Terms of Service | SiteVoice

1. Introduction and Acceptance

These Terms of Service ("Terms") govern your access to and use of the SiteVoice platform at sitevoice.app (the "Service"), operated by The Rams Agency LTD (trading as "SiteVoice", "we", "us", or "our"), a company registered in England and Wales.

By accessing or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms. If you do not agree to these Terms, you must not access or use the Service.

These Terms, together with our Privacy Policy and Data Processing Addendum, constitute the entire agreement between you and The Rams Agency LTD regarding your use of the Service.

2. Definitions

In these Terms, the following definitions apply:

"Service" — the SiteVoice web application, APIs, and all related services provided at sitevoice.app
"User" — any individual who accesses or uses the Service, whether as an account holder, team member, contractor (trade lead), or operative
"Company Account" — the organisational account under which Users operate, representing a single company or business entity
"Inspection" — a voice-recorded site inspection created through the Service, including associated audio, transcription, and extracted items
"Content" — all data, audio recordings, photographs, text, and other materials uploaded to or created within the Service by Users
"Subscription" — a paid plan providing access to the Service with defined usage quotas and features
"AI Output" — any content generated by artificial intelligence through the Service, including transcriptions, defect item extractions, trade categorisations, and structured data

3. Eligibility and Account Registration

To use the Service, you must:

Be at least 18 years of age
Have the legal authority to bind your organisation to these Terms
Provide accurate and complete information when registering an account
Maintain the accuracy of your account information at all times

You are responsible for maintaining the confidentiality of your account credentials, including your password. You are liable for all activities that occur under your account. You must notify us immediately at hello@sitevoice.app if you become aware of any unauthorised use of your account.

Each organisation should maintain one Company Account. The Service operates on a multi-tenant basis, where team members are invited to and operate within a shared Company Account.

4. The Service

SiteVoice is a voice-powered inspection platform for UK construction projects. The Service enables Users to record voice observations during site inspections, which are processed by AI to extract individual defect items, categorise them by trade, and generate reports to assist with Building Safety Act 2022 record-keeping.

The Service is provided on an "as is" and "as available" basis. We may modify, update, suspend, or discontinue any part of the Service at any time, with or without notice. We shall not be liable to you or any third party for any modification, suspension, or discontinuance of the Service.

We do not guarantee that the Service will be uninterrupted, timely, secure, or error-free. Temporary interruptions may occur due to maintenance, updates, or circumstances beyond our control.

5. Subscriptions and Payments

5.1 Subscription Plans

The Service offers subscription plans with defined monthly inspection quotas. Details of available plans, pricing, and included features are displayed on our website and may change from time to time.

5.2 Free Trial

New accounts receive a free trial period with the following monthly limits:

Up to 10 inspections per month (resets at the start of each calendar month during the trial)
Up to 1 site
Up to 1 team member (the trial account holder)
Up to 25 items per inspection
PDF report export is not available during the trial
Report charts and advanced analytics are not available during the trial

Once you reach the monthly inspection limit or require features beyond the trial, you must subscribe to a paid plan to continue using the Service. We reserve the right to modify or discontinue the free trial at any time.

5.3 Payment and Billing

All payments are processed securely through Stripe. By subscribing to a paid plan, you authorise us to charge your chosen payment method on a recurring basis at the start of each billing period. You are responsible for ensuring your payment information is accurate and up to date.

5.4 Price Changes

We may change our subscription prices from time to time. We will provide at least 30 days' notice of any price increase. Continued use of the Service after a price change takes effect constitutes your acceptance of the new price.

5.5 Cancellation

You may cancel your subscription at any time through the Service or by contacting us. Cancellation takes effect at the end of your current billing period. You will retain access to the Service until the end of the period for which you have already paid.

5.6 Refunds

Subscription fees are non-refundable. No refunds or credits will be issued for partial billing periods, unused inspections, or unused portions of a subscription.

6. Your Content and Data

You retain full ownership of all Content you upload, create, or submit through the Service, including audio recordings, photographs, inspection data, and any other materials.

By using the Service, you grant us a limited, non-exclusive, worldwide licence to process, store, transmit, and display your Content solely for the purpose of providing, maintaining, and improving the Service. This licence terminates when you delete your Content or close your account.

You are solely responsible for the accuracy, legality, and appropriateness of all Content you submit through the Service. You represent and warrant that you have all necessary rights and permissions to upload and share your Content.

We do not claim ownership of your inspection data. Your Content remains yours.

When you upload Content through the Service, The Rams Agency LTD acts as a data processoron your Company Account's behalf. Our processor obligations are set out in our Data Processing Addendum, which forms part of these Terms.

