Terms of service

1. Who we are

CouncillorOS is operated by Darent Labs Ltd, a private limited company registered in England & Wales (registration number 17256459) with its registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ. References to “we”, “us”, or “our” in these terms are to that company. References to “you” are to the individual who creates the account.

2. The service

CouncillorOS provides AI-powered tools that summarise documents you upload, produce a weekly news digest relevant to your role as a UK local-authority councillor, and generate monthly parish reports from the council activity you provide. The specific features, formats, and limits available to you are described on the website at the point of purchase and may change over time. The service is provided “as is” — please see the AI accuracy section below.

3. Your account

You sign in with your email address using a magic link. You are responsible for keeping access to that email secure. We'll treat any session originating from a verified magic link as authorised activity on your account. The service is for use by you personally; you may not share account access with another person.

4. Subscription and payment

Subscription pricing and billing frequency are shown on the website at the point of purchase. Payment is taken in advance via a third-party payment processor; you authorise that processor to charge the payment method you provide. You may cancel your subscription at any time from your account settings. We may change pricing on at least 30 days' notice delivered by email; if you don't agree, you can cancel before the new price takes effect.

4a. Cancellation rights and refunds

Subscriptions are non-refundable. By starting your subscription you expressly agree that the service begins immediately and you acknowledge that you waive your right under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 to cancel within 14 days for a refund. You may cancel from your account settings at any time; cancellation stops future billing but does not entitle you to a refund of fees already paid. Nothing in this clause limits any right you may have under UK consumer law that cannot be excluded by contract.

5. Usage limits

Both subscription plans include a monthly allowance of AI actions covering all features — Ward Intelligence, Parish Reports, and the document Summariser all draw from the same pool. At the time of writing, Starter includes 40 AI actions per month and Pro includes 80 AI actions per month. You can see your remaining allowance in your account at any time. The allowance refreshes on your billing anniversary.

We reserve the right to adjust limits with reasonable notice — by email and an in-product notice — in order to keep the service available for everyone.

6. AI accuracy

The outputs we produce are generated by third-party AI models and are intended as a time-saving aid, not as a substitute for reading the source material. They may contain errors, omissions, or fabricated detail; they are not legal advice, not professional advice, and not a substitute for officer briefings. You are responsible for any decisions you take in your role as a councillor based on what the service produces.

7. Acceptable use

You agree not to use CouncillorOS to:

• Upload material that is unlawful, infringes third-party rights, or contains malware.
• Reverse-engineer, scrape, resell, or redistribute the service or its outputs.
• Submit content on behalf of another person without their authorisation.
• Attempt to gain unauthorised access to other accounts or to internal admin functionality.

We may suspend or terminate accounts that breach these conditions.

7a. Other people's information

The service lets you input material that may contain personal data about other people (for example residents' casework or council correspondence). You confirm you are entitled to provide it. As between you and us, you are the data controller of that personal data and we act as your processor, processing it only to provide the service and on your instructions, in line with our Privacy notice. You are responsible for meeting your own data-protection obligations to those individuals.

8. Account deletion

You can delete your account at any time from your settings. Deletion cancels any active subscription and removes your account and associated data, subject to the backup-retention period set out in our Privacy notice. Deletion does not entitle you to a refund of fees already paid (see section 4a).

9. Intellectual property

We don't claim any rights in the content you upload or in the outputs the service produces from it — those remain yours. By uploading content you grant us a non-exclusive licence to process and store it solely to provide the service to you. Our AI providers are contractually bound not to use your content to train models. The service's code, design, and trade marks remain ours; you're welcome to publicly mention that you use CouncillorOS, but please don't imply endorsement without asking.

10. Liability

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that cannot be limited under English law.

Subject to that, our total liability to you arising out of or in connection with the service in any 12-month period is capped at the fees you paid us in the preceding 12 months. We are not liable for indirect or consequential losses, loss of business opportunity, or loss of data beyond what we hold for you (you are responsible for keeping copies of any source documents you need).

11. Termination by us

We may terminate the service or your account on 30 days' notice for any reason, save where required by law. Sections 6 (AI accuracy), 9 (IP), 10 (Liability), and 12 (Governing law) survive termination.

12. Governing law and disputes

These terms are governed by the laws of England & Wales. The courts of England & Wales have exclusive jurisdiction.

13. Changes to these terms

We may update these terms from time to time. For non-material changes we'll update the “Last updated” date at the top of this page. For material changes we'll email you with at least 30 days' notice; if you don't agree, you can cancel before the changes take effect.

14. Contact

Email [email protected].