1. Introduction
These Terms of Service govern the provision of Handbookly™ and related consultancy services provided by Fountain People Solutions Ltd (“the Consultant”) to the subscribing client (“the Client”).
By subscribing to this service, the Client agrees to the terms outlined below.
2. Scope of Service
2.1 Handbookly™ Hosting & Access
The Consultant will host the Client’s Handbookly™ and associated policies for the duration of the active subscription. Clients will have access to view and use these materials while the subscription remains in effect.
2.2 Initial Setup & Personalisation
The Consultant will spend up to eight hours on initial setup, including:
Any additional hours required beyond the initial 8 will be charged at £90 per hour, with prior agreement.
You will be required to complete a personalisation form which we will follow to update your Handbookly™.
The initial draft will be submitted to the Client within fifteen working days, depending on the level of customisation
2.3 Monthly Support & Updates
The Client is entitled to one hour of consultancy support per month, to apply edits or changes requested by employees or the business.
Additional time will be billed at the hourly rate of £90.
Any unused hours do not roll over to the next month.
Legislative updates will be monitored and applied to the handbook as needed throughout the subscription.
A prior Client approval will be required for any updates. If the Client does not provide approval for the recommended updates, the Consultant will not implement such changes. In this event, the Consultant shall not be held liable for any consequences, losses, or compliance issues arising from the Client’s decision not to approve or proceed with the updates.
Before implementing any changes, the Consultant will take a copy of the current handbook in PDF format. This copy can be provided to the Client on request to ensure the Client’s central document register is updated and to assist with any future reference or liability issues.
3. Subscription Terms
3.1 Duration
The contract is for an initial term of two years.
After the initial term, the contract will continue on a rolling monthly basis.
3.2 Pricing
Pricing is fixed for the first two years.
After this period, pricing may be subject to change, with a minimum thirty days’ notice provided
to the Client.
4. Cancellation & Termination
If you do need to cancel during the initial two-year term, we ask for thirty days’ notice and a cancellation fee equal to twelve months of your subscription. This helps cover the upfront time spent personalising your handbook and ensures we're not left out of pocket for the early work. If your remaining subscription is less than twelve months, you will only be required to pay the remainder of the subscription.
After the initial two-year term, the Client may cancel at any time with thirty days' written notice.
On the last day of paid subscription, hosting will cease, and access to the digital handbook through the live link will be revoked
4.1 Document Access on Cancellation
The Client may request copies of the latest versions of the handbook and associated policies before the end of the term.
These will be provided in downloadable format (e.g. PDF or Word), upon request, before the subscription ends, subject to Section 4.2 below.
4.2 Document Release Conditions
Final copies of the handbook and associated policies will only be provided upon full settlement of all outstanding fees, including any applicable cancellation charges. If the Client fails to pay the cancellation fee outlined in Section 4, the Consultant reserves the right to withhold delivery of all final documents and revoke all access.
5. Ownership & Intellectual Property
The Consultant retains intellectual property rights in the base handbook structure and templates.
The Client retains full rights to their own branding, company-specific content, and any custom content added during the subscription.
5.1 Unauthorised Use of Intellectual Property
The Client agrees not to reproduce, distribute, reverse-engineer, or commercially exploit any part of the Handbookly™ templates or structure outside the scope of this agreement. Any unauthorised use, copying, or dissemination of the Consultant’s proprietary materials will be considered a breach of this agreement and may result in legal action.
6. Cybersecurity & Data Protection
The Consultant will take reasonable technical and organisational measures to secure access to the Handbookly™ platform and safeguard Client data. However, the Consultant shall not be held liable for any data breach, unauthorised access, or loss of data arising from factors beyond reasonable control, including third-party attacks or infrastructure failures.
Where personal data is processed on behalf of the Client, both parties agree to comply with their respective obligations under applicable data protection laws, including the UK GDPR.
The Consultant acts as a data processor and will not retain, use, or disclose Client data except as necessary to perform the agreed services.
7. Limitation of Liability
The Consultant will provide updates and advice based on UK HR and employment legislation to the best of their professional knowledge. However, ultimate responsibility for legal compliance remains with the Client.
7.1 Limitation on Liability for Data Breaches and IP Theft
To the maximum extent permitted by law, the Consultant shall not be liable for indirect, incidental, or consequential damages arising from data breaches, intellectual property misuse by third parties, or unauthorised access to hosted content. The Client is responsible for any internal misuse or mismanagement of login credentials.
7.2 Password Protection Responsibility
The Consultant will advise and encourage the Client to apply password protection or access controls to their Handbookly™ platform and associated documents. If the Client chooses not to apply such protections, the Consultant shall not be held liable for any unauthorised access, data breach, disclosure, or resulting consequences arising from the Client’s decision.
8. Confidentiality
Both parties agree to keep confidential any proprietary or sensitive business information exchanged during the course of the agreement.
9. Governing Law
This agreement shall be governed by the laws of Scotland.
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Registered in Scotland No. SC810667