Terms of Service

Effective date: 15 June 2026 Last updated: 15 June 2026

These Terms of Service ("Terms") govern your access to and use of E-Dob, an incident reporting platform provided by Ffon Solutions Limited, trading as GuardDog Digital ("we", "us", "our"). By creating an account, starting a trial, or otherwise using the service, you agree to these Terms.

If you are using E-Dob on behalf of an organisation, you represent that you have authority to bind that organisation to these Terms.

1. Definitions

In these Terms:

• "Customer" means the organisation or other legal entity that subscribes to E-Dob.
• "Authorised User" means an individual authorised by the Customer to access the service.
• "Content" means incident records, statements, reports, attachments, notes, and other data uploaded, entered, or generated through the service by or on behalf of the Customer.
• "Subscription" means the paid plan selected by the Customer.
• "Trial Period" means the initial free trial period, if offered.
• "Acceptable Use Policy" means any acceptable use rules we publish from time to time and make available as part of the service or on our website.

2. The service

E-Dob is a software-as-a-service platform that enables organisations to record, manage, review, and report on incidents, including the collection of statements and the generation of reports.

We may update, modify, suspend, or improve the service from time to time, provided that any material change does not materially reduce the core functionality of the service during an active subscription period without reasonable notice, except where required for security, legal compliance, or to prevent or mitigate harm.

3. Eligibility and account registration

To use the service, you must ensure that:

• all registration information provided is accurate, current, and complete;
• you maintain the confidentiality and security of your login credentials;
• you promptly notify us of any actual or suspected unauthorised access to your account;
• each Authorised User uses their own account credentials and does not share access unless the platform expressly permits it;
• you implement appropriate internal controls over user access, permissions, and account administration.

You are responsible for all activity occurring under your account, except to the extent caused by our breach of these Terms or by our failure to implement reasonable security measures required by applicable law.

4. Trial periods

We may offer a 14-day free trial to new customers.

Unless otherwise stated:

• no credit card is required to begin the Trial Period;
• the Trial Period begins when the account is activated;
• we may set reasonable limits on trial use, functionality, storage, or support;
• at the end of the Trial Period, continued use of the service requires conversion to a paid Subscription.

We reserve the right to determine eligibility for trial access and to suspend or end trial access where we reasonably believe the service is being misused or accessed in breach of these Terms.

5. Subscriptions, fees, and payment

Paid subscriptions are billed through Stripe or another payment provider we may appoint from time to time.

By subscribing, you authorise us and our payment provider to charge the applicable fees on a recurring basis in accordance with your selected plan and billing cycle.

Unless stated otherwise:

• fees are payable in advance;
• fees are non-refundable, except where required by law;
• failure to pay may result in suspension or restriction of access;
• you are responsible for applicable taxes, duties, or levies, other than taxes on our income.

We may change our pricing on reasonable notice, but any price change will not apply to the then-current billing period unless you agree otherwise.

6. Cancellation and termination

You may cancel your Subscription at any time through the account settings or by contacting us.

Unless otherwise stated:

• cancellation takes effect at the end of the current billing period;
• no pro-rata refunds are provided, except where required by law;
• your access remains available until the end of the paid term or Trial Period, as applicable.

We may suspend or terminate your access immediately if:

• you materially or repeatedly breach these Terms;
• you breach the Acceptable Use Policy;
• your use of the service creates a security, legal, regulatory, or operational risk;
• payment is overdue and remains unpaid after notice;
• we are required to do so by law.

7. Acceptable use

Your use of E-Dob must comply with our Acceptable Use Policy, which forms part of these Terms.

