Terms and Conditions

Last updated: August 2026

These Terms and Conditions (“Terms”) govern access to and use of the Hopsy platform (the “Platform”), operated by SCAHH LTD, a company registered in England and Wales under company number 14551622, with its registered office at

SCAHH LTD
Suite RA01
195–197 Wood Street
London
England
E17 3NU(“SCAHH”, “we”, “us” or “our”).

Hopsy is provided for business use only.

By creating an account, purchasing a subscription, accepting an order for Hopsy or using the Platform, you agree to these Terms.

If you are accepting these Terms on behalf of an organisation, you confirm that you have authority to bind that organisation.

If you do not agree to these Terms, you must not use the Platform.

1. Definitions

In these Terms:

Account Owner means the organisation that subscribes to Hopsy.

Authorised User means an employee, worker, contractor, manager, auditor or other person who has been given access to the Platform by or on behalf of an Account Owner.

Customer Data means information, documents, records and other data entered, uploaded, created or stored within the Platform by or on behalf of an Account Owner.

Subscription means the Account Owner's right to access and use the Platform in accordance with the plan, modules, venues, users, billing period and other terms selected during sign-up or otherwise agreed with us.

Subscription Term means the period for which a Subscription has been purchased.

2. The Hopsy Platform

Hopsy is a hospitality operations and compliance platform designed to help organisations manage operational processes across their businesses and venues.

Depending on the Subscription and features being used, this may include functionality relating to:

• operational checks and tasks;
• food safety records;
• health and safety processes;
• risk assessments;
• audits;
• incident records;
• staff training;
• rotas and shift records;
• clock-in and attendance records;
• policies and documents;
• maintenance and property processes;
• compliance records;
• actions and corrective actions; and
• other operational workflows.

We grant the Account Owner a limited, non-exclusive, non-transferable right to access and use the Platform for its internal business purposes during the Subscription Term.

The Platform and all intellectual property rights in it remain our property.

Nothing in these Terms transfers ownership of the Platform or our intellectual property to the Account Owner or any Authorised User.

3. Account Owners and Authorised Users

The Account Owner is responsible for managing its account and deciding who may access the Platform.

The Account Owner is responsible for:

• inviting and removing Authorised Users;
• assigning appropriate permissions;
• ensuring access is provided only to appropriate individuals;
• keeping administrator credentials secure;
• reviewing access when employees or contractors leave or change roles; and
• ensuring its Authorised Users comply with these Terms.

Each Authorised User must use their own account credentials unless the Platform specifically provides otherwise.

Users must not share passwords or deliberately allow an unauthorised person to access the Platform.

The Account Owner is responsible for activities carried out through accounts under its control except to the extent that those activities result directly from a security failure for which SCAHH is responsible.

4. Operational Records

Hopsy is designed to create and maintain operational records on behalf of Account Owners.

These records may include:

• compliance checks;
• safety records;
• food safety records;
• temperature records;
• risk assessments;
• training records;
• incident reports;
• maintenance records;
• audit records;
• tasks and actions;
• corrective actions;
• rota and shift information;
• clock-in and attendance records;
• uploaded files and documents;
• user activity;
• timestamps;
• approvals; and
• other information entered into or generated through the Platform.

As between SCAHH and the Account Owner, the Account Owner retains all rights and interests in its Customer Data and operational records.

Actions performed by Authorised Users in connection with their work for the Account Owner form part of the Account Owner's operational records.

Removing an Authorised User, terminating their employment or revoking their access does not automatically remove records of actions previously performed by that person.

This is necessary to preserve the integrity of operational records and audit trails.

5. Customer Data

The Account Owner is responsible for the Customer Data entered into the Platform by it and its Authorised Users.

The Account Owner must ensure that:

• Customer Data is obtained and used lawfully;
• it has the necessary rights, permissions and lawful basis to provide Customer Data to us;
• appropriate privacy information is provided to employees, contractors, visitors and other individuals where required;
• Customer Data does not infringe the rights of any third party; and
• the Platform is not used to store information unlawfully.

The Account Owner remains responsible for the accuracy and completeness of its Customer Data.

We do not routinely verify whether information entered into Hopsy is accurate, complete or legally sufficient.

The Account Owner grants us the rights necessary to host, copy, process, transmit, back up and otherwise use Customer Data to the extent reasonably required to provide, maintain, secure and support the Platform and fulfil our obligations under these Terms.

We do not acquire ownership of Customer Data.

6. Data Protection

Each party must comply with applicable data protection legislation, including the UK GDPR and Data Protection Act 2018.

