Terms

KimonComply is a product of Kimon Services Ltd, a company registered in England and Wales. Where these terms say we, us or our, that is who they mean. Where they say you, they mean the organisation whose account this is, not only the person clicking the buttons.

These terms cover both buying KimonComply and using it. By creating an account you are agreeing to them.

There are two plans, a free one and a paid one. What each includes, and what the paid one costs, is set out on our pricing page, and that page is part of these terms. We do not repeat the figures here on purpose: a price written in two places is a price that will one day disagree with itself.

The free plan is free for as long as you want it, and it is a real plan holding your real records rather than a trial that runs out.

Every price we show is before VAT. What is added on top depends on where your organisation is and whether it is buying as a business. There are three cases, and these are all of them.

• •Your organisation is in the United Kingdom. We add UK VAT to what you pay, at whatever rate applies at the time.
• •Your organisation is in the European Union and is buying as a business. You have to give us a valid VAT number for your country before you can pay. We do not add UK VAT: the VAT is accounted for in your own country, by you, which is the normal arrangement for this kind of sale between businesses in different countries.
• •Your organisation is anywhere else in the world. We sell to you, and we do not add UK VAT. Whether anything is owed where you are is decided by the rules of your own country, and our payment provider works that out at the time you pay.

We bill in pounds sterling wherever you are, and your invoice comes from our payment provider with the VAT shown on it.

There is one case we cannot take. If you are in the European Union and you are not buying as a business, so you have no VAT number to give us, then we cannot sell to you. That is about the tax registrations we hold rather than about you. Write to info@kimonservices.com if you are in that position and we will tell you honestly where it stands.

If you give us a VAT number, you are telling us that it belongs to your organisation and that it is correct. We check that it is the right shape for your country and our payment provider checks it against the official records, but in the end it is your number and you are the one who knows.

If it turns out not to be valid, or not to be yours, and a tax authority later charges us the VAT we did not charge you, then you agree to pay us that amount and anything charged on top of it. This is the one paragraph on the page we would rather never use.

The paid plan is a subscription. You choose monthly or yearly, you pay in advance, and it renews on its own until you cancel it. A monthly subscription is charged on the same day each month, and a yearly one on the same date each year.

You pay by card through Stripe, our payment provider. Your card details go straight to Stripe and never reach us: we do not see them, we do not hold them and we could not store them if we wanted to. What we keep is a reference from Stripe that tells us whether your subscription is running.

You can cancel at any time from the billing page in your account. Cancelling takes effect at the end of the period you have already paid for, so if you cancel halfway through a month you keep the paid plan until that month is up.

After that you are on the free plan. We do not refund the part of a period you have already paid for and we do not work out part-months. That is the trade for keeping the billing simple and the price where it is.

Cancelling does not delete anything. Dropping to the free plan does not delete anything. Closing your account does not delete anything either: the account goes quiet and everything in it stays exactly as it was.

This is deliberate. A certification body may look back over six or seven years, and a button that could burn that evidence has no business existing in a compliance product. If you genuinely want information destroyed, that is a written request handled by a person, and our privacy notice explains how it works and what has to be kept.

The free plan is for one person. If you have more people than that when you drop to it, nobody is removed and nothing anybody did is deleted. The extra people are paused instead: everything they wrote, signed off or uploaded stays exactly where it is, they simply cannot sign in. Your account admin says who keeps the free place, and if you subscribe again everyone comes straight back.

An audit-ready pack you generated while you were paying stays available to download, and a read-only link you have already sent to an auditor keeps working. What the free plan stops is making a new one. We are not going to cut off a link an auditor may be reading in the middle of an audit.

A card expires, and that is an oversight rather than a decision. If a payment fails we keep you on the paid plan while our payment provider tries again, and we tell you in the app and by email. You only drop to the free plan if it does not go through, and your records are untouched either way.

KimonComply is a tool for keeping your management system in order and your evidence ready. It is not a consultancy, it is not legal advice and it is not a certification body. We cannot promise that you will pass an audit, because that depends on what your organisation actually does. What the product does is make sure what you have done is written down, in order, and ready to show.

We work hard to keep the service running and your records safe, and we take that seriously, but no service is available every minute of every day and we cannot promise otherwise.

You are responsible for what your people put into KimonComply and for keeping their sign-in details to themselves. Do not use the product to break the law, do not try to reach another organisation's records, and do not attempt to get at the service in ways it was not built for. If any of that happens we may suspend an account, and we would tell you why.

We may change these terms, for example when the product gains something new or when the tax rules move. If a change affects what you are paying for we will tell you by email before it takes effect. The date at the top of this page always says when it last changed.

These terms are governed by the law of England and Wales, and the courts of England and Wales are the ones that deal with any dispute about them.

If you want to talk to a person about anything on this page, write to info@kimonservices.com. It is a mailbox somebody reads.