Terms of Service

1. INTRODUCTION AND ACCEPTANCE These Terms of Service ("Terms") are a legally binding agreement between PlanEase Limited, a company registered in England and Wales ("PlanEase", "we", "us", or "our"), and the business or other legal entity you represent ("you", "your", "User"). They govern your access to and use of the PlanEase platform, including our website at https://planease.co/, and all related software, applications and services (together, the "Service"). B2B only. The Service is a business-to-business (B2B) software-as-a-service (SaaS) platform built for professional wedding planners and planning businesses to manage clients, guest lists, budgets, vendors, tasks, timelines, documents, and to provide a client portal for their couples and other invitees. The Service is not sold for personal, consumer use. By creating an Account, clicking to accept, or otherwise accessing or using the Service, you confirm that you have read, understood and agree to be bound by these Terms and our Privacy Policy. If you do not agree, you must not use the Service. 2. DEFINITIONS In these Terms: "Account" means the account you create (and any sub-accounts you create for team members) to access and use the Service. "Authorised Users" means your employees, contractors and other individuals you permit to use the Service under your Subscription. "Client" means your end customers (for example engaged couples) and any other individuals whose information you manage using the Service. "Client Portal" means the portal and related features that allow your Clients to view (and where enabled, update) information you make available through the Service. "Content" means any data, information, text, images, files, documents, messages or other materials submitted to the Service. "Documentation" means any user guides, help centre materials or other documentation we make available for the Service. "Subscription" means the paid plan you select to access the Service, whether monthly or annual. "User Data" means all Content and other information submitted, uploaded, transmitted, generated, or made available through the Service by you or by your Authorised Users or Clients, including personal data. 3. ELIGIBILITY, BUSINESS STATUS AND REGISTRATION 3.1 Eligibility and authority You must be at least 18 years old and have authority to enter into these Terms on behalf of the business you represent. If you are accepting these Terms for a company or other entity, you represent you have authority to bind that entity, and "you" refers to that entity. 3.2 Account registration and security To access the Service you must create an Account and provide accurate, complete and up-to-date information. You are responsible for: keeping your login credentials confidential; all activity that occurs under your Account, including activity by Authorised Users and (where applicable) Clients using the Client Portal; promptly notifying us at hello@planease.co if you suspect unauthorised access or a security incident; and ensuring only Authorised Users access the Service and that their use complies with these Terms. 3.3 B2B use only You confirm you are using the Service for legitimate business purposes as a professional wedding planner (including as a sole trader, partnership, limited company or other business). Consumer cancellation rights that may apply to consumer contracts generally do not apply to these Terms. 4. THE SERVICE 4.1 What we provide PlanEase is a cloud-based wedding planning workspace for professional planners. Features may include (depending on your Subscription): client and lead management (including unlimited clients on eligible tiers); guest list, RSVP tracking, dietary requirements and table assignments; visual seating charts; budgeting and finance features (estimated vs actual costs, payment records, and finance & accounting features on Pro); vendor and team coordination; task boards, checklists and timeline management; quotes, contracts, proposals and invoicing; questionnaires and forms; and a 24/7 client portal with collaboration tools and email notifications. 4.2 Availability and support We aim to keep the Service available, but we do not guarantee uninterrupted access. The Service may be unavailable due to maintenance, updates, emergency work, outages or events outside our reasonable control. 4.3 Changes to the Service We may change, add or remove features and functionality over time. If a change materially reduces core functionality of your Subscription, we will use reasonable efforts to give you prior notice. 5. SUBSCRIPTIONS, FEES, TAXES, PAYMENT, CANCELLATION AND REFUNDS (B2B) 5.1 Plans and pricing Plans, features and pricing are listed at https://planease.co/pricing (or any successor page). We may change pricing and plans with reasonable notice. Changes apply from your next renewal unless we say otherwise. 5.2 Billing and payment Subscriptions are charged in advance on a monthly or annual basis, as selected. You must pay all fees when due. You authorise us (and our payment processors) to charge your chosen payment method for recurring charges. Fees are exclusive of VAT and any other applicable taxes, which you are responsible for. If payment fails, we may retry the payment method, suspend access, or terminate your Subscription. 