Terms of service

Woodhouse is provided by Paul Breslin trading as Artisan Apps, 80 New Chapel Square, Feltham, TW13 4AZ, United Kingdom. Contact hello@woodhouse.legal. “We”, “us” and “our” mean that business; “firm” or “you” means the business customer using a workspace.

These terms cover the website, firm workspace and invited client portal. Woodhouse is for business/professional use, not personal consumer purchases. Anyone opening or subscribing to a workspace for a firm must have authority to act for it. Invited users must follow access, confidentiality and acceptable-use provisions; a client invitation does not make the client liable for the firm’s subscription.

The privacy policy explains personal-information handling. The data-processing provisions below are part of these terms. A separately signed agreement takes priority to the extent of a conflict.

Woodhouse organizes matters, contacts, documents and versions, tasks, dates, notes, filed correspondence and client requests. The portal provides invited access to selected matter information and files.

Woodhouse is software, not a law firm or a provider of legal advice, trust accounting or court deadline calculation. The firm remains responsible for its professional duties, checking records/dates and assessing whether the service meets its confidentiality, residency and regulatory requirements.

Use accurate details and individual sign-ins. Verified colleagues using an eligible firm domain can join the same workspace; the first qualifying member creates the firm and becomes its administrator. Administrators must manage membership, roles, domains and invitations and promptly remove unwanted access.

Client access is invited and matter-specific. The firm decides which files to share. Hiding a file or removing access does not recall downloaded copies. Do not share passwords, enter another firm’s workspace or grant access without authority.

The current plan is US$49 per firm per month, with unlimited firm users and invited clients, plus applicable taxes. The price, currency, trial eligibility and first charge date shown at checkout apply to the subscription you authorize. Card issuers may charge currency-conversion fees.

An eligible firm receives one 14-day trial with a payment method required upfront. Unless cancelled before it ends, the subscription becomes paid and renews monthly until cancelled. Adding a user does not create a per-seat charge or a fresh trial.

Stripe handles payments. Keep payment details current. A failed renewal normally allows 7 days of full access from the first failure before read-only access; payment retries do not restart that period.

Administrators can cancel in Plan & billing through Stripe’s customer portal. Cancellation takes effect at the end of the trial or paid period and stops the next renewal. Contact hello@woodhouse.legal if the controls are unavailable.

Cancellation does not normally refund a period already started. Contact us about an incorrect/duplicate charge, a material service problem or another refund request. Any remedy or refund required by law remains available.

Expiry does not automatically delete records. Authorized users can still read and download, and administrators can export records, but operational edits/uploads require restored access. Protective access removals remain possible. Read-only access is not a promise of indefinite free archival hosting.

You retain rights in your content. You permit us to host, transmit, retrieve and process it only to provide/support the service, follow documented instructions and meet legal obligations. Our software, design and branding remain ours or our licensors’.

The firm is responsible for lawful, accurate content and authorized sharing, including additional conditions for sensitive or criminal-offence personal data. Do not upload unlawful material, malware or information you have no right to process; infringe rights; bypass permissions; access another firm’s information; send spam; or deliberately disrupt the service.

We do not use matter content for advertising or to train AI models. Your subscription permits use of the service, not resale of its underlying software.

You choose what to BCC or forward to a matter filing address. Filing is restricted to authorized active staff of that firm. Review the resulting record: external email delivery can fail, and filing does not replace confirming receipt of important communications. Imported attachments remain internal unless deliberately shared.

The plan includes one assisted onboarding transfer of contacts, matters and documents. We agree scope, supported formats and a secure transfer method before starting. This is not an unlimited migration or a promise to reproduce every vendor-specific field. Further transfers require a separate agreed quote.

We will provide the service with reasonable care and skill. Support is available at hello@woodhouse.legal. We do not currently promise a contractual uptime percentage, support response time, disaster-recovery time or legal-record archiving service. Maintain the independent records and contingency arrangements your practice needs.

Maintenance, faults and third-party outages may interrupt access. We may improve features, but will give reasonable advance notice of a material reduction to a paid service where practicable. Price increases apply to a future renewal after at least one month’s notice, so you can cancel first.

