Terms of Service

Acceptance of Terms

By accessing or using Finalizo, you agree to these Terms of Service and our Privacy Policy. If you use Finalizo on behalf of a company, agency, or client, you confirm that you have authority to bind that organisation to these terms.

If you do not agree to these terms, you must not use Finalizo.

Description of Service

Finalizo provides software for creating client handover packs, collecting digital sign-offs, storing project closeout records, managing client credentials, and supporting project completion workflows.

We may add, change, or remove features over time. We will not materially reduce paid functionality during a subscription period without reasonable notice.

User Accounts

You must provide accurate account information and keep it up to date. You are responsible for maintaining the security of your account, devices, authentication methods, and any activity that happens through your account.

Each account is intended for one person unless your plan includes team features. If you invite team members, you are responsible for their access and permissions.

You must tell us promptly at security@finalizo.com if you believe your account has been compromised.

You are responsible for ensuring your users, employees, contractors, or invited collaborators comply with these terms when using your workspace.

Acceptable Use

You must not use Finalizo to send spam, harass people, impersonate others, distribute malware, store illegal content, infringe intellectual property rights, or violate applicable law.

You must not attempt to circumvent plan limits, billing controls, authentication, rate limits, security systems, or usage restrictions.

You must not reverse engineer, scrape, overload, resell, or abuse the service except where allowed by law or by a written agreement with us.

Client Data Responsibility

You are responsible for ensuring you have a lawful basis and any required consent to store your clients' names, email addresses, project data, handover details, and sign-off records in Finalizo.

For client data that you add to Finalizo, you act as the data controller and Finalizo acts as a processor. We process client data on your behalf to provide the service, deliver emails, show client portals, and maintain audit records.

You must not add client data that you are not authorised to process.

Handover packs, resources, support terms, credentials, uploaded files, project descriptions, and sign-off requests are user-generated content. You retain responsibility for this content and grant Finalizo the rights needed to host, process, display, transmit, back up, and secure it for the purpose of providing the service.

Credential Storage

Finalizo lets users store and deliver project credentials. You are responsible for the accuracy, authority, and appropriateness of any credentials you add.

Credential secrets are encrypted before storage, but you should only store credentials for systems you are authorised to access and hand over. You should rotate credentials when a project closes where appropriate.

Finalizo is not liable for loss caused by inaccurate credentials, expired credentials, credentials shared with the wrong recipient because of user input, or credentials that you were not authorised to store.

Sign-Off Certificates

Finalizo sign-off certificates record digital acknowledgement events, timestamps, project metadata, and related completion evidence.

These certificates may help document project closure, but they are not guaranteed to be legally binding contracts in every jurisdiction. If you need contractual protection, obtain independent legal advice and use an appropriate contract.

Service Availability

We aim to provide a reliable service and target 99.9% uptime, but we do not guarantee uninterrupted access. We may suspend access for maintenance, security incidents, abuse prevention, legal compliance, or infrastructure failures.

Where practical, we will give at least 24 hours' notice for scheduled maintenance that materially affects access.

Billing Terms

Paid subscriptions renew automatically unless cancelled before the renewal date. Prices, billing intervals, trial periods, taxes, and plan features are shown at checkout.

Finalizo offers a 14-day free trial for eligible paid plans. If a payment method is required or added, your subscription may renew automatically at the end of the trial unless you cancel.

Payments are processed by Stripe. Finalizo does not store full card numbers or card security codes.

Plan downgrades and cancellations normally take effect at the end of the current billing period unless stated otherwise. You keep paid access until the end of the period already paid for, subject to these terms.

Finalizo offers a 30-day money-back guarantee for the first paid subscription charge when requested in good faith. After that period, refunds are provided at our discretion unless required by law.

Taxes, including VAT or GST, may be added based on your billing location and Stripe Tax calculations.

If payment fails, we may retry payment, notify you, place your account into a grace period, suspend paid features, or downgrade the account at the end of the billing period. You remain responsible for fees already incurred.

Cancellation and Downgrades

You may cancel a paid subscription at any time. Unless stated otherwise, cancellation takes effect at the end of the current billing period and you retain paid access until then.

If you downgrade to a free plan, access to paid features such as unlimited packs, custom branding, white-label domains, team seats, API access, or watermark removal may be limited. Existing records remain available subject to retention and plan rules.

Termination

You may cancel your subscription or delete your account at any time from account settings where available, or by contacting support.

We may suspend or terminate accounts that violate these terms, create security risk, cause service abuse, fail to pay, or require termination for legal compliance.

When an account is deleted, account data is scheduled for deletion after a 30-day grace period unless we must retain records for billing, legal, security, fraud prevention, or audit purposes.

Limitation of Liability

To the maximum extent permitted by law, Finalizo and its operators will not be liable for indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost revenue, loss of goodwill, lost data, or business interruption.

Our total liability for any claim related to the service is limited to the greater of £100 or the amount you paid to Finalizo in the three months before the event giving rise to the claim.

Nothing in these terms limits liability that cannot be limited by law.

Governing Law

These terms are governed by the laws of England and Wales, unless a mandatory law in your country requires otherwise.

The courts of England and Wales will have exclusive jurisdiction for disputes, subject to any mandatory consumer rights that apply in your location.

Changes to Terms

We may update these terms from time to time. For material changes, we will give at least 30 days' notice by email or in-product notice where practical.

Continuing to use Finalizo after changes take effect means you accept the updated terms.

Contact

For terms questions, contact legal@finalizo.com.