Terms of Service & Licence

These terms (the “Terms”) govern your use of companypolicies.ai (the “Service”) and your purchase and use of document templates from us. Please read them carefully. By ticking the acceptance box at checkout you agree to these Terms (version 1.4).

1. Who we are

The Service is operated by Spire Trade Advisors Ltd, a company registered in England and Wales with company number 16562883, whose registered office is at 9 Soapworks House, Carrack Mews, London, England, E16 2EN (“we”, “us”). Contact: contact@spiretrade.co. VAT: Not VAT registered.

2. Business customers only

The Service is offered only to businesses, including sole traders, acting for purposes relating to their trade, business, craft or profession. It is not offered to consumers. By placing an order you confirm that you are acting in the course of business and that you are authorised to bind the organisation named in your order (“you”). Consumer protection legislation that applies only to consumers (for example the Consumer Rights Act 2015 and the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013) therefore does not apply to your purchase.

3. What we provide

1. The Service lets you generate document templates (“Templates”) populated with details you provide, such as your company name, registration number, address and logo, in PDF and editable Word formats.
2. Templates are general, non-bespoke precedents. They are not prepared for your particular circumstances and we do not review the information you enter.
3. We may update, improve or withdraw Templates and features from time to time.

4. Not legal or professional advice

1. We are not a law firm and we do not provide legal, health and safety, environmental, data protection, tax or any other professional advice. Nothing in the Service or the Templates is advice, and no solicitor–client or other advisory relationship is created.
2. You must read, review and adapt each Template so that it accurately reflects your organisation, its activities and the law applicable to it, and you should take independent professional advice where appropriate.
3. You are solely responsible for the content of any policy you adopt, publish or submit, and for implementing and complying with it.
4. After purchase we provide an in-browser editor so you can tailor the wording before download. Any change you make (including filling in highlighted fields) is your own content and responsibility. Your edits are stored only in your browser; we do not review them. We record that you edited a document (with a technical fingerprint of the edited text, not the text itself) as part of your order record.

5. No guarantee of compliance or contract award

We do not warrant or represent that any Template (whether or not adapted) will satisfy any law, standard, certification, buyer, framework or tender requirement, or that its use will result in you being shortlisted for or awarded any contract. Procurement requirements vary between buyers and change over time; it is your responsibility to check them.

6. Orders, prices and payment

1. Prices are shown on our website: currently £19.99 per Template and £199 for the complete bundle. Not VAT registered: prices shown are final, no VAT is added.
2. Payments are processed by Stripe. We do not receive or store your full card details.
3. A contract is formed when we confirm your payment. Before paying you must tick the confirmation boxes described in clause 7.

7. Your confirmations

Before checkout you confirm that: (a) you are buying for business purposes and are authorised to do so; (b) you have read the Template wording shown in the preview; (c) the documents are templates you must review and adapt before use; (d) you are responsible for their accuracy and implementation; (e) they are not legal advice and do not guarantee compliance or the award of any contract; and (f) you accept these Terms. We keep a record of these confirmations (including the date and time, the Terms version, the Templates selected, your organisation’s name and number, and your email address) as evidence of our agreement.

8. Licence

1. All intellectual property rights in the Service and the Templates (excluding the information and logo you supply) belong to us or our licensors.
2. On payment in full, we grant you a non-exclusive, perpetual, non-transferable licence to use, copy, adapt and publish the Templates you purchased for the internal and external purposes of the single organisation named in your order (including submitting them to buyers and publishing them on your website).
3. You must not resell, sublicense, redistribute or make the Templates available as templates or precedents to third parties, use them to create a competing product or service, or use them for other organisations (for example as a consultant for your clients) without our prior written agreement.
4. You grant us a limited licence to use the information and logo you provide solely to generate your documents. Logos are processed in your browser and are not uploaded to our servers.

9. Acceptable use

You must not use the Service unlawfully, enter information you are not entitled to use (including another organisation’s name, number or logo), attempt to interfere with or reverse-engineer the Service, or access it by automated means except as we permit.

10. Delivery, faults and refunds

1. Templates are digital content delivered immediately after payment by being generated on your device.
2. If a file is corrupted, fails to generate or materially differs from its description, tell us within 30 days and we will, at our option, fix the problem, re-supply the file, or refund the price paid for the affected Template.
3. Because Templates are delivered immediately and can be copied, we do not otherwise offer refunds for change of mind.

