hrmny seeks indemnification, we will: (a) promptly notify you (or your organisation) in writing of the claim or loss (although failure to promptly notify will only lessen obligations if it materially prejudices defense); (b) allow you/your organisation to control the defense and settlement of the claim, provided you diligently pursue it and any settlement fully releases Hrmny of liability and does not impose any non-monetary obligations on Hrmny without consent; and (c) cooperate reasonably (at indemnifying party’s expense) in the defense. Hrmny has the right to participate with counsel of its choice at its own expense, but you/your org will have primary control if you honour these conditions. If a conflict of interest exists or you fail to defend reasonably, Hrmny may assume control of its defence, and you will still be responsible for costs and any damages. 

 

11.4 Excluded Matters.  

You will not be responsible for indemnifying Hrmny to the extent a claim arises solely from Hrmny’s own breach of these Terms or gross negligence/misconduct. For instance, if Hrmny’s code had a flaw that directly caused a particular type of data breach, Hrmny wouldn’t ask you to cover that. Indemnities here mainly cover user-caused issues or misuse. 

 

11.5 Hrmny’s Indemnity (if any).  

These Terms do not explicitly require Hrmny to indemnify users, as any claims a user faces for lawful use of the service would typically be covered by Hrmny’s obligations under its contract with the organisation. However, Hrmny does in practice defend its users for claims arising from Hrmny’s operation of the Platform (e.g. if a third party sued a user alleging that the user’s use of Hrmny (as intended) infringed a patent held by that third party, Hrmny would likely step in to defend such claims as long as the user was using the platform properly). Hrmny might include an indemnity in the organisation contract for IP infringement by the platform. For these Terms, we state that Hrmny will indemnify users for third-party claims that the Platform itself (excluding user content) directly infringes a third party’s UK intellectual property rights, provided that you promptly notify us of the claim and allow us to control the defence. If such infringement is found, Hrmny may either procure the right for you to continue using the Platform, or modify/replace it to avoid infringement, or, if those are not feasible, terminate your use with a refund of any prepaid fees for the unused period. This is essentially to reassure you that you won’t be left on your own if someone wrongly sues you just for using Hrmny as provided. 

 

11.6 Survival.  

This indemnity obligation survives any termination of the Terms or your use of Hrmny, meaning if a claim arises after you’ve stopped using the platform but relates to when you did use it, the obligation to indemnify still applies. 

 

12. Termination and Suspension

 

12.1 User-Initiated Termination.  

You may stop using the Platform at any time. If you wish to terminate your individual account, you can request account deactivation through Hrmny support or your organisation’s administrator. Simply ceasing to use the Platform or uninstalling any apps will also effectively terminate your use, though your account may remain technically active until deactivated. Keep in mind that even if you terminate your personal use, your organisation might continue to use Hrmny and retain the data you entered as part of its records. Suppose you leave your organisation (e.g. change jobs). In that case, you should no longer access Hrmny under that organisation’s account, and the admin should revoke your credentials. It is the organisation’s responsibility to inform Hrmny to deactivate or transfer any accounts when personnel changes occur. 

 

12.2 Hrmny Suspension or Termination (for Cause).  

Hrmny may immediately suspend or terminate your access (or the access of any user) if we determine that: (a) you have materially breached these Terms (for example, by violating Section 5 on Acceptable Use, or Section 9 on Confidentiality); (b) your account has been used in a manner that poses a security risk or may subject Hrmny or others to liability; (c) we have been informed that your organisation no longer authorises you to use Hrmny; or (d) required by law or a governmental authority (e.g. in case of unlawful conduct or pursuant to a legal order). In many cases, if the situation allows, we will provide a warning or ask you to remedy a breach before terminating. However, serious violations (such as willful data misuse) can result in immediate revocation of access without prior notice. Suspension might be used as an interim measure (for instance, to investigate a suspected breach) and can be lifted if issues are resolved. 

 

12.3 Hrmny Termination (no Cause). 

Hrmny reserves the right to discontinue the Platform or terminate any user account at the end of a subscription period or pilot period, or with reasonable notice, even without cause. If Hrmny were to shut down the service entirely, we would aim to give advance notice (e.g. 30-60 days) to all affected users and organisations and help with data export. If we terminate an individual account not tied to a contract (rare scenario), we would also give notice (unless it falls under 12.2 reasons). Typically, as long as the organisation remains in good standing and continues to use the service, individual user access persists. 

