Terms of Service
Effective from: 9 October 2026 · Version: 3.0
These terms are a contract between 360 Synk Software Ltd, a company registered in Northern Ireland (company number NI734698) with its registered office at 3 Drumard Cottages, Ballymena, Co. Antrim BT42 2PX ("360Synk", "we", "us"), and the business that signs up for 360Synk ("the Customer", "you").
1. About these terms
1.1 360Synk is for businesses. These terms are not written for consumers, and consumer protection rules that apply to individuals buying for personal use do not apply.
1.2 You accept these terms by creating an account, starting a trial, placing an order, paying, or otherwise indicating acceptance through our sign-up process. The person who accepts confirms that they have authority to bind the Customer.
1.3 360Synk is a standard software-as-a-service product that we develop continuously. Unless we both sign a separate statement of work, this is not a contract for bespoke software development. No request, configuration choice, onboarding activity or feature suggestion creates a bespoke specification.
1.4 The contract is made up of: your Order; the Data Processing Addendum; these terms; and the Acceptable Use Policy. If they conflict, the Data Processing Addendum wins on anything about personal data; otherwise the Order wins, then these terms, then the Acceptable Use Policy. A quote or Order cannot override the Data Processing Addendum.
2. Words we use
- Service: the 360Synk web application, the 360Synk mobile app, the client portal, our APIs, and the connections between them, as we provide them from time to time.
- Plan: the subscription level you choose (currently CORE, PRO or ULTRA) and its features.
- Users: the people you allow to sign in under your account: your staff and subcontractors. Your own clients, invited to the client portal, are Portal Users.
- Customer Data: everything you or your Users put into the Service or create with it: jobs, clients, sites, certificates, forms, photos, signatures, timesheets, location history, HR and finance records, documents and messages.
- Order: the sign-up screen, quote, order form or written agreement we send you by email that records your Plan, number of paid seats, fees and start date.
- Documentation: the help articles and guidance we publish.
- 360Synk Materials: the Service, its software, designs, templates, form and observation libraries, workflows, documentation and brand.
3. The Service and plans
3.1 Subject to payment and these terms, we grant you a non-exclusive, non-transferable right for your Users to use the Service for your internal business during your subscription.
3.2 The Service supports business administration and field work: jobs, scheduling, quotes, invoicing, purchasing, materials, time recording, tasks, forms, certification, documents, client records, reporting, the client portal, integrations and related workflows. Features vary by Plan, role, device and configuration, and some are switched on only when a connected service or setting requires them.
3.3 What each Plan includes is on our pricing page. Your fees, including how they are worked out (for example per paid User) and any minimum number of paid seats, are set out in your Order. Portal Users are never paid seats.
3.4 You must not let the number of Users exceed your paid seats, except during an onboarding or grace period we have agreed.
3.5 We may add, rename, combine or retire Plans and features as set out in section 15.
4. Trials
4.1 New customers get a 14-day free trial with the full feature set, so that you can evaluate the Service. Trial accounts are set up with practice data so that you can explore a working business; do not enter real work during the trial unless you intend to keep the account, because practice data is cleared when a trial converts to a paid subscription.
4.2 A trial is for evaluation. You decide whether the Service suits you before you subscribe. At the end of the trial your access is restricted unless you start a paid subscription.
4.3 We may change or withdraw a trial offer before you have started it. Once started, we will not shorten your trial except for security, misuse or legal reasons.
5. Accounts, Users and security
5.1 You give us accurate details and keep them up to date.
5.2 Who may use your account. You decide which people use the Service under your account and you are responsible for them. 360Synk is a business service and is not aimed at children. If you allow a person under 16 to use the Service (for example a young apprentice or trainee), you do so under your own young-person policy and supervision, you are responsible for their use, and you tell us if any extra protection is needed. Our Privacy Notice explains how we treat young people's data.
5.3 Each login is for one named person. Logins must not be shared. The number of devices a User can be signed in on at once is limited by the Service.
5.4 You decide who has access and at what role, including who holds administrative, financial or signing permissions. Role controls help you limit access; you remain responsible for configuring them.
