Terms of Service

1. The Service

Waysa provides a hosted software platform that supports professional-services firms — including insurance, legal and related sectors — with document management, workflow automation, AI-assisted summarisation of files, and report generation.

Access to the Service is by invitation from an administrator of a subscribing customer organisation. We do not offer self-serve sign-up in production; new users join an existing workspace by accepting an emailed invitation.

2. Accounts and access

You are responsible for:

• Maintaining the confidentiality of your sign-in credentials and any API keys issued to your account
• All activity that occurs under your account or any account you administer
• Promptly notifying us at waysasystems@gmail.com if you suspect any unauthorised access
• Ensuring users in your workspace are authorised to access the customer content held in it

3. Customer content

“Customer Content” means files, documents, notes, commentary, metadata and any other data you or your users upload to, store in or generate within the Service.

As between you and us, you retain all rights, title and interest in Customer Content. You grant Waysa a worldwide, non-exclusive licence to host, process, transmit, display and create derivative outputs from Customer Content solely as needed to provide and improve the Service to you.

We do not use Customer Content to train any machine-learning model, ours or a third party’s. AI outputs generated from your Customer Content (summaries, reports, suggested next steps) are part of Customer Content too.

4. Acceptable use

You must not, and must not permit any user to:

• Upload Customer Content you do not have a lawful basis to process, or which infringes any third-party right
• Use the Service to provide legal advice to consumers, to determine liability, or in any way that breaches applicable regulatory rules governing your profession
• Attempt to reverse-engineer, scrape, probe or otherwise compromise the security or integrity of the Service
• Use the Service to send unsolicited communications, malware, or content that is unlawful, defamatory, obscene or harmful
• Resell, sublicense or make the Service available to any third party outside your authorised workspace
• Use the Service in a way that exceeds reasonable usage limits or interferes with other customers

5. AI features

The Service includes features that generate summaries, extract key information, draft reports and suggest next steps using large language models supplied by third-party providers. These features are an operational assistant only. They:

• do not give legal advice, regulated financial advice or determine liability;
• may produce inaccurate, incomplete or misleading output and must be reviewed by a qualified professional before any action is taken; and
• remain the responsibility of the human user who acts on them.

Full details of how AI is used are set out in our AI Usage Policy, which forms part of these Terms.

6. Fees

Where the Service is provided under a paid subscription, the fees, billing cycle and renewal terms are those set out in your Order Form, subscription page or invoice (the “Order”). Unless the Order says otherwise:

• Fees are stated in pounds sterling and exclude VAT;
• Invoices are payable within 30 days of the invoice date;
• Late payments may accrue interest at 4% above the Bank of England’s base rate, and we may suspend the Service while an account is overdue;
• Subscriptions auto-renew for successive terms equal to the initial term unless either party gives notice at least 30 days before the renewal date.

Where the Service is provided free of charge (for example, during a pilot or evaluation period), we may withdraw, suspend or change it at any time without liability.

7. Data protection

Each party will comply with applicable data-protection law. Where Waysa processes personal data on your behalf as part of the Service, we do so as your processor under our Data Processing Agreement, which is incorporated by reference. Our handling of personal data is described in our Privacy Policy.

8. Security

We implement and maintain technical and organisational measures designed to protect the Service and Customer Content, as summarised on our Security page.

9. Confidentiality

Each party may receive confidential information from the other. Confidential information includes Customer Content (which is your confidential information) and the non-public technical details of the Service (which is ours). Each party will protect the other’s confidential information with the same standard of care it applies to its own confidential information, and at least a reasonable standard.

10. Suspension

We may suspend access to the Service if we reasonably believe that (i) your use materially breaches these Terms, (ii) it poses a security risk to the Service or other customers, or (iii) we are legally required to do so. We will give reasonable advance notice where the circumstances allow.

11. Term and termination

These Terms apply for as long as you have an account. Either party may terminate for material breach not cured within 30 days of written notice. On termination, your right to access the Service ends and we will, on request, make Customer Content available for export for up to 30 days, after which we will delete it (subject to any legal retention obligations).

12. Warranties and disclaimers

We warrant that we will provide the Service with reasonable skill and care. Except as expressly set out in these Terms, the Service is provided “as is” and we disclaim all other warranties, conditions and representations to the maximum extent permitted by law. In particular, we do not warrant that AI outputs will be accurate, complete or fit for any particular purpose.

13. Limitation of liability

Nothing in these Terms limits or excludes either party’s liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited or excluded under English law.

Subject to that, neither party will be liable for any indirect, special, consequential or incidental loss; loss of profits; loss of revenue; loss of goodwill; or loss of anticipated savings, however arising.

Each party’s total aggregate liability under or in connection with these Terms in any 12-month period will not exceed the total fees paid or payable by you to Waysa in the 12 months immediately preceding the event giving rise to the claim, or, where the Service is provided free of charge, £100.

14. Indemnity

You will indemnify and hold Waysa harmless from third-party claims arising out of (i) Customer Content, (ii) your breach of section 4 (Acceptable use), or (iii) your use of AI outputs in breach of section 5.

15. Changes to the Service or these Terms

We may make changes to the Service and to these Terms from time to time. For material changes that adversely affect you, we will give at least 30 days’ notice by email or in-product banner. Continued use of the Service after a change takes effect constitutes acceptance.

16. Governing law and disputes

These Terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms, except that either party may seek injunctive relief in any court of competent jurisdiction.

17. General

• These Terms (together with any Order, the Privacy Policy, the AI Usage Policy and the DPA) are the entire agreement between the parties on this subject.
• You may not assign these Terms without our written consent. We may assign them in connection with a merger, acquisition or sale of all or substantially all of our business.
• If any provision of these Terms is held to be unenforceable, the remaining provisions will remain in full force.
• No third party has any right to enforce any term of these Terms under the Contracts (Rights of Third Parties) Act 1999.

18. Contact

Questions about these Terms can be sent to waysasystems@gmail.com.