1. Introduction
Welcome to AllocBoard. These Terms of Service ("Terms") govern your use of the AllocBoard platform and services ("Service") operated by AllocBoard ("we", "our", or "us"), a UK-based company. By accessing or using our Service, you agree to be bound by these Terms. If you disagree with any part of these Terms, you may not access the Service.
2. Description of Service
AllocBoard is a staff allocation and person-month (PM) tracking platform designed for research institutions, universities, and project managers working on long-term funded projects such as EU and EPSRC grants. Key features include but are not limited to:
- Timeline visualisation of staff allocations
- Person-month tracking and management
- Smart allocation suggestions
- Multi-project staff management
- Export capabilities for audits (CSV)
3. Account Registration
To use our Service, you must create an account. If you are registering on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms. You agree to:
- Provide accurate and complete information
- Maintain the security of your account credentials
- Notify us immediately of any unauthorised access
- Accept responsibility for all activities under your account
4. User Roles and Responsibilities
Our platform supports the following user roles:
- Admin: Creates and manages projects, staff records, and allocations within their organisation
- Manager: Has access to view and manage all projects within the organisation
Administrators are responsible for the accuracy of staff data they enter into the system. Staff members recorded in the system are managed by administrators and do not have direct access to the platform.
5. Pricing and Payment
Some features of our Service require a paid plan. By purchasing a plan, you agree to:
- Pay all fees associated with your chosen plan
- Provide valid payment information
- Paid plans are purchased for a minimum of 1 year at a time
Payments are processed securely through Stripe. Paid plans require a minimum purchase of 1 year. You may cancel at any time, but your access continues until the end of your paid period. Refunds are not provided for partial periods.
6. Free Trial
We offer a 30-day free trial with full access to all features. No credit card is required to start a trial. At the end of the trial period, you may choose to subscribe to a paid plan to continue using the Service.
7. Acceptable Use
You agree not to:
- Use the Service for any unlawful purpose
- Attempt to gain unauthorised access to any part of the Service
- Interfere with or disrupt the Service or servers
- Upload malicious code or content
- Resell or redistribute the Service without permission
- Use the Service to store personal data unrelated to staff allocation management (e.g. medical records, national insurance numbers)
8. Data Ownership
You retain ownership of all data you input into the Service, including project information, staff records, and allocation data. We do not claim any ownership rights over your content. You grant us a limited licence to use your data solely for the purpose of providing and improving the Service. AI-generated content (such as risk assessments) produced by the Service using your data is provided for informational purposes only. You may use this content freely, but AllocBoard makes no guarantees regarding its accuracy or completeness. You are responsible for reviewing and verifying any AI-generated output before relying on it.
9. AI Features and Credits
Our Service includes AI-powered features such as risk assessment. By using these features, you agree to the following: • AI features consume credits from your account. Each plan includes a one-off credit allowance, and additional credits can be purchased separately. • Credits are non-refundable and non-transferable between organisations or accounts. • AI-generated outputs are advisory in nature. AllocBoard does not guarantee the accuracy, completeness, or suitability of any AI-generated content. • You are responsible for reviewing and verifying all AI-generated outputs before relying on them for any purpose.
10. Data Protection
We process personal data in accordance with our Privacy Policy and applicable data protection laws, including UK GDPR and EU GDPR. Each organisation's data is isolated in our multi-tenant architecture.
11. Service Availability
We strive to maintain high availability of the Service but do not guarantee uninterrupted access. We may perform scheduled maintenance with advance notice where possible. We are not liable for any downtime or service interruptions. We are not liable for failures caused by events beyond our reasonable control, including but not limited to internet outages, third-party service failures, natural disasters, or government actions.
12. Intellectual Property
The Service, including its design, features, and content (excluding your data), is owned by AllocBoard and protected by intellectual property laws. You may not copy, modify, or create derivative works without our written permission.
13. Limitation of Liability
To the fullest extent permitted by law, AllocBoard shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities, arising from your use of the Service. Our total liability for any claims arising from the Service shall not exceed the amount you paid us in the 12 months preceding the claim.
14. Disclaimer of Warranties
The Service is provided "as is" and "as available" without warranties of any kind, either express or implied. We do not warrant that the Service will meet your specific requirements or be error-free.
15. Termination
You may cancel your subscription at any time by contacting us. If you cancel during a paid period, your access continues until the end of that period. We may terminate or suspend your account immediately, without prior notice, if you breach these Terms. Upon termination, your personal data will be immediately anonymised. Anonymised records are retained for 30 days before hard deletion. Audit logs are retained in accordance with your plan's retention period. Full details are described in our Privacy Policy.
16. Changes to Terms
We reserve the right to modify these Terms at any time. We will notify you of significant changes by posting the updated Terms on our website and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the new Terms.
17. Governing Law
These Terms shall be governed by and construed in accordance with the laws of England and Wales. Both parties agree to attempt to resolve any dispute informally before initiating legal proceedings. Any disputes that cannot be resolved informally shall be subject to the exclusive jurisdiction of the courts of England and Wales.
18. Contact Us
If you have any questions about these Terms, please contact us: Email: [email protected]