Where you work across more than one Company Account (for example as a contractor or operative), your access to Content is scoped to the specific sites, trades, and items assigned to you. Each Company Account remains the controller of its own Content, and you must not use Content from one Company Account for the benefit of another.

7. AI-Generated Outputs

The Service uses artificial intelligence to process your audio recordings and generate outputs including transcriptions, defect item extractions, and trade categorisations. These AI Outputs are provided as tools to assist, not replace, your professional judgement.

We make no warranty as to the accuracy, completeness, or reliability of AI Outputs. AI technology may produce errors, omissions, incorrect categorisations, or misinterpretations of your audio recordings. AI Outputs should be treated as a starting point that requires your review and professional verification.

You are solely responsible for reviewing, verifying, editing, and accepting all AI Outputs before relying on them for any purpose, including but not limited to compliance records, defect tracking, safety decisions, or reporting.

AI Outputs do not constitute professional advice of any kind, including engineering, legal, safety, regulatory, or construction advice. We are not liable for any decisions, actions, or omissions made in reliance on AI-generated content.

8. Building Safety Act 2022 and Compliance

SiteVoice is designed to assist with inspection record-keeping in the context of UK construction regulations, including the Building Safety Act 2022. However, SiteVoice does not guarantee regulatory compliance.

You remain solely responsible for meeting all legal and regulatory obligations under the Building Safety Act 2022, the Building Regulations 2010, and any other applicable legislation. The Service is a tool to support your compliance efforts — it does not replace your duty to ensure compliance.

Activity logs and audit trails provided within the Service are for your convenience and operational use. They are not certified compliance records and should not be relied upon as the sole evidence of regulatory compliance. We recommend independent verification of all compliance-critical data.

9. Acceptable Use

You agree not to use the Service to:

Engage in any unlawful, fraudulent, deceptive, or abusive activity
Upload content that is defamatory, obscene, threatening, or violates any third-party rights
Reverse engineer, decompile, disassemble, or otherwise attempt to derive the source code of the Service
Scrape, crawl, or use automated means to access the Service beyond its intended interfaces
Circumvent, disable, or interfere with any security features, rate limits, or usage quotas
Upload viruses, malware, or any other malicious code
Attempt to gain unauthorised access to other accounts, systems, or networks connected to the Service
Share your account credentials with unauthorised individuals
Use the Service in a manner that could damage, disable, or impair its operation
Resell, sublicense, or commercially exploit the Service without our prior written consent

We reserve the right to suspend or terminate your access to the Service if we reasonably believe you are in violation of these acceptable use provisions.

10. Intellectual Property

The SiteVoice brand, logo, software, user interface, documentation, and all related intellectual property are owned by The Rams Agency LTD or its licensors. All rights not expressly granted in these Terms are reserved.

You may not copy, modify, distribute, sell, lease, or create derivative works based on our software, design, or documentation without our prior written consent.

If you provide us with feedback, suggestions, or ideas regarding the Service, you grant us a non-exclusive, royalty-free, perpetual, irrevocable licence to use, modify, and incorporate such feedback without any obligation or compensation to you.

11. Limitation of Liability

To the maximum extent permitted by the laws of England and Wales:

We shall not be liable for any indirect, incidental, special, consequential, or punitive damages, however caused, whether in contract, tort (including negligence), strict liability, or otherwise
We shall not be liable for any loss of profits, revenue, data, business opportunity, or goodwill arising from your use of or inability to use the Service
We shall not be liable for any damages arising from your reliance on AI-generated outputs, including but not limited to incorrect transcriptions, miscategorised defects, or inaccurate data extraction
We shall not be liable for any losses arising from service interruptions, errors, bugs, or data loss
We shall not be liable for any losses arising from the failure, unavailability, or actions of third-party services, including OpenAI, Deepgram, Stripe, Resend, and Cloudflare

Our total aggregate liability to you for all claims arising out of or relating to these Terms or the Service shall not exceed the total amount you have paid to us in the twelve (12) months immediately preceding the event giving rise to the claim.

Nothing in these Terms excludes or limits our liability for: (a) death or personal injury caused by our negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be excluded or limited under the laws of England and Wales.