 

12.4 Effect of Termination – User Level.  

When a user’s access is terminated, the user must immediately cease using the Platform. Any Platform software or documentation in their possession should be deleted. The user’s login will be disabled. The data and content the user contributed remain with the client organisation’s account – we do not typically delete case data just because one user left; instead, it stays available to other permitted users of that organisation (because the records belong to the organisation, not the individual). The user continues to be bound by the surviving Sections (such as confidentiality, data protection, IP, and liability) even after they no longer use Hrmny. If an individual is terminated for misconduct, Hrmny may coordinate with the client organisation to ensure any necessary remediation of issues (like investigating if they downloaded data, etc.). 

 

12.5 Effect of Termination – Organisation Level.  

Suppose the contract between Hrmny and a client organisation terminates (for example, the organisation decides not to renew, or Hrmny terminates for breach or end-of-service). In that case, all user accounts under that organisation will be deactivated as of the termination effective date. In such an event, Hrmny will typically allow the organisation to export its data before access ends. Once terminated, Hrmny will revoke access for all users of that client and then delete or archive the data, as agreed (often after a retention period). Users from that organisation should return or delete any Hrmny-derived data in their possession unless instructed otherwise by their organisation (since the org might have taken its own copy). 

 

12.6 Surviving Provisions.  

Termination of access does not end all obligations. In particular, the following provisions survive: Data Protection & Privacy (Section 7) – to the extent you still hold any data, you must keep it confidential; Confidentiality (Section 9) – indefinitely as to info obtained; Liability limitations (Section 10) – for any incidents that occurred while Terms were in effect; Indemnity (Section 11) – for any claims arising from your use; Governing Law & Jurisdiction (Section 14); and General provisions (Section 15). Basically, any clause which, by its nature, should continue will continue to bind you even after you stop using the Platform. 

 

12.7 Data Portability.  

Hrmny supports data portability upon termination at the organisation level. While this is handled by the organisation, as a user, you should be aware that your employer/client can request all data in a standard format (e.g., a database extract) at termination so that the records can be maintained or migrated elsewhere. If you individually need access to records after termination for legal reasons (say, you authored a report and later it’s needed in court), you would have to coordinate with the organisation or Hrmny for lawful access – direct user access to Hrmny post-termination won’t be available. Still, the data isn’t destroyed immediately and can be retrieved for legitimate needs. 

 

12.8 No Liability for Termination. 

 Neither Hrmny nor the user’s organisation will be liable to the other for compensation, damages, or any other relief solely because of the lawful termination of access or the contract, provided that such termination was in accordance with these Terms or the service agreement. In plain terms, you won’t sue Hrmny for cutting off your access per the contract, and Hrmny won’t sue a user for deciding to leave. The only exception is if termination is wrongful (breach of contract), then the usual contract remedies apply. 

 

13. Dispute Resolution

 

13.1 Initial Resolution Efforts.  

Hrmny is committed to customer satisfaction and data partnership. If you have any dispute, claim, or concern arising from these Terms or your use of the Platform, we encourage you first to contact Hrmny’s support or account management team to seek an informal resolution. Often, issues can be resolved quickly through communication. For example, if you believe Hrmny has not met an obligation or there is a misunderstanding, raising it informally may lead to an explanation or corrective action without the need for a formal dispute. 

 

13.2 Escalation.  

If an informal resolution is not achieved, the matter should be escalated through the proper channels. If you are part of an organisation, typically your organisation’s contract with Hrmny might outline an escalation path (e.g. project manager, then executive sponsor on each side). Even as an end user, you may escalate through your management to liaise with Hrmny. Both parties should act in good faith to resolve the dispute amicably. 

 

13.3 Governing Law.  

Should a dispute require legal action, these Terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter shall be governed by and construed in accordance with the laws of England and Wales. This governing law applies regardless of your location (even if you use the Platform in Scotland or Northern Ireland, or outside the UK, English law will govern the interpretation of the Terms and resolution of disputes). 

 

13.4 Jurisdiction.  

The courts of England and Wales have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or their subject matter or formation (including non-contractual disputes or claims). By agreeing to these Terms, you consent to the jurisdiction of these courts. Exclusive jurisdiction means that if a dispute goes to court, it should be filed in a court in England (likely the High Court in London for larger matters, or an appropriate court). Hrmny does not anticipate needing to litigate with individual users, but this clause ensures consistency (and is also consistent with the likely organisation contract). 

