Terms of Service

By placing an order, creating an account, or otherwise using any Sotara Ltd product or service, you agree to be bound by these Terms of Service. If you are ordering or registering on behalf of a school, trust, or other organisation, you confirm that you have the authority to enter into this agreement on their behalf and that the organisation agrees to be bound by these terms.

These terms form a legally binding agreement between you (or your organisation) and Sotara Ltd (Company No. 17162223), registered at 43 Harwood House, London SW6 4QP. References to “Sotara”, “we”, “us” or “our” refer to Sotara Ltd.

Sotara Ltd provides software applications and processing services designed for UK schools and organisations. Our products include staff leave management, IT support helpdesk, visitor and staff management, and image processing services. The specific features and deliverables of each service are as described on our website or as agreed in writing at the time of order.

Sotara reserves the right to update, improve or discontinue any product with reasonable notice. We do not guarantee uninterrupted availability of any software platform but will endeavour to maintain a reliable service and communicate any planned downtime in advance.

Where a service involves processing materials provided by you (such as images or data), results are dependent on the quality and suitability of the materials submitted. Sotara will use reasonable skill and care in delivering the service but does not guarantee specific outcomes where results are influenced by factors outside our control.

All prices are as published on our website or as set out in a written quotation at the time of order. Prices are quoted exclusive of VAT unless otherwise stated. VAT will be applied at the prevailing UK rate where applicable.

For one-time processing services, payment is due in full prior to work commencing unless alternative payment terms have been agreed in writing. For subscription-based products, payment is due in advance of each billing period as set out at sign-up.

We accept payment by bank transfer and card. Where payment is not received by the due date, Sotara reserves the right to pause or withhold delivery of the service until outstanding amounts are settled.

Sotara reserves the right to amend its pricing at any time. Price changes will not affect orders that have already been confirmed or contracts already in force.

Where an order has been placed but work has not yet commenced, a full refund will be issued upon written request. Requests should be sent to info@sotara.co.uk.

Where work has commenced or materials have been processed, refunds are considered on a case-by-case basis at Sotara's discretion, taking into account the proportion of the service already delivered.

For subscription products, you may cancel your subscription at any time. Cancellation will take effect at the end of the current billing period. No partial refunds are issued for unused time within a billing period unless otherwise agreed.

Nothing in these terms affects any statutory rights you may have under applicable UK consumer or business protection legislation.

• 1.You confirm that you have the legal right to submit any images, data or content provided to Sotara as part of a service, and that doing so does not infringe the rights of any third party.
• 2.You are responsible for ensuring that any personal data submitted to Sotara is covered by an appropriate lawful basis under UK GDPR, and that your school or organisation has fulfilled its obligations as data controller.
• 3.You are responsible for reviewing and checking all outputs, processed images and deliverables before publishing, distributing or otherwise using them.
• 4.You agree not to use any Sotara product or service for any unlawful purpose or in any way that could harm, disrupt or misuse the platform.
• 5.You are responsible for maintaining the security of your account credentials and for any activity that takes place under your account.
• 6.You agree to provide accurate information when creating an account or placing an order. Sotara is not liable for delays or errors resulting from inaccurate information provided by you.

Where Sotara processes personal data on your behalf, we act as your data processor and you remain the data controller. A Data Processing Agreement (DPA) will be provided to every customer before processing of personal data begins, and forms part of the overall agreement between us.

For image processing services, original images and processed outputs are stored securely on encrypted UK servers during the period of the order. All images are permanently deleted from Sotara's systems within 30 days of order completion. Images are never used for any purpose other than fulfilling your order.

For full details of how Sotara handles personal data in connection with its own operations, please refer to our Privacy Policy.

Sotara retains all intellectual property rights in its software platforms, processing methods, tools and technology. Nothing in these terms transfers any ownership of Sotara's intellectual property to you.

You retain ownership of all images, data and content that you submit to Sotara. By submitting materials to us, you grant Sotara a limited licence to process and use those materials solely for the purpose of delivering the service you have ordered.

Processed outputs (for example, anonymised images returned to you) are provided for your use in connection with your school or organisation. You may not resell or sublicense outputs as a product or service in their own right without prior written agreement from Sotara.

Sotara's total aggregate liability to you in connection with any single order or contract shall not exceed the total amount paid by you to Sotara under that order or contract.

Sotara shall not be liable for any indirect, consequential, special or punitive losses, including but not limited to loss of revenue, loss of data, loss of reputation, or loss of business opportunity, whether or not such losses were foreseeable or Sotara had been advised of the possibility of them.

Nothing in these terms excludes or limits Sotara's 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 UK law.

Either party may terminate a subscription or ongoing service agreement by providing written notice as set out in the relevant service agreement or, where no notice period is specified, 30 days written notice to the other party.

Sotara may suspend or terminate your access to any product or service immediately and without notice if you breach these terms, fail to make a payment when due, or use the service in a manner that Sotara reasonably believes to be unlawful or harmful.

On termination, your right to access and use the relevant product ceases immediately. Any outstanding payments remain due. Data deletion will be carried out in accordance with our Data Processing Agreement and Privacy Policy.

These terms, together with any applicable Service Schedule, DPA or written quotation, constitute the entire agreement between you and Sotara in relation to the services and supersede all prior agreements, representations or understandings.

If any provision of these terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

Sotara may update these terms from time to time. Where changes are material, we will notify existing customers by email. Continued use of any Sotara product after the effective date of revised terms constitutes acceptance of those terms.

These terms are governed by the laws of England and Wales. Any disputes arising under or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.