Terms of Service

Last updated 29 September 2026

These terms are the agreement between your organisation and us for the SiteClara service. Please read them before you subscribe. When you subscribe, or accept these terms in the portal, your organisation agrees to them.

Who we are
Business customers only
The service
Your account and your people
Trials
Prices
Paying
Posters and NFC stickers
Assisted setup
If a payment fails
Cancelling
Your data
Texts to your staff
Using SiteClara properly
Who owns what
Our responsibility to you
Changes to these terms
General

1. Who we are

Supplier: CIaaS Limited, trading as SiteClara
Company number: 14519311, registered in England and Wales
Registered office: C/O Aardvark Accounting, 1 Cedar Office Park, Cobham Road, Wimborne, England, BH21 7SB
ICO registration: ZC181640
Contact: help@siteclara.com

"We", "us" and "SiteClara" mean CIaaS Limited. "You" means the organisation that subscribes or accepts these terms.

2. Business customers only

SiteClara is for businesses and other organisations, such as service companies, building owners, managing agents and schools. It is not sold to consumers. By accepting these terms you confirm that you are accepting them on behalf of an organisation and that you have authority to do so.

3. The service

SiteClara is software you use in a web browser. You set up your buildings and the locations in them; each location has a tag, a QR code on a poster and, where you choose, an NFC sticker. Your staff scan the tag to record work such as cleaning rounds, security patrols, room resets and maintenance checks, with photos. People you allow can report problems at a tag, and each report becomes a job for the right team. A daily report sets out what was done.

Every feature we have built is included in every price. We improve SiteClara continually and may change how it works, provided the service as a whole does not become materially worse during a period you have paid for.

We aim to keep SiteClara available at all times, but we do not promise it will be uninterrupted. We may pause it briefly for maintenance and will try to do so outside working hours. Support is by email to help@siteclara.com, and we aim to reply by the next working day.

4. Your account and your people

Your administrators manage your account, your buildings and who can use them. You are responsible for what happens under your account, for keeping sign-in links and passkeys to the people meant to have them, and for removing people who should no longer have access. There is no charge for frontline workers, however many you have. Up to 10 administrators and up to 10 daily report recipients are included per building.

Where you work with other organisations at a building, such as a contractor or the building's owner, each organisation is responsible for its own people and for what it shares.

5. Trials

You can try SiteClara free, without paying, for 14 days, with the limits shown when the trial is made. A trial that is not saved with an email switches off after 14 days, and its data are deleted within 60 days after that. You can subscribe from inside a trial and keep everything you have set up.

6. Prices

The prices are those on the SiteClara page for your country when you subscribe, in its currency. They are for each building (for a school, its whole site), never per person:

your first building is charged at the School or Building price, and each further building at the additional building price;
each building's price includes 40 tag points; each further 40, or part of 40, is charged at the price shown for further tag points. A tag point is a live tag at a location in use; a location you have switched off is not counted;
an annual plan costs ten months' price for twelve months;
on a monthly plan, your first building's first three months are charged at the School price, after which the Building price applies. This pilot price applies once per organisation.

Changes during a period. On a monthly plan, a building you add is charged in full for the month in which it starts, and further tag points are counted when each monthly invoice is raised. On an annual plan, a building or further tag points added part-way are charged for the months left until your renewal date, counting the month in which they start as a whole month, and then renew with the rest of your plan. The portal shows you what you will pay before you make a change that affects the price.

Tax. Prices exclude VAT and other sales taxes. We are not currently registered for VAT or any other sales tax, so none is charged. If we register, or are required to charge tax in your country, we will add it at the applicable rate from the date that applies and tell you before your next invoice. Where your organisation must account for tax itself, for example under a reverse charge, you will do so.

Price changes. We may change our prices by giving you at least 30 days' notice by email. On a monthly plan the new price applies from your first invoice after the notice ends; on an annual plan, from your next renewal.

7. Paying

Payments are taken by Stripe, our payment provider, by card or by the other methods offered at checkout for your country, such as Direct Debit. A monthly plan is paid monthly in advance and an annual plan yearly in advance, from the date you subscribe. If you choose to pay an annual plan by invoice, the invoice is due within 30 days. Each plan renews automatically at the end of its period until it is cancelled.

Invoices and receipts are sent by email and are available from Billing in the portal, where you can also change how you pay.

