Terms of Service

1. Definitions

In these Terms, the following definitions apply:

• “Account” means your registered account on the Platform.
• “AI Features” means the artificial intelligence-powered functionality of the Platform, including document analysis, report generation, risk assessment, AI agent capabilities, mapping and route generation, data extraction, site logistics analysis, and any other feature that uses artificial intelligence to analyse information or generate content.
• “AI-Generated Content” means any content, data, maps, routes, reports, analyses, summaries, or other outputs produced by AI Features, whether wholly or partially generated using artificial intelligence.
• “Customer Data” means all data, documents, files, and information uploaded to or created within the Platform by you or your Authorised Users.
• “Authorised Users” means individuals authorised by you to access and use the Platform under your Account.
• “Intelligence Unit” or “IU” means the unit of measurement for AI Feature usage on the Platform, where one IU represents approximately 15 minutes of professional time saved.
• “Subscription” means your selected service tier (Free, Single User, Small Team, Team, or Enterprise) and associated IU allocation.
• “Subscription Period” means the period for which you have subscribed to a paid tier, either monthly or annually.

2. The Platform

2.1 Service Description

PlanOps is an AI-native construction project management platform designed to help construction professionals manage projects, generate documentation, analyse drawings, and collaborate with project stakeholders. The Platform includes:

• Project workspace and task management
• Document upload, storage, and version control
• AI-powered document analysis and entity extraction
• Automated report and document generation
• Programme management and Gantt chart functionality
• Integration with external Common Data Environments (CDEs)
• AI agent capabilities for specialist analysis

2.2 Subscription Tiers

The Platform is available under the following subscription tiers, each with different feature access and IU allocations:

• Single User: £100/month, 200 IU included, 1 user, unlimited projects.
• Small Team: £1,000/month, 2,000 IU included, up to 5 users, unlimited projects.
• Team: £2,250/month, 5,000 IU included, up to 15 users, unlimited projects.
• Enterprise: £4,150/month, 10,000 IU included, unlimited users, unlimited projects, security features, custom integrations, dedicated support.

Current pricing, feature specifications, and IU allocations are published at planops.ai/pricing and may be updated from time to time in accordance with Section 5.

2.3 Intelligence Units (IU)

AI Features consume Intelligence Units based on the complexity of the task performed. IU consumption rates for each task type are published on the Platform and may be adjusted from time to time.

IU Rollover

Unused Intelligence Units roll over to the following month, maintaining a running balance for as long as your subscription remains active. There is no cap on accumulated IU — your balance carries forward indefinitely while you are a subscriber.

IU Upon Cancellation

If you cancel your subscription, your remaining IU balance will be available for use until the end of your current billing period. Upon expiration of your billing period following cancellation, any unused IU balance will be forfeited and cannot be recovered, transferred, or refunded.

IU Expiration

IU do not expire while your subscription is active. However, IU have no cash value and cannot be exchanged, sold, or transferred to other accounts.

When your IU allocation is exhausted:

• Base Platform functionality (workspace, documents, programme) remains available
• AI Features will prompt you to upgrade or purchase additional IU

2.4 Service Availability

We target 99.9% monthly uptime for the Platform, excluding scheduled maintenance. Scheduled maintenance will be conducted during low-usage periods (typically Sundays 02:00-06:00 GMT) with a minimum of 72 hours' advance notice where practicable. Current service status is available at status.planops.ai.

3. Your Account

3.1 Account Registration

To use the Platform, you must register for an Account by providing accurate and complete information. You are responsible for maintaining the accuracy of your Account information and for all activities that occur under your Account.

3.2 Account Security

You are responsible for:

• maintaining the confidentiality of your login credentials;
• enabling multi-factor authentication where available;
• notifying us immediately at security@planops.ai if you suspect unauthorised access to your Account;
• ensuring that Authorised Users comply with these Terms.

3.3 Authorised Users

If your Subscription permits multiple users, you may invite Authorised Users to access the Platform under your Account. You are responsible for your Authorised Users' compliance with these Terms and for any actions they take on the Platform.

4. Acceptable Use

4.1 Permitted Use

You may use the Platform solely for lawful business purposes related to construction project management, in accordance with these Terms and all applicable laws.

4.2 Prohibited Conduct

You must not:

• use the Platform for any unlawful purpose or in violation of any applicable laws or regulations;
• upload, transmit, or store any content that infringes any third party's intellectual property rights;
• attempt to gain unauthorised access to the Platform, other users' accounts, or our systems;
• interfere with or disrupt the integrity or performance of the Platform;
• reverse engineer, decompile, or disassemble any part of the Platform;
• use automated scripts, bots, or scrapers to access the Platform except through our published APIs;
• resell, sublicense, or provide access to the Platform to third parties without our prior written consent;
• use the Platform to develop a competing product or service;
• upload malicious code, viruses, or any harmful software;
• use AI Features to generate content that is defamatory, fraudulent, or misleading.

