Terms of Service

Version 1.1 · Last updated: 3 June 2026

These Terms of Service (the “Terms”) are a legal agreement between Arkavio Ltd, a company incorporated in England (company number 17157509) with its registered office at 7 The Broadway, Wembley, London HA9 8JT (“Arkavio”, “we”, “us”, “our”), and the organisation or person that opens an account or uses the Service (“Customer”, “you”, “your”).

By creating an account, starting a free trial, subscribing, or otherwise using the Service, you agree to these Terms. If you are agreeing on behalf of a practice or company, you confirm you have authority to bind that organisation. If you do not agree, do not use the Service.

1. Definitions

• “Service” — the Arkavio software-as-a-service platform for UK architecture practices (fee proposals, CRM, invoicing, fee and cashflow management, timesheets), the arkavio.com website, and related apps.
• “Account”— your organisation’s tenancy on the Service.
• “Authorised User” — an individual you permit to access the Service under your Account (e.g. directors, managers, project architects, staff).
• “Customer Data” — all data you or your Authorised Users submit to the Service, including data about your clients, contacts, projects, staff, timesheets and finances.
• “Subscription” — a paid plan for the Service as described at checkout.
• “DPA” — the Data Processing Agreement, which forms part of these Terms.
• “AUP” — the Acceptable Use Policy, which forms part of these Terms.

2. The Service and eligibility

2.1 The Service is provided for business use by architecture and related professional practices. It is not intended for consumers.

2.2 You and your Authorised Users must be at least 18 years old and capable of forming a binding contract.

2.3 We may improve, change or add features to the Service over time. We will not materially reduce the core functionality of a paid Subscription during its term without notice under clause 13.

3. Accounts and security

3.1 You are responsible for keeping account credentials confidential and for all activity under your Account.

3.2 You are responsible for your Authorised Users’ compliance with these Terms, the AUP and the DPA.

3.3 Notify us promptly at security@arkavio.com if you suspect any unauthorised access or security incident affecting your Account.

3.4 The Service is multi-tenant and role-based. Data is scoped to your organisation, and access within your organisation is governed by the roles you assign (director, manager, project architect, staff). You are responsible for assigning roles appropriately.

4. Subscriptions, billing and VAT

4.1 Plans and prices. The Service is offered on a single plan, Arkavio Standard, at £179 per month or £1,788 per year, in GBP and exclusive of VAT. VAT will be added where applicable. Prices and plan details shown at checkout govern your order. (Founding Partner pricing is governed by the separate Founding Partner Agreement.)

4.2 Free trial. We offer a 14-day free trial that requires a valid payment card. You will not be charged during the trial, and you may cancel at any time before it ends to avoid any charge. Unless you cancel before the trial ends, your subscription starts automatically and we charge your card the then-current fee. We may change or withdraw trial terms for future sign-ups.

4.3 Payment. Payments are processed by Stripe. By subscribing you authorise us (via Stripe) to charge your chosen payment method for the Subscription and any applicable taxes. We do not store full card details.

4.4 Automatic renewal. Subscriptions renew automatically for successive periods (monthly or annual, as selected) at the then-current price unless cancelled before the renewal date. You can cancel at any time from your billing settings or the Stripe Customer Portal; cancellation takes effect at the end of the current paid period.

4.5 Refunds. Except where required by law, fees already paid are non-refundable, and cancelling does not entitle you to a refund for the remainder of a paid period. We may, at our discretion, issue a refund (for example, for a prolonged failure of the Service that we cannot remedy). If we withdraw the Service or cancel your Subscription other than for your breach, we will refund any prepaid fees for the unused period.

4.6 Price changes.We may change prices for future renewal periods on at least 30 days’ notice. If you do not accept a price change, you may cancel before it takes effect.

4.7 Late or failed payment. If a payment fails, we may retry, suspend the Service, or restrict the Account to read-only until payment is made.

5. Customer Data and intellectual property

5.1 You own your Customer Data. As between you and Arkavio, you retain all rights, title and interest in Customer Data. We do not sell Customer Data and do not use it to train third-party AI models.

5.2 Licence to operate the Service. You grant us a non-exclusive, worldwide licence to host, copy, process, transmit and display Customer Data only as necessary to provide and support the Service, in accordance with these Terms, the DPA and our Privacy Policy.

5.3 Our IP. We own all rights in the Service, including its software, design, documentation and trademarks. These Terms grant you a limited, non-exclusive, non-transferable right to access and use the Service during your Subscription. You may not copy, modify, reverse-engineer, resell or create derivative works from the Service except as permitted by law.

5.4 Feedback. If you give us suggestions or feedback, we may use them freely to improve the Service without restriction or obligation to you.

5.5 Aggregated data. We may create and use anonymised, aggregated statistics (that do not identify you, your Authorised Users, or your clients) to operate, benchmark and improve the Service.

