Terms of Service
Version 2026-10 · last updated 19 October 2026.
These terms are between Rob Gardiner Limited, trading as Clavarius, a company registered in England and Wales (company number 15356974, registered office 12 The Ridge, Bussage, Stroud, England, GL6 8HD) ("Clavarius", "we", "us"), and the organisation that creates a Clavarius workspace ("Customer", "you"). By creating a workspace or using the service you agree to these terms on behalf of your organisation, and confirm you are authorised to do so.
1. The service
1.1 Clavarius is an online service for signing staff and visitors in and out of your sites, including the related admin tools, reports, emails and view-only links (the "Service").
1.2 We may improve and change the Service. We won't make changes that materially reduce its core functionality during a paid period without telling you in advance.
2. Accounts and access
2.1 You are responsible for your users (admins and access accounts), for keeping passwords confidential, and for everything done under your workspace.
2.2 Tell us promptly at hello@clavarius.io if you suspect unauthorised access.
2.3 You must not misuse the Service: no attempts to access other customers' data, probe or disrupt our systems, send spam through the Service, or use it unlawfully.
3. Free trial
3.1 New workspaces start with a 14-day free trial. You add a payment card when you sign up, but nothing is charged until the trial ends; the subscription then starts automatically on the plan you chose.
3.2 If you cancel before the trial ends (Admin → Subscription), you won't be charged.
3.3 Changing plan during the trial ends the trial and starts the paid subscription on the new plan straight away.
4. Plans, fees and payment
4.1 Fees are as shown on our website or in Admin → Subscription when you subscribe. Currently: Starter £29 a month (1 site), Standard £49 a month (up to 3 sites), Professional £99 a month (up to 8 sites), or ten times the monthly fee for a year paid annually. Larger organisations (Enterprise) are priced by agreement. Clavarius is not currently VAT registered, so no VAT is charged; if we register, VAT will be added to these prices where applicable.
4.1A A "site" is one physical location with its own sign-in screen.
4.1B Use of the Service is subject to fair use, including the per-organisation email limits built into it. The Service is for businesses and other organisations, not consumers.
4.2 Subscriptions renew automatically each billing period until cancelled. Payments are processed by Stripe; we never see or store your full card details.
4.3 If a payment fails we will retry it and tell your admins. If it still can't be collected, we may suspend the Service until payment is made, and may end the subscription.
4.4 You can cancel at any time from Admin → Subscription. Cancellation takes effect at the end of the current billing period. Fees already paid are not refunded except where required by law.
4.5 We may change prices with at least 30 days' notice, taking effect from your next billing period.
5. Your data
5.1 You own the data you put into the Service ("Customer Data"), including personal data about your staff and visitors. You are the controller of that personal data and we are your processor. Our Data Processing Agreement (https://clavarius.io/dpa) forms part of these terms.
5.2 You are responsible for having a lawful basis to collect the data, for giving the people concerned appropriate privacy information (for example a notice at your sign-in point), and for choosing retention periods that suit your obligations (Admin → Data & privacy).
5.3 You can export your Customer Data at any time (Admin → Data & privacy).
5.4 We use Customer Data only to provide and support the Service, as set out in the DPA. We don't sell it or use it for advertising.
6. Availability and support
6.1 We aim to keep the Service available at all times and monitor it continuously, but we don't guarantee uninterrupted availability. We may carry out maintenance, ideally outside UK business hours and with notice where it's likely to be disruptive.
6.2 Support is by email at support@clavarius.io during UK business hours.
7. Safety features
7.1 Features such as the Signed-in List (who is on site) help you with fire safety and roll-call processes, but they depend on people signing in and out correctly and on network, device and email availability. They do not replace your own fire-safety procedures, risk assessments or legal duties.
8. Ending the agreement
8.1 You can close your account at any time in Admin → Data & privacy. Access stops immediately and all Customer Data is permanently deleted after 30 days, unless you reopen within that time. Encrypted backups are overwritten within a further 35 days.
8.2 We may suspend or end your access if you materially breach these terms (including non-payment) and don't fix the breach within 14 days of notice, or immediately if needed to protect the Service or other customers.
8.3 Sections 5, 9, 10 and 12 survive the end of this agreement.
9. Liability
9.1 Nothing in these terms limits liability that can't legally be limited, including for death or personal injury caused by negligence, or fraud.
9.2 Subject to 9.1, neither party is liable for indirect or consequential loss, or for loss of profit, revenue or goodwill.
9.3 Subject to 9.1, our total liability in any 12-month period is limited to the fees you paid us in that period.
10. Confidentiality
Each party keeps the other's confidential information confidential and uses it only for the purposes of this agreement.
11. Changes to these terms
We may update these terms. We'll give at least 30 days' notice of material changes by email to your admins or in the Service. Continuing to use the Service after the change takes effect means you accept the updated terms.
12. General
12.1 These terms, the DPA and any order details are the entire agreement between us.
12.2 Neither party may assign this agreement without the other's consent, except to a successor of its business.
12.3 These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Contact: hello@clavarius.io · Rob Gardiner Limited, 12 The Ridge, Bussage, Stroud, England, GL6 8HD · Company number 15356974