Terms of Service.

1. Agreement

By creating an account or using Hotline LMS ("the Service"), you agree to these Terms of Service. The Service is operated by Hotline Labs Ltd ("we", "us", "our"), a company registered in England and Wales, company number 11873778, with its registered office at Enterprise Centre, Tonypandy Enterprise Park, Llwynypia Road, Tonypandy, CF40 2ET. If you are using the Service on behalf of an organisation, you represent that you have authority to bind that organisation to these terms.

2. The Service

Hotline LMS is a multi-tenant, white-label learning management system. We provide the platform; you provide the content and users. Each customer has its own workspace with its own address, branding, users and configuration. Every query on customer data is limited to that workspace, and each workspace's personal data is encrypted with its own key.

3. Accounts

You are responsible for maintaining the security of your account credentials. You must not share your password or allow others to access your account. You are responsible for all activity under your account. Notify us immediately if you suspect unauthorised access.

4. Subscriptions and payment

Paid plans are billed monthly or annually via Stripe. Prices are listed on our pricing page. We may change pricing with 30 days' notice. Your subscription renews automatically unless you cancel. Cancellations take effect at the end of the current billing period.

5. Free trial

New accounts receive a 14-day free trial. Payment details are collected at signup. You will not be charged during the trial period. At the end of the trial, your subscription begins automatically unless you cancel. If you cancel before the trial ends, you will not be charged. If you do not subscribe when the trial ends, your account is paused. Your administrators keep export access for 30 days, then your workspace is deleted. Learner records (completions, certificates, attendance and results) are kept sealed and encrypted for 6 years, then deleted.

6. Your content

You retain ownership of all content you upload to the Service (courses, SCORM packages, documents, images). We do not claim any intellectual property rights over your content. You grant us a limited licence to host, serve, and display your content to your authorised users as necessary to provide the Service.

7. Your data

You own your data. You can export your users, courses, enrolments, and progress records as CSV at any time, or download everything as one archive. We do not sell or share your data with third parties except as described in our Privacy Policy.

8. Acceptable use

You agree not to:

• Upload content that is illegal, harmful, or infringes on others' intellectual property.
• Use the Service to distribute malware or engage in phishing.
• Attempt to access other tenants' data or circumvent security measures.
• Reverse-engineer, decompile, or extract the source code of the Service.
• Exceed your plan's user or storage limits without upgrading.
• Resell access to the Service without a written agreement.

9. Availability and recovery

We keep a warm standby server at a second provider in London, with a copy of your data every hour. If our primary provider is lost, we aim to have the Service back within 1 hour, with under 1 hour of data lost. We may perform scheduled maintenance with advance notice. We are not liable for downtime caused by factors outside our control (hosting provider outages, DNS issues, etc.).

10. Refunds

If you are not satisfied within the first 30 days of a paid subscription, you may request a full refund. After 30 days, no refunds are issued for partial billing periods. You may cancel at any time and retain access until the end of your current billing period.

11. Termination

You may cancel your account at any time. We may suspend or terminate your account if you violate these terms, fail to pay, or engage in abusive behaviour. On termination, your administrators keep export access for 30 days, then your workspace is deleted permanently. Learner records (completions, certificates, attendance and results) are kept sealed and encrypted for 6 years, then deleted.

12. Limitation of liability

To the maximum extent permitted by law, our liability to you is limited to the amount you paid us in the 12 months prior to the event giving rise to the claim. We are not liable for indirect, incidental, or consequential damages.

13. Changes to these terms

We may update these terms from time to time. We will notify you of material changes by email or by posting a notice on the platform at least 30 days in advance. Continued use of the Service after changes take effect constitutes acceptance.

14. Contact

For questions about these terms, contact us at [email protected].