WorkRoom service terms

Effective 28 September 2026. Business contact presentation updated 29 September 2026. Keep this version with your account records.

1. Who provides WorkRoom

WorkRoom is provided by ArdanShield. Our business contact details are shown below. These terms are for business customers. The person creating the account must be authorised to bind the hotel business identified on the account. “You” means that business; “we” means ArdanShield.

2. Your service and account

WorkRoom supports hotel tasks, handovers, maintenance, contractor records, documents and team planning. Your order identifies your plan, hotel and staff allowances, storage, price and billing frequency. Features described as planned, integrations awaiting connection, or optional services not included in your order are not part of your purchased service. PMS connections, key-card issuing, offline operation and automated safety certification are not included.

Use individual staff accounts. You control who may access your hotel's information and must promptly remove access when it is no longer appropriate. Keep passwords confidential, maintain accurate account contacts and report suspected unauthorised access promptly. We may access records only for authorised support, service operation, security or legal obligations as described in the processing agreement.

3. Free pilots

An invitation offers 30 days of access from activation for one hotel, up to 50 active staff and 20 GB of storage, unless the invitation expressly agrees otherwise. No card is required and a pilot does not automatically become a paid subscription. Its end date appears in the account. After expiry, updates stop and you have at least 30 days to read records and request an export or arrange continuation. Contact us if you need help returning your information. Starting a paid plan requires your separate agreement and checkout.

4. Paid subscriptions and cancellation

Where paid checkout is available, monthly fees are charged in advance for the number of hotels and selected plan shown in checkout. Any applicable tax and the amount due are shown before payment. A paid subscription renews monthly until cancelled. Your verified payment confirmation and account record identify the agreed order. A failed or incomplete checkout does not grant paid access.

You may cancel renewal using the account's billing portal where available or by emailing us from your registered account address before the next renewal. Cancellation takes effect at the end of the paid period; you keep access until then. We do not normally refund unused days when you choose to cancel mid-period. We will correct duplicate or erroneous charges and provide an appropriate remedy, including a proportionate refund where appropriate, if we cannot provide a material part of the service you paid for. This does not limit rights that cannot lawfully be excluded.

Changes to recurring prices require at least 30 days' notice and apply no earlier than your next renewal after that notice, so you can cancel first. Extra hotels, storage, onboarding or other chargeable additions require an explicit order. Reaching an allowance does not authorise an unagreed charge. An onboarding request is not an order until scope, price and delivery arrangements are agreed; self-service setup remains available.

5. Appropriate use and your information

You retain your rights in your records and grant us only the rights needed to operate the service and carry out your instructions. You must have a lawful basis for information you upload and provide suitable notices to staff and other affected people. Do not upload payment-card details, passwords, identity documents, medical or disciplinary records, or unnecessary guest personal data into general operational records. Do not upload unlawful material, infringe another person's rights, test other customers' access or disrupt the service.

WorkRoom records support your decisions; they do not replace emergency procedures, qualified inspections, professional advice or your own legal and safety responsibilities. An uploaded photograph or completed checklist is not a certification. If an AI-assisted feature is made available, review its output against source records before relying on it; it does not make decisions on your behalf.

6. Support and service operation

Email workroom@ardanshield.com for support. We aim to acknowledge requests within two UK business days, excluding public holidays. This is an acknowledgement target, not a guaranteed resolution time or a 24-hour emergency service. Security incidents are handled separately without undue delay. We use reasonable care and skill to maintain the service, protect records and investigate faults, but do not promise uninterrupted access or that all errors can be prevented.

We may temporarily restrict access where reasonably necessary for security, maintenance, non-payment or a material breach. We will give notice and an opportunity to resolve the issue where practical, and act proportionately. We may terminate for an unremedied material breach following reasonable notice, or immediately where continued access would create a serious security or legal risk. Export and mandatory data-protection obligations continue to apply.

7. Data protection, return and closure

The hotel data-processing agreement forms part of these terms for hotel-controlled personal data. Our privacy notice explains our own account and service processing. Your use does not permit us to train shared AI models on private hotel records.

On cancellation or pilot expiry, you have at least 30 days of read access to arrange return or closure. Contact us for an assisted export of operational records and original uploads. A verified hotel administrator may instruct deletion, subject to legal retention duties. Operational closure is handled by an authorised operator, normally within 30 days of a verified instruction. It is not triggered by silently deleting your hotel at pilot expiry. Restricted backup copies ordinarily expire within 35 days; a recovery incident or legal hold may require documented restricted retention until safely resolved. Completed deletion instructions must be reapplied before a restored service is reopened. Account, billing and legal records follow the separate privacy schedule.

8. Responsibility and disputes

Each party is responsible for losses caused by its breach to the extent required by applicable law, taking account of the other party's reasonable steps to reduce loss. Nothing in these terms excludes liability for fraud, death or personal injury caused by negligence, or any liability that cannot legally be limited. No statement in a guide or dashboard removes these protections.

Please contact us first so we can investigate a complaint and seek a practical resolution. These business terms are governed by Scots law, and the Scottish courts have jurisdiction, except where mandatory law requires otherwise. Changes to material service terms will be notified in advance; they will not retrospectively change an accepted order. The processing agreement prevails over these terms if there is a conflict about processing hotel personal data.

Questions or requests: workroom@ardanshield.com.