Summ Base terms of service

1. Who we are

Summ Base is provided by Consult Blue Ltd, a company registered in England and Wales, company number 08528647, trading as Summ Base. We are registered with the Information Commissioner’s Office, registration C1910715.

In these terms “we” and “us” mean Consult Blue Ltd. “You” means the organisation that opens an account or buys a licence, and the person acting for it. Questions: hello@summbase.co.uk, answered by a person within one working day.

2. The service

Summ Base has two tiers. Plan is free: the action plan composer, the policy and comms templates, the risk assessment, the readiness check and a full worked example. Evidence is a paid annual licence: the anonymous survey, live results, the evidence pack, the submission pack and remeasurement.

The full contents of each tier are listed at summbase.co.uk/pricing. Plan collects no survey answers and is not time limited. Nothing you build in Plan is lost when you buy Evidence: it is the same portal with the survey switched on.

3. The licence

• An Evidence licence runs for twelve months from the day it starts.
• One licence covers one legal entity, which is also what the government service expects: one plan per entity with 250 or more employees.
• The price does not depend on how many people you employ. One licence costs the same whether your entity has 250 employees or 25,000, and we may ask for a headcount but it does not change what you pay.
• We do not change your price during a term, and your renewal price is recorded on your account when you buy (section 6).

4. Price and payment

An Evidence licence costs the same at any number of employees:

• Prices are in pounds sterling. No VAT is charged. See section 9.
• You can pay by card through Stripe, or by invoice. Card details go to Stripe directly and never touch our systems.
• An invoice is payable within 30 days of its date.
• For an order at or below £10,000, your portal opens when the order is placed, before the invoice is paid.
• For an order above £10,000, your portal opens when the invoice is paid.

5. How the price is worked out

• Evidence costs £24 for each person the licence covers, for each year of the licence.
• The people covered are the people employed by the entity named on your order. It is not the number of your people who create an account with us. We do not count accounts for billing, and we never report that number to you.
• You tell us that number when you order, and your price is worked out from it. If it changes during a licence, your price does not change until you renew.
• The price that applies is the one in force on the day you place your order.
• From 2,000 people there is no published price. We agree it with you in writing before you order.

6. Renewal

The licence runs for twelve months and does not renew automatically. We email you before it ends. Renewing is a fresh purchase at the rate per person on the day you renew.

Nothing renews automatically, and we never take a payment you have not asked for. Your price is recorded on your account when you buy, so it does not change during a licence if the number of people you employ changes, or if we later change our published rate.

7. Refunds and cancellation

• Year one: Full refund any time before you export your submission pack. No questions.
• Exporting the submission pack is the moment you take the evidence out of the service, which is why it ends the refund window.
• A renewal can be cancelled at any time before the renewal date, at no charge. Because nothing renews automatically, not renewing is the same as cancelling.
• There is no refund once a renewal invoice has been paid.

8. What stops when a licence ends

• No new survey rounds can be started and no new exports can be made.
• Everything already collected stays readable and downloadable in your portal.
• A survey round that is already collecting always finishes. We never cut off answers over payment.
• Plan stays open, with everything in it.

9. VAT

No VAT is charged. Consult Blue Ltd is not currently VAT registered. If it registers, VAT is added at the prevailing rate from that date, on invoices raised from that date. The prices in these terms are stated without VAT.

10. Your data and your people’s data

• For employer contact data and optional employee account data, Summ Base is the controller. For survey answers, you are the controller and Summ Base is the processor, acting only on your instructions. The privacy policy sets out each in full.
• Data is stored in Cloudflare’s Western Europe region. All processing is subject to UK GDPR and the Data Protection Act 2018.
• The reporting floor of 10 people, and the rounding of health-related tallies to the nearest 5, are terms of this contract. We will not report below the floor at anyone’s request, including yours.
• Retention is as the privacy policy states: survey data is deleted within 90 days of your use ending, or sooner if you ask.
• A data protection note describing your own setup is generated in your portal, for your privacy lead.
• You are responsible for your own data protection impact assessment, if you decide one is needed. Summ Base supplies the material for it: the data protection note, the privacy policy and the security and privacy page.

11. Neutrality and clinical content

Summ Base takes no commission from any provider it measures or signposts, and is not a menopause provider. Nothing in the service is clinical advice.

There is no clinical content in Summ Base. The survey asks what affects work, never symptoms or how severe they are, and every document is a workplace document. Nothing waits on clinical sign-off.

12. Publication

You publish your plan yourself, on your own website and on the government service. Summ Base never submits a plan for you and never hosts one. What you publish, and when, is your decision and your responsibility.

13. Acceptable use

You agree to:

• use the service only for your own organisation’s action plan;
• give a truthful organisation name and headcount;
• keep your portal link private, since it is the key to your account;
• send the survey only to your own people;
• never try to identify an individual from survey results, or combine them with other data to do so;
• not resell the service or share access with another legal entity.

We may suspend an account used in breach of this section, and we will tell you why.

14. Liability

• We provide the service with reasonable skill and care.
• Our total liability to you under or in connection with these terms is capped at the fees you paid us in the twelve months before the claim.
• We are not liable for indirect or consequential loss, or for loss of profit.
• Nothing in these terms excludes or limits any liability that the law does not allow to be excluded or limited, including for death or personal injury caused by negligence, or for fraud.
• The service is not legal advice. Whether your plan meets the guidance is your decision.

15. Changes to these terms

We may change these terms. We will email the address on your account with at least 30 days’ notice of any change that affects a live licence. A renewal is on the terms in force when you renew, which we send you before it.

16. Governing law

These terms are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction over any dispute.