Terms of Service
Last updated: 25 August 2026
Before publishing: this is a working draft, not legal advice. Have a qualified adviser review it against the law of the country in section 13 and against any contracts you already have with clients — and fill in the bracketed details — before you rely on it.
These terms govern your use of the Mandhouma website and the Admin, Employee and Client portals ("the Service"). By signing in or otherwise using the Service you agree to them. If you are using the Service on behalf of an organisation, you confirm you are authorised to accept these terms for that organisation.
1. Accounts
- Accounts are created by an administrator. There is no public registration, and you may not create an account for anyone who has not been authorised to have one.
- You are responsible for keeping your password confidential and for everything done through your account.
- Accounts are personal. Do not share your credentials, and do not let anyone else use your account.
- Tell your administrator immediately if you believe your account has been compromised. Changing your password ends all existing sessions on that account.
- We recommend enabling two-factor authentication, which the Service supports on every account.
2. Acceptable use
You agree not to:
- Use the Service unlawfully, or to store or send unlawful, defamatory, harassing or infringing material.
- Upload malware, or anything designed to damage or disrupt the Service or its users.
- Attempt to access data belonging to another user, organisation or client that you have not been granted access to.
- Probe, scan or test the security of the Service without written permission, or attempt to bypass its authentication, permission or rate-limiting controls.
- Copy, resell, sublicense or redistribute the Service, or attempt to reverse-engineer it, except where the law expressly permits it.
- Use automated means to extract data at a scale that degrades the Service for others.
3. Content and ownership
You, or the organisation you work for, retain ownership of everything you put into the Service — tasks, comments, files, messages and approval decisions ("Customer Content"). You grant us the limited licence needed to store, process, transmit, back up and display that content for the sole purpose of operating the Service for you.
We own the Service itself: the software, its interface, design and branding. Nothing in these terms transfers that ownership to you.
You are responsible for having the right to upload the content you upload, and for making sure it does not infringe anyone else's rights.
4. Client access
Where you invite a client into the Client Portal, you are responsible for deciding which of your work they may see and for the accuracy of what you present to them for approval. An approval or rejection recorded in the Service is a record of what was clicked and when; it does not by itself alter whatever contract exists between you and that client.
5. Availability and changes
- We aim to keep the Service available, but we do not guarantee uninterrupted or error-free operation.
- We may carry out maintenance, and will try to schedule anything disruptive outside normal working hours.
- We may add, change or withdraw features. We will not remove a feature you materially rely on without reasonable notice where we can avoid it.
- Video calling depends on your network and browser. Some restrictive networks block direct peer-to-peer connections, and calls may not connect on them.
- Features that depend on third-party services — outgoing email, external meeting links, an outgoing webhook — depend on those providers, whose availability we do not control.
6. Backups and data loss
We take routine backups, but you remain responsible for keeping your own copies of anything critical to your business. We are not liable for loss of data beyond restoring from the most recent working backup available to us.
7. Privacy
Our handling of personal data is described in the Privacy Policy, which forms part of these terms. Where we process personal data on your behalf, we do so on your instructions and in line with that policy.
8. Suspension and termination
- An administrator may deactivate any account at any time; deactivation takes effect immediately and ends every active session on it.
- We may suspend or terminate access where these terms are breached, where required by law, or where continued access poses a security risk.
- On termination, your right to use the Service stops. Ask your administrator before you leave if you need a copy of your data — content may be deleted after a reasonable period, and backups age out on their own schedule.
9. Disclaimers
To the fullest extent permitted by law, the Service is provided "as is" and "as available", without warranties of any kind, whether express or implied, including any implied warranty of merchantability, fitness for a particular purpose or non-infringement. We do not warrant that the Service will meet every requirement you have or that defects will always be corrected.
10. Limitation of liability
To the fullest extent permitted by law, we are not liable for indirect, incidental, special or consequential loss, nor for loss of profit, revenue, goodwill, business or anticipated savings, however caused. Our total aggregate liability arising out of or relating to the Service is limited to the amount you paid us for it in the twelve months before the claim arose, or, where the Service was provided free of charge, to a nominal sum.
Nothing in these terms excludes liability that cannot lawfully be excluded, including for death or personal injury caused by negligence, or for fraud.
11. Indemnity
You agree to indemnify us against claims, losses and reasonable costs arising from your Customer Content or your breach of these terms, except to the extent they result from our own breach or negligence.
12. Changes to these terms
We may update these terms. If a change is material we will update the date above and give reasonable notice through the Service. Continuing to use the Service after a change takes effect means you accept the revised terms.
13. Governing law and contact
These terms are governed by the laws of [country / jurisdiction], and the courts of [jurisdiction] have exclusive jurisdiction over any dispute, subject to any mandatory rights you have where you live.
- Organisation: [Your registered company name]
- Registered address: [Street, city, postcode, country]
- Email: legal@mandhouma.com