5.5 You can require every office User to sign in to the web application with an authenticator app (two-step sign-in). We recommend you switch this on. The mobile app does not currently use two-step sign-in.
5.6 You keep credentials, authentication factors and devices secure, remove access promptly when someone leaves or a device is lost, and tell us without delay at support@360synk.com if you suspect unauthorised access.
5.7 We may require password, two-step sign-in, device or other security measures where reasonably necessary to protect the Service or Customer Data.
6. Your responsibilities
6.1 Use the Service lawfully, in line with these terms, and only for your own legitimate business.
6.2 You are responsible for the accuracy, quality and legality of Customer Data, and for any notices, consents or lawful bases needed to collect and use it.
6.3 Make sure your Users are trained, competent and authorised for the work they do and the information they enter, approve, sign or issue through the Service.
6.4 You provide your own internet access, devices, browsers and operating systems.
6.5 You must not: reverse engineer or try to derive source code (except where the law allows); copy the Service; use it to build or train a competing product; resell or sublicense it except through the client portal and collaboration features we provide; bypass security or subscription controls; or interfere with the integrity, performance or availability of the Service.
6.6 Cooperate reasonably with us in investigating security incidents, support issues and suspected breaches of these terms.
7. Electrical work, certification and professional responsibility
7.1 360Synk is a business administration, workflow, record-keeping and certification platform. We do not carry out electrical work, inspection, testing, risk assessment or certification, and we do not act as the competent person, qualified supervisor, designer, inspector, tester, contractor, duty holder, scheme provider or regulator for you. 360Synk is not a certification body; certificates are issued by you.
7.2 You remain solely responsible for ensuring that electrical work, inspection, testing, design, observations, classifications, calculations, declarations and certificates are carried out, reviewed, signed and issued by people with the competence, authority and qualifications required by law, standards, scheme rules and your own procedures.
7.3 Any validation, lookup, calculated value, maximum value, suggested classification, warning, default or prompt in the Service supports the user's workflow. It is not a substitute for professional judgement, verification, the applicable edition of the relevant standard, manufacturers' instructions or legally required inspection and testing.
7.4 Verify every certificate, report, form or record before signing, issuing or relying on it, or giving it to a third party.
7.5 Role-based sign-off controls are an administrative safeguard only. You remain responsible for ensuring that the person signing or approving a document is legally and professionally entitled to do so.
7.6 The Service does not control electrical equipment, protective devices, plant or installations and must never be used as a safety system.
8. Forms, certificates, documents and electronic signatures
8.1 The Service lets you create, import, configure, complete, sign, issue, store, print and export forms, certificates and documents.
8.2 Templates you create, import or modify are your responsibility. We do not warrant that they meet any regulatory, contractual or scheme requirement. Templates we supply are designed for their stated use but remain subject to your verification and the applicable requirements.
8.3 Electronic signatures, typed signatures, approvals, role confirmations, timestamps and audit data are workflow and evidential features. You decide whether a particular method of signature or approval is legally sufficient for your purpose.
8.4 Where a document is amended, reissued or superseded, you make sure the correct version reaches the recipient and that any legally required record of the change is kept.
9. AI-assisted features
9.1 The Service includes features that use artificial intelligence or automated extraction: a read-only office assistant ("Copilot"), reading of supplier bills and receipts, import of forms from PDF, and extraction of data from uploaded electrical certificates. These run on Microsoft Azure services in the United Kingdom and on our own hosted extraction service. We may add, change or replace these features and their providers as set out in section 15.
9.2 AI output is an aid, not advice. It may be incomplete, inaccurate or out of date. An appropriately authorised person must review AI-assisted output before it is relied on, issued, signed, sent to a client, HMRC or a regulator, or used for any professional, safety, legal, financial or employment decision.
9.3 We do not warrant that an AI feature gives the same result every time or is error-free.
9.4 We do not use your Customer Data to train AI models for our own commercial benefit, and our providers are configured not to use it to train theirs. The Data Processing Addendum sets out the detail.
10. Mobile app and offline working
10.1 The mobile app is designed to keep working without signal and to send work when the connection returns. Offline working carries inherent risks: delayed synchronisation, conflicts, stale information and device loss. Users must check the sync status where information is time-sensitive or safety-relevant.
