Terms

1. About these terms

These terms are an agreement between FRONTROOM AI LTD (company number 17540446, registered office 11 Frating Crescent, Woodford Green, IG8 0DW, United Kingdom; "we" or "us") and the business that signs up for Frontroom ("you"). By creating an account or using Frontroom, you accept them for your business and confirm that you are allowed to do so.

Frontroom is for businesses. It is not offered to consumers.

2. Your account

• Give us accurate details and keep them up to date.
• Keep sign-in details safe, and tell us straight away if you think someone has used your account without permission.
• You decide who in your team has access and what each role can do. You are responsible for what your users do in your account.

3. Free trial

You can try Frontroom free for a trial period. We will tell you before the trial ends. If you carry on, your data carries on with you. If you do not, you can export your data, and we will then delete it as described in section 12.

4. Fees and payment

• Frontroom is charged per location per month. AI cameras are an optional add-on. We will tell you the price in writing or in the app before you are charged.
• There is no setup fee.
• Fees are paid monthly in advance and do not include VAT or other taxes, which are added where they apply.
• We will give you at least 30 days' notice of any price change. If you do not agree, you can cancel before it takes effect.
• If a payment is overdue, we will remind you. If it is still unpaid 14 days after our reminder, we may suspend the account until it is paid. The till's offline sales and your data are kept safe while suspended.

5. Your data

The records you put into Frontroom belong to you. You give us permission to host, copy and process them only as needed to provide, secure and support Frontroom for you. You can export your data at any time in common formats. We never sell your data and we do not use it for advertising.

You are responsible for having the right to put personal data into Frontroom and for telling people how you use their data. Section 13 sets out how we process personal data for you.

6. AI features

Ask, photo reading, voice notes and AI cameras use artificial intelligence. AI can make mistakes. Check what it produces before you rely on it. Entries drafted by AI are not posted to your books until a person approves them.

You remain responsible for your accounts, tax returns, payroll and legal duties. Frontroom helps you do this work, but we are not your accountant, tax adviser or lawyer.

7. AI cameras

If you use AI cameras, you are the controller of the footage and you must use them lawfully. In particular, you must:

• display clear CCTV signs and tell your staff in writing what the cameras are used for;
• have a lawful basis, and carry out a data protection impact assessment where the law requires one;
• if you use staff check-in by camera, have a valid condition for any biometric data, such as explicit consent, and offer staff another way to clock in;
• only connect cameras you own or have the right to use, and never cover private areas such as toilets or changing rooms;
• follow employment law on monitoring staff.

8. Acceptable use

Do not use Frontroom to break the law, to process data you have no right to, to send harmful code, to try to get around its security or limits, or to resell it without our written agreement. Do not copy or reverse engineer the software except where the law allows. We may suspend access to stop serious misuse, and will tell you why.

9. The service and support

We work hard to keep Frontroom running well, and we improve it all the time. We do not promise that it will always be available or free of faults. When the internet drops, the till keeps selling and catches up later. We may need short maintenance windows and will try to schedule them outside busy hours. We provide support by email at support@frontroom.ai.

We may change or replace features over time. If we remove a feature you rely on during a period you have paid for, we will tell you in advance.

10. Ownership

We own Frontroom, its software and its brand. You own your data. If you send us ideas or feedback, we may use them to improve Frontroom without owing you anything.

11. Liability

• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else the law does not allow to be limited.
• Neither of us is liable for loss of profit, revenue, business or goodwill, or for indirect or consequential loss.
• Our total liability in any 12 months is limited to the fees you paid us in those 12 months.

12. Ending the agreement

• You can cancel at any time. Your subscription ends at the end of the month you have paid for.
• We can end the agreement with 30 days' notice, or straight away if you seriously break these terms and do not put it right within 14 days of our notice.
• After the agreement ends, you have 30 days to export your data. We then delete it, except where the law requires us to keep something.

13. Data processing terms

This section applies when we process personal data for you as your processor, as required by Article 28 of UK GDPR. Our Data Processing Agreement (also as a PDF) sets out these terms in full and forms part of these terms. If it and this section differ, the Data Processing Agreement applies.

• What we process: the personal data you put into Frontroom or connect to it, such as staff, guest, customer and supplier details, payroll records, photos, voice notes and camera images, about your staff, guests, customers, suppliers and other contacts, for as long as the agreement lasts, to provide Frontroom to you.
• Your instructions: we process it only on your documented instructions, which are these terms and the way you set up and use Frontroom, unless the law requires otherwise. We will tell you if we think an instruction breaks data protection law.
• Confidentiality: everyone we allow to process the data is bound to keep it confidential.
• Security: we keep appropriate technical and organisational measures in place to protect it.
• Subprocessors: you agree that we may use subprocessors for hosting and network, AI models, speech-to-text, email delivery, error tracking, product analytics and, once we take payments online, payments. The current list is on our subprocessors page. We put data protection terms in place with each one, stay responsible for them, and tell you before adding or replacing one so you can object.
• Help with your duties: we help you answer requests from people exercising their rights, and with security, breach notification, impact assessments and consultation with the regulator.
• Breaches: we tell you without undue delay after becoming aware of a personal data breach affecting your data.
• Transfers: where data leaves the UK, we use the safeguards UK law requires.
• End of service: when the agreement ends, we delete or return the data at your choice, unless the law requires us to keep it.
• Audits: we give you the information you reasonably need to show compliance, and allow reasonable audits with reasonable notice.

14. General

• We may update these terms. We will tell you about important changes at least 30 days in advance.
• We may send notices by email or in the app. You can send notices to support@frontroom.ai.
• If part of these terms cannot be enforced, the rest still applies. If we do not enforce a right straight away, we can still enforce it later.
• These terms are the whole agreement between us about Frontroom. No one else has rights under them.
• These terms are governed by the law of England and Wales, and the courts of England and Wales deal with any dispute.