Terms and Conditions

1. Introduction and Acceptance

These Terms and Conditions (the "Terms") govern access to and use of the web-based business management platform provided by Learnovia ("Learnovia", "we", "us", or "our"), including all associated features covering customer relationship management, project management, HR administration, and financial record-keeping (together, the "Platform" or the "Service").

By creating an account, purchasing a plan, or otherwise accessing or using the Platform, the person or business doing so ("you", "your", or the "Customer") agrees to be bound by these Terms, together with our Privacy Policy and Refund Policy, each of which is incorporated into these Terms by reference. If you are accessing the Platform on behalf of a business or other organisation, you confirm that you have the authority to bind that organisation to these Terms, and references to "you" in that context refer to that organisation.

If you do not agree to these Terms, you must not access or use the Platform. Continued use of the Platform following any update to these Terms, published in accordance with Section 16, constitutes acceptance of the updated Terms.

These Terms apply to all users of the Platform, including business owners, employees, contractors, and any other individuals granted access to a Customer's account, regardless of the specific plan purchased. Where a Customer grants access to additional users under its account, the Customer remains responsible for ensuring that those users comply with these Terms.

2. Description of the Service

Learnovia is a software-as-a-service platform designed for small businesses, freelancers, consultants, agencies, and other service-based businesses. The Platform provides tools organised around four core areas: customer relationship management, allowing Customers to manage customer and lead records, sales pipelines, and follow-up activity; project management, allowing Customers to organise projects, tasks, deadlines, and team assignments; HR administration, allowing Customers to maintain employee records, manage leave, and support onboarding and document storage; and financial record-keeping, allowing Customers to create invoices, record income and expenses, monitor payment status, and generate business reports.

The specific features and functionality available to a Customer depend on the plan selected, as described on the Learnovia pricing page and in the Customer's order confirmation at the time of purchase. Learnovia may, from time to time, modify, add to, or remove features from the Platform, or from specific plans, provided that any material reduction in functionality relevant to a paying Customer's plan will be communicated in accordance with Section 16.

The Platform is provided on a prepaid, one-off basis and is intended to be accessed via a standard modern web browser over an internet connection. Learnovia does not guarantee that the Platform will be compatible with every browser, device, or operating system, and Customers are responsible for ensuring they have access to suitable equipment and a reliable internet connection to use the Service.

Learnovia is a software provider. Learnovia does not hold or transmit Customer funds on behalf of any third party, does not process payroll or act as a payroll or employer-of-record service, does not provide accounting, tax, financial, investment, or legal advice, does not file tax returns on behalf of Customers, and does not provide any regulated financial services. The Platform's tools are intended to support Customers in organising information they enter for their own business purposes, and nothing in the Platform constitutes professional advice of any kind. Further detail on this point is set out in Section 9.

3. Eligibility and Account Registration

To use the Platform, you must be at least 18 years of age, or the age of legal majority in your jurisdiction if higher, and capable of forming a legally binding contract. By registering for an account, you confirm that you meet this requirement.

When creating an account, you agree to provide accurate, current, and complete information, and to keep that information up to date throughout your use of the Platform. You are responsible for maintaining the confidentiality of your account login credentials and for all activity that occurs under your account, whether or not you personally carried out that activity.

You must notify Learnovia promptly if you become aware of any unauthorised access to, or use of, your account, or any other breach of security relating to your account. Learnovia is not liable for any loss or damage arising from your failure to safeguard your account credentials, except to the extent that loss arises from Learnovia's own breach of these Terms or negligence.

Where a Customer's plan permits multiple users, the Customer is responsible for managing the access levels granted to each user, for ensuring that each user is authorised to act on the Customer's behalf, and for promptly removing access for any user who should no longer have it, such as a former employee. Learnovia is entitled to assume that any action taken under a user account was authorised by the Customer.

Learnovia reserves the right to refuse registration, or to suspend or terminate an existing account, where it reasonably believes the information provided is false, misleading, or where the account is being used in a manner inconsistent with these Terms.

Where a Customer registers using a business email address or on behalf of a company, partnership, or other organisation, the Customer represents that it is duly authorised to act on behalf of that organisation and to bind it to these Terms. Learnovia may, at its discretion, request reasonable evidence of such authority, particularly in connection with enterprise-level plans, account transfers, or disputes regarding control of an account.

4. Plans, Fees, and Payment

Access to the Platform is provided through a range of plans, each offering different features and usage limits, as described on the Learnovia pricing page. By selecting a plan and completing payment, you agree to pay the fee associated with that plan, which is a single one-off payment for lifetime access to that plan — not a recurring subscription. "Lifetime access" means access for as long as Learnovia operates the Platform and your account remains in good standing under these Terms.

