Terms of Service

1. About these terms

These terms are the agreement between you and SoTech Studio Limited, trading as GIMLabs (”GIMLabs”, “we”, “us”). We are registered in England and Wales, company number 13906561, at Cedar Barn, White Lodge, Walgrave, Northampton, NN6 9PY. Our VAT number is GB407118914.

They cover your use of the GIMLabs platform: our web apps, mobile apps, Excel add-in, API, QGIS plugin and documentation (together, the “Services”).

We have written them in plain English on purpose. If anything is unclear, ask us at support@gimlabs.io.

GIMLabs is a tool for businesses. You confirm that you are using it for your business or profession and not as a consumer.

2. Accepting these terms

You accept these terms when you create an account, tick a box saying you accept them, start a trial, or pay for a subscription, whichever comes first.

If you are signing up for a company or other organisation, you confirm you have the authority to accept these terms on its behalf. “You” then means that organisation, and it is responsible for everyone it gives access to.

These documents form part of the agreement:

• Acceptable Use Policy
• Fair Use Policy
• Data Processing Agreement
• Support and Availability

If you have a separate licence agreement signed with us, that agreement applies instead of these terms wherever the two conflict.

3. Your account

You agree to give us accurate account details and keep them up to date, keep login details secure, and tell us promptly if you think an account has been compromised.

Each person needs their own login. You are responsible for what your users do in GIMLabs.

You choose who in your organisation is an administrator. Administrators can add and remove users, change your plan and manage billing, so choose them carefully.

4. Plans, trials and licences

Plans. What each plan includes is set out on our pricing page. We may add features to a plan at any time. We will not remove a feature you rely on from a plan you have paid for during the period you have paid for.

Trials. We may offer a free trial. No payment details are needed to start one. When a trial ends, access pauses until you subscribe. Your data is kept as described in section 11.

Licences. GIMLabs is licensed by concurrent use. You can register as many users as you like. The number of licences you buy is the number of people who can be signed in at the same time. Licences are shared across your organisation on a first come, first served basis, and are not tied to named individuals.

You can add licences at any time from your billing settings. Extra licences are charged from the day you add them, pro rata for the rest of your billing period.

5. Fees and payment

Prices. Prices are shown on our pricing page and exclude VAT and any other sales tax. We charge in pounds sterling, or in euros for organisations in the euro area, as shown at checkout; your subscription stays in the currency you first subscribe in. Where tax applies we add it at checkout and show it on your invoice. If your organisation is a VAT-registered business outside the UK and gives us a valid VAT number, VAT is not added where the reverse charge applies, and your invoice says so; you account for any VAT due in your own country.

Billing. Subscriptions are billed in advance, either monthly or annually. Payments are taken by our payment processor, Stripe. We do not see or store your full card details.

Renewal. Your subscription renews automatically at the end of each billing period, for the same length of time, until you cancel.

Cancelling. You can cancel at any time from your billing settings. Cancelling stops the next renewal. You keep access until the end of the period you have already paid for.

Refunds. Fees are non-refundable. We do not refund unused time if you cancel part way through a billing period. If you reduce your licences part way through a period, any amount due back to you is held as a credit against your future invoices and is not paid out.

Failed payments. If a payment fails we will tell you and try again. If it is still unpaid after 14 days we may suspend access until it is paid.

Price changes. We may change our prices. We will email your administrators at least 30 days before a change affects you. A change only applies from your next renewal, never part way through a period you have paid for.

Professional services. Onboarding beyond our standard support, training, template building and data migration are separate services. We will agree the scope and a price with you in writing before we start.

6. Using GIMLabs fairly

You agree to follow our Acceptable Use Policy and our Fair Use Policy.

In short: use GIMLabs for your own ground investigation and related work, do not share logins to get round your licence count, do not attack or overload the platform, and do not resell it.

7. Your data

It is yours. You own all the data, files and content that you or your users put into GIMLabs (”Customer Data”). We claim no ownership of it.

What we do with it. You give us permission to host, copy, process and display Customer Data only as needed to provide, secure and support the Services for you.

What we do not do with it. We do not sell Customer Data. We do not share it with other customers. We do not use your project data, logs, results or reports to train artificial intelligence models, or for any purpose other than providing the Services to you, unless you explicitly ask us to.

Usage statistics. We collect statistics about how the Services are used, such as which features are used, volumes and performance. We use these in aggregated, anonymised form to run and improve GIMLabs. They never identify you, your clients, your projects or your sites.

Your responsibilities. You are responsible for the accuracy, quality and legality of Customer Data, and for having the right to put it into GIMLabs, including any data belonging to your clients.

