Terms and Conditions

1. Who we are and who these terms are for

Atlas Customer & Staff (Atlas CS) is a business software service provided by K4o5 Ltd (company number 07071390), registered in England and Wales, trading as Atlas Customer & Staff and Atlas CS ("we", "us", "our"). These terms apply when a business or organisation ("you", "the Customer") subscribes to Atlas CS.

Atlas CS is sold to businesses, not to consumers. If you are buying for personal use outside a trade or business, please contact us before you subscribe so we can explain your rights.

Please read these terms alongside the order or plan you choose. Together they form the agreement between you and us (the Agreement). We have tried to write them in plain English so that you know where you stand before you sign up.

2. The service

Atlas CS is a modular, browser based platform. You choose the modules that suit your business, and you can add or remove modules as your needs change, subject to the plan you have chosen.

We will provide the service with reasonable skill and care, and we aim to keep it available at all times. We may carry out maintenance and improvements, and we will give reasonable notice where we expect planned work to affect you.

We keep improving Atlas CS. We may change features, and we will not make changes that materially reduce the core functionality of the modules you have paid for during your term without telling you first.

3. Minimum 12 month commitment

New customers can start with a free 14 day trial. You give a payment card to begin, and nothing is charged if you cancel before the trial ends. If you continue, billing starts when the trial ends.

All subscriptions then run for an initial term of 12 months, counted from the date billing starts (the Initial Term). This is the minimum commitment, and it applies whether you pay monthly or annually.

The Initial Term is what allows us to set up your workspace, move your data, train your team and keep the price of the service simple and fair. We explain how this works in the clause on onboarding below.

Following the Initial Term, your subscription continues on a rolling monthly basis until either of us ends it in line with these terms.

4. Price, payment and how we bill

The price for your plan, and for each module, is shown on our website or on your order. Prices are in pounds sterling and are shown without VAT, which we add where it applies.

You choose to pay monthly or annually. Monthly payments are taken in advance each month by the method you agree with us. Annual payments are taken in advance for the whole year. Choosing monthly payment does not shorten the Initial Term, and you remain responsible for the fees for the whole of the Initial Term.

If a payment is late, we will tell you and give you a reasonable chance to put it right. If it remains unpaid after that notice, we may suspend access until it is paid, and we may charge interest on overdue amounts under the Late Payment of Commercial Debts (Interest) Act 1998.

If we want to change the price for the period after your Initial Term, we will give you at least 30 days written notice before the change takes effect, and you may end the subscription before the new price applies. We will not change the price during your Initial Term unless you ask to add modules or users.

5. Onboarding and why the commitment exists

Every new workspace takes real time and effort to set up. This includes configuring your modules, migrating or importing your data, creating your users and permissions, and onboarding your team. This work is included in your plan rather than charged as a large separate fee at the start.

Because the cost of onboarding is spread across the Initial Term, it is recovered through your subscription over those 12 months. If a customer could join for a single month, the time and resources spent setting them up would not be recovered, and we would have to raise the price for everyone. The 12 month term is how we keep one fair price for all customers.

For that reason, if the Agreement ends before the end of the Initial Term for any reason other than our breach of the Agreement or a right to end it set out in these terms, the remaining fees for the Initial Term remain payable. This is a fair and proportionate way of recovering the cost of work already carried out for you, and we will always show you the amount before it is due.

6. Rolling monthly term and ending the Agreement

After the Initial Term, the subscription renews automatically each month. You can end it at any time after the Initial Term by giving us at least 30 days written notice, and the Agreement then ends at the end of the month in which that notice period finishes.

You can give notice by email to us from the address on your account, or through your account where that option is available. We will confirm the date your subscription ends in writing.

To avoid renewing into the next rolling month by surprise, we will remind you by email before the end of the Initial Term, and tell you what you will pay afterwards.

Either of us may end the Agreement immediately by written notice if the other commits a material breach that cannot be put right, or does not put it right within 30 days of being asked to, or becomes insolvent.

7. Your data

Your data stays yours. We act on your instructions when we handle personal data on your behalf, and the data processing terms in the Privacy Policy apply.

We take daily backups of your workspace, and hourly backups on the Fully Managed plan. Credentials stored in the vault are encrypted with AES-256.

When the Agreement ends, you can export your data for 30 days. After that, we will delete it from live systems and from backups in line with our retention schedule.

8. Acceptable use and security

You are responsible for the people you give access to, for the permissions you set, and for keeping login details safe. Please tell us as soon as you suspect an account has been misused.

You must not use Atlas CS unlawfully, try to break or overload it, copy it, or let anyone resell it. We may suspend an account that puts the service or other customers at risk, and we will tell you why as soon as we reasonably can.

9. Intellectual property

We own Atlas CS, its design and its software. You own your data and your content. While the Agreement is in force, we give you a non exclusive, non transferable right to use Atlas CS for your own business.

10. Our responsibility to you

Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Subject to that, we are not liable for loss of profit, revenue, goodwill or anticipated savings, or for indirect or consequential loss. Our total liability to you in any 12 month period for all claims is limited to the fees you paid us for that period.

We are not responsible for delays or failures caused by events beyond our reasonable control, including power, network or hosting provider failures, and we will do what we reasonably can to restore service quickly.

11. Changes to these terms

We may update these terms, for example if the law changes or if we add new features. We will tell you at least 30 days before a material change takes effect. If a change is to your disadvantage, you may end the Agreement before it applies, without paying any remaining fees for the Initial Term in respect of that change.

12. Complaints and disputes

If something goes wrong, please tell us first so we can put it right. We will acknowledge a complaint within 2 working days and aim to resolve it within 14 days.

These terms, and any dispute about them, are governed by the law of England and Wales, and the courts of England and Wales have jurisdiction, unless the law gives you a right to go elsewhere.

13. Contact

You can email [email protected] for general questions and [email protected] for help with a workspace, use the details on our Contact page, or ask the Ask Atlas assistant on this website.