Terms of Service

1.About these Terms

1.1These Terms are an agreement between DYNAMO, a company incorporated in the United Kingdom (“Dynamo”, “we”, “us”), and the organization that creates or uses a workspace (the “Customer”, “you”).

1.2If you accept these Terms for an organization, you confirm that you are authorized to bind it. If you do not have that authority, do not create a workspace.

1.3These Terms apply together with the Acceptable Use Policy, the Privacy Policy, the Data Processing Agreement, the Service Level Agreement and the Subprocessors list, all published under /legal on this website. If you sign a separate written agreement or order form with us, that document prevails over these Terms where they conflict.

2.Definitions

3.The Services

3.1We provide the Services to the Customer for its internal business use during the trial and each Subscription Term, in accordance with these Terms and the Plan.

3.2We may improve, add to or change the Services. We will not make a change that materially reduces the core functionality of a paid Plan during a Subscription Term without giving notice, and we will tell you about changes in the changelog and by notice to the Account Owner where the change affects how you use the Services.

3.3Screens and figures shown on this website are examples. The features available to the Customer are those of its Plan, as described in the documentation when it subscribes.

3.4Some features may be offered as a preview or beta. They are identified as such, are provided without any availability commitment and may change or be withdrawn. Section “Preview, beta and AI features” applies to them.

3.5The Services do not replace professional advice. Tax, accounting, payroll, labour and other regulatory outcomes depend on how the Customer configures and uses the Services. Where the Services support a regulatory process, such as e-invoicing for the Saudi Zakat, Tax and Customs Authority (ZATCA), that is a product capability. It is not a certification, approval or accreditation by any authority, and its use in production depends on the Customer completing the authority’s own onboarding steps.

4.Accounts, workspace owner and users

4.1To create a workspace you must provide accurate information (name, e-mail, organization, country and the other details the signup asks for), verify your e-mail address with the code we send, and choose a password that meets the stated rules. You must keep this information up to date.

4.2The Account Owner is responsible for the workspace, for the administrators and users they add, for the roles and permissions they assign, and for everything done under the Customer’s accounts. The Customer is responsible for its Authorized Users’ compliance with these Terms.

4.3Each person must use their own credentials. Credentials must not be shared. The Customer must keep credentials confidential, should enable two-factor authentication or single sign-on where available, and must tell us without delay at security@dynamoos.com if it suspects unauthorized access.

4.4The number of full users in your Plan is the number of people who use business apps. Self-service employee access, where included in your Plan, does not require a paid seat. The Plan states the limits that apply.

4.5You may not create a workspace for a person or organization without their authority, and you may not use a false identity.

5.Free trial

5.1A new workspace starts with a free trial of 14 days. No payment card is required to start the trial. The trial gives access to the apps and features of the Plan selected in the signup.

5.2The trial is for evaluating the Services. During the trial the Services are provided “as is”, and the Service Level Agreement does not apply unless it says otherwise.

5.3If the Customer does not move to a paid Plan before the trial ends, the workspace becomes read-only. In read-only mode every record and file stays readable and can be exported, and changes are refused. We do not delete the Customer Data automatically when a trial ends. Access can be restored to the same data by subscribing to a paid Plan.

5.4Data in a workspace that stays read-only is kept until the Customer asks for deletion, or until we close the workspace under the section “After a subscription or trial ends”, after notice to the Account Owner.

5.5We may limit the number of trials per organization or person and may refuse or end a trial that we reasonably believe is being abused.

6.Subscriptions, fees and payment

6.1The Fees depend on the Plan selected: the apps, the number of full users, the billing cycle (monthly or annual), and add-ons such as extra storage and payroll employees. Current Fees are shown on the Pricing page and are confirmed on the summary shown before you create a workspace or in your order form.

6.2All Fees are stated and charged in the currency of the Customer’s Plan, unless an order form states another currency, and exclude value added tax, goods and services tax and similar taxes. Where UK VAT applies, for example to customers in the United Kingdom, it is added to the invoice at the rate in force, currently 20%. Where the law of the Customer’s country requires the Customer to account for a tax itself, for example under a reverse-charge rule, the Customer does so. Where annual billing is selected, the annual invoice covers twelve months at the annual price.

6.3Fees are invoiced for each Subscription Term in advance. We issue the invoice for a renewal before the current term ends. Payment is made by card through the hosted payment page of our payment provider, where it supports the invoice currency, or by bank transfer to the account stated on the invoice, quoting the invoice number. Bank and transfer charges are paid by the sender, so that the full invoiced amount arrives.