You must not, and must not permit others to:

• use the service unlawfully;
• upload or transmit malicious code;
• interfere with the integrity, security, or availability of the service;
• attempt unauthorised access to systems, accounts, data, functions, APIs, source code, or infrastructure;
• access or attempt to access any part of the service that you are not authorised to access;
• share, disclose, transfer, or permit the use of login credentials or access tokens except where the service expressly permits authorised multi-user access through account controls;
• reverse engineer, decompile, disassemble, scrape, probe, scan, or otherwise attempt to derive source code, internal architecture, security features, or technical information, except to the extent permitted by law;
• bypass, disable, tamper with, or interfere with security controls, authentication measures, logging, monitoring, rate limiting, or access restrictions;
• use the service in a way that infringes the rights of any person;
• use the service in breach of any applicable law, regulation, or regulatory guidance.

Any breach of this clause is a material breach of these Terms.

8. Customer data and content

As between you and us, the Customer retains all rights in and to the Content uploaded to or created in the service, subject to the rights granted to us in these Terms.

You grant us a limited, non-exclusive, worldwide, royalty-free licence to host, copy, process, transmit, display, and otherwise use Content solely to:

• provide and maintain the service;
• support Customer and Authorised User access;
• perform security, backup, and restoration functions;
• comply with law and enforce these Terms.

You are responsible for ensuring that:

• you have all necessary rights, consents, and lawful bases to upload or submit Content;
• the Content is accurate and lawful;
• your use of the service complies with applicable data protection law.

We process personal data in accordance with our Privacy Policy and, where applicable, our data processing terms.

9. Security and compliance

We implement reasonable technical and organisational measures designed to protect the service and the data processed through it.

However, no system is completely secure, and we do not guarantee absolute security or uninterrupted availability.

You are responsible for maintaining appropriate internal controls, including access management, password hygiene, user permissions, device security, and lawful retention practices within your organisation.

Without limiting your responsibilities, you acknowledge and agree that the Customer is responsible for any unauthorised access, disclosure, loss, or misuse of Content or account access caused by:

• sharing or disclosing login credentials or access details;
• weak or reused passwords;
• failure to use available security features;
• failure to remove access promptly when a user leaves or changes role;
• compromised devices within your control;
• internal admin misconfiguration or misuse by your personnel.

This clause does not limit our liability where the relevant issue is caused by our breach of these Terms, our fraud, our wilful misconduct, or any liability that cannot lawfully be excluded.

10. Service availability and support

We use reasonable efforts to keep E-Dob available and operational. At this stage, we do not provide a formal uptime service level agreement unless expressly agreed in writing.

The service is provided on an "as is" and "as available" basis, subject to any non-excludable rights you may have under law.

We may suspend the service temporarily for:

• planned maintenance;
• emergency maintenance;
• security remediation;
• updates, upgrades, or bug fixes;
• events outside our reasonable control;
• mitigation of suspected misuse, compromise, or unlawful access.

11. Beta or optional features

From time to time, we may offer optional, preview, beta, or experimental features.

Such features are provided for evaluation purposes and may be changed, discontinued, or limited at any time without notice. They may not be supported, fully tested, or suitable for production use.

12. Intellectual property

We and our licensors retain all intellectual property rights in and to the service, including software, interfaces, design, trademarks, logos, and documentation.

Except as expressly permitted in these Terms, you acquire no rights in our intellectual property.

You may not copy, reproduce, distribute, modify, or create derivative works from the service or our materials without our prior written consent, except to the extent permitted by law.

13. Confidentiality

Each party may receive confidential information from the other in connection with the service.

Each party agrees to:

• keep the other party's confidential information confidential;
• use it only for the purposes of performing or receiving the service;
• disclose it only to employees, contractors, advisers, or sub-processors who need to know it and are bound by appropriate confidentiality obligations.

This clause does not apply to information that is public, already lawfully known, independently developed, or required to be disclosed by law.

14. Data protection

Where we process personal data on your behalf, we do so as a processor and in accordance with our Privacy Policy and any applicable data processing agreement.

Where we act as controller, we process personal data in accordance with applicable data protection law and our Privacy Policy.

Nothing in these Terms limits or excludes any obligation imposed on us by applicable data protection law.

15. Warranties and disclaimers

You warrant that:

• you have authority to enter into these Terms;
• your use of the service will comply with applicable law;
• all information you provide is accurate to the best of your knowledge.

