Terms of Service

These Terms of Service ("Terms") govern your use of the Oooly platform ("Service") provided by Pearce & Sons Group Ltd, trading as Oooly, a company registered in England and Wales (Company No. 17209008), whose registered office is at 167–169 Great Portland Street, Fifth Floor, London, England, W1W 5PF ("we", "us", "our").

By creating an account or using the Service, the organisation administrator accepts these Terms on behalf of their organisation. If you do not agree, do not use the Service.

1. What Oooly is — and what it isn't

Oooly is a software platform for managing employee leave, absence tracking, and team scheduling. It is a tool to help you administer leave — it is not a substitute for legal advice, HR advice, or employment law guidance. Nothing in the Service or any communications from us constitutes legal or professional advice. You are responsible for ensuring your leave policies and practices comply with applicable employment law.

2. Who can use Oooly

The Service is intended for use by businesses and organisations. By accepting these Terms, the organisation administrator represents that:

• They have authority to bind the organisation to these Terms;
• The organisation is a legal entity (company, partnership, sole trader, or other) operating lawfully in its jurisdiction;
• Users of the Service within the organisation will be at least 18 years old.

We do not knowingly provide the Service to individuals acting in a purely personal capacity.

3. Account responsibilities

The organisation administrator is responsible for:

• Ensuring that employee data entered into the Service is accurate, kept up to date, and collected with appropriate notice to the individuals concerned;
• Managing user access and revoking access promptly when an employee leaves or changes role;
• Maintaining the security of administrator credentials and promptly notifying us of any suspected unauthorised access;
• All activity that occurs under the organisation's account, including the actions of invited users.

We are not responsible for errors arising from inaccurate data entered by you or your users.

4. Acceptable use

You agree not to use the Service to:

• Violate any applicable law or regulation;
• Attempt to gain unauthorised access to another organisation's data, our systems, or any related infrastructure;
• Reverse engineer, decompile, or disassemble any part of the Service;
• Use automated means (bots, scrapers) to extract data from the Service without our prior written consent;
• Upload or transmit malicious code, spam, or any content that infringes a third party's intellectual property rights;
• Resell or sublicense the Service without our express written agreement.

We reserve the right to suspend or terminate access immediately where we have reasonable grounds to believe these restrictions have been breached.

5. Subscription, billing, and cancellation

Free plan

We offer a free tier limited to two seats (one administrator and one employee). The free plan is provided on an as-is basis with no uptime commitment and no priority support. We reserve the right to modify or withdraw the free tier with 30 days' notice.

Paid subscriptions

Paid plans are billed monthly in advance. The current pricing is £15 per month for up to five seats, then £2 per additional seat per month. All prices are exclusive of VAT, which will be charged at the applicable rate.

• Payment: Fees are charged to your nominated payment method at the start of each billing period via our payment processor (Stripe). You authorise us to charge recurring monthly fees until you cancel.
• Renewal: Subscriptions renew automatically each month unless cancelled before the renewal date.
• Cancellation: You may cancel at any time through your account settings or by contacting us. Cancellation takes effect at the end of the current billing period. We do not provide pro-rata refunds for partial months.
• Price changes: We will give you at least 30 days' written notice of any price increase. Continued use after that date constitutes acceptance of the new price.
• Late payment: If a payment fails, we will attempt to retry and notify you. If payment remains outstanding for 14 days, we may suspend access to the Service until your account is brought up to date.

6. Data on cancellation

When your subscription ends or your account is closed:

• Export window: You have 30 days from the date of cancellation to export your data. During this period your account remains accessible in a read-only state.
• Retention: We will retain your organisation's data for 90 days after the end of the export window, after which it will be permanently deleted from production systems.
• Backups: Encrypted backup snapshots containing your data will be purged within 30 days of the production deletion.
• Anonymised data: Aggregated, anonymised usage statistics from which no individual can be identified may be retained indefinitely for product analytics purposes.

If you require earlier deletion, contact us at privacy@oooly.uk and we will action it within 30 days.

7. Service availability

We aim to keep Oooly available and make regular improvements, but we do not guarantee any specific uptime level. The Service is provided on an "as is" and "as available" basis. We may take the Service offline for maintenance, updates, or circumstances outside our control. We will endeavour to provide advance notice of planned maintenance where reasonably practicable.

8. Suspension and termination

We may suspend or terminate your account, with or without notice, if:

• You fail to pay fees when due and do not remedy this within 14 days of notification;
• You breach these Terms in a material way;
• We are required to do so by law or a regulatory authority;
• We reasonably believe continued operation poses a security or legal risk.

You may terminate your account at any time by cancelling your subscription and ceasing use of the Service. Termination does not relieve you of any outstanding payment obligations.

9. Intellectual property

We own all intellectual property rights in the Service, including the software, design, and branding. We grant you a limited, non-exclusive, non-transferable licence to use the Service for your organisation's internal purposes during the term of your subscription. You retain ownership of all data you upload to the Service.

10. Limitation of liability

To the fullest extent permitted by law:

• Our total aggregate liability to you in connection with these Terms or the Service, whether in contract, tort (including negligence), or otherwise, shall not exceed the total fees paid by you in the 12 months immediately preceding the event giving rise to the claim;
• We shall not be liable for any indirect, special, incidental, or consequential loss or damage, including loss of profits, loss of data, loss of business, or reputational damage, even if we have been advised of the possibility of such loss;
• Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be excluded.

11. Changes to the Service and these Terms

We may update or change the features of the Service at any time. We will endeavour to communicate material changes in advance.

We may amend these Terms from time to time. We will notify you of changes by email and by posting an updated version on our website with a revised "last updated" date. We will give at least 30 days' notice before material changes take effect. Your continued use of the Service after that date constitutes your acceptance of the revised Terms. If you do not accept the changes, you should cancel your subscription before they take effect.

12. Governing law and disputes

These Terms are governed by and construed in accordance with the laws of England and Wales. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

For questions about these Terms, contact us at hello@oooly.uk or by post to 167–169 Great Portland Street, Fifth Floor, London, England, W1W 5PF.