Terms of Service

1. Who we are and what these terms cover

Larenio is a trading name of Tim Hockham Professional Services Limited, a company registered in England and Wales (company number 16011034), registered office: HSL Business Hub, Ground Floor, 437 Warrington Road, Rainhill, Prescot, England, L35 4LL. In these terms "Larenio", "we" and "us" mean that company, and "you" means the business that holds a Larenio workspace.

These terms are the agreement between you and us for your use of the Larenio service at app.laren.io. They apply from the day your workspace is created. By creating a workspace, or by continuing to use one, you agree to them on behalf of your business.

Larenio is for businesses. It is not offered to consumers, and the people who use it do so on behalf of your business.

Our privacy policy explains how we handle personal data. Where these terms and the privacy policy say different things about personal data, the schedule at the end of these terms wins.

2. The service

Larenio is an online record-keeping service: client records, contact details, reminders and recurring dates in one place, with an optional pack of UK statutory deadline dates for accountancy businesses. You reach it through a web browser; there is nothing to install.

Larenio is a memory aid, not a filing service. It suggests dates and reminds you about them. It does not file anything with HMRC, Companies House or anyone else, and it does not hold or process your clients' financial transactions. Your business remains responsible for meeting every deadline and for checking any date Larenio suggests. Section 9 says more about this.

We may improve or change the service over time, and we may add or remove features. We will not remove something you rely on without telling you first and giving you a reasonable time to adjust, except where we must for security or legal reasons.

3. Your account and your team

We create your workspace for you; there is no public sign-up. Your first admin then invites your own team. You decide who in your business has access and what each person can do, using the roles and permissions in the app.

You are responsible for the people you let in. Each person must keep their sign-in details private and must not share a login. Tell us straight away if you think someone has gained access who should not have. We recommend turning on two-factor authentication for everyone.

You must give us accurate contact and billing details and keep them up to date. We will send notices about your workspace to your admin's email address.

4. Price, payment and the set-up window

The price is £70 per workspace per calendar month, including VAT. It covers everyone in your business who uses the workspace; there is no charge per person. If we agree a different price or a free period with you in writing, that agreement wins over this paragraph.

Your first 14 days are a set-up window. You can use Larenio in full and nothing is charged. Before the window ends the app will ask your admin to set up payment: Direct Debit through Stripe by default, or a card. We never see or hold your bank or card details. Billing starts when the set-up window ends and runs monthly from that date. Stripe sends your VAT invoices and receipts.

If a payment fails, you have 14 days to put it right while Stripe retries and the app shows a notice. If it is still unpaid after that, your workspace becomes read-only: you can see everything and export it, but not change it, and daily digests pause. Nothing is deleted. Paying restores full access straight away.

We may increase the price no more than once in any 12 months, by giving you at least 6 months' notice by email, and never by more than 10% of the price you are paying at the time. If you do not want to pay the new price you may cancel under section 5 before it takes effect.

5. Term, cancellation and notice

There is no minimum term. The agreement runs month to month until one of us ends it.

You may cancel on any day by emailing support@laren.io from your admin's address. Your access then runs to the end of the following full calendar month, and that month is charged. For example, if you cancel on any day in January, your last day of access is 28 February and February is your final invoice. Cancelling during the set-up window costs nothing.

We may end the agreement by giving you at least 30 days' notice by email. We may end it sooner, or suspend access, in the circumstances in section 10.

When the agreement ends, your workspace becomes read-only so you can export your data, as section 10 describes.

6. Your data, our role as processor, and data protection

The records you put into Larenio belong to you. We claim no rights over them beyond what we need to run the service for you, and we will not sell them, use them to train anything, or share them with anyone except the service providers listed in our privacy policy.

For the client records your business enters, you are the data controller and we are your processor under UK GDPR. The schedule at the end of these terms sets out how we process that data on your instructions. For the sign-in and account data of the people who use Larenio, we are the controller, as the privacy policy explains.

Your data is hosted on Amazon Web Services in the London region. Particularly sensitive identifiers such as UTR and National Insurance numbers are encrypted individually on top of the encryption applied to everything. Access to our production systems is restricted and audited.

You are responsible for having a lawful basis to hold the data you enter, for keeping it accurate, and for responding to requests from the people it is about. If someone asks us about data your business entered, we will point them to you and help you respond.

You can export everything about a person or a client from the app at any time, and your admin can erase a record permanently. Erasure cannot be undone, so the app asks you to confirm before it does.