12. Disclaimer of Warranties

The Service is provided "AS IS" and "AS AVAILABLE" without warranties of any kind, whether express, implied, or statutory. To the fullest extent permitted by applicable law, we disclaim all warranties, including but not limited to:

Implied warranties of merchantability, fitness for a particular purpose, and non-infringement
Any warranty that the Service will be uninterrupted, error-free, secure, or free of viruses or harmful components
Any warranty that AI Outputs will be accurate, complete, reliable, or suitable for any specific purpose
Any warranty that your data will be preserved indefinitely or without loss
Any warranty that the Service will meet specific regulatory requirements or compliance standards

We do not warrant that the Service is suitable for safety-critical decisions. You must exercise your own professional judgement and carry out independent verification before making any safety, compliance, or regulatory decisions based on information from the Service.

13. Indemnification

You agree to indemnify, defend, and hold harmless The Rams Agency LTD, its directors, officers, employees, and agents from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

Your use of or access to the Service
Your Content or any data you submit through the Service
Your breach of these Terms or any applicable law or regulation
Your violation of any third-party rights, including intellectual property rights
Your reliance on AI-generated outputs for any purpose
Any claim by a third party related to your use of the Service

14. Third-Party Services

The Service integrates with and relies upon third-party service providers to deliver its functionality, including:

OpenAI — audio transcription and AI-powered defect extraction
Deepgram — speech-to-text processing (browser fallback)
Stripe — payment processing and subscription management
Resend — transactional email delivery
Cloudflare — file storage and content delivery
Google Fonts — font delivery for the user interface
Replit — application hosting
Replit — database hosting

We are not responsible for the availability, reliability, accuracy, or performance of third-party services. Your use of the Service may be subject to the terms and conditions and privacy policies of these third-party providers. We are not liable for any loss or damage caused by any third-party service provider.

15. Suspension and Termination

15.1 Suspension by Us

We may suspend or restrict your access to the Service, without prior notice, if we reasonably believe that: you have breached these Terms; your account has been compromised; your use of the Service poses a security risk; or suspension is required to comply with a legal obligation.

15.2 Termination by Us

We may terminate your account and these Terms if you materially breach these Terms and fail to remedy the breach within 14 days of receiving written notice, or immediately in cases of serious misconduct or illegal activity.

15.3 Termination by You

You may cancel your subscription and close your account at any time through the Service or by contacting us at hello@sitevoice.app.

15.4 Effect of Termination

Upon termination: (a) your right to access and use the Service ceases immediately; (b) we may delete your Content and data after a reasonable retention period; (c) any outstanding fees remain payable. Sections 6, 7, 10, 11, 12, 13, 16, 17, and 18 shall survive termination of these Terms.

16. Data Protection

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details are set out in our Privacy Policy.

The Rams Agency LTD acts as a data processor for Content uploaded or generated through the Service (including audio recordings, transcriptions, defect items, and photographs), processing that Content on behalf of your Company Account. Our Data Processing Addendum sets out the full processor obligations, including security measures, sub-processor arrangements, breach notification, international transfer safeguards, and data return/deletion on termination. The DPA forms part of these Terms.

The Rams Agency LTD acts as a data controller for account data (name, email, role, company details), authentication events, billing data, error logs, and activity logs. Full details of our controller role are set out in the Privacy Policy.

17. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond that party's reasonable control, including but not limited to: natural disasters, acts of war or terrorism, government actions or restrictions, pandemic or epidemic, internet or telecommunications failures, power outages, or third-party service outages.

If a force majeure event continues for more than 60 days, either party may terminate these Terms by giving written notice to the other party.

18. Governing Law and Disputes

These Terms shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction over any disputes arising out of or in connection with these Terms.

Before initiating any formal legal proceedings, both parties agree to attempt to resolve any dispute informally by contacting the other party in writing and allowing 30 days for a response and good-faith negotiation. For us, written contact should be directed to hello@sitevoice.app.

19. Changes to These Terms

We reserve the right to update or modify these Terms at any time. When we make material changes, we will update the "Last updated" date at the top of this page and notify you through the Service or by email at least 30 days before the changes take effect.

Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated Terms. If you do not agree with the changes, you must stop using the Service and close your account.

20. Severability and Entire Agreement

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its original intent.

These Terms, together with our Privacy Policy and Data Processing Addendum, constitute the entire agreement between you and The Rams Agency LTD with respect to the Service and supersede all prior agreements, understandings, and communications, whether written or oral.

No waiver of any provision of these Terms shall be effective unless made in writing and signed by us. A failure to enforce any provision shall not constitute a waiver of that or any other provision.

21. Contact Us

If you have any questions about these Terms of Service, please contact us:

Company: The Rams Agency LTD (trading as SiteVoice)
Companies House number: 15099138
Registered office: 1 Chartley Drive, Littleover, Derby, England, DE23 3BG
Email: hello@sitevoice.app