Terms of Service

Last updated March 2026 Governing law: England and Wales

These Terms of Service ("Terms") form a binding agreement between you and ROPAi Ltd when you use our platform. Please read them carefully. If you don't agree with these Terms, you should not use ROPAi.

1. Acceptance of Terms

By accessing, browsing, or using ROPAi, you agree to be bound by these Terms, our Privacy Policy, and our Data Processing Agreement (DPA). If you do not agree to any part of these Terms, you may not use our service. We may update these Terms at any time, and continued use of ROPAi after changes become effective means you accept the new Terms.

2. The Service

ROPAi is an AI-assisted UK GDPR compliance platform designed to help organisations manage their compliance obligations. The platform provides tools to create and manage Records of Processing Activities (ROPA), Data Protection Impact Assessments (DPIA), privacy notices, and other compliance documentation.

Important: ROPAi is not a substitute for professional legal advice. AI-generated content—including ROPA entries, DPIA assessments, and privacy notices—is provided as a starting point and must be reviewed and validated by a qualified professional before reliance. You are solely responsible for ensuring your use of ROPAi complies with applicable laws and regulations.

3. Your Account

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You may not share your account with others unless you are on a team plan that permits multiple users. You agree to:

  • Provide accurate, complete, and current information when creating your account;
  • Keep your password secure and not disclose it to others;
  • Notify us immediately of any unauthorised use of your account;
  • Only use one account per person or organisation, unless you have a team plan;
  • Comply with all applicable laws and our Acceptable Use Policy (Section 6).

4. Subscription and Payment

ROPAi offers various subscription plans. For details of available plans and pricing, visit ropai.io.

  • Free Trial: New users receive a 30-day free trial with no payment method required.
  • Billing Cycle: Paid plans are billed monthly or annually, depending on your selection. Billing occurs on the same day each month or year.
  • Payment: You authorise us to charge your payment method for your subscription. Payment must be made in GBP.
  • Cancellation: You may cancel your subscription at any time. Cancellation takes effect at the end of your current billing period.
  • Refunds: We do not offer refunds for partial billing periods. If you cancel mid-month or mid-year, you retain access until the end of that billing period.
  • Price Changes: We may update subscription prices. We will notify you of any price changes at least 30 days in advance. Continued use constitutes acceptance.

5. Your Data

Ownership: You retain all rights to data you enter into ROPAi. We do not own, claim rights to, or sell your data.

Data Processing: When you use ROPAi, you act as the data controller and we act as a data processor on your behalf. Our Data Processing Agreement (DPA) governs how we process personal data. By using ROPAi, you agree to the terms of our DPA.

Data Sharing: We do not share your data with third parties for marketing, sales, or any purpose other than to provide the service. Your data is not sold, traded, or disclosed to other organisations without your explicit consent.

Data Export: You may export your data at any time using the export function in your account settings.

Data Deletion: Upon account termination or deletion, we will delete your data within 30 days, except where we are required to retain it by law (e.g., for tax or legal compliance).

6. Acceptable Use

You agree not to use ROPAi in any manner that:

  • Violates applicable laws or regulations, or facilitates illegal activity;
  • Processes data unlawfully or in breach of data protection laws;
  • Infringes on the rights of others, including intellectual property rights;
  • Attempts to reverse engineer, decompile, disassemble, or otherwise discover the source code, algorithms, or underlying systems of ROPAi;
  • Scrapes, crawls, or automatically extracts data from ROPAi without permission;
  • Shares your account credentials with others (except team members on a team plan);
  • Uses ROPAi to develop competing products or services;
  • Harasses, abuses, or causes harm to ROPAi staff, other users, or third parties;
  • Interferes with or disrupts the security, functionality, or performance of ROPAi;
  • Uses automated tools, bots, or scripts to access ROPAi without permission.

Breach of this Acceptable Use Policy may result in immediate suspension of your account without notice.

7. AI and Accuracy

ROPAi uses artificial intelligence to assist with compliance work, including generating ROPA entries, DPIA assessments, and privacy notices. While we work to ensure AI outputs are helpful and reasonably accurate, we make no warranty that:

  • AI-generated content is legally complete, accurate, or compliant with applicable laws;
  • AI outputs meet the requirements of GDPR, UK data protection law, or any other regulation;
  • Using AI-generated content without review will satisfy your compliance obligations.

Your responsibility: You must review, validate, and adapt all AI-generated content before reliance or use. We recommend having a qualified professional (in-house counsel or external legal advisor) review all compliance documentation before submission to regulators or use in your organisation.

8. Intellectual Property

ROPAi IP: ROPAi, including all software, text, graphics, logos, design, functionality, and branding, is owned by ROPAi Ltd or our licensors. All rights are reserved. You may not copy, modify, distribute, or reverse engineer ROPAi without permission.

Your Data: You retain ownership of all data you input into ROPAi. By using ROPAi, you grant us a limited, non-exclusive licence to process, store, and use your data solely to provide the service and improve our offering (e.g., through anonymised analytics).

Feedback: Any feedback, suggestions, or feature requests you provide to us may be used freely by ROPAi Ltd without compensation or attribution.

9. Limitation of Liability

Cap on Liability: To the maximum extent permitted by law, our total liability to you arising from or relating to these Terms, your use of ROPAi, or any other matter is limited to the amount you paid to ROPAi in the 12 months immediately preceding the claim.

Excluded Losses: In no event shall ROPAi be liable for:

  • Indirect, incidental, special, consequential, or punitive damages;
  • Lost profits, lost revenue, lost data, or loss of business;
  • Costs of substitute goods or services;
  • Any claim arising from decisions you make based on AI-generated outputs or your use of ROPAi.

No Warranty: ROPAi is provided "as is" without warranty of any kind, express or implied. We do not warrant that ROPAi will be uninterrupted, error-free, secure, or fit for any particular purpose.

10. Termination

Termination by You: You may terminate your account at any time by visiting your account settings or contacting us.

Termination by ROPAi: We may suspend or terminate your account immediately, without notice, if we believe you have:

  • Breached these Terms or our Acceptable Use Policy;
  • Engaged in illegal activity or caused harm to ROPAi or other users;
  • Created a security risk or threatened system integrity.

Effect of Termination: Upon termination, your access to ROPAi ends immediately. Your data will be deleted within 30 days as set out in Section 5.

11. Changes to These Terms

We may update these Terms at any time. If we make material changes, we will notify you via email or a prominent notice on our website at least 30 days before the changes take effect. Your continued use of ROPAi after the notice period indicates your acceptance of the new Terms. If you do not accept updated Terms, you must stop using ROPAi and cancel your account.

12. Contact Us

If you have questions about these Terms, our service, or your account, please contact us:

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of laws principles. You irrevocably submit to the exclusive jurisdiction of the courts of England and Wales.

Last updated: March 2026. ROPAi Ltd. All rights reserved.