To the maximum extent permitted by law, we disclaim all warranties not expressly set out in these Terms, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement, except to the extent such disclaimers are not permitted by law.

16. Limitation of liability

Nothing in these Terms limits or excludes liability that cannot lawfully be limited or excluded, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded under applicable law.

Subject to the preceding sentence, to the maximum extent permitted by law:

• we shall not be liable for any indirect, incidental, special, consequential, or punitive loss or damage;
• we shall not be liable for loss of profit, loss of revenue, loss of business, loss of goodwill, or loss of anticipated savings;
• we shall not be liable for loss or corruption of data to the extent resulting from your failure to maintain appropriate backups, your failure to manage access controls, your sharing of credentials, your failure to follow our published instructions, or your misuse of the service, except where caused by our breach;
• we shall not be liable for unauthorised access, disclosure, alteration, loss, or destruction of data arising from misuse of the service by you or any Authorised User, except where caused by our breach, negligence, or other liability that cannot lawfully be excluded;
• we shall not be liable for reverse engineering, unauthorised access attempts, malware, phishing, credential theft, or similar malicious acts by third parties, except to the extent directly caused by our breach of these Terms or our failure to implement reasonable security measures required by law.

Our total aggregate liability arising out of or in connection with these Terms or the service shall be limited to the total fees paid or payable by you in the 12 months preceding the event giving rise to the claim.

This clause does not apply to any liability which cannot be limited under law.

17. Indemnity

You agree to indemnify, defend, and hold harmless us, our developers, directors, officers, employees, contractors, agents, affiliates, and licensors from and against claims, losses, liabilities, damages, costs, and expenses, including reasonable legal fees, arising out of or in connection with:

• your breach of these Terms;
• your breach of applicable law;
• Content submitted by you or on your behalf;
• your misuse of the service;
• your or your users' sharing, disclosure, compromise, or misuse of login credentials or access details;
• unauthorised access resulting from the acts or omissions of you or your users;
• any attempt by you or any person using your credentials or devices to reverse engineer, decompile, disassemble, probe, scan, hack, or otherwise access parts of the service you are not authorised to access;
• any claim that your Content infringes the rights of a third party;
• any third-party claim arising from use of the service in breach of these Terms.

This indemnity does not apply to the extent the relevant claim or loss is caused by our breach, negligence, wilful misconduct, fraud, or any liability that cannot be excluded or limited under applicable law.

18. Term and variation

These Terms apply from the date you first access or use the service and remain in force until terminated in accordance with these Terms.

We may update these Terms from time to time. Where a change is material, we will provide reasonable notice before it takes effect. Your continued use of the service after the effective date of an update constitutes acceptance of the updated Terms.

19. Export and deletion of data

On termination or expiry of a Subscription, you may request an export of your Content within a reasonable period, subject to technical limitations and lawful retention obligations.

Following termination, we will delete or return Content in accordance with our data retention practices, our Privacy Policy, and any applicable agreement between the parties.

20. Force majeure

We shall not be liable for any delay or failure to perform our obligations to the extent caused by an event beyond our reasonable control, including failures of internet service providers, cloud hosting outages, cyber incidents affecting third-party infrastructure, labour disputes, governmental action, acts of war, civil unrest, or natural disasters.

Force majeure does not apply to the extent the delay or failure is caused by our breach, negligence, fraud, wilful misconduct, or any other liability that cannot lawfully be excluded.

21. Notices

Any notice under these Terms may be given by email to the contact details associated with the account or to the contact details published in our trust centre.

22. Governing law and jurisdiction

These Terms and any dispute or claim arising out of or in connection with them, whether contractual or non-contractual, are governed by the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction to settle any dispute arising out of or in connection with these Terms, subject to any mandatory legal rights that apply.

23. Contact

Questions about these Terms can be sent to:

GuardDog Digital Ffon Solutions Limited Email: privacy@e-dob.uk