Backups. We take regular automated backups of the platform. If data is lost or damaged because of a fault on our side, we will use reasonable efforts to restore it from the most recent backup. We recommend you also export data that is important to you.

Personal data. Where Customer Data includes personal data, we process it on your behalf under our Data Processing Agreement. Our Privacy Policy explains how we handle personal data we collect for our own purposes, such as your account and billing details.

8. Who owns what

GIMLabs. We and our licensors own the Services, including the software, the design, the standard templates and configurations we supply, and the documentation. We give you a non-exclusive, non-transferable right to use them for your internal business purposes for as long as you have an active subscription or trial.

Your templates and configurations. The content you create in GIMLabs, such as your own templates, configurations, lists and validation rules, is yours. It is part of your Customer Data. Because it is built to run inside GIMLabs, it may only be usable within the Services.

Work we do for you. Where we build templates or configurations for you as a paid service, you may use them for as long as you use GIMLabs. We keep the right to reuse general methods and know-how that do not contain your confidential information.

Feedback. If you send us ideas or suggestions, we may use them without restriction or payment.

9. Professional responsibility

GIMLabs helps you capture, manage, check and present ground investigation data. It does not replace professional judgement.

• Validation rules, calculations, classifications, charts, sections and reports are aids. A competent professional must check outputs before relying on them.
• You remain responsible for your engineering decisions, the conclusions you draw, and the reports you issue.
• Maps, coordinates and location data are provided for reference. Do not rely on them where precise positioning is safety critical without checking them independently.
• Third-party data shown in GIMLabs, such as mapping and geological layers, is provided by others. We do not guarantee it is accurate or available, and the provider’s own terms may apply.

10. Availability, support and changes to the Services

Our commitments on support and availability are set out in Support and Availability.

We release improvements regularly. We may change or remove features, but we will not make a change that materially reduces the core functionality of your plan during a period you have paid for without giving you reasonable notice.

Features we label as beta or preview are provided as they are, may change or be withdrawn, and are not covered by our availability target.

11. Suspension, ending the agreement and your data

Ending it. You can stop using GIMLabs at any time by cancelling your subscription. Either of us can end the agreement if the other seriously breaches it and does not put it right within 30 days of being told about it.

Suspension. We may suspend access if fees are overdue as described in section 5, if there is a serious breach of the Acceptable Use Policy, or if we need to protect the Services or other customers from a security risk. Where we reasonably can, we will tell you first and give you the chance to fix the problem.

Getting your data out. For 30 days after your subscription or trial ends, we will give you access to export your Customer Data. Ask us if you need help.

Deletion. After that, we delete your Customer Data from our live systems within 90 days of the end of your subscription. Copies in backups are overwritten in the normal course of our backup cycle. If you need your data deleted sooner, ask us.

12. Our liability

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

Subject to that:

• we provide the Services with reasonable care and skill, but we do not promise they will be uninterrupted or error free, or that they will meet every requirement you have;
• neither of us is liable to the other for loss of profit, revenue, business, goodwill or anticipated savings, or for any indirect or consequential loss;
• if Customer Data is lost or damaged, our responsibility is to use reasonable efforts to restore it from our most recent backup; and
• our total liability to you in any 12 month period is limited to the fees you paid us in that period.

You agree to cover our reasonable costs and losses if a third party brings a claim against us because of your Customer Data or because of a breach of the Acceptable Use Policy by you or your users.

13. Changes to these terms

We may update these terms. For any change that materially affects your rights or what you pay, we will email your administrators at least 30 days before it takes effect. If you do not agree to a change, you can cancel before it takes effect. Continuing to use the Services afterwards means you accept the updated terms.

We keep the date of the last update at the top of this page.

14. General

• Whole agreement. These terms, and the documents listed in section 2, are the whole agreement between us about the Services.
• Transfer. You may not transfer this agreement without our written consent. We may transfer it as part of a sale or reorganisation of our business, provided your rights are not reduced.
• Events outside our control. Neither of us is responsible for a failure caused by something outside our reasonable control.
• Third parties. Nobody other than you and us has any right to enforce these terms.
• If part is invalid. If a court finds part of these terms invalid, the rest continues to apply.
• No waiver. If either of us delays in enforcing a right, that does not mean we have given it up.
• Notices. We will send notices to the email addresses of your account administrators. Send notices to us at support@gimlabs.io.
• Law. These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

15. Contact

SoTech Studio Limited, Cedar Barn, White Lodge, Walgrave, Northampton, NN6 9PY

General and support: support@gimlabs.io

Privacy and data protection: privacy@gimlabs.io