Terms and conditions
These terms apply when a school subscribes to ClearSite. They include the agreement to provide the service (Sections 1 to 12) and the Data Processing Agreement that governs how we handle personal data on the school's behalf (Schedule A).
Version 1.0. Effective date: 1 May 2026.
1.Introduction and definitions
These terms form a binding agreement between Karp Communications Limited ("ClearSite", "we", "our") and the school, academy trust, or organisation that creates an account and pays for or is granted access to the service (the "Customer", "you").
In these terms, "Service" means the website at clearsiteapp.co.uk and the compliance scanning, reporting, dashboard, and email features it provides. "Compliance Report" means the structured report ClearSite produces from a scan of the Customer's school website. "Customer Data" has the meaning given in Schedule A.
By creating an account, the Customer accepts the version of these terms in force at signup. We record the accepted version against the account along with a timestamp.
2.The service
ClearSite scans school websites against a catalogue of UK statutory and recommended publication requirements and produces a Compliance Report. The Service includes:
- An on-demand or scheduled scan of one school website per Customer account.
- A Compliance Report covering the requirements applicable to the school, with status (present, partial, gap, not applicable), evidence URLs, and Steve-language guidance for each item.
- Site-health checks (broken links, document freshness, duplicate or multi-version documents, accessibility-related signals).
- An owner and author hand-off flow so the school can route findings to the right person.
- An admin dashboard for the school to manage profile, subscription, billing, and data rights.
The Service does not provide legal advice. A Compliance Report is an automated indication of likely status; the school remains responsible for assessing compliance with statutory duties and for the content it publishes.
3.Subscriptions and billing
3.1Plans
We offer monthly and annual subscription plans. Pricing in force is shown at the checkout. Annual subscriptions are offered at a discount to the monthly equivalent in exchange for the prepayment.
3.2Cancellation and refunds
Monthly subscriptions: the Customer can cancel at any time before the next renewal cut-off; cancellation takes effect at the end of the current billing period. We do not refund the part-month already paid.
Annual subscriptions: the Customer can cancel at any time, but the prepaid annual term continues to its original renewal date. The annual prepayment is non-refundable. The Customer accepts that downtime during the annual term is at their cost; this is the trade-off for the annual discount.
3.3Auto-pause when the site is unreachable
Where the Customer's school website is unreachable to our scanner for five consecutive scheduled scans (the threshold may be adjusted at our discretion), we will automatically pause scheduled scans on the account. For monthly subscriptions, billing is also suspended during the pause; no monthly invoice is collected for any cycle that falls entirely within the pause. For annual subscriptions, the prepaid annual continues on its original renewal date and is not extended for paused periods. We will email the Customer when auto-pause activates and again when scans resume after the site recovers.
No subscription is auto-cancelled by the Service. Cancellation is owned by the Customer (via the billing settings) or by ClearSite (with notice).
3.4Price changes
We may change subscription prices on at least 30 days' notice to the Customer's account email. Existing annual subscriptions are honoured at the original price until the next renewal.
4.Customer responsibilities
4.1Site availability
The Customer is responsible for the availability of the school website. The Service cannot run a scan against an unreachable site. Auto-pause behaviour is described in Section 3.3.
4.2Account security
The Customer is responsible for keeping account credentials confidential, for enabling multi-factor authentication where offered, and for all activity that occurs under the account.
4.3Acceptable use
The Customer agrees not to use the Service to scan websites the Customer does not own or operate; to attempt to interfere with the Service's availability or security; to reverse-engineer the Service; or to use the Service to violate any law.
4A.Changes to these terms
ClearSite may revise these terms (including the Data Processing Agreement at Schedule A) from time to time. Where a revision materially affects the Customer's rights or obligations, ClearSite will notify the Customer by email to the account address at least 30 days before the revised version takes effect, with a Steve-language summary of what changed and a link to the full updated document. Non-material revisions (typo fixes, clarifications, formatting) do not require advance notice.
Continued use of the Service after the effective date of a revised version constitutes acceptance of that version. If the Customer does not agree to a revision, the Customer may terminate the subscription before the effective date by exporting their data and closing their account from the account settings; refunds for unexpired prepaid time are at ClearSite's discretion and made in good faith. The version of the terms in force when the Customer signed up is recorded against the account; the version in force at the time of any later dispute is the one in effect on the date the issue arose.
The version history is published at /terms/changelog so the Customer can see when each revision took effect and what changed.
5.Service availability
We aim to keep the Service available continuously but do not commit to a contractual uptime percentage. Planned maintenance is announced where possible. Unplanned outages are surfaced on the customer dashboard banner and via the public status page when the cause is system-wide.
6.Intellectual property
ClearSite owns all rights in the Service, including the scan engine, the statutory catalogue, the Compliance Report format, and the analytics methodology. The Customer is granted a non-exclusive, non-transferable licence to use the Service for the duration of an active subscription.
The Customer retains rights in the Customer Data described in Schedule A. We grant the Customer a perpetual licence to use the Compliance Reports we generate for the Customer for the Customer's internal compliance purposes.
7.Confidentiality
Each party will keep confidential the other's non-public information disclosed in the course of the agreement and use it only for the purposes of the agreement. This obligation does not apply to information that is public, was already known, was independently developed, or is required to be disclosed by law.
8.Warranties and liability
The Service is provided as-is. We make no warranty that a Compliance Report is comprehensive or accurate; the Customer is responsible for verifying compliance status with reference to the underlying statutory guidance. Status verdicts are produced by an automated system that may make mistakes.