 

13.5 Injunctive Relief.  

Notwithstanding the above, Hrmny may seek injunctive relief or other equitable remedies in any jurisdiction if necessary to protect its intellectual property or confidential information (for example, to prevent an unauthorised disclosure of data or an infringement of IP, it may need an urgent court order wherever the breach is occurring). Similarly, if there was an urgent need (like a threat to an individual’s rights due to platform misuse), a user or organisation could seek an urgent injunction to prevent harm. This is standard – jurisdiction clauses primarily govern the resolution of damages or contract interpretation disputes, but urgent protective actions can be taken as needed. 

 

13.6 Arbitration (if agreed).  

These Terms do not mandate arbitration, but Hrmny is open to alternative dispute resolution if both parties agree. If the parties prefer to handle a dispute outside court, they may mutually agree to submit to mediation or binding arbitration in a forum acceptable to both. Any such process would be subject to a separate agreement at that time. Unless otherwise agreed, litigation in courts per clause 13.4 remains the default. 

 

13.7 Time Limits.  

Any claim by a user against Hrmny must be brought within a reasonable time. To ensure timely resolution, to the extent permitted by law, the parties agree that any claim or cause of action arising out of these Terms must be commenced within two (2) years after the facts giving rise to the claim first occurred, otherwise such claim is permanently barred. (This does not apply to claims by Hrmny for unpaid fees or indemnities, etc., just as a reasonable limit on user claims.) 

 

13.8 Costs.  

Each party will bear its own costs of resolving a dispute under this Section 13, unless a court or arbitrator awards costs to the prevailing party. If a court finds a breach of these Terms, it may award legal costs as appropriate under the Civil Procedure Rules. 

 

13.9 Continued Performance.  

Unless the dispute is such that it would be unreasonable to continue using the Platform (e.g. a fundamental breach), both parties should, where possible, continue to perform their obligations and allow the Platform’s operation to continue while the dispute is being resolved. We don’t want user disagreements or minor contract spats to interrupt service for others. Obviously, a severe dispute might mean service is suspended, but ordinarily, business continuity is maintained. 

 

14. Governing Law and Jurisdiction

(For clarity, although we have addressed these in Section 13, we restate them here as their own section since the user specifically requested it.) 

 

14.1 Governing Law.  

These Terms of Business and any dispute or claim arising out of or in connection with them or their subject matter (including non-contractual disputes or claims) shall be governed by the law of England and Wales. The laws of England and Wales apply as the substantive law governing the interpretation, validity, and performance of this agreement, no matter where the Platform is used. If you are based in Scotland or Northern Ireland, you agree that English law will continue to govern these Terms (this is common for UK-wide services). 

 

14.2 Jurisdiction.  

The parties irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Terms or their subject matter or formation. You agree not to argue that such courts are an inconvenient forum or lack jurisdiction. If you are a user operating outside the UK, you likewise agree to submit to the jurisdiction of the English courts for the resolution of disputes. 

 

(This means, practically, that any lawsuit regarding these Terms would be filed in the English courts, and English law would be applied. It provides consistency and predictability. As Hrmny is a UK-based platform, this is appropriate. Note that if a dispute were to arise between a non-UK organisation and Hrmny, sometimes international arbitration could be used by agreement. Still, between Hrmny and end-users, English courts will handle it.) 

 

14.3 Legal Venue for Enforcement. A judgment or order made by an English court under this Section can be enforced in other countries if needed (through reciprocal enforcement treaties), but ideally all disputes remain within the specified jurisdiction. 

 

15. General Provisions

 

15.1 Entire Agreement.  

These Terms (together with any documents incorporated by reference, such as the Privacy Policy, and any additional rules on the Platform) constitute the entire agreement between you and Hrmny Ltd regarding the use of the Platform, and supersede any prior agreements, understandings, or arrangements (whether oral or written) relating to the same subject matter. You acknowledge that you have not relied on any statement, promise, or representation by Hrmny or on Hrmny’s behalf that is not explicitly set out in these Terms or a referenced policy. (For clarity: if you are also subject to a separate master agreement via your organisation, that agreement covers additional matters at the organisation level; these Terms cover your individual use. Together they form the overall framework, but as to your direct relationship with Hrmny for using the Platform, this is the complete statement of terms.) 

 

15.2 Amendment and Variation.  

No variation or amendment of these Terms by you shall be effective unless agreed in writing by Hrmny (for instance, Hrmny posting a revised version or explicitly consenting to a change). Hrmny may update or amend these Terms as described in Section 1.4 (by posting new terms and providing notice); continued use binds you to the changes. Aside from that process, you cannot unilaterally alter the terms. Any waiver of a provision of these Terms must be in writing and signed by the waiving party to be valid. 