5. Fees and Payment

5.1 Subscription Fees

Fees for paid Subscriptions are as published on the Platform at the time of purchase. All fees are stated exclusive of VAT, which will be added where applicable at the prevailing rate.

5.2 Payment Terms

• Subscription fees are payable in advance, either monthly or annually as selected.
• Payment is processed through our third-party payment provider. You authorise us to charge your payment method for all fees due.
• Annual subscriptions receive a 17% discount on the equivalent monthly rate.
• Additional IU packs, if purchased, are charged at the rates published on the Platform.

5.3 Price Changes

We may change our fees at any time. Price changes will take effect at the start of your next Subscription Period following at least 30 days' notice. If you do not agree to a price change, you may cancel your Subscription before the change takes effect.

5.4 Late Payment

If payment fails or is overdue, we may suspend access to your Account until payment is received. We reserve the right to charge interest on overdue amounts at 4% above the Bank of England base rate.

5.5 Refunds

Subscription fees are non-refundable except where required by law or as expressly stated in these Terms. Unused IU are not refundable.

6. Customer Data

6.1 Ownership

You retain all rights, title, and interest in your Customer Data. Nothing in these Terms transfers ownership of your Customer Data to PlanOps.

6.2 Licence to PlanOps

You grant PlanOps a limited, non-exclusive licence to access, process, and display your Customer Data solely to the extent necessary to provide the Platform and related support services to you.

6.3 AI Processing

When you use AI Features, your Customer Data is processed by our AI systems and third-party AI service providers to generate outputs. You acknowledge that:

• We do not use your Customer Data to train AI models. Your data is processed only to generate outputs for you and is not used to improve or train underlying AI models.
• AI outputs are generated based on your inputs and may require professional review before use.
• Our AI service providers are bound by contractual terms that prohibit them from using your data for model training.

6.4 Data Protection

We process personal data contained in Customer Data in accordance with our Privacy Policy and applicable data protection laws, including the UK GDPR and Data Protection Act 2018. Where you are the controller and we are the processor of personal data, our Data Processing Agreement (available on request) applies.

6.5 Data Security

We implement appropriate technical and organisational measures to protect Customer Data, including encryption at rest (AES-256) and in transit (TLS 1.3), access controls, and regular security assessments. Details are provided in our Trust Center.

6.6 Data Location

Customer Data is stored on infrastructure located within the United Kingdom. We do not transfer Customer Data outside the UK except where necessary to provide AI Features, in which case transfers are subject to appropriate safeguards in accordance with UK GDPR.

6.7 Your Responsibilities

You are responsible for:

• ensuring you have all necessary rights, consents, and permissions to upload Customer Data to the Platform;
• the accuracy and legality of your Customer Data;
• maintaining appropriate backups of your Customer Data.

7. Intellectual Property

7.1 Platform Ownership

The Platform, including all software, designs, text, graphics, interfaces, and other content (excluding Customer Data), is owned by PlanOps or our licensors and is protected by intellectual property laws. These Terms do not grant you any rights to our intellectual property except the limited right to use the Platform as expressly permitted.

7.2 AI-Generated Outputs

Documents, reports, and other outputs generated by AI Features using your Customer Data (“AI Outputs”) are owned by you to the extent permitted by law. However, you acknowledge that:

• AI Outputs may be similar to outputs generated for other users based on different inputs;
• PlanOps makes no representation regarding the availability of intellectual property protection for AI Outputs;
• You are responsible for reviewing AI Outputs before use and for any reliance placed upon them.

7.3 Feedback

If you provide feedback, suggestions, or ideas regarding the Platform (“Feedback”), you grant us a perpetual, irrevocable, royalty-free licence to use, modify, and incorporate such Feedback into the Platform without obligation to you.

8. Disclaimers

8.1 Professional Judgement

AI Features, including document analysis, risk assessments, compliance checks, generated reports, site logistics information, mapping and route data, project summaries, and any other AI-generated content, are intended to support — not substitute for — the expertise of qualified professionals. You are solely responsible for:

• independently verifying all AI-generated content before use, reliance, or incorporation into any construction activities, design work, site management, or project documentation;
• ensuring compliance with applicable regulations, building codes, health and safety requirements, and professional standards;
• confirming the accuracy of any location data, distances, routes, or spatial information generated by the Platform;
• obtaining appropriate professional advice where required.

8.2 AI Limitations

AI Features use machine learning technology that may produce inaccurate, incomplete, or unexpected results. We do not warrant that AI Outputs will be error-free, suitable for any particular purpose, or compliant with any specific requirements. AI Outputs should be treated as a starting point for review, not a finished product.