Where we process personal data on behalf of an Account Owner in providing Hopsy, the Account Owner will generally act as the controller and SCAHH will act as the processor.

We will process such personal data only as necessary to provide, maintain, secure and support the Platform, in accordance with the Account Owner's documented instructions and as otherwise permitted or required by law.

We will maintain appropriate technical and organisational measures designed to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage.

Where required, the processing of personal data on behalf of an Account Owner will also be governed by our Data Processing Agreement.

Information about personal data for which SCAHH acts as controller is explained in our Privacy Policy.

7. Record Retention and Account Closure

Operational records may need to remain within the Platform after an individual Authorised User has been removed in order to preserve the Account Owner's business records and audit history.

Following termination of an Account Owner's Subscription, access to the Platform will normally cease.

Account Owners are responsible for exporting any information they require before their access ends unless alternative arrangements have been agreed with us.

Following termination, we may retain Customer Data for a limited period where reasonably necessary for:

• account recovery;
• data export;
• legal or regulatory obligations;
• establishing, exercising or defending legal claims;
• fraud prevention;
• security;
• investigation of misuse; or
• maintaining system backups.

Customer Data may remain within backups until those backups are deleted or overwritten as part of our normal backup and retention processes.

Where Customer Data is no longer required, it may be deleted or anonymised in accordance with our data retention practices and applicable law.

Except where required by law, our Data Processing Agreement or a separate written agreement, we are not obliged to retain Customer Data indefinitely following termination of a Subscription.

8. Acceptable Use

Users must not use the Platform:

• for any unlawful or fraudulent purpose;
• to upload unlawful, malicious or harmful material;
• to introduce viruses, malware or other harmful code;
• to interfere with the operation or security of the Platform;
• to gain unauthorised access to systems, accounts or data;
• to obtain information they are not authorised to access;
• to reverse engineer, decompile or attempt to derive the source code of the Platform except where such restriction is prohibited by law;
• to copy or reproduce substantial parts of the Platform;
• to resell or commercially exploit access to the Platform without our permission;
• to conduct automated scraping or excessive automated access;
• to circumvent usage, access or security restrictions; or
• to use the Platform or its underlying technology to create or assist in creating a substantially competing software product.

We may take reasonable technical measures to protect the Platform against misuse, excessive use, automated attacks and security threats.

9. Customer Responsibility for Compliance

Hopsy is intended to help organisations manage their operational and compliance processes.

Hopsy does not provide legal, regulatory, health and safety, food safety, employment or other professional advice.

Use of Hopsy does not guarantee that an Account Owner, venue or organisation complies with any law, regulation, industry standard or internal policy.

The Account Owner remains responsible for:

• determining which legal and regulatory requirements apply to its organisation;
• configuring and using Hopsy appropriately;
• ensuring appropriate checks and procedures are carried out;
• reviewing information entered into the Platform;
• responding to incidents, failed checks, overdue actions and other issues;
• ensuring staff are appropriately trained;
• keeping information and procedures up to date; and
• obtaining professional advice where appropriate.

Reports, alerts, dashboards, scores, reminders and other information generated by Hopsy are provided to assist the Account Owner and should not be treated as a substitute for appropriate management oversight or professional advice.

Hopsy is not an emergency response service and must not be relied upon as a substitute for emergency procedures.

10. Subscriptions

Access to Hopsy is provided on a subscription basis.

The applicable:

• plan;
• features;
• modules;
• number of venues;
• number or type of users;
• price;
• minimum term;
• billing frequency; and
• renewal period

will be those displayed during sign-up, shown in an order or quotation, or otherwise agreed between the Account Owner and SCAHH.

Subscriptions may be monthly, annual or for another agreed period.

Unless otherwise stated when the Subscription is purchased, Subscriptions automatically renew for the applicable renewal period until cancelled.

Cancellation prevents the next renewal but does not normally result in a refund for a Subscription period already purchased.

11. Fees and Payment

The Account Owner must pay all applicable Subscription fees when due.

Unless expressly stated otherwise, prices are exclusive of VAT and any other applicable taxes.

Payments may be processed by third-party payment providers.

The Account Owner is responsible for maintaining valid and current payment information.

If payment becomes overdue, we may:

• retry payment;
• contact the Account Owner;
• restrict access to paid functionality;
• suspend access to the Platform; or
• terminate the Subscription where payment remains outstanding.

Suspension or termination does not remove the Account Owner's obligation to pay amounts already due.

Unless otherwise agreed or required by law, payments already made are non-refundable.

