Terms of service

These terms are an agreement between EcoBroom London Ltd, trading as EcoBroom AI (company number 17222243, registered in England and Wales, registered office 124 City Road, London, EC1V 2NX, United Kingdom), which provides EcoBroom AI (“we”, “us”), and the business that creates an account (“you”, “the Customer”).

By creating an account, starting a trial or using EcoBroom AI, you accept these terms and our privacy policy. If you accept them for a business, you confirm you have authority to bind it.

EcoBroom AI is for businesses only. You confirm you are using it for the purposes of your trade, business or profession, and not as a consumer.

• Service: the EcoBroom AI workspace, website, free tools, AI features and integrations, as we provide them from time to time.
• Customer Data: all data, including personal data, that you or your Users put into the Service, or that the Service receives on your behalf, such as data about your customers, cleaners and applicants, photos and WhatsApp messages.
• Users: the people you allow to use your workspace, such as your staff.
• AI Output: anything the Service generates with an AI model, including quotes, quality reports, Mia’s answers, drafts and proposed actions.
• Data Protection Law: the UK GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 and, where they apply, the EU GDPR and any other law on personal data.

• You and every User must be at least 18.
• Give us accurate account information and keep it up to date.
• Keep sign-in details secret. You are responsible for everything done through your account and your Users' accounts, and for removing Users who should no longer have access.
• Tell us straight away if you believe your account has been accessed without permission.
• One workspace belongs to one business. Do not share an account between businesses.

New workspaces start with a free trial. We say how long it lasts when you sign up; at the date of these terms it is 30 days. No payment card is needed. We may change or end the trial offer for new sign-ups at any time.

If you choose a paid plan, the fees, billing period and what is included are those shown when you subscribe. Fees exclude VAT, which is added where it applies. We will give you at least 30 days’ notice of a price change, and you may cancel before it takes effect. If a payment is overdue, we may suspend the Service after giving you notice.

You must not, and must not let anyone else:

• use the Service for anything unlawful, fraudulent or harmful;
• send spam or unsolicited marketing, or message anyone without the consent or other lawful basis the law requires;
• break the terms or policies of Google, Meta, WhatsApp or any other service you connect;
• upload content that is illegal, infringes anyone's rights, or that you do not have permission to use;
• upload photos of people, identity documents or special category data (such as health information) unless you have a lawful basis and it is necessary;
• use AI Output to make decisions based solely on automated processing that have legal or similarly significant effects on anyone, such as dismissing a cleaner or withholding pay, without a person reviewing the decision;
• try to access another business's workspace or data, or get around security or usage limits;
• probe, scan or test the Service's security without our written permission;
• copy, reverse engineer or resell the Service, or use it to build a competing product;
• overload the Service or interfere with its operation, including with automated scripts;
• use the Service to create or spread malware.

You own your Customer Data. You give us a non-exclusive licence to host, copy, process, transmit and display it only as needed to provide, secure and support the Service, and as these terms and the law allow.

You are responsible for your Customer Data: that it is accurate, that you collected it lawfully, and that you have every notice, consent and right needed for us to process it as the Service does.

You can ask us to export your Customer Data at any time while your account is open, and for 30 days after it closes. After that we delete it, except where the law requires us to keep it.

This section is the contract UK GDPR Article 28 requires between a controller and a processor. For personal data in Customer Data, you are the controller and we are your processor.

Subject matter and duration. Providing the Service, for as long as you use it and until the Customer Data is deleted under these terms.

Nature and purpose. Storing, organising, analysing (including with AI models), transmitting and displaying Customer Data so you can run your cleaning business through the Service.

Types of personal data. Names, contact details, addresses and property access notes, booking, quote and invoice details, employment and contractor details, CVs, photos, WhatsApp messages, and anything else you choose to put in.

Data subjects. Your customers and their contacts, your cleaners and other staff, job applicants, and people who message your connected WhatsApp number.

We will:

• process personal data only on your documented instructions, which are these terms and your use of the Service's features, unless the law requires otherwise, in which case we will tell you first unless the law forbids it. We will tell you if we think an instruction breaks Data Protection Law;
• make sure everyone we authorise to process the data is bound by confidentiality;
• take the security measures Article 32 requires, including those described in our privacy policy;
• use only sub-processors in the categories described in our privacy policy, and give you the current list of named sub-processors on request. You give general authorisation for them. We will give you at least 30 days' notice before adding or replacing one, by emailing account owners. If you object on reasonable data protection grounds and we cannot address it, you may end these terms without penalty. We will impose data protection obligations on each sub-processor equivalent to these, and remain responsible to you for its performance;
• transfer personal data outside the UK only with the safeguards UK GDPR requires, as described in our privacy policy;
• help you, taking into account the nature of the processing, to respond to requests from people exercising their data protection rights;
• help you meet your obligations on security, breach notification, data protection impact assessments and prior consultation with the ICO;
• tell you without undue delay after we become aware of a personal data breach affecting your Customer Data, with the information you need to meet your own obligations;
• at the end of the Service, and at your choice, return or delete the personal data, unless the law requires us to keep it;
• give you the information you need to show that these obligations are met, and allow for and contribute to reasonable audits, including inspections, by you or an auditor you appoint. Audits must be on reasonable notice, no more than once a year unless a regulator requires it or there has been a breach, and under confidentiality.

You confirm that your instructions comply with Data Protection Law, and that you have a lawful basis and have given the people concerned the privacy information they need, including that you use EcoBroom AI and its AI features.