Subject to the carve-outs below, our total aggregate liability to the Customer arising out of or in connection with the agreement, whether in contract, tort (including negligence), or otherwise, is limited to the total fees paid by the Customer in the 12 months preceding the event giving rise to the claim. We are not liable for indirect or consequential loss, lost profits, lost revenue, lost data, or loss of goodwill, even if we were advised of the possibility of such loss.
Nothing in the agreement excludes or limits liability that cannot be excluded or limited under UK law. This includes liability for fraud or fraudulent misrepresentation, for death or personal injury caused by negligence, and for any other liability that the Unfair Contract Terms Act 1977 or other mandatory law prevents us from excluding.
9.Indemnification
ClearSite will defend the Customer against any third-party claim that the Service, when used in accordance with the agreement, infringes that third party's UK intellectual property rights, and we will pay any damages or settlement we agree in writing arising from the claim. This obligation is conditional on the Customer giving us prompt written notice of the claim, allowing us to control the defence and any settlement, and providing reasonable cooperation. We may, at our discretion, modify the Service to be non-infringing, procure rights for the Customer to continue using the Service, or terminate the agreement and refund prepaid fees that relate to the period after termination.
The Customer will defend us against any third-party claim arising from the Customer's breach of Section 4 (acceptable use) or from content the Customer publishes on the Customer's website that we process during a scan, and the Customer will pay any damages or settlement they agree in writing arising from the claim. The same procedural conditions (prompt notice, control of defence, cooperation) apply.
These indemnities are the parties' sole and exclusive remedies for the matters they cover.
10.Term and termination
The agreement starts on signup acceptance and continues until either party terminates it. We may terminate for material breach (including unpaid invoices after notice) or for use that violates Section 4. The Customer may terminate at any time per Section 3.2.
On termination, Schedule A controls the return or deletion of personal data.
11.Notices
Notices to ClearSite must be sent to info@clearsiteapp.co.uk. Notices to the Customer are sent to the email address on the account.
12.Governing law and dispute resolution
These terms are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute arising out of or in connection with these terms.
Before commencing any court proceedings, each party will give the other written notice of the dispute and use reasonable endeavours to resolve it through good-faith discussion within 30 days. If the dispute cannot be resolved through discussion, either party may then commence proceedings.
A.Schedule A. Data Processing Agreement
This Data Processing Agreement ("DPA") forms part of the terms above. Where the Customer's use of the Service involves us processing personal data on the Customer's behalf, this DPA applies. The DPA is structured to satisfy Article 28 of the UK GDPR.
A.1Subject matter, duration, nature, and purpose
Subject matter: provision of the Service. Duration: for the term of the agreement and the retention periods set out in our privacy policy. Nature and purpose: scanning the Customer's school website, producing Compliance Reports, sending notifications and reports to people the Customer designates.
A.2Categories of data subjects and personal data
Data subjects: school staff who hold accounts (typically a head teacher and any owners they invite), and any third party the Customer chooses to send a Compliance Report to.
Personal data: name, work email address, work role, school identifier, and audit-log entries reflecting use of the Service. ClearSite does not knowingly process pupil personal data and does not require it to provide the Service.
A.3Roles
The Customer is the controller. ClearSite is a processor acting on the Customer's documented instructions, which are: (a) these terms; (b) any configuration the Customer makes through the dashboard; and (c) any further written instruction the Customer provides.
A.4Processor obligations
- Security: appropriate technical and organisational measures to protect personal data against accidental loss, destruction, alteration, unauthorised disclosure, or access. Specific measures are set out in Schedule A (annex).
- Confidentiality: personnel processing personal data are bound by confidentiality obligations.
- Subprocessors: we use a small number of trusted third-party services located in the UK and EU, with limited use of services outside the UK and EU for payment processing and AI inference (see Section A.7). The current list is available on request to info@clearsiteapp.co.uk. We will notify the Customer of any new subprocessor (or material relocation of an existing subprocessor outside the UK and EU) by email at least 14 days before the change takes effect; the Customer may object on reasonable grounds.
- Assistance: we will assist the Customer in responding to data subject requests and in fulfilling the Customer's own obligations under UK GDPR Articles 32 to 36, taking into account the nature of the processing and the information available to us.
- Records: we maintain a record of processing activities as required by Article 30(2).
A.5Data subject rights
The Customer is responsible for handling data subject requests. We will help by providing the data export and erasure flows described in our privacy policy and in the Customer's account settings.
A.6Personal data breach
We will notify the Customer without undue delay (and in any event within 72 hours) of becoming aware of a personal data breach affecting the Customer's data, with the information required by Article 33(3) so far as available, and updates as the picture clarifies.
A.7International transfers
Customer Data is stored in UK and EU regions of our subprocessors. A small number of services are necessarily provided from outside the UK and EU (currently used for payment processing and AI inference); for those we rely on an adequacy decision (where one applies) or appropriate safeguards (the UK Addendum to the EU Standard Contractual Clauses) to legitimise the transfer. The current list of subprocessors is available on request to info@clearsiteapp.co.uk.
A.8Audit
We will make available to the Customer the information necessary to demonstrate compliance with this DPA, including a current copy of this document and our security measures summary. Where the Customer reasonably requires additional audit (no more than once per 12 months unless a personal data breach has occurred), the parties will agree the scope and timing in good faith on at least 30 days' written notice, and the cost is borne by the Customer unless the audit identifies a material breach by ClearSite.
A.9Return or deletion of personal data
On termination of the agreement, the Customer can export all Customer Data through the account settings within 30 days. After 30 days, ClearSite will delete the Customer Data from production systems. Backups containing Customer Data are retained for the periods set out in the privacy policy and are then deleted under our standard backup-rotation cycle.