12. Trials, Promotions and Free Services

We may offer free trials, promotional periods, discounted plans or free versions of Hopsy.

The duration, functionality and conditions of any such offer will be those communicated when the offer is made.

We may impose reasonable limitations on trials or free services, including limitations on functionality, storage, users or usage.

Unless expressly agreed otherwise, we may amend or withdraw free or promotional services.

Where payment details have not been provided, access may automatically end when a free trial expires.

Where a trial converts automatically into a paid Subscription, this will be made clear before the Account Owner starts the trial.

13. Changes to the Platform

Hopsy is continually developed and improved.

We may add, change, replace or remove functionality from time to time.

We may make changes where reasonably necessary for reasons including:

• product development;
• security;
• legal or regulatory requirements;
• performance;
• technical compatibility;
• changes to third-party services; or
• preventing misuse of the Platform.

We will not intentionally make a material reduction to the overall core functionality of a paid Subscription during its current Subscription Term without reasonable justification.

Nothing in these Terms requires us to maintain a particular feature, screen, workflow or integration indefinitely.

14. Availability, Maintenance and Support

We will use reasonable efforts to make the Platform available and operate it reliably.

However, we do not guarantee that the Platform will be uninterrupted or error-free.

Access may be affected by:

• planned or emergency maintenance;
• software updates;
• internet or network failures;
• hosting providers;
• payment providers;
• email and messaging providers;
• third-party integrations;
• cybersecurity incidents; or
• events outside our reasonable control.

We may temporarily suspend or restrict access where reasonably necessary to protect the Platform, our customers or third parties.

Any service level agreement or enhanced support commitment must be expressly agreed separately in writing.

15. Third-Party Services and Integrations

The Platform may interact with or depend on third-party products and services.

We are not responsible for the availability, performance or acts of third-party services that are outside our reasonable control.

Where an Account Owner chooses to connect Hopsy to a third-party service, the Account Owner is responsible for ensuring it is entitled to provide any information exchanged with that service.

Third-party services may be subject to their own terms and privacy policies.

16. Intellectual Property

All intellectual property rights in Hopsy, including its software, source code, designs, interfaces, databases, branding, documentation and underlying technology, belong to SCAHH or our licensors.

No rights are granted except the limited right to use the Platform in accordance with these Terms.

Feedback, suggestions and ideas provided to us about Hopsy may be used by us to develop and improve the Platform without restriction or payment, provided that we do not disclose the Account Owner's confidential information in doing so.

17. Confidentiality

Each party must keep confidential any confidential business, commercial or technical information received from the other party.

Confidential information may only be used to perform obligations or exercise rights relating to Hopsy.

This obligation does not apply to information which:

• is already lawfully known to the receiving party;
• becomes public other than through a breach of these Terms;
• is independently developed without use of the confidential information;
• is lawfully obtained from another source; or
• must be disclosed by law, court order or regulatory authority.

We may disclose confidential information to employees, professional advisers, contractors and service providers who reasonably need it to provide or support the Platform and who are subject to appropriate confidentiality obligations.

18. Security

We take reasonable measures designed to protect the security and integrity of the Platform.

No internet-based service can be guaranteed to be completely secure.

The Account Owner must notify us promptly if it becomes aware of:

• unauthorised access;
• compromised credentials;
• suspected misuse;
• a security vulnerability; or
• any other security incident relating to its use of Hopsy.

We may reset credentials, restrict access or take other reasonable action where necessary to protect the Platform or its Users.

19. Suspension

We may suspend some or all access to the Platform where reasonably necessary because:

• fees are overdue;
• these Terms have been materially breached;
• we reasonably suspect unlawful or fraudulent activity;
• use of the Platform creates a security risk;
• use threatens the stability or availability of the Platform;
• an Account Owner or User attempts to gain unauthorised access;
• continued provision of the service could expose us or another person to legal or regulatory risk; or
• we are required to do so by law.

Where reasonably practicable, we will notify the Account Owner of the reason for suspension and allow it an opportunity to resolve the issue.

We may take immediate action where necessary to address an urgent security, legal or operational risk.

20. Termination

An Account Owner may cancel its Subscription in accordance with the cancellation arrangements applicable to its Subscription.

Unless otherwise agreed, cancellation takes effect at the end of the current paid Subscription Term.

We may terminate a Subscription where:

• the Account Owner fails to pay amounts due;
• the Account Owner materially breaches these Terms and fails to remedy the breach within a reasonable period after being asked to do so;
• the Platform is used unlawfully or fraudulently;
• continued provision of the Platform would expose us to material legal, regulatory or security risk; or
• the Account Owner becomes insolvent, enters administration or ceases trading.