5.3 Renewals Unless you cancel before renewal, your Subscription renews automatically for the same billing period (monthly or annual) at the then-current price for your plan. 5.4 Trials and promotions If we offer a trial or promotional period, it will be on the terms shown at sign-up. Unless you cancel before the trial ends, your Subscription will start and you will be charged. 5.5 Cancellation You can cancel in your Account settings. Cancellation takes effect at the end of your current paid billing period. You will continue to have access until then. 5.6 Refunds (B2B) Because this is a B2B Service, all fees are non-refundable except where required by law or expressly stated in these Terms. Monthly plans: no refunds or credits for partial months, unused time, downgrades, or unused features. Annual plans: no refunds or credits for partial terms, unused time, downgrades, or unused features. If we terminate your Subscription for our convenience (and not due to your breach), we will refund any prepaid fees covering the unused portion of your Subscription term. 5.7 Late payment and collections If you do not pay fees when due, you remain responsible for all unpaid amounts. We may charge interest on overdue amounts at up to 4% per year above the Bank of England base rate (from the due date until payment), and recover reasonable costs of collection, to the extent permitted by law. 6. ACCEPTABLE USE, USER RESPONSIBILITIES AND RESTRICTIONS 6.1 Your responsibilities You are responsible for your and your Authorised Users’ and Clients’ use of the Service and for all User Data. You must ensure you have all necessary rights, permissions and consents to upload and process User Data using the Service (including personal data of Clients and invitees). 6.2 Acceptable Use Policy (AUP) You must not (and must not allow anyone else to): Break the law or infringe rights use the Service in any way that violates applicable law or regulation (including data protection, marketing, and IP laws); infringe, misappropriate or violate any intellectual property, privacy, confidentiality or other rights. Upload harmful or illegal content upload, store, share or transmit Content that is unlawful, defamatory, obscene, hateful, discriminatory, harassing, threatening, or otherwise harmful; upload or transmit any content that contains viruses, malware, or other harmful code. Misuse the platform or security attempt to gain unauthorised access to the Service or related systems; probe, scan or test the vulnerability of any system or network; bypass, disable or interfere with security or access controls; use the Service in a way that could damage, disable, overburden or impair the Service or our systems. Abuse usage limits or scrape data use bots, scrapers or automated means to access, extract or copy any part of the Service except where we have expressly permitted it in writing; access or use the Service to build or benchmark a competing product, or to reverse engineer the Service except to the extent permitted by applicable law (and then only after giving us notice and an opportunity to respond). Spam and unsolicited communications send spam, bulk messages, chain letters or unsolicited communications using the Service; use the Service to send marketing communications unless you have a lawful basis and any required consents. Resale and unauthorised sharing resell, rent, lease, sublicense or make the Service available to third parties except as expressly permitted by your Subscription (for example via the Client Portal); share Account credentials or allow simultaneous access by more users than your plan allows. Interfere with others interfere with or disrupt other users’ enjoyment of the Service, including by uploading material that is deceptive or impersonates someone else. 6.3 Enforcement If we reasonably believe there has been a breach of this Section 6 or that your use creates risk or harm to PlanEase, the Service, other users, or third parties, we may (with or without notice, depending on urgency): remove or restrict access to Content; suspend or restrict access to the Service; terminate your Account; and/or report the issue to relevant authorities where required or appropriate. 7. INTELLECTUAL PROPERTY, LICENCES AND DATA OWNERSHIP 7.1 Our IP The Service, including its software, design, look and feel, and all related intellectual property rights, are owned by or licensed to PlanEase. Except as expressly permitted by these Terms, no rights are granted to you. We grant you a limited, non-exclusive, non-transferable, non-sublicensable licence during the Subscription term to access and use the Service for your internal business purposes in line with these Terms. 7.2 Your data ownership; licence to process You own (or otherwise retain your rights in) your User Data. We do not claim ownership of your User Data. You grant PlanEase (and our subprocessors) a worldwide, non-exclusive, royalty-free licence to host, store, reproduce, transmit, display and otherwise process your User Data only as necessary to: provide, maintain, secure and support the Service (including the Client Portal); prevent or address technical, security or fraud issues; perform backups and disaster recovery; improve and develop the Service (in aggregated or de-identified form where practicable); and comply with law and enforce these Terms. 