Fees are paid in advance, once. Nothing renews and there is no recurring charge. If you buy a different plan, your account moves to that plan as soon as the payment is made.

By purchasing, you authorise Learnovia, through its payment processor, to take the single payment for the plan you selected. No further payment is taken unless you choose to make one. If you pay by Bacs Direct Debit or Klarna, you have access while the payment is being confirmed, which can take a few days.

Payments are processed securely through Stripe, a third-party payment processor. Learnovia also offers Bacs Direct Debit and Klarna as payment options through Stripe where available, generally for Customers based in the United Kingdom. By providing payment details, you also agree to be bound by Stripe's applicable terms of service governing the processing of your payment. Learnovia does not itself store full payment card details and does not hold or transmit Customer funds on behalf of any third party.

Learnovia reserves the right to change the fees applicable to any plan, provided that any such change will not affect a plan a Customer has already paid for. New fees are published on the Learnovia pricing page, apply only to payments made after they take effect, and, where material, will be notified in accordance with Section 16.

All fees are exclusive of any applicable taxes, including value added tax, sales tax, or other similar charges, unless expressly stated otherwise, and such taxes will be added to invoices where required by applicable law. You are responsible for providing any tax-related information reasonably requested by Learnovia to determine the correct tax treatment of your purchase.

If a payment fails or is reversed, for example where a Bacs Direct Debit is returned unpaid by your bank, the access that payment was for will be withdrawn, and access to your account may be suspended until a successful payment is made. Learnovia does not retry failed payments automatically.

Where no paid access remains, your account will be treated as inactive in accordance with Sections 6 and 10. Customers who bought before lifetime access was introduced, either a fixed access period or an automatically renewing subscription, keep that purchase on the terms that applied when they bought it, until it ends or is cancelled. Subscriptions can be cancelled at any time through the billing settings within the Platform or by contacting Learnovia support. If such a Customer buys a plan for lifetime access, any subscription is cancelled and lifetime access replaces their earlier access.

5. Refunds and the Money-Back Guarantee

Learnovia offers a 14-day money-back guarantee on eligible purchases, allowing new Customers to request a refund of their first plan payment within 14 calendar days of that payment being made, subject to the eligibility criteria and process set out in the Learnovia Refund Policy, which is incorporated into these Terms by reference.

Except as set out in the Refund Policy, plan fees are generally non-refundable, including in respect of later payments to change plan, and periods of non-use of the Platform by the Customer.

Nothing in this Section or in the Refund Policy limits any statutory right to a refund, cancellation, or other remedy that a Customer may have under applicable consumer protection law, to the extent such rights cannot lawfully be excluded or limited by agreement.

6. Term, Expiry, and Termination

These Terms take effect when you first access or use the Platform and continue for as long as you maintain an account, unless terminated earlier in accordance with this Section.

Because plans are a single one-off payment for lifetime access, there is no recurring billing to cancel; you may stop using the Platform at any time, or contact Learnovia support to close your account, subject to Section 5 regarding refunds.

Learnovia may suspend or terminate your access to the Platform, with or without notice, where you materially breach these Terms and fail to remedy that breach within a reasonable period after being notified of it, where required to do so by law or by a competent authority, where continued provision of the Service to you would expose Learnovia to legal liability, or where your account is used in a manner that Learnovia reasonably believes involves fraud, abuse, or a security risk to the Platform or other users.

Learnovia may also discontinue the Platform generally, or a specific plan, upon reasonable advance notice, in which case affected Customers will be notified in accordance with Section 16 and, where applicable, given the opportunity to export their data in accordance with Section 10 before their access ends.

Upon termination of your account for any reason, your right to access and use the Platform will cease immediately. Sections of these Terms that by their nature are intended to survive termination — including but not limited to provisions relating to intellectual property, limitation of liability, indemnification, and governing law — will continue to apply.

7. Acceptable Use

You agree to use the Platform only for lawful purposes and in accordance with these Terms. You must not use the Platform to store, transmit, or process any content that is unlawful, fraudulent, defamatory, obscene, or that infringes the intellectual property, privacy, or other rights of any third party.

You must not attempt to gain unauthorised access to any part of the Platform, to any account other than your own, or to any systems or networks connected to the Platform. You must not attempt to interfere with, disrupt, or degrade the performance of the Platform, including through the introduction of malicious code, excessive automated requests, or any other activity likely to impair the Service for other users.