10.2 We apply conflict-resolution and retry rules when data is changed on more than one device. You review any material discrepancy we bring to your attention.
10.3 Data held only on a device that is lost or wiped before it syncs cannot be recovered by us.
10.4 Some functions need device permissions or hardware (location, camera, biometric unlock, local storage). Availability depends on the device and operating system. You secure the devices your Users use: screen locks, operating-system updates and prompt removal of access from lost or compromised devices.
11. Client portal
11.1 You may invite your own clients to a limited portal. You decide who is invited, what they can see and whether you have the right to share it with them.
11.2 A Portal User does not become our customer by using the portal. You remain responsible for your relationship with your clients and for the Customer Data you make available to them.
11.3 We may apply reasonable limits, authentication controls or restrictions to the portal to protect security and service integrity.
12. Connections to other services
12.1 You can connect the Service to third-party services, such as accounting software. Xero is available today; others are added from time to time. When you enable a connection, you authorise us to exchange the data reasonably required for it.
12.2 Third-party services run under their own terms, availability and security. We operate our side of the connection with reasonable care but are not responsible for a failure, change or error that arises solely within the third-party service, or for data once it has been sent there at your instruction.
12.3 Check data sent to or from accounting, payroll, banking or tax systems before you file, post, pay or rely on it. We do not provide accounting, tax, legal, payroll or financial advice. Calculations, mappings and exports are software functions for you or your adviser to review.
13. Your data
13.1 Your data is yours. You own your Customer Data. You give us a licence to host, copy, process, transmit, display and back it up only to provide, secure and support the Service, follow your instructions, comply with law and exercise our rights under this contract.
13.2 When you import data from another system, spreadsheet, PDF, image or archive, you are responsible for your right to import it and for checking the result. Automated import, scanning and matching may need your review; we do not warrant error-free import of inconsistent, incomplete or undocumented source data.
13.3 Export. You can export lists (clients, sites, jobs, invoices and more) as spreadsheet files at any time and download issued documents. A whole-company export pack is not yet self-service; on request we will provide an export of your core records and files in a commonly used format, free of charge once; a reasonable fee may apply to repeat requests.
13.4 We may apply reasonable limits on file size, storage, API use or automated processing to protect the Service. Limits that affect ordinary paid use are stated in the Plan, Order or Documentation.
13.5 Location sharing. The mobile app can record your engineers' location during working hours or while a job timer or "On my way" is running, for your dispatch map and, if you enable it, an arrival estimate in your client portal. Location sharing is a company setting in Settings. It is on for a new company; switch it off if you do not need it. Before your staff use the app, tell them how and why you use it, and use it only for legitimate workplace purposes. The app shows its own notice to staff; that does not replace your duties as their employer.
13.6 Staff health information. The Service can hold sickness, medical and next-of-kin information about your staff. That is special category data. You must have a lawful basis and an appropriate policy for keeping it, and you control which roles can see it.
14. Hosting, security, backups and availability
14.1 We run the Service with reasonable skill and care and maintain technical and organisational measures appropriate to the Service and the data it holds. The Data Processing Addendum lists them.
14.2 The Service is hosted on Microsoft Azure and supporting providers. We may change hosting or sub-processors in line with our data-protection obligations.
14.3 We take automated daily backups of the database with point-in-time restore for 30 days. Backups are held in one region today. Backups are not a substitute for keeping copies of records you are legally required to retain.
14.4 We aim to keep the Service available at all times apart from planned maintenance, which we try to schedule outside UK working hours and tell you about in advance where we can. We do not promise uninterrupted or error-free availability, and we do not offer an uptime guarantee or service credits unless an Order says so. The Service may be unavailable because of maintenance, security events, third-party outages, internet failures, events outside our control or defects.
15. Changes to the Service
15.1 We release fixes, updates, security changes, interface changes and new features continuously, without a signed variation.
15.2 We may change or withdraw a feature where reasonably necessary for security, legal compliance, a third-party change, product improvement or commercial reasons.
15.3 If a change would materially reduce the core features of your paid Plan during a paid period, we will give you at least 30 days' notice and you may cancel before it takes effect. Where a change is required for security or legal reasons we give as much notice as we reasonably can.
