Terms of Service

By creating an account, requesting a demo, or otherwise using ProcureLite (the "Service"), you agree to these terms. If you're using the Service on behalf of an organisation, you're confirming you have authority to bind that organisation to them.

ProcureLite is a procurement platform covering requisitions, approvals, purchase orders, contracts, invoices, payments, reporting and a supplier portal, provided on a subscription basis (see Pricing). We may add, change or retire individual features as the product evolves; we'll aim to give reasonable notice of anything that removes functionality you actively rely on.

Certain features -- the chat assistant, AI-drafted and AI-reviewed contracts, and invoice document scanning -- use a third-party AI model to generate suggestions, drafts, or data extracted from your own documents. AI output is a starting point, not professional, legal or financial advice: review it before relying on it or submitting it into an approval chain. Requests to these features are processed by our AI subprocessor as described in the Privacy Policy; we don't use your business data to train any underlying model.

You're responsible for the accuracy of the information your organisation enters, and for the actions taken under your team's accounts, including by any supplier your team invites to the supplier portal. Keep credentials confidential; multi-factor authentication is available and we recommend enabling it.

If your organisation invites a supplier to the Supplier Portal, that supplier's own use of it -- submitting invoices, updating their profile, responding to purchase orders -- is also governed by these terms, even though they aren't the paying customer. A supplier is responsible for the accuracy of what they submit through the portal, the same way your own team is responsible for what it enters elsewhere in the Service.

You agree not to use the Service to store or transmit unlawful content, attempt to gain unauthorised access to other organisations' data, reverse-engineer the Service beyond what applicable law permits, or resell the Service to third parties without our agreement.

Subscription fees are billed in advance per the plan you select. Fees are non-refundable except where required by law or explicitly agreed otherwise. We'll give notice before any price change takes effect on your next billing cycle.

You (or your organisation) own the data you put into the Service. We process it only to provide the Service to you, as described in the Privacy Policy. You're responsible for having the right to submit any data you put into the Service, including supplier and personal data.

Where we process personal data on your organisation's behalf as part of providing the Service, a Data Processing Agreement is available on request and, once executed, forms part of these terms for that purpose.

You may choose to connect the Service to your own third-party systems -- an ERP, a freight provider, a PEPPOL access point, or similar. Those connections are governed by your agreement with that third party, not by us; we aren't responsible for their availability, accuracy, or handling of data once it leaves the Service through a connection you configured.

ProcureLite and its underlying software, design and branding remain our property. Nothing in these terms transfers ownership of the Service to you; you retain ownership of your own business data.

Some features are actively evolving and may be labelled as new, in preview, or described as such when introduced -- for example, autonomous purchasing modes or scoring models. These are provided on an as-is basis, may change materially or be withdrawn as we learn from real use, and shouldn't be relied on for a use case where that variability would cause harm.

You may cancel your subscription at any time; access continues until the end of the current billing period. We may suspend or terminate access for material breach of these terms, non-payment, or unlawful use, generally with notice and an opportunity to cure except in cases of urgent risk to the Service or other customers.

You'll indemnify us against claims arising from data you submit to the Service, or your (or your invited suppliers') violation of these terms or applicable law. We'll indemnify you against claims that the Service, as provided by us, infringes a third party's intellectual property rights, provided you give us prompt notice and control of the defence.

The Service is provided "as is" without warranties beyond those that can't be excluded by law. To the maximum extent permitted, we're not liable for indirect, incidental or consequential damages arising from use of the Service, and our total liability is limited to the fees paid in the 12 months preceding the claim.

These terms are governed by the laws of the jurisdiction specified in your customer agreement, or, absent one, the laws under which ProcureLite operates.

Neither party is liable for delay or failure to perform caused by circumstances beyond its reasonable control. We may assign these terms as part of a merger, acquisition, or sale of assets; you may not assign them without our consent. If any provision is found unenforceable, the rest remains in effect. These terms, together with any customer agreement and Data Processing Agreement, are the entire agreement between us on this subject. We may send notices to the email address on your account; you can send them to us via the contact form.

We may update these terms as the product and business evolve. We'll update the "last updated" date above and, for material changes, notify active customers directly.

Questions about these terms can be sent via the contact form.