Terms of service

These terms govern your use of the Filovera platform. Filovera is a product of BrainBoxIT Limited, a company registered in England and Wales (company number 11703272) with registered office at 6 Range Green, Portsmouth, PO2 8RE, United Kingdom. By signing up, you enter into these terms with BrainBoxIT Limited (trading as Filovera). Throughout this document, "Filovera", "we", and "us" refer to BrainBoxIT Limited operating the Filovera platform.

If you're signing up on behalf of an organisation, you confirm that you have authority to bind that organisation.

For procurement teams: a Master Services Agreement (MSA) is available on request and, when signed, takes precedence over these terms.

1. The service

We provide a cloud-hosted, multi-tenant platform for asset inspections, compliance, and maintenance. The service is provided "as a service" — we host, patch, scale, and operate it on your behalf.

2. Your account

You're responsible for keeping your sign-in credentials secure. We strongly recommend enabling Microsoft Entra ID single sign-on, available on Professional and Enterprise.

You're responsible for the actions of users you invite. We'll never grant access to anyone you haven't authorised.

3. Your data

Your data remains yours. We act as data processor on your behalf in line with our Data Processing Agreement at /legal/dpa.

We will not access your customer data except where strictly necessary to deliver the service, prevent or investigate abuse, comply with law, or — at your request — provide support.

You can export your data at any time, in CSV and PDF, and via our REST API.

4. Acceptable use

You agree not to use the service to store unlawful content, infringe third-party rights, or attempt to compromise the security of the platform. We reserve the right to suspend accounts engaged in abuse, with notice where reasonably possible.

4a. Eligibility

Filovera is a workplace tool intended for adult professionals. You must be at least 18 years old to create an account or use the service. We do not knowingly collect personal data from anyone under 18; see our privacy notice for the data we hold and the process to request deletion if a minor's data has reached us in error.

4b. AI features

The service includes optional AI features (photo quality gate, certificate text extraction, natural-language search, voice-to-text). These features are off by default and must be explicitly enabled by a TenantAdmin. AI features are provided as-is — outputs are generated by third-party AI services (Microsoft Azure AI / OpenAI) and may contain errors, omissions, or inaccuracies. You remain responsible for verifying AI output before relying on it for compliance, safety, or contractual purposes. We disclaim liability for harms arising from reasonable reliance on AI output where the AI feature was used as designed; see Section 8 for our overall liability cap.

5. Fees

Our prices are listed at /pricing. Subscriptions renew automatically unless cancelled before the end of the current term. Annual plans are non-refundable mid-term. VAT is charged where applicable.

6. Free trial

The 14-day free trial is offered without payment information. At the end of the trial, your account is downgraded to a non-billable state. If you don't subscribe within 30 days, we delete your data permanently.

7. Service levels

We aim for 99.9% uptime on Professional. A contractual 99.9% uptime SLA is available on Enterprise and is documented in the Master Services Agreement. During incidents, updates are sent to TenantAdmin email contacts and posted in-app. A public status page is on the post-launch roadmap.

8. Liability

To the extent permitted by law, our aggregate liability under these terms is capped at the greater of (a) the fees paid by the customer in the 12 months preceding the claim, or (b) £10,000. Neither party is liable for indirect or consequential losses. Nothing in these terms limits liability that cannot be limited by law (death, personal injury, fraud, or fraudulent misrepresentation).

9. Termination

You can cancel from inside the app at any time. We may terminate for material breach, with 30 days to cure where the breach is curable.

10. Changes

We may update these terms with 30 days' notice. Material changes will be communicated in-app and by email to account admins.

11. Governing law and disputes

The default rule is that these terms are governed by the laws of England and Wales, and that disputes are subject to the exclusive jurisdiction of the courts of England, except that nothing prevents us from seeking injunctive relief in any jurisdiction to protect our intellectual property.

For US-resident customers (a customer whose billing address is in the United States), the default rule is varied as follows:

• These terms are governed by the laws of the State of Delaware (without regard to its conflict-of-laws rules), and disputes are resolved by binding individual arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. The arbitration takes place in Delaware unless both parties agree otherwise. The parties waive any right to a jury trial and to participate in a class or collective action.
• Either party may seek injunctive relief in any jurisdiction to protect intellectual property or confidential information without prejudice to this arbitration agreement.
• This clause does not prevent a US-resident consumer (as opposed to a business customer) from invoking any non-waivable rights or remedies available under their state's consumer-protection law.

If you are a customer in any other jurisdiction, you may also be entitled to specific local-law protections that cannot be waived by contract; nothing in these terms is intended to override such non-waivable rights.

12. Modern slavery, anti-bribery, sanctions

We commit to operating without forced labour, child labour, or human trafficking in our own operations and to flow the same expectation through to our sub-processors. We do not pay or accept bribes. We do not provide the service to persons or entities subject to UK, EU, or US sanctions; you confirm by signing up that you are not on any such list. BrainBoxIT Limited is currently below the £36M UK turnover threshold for a published Modern Slavery Statement under section 54 of the UK Modern Slavery Act 2015; we will publish one as soon as the threshold is reached.

This document was last updated on 10 May 2026.

These terms are under ongoing review by external counsel. The US choice-of-law / arbitration language is not yet finalised by US counsel and remains subject to change; material changes will be re-published here with a version note.