15.4 Feedback and suggestions do not create a specification or give you ownership of any resulting feature. Beta or preview features may change or be withdrawn more often.
16. Support
16.1 Support is by email to support@360synk.com, Monday to Friday, 9am to 5pm UK time, excluding public holidays. We aim to reply within one working day.
16.2 Support covers the operation of the Service. It does not include electrical, accounting, legal or payroll advice, data cleansing, bespoke development or unlimited data migration unless agreed separately. Onboarding or import help does not transfer responsibility for your decisions, data quality or professional compliance to us.
16.3 Response targets are targets, not guaranteed resolution times, unless an Order states a contractual service level.
17. Fees and payment
17.1 Fees are as set out in your Order or, where your Order does not set them, on our price list, exclusive of VAT.
17.2 Subscriptions are monthly, billed in advance, unless your Order says otherwise. Seats added during a month are charged as stated in the purchasing flow.
17.3 You must keep at least any minimum number of paid seats set out in your Order.
17.4 We may change prices on at least 30 days' written notice (by email or in the Service). A change applies from your next billing period, never retrospectively. Where your own written agreement with us fixes a price, that price applies as written in that agreement.
17.5 If an invoice is unpaid 14 days after its due date we will contact you first. If it stays unpaid, we may put your account into read-only mode (section 27) until it is paid. We never delete your data for non-payment except at the end of the retention period in section 27.
17.6 You keep your billing details accurate and pay any taxes legally due from you.
18. Intellectual property
18.1 We and our licensors own the 360Synk Materials and every improvement, configuration, generic workflow and feature we create. You receive only the right to use the Service under these terms.
18.2 You own your Customer Data and anything you create independently and upload.
18.3 If you give us feedback or suggestions we may use them without restriction or payment. That gives us no right over your Customer Data or confidential information.
18.4 Third-party software and content used in the Service may be subject to separate licence terms.
18.5 Usage statistics. We may use information about how the Service is used (for example counts of features used and performance data) to operate, improve and benchmark the Service, provided it does not identify you, your Users or any individual.
19. Confidentiality
19.1 Each party keeps the other's confidential information confidential and uses it only for this contract.
19.2 This does not apply to information that is public (other than through a breach), already lawfully known, lawfully received from a third party without restriction, independently developed, or that must be disclosed by law or a competent authority.
19.3 Either party may share confidential information with employees, advisers, insurers, auditors and service providers who need it and are bound by confidentiality.
19.4 This section continues for five years after the contract ends. Trade secrets and personal data stay protected for as long as the law or their nature requires.
20. Data protection
20.1 Each party complies with UK data-protection law.
20.2 For personal data in Customer Data, you are the controller and we are your processor. The Data Processing Addendum forms part of these terms and sets out the processing, our security measures, our sub-processors, international transfers, breach notification and what happens to data at the end.
20.3 We process limited account, billing, security, usage and business-contact data as a controller in our own right, as described in our Privacy Notice.
20.4 You give your staff, clients and other people whose data you hold the privacy information the law requires (including about location sharing and staff health records), and you do not instruct us to process data unlawfully. If you enter special category or otherwise sensitive data into free-text fields, uploads or custom forms, you are responsible for its lawfulness.
20.5 If you use the Service to send review requests, feedback requests or other promotional messages to your clients, you are responsible for having the right to send them.
21. Security incidents
21.1 We keep processes for identifying, assessing and responding to security incidents in systems under our control.
21.2 If we become aware of a personal data breach affecting Customer Data we process for you, we will tell you as set out in the Data Processing Addendum and help you meet your own obligations.
21.3 You tell us promptly of any compromise of an account, credentials, API key or connected integration that could affect the Service or Customer Data.
21.4 Notifying an incident is not an admission of fault or liability by either party.
22. Our promises and standard of care
22.1 We will provide the Service and any onboarding or support with reasonable skill and care.
22.2 We will use reasonable commercial efforts to correct reproducible material defects reported with enough information to investigate them.
