Terms of service

These terms are the agreement between A-IT & Cyber Group Ltd (trading as Headroom), a company registered in England and Wales with company number 17473234, whose registered office is at 26 Balston Road, Poole, BH14 0QH ("Headroom", "we", "us"), and the business that signs up to use Headroom ("you", "the Customer").

By creating an account you confirm that you are using Headroom for your business and that you have authority to accept these terms on its behalf.

1. Business customers only

Headroom is for businesses, mainly managed service providers (MSPs). It is not offered to consumers, and the protections that apply to consumer contracts do not apply to these terms. If you are not acting for a business, please don't use Headroom.

2. What Headroom does

Headroom analyses data you export from your own systems (clients, tickets, time entries, users and devices, billing lines, and contract documents) and highlights possible commercial opportunities: work that may be unbilled, out of scope or underpriced, agreement drift, and similar. Each opportunity shows its evidence, calculation and a confidence level. You can track opportunities through to a decision and export reports.

Headroom works from files you upload. It does not connect to your PSA, RMM or accounting system. Features marked as "Planned" on our pricing page are not part of the service until we release them.

3. Your account

• You must give accurate details when you sign up and keep them up to date.
• Each person who uses Headroom needs their own account. You must not share your sign-in with anyone else.
• On the hosted service, a workspace owner can invite other people and choose their role. The owner is responsible for who they invite, the access they give them, and removing people who should no longer have it.
• You are responsible for keeping your password safe and for everything done under your account. Tell us straight away (see Contact below) if you think someone else has used it.
• We may suspend an account if we reasonably believe it has been compromised or is being used in breach of these terms. We will tell you why, unless the law or security reasons prevent it.

4. The free audit

The free plan ("Free" or the "Revenue Leakage Audit") costs nothing and needs no card. It includes what our pricing page describes for the free plan. We may change or withdraw the free plan at any time, but this won't delete data you already have in it without notice.

Inactive free workspaces. If a workspace on the free plan has no activity for 12 months, we delete it and the data in it, including stored contract files. Activity means anything recorded in the workspace's activity log, such as an import, an analysis, a decision on an opportunity or an export. From 30 days before the date, the app shows every member a notice with the date and a Keep this workspace button. We don't send reminder emails yet, so please export anything you want to keep. Workspaces on a paid plan are not deleted for inactivity. See the privacy policy.

5. Paid plans and billing

Plans and prices. The paid plans are:

All prices are in pounds sterling and exclude VAT, which is added at the applicable rate. There is no setup fee. What each plan includes is described on our pricing page at the time you subscribe. Growth includes up to 100 clients; if you go over that limit we will talk to you about moving to Pro rather than cutting off access.

Payment. Online checkout isn't live yet. Until it is, paid plans are invoiced directly, and invoices are payable within the period stated on them. Monthly plans are billed in advance each month; annual plans are billed in advance for the year.

Renewal. Subscriptions renew automatically at the end of each monthly or annual period unless you cancel.

Cancellation. You can cancel at any time. Cancellation takes effect at the end of the period you have paid for, and you keep access until then. We don't refund part-used periods, except where these terms or the law say otherwise.

Late payment. If a payment is late, we will tell you. If it is still unpaid after that, we may move your workspace to read-only or suspend access until it is paid.

Founding customers. Any founding customer offer shown on our pricing page when you subscribe (such as free days or a price lock) applies as described there, and the price changes clause below is subject to any price lock you have.

Price changes. We may change our prices. Any change applies from your next renewal, and we will give you at least 30 days' notice by email. If you don't want to continue at the new price, you can cancel before it takes effect.

After a paid plan ends. Your past reports stay readable for 30 days. After that, your workspace returns to the free plan.

6. Your data

You own your data. Everything you upload to Headroom, and the results generated from it, belongs to you (or your clients). We claim no ownership of it.

Licence to us. You give us a non-exclusive licence to host, copy, process and display your data only as needed to provide Headroom to you, to keep it secure, and to fix problems. We don't use your data for any other purpose, sell it, or use it to train AI models.

Personal data. For personal data in what you upload, you are the controller and we are your processor. The Data Processing Annex in our privacy policy forms part of these terms and sets out how we process that data. Our privacy policy explains how we handle your own account data.

Your responsibilities for the data. You confirm that you have the right to upload the data you give us, including any personal data about your staff and your clients' staff, and that doing so complies with the law and with your contracts with your clients. Please don't upload special category data (such as health information) or criminal offence data; Headroom doesn't need it.

Aggregate statistics. We may use counts about how the product is used (for example, how many analyses were run) to run and improve Headroom. These don't include names, email addresses, client names, file contents, opportunity titles or £ values, and we don't use them to identify you, your clients or any individual.

7. Acceptable use

You must not:

• upload anything you don't have the right to share, or anything unlawful, or malicious code;
• try to access another customer's workspace or data, or get around access controls or plan limits;
• probe, scan or test the security of Headroom without our written permission. If you find a vulnerability, report it to us as described in the Trust Centre;
• overload or disrupt the service, or access it by automated means other than the features we provide;
• copy, resell, sublicense or reverse engineer Headroom, or use it to build a competing product; or
• use Headroom in a way that breaks the law or infringes anyone's rights.

8. Findings are recommendations, not advice

Headroom flags possible opportunities from the data you give it. It can only be as accurate as that data, and it cannot know about agreements, conversations or context that aren't in your exports.