We may terminate immediately where a breach cannot reasonably be remedied or where immediate termination is reasonably necessary for security or legal reasons.

On termination:

• the right to use the Platform ends;
• outstanding amounts remain payable;
• access to Customer Data may cease; and
• Customer Data will be handled in accordance with these Terms, applicable law and any applicable Data Processing Agreement.

Clauses which by their nature are intended to continue after termination will remain in effect.

21. Warranties

We warrant that we have the right to provide access to Hopsy and will provide the Platform with reasonable care and skill.

Except as expressly stated in these Terms and to the maximum extent permitted by law, the Platform is provided on an “as available” basis.

We do not warrant that:

• the Platform will always be available;
• the Platform will be completely free from errors;
• every feature will meet every particular business requirement;
• use of Hopsy will ensure legal or regulatory compliance; or
• information entered by Users will be accurate or complete.

22. Limitation of Liability

Nothing in these Terms excludes or limits liability where it would be unlawful to do so, including liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation; or
• any other liability which cannot legally be excluded or limited.

Subject to the above, neither party will be liable to the other for any:

• indirect or consequential loss;
• loss of profit;
• loss of revenue;
• loss of anticipated savings;
• loss of business;
• loss of opportunity; or
• loss of goodwill,

arising out of or in connection with these Terms or use of the Platform.

Subject to any liability which cannot legally be limited, SCAHH's total aggregate liability arising out of or in connection with the Platform, a Subscription or these Terms will not exceed the total Subscription fees paid or payable by the relevant Account Owner to SCAHH during the 12 months immediately preceding the event giving rise to the claim.

Where the Account Owner has used the Platform for less than 12 months, the limit will be the fees paid or payable during that period.

The Account Owner acknowledges that Hopsy is a management tool and that responsibility for business decisions, operational processes and regulatory compliance remains with the Account Owner.

23. Customer Indemnity

The Account Owner will be responsible for reasonable losses, costs and liabilities incurred by SCAHH as a direct result of a third-party claim arising from:

• Customer Data that infringes another person's rights;
• the Account Owner's unlawful use of the Platform;
• Customer Data being collected or provided to SCAHH unlawfully; or
• a material breach of these Terms by the Account Owner.

This clause does not apply to the extent that the relevant loss was caused by SCAHH's own breach, negligence or unlawful conduct.

We will take reasonable steps to notify the Account Owner of any relevant third-party claim and will not unreasonably prevent the Account Owner from participating in its defence.

24. Events Outside Our Control

Neither party will be liable for delay or failure to perform an obligation where this results from circumstances outside its reasonable control.

This may include failures of internet infrastructure, utility failures, natural disasters, epidemics, industrial disputes, government action, war, terrorism, civil unrest or widespread failure of third-party technology infrastructure.

This does not excuse an Account Owner's obligation to pay fees already due.

25. Changes to These Terms

We may update these Terms from time to time.

Where a change materially affects an Account Owner's rights or obligations, we will provide reasonable notice through the Platform, by email or by another reasonable method.

Updated Terms will take effect on the date specified in the notice.

Continued use of the Platform after the updated Terms take effect will constitute acceptance of them.

Where appropriate, material changes affecting an existing fixed Subscription Term may instead take effect from the next renewal.

26. Assignment

The Account Owner may not transfer or assign its rights under these Terms without our prior written consent, which will not be unreasonably withheld.

We may transfer or assign our rights and obligations under these Terms as part of a corporate restructuring, financing, sale of the business, sale of substantially all of the assets relating to Hopsy, or transfer to an associated company.

27. Entire Agreement

These Terms, together with any applicable order, Subscription details, Data Processing Agreement and other terms expressly incorporated into them, form the entire agreement between the parties relating to the Platform.

They replace any previous agreement or understanding relating to the same subject matter, except where the parties expressly agree otherwise in writing.

If an individually negotiated written agreement or order conflicts with these Terms, the individually negotiated provision will take priority to the extent of the conflict.

28. No Waiver

If either party does not immediately enforce a right under these Terms, that does not mean the right has been waived.

29. Severability

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

30. Third-Party Rights

Except where expressly stated otherwise, no person other than the Account Owner and SCAHH has any right to enforce these Terms.

31. Governing Law

These Terms and any dispute or claim arising from them are governed by the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction over any dispute or claim arising out of or relating to these Terms.