Business Terms & Conditions

1. Who we are

• Supplier: Sterling Origin Limited
• Company number: SC890658
• Support: ledgersupport@sterlingorigin.com

2. Service scope

LedgerCapture is a construction evidence and workflow platform for authorised business teams. It supports capture, review, controlled approvals, commercial records, exports, and audit workflows across projects and organisations.

The service is not intended for consumer use. By accessing LedgerCapture, you confirm that you act on behalf of a business customer and have authority to bind that organisation where required.

3. Accounts, invitations, and access

• Access is granted through approved organisation setup, package purchase, or invitation workflows.
• Named-user access must not be shared between individuals.
• You must keep identity information accurate and credentials secure.
• Organisation owners are responsible for inviting and removing users within their workspace.
• We may suspend or revoke access, acting reasonably and where reasonably necessary, where security, tenancy, legal, billing, or contractual obligations require it.

4. Customer responsibilities

In addition to the acceptable use rules below, you are responsible for:

• Using the service lawfully and only for authorised business purposes.
• Maintaining suitable internet connectivity and supported browsers or devices for your users.
• Downloading and keeping copies of exports and records you need before retention windows expire.
• Ensuring uploaded content is accurate, complete, and submitted with appropriate authority.
• Providing any notices required to your personnel, contractors, and signers whose data you submit.

5. Acceptable use

You must not use the service to:

• Break applicable law or breach contractual duties.
• Submit deliberately false, forged, or misleading records.
• Bypass access controls or attempt unauthorised tenant access.
• Interfere with service availability, integrity, or security.
• Use the service outside the scope of your organisation's authorised projects and roles.

6. Customer content and evidence

• You retain ownership of customer content you submit.
• You grant us a limited licence to host, process, transmit, back up, and display that content solely to provide, secure, support, and improve the service and meet our contractual and legal obligations.
• You are responsible for the lawfulness, accuracy, and retention of submitted content.
• Evidence and audit records are intended to improve traceability. They do not guarantee payment, certification, adjudication, or litigation outcomes.

7. Intellectual property and software licence

Except for customer content, all intellectual property rights in LedgerCapture, including software, documentation, branding, workflows, interfaces, and underlying technology, remain the property of Sterling Origin Limited or its licensors.

Subject to these terms and payment of applicable fees, we grant your organisation a limited, non-exclusive, non-transferable, revocable licence to access and use LedgerCapture for its internal business purposes during an active subscription or other agreed access period.

You must not copy, modify, reverse engineer, sublicense, or resell the service except as expressly permitted in writing or required by applicable law.

8. Exports, downloads, and read-only exit access

• Project export ZIP files are provided as a temporary handoff mechanism.
• Download links for export files expire after fifteen minutes unless otherwise stated in-product.
• Export ZIP files stored in cloud storage are automatically deleted after ninety days.
• Where a package ends or access becomes read-only, you remain responsible for downloading exports you need before retention windows expire.

9. Packages, billing, and commercial acceptance

LedgerCapture uses a package-based commercial model. Self-serve checkout is available for selected packages where shown in-product. Payment and package changes must be completed by an authorised organisation owner and confirmed by the payment provider before paid workspace access starts or changes.

By selecting a package and completing checkout, the organisation owner confirms acceptance of these Business Terms & Conditions for that commercial purchase and any related recurring charges until the package is changed or cancelled under the applicable package terms.

Receipts, invoices, payment methods, and routine recurring-payment handling are provided through Stripe where billing is active for the organisation. If payment cannot be completed, workspace access may be paused until the package is active again.

Prices shown in-product are exclusive of VAT unless stated otherwise. VAT is applied where required by law.

10. Privacy and data processing

Our Privacy Notice explains how we handle personal data. Where we process personal data on your organisation's instructions, the applicable data processing terms are set out in the Article 28 schedule below and any signed customer agreement.

11. Confidentiality and security

Each party must protect the other's confidential information and use reasonable measures to secure access credentials, exports, and workspace data. We continually review and improve security controls as the platform evolves. This document does not claim certifications or controls that are not yet operationally complete.