Without limitation, the following types of AI-generated content may contain errors, inaccuracies, or omissions:

• Maps, routes, and directions (including routes to hospitals, emergency services, or other facilities);
• Distance calculations and travel time estimates;
• Site logistics and access information;
• Extracted data from uploaded documents, drawings, or specifications;
• Risk assessments, hazard identification, and safety-related analysis;
• Cost estimates, quantities, and scheduling information;
• Regulatory and compliance guidance;
• Any summaries, reports, or analyses generated from project information.

You must independently verify all AI-generated content against authoritative sources before relying on it for any construction, design, safety, or project management purpose.

8.3 No Warranties

TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

8.4 Third-Party Integrations

The Platform may integrate with third-party services, including Common Data Environments (CDEs). We are not responsible for the availability, accuracy, or functionality of third-party services, and your use of such services is subject to their respective terms.

9. Limitation of Liability

9.1 Exclusion of Certain Damages

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PLANOPS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR RELATED TO THESE TERMS OR YOUR USE OF THE PLATFORM, REGARDLESS OF THE THEORY OF LIABILITY.

9.2 Liability Cap

OUR TOTAL AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS OR THE PLATFORM SHALL NOT EXCEED THE TOTAL FEES PAID BY YOU TO PLANOPS IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

For users of the Free tier who have not paid any fees, our liability is limited to £100.

9.3 Exceptions

Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• any other liability that cannot be excluded or limited under applicable law.

9.4 Allocation of Risk

The limitations in this Section 9 reflect the allocation of risk between the parties and are fundamental to the basis on which PlanOps offers the Platform. The Platform would not be economically viable without these limitations.

10. Indemnification

You agree to indemnify, defend, and hold harmless PlanOps and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or related to:

• your breach of these Terms;
• your Customer Data, including any claim that it infringes third-party rights;
• your use of AI Outputs;
• your violation of applicable laws or regulations.

11. Term and Termination

11.1 Term

These Terms commence when you create an Account and continue until terminated in accordance with this Section 11.

11.2 Termination by You

You may terminate your Account at any time by:

• cancelling your Subscription through the Account settings; or
• contacting us at support@planops.ai.

Termination takes effect at the end of your current Subscription Period. No refunds are provided for the remaining period.

11.3 Termination by PlanOps

We may terminate or suspend your Account immediately if:

• you breach these Terms and fail to remedy the breach within 14 days of notice;
• you commit a material or repeated breach of these Terms;
• payment is overdue by more than 30 days;
• we are required to do so by law or regulatory authority;
• we cease to offer the Platform (with 90 days' notice where practicable).

11.4 Effect of Termination

Upon termination:

• your right to access the Platform ceases immediately;
• we will retain your Customer Data for 90 days, during which you may request export of your data in a commonly used format;
• after 90 days, we will delete your Customer Data from our active systems, except where retention is required for legal compliance, audit purposes, or dispute resolution;
• any fees owed remain payable;
• Sections 6.1 (Ownership), 7, 8, 9, 10, and 13 survive termination.

11.5 Data Export

You may export your Customer Data at any time during your Subscription through the Platform's export functionality. Following termination, export requests should be made to support@planops.ai within the 90-day retention period.

12. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you by email or through the Platform at least 30 days before the changes take effect. Your continued use of the Platform after the effective date constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, you must stop using the Platform and may terminate your Account.

13. General Provisions

13.1 Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising out of or relating to these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13.2 Entire Agreement

These Terms, together with our Privacy Policy and any applicable Data Processing Agreement, constitute the entire agreement between you and PlanOps regarding the Platform and supersede all prior agreements, understandings, and communications.

13.3 Severability

If any provision of these Terms is found to be invalid or unenforceable, that provision shall be limited or eliminated to the minimum extent necessary, and the remaining provisions shall continue in full force and effect.

13.4 Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision.

13.5 Assignment

You may not assign or transfer these Terms or your rights hereunder without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets.

13.6 Force Majeure

Neither party shall be liable for any failure or delay in performance due to causes beyond its reasonable control, including acts of God, natural disasters, war, terrorism, strikes, government actions, or internet or telecommunications failures.

13.7 Notices

Notices to you may be sent to the email address associated with your Account. Notices to PlanOps should be sent to legal@planops.ai or by post to our registered address.

13.8 Third-Party Rights

These Terms do not confer any rights on any person or party (other than the parties to these Terms) under the Contracts (Rights of Third Parties) Act 1999.

14. Contact Us

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

• Email: legal@planops.ai
• General Enquiries: hello@planops.ai
• Support: support@planops.ai
• Website: planops.ai