PolicyGuardian
Terms of Use
Version 2026-06-11 · Last updated 11 June 2026 · See also our Privacy Policy
1. Who we are and what these terms cover
PolicyGuardian (the “Service”) is operated by Care With Intelligence Holdings Limited, a company registered in England and Wales (company number 15513514) with its registered office at 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ (the “Operator”, “we”, “us”). These Terms of Use (the “Terms”) form a legally binding agreement between the Operator and the organisation that registers for, or uses, the Service (the “Customer”, “you”). By creating an account, ticking the acceptance box, or using the Service, you agree to these Terms. If you do not agree, you must not use the Service.
In these Terms: “Authorised Users” means individuals you permit to access the Service under your organisation (including admins, managers, coordinators and staff); “Content” means material you or your Authorised Users enter into the Service; and “Generated Content” means documents, policies, questions, scores, reviews and other output produced by the Service, in whole or in part by automated means.
2. Business use only
The Service is provided solely for use by businesses and organisations, including registered care providers. By accepting these Terms you confirm that you are acting in the course of a business, that you are not a consumer, and that you have authority to bind the organisation on whose behalf you register. The statutory rights and protections afforded to consumers do not apply to use of the Service.
3. Accounts and Authorised Users
You are responsible for: keeping account credentials confidential; ensuring information you provide is accurate and kept up to date; all activity under your organisation’s accounts; and ensuring your Authorised Users comply with these Terms. You must notify us promptly of any suspected unauthorised access. We may suspend accounts that we reasonably believe are compromised.
4. No professional advice — your responsibility for Generated Content
IMPORTANT. THE SERVICE IS A DRAFTING AND DOCUMENT-MANAGEMENT TOOL. IT DOES NOT PROVIDE LEGAL, REGULATORY, CLINICAL OR OTHER PROFESSIONAL ADVICE, AND NO OUTPUT OF THE SERVICE CONSTITUTES SUCH ADVICE. GENERATED CONTENT IS PRODUCED BY AUTOMATED ARTIFICIAL-INTELLIGENCE SYSTEMS AND MAY CONTAIN ERRORS, OMISSIONS, OUT-OF-DATE INFORMATION OR STATEMENTS THAT ARE NOT APPROPRIATE TO YOUR ORGANISATION.
- You must review, adapt and formally approve all Generated Content before adopting or relying on it. The Service’s review and approval workflow exists for that purpose; content that has not been approved by you should not be treated as ready for use.
- We make no representation or warranty that use of the Service or any Generated Content will satisfy the requirements of the Care Quality Commission, Care Inspectorate Wales, the Care Inspectorate (Scotland), RQIA or any other regulator, or that it will achieve any particular inspection rating or outcome.
- Compliance scores, reviews and similar indicators produced by the Service are automated aids only. They are not certifications, audits or guarantees of compliance.
- You remain solely responsible for your organisation’s legal and regulatory compliance, for the policies you adopt, and for the care you deliver.
5. Acceptable use
You must not: use the Service for any unlawful purpose; upload Content that is unlawful, infringing or that you do not have the right to use; attempt to gain unauthorised access to the Service or its underlying systems; reverse engineer, scrape or copy the Service or its prompts and workflows except as permitted by law; resell, sublicense or provide the Service to third parties without our written consent; or use the Service to build a competing product. We may apply fair-use and rate limits to protect the Service for all customers.
6. Fees
Where the Service (or any part of it) is provided on a paid plan, the fees, billing period and payment terms are as set out at the point of purchase or in a separate order agreed with us. Fees are exclusive of VAT unless stated. We may suspend the Service for non-payment after reasonable notice. Where the Service is provided free of charge, we may change or withdraw free features on reasonable notice.
7. Intellectual property
We and our licensors own all rights in the Service, including its software, design, workflows, templates and prompts. You own your Content, and — as between you and us — you own the Generated Content delivered to you, subject to these Terms. You grant us a non-exclusive licence to host and process your Content and Generated Content to the extent necessary to provide, secure, maintain and improve the Service. Nothing in these Terms transfers ownership of the Service to you.
8. Data protection
Each party shall comply with applicable data-protection law, including the UK GDPR and the Data Protection Act 2018. Details of the personal data we process, our purposes, lawful bases, retention and the rights of individuals are set out in our Privacy Policy, which forms part of these Terms.
9. Availability and warranties
THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE”. We do not warrant that the Service will be uninterrupted, error-free or secure, that defects will be corrected, or that the Service will meet your requirements. We may carry out maintenance, and we may modify features, from time to time. To the fullest extent permitted by law, all conditions, warranties and terms implied by statute, common law or otherwise (including any implied terms of satisfactory quality, fitness for purpose and reasonable skill and care, save as may not lawfully be excluded) are excluded from these Terms.
10. Limitation of liability
Nothing in these Terms excludes or limits either party’s liability for death or personal injury caused by its negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be excluded or limited.
Subject to that:
- We shall have no liability for any indirect or consequential loss, loss of profit, loss of revenue, loss of anticipated savings, loss or corruption of data, loss of goodwill, business interruption, or for any regulatory fines, penalties or enforcement action imposed on you, in each case whether arising in contract, tort (including negligence), breach of statutory duty or otherwise, even if foreseeable.
- We shall have no liability arising from your use of, or reliance on, Generated Content that you have not reviewed and approved, or from your failure to comply with clause 4.
- Our total aggregate liability to you arising out of or in connection with the Service and these Terms, however arising, shall not exceed the total fees paid by you for the Service in the twelve (12) months immediately preceding the event giving rise to the claim, or £100 (one hundred pounds) where no fees have been paid in that period.
11. Your indemnity to us
You shall indemnify and hold harmless the Operator, its officers and employees against all claims, losses, damages, costs and expenses (including reasonable legal fees) arising out of or in connection with: your Content; your or your Authorised Users’ use of the Service or of Generated Content; or your breach of these Terms or of applicable law. The Operator gives no indemnity to you under these Terms.
12. Suspension and termination
We may suspend or terminate your access immediately if you materially breach these Terms, fail to pay fees when due, or where we are required to do so by law; otherwise either party may terminate on reasonable written notice. On termination your right to use the Service ends. For thirty (30) days after termination we will, on request, provide reasonable assistance to export your Content and Generated Content, after which we may delete it in accordance with the Privacy Policy. Clauses which by their nature should survive termination (including clauses 4, 7, 10, 11, 14 and 15) shall survive.
13. Changes to the Service and these Terms
We may update the Service and these Terms from time to time. We will give notice of material changes to the Terms through the Service or by email, and the version number and date at the top of this page will change. Your continued use of the Service after a change takes effect constitutes acceptance of the updated Terms. If you do not accept a change, you must stop using the Service.
14. General
These Terms (together with the Privacy Policy and any order) constitute the entire agreement between the parties relating to the Service and supersede all prior arrangements. If any provision is found unenforceable, the remainder continues in force. No failure or delay in exercising a right is a waiver of it. You may not assign these Terms without our written consent; we may assign them to a successor of our business. Neither party is liable for failure caused by events beyond its reasonable control. A person who is not a party to these Terms has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any of them. Notices to us should be sent to chris.clarke@cherishedcareservices.com.
15. Governing law and jurisdiction
These Terms, and any dispute or claim arising out of or in connection with them or the Service (including non-contractual disputes), are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.