6.4Changes to the number of full users, payroll employees or storage during a Subscription Term apply from the next invoice, without proration.

6.5If a payment fails or is not received by the end of the paid period, the subscription enters a grace period during which the workspace keeps working and the Account Owner can see the invoice and a payment link. We retry failed payments during the grace period. If the invoice is still unpaid when the grace period ends, the workspace becomes read-only until payment is made.

6.6Fees do not include bank, payment-provider or currency-conversion charges that apply on your side. If the law requires the Customer to withhold or deduct a tax from a payment, the Customer pays the additional amount needed so that we receive the full invoiced amount.

6.7We may change Fees for a future Subscription Term. We will give the Account Owner at least 30 days’ notice before a changed price applies to a renewal. A price you have paid for the current Subscription Term does not change during it.

6.8You must tell us promptly if you believe an invoice is wrong and in any event within 30 days of the invoice date. Undisputed amounts remain payable.

7.Renewal, cancellation and refunds

7.1A paid subscription renews automatically for a further Subscription Term of the same length unless it is cancelled before the term ends.

7.2The Account Owner can cancel a subscription at any time from the Apps and Subscription page of the workspace or by writing to sales@dynamoos.com. A cancellation made during a term takes effect at the end of the term already paid for: the workspace stays fully usable until then and no renewal invoice is issued. Immediate cancellation, where available, ends access to the apps at once and does not entitle you to a refund except as stated below.

7.3Fees for a Subscription Term that has started are not refundable, including where you stop using the Services or reduce the number of users during the term, except where the law requires a refund or these Terms provide one.

7.4If we cancel a paid subscription for convenience, or if we are unable to provide the Services you paid for, we will refund the Fees paid for the period after the cancellation takes effect, on a daily basis.

7.5A cancelled or expired subscription can be reactivated. Reactivation restores access to the same data. If the remaining paid period has ended, a new period starts on the day of reactivation and is invoiced at the then current Fees.

8.After a subscription or trial ends: read-only mode, export and deletion

8.1Cancellation is not deletion, and a failed payment is not deletion. When a trial ends without a paid Plan, or a subscription is suspended, expired or cancelled, the workspace becomes read-only or closed as described in this section. The Customer Data is kept.

8.2Export. The Customer can export its Customer Data at any time while the workspace is accessible, including in read-only mode and during the export window described below. The export is a downloadable archive with the records and files that the requesting administrator is permitted to read, in standard formats (CSV and spreadsheet files for records, the original files for attachments and Drive files). The export does not include passwords, credentials, integration secrets or technical logs. The download link is private and expires after a limited time stated when it is created.

8.3Export window. After a cancelled or expired subscription we open an export window, 30 days long unless we agree a different period in writing, in which the Customer can sign in and export its data. Nothing is changed or removed during the window.

8.4Deletion. After the export window ends, or earlier if the Customer asks us in writing, we may close the workspace. Final deletion of a workspace is never automatic. It is requested, then approved by a second, different member of our staff, and only then carried out. Deletion destroys the workspace database, its site files and its objects in storage. No archived copy is kept for restoration. We keep our own tenant record, audit entries and invoices, which do not contain Customer Data business content, as required for legal and accounting purposes.

8.5Backups. Copies of the workspace in our backups expire under our backup retention schedule, which keeps daily copies for 7 days, weekly copies for 4 weeks and monthly copies for 12 months, so the last copy expires about twelve months after deletion. We do not restore a deleted workspace from backups except at the Customer’s documented request.

8.6Before we start closure, we notify the Account Owner by e-mail at the address on record. The Customer is responsible for exporting what it needs and for keeping the Account Owner’s e-mail address current.

8.7Legal holds. We may keep data for longer than stated here where the law or a competent authority requires it.

9.Customer Data

9.1The Customer owns its Customer Data. We do not acquire any rights in it except the limited right described in this section.

9.2The Customer gives us a non-exclusive right to host, copy, process, transmit and display Customer Data only as needed to provide, secure, support and improve the reliability of the Services for the Customer, and as the Customer instructs. Where Customer Data includes personal data, the Data Processing Agreement applies and prevails over this section on that subject.

9.3We do not use Customer Data to train artificial-intelligence models, and we do not sell or share it for advertising.

9.4The Customer is responsible for the lawfulness of Customer Data and of the instructions it gives, for having the notices and consents needed to enter personal data into the Services, and for the configuration of roles, permissions and sharing in its workspace.

