SoftCare Subscription Terms

Also referred to as our Terms of Service. These terms form the "SoftCare Subscription Terms" referenced by our Data Processing Agreement.

Last updated: 8 June 2026 Effective date: 8 June 2026

These terms govern your organisation's access to and use of the SoftCare care-management service. They are a contract between SOCurity Ltd (trading as "SoftCare"; "we", "us", "our"), a company registered in Scotland under company number SC742697, registered office Moffat Business Centre, 96-98 Forrest Street, Clarkston, Airdrie, Scotland, ML6 7AG, and the customer organisation that subscribes to the service ("Customer", "you", "your").

By creating an account, starting a trial, or using the service, you confirm you have authority to bind your organisation and you agree to these terms. If you do not agree, do not use the service.

1. Definitions

"Service" means the SoftCare web and mobile applications, including the marketing site softcare.uk, the demo environment, and any production tenant we provide to you.

"Authorised User" means an individual you permit to use the Service under your account — typically your staff, and any family or next-of-kin contacts you choose to invite.

"Customer Data" means all data you or your Authorised Users enter into or generate in the Service, including records relating to the people in your care ("Service Users").

"DPA" means the SoftCare Data Processing Agreement, published at softcare.uk/dpa, which forms part of these terms.

"Subscription" means your paid access to the Service on the plan and at the price in effect when you subscribe.

2. The Service and licence

Subject to these terms and payment of the applicable fees, we grant you a non-exclusive, non-transferable, revocable right to access and use the Service for your internal business purpose of managing your regulated care operation, for the duration of your Subscription.

The Service is provided "as a service." We host, operate, maintain, and update it. We may improve, change, add, or remove features over time; we will not make a change that materially reduces the core functionality you pay for without reasonable notice.

3. Accounts, Authorised Users and seats

You are responsible for your account, for the acts and omissions of your Authorised Users, and for keeping login credentials secure. You must ensure each Authorised User keeps their credentials confidential and that access is removed promptly when a person leaves your organisation.

Where your plan is priced per user, your user count is determined by the Authorised Users on your account in line with that plan (which may count service users and/or staff, as described for the plan). The Service tracks this automatically; adding or activating users may increase your fees and deactivating them may reduce them, subject to any minimum charge or committed term.

4. Free trial

Where we offer a free trial, it runs for the period stated at sign-up (currently 14 days on self-service sign-up). A valid payment method may be required to start the trial. Unless you cancel before the trial ends, your Subscription begins automatically at the end of the trial and the payment method is charged. You can cancel at any time during the trial from the billing settings or by contacting support, and you will not be charged.

5. Fees, billing and changes

Price and plan. Your fees, billing frequency, user model, and any minimum monthly charge, one-off onboarding fee, or minimum term are those of the plan you select at sign-up or that we agree with you in writing, as presented to you and as published at softcare.uk. Plans are priced either per user (counted across the service users and staff on your account) or as a fixed fee, and some plans run for a minimum committed term.

Billing. Subscriptions are billed in advance through our payment processor, Stripe, on the cycle shown for your plan. Changes to your user count during a billing period are reflected on your next invoice or prorated in line with standard billing behaviour. Any one-off onboarding fee is invoiced at the start of your Subscription.

Taxes. Fees are exclusive of VAT and any other applicable taxes, which will be added where they apply.

Late or failed payment. If a payment fails, we may retry the charge and may suspend access to the Service (other than billing and account functions) until payment is made. Your data is retained during a payment-related suspension in accordance with the DPA.

Price changes. We may change the price. We will give you at least 30 days' notice by email or in-product before a price change takes effect; the new price applies from your next billing period after the notice period. If you do not accept a price increase, you may cancel before it takes effect.

No refunds. Except where required by law or expressly stated in these terms, fees already paid are non-refundable, including for partial months after cancellation.

6. Your responsibilities and acceptable use

You are responsible for the lawfulness of Customer Data and for how you and your Authorised Users use the Service. In particular you must:

• have a valid lawful basis under UK GDPR Article 6 and a condition under Article 9 for the special-category (health and care) data you process using the Service, and provide any privacy information your own data subjects are entitled to;
• keep your own registrations and regulatory permissions (for example Care Inspectorate, CQC, or CIW registration) current;
• use the Service only for lawful purposes and in line with these terms; and
• not (and not permit any Authorised User or third party to): attempt to breach or circumvent security or tenant isolation; access another organisation's data; reverse engineer, copy, or resell the Service; upload malware; use the Service to send unlawful, harassing, or infringing content; scrape or place unreasonable load on the Service; or use it to build a competing product.

We may investigate suspected breaches of this section and cooperate with law enforcement where appropriate.

7. Care records and clinical-safety position

SoftCare is a record-keeping and operational-management tool. It is not a medical device, not a clinical decision-support system, and does not provide medical, clinical, or professional advice. It does not make care decisions.

You and your qualified staff remain solely responsible for all care decisions, for the accuracy and completeness of records you enter, and for compliance with your professional and regulatory obligations. Do not rely on the Service in an emergency or where a delay could affect a person's safety; follow your own clinical and safeguarding procedures and contact the appropriate emergency or safeguarding services directly. You are responsible for maintaining your own contingency procedures for periods when the Service is unavailable.