10A. Optional 12 months of updates

1. If you buy the optional updates add-on (£29, one-off), for 12 months from the date of purchase we will email you updated versions of the Templates in that order when, in our reasonable opinion, a change in relevant UK legislation or official guidance makes an update appropriate, plus one full refresh around 6 months after purchase.
2. Updates are delivered as a download link and generated from the company details, logo and tailoring answers you saved at the time. You are responsible for keeping those details accurate and for reviewing and approving each update before use. Clauses 4, 5 and 11 apply to updates.
3. We decide which changes warrant an update. We do not promise to monitor every change in law or to update within a set time.
4. The add-on is not a subscription. It ends automatically after 12 months, does not renew, and you will not be charged again. It covers only the Templates in the order it was bought with.
5. If we cannot provide the updates for reasons within our control, we will refund the add-on price in proportion to the unexpired period.

10B. Our tender promise

1. If a Template does not meet a requirement for that type of policy stated in a tender or selection questionnaire you are responding to, tell us within 30 days of purchase and send us the wording of the requirement. We will, at our option, update the Template so it addresses the stated requirement within a reasonable time, or refund the price you paid for that Template.
2. This promise covers the content of the Template compared with the buyer’s written requirement. It does not cover requirements to hold certifications or accreditations, provide evidence of implementation, or submit information only you can supply. It also does not cover the buyer’s evaluation, scoring or award decision (see clause 5).
3. This promise is in addition to clause 10 and does not affect your other rights.

10C. Tender Readiness Report

1. The optional Tender Readiness Report (£9.99) is a PDF generated from the answers you give the free checker. It is general guidance based on public UK procurement rules and guidance, not legal advice, and it may not reflect every requirement in a particular tender. Always check the buyer’s documents. Clauses 4, 5, 10 and 11 apply.

10D. Promotions, referral and partner codes

1. Promotional codes (including free-sample codes) are single-use, apply only to the products and during the period stated, cannot be exchanged for cash, and cannot be combined unless we say so.
2. Refer a friend: after a paid order we give you a personal referral link. A new customer who uses it gets 20% off their first order, using a single-use code that expires 30 days after they claim it. When they complete a paid order, you earn a free expert tender check, claimable within 12 months (up to 5 rewards). You cannot refer yourself or your own organisation, and rewards have no cash value. The full rules on our Refer a friend page form part of these Terms. Codes or rewards issued under an earlier version of this clause are honoured on the terms that applied when they were issued.
3. Partner codes: if an approved partner (for example your accountant, business adviser, Chamber of Commerce, Growth Hub or bid writer) gives you a partner link or code, you get 10% off one order, once per customer, using a single-use code that expires 30 days after it is issued. It cannot be combined with other codes. The partner may earn a commission on your order; this does not change the price you pay. Our relationship with partners is governed by our Partner terms.

11. Liability

1. Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited or excluded.
2. Subject to clause 11.1, we will not be liable, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any: loss of profit, revenue, contracts, tenders or business opportunity; loss of anticipated savings; loss of goodwill; fines or penalties; or indirect or consequential loss.
3. Subject to clause 11.1, our total aggregate liability arising out of or in connection with these Terms and the Service is limited to the total fees you paid us for the order giving rise to the claim.
4. Except as expressly set out in these Terms, all warranties, conditions and terms implied by statute or common law are excluded to the fullest extent permitted by law. You acknowledge that these limitations are reasonable given the price of the Templates and the fact that you are responsible for reviewing and adapting them.

12. Privacy

We process personal data in accordance with our Privacy Policy.

13. Changes to these Terms

We may update these Terms from time to time. The version you accepted at checkout applies to that order. Each version is identified by a version number.

14. General

1. These Terms are the entire agreement between us regarding your order. You have not relied on any statement not set out in them.
2. If any provision is held invalid, the remainder continues in force. No failure or delay in exercising a right is a waiver.
3. You may not assign your rights without our consent. We may assign ours to a successor to our business.
4. A person who is not a party to these Terms has no right to enforce them under the Contracts (Rights of Third Parties) Act 1999.

15. Governing law and jurisdiction

These Terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction, except that we may bring proceedings to protect our intellectual property or recover fees in any court of competent jurisdiction.