 

15.3 Severability.  

If any provision (or part of a provision) of these Terms is held by a court of competent jurisdiction to be invalid, illegal, or unenforceable, that provision or part-provision shall, to the extent required, be deemed deleted or modified to the minimum extent necessary to make it valid and enforceable. The validity and enforceability of the other provisions of these Terms shall not be affected. In other words, if one clause is struck down (for example, a certain liability cap is deemed unlawful), the rest of the Terms remain in effect, and the problematic clause will be adjusted by the court or interpreted in a valid way if possible. 

 

15.4 No Waiver.  

If Hrmny fails to exercise or enforce any right or provision of these Terms, this shall not constitute a waiver of such right or provision. Any waiver by Hrmny of a breach of any provision of these Terms shall not be a waiver of any subsequent or other breach. Similarly, you cannot claim that not enforcing something promptly means it can’t be enforced later. All rights and remedies under these Terms are cumulative and do not exclude any rights or remedies provided by law. 

 

15.5 No Partnership or Agency.  

Nothing in these Terms is intended to, or shall be deemed to, establish any partnership, joint venture, or agency relationship between you and Hrmny. You are using Hrmny as an independent end user; neither party is an agent or an employee of the other. You have no authority to make or accept any offers or representations on Hrmny’s behalf, and vice versa. Hrmny’s provision of the Platform should not be construed as endorsing or supervising your professional work beyond providing a tool. You are responsible for your own obligations to third parties (like your patients or clients), and Hrmny is not in a joint venture with you in those duties. 

 

15.6 Assignment.  

You may not assign or transfer any of your rights or obligations under these Terms to any other person without Hrmny’s prior written consent. Your account is personal to you (though used on behalf of an organisation) and cannot be “sold” or transferred. Hrmny may assign or transfer its rights and obligations under these Terms to an affiliate or as part of a merger, acquisition, or sale of assets, or by operation of law. For instance, if another company acquires Hrmny Ltd, your contract and data would likely transfer to that new company under these Terms – but you would be notified of any such change. Subject to the above, these Terms will bind and benefit any permitted successors and assigns. 

 

15.7 Third Party Rights.  

A person who is not a party to these Terms (for example, an individual whose data is on the system, or a partner who isn’t directly using Hrmny) has no right under the UK Contracts (Rights of Third Parties) Act 1999 to enforce any term of these Terms. These Terms are for your benefit and Hrmny (and your organisation, to the extent it covers their user compliance needs). That said, as mentioned, data subjects have separate rights under data protection law, but they can’t sue under this contract as a third-party beneficiary. If Hrmny’s client organisation is not formally a party to this user agreement, it also can’t directly enforce it as a contract (instead, it has its own contract with Hrmny). 

 

15.8 Notices.  

Hrmny may provide notices to you under these Terms by: (a) sending a message to the email address associated with your account, and/or (b) by posting or displaying a prominent notice within the Platform (e.g. a banner or notification panel). You should ensure your email on file is up to date and check Platform notices. Notices sent by email will be deemed received 24 hours after they are sent (unless we receive a bounce notice). Notices given via the Platform interface are deemed accepted upon your next login or immediately if actively displayed. If you need to provide a legal notice to Hrmny (for example, an alleged breach notice or an indemnification claim), you must do so in writing delivered to Hrmny’s registered office address (and a copy by email to a designated contract contact if provided). Our registered office is 128 City Road, London, EC1V 2NX, United Kingdom. Formal letters should be sent by recorded delivery or a reliable courier. 

 

15.9 Publicity.  

This is more relevant to organisations, but in general, Hrmny may wish to include your organisation’s name and logo in a list of customers or marketing materials (especially if a successful partnership). At the user level, we won’t mention individual users in publicity without consent. But be aware that your organisation may agree to serve as a reference or case study for Hrmny. Nothing in these Terms obligates you to participate in publicity, but likewise nothing prevents Hrmny from the customary use of client names (unless specifically agreed otherwise with the organisation). 

 

15.10 Interpretation.  

In these Terms: section headings are for convenience only and do not affect meaning; “including” means “including without limitation”; words in the singular include the plural and vice versa as the context may require. If there’s any ambiguity in an agreement between these Terms and the organisation’s contract, both will be interpreted to give effect to both if possible; otherwise, the organisation’s signed contract terms might take precedence on that point (see Section 15.1 entire agreement clarification). 

