Terms

These terms govern your use of Rockbase. They are between the company that signed up (you) and us. If someone accepted them on your company's behalf, they apply to everyone your company invites into the account.

Where we have signed a separate written agreement with you, that agreement wins on any point these terms also cover.

Rockbase is in early access with a small number of founding clients, and we would rather set expectations plainly than bury them.

• The product is under active development. Features arrive, change shape, and occasionally move.
• We do not offer a contractual uptime commitment yet. We run it properly and we tell you when something breaks — but a service level agreement comes with general availability, not before.
• Some capabilities are on the roadmap rather than in your hands. Where the website says roadmap, it means not built yet, and you should not buy on the strength of it.
• Pricing is early-access pricing and may change before general availability. Founding clients keep founder pricing on the terms we agreed with you.
• We will give you reasonable notice of a change that materially reduces what you already rely on.

Your account has an owner. The owner controls who gets in, because in Rockbase inviting somebody is the act of granting them access — the two are the same decision and the system treats them that way.

• You are responsible for what the people you invite do in the account.
• Keep credentials secure and tell us promptly if you think one is compromised. Multi-factor authentication is available and we recommend it.
• Suspending or archiving a person ends their ability to sign in. Do that when they leave.
• Do not share a login between people. Every record of who did what depends on that, and so does your own audit trail.

Do not use Rockbase to:

• break the law, or help anyone else do so;
• store data you have no right to hold, or process personal data without a lawful basis;
• attack, probe or overload the service, or attempt to reach another customer's data;
• reverse-engineer the platform, or resell access to it without our written agreement;
• upload malicious code, or content that infringes someone else's rights.

Security research is welcome, and we would rather you told us than stayed quiet — see the security section of our privacy notice for how to reach us. Testing that degrades the service for other customers is not research.

You own the data you put into Rockbase. We do not acquire rights to it, we do not sell it, and we do not train models on it. We hold and process it to run the service for you, on your instruction — you are the controller and we are the processor. Our privacy notice sets out exactly what that means in practice, and a data processing agreement is available on request.

You can export your data while your account is live, and on the way out. Two things are worth knowing before you rely on deletion: archiving a record retires it but keeps its history, and the audit trail is append-only by design — nobody can rewrite it, including us. That is deliberate, because records that can be quietly altered are not evidence.

Your plan includes an AI allowance up to a cap. Need more and you top up in advance. We never let AI run on credit and never bankroll usage on your behalf, which is why there is no bill you did not see coming. If a payment fails, AI features pause; your data and the rest of the platform carry on.

AI in Rockbase proposes and a person disposes. Nothing is written into your account until somebody confirms it, and the record shows who did. Output can be wrong, and it is not professional advice of any kind. You remain responsible for decisions taken in your business, including the ones a recommendation prompted.

This is the most important disclaimer on the page, so it gets its own section.

• We do not certify you. Rockbase makes a company certification-ready. An accredited certification body audits and certifies. Anyone who tells you their software can certify you is describing something that does not exist.
• We cannot fake a record. The system makes true records easy to produce and shows you the gaps that remain. If the evidence is not there, the readiness view will say so — that is the feature working, not failing.
• Regulatory and standards content is reference material, not advice. Clause packs, jurisdiction packs, employment-code content and similar are there to help you organise your own compliance work. They are not legal, employment or professional advice, they are not a substitute for a qualified adviser, and they will not always be current. Check anything you are going to rely on.
• The outcome is yours. We do not warrant that using Rockbase will get you certified, keep you certified, or satisfy any particular auditor or regulator.

• A platform fee for the plan you are on, plus a prepaid AI allowance. Both are set out in the order or plan you agreed.
• Fees are payable in advance for the billing period, and are exclusive of VAT and other taxes, which we add where they apply.
• If a payment fails we will tell you and give you a reasonable chance to fix it. AI features pause meanwhile; we may suspend the account if it stays unpaid.
• Prepaid AI allowance is not refundable in cash, and unused allowance does not roll over indefinitely — the plan says how it behaves.
• We will give you at least 30 days' notice before a price change takes effect for you.

We aim to keep Rockbase available and to fix problems quickly, and during early access you have direct access to the people building it — which in practice beats a support tier. We will schedule disruptive maintenance considerately and tell you in advance where we can.

What we are not doing yet is committing to a numeric uptime figure. We would rather decline to promise one than publish a number we have not yet earned the operating history to stand behind.

We own Rockbase — the platform, its design, and everything we build into it. You get the right to use it while your account is live and paid for. You own your data and your content, and you keep the documents and records the system produces from them.

If you send us feedback or an idea, we may act on it without owing you anything for it. That keeps the conversation with founding clients simple; it does not give us any right to your data.

Each of us will keep the other's confidential information confidential, use it only for what it was shared for, and protect it as carefully as our own. That obligation survives the end of these terms. It does not cover information that is already public, that you knew independently, or that the law requires us to disclose — and if we are compelled to disclose yours, we will tell you where we are allowed to.

We promise to provide the service with reasonable skill and care, and to run it as described on this website and in our documentation.

Beyond that, and to the extent the law allows, the service is provided as it is. We do not warrant that it will be uninterrupted or error-free, that it will meet a requirement we have not agreed with you in writing, or that AI output will be accurate. Nothing here excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud.

Neither of us is liable to the other for loss of profit, revenue, business, goodwill or anticipated savings, or for indirect or consequential loss, however it arises.

Each party's total liability under these terms is capped at the fees paid or payable for the 12 months before the claim arose. The cap does not apply to your obligation to pay fees, to either party's breach of the other's intellectual property, or to liability that cannot lawfully be capped.

• You can stop at the end of a billing period by telling us. We will not make you call anyone.
• Either of us can end these terms if the other breaches them materially and does not fix it within 30 days of being told.
• We may suspend an account immediately where continuing would break the law, endanger the service, or where fees are seriously overdue.
• On the way out you can export your data. We return or delete it on your instruction, and delete our copies within 90 days of closure, except where the law requires us to keep something.

These terms are governed by the law of England and Wales, and its courts have exclusive jurisdiction. If a provision is unenforceable, the rest survives. Neither of us may assign these terms without the other's consent, except to a successor of the whole business. There is no third-party beneficiary here.

We may update these terms as the product develops. Where a change materially affects you, we will tell account owners and give reasonable notice before it takes effect. The date at the top of this page always reflects the current version.

Questions about these terms: hello@rockbase.app. We answer them ourselves.