These documents are being prepared for launch. Our Stairwell Ltd has not yet been incorporated. Customer subscriptions will open only after incorporation and completion of the supplier details and launch terms. This draft does not offer a subscription from an existing limited company.
Our Stairwell is offered to incorporated companies and unincorporated residents' associations managing buildings and resident communities throughout the United Kingdom. The person completing workspace setup must have authority to act for the subscribing organisation. We do not offer standalone personal subscriptions. Nothing in these Terms excludes rights that cannot lawfully be excluded.
1. Parties and agreement
The intended supplier at launch is Our Stairwell Ltd, subject to incorporation (Supplier, we, us). Its exact registered name, company number, registration jurisdiction, registered office and notices address will be included here before these Terms are made available for customer acceptance. No customer subscriptions will be accepted before incorporation. Enquiries may be sent to hello@ourstairwell.uk.
The subscribing organisation is identified during setup (Customer). For an unincorporated association, its governing body must authorise the subscription. The contracting parties and the capacity in which its representative signs must be identified before acceptance; the final arrangement for these associations is still being completed for launch. The agreement begins when Supplier records valid acceptance and creates the workspace (Start Date).
The agreement consists of these Terms, the current pricing and plan shown immediately before acceptance, the Data Processing Agreement, Acceptable Use Policy, Support and Service Level Policy, Subprocessor List, and Security Measures Schedule. Together they are theAgreement. An expressly agreed order form takes priority over these Terms; the DPA takes priority for personal-data processing.
2. Service and licence
Supplier grants Customer a non-exclusive, non-transferable right during the subscription to allow its authorised users to access the hosted Our Stairwell service for Customer's internal management and governance of the buildings and communities recorded in its workspace. Customer may appoint residents, committee members, contractors and professional advisers as authorised users where appropriate.
Supplier may improve or change the Service. We will not materially reduce its core paid functionality during a billing period without reasonable notice, except where a change is required for security, law, provider availability or prevention of harm. Preview or beta features may be changed or withdrawn.
3. Customer responsibilities
Customer must:
- provide accurate setup, billing and contact information and keep it current;
- ensure users are properly authorised and promptly remove access when it is no longer needed;
- configure roles and permissions appropriately for its organisation;
- have a lawful basis and give required notices for personal data it puts into the Service;
- keep independent copies of records where law, a lease, insurance or governance rules require them; and
- comply with the Acceptable Use Policy and applicable law.
The Service supports administration but does not provide legal, accounting, surveying, fire-safety or property-management advice. Customer remains responsible for decisions, statutory notices, filings, payment demands, safety obligations and the accuracy of its records.
4. Trial, charges and payment
4.1 Free trial
The initial trial lasts 30 days from the Start Date. No subscription charge is taken during the trial. A Direct Debit mandate is required during setup. The plan price, unit count, tax treatment, trial end date and expected first payment are shown before Customer accepts.
4.2 Conversion and rolling renewal
Unless Customer cancels before the trial ends, the trial automatically converts to a paid subscription on the displayed trial end date. The paid subscription then continues in rolling monthly billing periods; it does not renew into a new fixed minimum term. Customer may cancel at any time as described below.
4.3 Fees
Fees are calculated from the number of units in Customer's workspace at the price shown in the plan. Supplier may correct obvious pricing or unit-count errors before collection. We may change the price on at least 30 days' notice, with the change taking effect no earlier than the next monthly period after that notice. Customer may cancel before the new price applies.
4.4 Collection and taxes
Subscription charges are collected monthly by GoCardless under the Direct Debit mandate. Customer authorises Supplier and its payment provider to initiate the displayed charges. Fees are inclusive or exclusive of VAT as stated at checkout and on the invoice. Customer must pay undisputed amounts when due and tell support@ourstairwell.uk promptly about a billing dispute.
5. Cancellation, suspension and reactivation
5.1 Customer cancellation
An authorised user can cancel through Profile → Subscription or by contacting support. We record cancellation when we receive a valid request and confirm when ordinary access will end. Completion of the payment provider's cancellation process does not change when we received the request.
If we receive cancellation before the trial ends, the trial will not convert to a paid subscription and no subscription fee is due. Trial access continues until the displayed trial end date. For a paid subscription, cancellation stops renewal and ordinary access continues until the end of the current paid monthly period. Amounts properly due for that period remain payable. We do not refund fees merely because Customer stops using the Service part-way through that period, except where required by law or provided under the Agreement.
If a payment for a later period has already been submitted for collection, we will cancel it where possible or arrange a refund if collected. A payment confirmed later for the current period may extend the access end date; we will confirm the updated date. Separate restrictions for non-payment, security, unlawful use or material breach still apply. After ordinary access ends, available export and recovery functions remain accessible during the retention period in section 6, subject to authentication and permissions.
5.2 Failed payment
If payment fails, collection retries may continue for 14 days. We may restrict the workspace to read-only or recovery functions after that period. Customer can restore ordinary access by resolving payment or establishing a new mandate before deletion.
5.3 Supplier termination or suspension
We may suspend access immediately where reasonably necessary to protect security, prevent unlawful use, respond to a material AUP breach, or comply with law. For another material breach, either party may terminate if the breach is not remedied within 14 days after written notice, or immediately if it cannot be remedied. Either party may terminate immediately if the other becomes insolvent, subject to applicable law. Supplier may discontinue the Service on at least 90 days' notice and will refund prepaid fees for the period after discontinuance.