9.5We may access Customer Data only where needed to provide the Services, to respond to a support request from the Customer, to prevent or resolve a security or technical problem, or where the law requires it. Operator actions on workspaces are recorded in an audit trail.

9.6We may create and use aggregated or de-identified statistics about the use of the Services that do not identify the Customer, its users or its data.

10.Acceptable use

10.1The Customer and its Authorized Users must comply with the Acceptable Use Policy published at /legal/acceptable-use, which forms part of these Terms.

10.2The Customer must not resell, sublicense or provide the Services to third parties except as these Terms or the Plan allow, and must not reverse engineer, copy or interfere with the Services except to the extent that the applicable law gives a right that cannot be excluded.

11.Preview, beta and AI features

11.1Dynamo AI is switched on for a workspace on request, once the AI service that serves it has been set up for that workspace. Until then, Dynamo AI features are not available even if shown in a Plan. The Responsible AI page describes how Dynamo AI is designed to work.

11.2AI output can be wrong, incomplete or out of date. The Customer is responsible for reviewing it before relying on it. Actions proposed by Dynamo AI are drafts that a user must confirm, and they run under that user’s own permissions.

11.3AI features have a monthly allowance counted in requests. The Plan states the allowance. When the allowance is used up, AI features pause until the next period.

11.4Features marked as preview or beta are provided “as is” and are excluded from the Service Level Agreement.

12.Confidentiality

12.1Each party may receive non-public information from the other that is marked confidential or that a reasonable person would understand to be confidential. Customer Data is the Customer’s confidential information.

12.2The receiving party will use the other’s confidential information only to perform or use the Services, will protect it with at least reasonable care, and will disclose it only to its staff, advisers, subcontractors and service providers who need to know it and are bound by confidentiality duties.

12.3These duties do not apply to information that is or becomes public without breach, was already known to the receiving party, is received lawfully from a third party, or is independently developed. A party may disclose confidential information where the law or a competent authority requires it, after giving the other party notice where lawful.

12.4These duties continue for three (3) years after the agreement ends, and for as long as Customer Data remains in our possession.

13.Intellectual property

13.1We and our licensors own the Services, the DynamoOS software, the Dynamo name, logos and documentation, and all intellectual property in them. The Services include software provided by third parties under open-source licences, which apply to that software. Nothing in these Terms transfers ownership of any of it to you.

13.2We grant the Customer a limited, non-exclusive, non-transferable, revocable right to access and use the Services during the trial and each Subscription Term for its internal business purposes, in accordance with the Plan.

13.3If you give us feedback or suggestions about the Services, we may use them without restriction or payment, provided we do not identify you as the source.

14.Warranties and disclaimers

14.1Each party confirms that it has the authority to enter into these Terms.

14.2We will provide the Services with reasonable skill and care and in line with the documentation. The Service Level Agreement states the support and service commitments that apply.

14.3Except as stated in these Terms, and to the maximum extent the law allows, the Services are provided “as is” and “as available”. We do not warrant that the Services will be uninterrupted or error-free, that every defect will be corrected, or that they will meet every requirement of the Customer. We do not commit to an availability percentage unless a signed agreement states one.

14.4We make no warranty about the legality of the Customer’s own use of the Services, the accuracy of the Customer Data, third-party services that the Customer connects to its workspace (such as an identity provider, a bank or a government platform), or the results of AI features.

15.Limitation of liability

15.1Nothing in these Terms limits or excludes liability that cannot be limited or excluded under the applicable law, including liability for fraud, wilful misconduct or gross negligence, or for death or personal injury caused by negligence.

15.2Subject to the previous clause, neither party is liable for loss of profit, loss of revenue, loss of business or goodwill, loss of anticipated savings, or any indirect, incidental, special or consequential loss, whether in contract, tort or otherwise, even if it was told such loss was possible.

15.3Subject to the first clause, the total liability of each party arising out of or in connection with the agreement in any twelve-month period is limited to the Fees paid or payable by the Customer for the Services in the twelve months before the event giving rise to the claim.

15.4The Customer’s obligation to pay Fees, and each party’s liability for breach of the other party’s intellectual property rights or of confidentiality, are not reduced by this section where the law does not allow it. Liability under the Data Processing Agreement is governed by that agreement.

15.5Each party must take reasonable steps to reduce its loss. The Customer remains responsible for keeping its own copies of the Customer Data it needs, which it can do through the export function.

16.Indemnity

16.1The Customer will defend and indemnify us against claims by third parties, and the resulting losses, damages and reasonable costs, that arise from the Customer Data or from the Customer’s or its Authorized Users’ use of the Services in breach of the Acceptable Use Policy or the law.