12. Availability, changes, support, and warranties

We aim for reliable operation, but the service is provided on an as-available basis. These terms do not create any service level commitment unless separately agreed in writing.

Except as expressly stated in these terms or a signed agreement, the service is provided without warranties to the fullest extent permitted by law.

We may modify, replace, or discontinue features, integrations, and operational processes as part of security, legal, commercial, or product updates. Material legal changes will be published with a new version and may require renewed acceptance before continued use.

13. Suspension and termination

We may suspend or terminate access, acting reasonably and where reasonably necessary, where these terms are breached, payment is overdue, legal obligations require action, security incidents occur, customer agreements end, or your organisation enters liquidation, administration, or another insolvency process that affects its ability to perform its obligations.

On termination, export and read-only access may be offered for a limited period where commercially reasonable and technically available.

14. Force majeure

Neither party is liable for failure or delay caused by events outside its reasonable control, including infrastructure outages, power failures, floods, cyber attacks, labour disputes, or government restrictions, provided the affected party uses reasonable efforts to mitigate the impact and resume performance.

15. Liability

Nothing in these terms excludes or limits liability that cannot lawfully be excluded or limited. To the maximum extent permitted by law, we are not liable for indirect or consequential loss, loss of profit, loss of business, or loss of opportunity. Our aggregate liability arising out of or in connection with the service in any twelve-month period is limited to the fees paid by the customer organisation for the service in that period, except where a signed agreement states otherwise.

The service and related materials do not constitute legal, tax, or accounting advice. Customers remain responsible for professional advice and contractual decisions.

16. Governing law and jurisdiction

These terms are governed by the laws of Scotland. The courts of Scotland have exclusive jurisdiction, unless a signed agreement states otherwise.

17. Article 28 data processing schedule

Where we process personal data on your instructions as processor:

• Subject matter: provision of LedgerCapture.
• Duration: for the subscription term and any agreed exit or retention period.
• Nature and purpose: hosting, transmission, storage, backup, support, security, and audit of customer content.
• Types of personal data: identity, contact, role, device, project, evidence, signature, and billing contact data.
• Categories of data subjects: customer personnel, invitees, signers, and other individuals whose data you submit.
• Processor obligations: process only on documented instructions, maintain confidentiality, implement appropriate technical and organisational measures, assist with data subject requests where applicable, and use sub-processors under written terms.
• Security and assistance: we maintain security measures appropriate to the risk and will provide reasonable assistance with data protection impact assessments and personal data breach notifications where required by applicable law.
• Audit: on reasonable written notice, we will provide information needed to demonstrate compliance with this schedule, subject to confidentiality and security constraints.
• Exit: on termination, we will delete or return personal data in accordance with the Privacy Notice, active retention rules, and any signed exit terms, unless storage is required by law.
• Sub-processors: infrastructure, identity, email, billing, and diagnostic providers used to operate the service, as described in the Privacy Notice. A current sub-processor list is available on request.

18. Entire agreement

These terms, together with the Privacy Notice, applicable package selections, checkout confirmations, and any signed customer agreement, constitute the entire agreement between the parties regarding LedgerCapture and supersede prior discussions on the same subject, except for fraud or fraudulent misrepresentation.

19. Severability

If any provision of these terms is held invalid or unenforceable, the remaining provisions remain in full force and effect.

20. Waiver

Failure or delay by either party to enforce a provision does not waive its right to enforce that or any other provision later.

21. Assignment

You may not assign or transfer these terms without our prior written consent. We may assign these terms in connection with a reorganisation, merger, sale of assets, or similar business transaction, provided the successor honours these terms.

22. Notices

Formal notices under these terms must be in writing and sent to ledgersupport@sterlingorigin.com. Email notice is effective on successful transmission unless a signed agreement requires a different method.

23. Contact

• Company: Sterling Origin Limited
• Email: ledgersupport@sterlingorigin.com