22.3 Otherwise, and to the fullest extent the law allows, the Service is provided "as available". We do not warrant that it will be uninterrupted, error-free, compatible with every device or third-party system, or suitable for every business, professional or regulatory purpose.
22.4 You are responsible for evaluating the Service for your intended use and for running appropriate business, professional, accounting, safety, security and compliance controls outside the Service.
22.5 Nothing in this contract creates a performance obligation higher than reasonable skill and care unless a signed Order says so.
23. Liability
23.1 Nothing in this contract limits liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.
23.2 Subject to 23.1, neither party is liable to the other for indirect or consequential loss, or for loss of profit, revenue, business, contracts, anticipated savings, opportunity, goodwill or reputation, whether direct or indirect.
23.3 Subject to 23.1, we are not liable for loss arising from: inaccurate, incomplete or unlawful Customer Data; professional decisions, electrical work, inspection, testing, certification or sign-off by you or your people; your failure to review AI-assisted output, calculations, imported data or integration results; a third-party service failure outside our reasonable control; unauthorised use caused by your failure to secure credentials or devices; or use of the Service contrary to this contract or the Documentation.
23.4 Subject to 23.1, each party's total liability arising out of or in connection with this contract in any rolling 12-month period is limited to the greater of (a) the fees paid and payable by the Customer in that period and (b) £10,000. For claims about data protection or confidentiality, the limit is instead £25,000. Once we hold insurance for such claims, neither limit will be more than the cover available to us for the claim.
23.5 These exclusions and caps apply in contract, tort (including negligence), breach of statutory duty, misrepresentation or otherwise, to the extent the law allows.
24. Indemnities
24.1 You indemnify us against third-party claims, losses and reasonable legal costs arising directly from Customer Data or your materials infringing a third party's intellectual property, or from your unlawful use of the Service, provided we give you prompt notice and reasonable cooperation and do not prejudice the defence.
24.2 Subject to section 23, we will defend or settle a third-party claim that the unmodified Service, used in accordance with this contract, infringes that third party's UK intellectual property rights. We may procure continued use, modify or replace the affected element, or end the affected part of the Service and refund prepaid fees for the unused period. This does not apply where the claim arises from Customer Data, your instructions, unauthorised modification, combination with items we did not supply, or continued use after we have provided a non-infringing alternative.
24.3 Except as stated, neither party indemnifies the other for property damage, injury, regulatory fines or business losses.
25. Acceptable use and suspension
25.1 You and your Users follow the Acceptable Use Policy. You must not upload unlawful, malicious, infringing or abusive content, introduce malware, test our security without written permission, attempt unauthorised access, scrape the Service, abuse the APIs or impose unreasonable load.
25.2 We may remove or restrict content where reasonably necessary to comply with law, protect security or prevent material harm, and will tell you where appropriate.
25.3 We may suspend all or part of the Service where reasonably necessary because of overdue fees after notice, a material breach, a security risk, suspected unlawful or fraudulent use, a legal requirement, or an urgent need to protect the Service, Customer Data or other customers. Where practicable we give notice first, explain what you must do to restore access, keep the suspension to what is necessary, and restore access when the reason has been resolved.
26. Term and cancellation
26.1 The contract starts when you accept it and continues until ended under this section.
26.2 A paid subscription is monthly and renews automatically each month until cancelled.
26.3 You may cancel through the cancellation option in the Service or by writing to support@360synk.com. Cancellation takes effect at the end of the current paid month. Fees already paid are not refunded except where these terms say so or the law requires it.
26.4 Either party may end the contract immediately by written notice if the other commits a material breach that cannot be remedied or, where it can, does not remedy it within 30 days of being asked; or becomes insolvent, ceases business or persistently fails to pay.
27. When your subscription ends
27.1 When your subscription ends or lapses (cancellation, non-payment or expiry):
- mobile app access stops immediately;
- the office web application becomes read-only: your administrators can view, download and export your data, but nothing new can be created or changed;
- your Customer Data stays accessible in this read-only way for 12 months. If an invoice is unpaid, you first keep full access for 7 days and the 12 months start after that. If you renew within the 12 months, everything is restored as it was;
- we email your account owner (or an administrator) 30 days and again 7 days before deletion, with a reminder to export;
- after the 12 months we delete your Customer Data from the live system. We keep only a closed record that your account existed, without contact or bank details, and our own billing records with you;
- deleted data leaves our rolling backups within 30 days.
