Terms of Service

1. Description of Services

WFC360 provides cloud-based Software-as-a-Service (“SaaS”) workforce management tools for UK security companies, including:

• WFC Control — scheduling, shift management, live operations, mobile field app, incident reporting, and payroll export.
• WFC Verify — BS7858 staff vetting, employee onboarding, training management, document management, staff self-service portal, appraisals, and supplier compliance.

We reserve the right to modify, suspend, or discontinue any feature of the Services at any time, with reasonable notice where practicable.

2. Account Registration and Security

To access the Services, you must register for an account and provide accurate, complete, and current information. You are responsible for:

• Maintaining the confidentiality of your login credentials.
• All activities that occur under your account.
• Notifying us immediately at support@wfc360.com of any unauthorised use.

You must not share account credentials with individuals outside your organisation or allow multiple concurrent sessions from different users on a single account unless your subscription plan permits it.

3. Subscription, Fees, and Payment

Access to the Services is provided on a subscription basis. The following terms apply:

• Subscription fees are billed in advance on a monthly or annual basis as agreed at sign-up.
• All fees are quoted in GBP and are exclusive of VAT unless stated otherwise.
• Payment is due within 14 days of invoice. Late payments may result in suspension of access.
• WFC360 reserves the right to change pricing with a minimum of 30 days' written notice to existing customers.
• Fees paid are non-refundable except as expressly stated in these Terms or as required by applicable law.

If you believe an invoice is incorrect, you must notify us within 14 days of the invoice date to be eligible for a credit adjustment.

4. Fair Data Usage Policy

WFC360 operates a fair data usage policy to ensure a reliable and consistent experience for all customers. The following principles apply to your use of the Services:

4.1 Permitted Use

You may store, process, and retrieve data through the Services for legitimate internal business purposes related to your workforce management operations. This includes employee records, scheduling data, vetting documentation, and compliance records.

4.2 Storage Limits

Each subscription plan includes a defined storage allocation. If your usage consistently exceeds your plan's allocation, we will notify you and work with you to either upgrade your plan or reduce storage consumption. We will not delete your data without prior written notice.

4.3 API and Automated Access

If your subscription includes API access, you agree to use the API within the rate limits specified in your plan documentation. Automated scripts or integrations must not place excessive load on our infrastructure. We reserve the right to throttle or suspend API access that materially degrades the experience of other customers.

4.4 Data Accuracy

You are solely responsible for the accuracy, completeness, and legality of all data you upload or process through the Services. WFC360 does not verify the accuracy of customer-supplied data.

4.5 Prohibited Data

You must not upload or process data that:

• Is unlawful, defamatory, or infringes any third-party intellectual property rights.
• Contains malware, viruses, or other harmful code.
• Relates to individuals who have not provided appropriate consent for processing under applicable data protection law.
• Is used to facilitate fraud, money laundering, or other criminal activity.

5. Data Protection and Privacy

WFC360 processes personal data as a data processor on your behalf. Your use of the Services is subject to our Privacy Policy, which forms part of these Terms. Key commitments include:

• We process personal data only on your documented instructions.
• We implement appropriate technical and organisational security measures in accordance with UK GDPR Article 32.
• We will notify you of any personal data breach affecting your data within 72 hours of becoming aware of it.
• We will not sell, rent, or share your data with third parties for marketing purposes.
• All data is stored within the United Kingdom or the European Economic Area unless you have explicitly agreed otherwise.

A Data Processing Agreement (“DPA”) is available on request and governs the processing of personal data in connection with the Services. Contact legal@wfc360.com to request a DPA.

6. Acceptable Use

You agree not to use the Services to:

• Violate any applicable law, regulation, or third-party rights.
• Attempt to gain unauthorised access to any system, network, or data.
• Conduct penetration testing or security scanning without prior written consent from WFC360.
• Reverse engineer, decompile, or disassemble any part of the Services.
• Resell, sublicense, or otherwise commercialise access to the Services without our written consent.
• Scrape, crawl, or extract data from the Services using automated means beyond normal product use.
• Impersonate any person or entity or misrepresent your affiliation with any person or entity.

7. Intellectual Property

WFC360 and its licensors own all right, title, and interest in the Services, including all software, documentation, trademarks, and content. You are granted a limited, non-exclusive, non-transferable, revocable licence to access and use the Services solely for your internal business purposes during your subscription term.

You retain ownership of all data you upload to the Services (“Customer Data”). You grant WFC360 a limited licence to process Customer Data solely to provide and improve the Services.

8. Service Availability and Support

WFC360 targets 99.9% uptime for the Services, excluding scheduled maintenance windows. We provide customer support via phone and email during business hours (Monday to Friday, 9am–5pm UK time), with emergency support available outside these hours for critical incidents.

Planned maintenance will be communicated at least 48 hours in advance where possible. We will use reasonable endeavours to schedule maintenance outside peak business hours.

9. Confidentiality

Each party agrees to keep confidential all non-public information disclosed by the other party in connection with the Services (“Confidential Information”) and not to disclose such information to third parties without prior written consent, except as required by law. This obligation survives termination of these Terms for a period of five years.

10. Limitation of Liability

To the maximum extent permitted by applicable law:

• WFC360's total aggregate liability to you in any 12-month period shall not exceed the total fees paid by you to WFC360 during that period.
• WFC360 shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, revenue, data, goodwill, or business interruption.
• Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

11. Termination

Either party may terminate the subscription agreement with 30 days' written notice. WFC360 may terminate or suspend access immediately if you:

• Materially breach these Terms and fail to remedy the breach within 14 days of written notice.
• Fail to pay any undisputed invoice within 30 days of its due date.
• Become insolvent, enter administration, or cease to carry on business.

Upon termination, your right to access the Services will cease. We will retain your Customer Data for 30 days following termination, during which time you may request an export. After this period, your data will be securely deleted in accordance with our data retention policy.

12. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or by displaying a prominent notice within the Services at least 30 days before the changes take effect. Continued use of the Services after the effective date constitutes acceptance of the updated Terms.

13. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of England and Wales. Any dispute arising out of or in connection with these Terms shall first be referred to good-faith negotiation between senior representatives of both parties. If unresolved within 30 days, disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

For questions about these Terms, please contact us:

• Email: legal@wfc360.com
• Phone: 0333 888 0202
• Post: WFC360 Ltd, Devonshire House, Stanmore, HA7 1JS, United Kingdom