You must not reverse engineer, decompile, or attempt to extract the source code of the Platform, except to the extent such restriction is prohibited by applicable law, and must not use the Platform to build a competing product or service.

You must not use the Platform to store or process information you are not lawfully entitled to hold, including personal data collected or used in breach of applicable data protection law, or financial or employment information handled in a manner inconsistent with your obligations to the individuals concerned.

Learnovia reserves the right to investigate suspected violations of this Acceptable Use section and to take appropriate action, including suspending or terminating the relevant account, where it reasonably believes a violation has occurred.

8. Customer Data and Content

As between Learnovia and the Customer, the Customer retains all ownership rights in the customer, project, employee, and financial data and other content that the Customer or its authorised users input into the Platform ("Customer Data"). Learnovia does not claim ownership of Customer Data.

By submitting Customer Data to the Platform, the Customer grants Learnovia a limited, non-exclusive licence to host, store, process, and display that Customer Data solely as necessary to provide, maintain, and support the Platform in accordance with these Terms and the Learnovia Privacy Policy.

The Customer is solely responsible for the accuracy, quality, legality, and appropriateness of all Customer Data, and for ensuring that it has all necessary rights and consents to input such data into the Platform, including in relation to personal data belonging to its own customers, employees, or other third parties. Learnovia is not responsible for reviewing, verifying, or validating the accuracy of Customer Data.

The Customer is responsible for maintaining its own backup of any Customer Data it considers critical, in addition to relying on the Platform, except to the extent Learnovia has expressly agreed to provide backup services as part of a specific plan.

Learnovia will process personal data contained within Customer Data in accordance with the Learnovia Privacy Policy and applicable data protection law. Where required by applicable data protection legislation, Learnovia and the Customer may enter into a separate data processing agreement governing the processing of personal data on the Customer's behalf.

Where a Customer inputs personal data relating to its own employees, clients, leads, or other third parties into the Platform, the Customer acts as the controller of that personal data for the purposes of applicable data protection law, and Learnovia acts as a processor, processing that data solely on the Customer's documented instructions and for the purpose of providing the Platform. The Customer is responsible for ensuring it has an appropriate lawful basis for collecting and processing such personal data, and for responding to any requests from data subjects exercising their rights in relation to that data, with reasonable technical assistance from Learnovia where required by applicable law.

9. No Professional Advice; Scope of Service Limitations

The Platform provides software tools to help Customers organise and record information relevant to their own business operations. Nothing on the Platform, including any report, summary, dashboard, or other output generated from Customer Data, constitutes accounting, tax, financial, investment, legal, employment, or other professional advice, and should not be relied upon as such.

Learnovia is not a payroll provider and does not act as an employer of record. The HR administration features of the Platform are limited to record-keeping and organisational functions, such as maintaining employee information, tracking leave requests, and storing onboarding documentation. Customers remain solely responsible for complying with all applicable employment laws, for the calculation and payment of employee wages, and for any payroll-related tax withholding and reporting obligations, which must be arranged separately from the Platform.

Learnovia does not prepare, review, or file tax returns on behalf of Customers, and does not provide guidance on the tax treatment of any transaction recorded through the Platform. Customers are solely responsible for the accuracy of financial information entered into the Platform and for meeting their own accounting, bookkeeping, and tax obligations, including by engaging a qualified accountant or tax adviser where appropriate.

Learnovia does not hold or transmit Customer funds on behalf of any third party and does not act as a payment facilitator between a Customer and that Customer's own clients. Payment processing for Learnovia plan fees is handled by Stripe as described in Section 4; the invoicing features of the Platform allow Customers to generate and track invoices to their own clients, but Learnovia is not a party to, and has no involvement in, the collection of payment for those underlying customer transactions unless expressly stated otherwise.

Learnovia does not provide any regulated financial service, and nothing in these Terms or in the Platform's functionality should be construed as Learnovia holding any licence, authorisation, or registration to provide such services. Customers who require services of this nature should engage an appropriately licensed or qualified professional or provider.

10. Data Export and Retrieval

Customers may generally export certain Customer Data from the Platform in formats made available by Learnovia from time to time, for the Customer's own record-keeping or for use with other systems.

Availability of specific export formats and functionality may vary depending on the plan and may change as the Platform is developed.

Following termination of an account, or the end of an earlier fixed access period that is not replaced, Learnovia will make Customer Data available for export for a limited period, as described in the Privacy Policy or as otherwise communicated to the Customer, after which Customer Data associated with the terminated account may be deleted from Learnovia's active systems in accordance with Learnovia's data retention practices.

