Platform terms

KimonComply is a product of Kimon Services (UK) Ltd, a company registered in England and Wales, company number 15309792, at 71-75 Shelton Street, London, WC2H 9JQ. 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.

These terms cover using KimonComply and paying for it. Your organisation agrees to them when someone creates its account, or when one of its admins accepts them in KimonComply.

They take effect on the date at the top of this page. Until then, organisations that joined before they were published stay on version 1 of these terms.

If you open an account before 15 December 2026, these terms apply to you from the day you open it.

The KimonComply platform is free. It holds your organisation's account, the people in it and what each of them can do, the record trail of what was done and when, and the information your organisation puts in.

The work itself happens in modules. A module is one area of compliance, such as ISO standards or property compliance, that your organisation switches on. Each module has its own short terms, which an admin of your organisation reads and accepts before the module starts: the ISO module terms and the property module terms.

A module's terms sit alongside these terms. Where the two say different things about that module, the module's terms apply.

Your organisation's account admin decides who joins the account and what each person can do. Each person signs in with their own details, and what they do is recorded under their name.

If a person's access is paused, or they leave, nothing they wrote, signed off or uploaded is deleted. An account admin can restore a paused person's access.

What each module costs, and what it is charged for, is set out on our pricing page and in that module's terms. A module may start with a free trial. Its terms say how the trial works.

A paid module is a subscription. You pay in advance, and it renews on its own until you cancel it. Where a module offers monthly or yearly payment, you choose which, and you are charged on the same day each month or 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 keep only a reference from Stripe that tells us whether each subscription is running.

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.

• •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. You account for the VAT in your own country.
• •Your organisation is anywhere else in the world. We sell to you and we do not add UK VAT. The rules of your own country decide whether any tax is owed there. Our payment provider works this out when you pay.

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

If you are in the European Union and you are not buying as a business, so you have no VAT number to give us, we cannot sell to you. This is because of the tax registrations we hold. If you are in that position, write to info@kimonservices.com and we will tell you where things stand.

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. Making sure it is correct is your responsibility.

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.

An account admin can cancel a paid module at any time in KimonComply. Cancelling takes effect at the end of the period you have already paid for. You keep the module until then.

We do not refund any part of a period you have already paid for, and we do not charge for part-months.

When the module stops, nothing in it is deleted and you can still download your records.

If a payment fails, we keep the module running while our payment provider tries again. We tell you in the app and by email. The module stops only if the payment does not go through. Your records are untouched either way.

Nothing is deleted when you stop a module, cancel or close your account. A closed account keeps everything in it as it was.

You can still download your records after a module stops. If you would rather we sent your organisation a copy of its records, write to info@kimonservices.com and we will provide one.

We keep your records because a certification body may look back over six or seven years. If you want information destroyed, write to us and a person will handle your request. Our privacy notice explains how this works and what has to be kept.

Your organisation owns everything it puts into KimonComply, and we handle that information on its behalf.

Our data processing agreement is part of these terms and applies automatically. Nobody needs to sign anything. It sets out what we do with your organisation's information, how we keep it safe and what happens to it when your account ends.

The companies that help us run KimonComply are listed on our sub-processors page. When we add one, we update that page first, as the data processing agreement explains. How we look after the details of the people who use KimonComply is in our privacy notice.

KimonComply helps your organisation prepare for its audits and keep its records in order. It is not a consultancy, it is not legal advice and it is not a certification body. It does not certify anyone. We cannot promise that you will pass an audit, because that depends on what your organisation does.

We work hard to keep the service running and your records safe. We cannot promise that it will be available at every moment.

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 provide KimonComply with reasonable care and skill. If something we do goes wrong, tell us and we will put it right as quickly as we reasonably can.

We are not responsible for losses we could not reasonably have foreseen, or for the decisions your organisation makes using what it keeps in KimonComply. Apart from that, our total responsibility to your organisation under these terms is limited to what your organisation paid us in the twelve months before the event the claim is about. A module's terms may say more about our responsibility for that module.

Nothing in these terms limits our responsibility for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit.

We may change these terms, for example when the product gains something new or when the tax rules move. Each change is a new version of this page, with its own version number and dates at the top, and earlier versions stay readable.

If a change affects what your organisation pays for, we email your organisation's account admins at least 14 days before it takes effect, saying what changes and when. An admin is then asked to accept the new version in KimonComply.

Our data processing agreement is part of these terms, so it changes only with a new version of them, and we tell your organisation about it in the same way.

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

If you want to talk to a person about anything on this page, write to info@kimonservices.com.