Terms of Service

These terms govern your use of NGS CORE, an AI onboarding assistant provided by NGS CORE Ltd (“NGS CORE”, “we”). By creating an account, you’re agreeing to these terms on behalf of yourself and, if you’re signing up for an organisation, on behalf of that organisation (“you”, the “Customer”).

1. The service

NGS CORE lets you upload internal documents (handbooks, policies) and gives your staff an AI assistant that is designed to answer their questions primarily using content from the Customer’s uploaded documents. Where the assistant doesn’t have enough information to answer accurately, it says so rather than guessing.

The assistant is a tool to help staff find information faster — it is not a substitute for professional, legal, medical, or safety advice. AI-generated responses are provided as an information-retrieval and onboarding aid and are not guaranteed to be complete, accurate, or suitable for every situation. Answers should be verified against the source document or a manager for anything safety-critical, and the Customer remains responsible for verifying information and for all employment, health and safety, safeguarding, legal, clinical, and operational decisions.

2. Accounts and access

• You’re responsible for the accuracy of the documents you upload and for keeping your account credentials secure.
• Admin users can invite staff and control who has access. Removing someone from your organisation revokes their access immediately.
• You won’t use the service to upload content you don’t have the rights to, or that’s unlawful, defamatory, or harmful.
• You’re responsible for ensuring you have an appropriate lawful basis and all necessary permissions, notices, and authorisations for any personal data included in the content you upload.

3. Plans and billing

Two pricing models are available, chosen at sign-up:

• Per-Seat: £15 per team member per month, five-seat minimum, billed monthly.
• Per-Hire: £99/month base fee, plus £35 for each new starter added after your existing team is first loaded in.

New accounts get a 14-day free trial; cancelling during the trial ends access at the end of the trial period and you won’t be charged. Fees are billed in advance (Per-Seat) or as incurred (Per-Hire starter charges) via Stripe. You can cancel at any time from your billing page; cancellation takes effect at the end of the current billing period and doesn’t affect fees that had already accrued before the effective date of cancellation. Fees already paid are non-refundable except where required by law.

If payment fails and isn’t resolved, we may suspend access to the service until billing is brought up to date. We’ll always leave your billing page reachable so you can fix it yourself.

4. Your data

You own the documents you upload and the data your organisation generates. We process it only to provide the service to you, as described in our Privacy Policy and Data Processing Agreement. You can export a full copy of your organisation’s data at any time from Settings, and we’ll provide it within 14 days of a written request in any case.

5. Data Processing Agreement

Where the Customer Data constitutes personal data processed by NGS CORE on behalf of the Customer, our Data Processing Agreement forms part of these Terms. In the event of any conflict between these Terms and the DPA concerning the processing of personal data, the DPA takes precedence to the extent of the conflict.

6. Acceptable use

You agree not to:

• Use the Service to intentionally process special category data or criminal offence data unless NGS CORE has expressly agreed in writing to support that processing and the parties have implemented any additional safeguards reasonably required. This doesn’t affect NGS CORE’s obligations under the DPA if such data is inadvertently included in Customer Data.
• Attempt to bypass usage limits, reverse-engineer the service, or resell access without our written agreement
• Use the service in a way that could disrupt it for other Customers

7. Availability

We aim for high availability but don’t guarantee the service will be uninterrupted or error-free. We’ll give reasonable notice of planned maintenance where practical.

8. Intellectual property

We own the NGS CORE software, branding, and underlying technology. Nothing in these terms transfers that ownership to you. You retain all rights to the content you upload.

9. Confidentiality

Each party will keep confidential all non-public information disclosed by the other party in connection with the Service, and will use it only to perform or receive the Service. This doesn’t apply to information that’s publicly available, was already lawfully known to the receiving party, is independently developed, or must be disclosed by law or a competent authority. Customer Content is the Customer’s confidential information.

10. Limitation of liability

Nothing in these Terms excludes or limits liability to the extent that it cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability which applicable law doesn’t permit the parties to exclude or limit.

Subject to the above, NGS CORE’s aggregate liability arising out of or in connection with the Service or these Terms won’t exceed the fees paid or payable by the Customer in the 12 months preceding the event giving rise to the claim.

Neither party is liable for indirect or consequential loss, loss of profit, revenue, goodwill, or anticipated savings.

11. Termination

You can close your account at any time. Either party may terminate the agreement for material breach if the breach is capable of remedy and hasn’t been remedied within 30 days of written notice.

NGS CORE may suspend access immediately where reasonably necessary to protect the security or integrity of the Service, comply with the law, prevent unlawful use, or address a material security risk. NGS CORE may terminate the agreement where the Customer materially breaches these Terms and the breach isn’t remedied within the applicable cure period, or where continued provision of the Service would be unlawful or would materially expose NGS CORE or other Customers to security or legal risk.

On termination, you may export your data in accordance with these Terms and the DPA. Customer Data will be deleted in accordance with the DPA and our Privacy Policy, subject to applicable legal retention requirements and backup cycles.

12. Changes to these terms

We may update these terms from time to time. For material changes, we’ll notify account admins by email before they take effect.

13. Governing law

These terms are governed by the laws of England and Wales, and any disputes are subject to the exclusive jurisdiction of the courts of England and Wales.

14. Contact

Questions about these terms: help@ngs-core.com.