Customers are strongly encouraged to export and retain their own copies of any Customer Data they wish to keep before closing their account or allowing an earlier fixed access period to end, as Learnovia cannot guarantee indefinite retention or recovery of data associated with an inactive or terminated account.

11. Intellectual Property

The Platform, including its underlying software, design, text, graphics, logos, and all other content provided by Learnovia (excluding Customer Data), is owned by Learnovia or its licensors and is protected by applicable intellectual property laws. These Terms grant the Customer a limited, non-exclusive, non-transferable, revocable right to access and use the Platform for its own internal business purposes, in accordance with these Terms and the applicable plan.

No rights are granted to the Customer other than those expressly set out in these Terms. The Customer must not copy, modify, distribute, sell, lease, or create derivative works based on the Platform, in whole or in part, except as expressly permitted by Learnovia in writing.

Any feedback, suggestions, or ideas that a Customer voluntarily provides to Learnovia regarding the Platform may be used by Learnovia for any purpose, including to improve the Platform, without any obligation to compensate the Customer, unless otherwise agreed in writing.

12. Third-Party Services

The Platform relies on certain third-party services to operate, including Stripe for payment processing.

Use of these third-party services may be subject to the relevant third party's own terms of service and privacy policy, in addition to these Terms, and Learnovia is not responsible for the acts or omissions of such third parties, except to the extent required by applicable law.

Where the Platform provides links to, or integrations with, other third-party products or services, Learnovia does not endorse and is not responsible for the content, accuracy, or practices of those third-party products or services, and any use of them is at the Customer's own risk and subject to the applicable third party's own terms.

13. Availability and Support

Learnovia will use commercially reasonable efforts to make the Platform available and to maintain its performance, but does not guarantee that the Platform will be available at all times or that it will be free from interruptions, delays, or errors. The Platform may be temporarily unavailable from time to time for scheduled maintenance, updates, or due to circumstances outside Learnovia's reasonable control.

Learnovia will provide customer support in relation to use of the Platform through the channels published on the Learnovia website, generally during standard business hours, and will use reasonable efforts to respond to support requests within a reasonable timeframe, though specific response times are not guaranteed unless separately agreed in writing.

Learnovia is not liable for any loss or damage arising from downtime, unavailability, or performance issues affecting the Platform, except to the extent such issues arise from Learnovia's own negligence or breach of these Terms, and subject always to the limitations of liability set out in Section 14.

14. Disclaimers and Limitation of Liability

To the maximum extent permitted by applicable law, the Platform is provided on an "as is" and "as available" basis, without warranties of any kind, whether express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and non-infringement. Learnovia does not warrant that the Platform will meet the Customer's specific requirements, or that it will be uninterrupted, timely, secure, or error-free.

To the maximum extent permitted by applicable law, Learnovia will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenue, business opportunities, goodwill, or data, arising out of or in connection with the Customer's use of, or inability to use, the Platform, even if Learnovia has been advised of the possibility of such damages.

To the maximum extent permitted by applicable law, Learnovia's total aggregate liability arising out of or in connection with these Terms or the Platform, whether in contract, tort, or otherwise, will not exceed the total fees paid by the Customer to Learnovia in the twelve months immediately preceding the event giving rise to the claim.

Nothing in these Terms is intended to exclude or limit liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited under applicable law.

The limitations in this Section reflect a reasonable allocation of risk between Learnovia and the Customer, given the nature of the Platform as a general-purpose business management tool rather than a specialist financial, legal, tax, or HR compliance service, as described in Section 9.

Where a Customer relies on the Platform's financial, HR, or project management outputs to inform decisions that carry significant business, legal, or regulatory consequences, it does so at its own risk and remains responsible for independently verifying such outputs and, where appropriate, obtaining professional advice before acting on them.

15. Indemnification

The Customer agrees to indemnify and hold Learnovia, its officers, employees, and agents harmless from and against any claims, liabilities, damages, losses, and expenses, including reasonable legal fees, arising out of or in connection with the Customer's breach of these Terms, the Customer's Customer Data, or the Customer's use of the Platform in violation of applicable law or the rights of any third party.

Learnovia will provide the Customer with prompt notice of any such claim and reasonable cooperation, at the Customer's expense, in connection with the defence of such claim, and the Customer will have control of the defence and settlement of the claim, provided that any settlement that imposes obligations on Learnovia will require Learnovia's prior written consent.