7. Acceptable use

Use Larenio for your own business's records and nothing else. In particular you must not:

• enter data you have no right to hold, or use the service to break the law or anyone's rights;
• send unlawful, misleading or unsolicited bulk email through the service, or use the bulk-send and questionnaire features for marketing to people who have not agreed to hear from you;
• upload anything malicious, or try to get round the security of the service or reach another workspace's data;
• resell the service, share a workspace between separate businesses, or let someone outside your business use your login;
• copy, decompile or attempt to recreate the service, or scrape it with automated tools.

If we believe a workspace is being used in one of these ways we may suspend it while we look into it (section 10).

8. Availability, support and changes to the service

We work to keep Larenio available at all times, but we do not promise a particular level of uptime. The service may be unavailable for planned maintenance (we will try to do this outside UK working hours and tell you in advance), for emergency work, or because of problems with our hosting providers or the internet.

Support is by email to support@laren.io. We work Monday to Friday, excluding English bank holidays, and we aim to reply within one working day. We often reply sooner, including in the evenings and at weekends, but that is a courtesy, not a promise.

Larenio sends reminders and daily digests by email and shows reminders in the app. Email can be delayed or lost for reasons outside our control, so do not rely on a single reminder for anything important: check the dashboard.

Larenio can connect to Google, Microsoft and Companies House on your instruction. Those services are run by other companies under their own terms, and we are not responsible if they change or become unavailable.

9. Our responsibility to you (liability)

Nothing in these terms limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit.

Larenio is a memory aid. We are not responsible for a missed deadline, a late filing, a penalty, interest or any other loss that results from a date being wrong, a reminder not arriving, or the service being unavailable. The dates Larenio suggests are calculated from the information you enter, and your business remains responsible for checking them and for filing on time.

We are not liable for loss of profit, loss of business, loss of goodwill, or any indirect or consequential loss, however it arises.

For everything else, our total liability to you under or in connection with these terms, in any 12-month period, is limited to the total fees you paid us in that period.

We provide the service with reasonable skill and care. Apart from that, and the terms written here, we give no other warranty about the service, and the service is provided as it is.

10. Ending the agreement, suspension and what happens to your data

We may suspend your workspace, or end the agreement at once, if you seriously or repeatedly break these terms, if your use puts the service or other customers at risk, or if we are required to by law. Where we reasonably can, we will tell you first and give you a chance to put things right.

When the agreement ends for any reason, your workspace becomes read-only for 30 days. During that time your admin can sign in and export your data. After 30 days we delete the workspace and its data from our live systems, and it is removed from backups in the ordinary course within a further 12 months. If you need your data back after the 30 days, ask us: we will help if we still can, but we cannot promise to.

Sections 6, 9, 10 and 11 and the schedule keep applying after the agreement ends.

11. General terms

We may update these terms. For a change that matters to you, we will email your admin at least 30 days before it takes effect; continuing to use Larenio after that date means you accept the change. The current version is always at laren.io/terms.

Notices to us go to support@laren.io. Notices to you go to your admin's email address.

Neither of us is responsible for failing to do something these terms require because of events outside our reasonable control.

If part of these terms turns out to be unenforceable, the rest still applies. If we do not enforce a term on one occasion, we may still enforce it later. These terms, with the privacy policy and any written agreement about price, are the whole agreement between us about Larenio.

You may not transfer this agreement to anyone else without our written consent. We may transfer it to a company that takes over the Larenio business, and will tell you if we do.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Schedule: data-processing terms

This schedule applies to the client records your business enters into Larenio, for which you are the controller and we are the processor under UK GDPR.

As your processor we will:

• process the data only on your documented instructions, which these terms and your use of the app's features are, unless the law requires otherwise, in which case we will tell you first if we can;
• make sure everyone who can access the data is bound by confidentiality;
• keep the data secure with appropriate technical and organisational measures, including encryption at rest and in transit, per-workspace isolation, column-level encryption of UTR and NI numbers, restricted and audited production access, and daily backups;
• use only the sub-processors listed above, tell you by email at least 30 days before adding one, and remain responsible for them;
• help you respond to requests from data subjects and with your own data-protection obligations, so far as we reasonably can;
• tell you without undue delay, and in any case within 48 hours of becoming aware, if we suffer a personal-data breach affecting your data;
• delete or return the data at the end of the agreement as section 10 describes;
• give you the information you reasonably need to show we are meeting these obligations, and allow an audit on reasonable notice, no more than once a year unless a regulator requires it.

We keep the data in the United Kingdom. We will not transfer it outside the UK without putting in place the safeguards UK GDPR requires and telling you.