8. Posters and NFC stickers

A poster for every tag point you pay for is ready to print from the portal as soon as its location is set up. In the United Kingdom we also post printed posters and NFC stickers for the tag points you pay for. Outside the United Kingdom, you can buy NFC stickers from Amazon in your country, using the link in the portal; if we carry out an assisted setup for you, we order them from Amazon in your country for delivery to your building.

Posters and stickers are included in the price and are not sold separately. They are yours to keep and are not returned or refunded when you cancel.

9. Assisted setup

If you ask us to set up a building for you (its locations, forms, schedules and posters), there is no charge for its first 40 tag points. Beyond 40, there is a one-off fee per tag point at the rate on the page for your country, added to your next invoice once the setup is finished. There is no fee when you pay for a year in advance. For a building added part-way through an annual plan, there is no fee when at least six months are paid up to your renewal date. There is never a fee when you set up a building yourself.

10. If a payment fails

If a payment fails, we tell your administrators by email and in the portal, and Stripe tries the payment again over about two weeks. SiteClara keeps working for your staff while this happens. If the payment still fails, your subscription ends and your account is switched off: your tags stop answering, and your administrators can still sign in to pay or to export your data. If you pay within 30 days, everything is switched back on as it was, with the same tags and posters. Otherwise your data are deleted as described in section 12.

11. Cancelling

You can cancel at any time from Billing in the portal. Cancelling takes effect at the end of the period you have paid for, and SiteClara keeps working until then. We do not refund any part of a period you have paid for, whether monthly or annual. Our cancellation and refunds page sets this out in brief.

We may end your subscription by giving you 30 days' notice by email. We may suspend or end it sooner if you seriously or repeatedly break these terms, or use SiteClara unlawfully, and we will tell you why. If we end it without cause, we will refund any part of a period you have paid for that falls after the end.

12. Your data

The data you and your people put into SiteClara belong to you. Where they are personal data, our data processing agreement, which your administrator accepts in the portal, sets out how we process them on your behalf and forms part of these terms. We store SiteClara's data in the United Kingdom, whichever country you are in.

You can export your data from the portal at any time. When your account is switched off, whether you cancelled or a payment failed, your administrators can still export your data for 30 days, after which we delete it, as the data processing agreement describes.

Our privacy notice covers the personal data we hold as a business ourselves, such as your billing contact's details.

13. Texts to your staff

SiteClara sends text messages to invite your staff and to let them sign in. You must only enrol people who have agreed to receive these texts, and you must give them a privacy notice; we provide a template. Anyone can stop the texts by replying STOP. We send texts only to the countries in which we have switched them on, and tell you in the portal if a country is not yet on.

14. Using SiteClara properly

You must use SiteClara lawfully and must not try to get into parts of it or other customers' data you are not meant to reach, interfere with how it works, use it to send unwanted messages, or resell it without our written agreement. You are responsible for where you place posters and tags and for having permission to place them.

SiteClara records work; it is not a safety system. It does not replace fire alarms, emergency procedures, statutory inspections or your own legal duties, and it must not be used to report an emergency. Tell people to call the emergency services in an emergency.

15. Who owns what

We own SiteClara, its software, its designs and its name. While you subscribe, we give your organisation and your people the right to use it for your own work. You own your data and your logo, and you allow us to use them only to provide SiteClara to you, including printing your logo on your posters.

16. Our responsibility to you

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 by law.

Subject to that, neither of us is liable to the other for loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss. Our total liability to you in any 12 months, however it arises, is limited to the amount you paid us for SiteClara in the 12 months before the event that gave rise to it.

17. Changes to these terms

We may update these terms. We will email your administrators at least 30 days before a change that affects you takes effect, and show the date of the latest version at the top of this page. If you do not accept a change, you can cancel before it takes effect and we will refund any part of a period you have paid for that falls after the change.

18. General

These terms, the data processing agreement and anything they refer to are the whole agreement between us about SiteClara.
Neither of us is responsible for a delay or failure caused by events outside our reasonable control.
We may transfer this agreement to a company that takes over SiteClara, and will tell you if we do. You may transfer it only with our written agreement.
If a court finds part of these terms unenforceable, the rest still applies.
Nobody other than you and us has any right to enforce these terms.
Notices to us go to help@siteclara.com; notices to you go to your administrators' email addresses.
These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute about them.