Terms of Service

These terms govern your use of CalProof, an online calibration record-keeping service operated by Crocker Digital Ltd. By creating an account or using the service, you agree to these terms. If you do not agree, please do not use the service.

CalProof is a trading name of Crocker Digital Ltd, a company registered in England and Wales under Company No. 17008789, with registered office at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom.

1. Acceptance

By clicking "Create account", "Start trial", or by accessing any authenticated area of the service, you confirm that you have read, understood, and agreed to these terms. If you are entering into these terms on behalf of an organisation, you confirm that you have authority to bind that organisation, and "you" in these terms refers to that organisation.

These terms set out a binding contract between Crocker Digital Ltd and the customer who signs up for CalProof. Together with our Privacy Policy, Acceptable Use Policy, and Sub-processors page, they form the entire agreement between us. Where there is a conflict between this document and any other we publish, this document prevails for matters of contract, payment, and termination, while the Privacy Policy prevails for matters concerning the handling of personal data.

We may update these terms from time to time. Where a change is material, we will notify you by email at least 14 days before it takes effect. Continued use of the service after a change takes effect constitutes acceptance of the updated terms. If you do not accept a material change, you have the right to cancel before it takes effect under section 11.

2. Account creation

To use CalProof you must create an account using a valid work email address. You are responsible for keeping your password confidential and for all activity that occurs under your account. You must let us know promptly at security@calproof.co.uk if you suspect that your account has been accessed without authorisation.

You must be at least 18 years old to create an account. The service is intended for use by businesses and the professionals they employ, not by consumers in a personal capacity, and not by anyone under 18.

You may invite colleagues from the same organisation to use your account under a single subscription. Sharing one account across separate organisations is not permitted; please see our Acceptable Use Policy for the full rules.

3. Subscription and free trial

CalProof is offered on a monthly subscription basis. New customers may start a 14-day free trial with no payment card required at signup. During the trial, the full feature set of the chosen plan is available.

If you do not add a payment method by the end of the trial, your account is automatically downgraded to a read-only state and your data is retained for the grace window described in section 6. To continue using CalProof beyond the trial, add a payment method on the billing page; the first invoice is charged on the day after the trial ends.

You may cancel your subscription at any time from the billing page. Cancellation takes effect at the end of the current billing period, and you continue to have access until that date.

4. Acceptable use

You agree to use CalProof only for lawful purposes and in line with our Acceptable Use Policy. The Acceptable Use Policy is incorporated into these terms by reference. Breach of the Acceptable Use Policy may lead to suspension or termination under section 8.

5. Fees and VAT

The fees for each plan are shown on our pricing page. The Starter plan is £29 per month and the Pro plan is £59 per month, charged in pounds sterling. Prices shown exclude VAT. We will add VAT at the prevailing rate when applicable.

Subscription fees are billed monthly in advance through Stripe. Failed payments are retried automatically; if all retries fail, your account moves to a read-only state until payment succeeds.

Refunds are not given for partial months. If you believe you have been charged in error, contact support@calproof.co.uk and we will investigate within 5 working days.

We may change prices on at least 30 days' notice by email. Price changes do not affect the current billing period.

6. Data handling and retention

Your use of CalProof is governed by our Privacy Policy, which forms part of these terms. The Privacy Policy explains what personal data we collect, how we use it, who we share it with, and how long we keep it.

Retention windows for the categories of data we hold are set out in our Retention and Deletion Policy. In summary, profile data, calibration data, and certificate PDFs are retained for the life of your subscription, then held for a 30-day grace window after cancellation, then permanently deleted on day 31. Billing records are retained for 7 years from invoice date to meet UK Companies Act and HMRC obligations.

The audit log is treated separately under a UK GDPR retention exception. The disclosure below applies in full and is repeated verbatim in our Privacy Policy:

"To meet UK ISO 9001 / ISO 17025 record-retention obligations and to support compliance audit cycles, your organisation's audit log is retained for 7 years from the date of your last activity, even if you cancel your subscription. This is the only category of data we retain beyond the 30-day post-cancellation window. All other data (profile, calibration data, certificates) is permanently deleted at day 31. You can request earlier deletion of the audit log by contacting privacy@calproof.co.uk; we will honour the request unless a regulatory hold applies."

You retain ownership of all calibration records, certificate PDFs, and other content you upload to the service. You grant us a limited licence to host, process, and serve that content for the sole purpose of providing the service to you.

7. Intellectual property

CalProof, including the underlying software, design system, templates, and documentation, is owned by Crocker Digital Ltd and is protected by copyright, database right, and other intellectual property laws. Nothing in these terms transfers any ownership of CalProof to you.

You receive a non-exclusive, non-transferable, revocable right to use CalProof during the term of your subscription, in line with these terms.

You may not copy, modify, distribute, sell, sublicense, or create derivative works of CalProof, nor reverse engineer the service, except to the extent that applicable law expressly permits despite this restriction.

8. Suspension and termination

We may suspend or terminate your account if you breach these terms or the Acceptable Use Policy, fail to pay fees due, use the service in a way that risks harm to other customers or to our infrastructure, or if we are required to do so by law. We will give you reasonable notice and an opportunity to cure where the breach is curable, except where the breach is severe or where notice would not be appropriate.

You may close your account at any time from the account settings page or by emailing support@calproof.co.uk.

On termination by either party, the data retention rules in section 6 apply.

9. Limitation of liability

To the fullest extent permitted by law, our total liability to you arising out of or in connection with these terms or your use of CalProof is limited to the fees you have paid to us in the 12 months immediately before the event giving rise to the claim. The cap applies in aggregate across all claims of any kind, not on a per-claim basis.

We are not liable for indirect, incidental, special, consequential, or punitive damages, nor for any loss of profits, revenue, business opportunity, goodwill, or data, in each case whether arising in contract, tort (including negligence), breach of statutory duty, or otherwise, even where we have been told in advance that such losses are possible.

Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited or excluded under English law.

CalProof is a record-keeping tool. It does not replace your obligations under ISO 9001, ISO 17025, UKAS, MHRA, or any other regulatory or certification scheme. You are responsible for ensuring that your records, calibration practice, and quality system meet the requirements of any standard you are accredited or certified against. We make the service available with reasonable skill and care, but we do not warrant that it will be uninterrupted, error-free, or fit for any purpose other than as described in our published documentation.

You agree to indemnify us against third-party claims that arise from your breach of these terms, your breach of the Acceptable Use Policy, or your unlawful use of the service. We will tell you promptly about any such claim, give you reasonable cooperation, and let you take over the defence at your cost.

10. Governing law

These terms and any dispute or claim arising out of them or in connection with them are governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction to settle any dispute or claim, except that we may bring a claim in the courts of any country where you are based to enforce our intellectual property rights.

11. Changes to these terms

We may amend these terms from time to time. The current version is published at calproof.co.uk/legal/terms-of-service, and the "lastUpdated" date at the top of this document records the most recent change.

Where a change is material, we will give you at least 14 days' notice by email before it takes effect. If you do not agree to a material change, you may cancel your subscription before the change takes effect and any remaining prepaid fees for that period will be refunded on a pro-rata basis.

12. Contact

For questions about these terms, contact legal@calproof.co.uk.

For account or product support, contact support@calproof.co.uk.

For privacy enquiries and data subject requests, contact privacy@calproof.co.uk.

For security reports, contact security@calproof.co.uk.

For abuse reports, contact abuse@calproof.co.uk.

The registered office of Crocker Digital Ltd is held on file at Companies House under Company No. 17008789, registered in England and Wales.