• Every opportunity is a recommendation for you to review. You must check each one yourself before you bill a client, change a contract, or raise it with a client. The decision, and how you deal with your clients, is yours.
• Values shown are estimates of potential, not amounts owed to you. We do not guarantee that you will recover any revenue, or any particular amount.
• Headroom is not legal, financial, tax or accounting advice. Where a contract interpretation matters, take your own advice.

9. AI explanations

When you ask for one, Headroom can generate an AI explanation of a single opportunity using Anthropic's Claude model. AI output can be wrong or incomplete. We check that quotes shown under an explanation appear word for word in your evidence and reject explanations that introduce figures not in your data, but the explanation itself may still be inaccurate. Treat it as a starting point, and check it against the evidence before relying on it. AI never produces or changes the figures Headroom shows. Using this feature sends that opportunity and its evidence to Anthropic, as described in our privacy policy.

10. Confidentiality

Each of us will keep the other's confidential information confidential, use it only for the purposes of these terms, and share it only with staff, advisers and subcontractors who need it and are bound by equivalent confidentiality. Your data is your confidential information. This doesn't apply to information that is public through no fault of the receiving party, was already lawfully known to it, or is independently developed, or where disclosure is required by law (in which case the disclosing party will give notice where it lawfully can). This clause continues for five years after these terms end, and indefinitely for your data.

11. Intellectual property

Headroom, including its software, rules, design, content and brand, belongs to us or our licensors. We give you a non-exclusive, non-transferable right to use it for your internal business purposes while your account is active. Reports you export from Headroom can be shared freely with your colleagues, advisers and clients.

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

12. Availability and changes to the service

We work to keep Headroom available and reliable, but we don't offer a service level agreement or guarantee uninterrupted or error-free service. We may need to take Headroom offline for maintenance; where we can, we will give notice.

Headroom is early-stage software and we will keep improving it. We may change features, but we won't materially reduce the core features of a paid plan during a period you have already paid for.

13. Liability

What we don't limit. 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 under the law of England and Wales.

What we're not liable for. Subject to that, neither of us is liable to the other, whether in contract, tort (including negligence) or otherwise, for: loss of profits, revenue, business or goodwill; loss of anticipated savings; or any indirect or consequential loss. In particular, we are not liable for revenue you don't recover, or for decisions you make about billing, pricing or contracts based on Headroom's findings or AI explanations.

Our cap. Subject to the two paragraphs above, our total liability to you arising out of or in connection with these terms in any 12-month period is limited to the greater of £100 and the total fees you paid to us in the 12 months before the event giving rise to the claim. This applies whatever plan you are on and whether or not you have paid anything, including during any free period.

Your cap. Subject to the same two paragraphs, your total liability to us in any 12-month period is limited to the greater of £100 and the total fees you paid or owed to us in the 12 months before the event giving rise to the claim. Your cap doesn't apply to your obligation to pay fees, to the indemnity in section 14, or to your breach of section 7 (acceptable use), section 10 (confidentiality) or section 11 (intellectual property).

Data. We take care of your data as described in our privacy policy, but you should keep your own copies of the source data you upload. Headroom is not a backup service.

14. Indemnity

You will indemnify us against claims by third parties (including your clients or their staff) arising from data you upload that you did not have the right to upload or that breaks the law, and from your use of Headroom in breach of section 7. We will tell you promptly about any such claim, let you control its defence, and give you reasonable help at your cost.

15. Ending these terms

• You can stop using Headroom and delete your account at any time, in Settings. For paid plans, see cancellation in section 5.
• We can end these terms or suspend your account if you materially breach them and don't put it right within 14 days of our notice, or immediately if the breach can't be put right, if you don't pay fees that are due, or if you become insolvent. We can also end these terms for any reason on 30 days' notice; if we do, we'll refund any prepaid fees for the period after the end date.

Your data when the agreement ends. Before your account closes, you can export your opportunities and reports as CSV or PDF. Deleting your account deletes your workspace and the data in it. A free workspace with no activity for 12 months is deleted as described in section 4. If the agreement ends in another way, we delete your remaining data without undue delay, except where the law requires us to keep it, as set out in the Data Processing Annex.

Sections 6, 10, 13, 14, 15 (as to your data when the agreement ends) and 18 continue after these terms end.

16. Changes to these terms

We may update these terms. We will give you at least 30 days' notice by email or in the app of any material change. If you continue using Headroom after the change takes effect, the new terms apply. If you don't agree to a change, you can cancel before it takes effect and, for an annual plan, we will refund the prepaid fees for the remainder of the year.

17. General

• Entire agreement. These terms, our pricing page as it stood when you subscribed, and our privacy policy (including the Data Processing Annex) are the whole agreement between us about Headroom.
• Assignment. You may not transfer these terms without our consent. We may transfer them to a company that takes over Headroom, and we will tell you if we do.
• Events beyond control. Neither of us is responsible for delays or failures caused by events outside our reasonable control.
• No waiver. If either of us doesn't enforce a right straight away, that doesn't mean the right is given up.
• Severability. If a court finds any part of these terms unenforceable, the rest still applies.
• Third parties. Nobody else has rights under these terms (the Contracts (Rights of Third Parties) Act 1999 does not apply).
• Notices. We send notices to the email address on your account. You send notices to us using the contact details below.

18. Governing law

These terms and any dispute about them (including non-contractual disputes) are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Contact

A-IT & Cyber Group Ltd (trading as Headroom), 26 Balston Road, Poole, BH14 0QH.

Email: hello@headroommsp.com