16. Changes to These Terms

Learnovia may update these Terms from time to time to reflect changes in the Platform, changes in applicable law, or for other legitimate business reasons. Where changes are material, Learnovia will provide reasonable advance notice, such as by email to the address associated with the Customer's account or by a notice within the Platform, before the changes take effect.

Continued use of the Platform following the effective date of any updated Terms constitutes acceptance of those Terms. If a Customer does not agree to updated Terms, its remedy is to stop using the Platform and close its account in accordance with Section 6 before the updated Terms take effect.

The version of these Terms in effect at any given time will be made available on the Learnovia website, and Customers are encouraged to review it periodically.

17. General Provisions

Governing Law: These Terms are governed by, and will be construed in accordance with, the laws applicable in the jurisdiction in which Learnovia is established, without regard to conflict of law principles, except to the extent mandatory local consumer protection law requires otherwise for a particular Customer.

Entire Agreement: These Terms, together with the Privacy Policy, Refund Policy, and any specific order confirmation applicable to a Customer, constitute the entire agreement between the Customer and Learnovia regarding use of the Platform, and supersede any prior agreements or understandings on that subject.

Severability: If any provision of these Terms is found to be unenforceable or invalid under applicable law, that provision will be limited or eliminated to the minimum extent necessary so that the remaining provisions of these Terms will otherwise remain in full force and effect.

Assignment: The Customer may not assign or transfer its rights or obligations under these Terms without Learnovia's prior written consent. Learnovia may assign these Terms, in whole or in part, in connection with a merger, acquisition, reorganisation, or sale of substantially all of its relevant assets, or by operation of law.

No Waiver: Learnovia's failure to enforce any right or provision of these Terms will not be considered a waiver of that right or provision, and any waiver of any provision will only be effective if made in writing.

Force Majeure: Learnovia will not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond its reasonable control, including but not limited to natural disasters, internet or telecommunications failures, acts of government, or failures of third-party service providers relied upon to deliver the Platform.

Notices: Any notice required or permitted to be given under these Terms will be given in writing, and will be considered delivered when sent by email to the address associated with the relevant party's account, or, in the case of notices to Learnovia, to the contact address published on the Learnovia website.

Relationship of the Parties: Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between the Customer and Learnovia. The Customer and Learnovia are independent parties contracting for the provision of the Platform as a software service.

17. Dispute Resolution

Learnovia encourages Customers to raise any concerns or disputes regarding the Platform or these Terms directly with the Learnovia support team in the first instance, so that the matter can be reviewed and, where possible, resolved informally and promptly, without the need for formal proceedings.

Where an informal resolution cannot be reached, any dispute, controversy, or claim arising out of or relating to these Terms, or the breach, termination, or validity of these Terms, will be subject to the exclusive jurisdiction of the courts having authority over the location in which Learnovia is established, unless mandatory local law applicable to a particular Customer requires that disputes be resolved in a different forum, in which case that mandatory law will apply.

Nothing in this Section prevents either party from seeking urgent injunctive or equivalent relief from a court of competent jurisdiction where necessary to protect its rights, including in relation to the unauthorised use of intellectual property or confidential information, pending resolution of the underlying dispute through the process described above.

Each party will bear its own costs in connection with any dispute unless a court or other competent body orders otherwise, or unless separately agreed between the parties.

18. Confidentiality

In the course of providing the Platform, Learnovia and the Customer may each have access to confidential information belonging to the other party. Each party agrees to use the other party's confidential information only as necessary to perform its obligations or exercise its rights under these Terms, and to protect that confidential information using a reasonable standard of care, no less protective than the standard it applies to its own confidential information of a similar nature.

Confidential information does not include information that is or becomes publicly available through no fault of the receiving party, was already known to the receiving party without an obligation of confidentiality prior to disclosure, is independently developed by the receiving party without use of the disclosing party's confidential information, or is required to be disclosed by law, regulation, or a valid order of a court or other governmental authority, provided that, where legally permitted, the receiving party gives the disclosing party reasonable notice of such requirement.

For clarity, Customer Data is treated as the Customer's confidential information for the purposes of this Section, in addition to being subject to the specific provisions of Section 8 and the Learnovia Privacy Policy governing its handling.

19. Contact Information

Questions about these Terms, or about the Platform more generally, can be directed to the Learnovia support team using the contact details published on the Learnovia website and within the Customer's account dashboard. Learnovia aims to respond to enquiries regarding these Terms in a timely and helpful manner.

By using the Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions, together with the Learnovia Privacy Policy and Refund Policy referenced throughout this document.