5.4 Reactivation
A cancelled or suspended workspace may be reactivated before live-data deletion by an authorised user resolving payment and setting up an active mandate. Reactivation does not reverse a deletion already completed.
6. Export and deletion
Authorised users can export available member, meeting, work, event, communication, finance and document records using Profile → Export. Customer should complete and verify exports before the live-data deletion date. Export remains available for a cancelled or payment-suspended workspace until its live-data deletion date, subject to authentication and permissions.
Following voluntary cancellation, live workspace data is scheduled for deletion 90 days after ordinary paid or trial access ends. This period does not run down while that access continues. For qualifying non-payment, the 90-day period runs from the payment failure or mandate loss that begins the restriction process. We give the committee notice and a final opportunity to export and reactivate. At live deletion, remaining export and recovery access ends and live documents, user links and operational records are removed. Data in protected backup cycles may remain beyond that point but is put beyond ordinary use and removed on the applicable deletion cycle.
A restricted, encrypted compliance archive may be retained for up to six years where reasonably needed for tax, accounting, contract, legal-claim or regulatory purposes. It is not available as a restored workspace and is finally deleted at the end of the retention period, subject to any legal hold. Supplier retains its own minimal billing, contract-acceptance, security and audit evidence where it acts as an independent controller and applicable law or legitimate business-record needs require it.
7. Customer data and data protection
Customer retains ownership of content and data submitted to the Service (Customer Data). Customer gives Supplier the rights necessary to host, copy, transmit, index, back up and otherwise process Customer Data only to provide, secure, support and maintain the Service and as the Agreement otherwise permits. The incorporated DPA applies where Supplier processes personal data for Customer.
Supplier may use aggregated or irreversibly anonymised information that does not identify Customer or an individual to understand and improve the Service. We do not acquire ownership of Customer Data through that use.
8. Confidentiality
Each party must protect the other's non-public business, technical and personal information using at least reasonable care and use it only to perform or exercise rights under the Agreement. Disclosure is permitted to personnel, professional advisers and subprocessors who need it and are bound by appropriate duties, and where law requires disclosure. These duties do not cover information that is public without breach, already lawfully known, independently developed or lawfully received without restriction.
9. Intellectual property and feedback
Supplier and its licensors own the Service, software, branding, documentation and related intellectual property. Customer owns Customer Data. If Customer gives feedback, Supplier may use it without restriction or payment, but will not identify Customer publicly without permission.
10. Warranties and disclaimers
Each party warrants that it has authority to enter the Agreement. Supplier warrants that it will provide the Service with reasonable care and skill and substantially as described. If Supplier breaches that warranty, it will use reasonable efforts to correct the affected Service; if it cannot do so within a reasonable period, Customer may terminate and receive a pro-rata refund of prepaid fees for the affected future period.
The Service is provided over the internet and cannot be guaranteed uninterrupted or error-free. Subject to the express warranties above, all implied terms are excluded to the fullest extent permitted by law.
11. Liability
Nothing excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of terms implied by section 12 of the Sale of Goods Act 1979 or section 2 of the Supply of Goods and Services Act 1982, or any liability that cannot lawfully be limited.
Subject to that rule, neither party is liable for indirect or consequential loss, or loss of profit, revenue, anticipated savings, goodwill or business opportunity. Supplier is not liable for loss caused by Customer's records, instructions, permission choices, failure to export, unlawful content or a third party outside Supplier's reasonable control.
Subject to the first paragraph of this section, each party's total aggregate liability arising in any rolling 12-month period is limited to the greater of £1,000 and the fees paid or payable by Customer in that period. The cap is doubled for breach of confidentiality or the DPA. These allocations apply to the fullest extent permitted by law.
12. Changes to the Agreement
We may update incorporated policies to reflect law, security, providers or reasonable operational changes. We will give at least 30 days' notice of a material change that reduces Customer's rights, unless urgent legal or security circumstances require less notice. A materially changed Master Subscription Terms or DPA will be versioned and, where appropriate, presented for renewed acceptance. Continued use after the effective date constitutes acceptance only where the notice clearly says so and the change does not require express re-acceptance by law or by these Terms.
13. General
Neither party is liable for delay caused by events beyond its reasonable control, but payment obligations already due are unaffected. Customer may not assign the Agreement without Supplier's consent, not to be unreasonably withheld; Supplier may assign it as part of a genuine business transfer on notice. Neither party creates a partnership, agency or employment relationship. No third party has rights under the Contracts (Rights of Third Parties) Act 1999, except data subjects may enforce transfer clauses where those clauses expressly allow it.
If a provision is unenforceable, it is adjusted only as far as necessary and the rest remains effective. A waiver must be explicit. The Agreement is the entire agreement about the Service and replaces earlier proposals or statements, without limiting liability for fraud. Notices to Supplier must be sent to hello@ourstairwell.uk; notices to Customer may be sent to its billing or administrator email and are received on the next business day after sending.
14. Governing law and courts
The Agreement and non-contractual obligations arising from it are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that either party may seek urgent protective relief in any competent court.