We may restrict access proportionately for a security incident, unlawful activity, serious breach, non-payment or a legal requirement. Where lawful and practical, we will explain why and give a reasonable opportunity to resolve it. Suspension will not prevent a legitimate data-return request.

Request closure at hello@woodhouse.legal. Cancelling and deleting a workspace are separate actions. Export structured records and download files before closure, or arrange assisted return. The structured export does not contain file contents. Return/deletion follows the firm’s choice under the processing terms below, subject to legal retention.

If we discontinue the service or close a workspace for reasons other than your breach, we will give reasonable notice and an opportunity to retrieve data where possible, and refund prepaid charges for the service period not provided.

Each party is responsible for its own breach of these terms and law. We are not responsible for the firm’s legal advice, professional decisions, incorrect information supplied by users or disclosures it authorizes. This does not excuse a breach of our own duties.

Nothing excludes or limits liability where the law does not permit it, including fraud, fraudulent misrepresentation or death/personal injury caused by negligence. Statutory data-protection rights and mandatory remedies remain unaffected.

The firm is controller of customer personal data (or an authorized processor for its client), and we are its processor (or sub-processor). Processing covers collection, organization, storage, transmission, retrieval, access management and deletion for matter management, for the service relationship and instructed return/deletion process.

Data subjects may include staff, clients/prospects, counterparties, witnesses, advisers and others recorded in matters. Data may include identity/contact information, legal/financial records, correspondence, documents, activity and, where lawfully supplied, sensitive or criminal-offence information.

These terms, authorized use of product controls and additional agreed written instructions form the documented instructions. We process only on those instructions, including for transfers, unless law requires otherwise. We will inform the firm of a legal processing requirement before acting unless prohibited, and promptly flag an instruction we consider to infringe applicable data-protection law.

Authorized people must be bound by confidentiality, with access limited to need. We will maintain technical and organizational measures appropriate to risk, including identity, firm separation, role/matter permissions and authenticated file access described in the security overview.

We will notify the firm without undue delay after becoming aware of a personal data breach affecting its data, provide available information needed for assessment/notification and cooperate on investigation and remediation. The firm remains responsible for its required regulator and individual notifications.

The firm gives general written authorization for Google Firebase / Google Cloud (authentication, database/files), Vercel (hosting/requests), Resend (transactional/inbound email) and Sentry (filtered application error monitoring) as sub-processors for those functions. Stripe handles billing and may act as an independent controller. See international processing, including US inbound email; UK-only/EU-only residency is not promised.

We will impose appropriate data-protection obligations on sub-processors, remain responsible for their performance and comply with applicable transfer requirements. Before adding/replacing a sub-processor, we will notify the firm and give a reasonable opportunity to object on data-protection grounds. Contact hello@woodhouse.legal; if an objection cannot be resolved, you may end the affected service and request return/deletion.

Considering the processing and information available, we will assist with individuals’ rights requests and the firm’s security, breach-notification, impact-assessment and supervisory-consultation obligations. Relevant requests concerning customer data will be referred to the firm rather than independently disclosing/erasing records, unless law requires otherwise.

We will provide information needed to demonstrate compliance with these processing obligations and allow and contribute to reasonable audits/inspections by the firm or its appointed independent auditor. Practical arrangements may protect other customers, security and confidentiality, but will not remove mandatory audit rights.

At the end of processing we will, at the firm’s choice, return or delete customer personal data and delete existing copies, unless law requires retention. Contact hello@woodhouse.legal to document that choice and arrange export, verification and deletion. Cancellation alone leaves a read-only workspace and is not a deletion instruction.

If immediate selective deletion from a protected backup is technically impossible, data will remain protected, beyond ordinary use, and be removed through the applicable deletion cycle. Legally retained information will be restricted to that purpose. This is not a claim that a particular backup service or automatic purge schedule is currently provided.

These processing provisions take priority over other terms if they conflict about customer personal data.

These business terms are governed by the law of England and Wales, whose courts have jurisdiction, subject to mandatory rights that cannot lawfully be displaced. Please contact us first to try to resolve a concern.

Account notices may be sent to the administrator’s/billing contact’s registered email. Send notices to hello@woodhouse.legal or the address above. We will notify existing firms of material changes before they take effect, except where earlier action is necessary for law/security, and will not retrospectively remove accrued rights. The date above identifies this version.