Terms of use

Who we are

One Place Care is a service run by Arron & Partners Ltd, a company registered in England and Wales. "We" and "us" mean that company. "You" means the care provider that has an account, and the people it allows to use it.

What the service is

One Place Care is software for running a care service: records, rota, staff files, training, safety and quality, and money. It is a tool. It does not replace the judgement of the people who deliver care, and it is not medical advice. Decisions about a person's care are made by suitably trained and qualified staff. The training material and skills sign-offs are for use by your own staff under your own supervision, and you remain responsible for deciding who is competent to do what.

Your account

• Give us accurate details, and keep sign-in details private. Do not share a sign-in between people.
• You are responsible for what is done with your account, for choosing who gets manager access, and for removing people who leave.
• Managers must use two-step sign-in. Do not switch it off for anyone who can see private records.
• Tell us straight away if you think a sign-in has been misused.

Your records and your data

• The records you put in the system belong to you. We only use them to provide the service to you.
• You are the controller of the personal information in your records, and we are your processor. We handle it only on your instructions and as set out in our privacy notice and any data processing terms we agree with you.
• You are responsible for having a lawful reason to hold the information, for telling your staff and the people you support how you use it, and for keeping it accurate.
• You can download your records at any time, including after you switch an area off. When a subscription ends we will give you a reasonable time to take a copy, and then delete your records unless the law requires us to keep something.

Using the service properly

Do not use the service for anything unlawful, try to get into records that are not yours, interfere with how it works, copy or resell it, or put in material that you have no right to use. We may suspend an account that is being misused, and we will tell you why.

Keeping it running

We work to keep the service available and safe. Things sometimes go wrong, and we cannot promise it will never be unavailable. Keep your own plan for what staff do if the system cannot be reached, for example a printed copy of key care plans and medicines information. Where we agree a service level with you in writing, that applies.

Features that use other companies

Some areas, such as reading uploaded certificates or old care plans, or turning speech into text, send information to another company to do the job. They are switched off until you choose to use them, and the reason is shown beside each one. Anything these tools produce is a draft for a person to check. It is never final until someone has read and accepted it.

Price and payment

The price and billing period are those in your order or on your invoice. We may change prices for a future period if we give you at least 30 days' notice. Unless the law says otherwise, fees already paid are not refundable for a period that has started.

Ending

You can stop using the service at the end of the period you have paid for. We may end or suspend the service if you seriously or repeatedly break these terms or do not pay, after giving you a fair chance to put it right where that is possible. If we end it for any other reason, we will give you reasonable notice and refund any fees for time you did not receive.

Our responsibility to you

We will provide the service with reasonable care and skill. Nothing in these terms limits liability that cannot be limited by law, such as for death or personal injury caused by negligence, or for fraud. Beyond that, we are not liable for loss that was not reasonably foreseeable, or for loss caused by information you entered being wrong or by decisions made without proper professional judgement. Our total responsibility to you for any claim relating to the service is limited to the fees you paid us in the 12 months before the claim.

Changes to these terms

We may update these terms. If a change matters, we will tell you before it applies and give you the chance to stop using the service. Using it after that means you accept the new terms.

The law

These terms are governed by the law of England and Wales, and the courts of England and Wales can deal with any dispute. Questions: arron@arronpartners.co.uk.