27.2 You can ask us to delete your data sooner by written request from an account owner. Deletion is permanent.
27.3 You pay all fees due up to the end date. Accrued rights are not affected. Sections that by their nature should continue (fees owed, confidentiality, intellectual property, liability, data protection, disputes) continue after the contract ends.
28. Complaints and disputes
28.1 Raise any complaint first with support@360synk.com, with enough information for us to investigate. We acknowledge complaints within 30 days and respond fairly; complaints that first-line support cannot resolve are escalated to a director.
28.2 Before court proceedings, each party will try in good faith to resolve a dispute through discussion between people with authority to settle it, unless urgent protective relief is needed. Nothing stops either party from seeking urgent relief or recovering an undisputed debt.
29. General
29.1 Events outside our control. Neither party is liable for delay or failure caused by events beyond its reasonable control, including widespread internet or cloud outages, natural disaster, epidemic, war, civil disorder, industrial action, utility failure or government action, provided it takes reasonable steps to mitigate. Payment for services already supplied is not excused.
29.2 Subcontractors. We may use subcontractors and sub-processors (listed in the Data Processing Addendum) and remain responsible for them.
29.3 Assignment. You may not transfer this contract without our consent, which we will not unreasonably withhold for a successor to your business. We may transfer it to a successor of our business or as part of a reorganisation, financing or sale, provided your rights are not materially reduced, with notice to you.
29.4 Notices. Operational notices may be given in the Service or by email to your account owner or administrators. Formal notices go to the email addresses in the Order; ours is privacy@360synk.com and our registered office above.
29.5 Entire agreement. The documents in section 1.4 are the whole agreement and replace prior discussions and representations. Neither party excludes liability for fraud.
29.6 No partnership. Nothing creates a partnership, joint venture, employment or agency between us.
29.7 Waiver and severability. A delay in exercising a right is not a waiver. If a provision is invalid it is modified to the minimum extent necessary or severed, and the rest continues.
29.8 Third-party rights. Nobody other than the parties may enforce this contract under the Contracts (Rights of Third Parties) Act 1999.
29.9 Changes to these terms. We may update these terms to reflect changes in law, security, the Service or our business. We give at least 30 days' notice of material changes by email or in the Service, except where a change is required for security or legal reasons, when we give as much notice as we reasonably can. If you do not accept a material change you may cancel before it takes effect without penalty.
29.10 Headings are for convenience only.
30. Governing law
This contract, and any non-contractual dispute arising from it, is governed by the law of Northern Ireland, and the courts of Northern Ireland have exclusive jurisdiction, subject to section 28.
---
Schedule A: who is responsible for what
| Area | 360Synk | Customer |
|---|---|---|
| Platform | Operate and maintain the hosted Service with reasonable skill and care | Provide suitable devices, connectivity and internal procedures |
| Access | Provide roles, account controls and the two-step sign-in switch | Assign roles, remove leavers, protect credentials and devices |
| Electrical certification | Provide workflows, forms, validation and record tools | Ensure competent people perform, verify, classify, sign and issue |
| Calculations and validation | Provide them as designed | Check values against the job, the standard and professional judgement |
| AI features | Provide assistive output and controls | Review output before reliance, issue or signature |
| Customer Data | Host and process it under this contract and the DPA | Ensure legality, accuracy, retention and export |
| Imports | Provide import and scanning tools | Hold the right to import; check the results |
| Accounting connections | Operate our side | Review postings, tax treatment and outputs |
| Client portal | Provide limited external access | Choose recipients and what is disclosed |
| Mobile and offline | Provide sync and local app controls | Check sync status; protect devices |
| Location sharing | A company setting in Settings (on for a new company); record only within the rules in the DPA; delete the trail after 90 days | Switch it off if you don't need it; tell staff first; legitimate purposes only |
Contact: 360 Synk Software Ltd · 3 Drumard Cottages, Ballymena, Co. Antrim BT42 2PX · support@360synk.com · ICO registration ZC262363