6. Data protection and the processor relationship

6.1 In providing the Service, Arkavio processes personal data contained in Customer Data (such as your clients’ contacts and your staff) on your behalf and on your instructions. For that personal data, you are the controller and Arkavio is the processor. The DPA governs that processing and forms part of these Terms.

6.2 Arkavio is the controller of personal data relating to your Account’s administrators and Authorised Users (such as account, billing and usage data), as described in the Privacy Policy.

6.3 You are responsible for ensuring you have a lawful basis to provide Customer Data (including third-party personal data) to the Service.

7. Acceptable use

Your use of the Service is subject to the Acceptable Use Policy. Breach of the AUP is a breach of these Terms and may lead to suspension or termination under clause 11.

8. Availability and maintenance

8.1 We aim to keep the Service available and will use commercially reasonable efforts to do so, but we do not currently offer a guaranteed uptime service-level agreement.

8.2 We may perform scheduled maintenance (we will try to give advance notice and minimise disruption) and emergency maintenance without notice where necessary to protect the Service or its users.

8.3 The Service may depend on third parties (e.g. hosting, payment and email providers). We are not liable for outages caused by third parties or events outside our reasonable control.

9. Warranties and disclaimers

9.1 We warrant that we will provide the Service with reasonable skill and care.

9.2 Calculations. The Service includes fee, cashflow and breakeven calculators. These are tools to assist your professional judgement; you remain responsible for verifying outputs before relying on them. We do not provide financial, tax, legal or professional advice.

9.3 Except as expressly stated, and to the extent permitted by law, the Service is provided “as is” and we exclude all other warranties, whether express or implied, including fitness for a particular purpose and that the Service will be uninterrupted or error-free.

10. Limitation of liability

10.1 Nothing in these Terms limits liability that cannot be limited by law, including liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded.

10.2 Subject to clause 10.1, we are not liable for: loss of profits, revenue, business, goodwill, anticipated savings; loss or corruption of data (beyond our obligation to maintain backups under the DPA); or any indirect or consequential loss.

10.3 Subject to clauses 10.1 and 10.2, our total aggregate liability arising out of or in connection with these Terms (whether in contract, tort including negligence, or otherwise) is limited to the greater of £5,000 or the total fees you paid to us in the 12 months before the event giving rise to the claim.

10.4 The Service is a tool for managing a practice; you are responsible for maintaining your own professional records and for your professional obligations to your own clients.

11. Suspension and termination

11.1 You may stop using the Service and cancel your Subscription at any time under clause 4.4.

11.2 We may suspend or terminate your access if you materially breach these Terms (including the AUP), fail to pay, or where required to protect the Service, other users, or to comply with law. Where practical we will give notice and an opportunity to remedy.

11.3 On termination: your right to use the Service ends. We will make your Customer Data available for export for 30 days after termination, after which we will delete or anonymise it in accordance with the DPA and our retention schedule (financial records are retained for 6 years to meet UK tax obligations — see the Privacy Policy).

11.4 Clauses that by their nature should survive termination (including 5, 9, 10, 12 and 15) survive.

12. Confidentiality

Each party will protect the other’s confidential information and use it only to perform these Terms. This does not apply to information that is public through no fault of the receiving party, independently developed, or required to be disclosed by law.

13. Changes to the Service or these Terms

13.1 We may update these Terms from time to time. For material changes we will give at least 30 days’ notice by email or in-product notice. Continued use after the effective date means you accept the updated Terms. If you do not accept them, you may cancel before they take effect.

13.2 The current version is always available at arkavio.com/legal/terms.

14. Website use and precedence

14.1 Use of the arkavio.com website is also subject to these Terms. You must not misuse the website, attempt to gain unauthorised access, or use it other than as intended.

14.2 If there is any conflict between these Terms and any other Arkavio terms covering the same subject, the service-specific terms relating to your Subscription prevail over general website terms, and the DPA prevails over these Terms in respect of the processing of personal data.

15. General

15.1 Governing law. These Terms and any dispute arising out of them are governed by the laws of England and Wales.

15.2 Jurisdiction. The courts of England and Wales have exclusive jurisdiction.

15.3 Assignment. You may not assign these Terms without our consent. We may assign them to a successor in connection with a merger, acquisition or sale of assets.

15.4 Entire agreement. These Terms, the AUP, the DPA, the Privacy Policy, and (where applicable) the Founding Partner or Beta agreements form the entire agreement between us regarding the Service.

15.5 Severability and waiver. If any provision is unenforceable, the rest remains in effect. Failure to enforce a provision is not a waiver.

15.6 Notices. Legal notices to us should be sent to legal@arkavio.com and to our registered office. We may give notice to you by email or in-product.

16. Contact

Arkavio Ltd— 7 The Broadway, Wembley, London HA9 8JT, England · Company no. 17157509 · info@arkavio.com