8. Data protection

Each party will comply with applicable data protection laws. For Customer Data that is personal data, you are the controller and we are the processor, and our processing is governed by the DPA at softcare.uk/dpa, which is incorporated into these terms. We process the limited categories of data described in the DPA (administrator account details, aggregate usage data, and billing data) as a controller, as described in our Privacy Policy. Our current sub-processors are listed at softcare.uk/subprocessors.

9. Confidentiality

Each party may receive confidential information of the other. Each party will use the other's confidential information only to perform under these terms and will protect it with reasonable care. This does not apply to information that is public through no fault of the receiver, independently developed, or required to be disclosed by law.

10. Intellectual property

We (and our licensors) own all intellectual property rights in the Service, including its software, design, and documentation. You own all rights in Customer Data. You grant us a licence to host, process, and use Customer Data solely to provide and support the Service and as set out in the DPA. If you give us feedback or suggestions, you grant us a perpetual, royalty-free licence to use them without obligation to you.

11. Availability, support and maintenance

We will use reasonable endeavours to keep the Service available and to provide support through our published support channels (including email to support@softcare.uk) during UK business hours. We do not currently offer a contractual uptime guarantee or service credits; we aim for high availability and will tell you about significant incidents. We may carry out planned maintenance, giving advance notice where it is likely to cause material disruption, and may perform emergency maintenance at any time.

12. Suspension

We may suspend access to the Service, in whole or in part, if: payment is overdue; we reasonably believe the Service is being used in breach of section 6 or in a way that risks the security, integrity, or lawful operation of the Service or other customers; or we are required to by law. Where practical we will give notice and limit the scope and duration of any suspension.

13. Warranties and disclaimers

We warrant that we will provide the Service with reasonable skill and care. Except as expressly stated in these terms, the Service is provided "as is" and we disclaim all other warranties to the fullest extent permitted by law, including any implied warranties of merchantability, satisfactory quality, fitness for a particular purpose, and non-infringement. We do not warrant that the Service will be uninterrupted or error-free.

14. Limitation of liability

Nothing in these terms limits or excludes either party's liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.

Subject to that, neither party is liable for any indirect or consequential loss, or for loss of profits, revenue, anticipated savings, goodwill, or business, arising under or in connection with these terms.

Subject to the first paragraph of this section, each party's total aggregate liability arising under or in connection with these terms (whether in contract, delict/tort, including negligence, or otherwise) is limited to the total fees you paid for the Service in the 12 months immediately before the event giving rise to the liability.

Because the Service lets you export your Customer Data at any time, you are responsible for maintaining your own copies of data that is important to you; we are not liable for loss of data you could have exported.

15. Indemnity

You will indemnify us against losses, damages, and reasonable costs we incur arising from your breach of section 6 (your responsibilities and acceptable use) or section 7, or from a claim that your Customer Data or your use of the Service infringes a third party's rights or breaches applicable law.

16. Term and termination

These terms apply for as long as you use the Service. The Subscription runs on a rolling monthly basis. Either party may terminate for convenience on notice before the next billing date, effective at the end of the current paid period.

Either party may terminate immediately on written notice if the other materially breaches these terms and (where the breach can be remedied) fails to remedy it within 14 days of notice, or becomes insolvent or unable to pay its debts.

On termination, your right to use the Service ends. Sections that by their nature should survive (including fees due, confidentiality, intellectual property, data protection, liability, and governing law) survive termination.

17. Your data on termination

Before termination you can export your Customer Data from within the Service in a common machine-readable format. After termination we return or delete Customer Data in accordance with the DPA, subject to any statutory retention that applies to care records. Where law requires us to retain certain data, we continue to protect it under the DPA and delete it once the legal basis for retention ends.

18. Changes to these terms

We may update these terms. For minor changes we will post the updated terms with a new "Last updated" date. For changes that materially affect your rights or obligations we will give at least 30 days' notice by email or in-product. Continuing to use the Service after a change takes effect means you accept the updated terms; if you do not accept them, you may cancel before they take effect.

19. Force majeure

Neither party is liable for failure or delay caused by events beyond its reasonable control, including failures of internet, hosting, or power infrastructure, acts of government, or other force majeure events, provided it takes reasonable steps to mitigate.

20. General

These terms, together with the DPA and our Privacy Policy, are the entire agreement between us about the Service and supersede prior discussions. You may not assign these terms without our consent; we may assign them to an affiliate or successor in connection with a reorganisation, merger, or sale of our business (including a future transfer of the SoftCare business from SOCurity Ltd to a dedicated entity). No failure to enforce a term is a waiver of it. If any provision is found unenforceable, the rest remain in force. Notices to you may be given by email or in-product; notices to us should be sent to the address below and to hello@softcare.uk. No third party has any right to enforce these terms.

21. Governing law and jurisdiction

These terms and any dispute arising out of them (including non-contractual disputes) are governed by the law of Scotland, and the parties submit to the exclusive jurisdiction of the Scottish courts.

22. Contact

SOCurity Ltd (trading as SoftCare) Company number SC742697 (Scotland) · ICO registration ZC132576 Registered office: Moffat Business Centre, 96-98 Forrest Street, Clarkston, Airdrie, Scotland, ML6 7AG General: hello@softcare.uk · Support: support@softcare.uk · Privacy: privacy@softcare.uk