7.3 Feedback If you choose to provide suggestions, ideas or feedback, you grant us a perpetual, irrevocable, worldwide, royalty-free licence to use it without restriction or compensation. 7.4 Trademarks PlanEase and our logos are trademarks of PlanEase. You may not use them without our prior written permission. 8. DATA PROTECTION, UK GDPR AND SECURITY 8.1 Privacy Policy Our Privacy Policy explains how we handle personal data when we act as a controller (for example, for our own account and billing contacts). Where you use the Service to process personal data in User Data, you are typically the controller and we are the processor. 8.2 UK GDPR and Data Protection Act 2018 We will process personal data in accordance with the UK GDPR and the Data Protection Act 2018. Where we act as a processor, we will process personal data only on your documented instructions. 8.3 Your responsibilities (controller) You are responsible for: providing appropriate privacy notices to your Clients and invitees; ensuring you have a lawful basis to collect and process personal data and to upload it to the Service; obtaining any consents required for communications (including email notifications and marketing); handling data subject requests (access, deletion, objection, portability, etc.) relating to your Clients; and maintaining appropriate security measures for access to your Account. 8.4 Security We use appropriate technical and organisational measures to protect the Service and User Data. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security. 9. THIRD-PARTY SERVICES The Service may integrate with, link to, or rely on third-party services (including payment providers and email delivery services). We are not responsible for third-party services, and your use of them may be subject to their terms. 10. CONFIDENTIALITY 10.1 Confidential Information Each party may receive confidential information from the other ("Confidential Information"). Confidential Information includes non-public business, technical, pricing and product information, and the terms of these Terms. 10.2 Protection and permitted disclosure Each party will: use Confidential Information only to perform its obligations or exercise its rights under these Terms; and protect it using reasonable care and not disclose it to any third party, except to its employees, contractors and professional advisers who need to know it and are bound by confidentiality obligations. 10.3 Exceptions Confidential Information does not include information that: is publicly available without breach; was lawfully known to the receiving party before disclosure; is independently developed; or must be disclosed by law, regulation or court order (in which case, the receiving party will give notice where legally permitted). 11. WARRANTIES AND DISCLAIMERS 11.1 Our warranty We will use reasonable care and skill in providing the Service. If the Service does not materially conform to the Documentation, your exclusive remedy is for us to use reasonable efforts to fix it. If we cannot, we may terminate your Subscription and refund prepaid fees for the unused portion of the then-current Subscription term. 11.2 Disclaimers Except as set out in Section 11.1, the Service is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we exclude all implied warranties, conditions and representations, including fitness for a particular purpose and non-infringement. 11.3 No professional advice The Service is a software tool. We do not provide legal, financial, accounting, or other professional advice. 12. LIMITATION OF LIABILITY (ENGLAND & WALES) 12.1 What we do not limit Nothing in these Terms limits or excludes liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; or any other liability that cannot be limited or excluded under applicable law. 12.2 Excluded losses Subject to Section 12.1, to the maximum extent permitted by law, PlanEase will not be liable for: loss of profits; loss of revenue; loss of business, contracts or opportunity; loss of goodwill or reputation; loss, corruption or interruption of data; indirect, special or consequential loss; or any exemplary or punitive damages, in each case whether arising in contract, tort (including negligence), misrepresentation, restitution, statute or otherwise. 12.3 Liability cap Subject to Section 12.1, PlanEase’s total aggregate liability arising out of or in connection with these Terms or the Service will not exceed the total fees actually paid by you to PlanEase for the Service in the 12 months immediately before the event giving rise to the claim. 12.4 Basis of bargain You acknowledge that the fees reflect the allocation of risk in these Terms and that PlanEase would not provide the Service without these limitations. 