 

15.11 Contact Information.  

If you have any questions about these Terms or the Service, please get in touch with Hrmny at: support@hrmny.co.uk (or the current support email) or via the support portal within the Platform. We are here to help clarify any provisions and ensure you understand your rights and obligations. 

 

15.12 Environmental Responsibility (Net Zero Commitment). 

Hrmny Ltd is committed to achieving Net Zero greenhouse gas emissions in line with UK Government and NHS sustainability targets. Our Carbon Reduction Plan outlines our emissions baseline, reduction targets, and long-term sustainability commitments. 

 

View our Carbon Reduction Plan (Net Zero) (PDF) 

 

15.13 Beta Features 

From time to time, HRMNY Ltd may make beta or experimental features available to users. Such features are provided “as is” without warranty and may be modified or withdrawn at any time. Use of beta features is at the user’s own risk. 

 

16. Artificial Intelligence (AI) Use and Limitations

 

Artificial Intelligence–Assisted Features 

 

16.2 Human Oversight and Professional Responsibility. 

All outputs generated using AI Assistance must be reviewed, assessed, and verified by a suitably qualified human professional before being relied upon or acted upon. 

Users acknowledge and agree that: 

• AI Assistance does not replace professional judgment, skill, or experience; 
• Users remain fully responsible for all conclusions, decisions, actions, and omissions arising from their use of the Platform; and 
• Users must not rely solely on any AI‑generated output when making professional, clinical, legal, or safeguarding decisions. 

 

16.3 No Automated Decision‑Making. 

The Platform does not carry out decision‑making based solely on automated processing within the meaning of the UK GDPR. Any AI Assistance provided by the Platform is advisory and supportive only, and any final decision or action is taken by a human User. 

 

16.4 Limitations of AI Assistance. 

Users acknowledge that AI Assistance: 

• may produce outputs that are incomplete, inaccurate, outdated, or inappropriate in certain contexts; 
• is dependent on the quality, completeness, and accuracy of information entered by Users; and 
• may reflect limitations inherent in automated or algorithmic systems. 

Accordingly, Hrmny does not warrant that AI‑generated outputs will be correct, complete, or suitable for any particular purpose. 

 

16.5 Bias and Fairness. 

AI Assistance may be informed by patterns derived from historical or aggregated data. While Hrmny takes reasonable steps to design and maintain the Platform responsibly, Users acknowledge that automated systems may reflect limitations or biases present in underlying data. Users remain responsible for identifying, challenging, and addressing any outputs that appear inappropriate, unfair, or inconsistent with applicable law, professional standards, or ethical obligations. 

 

16.6 Data Protection and AI Processing. 

Personal data processed in connection with AI Assistance is handled in accordance with Section 7 (Data Protection and Privacy) of these Terms and applicable data protection law. 

Unless otherwise expressly stated, the Platform does not use personal data to make decisions with legal or similarly significant effects on individuals without human involvement. Where personal data is processed in connection with AI Assistance, appropriate technical and organisational measures are applied to protect such data. 

 

16.7 Transparency and Queries. 

Users may contact Hrmny with reasonable queries regarding the operation of AI Assistance within the Platform. Any information provided will be subject to applicable legal requirements and may be limited where necessary to protect security, confidentiality, or intellectual property rights. 

 

16.8 Liability. 

AI Assistance forms part of the Platform and is provided on an “as is” basis. Without prejudice to Section 10 (Disclaimers and Limitation of Liability), Hrmny shall not be liable for any loss, damage, or harm arising from reliance on AI‑generated outputs. Users accept that responsibility for all actions taken on the basis of AI Assistance rests solely with the User. 

 

16.9 Force Majeure.  

Neither party shall be liable for any failure or delay in performing its obligations under these Terms to the extent such failure or delay is caused by circumstances beyond its reasonable control, including but not limited to acts of God, natural disasters, epidemics, war, terrorism, labour disputes, governmental actions, or failures of internet or telecommunications services. The affected party shall notify the other party as soon as reasonably practicable and use reasonable efforts to mitigate the impact of such events. 

 

By using the Hrmny Platform, you confirm that you have read and understood these Terms of Business and agree to abide by them. We thank you for your compliance and for contributing to a secure, efficient, and collaborative environment on Hrmny, facilitating the important work of safeguarding and care assessments.