16.2We will defend and indemnify the Customer against claims by third parties that the Services, used in accordance with these Terms, infringe that third party’s intellectual property rights, and will pay the resulting damages and reasonable costs finally awarded or agreed in settlement. This does not apply to claims that result from Customer Data, from the Customer’s modification of the Services, or from use together with items we did not supply.

16.3The indemnified party must give prompt notice of the claim, allow the other to control the defence and settlement (but a settlement that imposes liability on the indemnified party needs its consent), and give reasonable help at the other’s cost. If the Services are subject to such a claim, we may modify them, obtain a right to continue, or end the affected feature and refund the prepaid Fees for the period after it ends.

17.Suspension and termination

17.1Either party may terminate the agreement for material breach by the other that is not remedied within 30 days of written notice, or immediately if the other becomes insolvent. The Customer may also stop using the Services and cancel at any time as described above.

17.2We may suspend access to the workspace, in whole or in part, where needed to protect the Services or other customers from a security threat or serious abuse, where required by law or a competent authority, or where payment is overdue after the grace period. Where reasonable, we will tell the Account Owner before or promptly after suspending and will lift the suspension once the cause is resolved. A suspension for non-payment makes the workspace read-only and does not delete data.

17.3We may terminate for convenience on at least 90 days’ written notice, in which case we refund prepaid Fees for the period after termination and keep the workspace available for export under the section “After a subscription or trial ends”.

17.4On termination or expiry, the Customer’s right to use the Services ends, subject to the export window. Sections that by their nature should continue (including Customer Data, confidentiality, intellectual property, limitation of liability, indemnity and governing law) continue after termination. Unpaid Fees remain payable.

18.Data protection

18.1For personal data in the Customer’s workspace, the Customer is the controller and we are its processor. The Data Processing Agreement published at /legal/data-processing applies to that processing and is incorporated into these Terms.

18.2For personal data that we collect through this website, the signup and the status page, we are the controller. The Privacy Policy explains how we handle it.

19.Changes to these Terms

19.1We may change these Terms, for example to reflect changes to the Services or the law. We will publish the new version on this website with its effective date and tell the Account Owner by e-mail at least 30 days before a change that is materially adverse to the Customer takes effect.

19.2If the Customer does not accept a change, it may cancel before the change takes effect. Continued use after the effective date is acceptance of the change. A change does not affect Fees already paid for a Subscription Term in progress.

20.Governing law and disputes

20.1These Terms and any dispute or claim arising out of or in connection with them or the Services are governed by the laws of England and Wales.

20.2The parties will first try to resolve a dispute by good-faith discussion between their representatives. If it is not resolved within 30 days, either party may bring the dispute before the courts of England and Wales, which will have exclusive jurisdiction, unless the parties agreed another forum in writing.

21.Notices

21.1We give notice to the Customer by e-mail to the Account Owner’s address on record, by notice inside the workspace, or by publishing on this website where these Terms allow it. The Customer is responsible for keeping the address current.

21.2The Customer gives notice to us by e-mail to sales@dynamoos.com for commercial matters, privacy@dynamoos.com for privacy matters and security@dynamoos.com for security matters, or by post to our registered office in the United Kingdom.

22.General

22.1Entire agreement. These Terms, the documents they refer to and any signed order form are the entire agreement on their subject and replace earlier discussions. Terms in a purchase order do not apply.

22.2Assignment. The Customer may not assign its rights or obligations without our written consent. We may assign these Terms to an affiliate or to a successor of our business with notice to the Customer.

22.3Force majeure. Neither party is liable for a delay or failure caused by events beyond its reasonable control, such as natural disaster, war, government action, failure of public networks or power, or an attack that reasonable security measures would not prevent. Payment obligations are not excused.

22.4Severability and waiver. If a provision is found unenforceable, the rest remains in force. A failure to enforce a right is not a waiver of it.

22.5Subcontractors. We may use subcontractors to provide the Services and are responsible for them as for ourselves. Subprocessors of personal data are listed on the Subprocessors page.

22.6Language. These Terms are provided in English. A translation, if provided, is for convenience, and the English text prevails unless the law requires otherwise.

22.7No third-party rights. Only the parties may enforce these Terms.

23.Contact

23.1Questions about these Terms: sales@dynamoos.com. Privacy questions: privacy@dynamoos.com. Security reports: security@dynamoos.com. Our company details are at the end of this document.