13. INDEMNITY (YOUR PROTECTION OF PLANEASE) You will indemnify, defend and hold harmless PlanEase and its affiliates, directors, officers, employees and agents from and against any third-party claims, proceedings, damages, losses, liabilities, costs and expenses (including reasonable legal fees) arising out of or related to: your or your Authorised Users’ or Clients’ use of the Service in breach of these Terms (including the AUP); your User Data (including any allegation that it infringes third-party rights or breaches applicable law); your failure to obtain required rights, consents or permissions for processing personal data; or any allegation that information you provided through the Service (including via the Client Portal, emails, exports, proposals, contracts or invoices) is unlawful, misleading, or violates a third party’s rights. We will: (a) promptly notify you of the claim (where legally permitted), and (b) reasonably cooperate (at your cost) in the defence. You will not settle any claim in a way that admits fault or imposes obligations on PlanEase without our prior written consent (not to be unreasonably withheld). 14. TERM, SUSPENSION AND TERMINATION 14.1 Term These Terms start when you first use the Service and continue until your Subscription ends or these Terms are terminated. 14.2 Suspension We may suspend access to the Service immediately if: you breach Section 6 (Acceptable Use) or we reasonably believe suspension is necessary to protect the Service, other users, or PlanEase; or you fail to pay fees when due. We will reinstate access if the issue is resolved within a reasonable time (where applicable). 14.3 Termination by you You may terminate by cancelling your Subscription and stopping use of the Service. Cancellation takes effect at the end of your billing period (see Section 5.5). 14.4 Termination by PlanEase We may terminate (or suspend and then terminate) your Subscription and/or these Terms: immediately if you materially breach these Terms (including the AUP) and (where the breach is capable of remedy) you fail to remedy within a reasonable time after notice; or immediately for non-payment; or on reasonable notice if we discontinue the Service generally. 14.5 Effect of termination; data export and deletion On termination: your right to use the Service ends and access may be disabled; you remain responsible for all fees incurred up to the termination date; and you may export your User Data using available features during your remaining Subscription access period (if any). If you want a copy of your User Data after termination, you may request it by emailing hello@planease.co. We may delete User Data in line applicable law. 14.6 Survival Sections that by their nature should survive termination will survive, including Sections 7, 10, 11, 12, 13, 14.5, 16 and 18. 15. DISPUTES 15.1 Informal resolution Before starting formal proceedings, you agree to contact us at hello@planease.co and try in good faith to resolve the dispute within 30 days. 15.2 Courts If the dispute is not resolved, either party may bring proceedings in the courts set out in Section 16. 16. GOVERNING LAW AND JURISDICTION 16.1 Governing law These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) are governed by the laws of England and Wales. 16.2 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 (including non-contractual disputes or claims). 17. CHANGES TO THESE TERMS 17.1 Updates We may update these Terms from time to time. We will post the updated Terms with a new "Last Updated" date. For material changes, we will use reasonable efforts to provide notice (for example by email or in-app). 17.2 Continued use If you continue to use the Service after updated Terms take effect, you are agreeing to the updated Terms. If you do not agree, you must cancel your Subscription and stop using the Service. 18. GENERAL 18.1 Entire agreement These Terms, together with the Privacy Policy and DPA, form the entire agreement between you and PlanEase about the Service and supersede prior discussions or agreements about the Service. 18.2 Assignment You may not assign these Terms without our prior written consent. We may assign our rights and obligations under these Terms. 18.3 Severability If a provision is held unenforceable, the rest remains in force and the provision will be modified to the minimum extent necessary to make it enforceable. 18.4 Waiver A waiver is only effective if in writing. Failure to enforce a provision is not a waiver. 18.5 Force majeure Neither party is liable for delay or failure to perform due to events outside its reasonable control. 18.6 Relationship Nothing in these Terms creates a partnership, joint venture or employment relationship. 18.7 Third-party rights No person who is not a party to these Terms has any right to enforce them under the Contracts (Rights of Third Parties) Act 1999. 18.8 Notices Notices must be in writing. We may send notices to the email address associated with your Account. You may send notices to hello@planease.co. PlanEase Limited Email: hello@planease.co Website: https://planease.co/contact 18.9 Language These Terms are in English. If translated, the English version prevails. 18.10 Headings Headings are for convenience only and do not affect interpretation. 19. CONTACT Questions? Email hello@planease.co. By using the PlanEase Service, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.