The Service uses AI models from third-party providers, described in our privacy policy. You agree that:

• AI Output can be wrong. It may be inaccurate, incomplete or inappropriate, even when it sounds confident. You must review it before relying on it.
• Quotes are estimates. An AI quote is a starting point based on the message, photos and details provided and on published price guides. It is not a binding price. You set and are responsible for the prices you offer.
• Quality reports assist, they do not decide. A quality report helps a person judge what the photos show. It cannot see what the photos do not show. Decisions about re-cleans, refunds, pay, discipline or employment must be made by a person.
• Mia proposes, you decide. Mia can look things up, draft messages and propose actions. Nothing is sent and no action is taken until a User approves it. You are responsible for every message sent and action approved from your workspace.
• No professional advice. AI Output is not legal, financial, tax, employment or health and safety advice.

Between you and us, you own the AI Output generated from your Customer Data, as far as the law allows. We do not use your Customer Data to train AI models.

Features we mark as “Coming soon”, “Preview” or “Beta” may be incomplete, may change or may be withdrawn, and are provided without any commitment about availability.

Some features connect to services we do not control, including Google (sign-in and Calendar), Meta’s WhatsApp Business Platform, and email and SMS delivery. When you connect one:

• your use of that service is governed by its own terms, which you must follow;
• for WhatsApp, you must follow the WhatsApp Business Policy and WhatsApp Business Terms of Service, including getting customers’ opt-in before messaging them and using approved templates where Meta requires them;
• you authorise us to exchange data with that service as needed to provide the feature;
• we are not responsible for that service's availability, changes, charges or actions, including Meta suspending a WhatsApp number or Google revoking access. We may have to change or stop an integration if the provider changes its terms or technology.

When you send an email, SMS or WhatsApp message to your customers, cleaners or applicants through the Service, you are the sender. You are responsible for its content and for having the right to send it, including consent for marketing messages under the Privacy and Electronic Communications Regulations. We may apply sending limits to protect deliverability and prevent abuse.

We and our licensors own the Service, including its software, design, text, brand and documentation. We give you a non-exclusive, non-transferable right to use the Service for your internal business purposes while these terms are in force. We keep every right not expressly given.

If you send us feedback or suggestions, we may use them without any obligation to you.

Each of us will keep the other’s confidential information confidential, use it only to perform these terms, and share it only with employees, advisers and sub-processors who need it and are bound by confidentiality. This does not apply to information that is public through no fault of the recipient, was already lawfully known to it, or must be disclosed by law.

We work to keep the Service available and secure, but we do not promise it will be uninterrupted or error-free. We may need to suspend it for maintenance, security or reasons outside our control. We may change the Service, and will give you reasonable notice of any change that materially reduces what you are paying for.

You may stop using the Service and ask us to close your account at any time by emailing support@ecobroomai.com.

We may suspend or end your access, with notice where practical, if you seriously or repeatedly break these terms, fail to pay, put the Service, other customers or anyone’s data at risk, or if the law requires it. We may end a free trial or free account for any reason with 30 days’ notice.

When these terms end, your right to use the Service stops, and we handle your Customer Data as described in Your data. Sections that by their nature should survive, including data processing, confidentiality, liability and governing law, continue to apply.

We will provide the Service with reasonable skill and care. Apart from that, and to the extent the law allows, the Service, AI Output and any free tools are provided “as is” and “as available”, and we exclude all other warranties, conditions and terms, whether express or implied, including those of satisfactory quality, fitness for a particular purpose and accuracy.

The free tools on our website and the free trial are provided without charge and without any commitment about results.

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot be limited or excluded by law.

Subject to that, neither of us is liable to the other for any:

• loss of profits, revenue, business, contracts or goodwill;
• loss of anticipated savings;
• indirect or consequential loss;

and we are not liable for loss arising from decisions you make based on AI Output, from messages sent or actions approved by your Users, or from services you connect that we do not control.

Subject to the first paragraph, and except for your obligation to pay fees and your indemnity below, each party’s total liability arising out of or in connection with these terms, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited in each 12-month period to the greater of the fees you paid us in the 12 months before the event giving rise to the claim, and £100.

We back up data regularly, but you should keep your own copies of anything important. If Customer Data is lost or damaged through our fault, our responsibility is to use reasonable efforts to restore it from our latest backup.

You will compensate us for losses, costs (including reasonable legal fees) and liabilities arising from a claim by a third party, including a regulator, that results from your Customer Data, messages you send, your breach of the acceptable use rules or of Data Protection Law, or your breach of the terms of a service you connect. We will tell you promptly about any such claim, let you control its defence, and give you reasonable help at your cost.

We may update these terms. We will change the date at the top and, for changes that materially affect you, email account owners at least 30 days before the change takes effect. If you do not agree, you may close your account before then. If you keep using the Service after that, you accept the new terms. Changes needed for legal or security reasons may take effect sooner.

• These terms and the documents they refer to are the whole agreement between us about the Service, and replace any earlier agreement about it. Neither of us has relied on anything not set out in them.
• You may not transfer your rights under these terms without our written consent. We may transfer ours to a company that takes over the Service, and will tell you if we do.
• Neither of us is responsible for delay or failure caused by events beyond reasonable control.
• If a court finds part of these terms unenforceable, the rest stays in force.
• If either of us delays enforcing a right, that does not waive it.
• No one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
• We send notices to the email address on your account. You send notices to the email address below.

These terms, and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims), are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction. Before starting proceedings, each of us will try in good faith to resolve the dispute by discussion for at least 30 days.

EcoBroom London Ltd (trading as EcoBroom AI), 124 City Road, London, EC1V 2NX, United Kingdom.
Email: support@ecobroomai.com