Terms of Service

Last Updated: 25 January 2026

Important: Please read these Terms of Service carefully before using ProcureFly. By accessing or using our services, you agree to be bound by these terms.

1. Introduction and Parties

These Terms of Service ("Terms") constitute a legally binding agreement between:

"You" / "Your" / "Customer": The individual or organisation accessing or using the Service
"ProcureFly" / "We" / "Us" / "Our": ProcureFly, the provider of the RFP management platform and related services

2. Description of Service

ProcureFly is a cloud-based Request for Proposal (RFP) management platform that enables organisations to:

Create, manage, and track RFPs throughout the procurement lifecycle
Manage vendor relationships and evaluate proposals
Handle purchase orders and invoicing
Store and organise procurement documents securely
Collaborate with team members across departments
Generate reports and analytics for data-driven decisions

3. Acceptance of Terms

By accessing or using ProcureFly, you confirm that:

You have read, understood, and agree to these Terms
You are at least 18 years of age
You have the legal capacity to enter into binding contracts
If acting on behalf of an organisation, you have authority to bind that organisation

If you do not agree to these Terms, you must not access or use the Service.

4. Account Registration

4.1 Account Creation

To use ProcureFly, you must register an account and provide:

Accurate and complete registration information
A valid email address
Organisation details (for business accounts)

4.2 Account Security

You are responsible for:

Maintaining the confidentiality of your login credentials
All activities that occur under your account
Notifying us immediately of any unauthorised access
Ensuring your account information remains accurate and up-to-date

4.3 Account Administrator

Organisation accounts may designate administrators who have additional rights to:

Add or remove users
Manage permissions and access levels
Access billing and subscription information
Configure organisation-wide settings

5. Subscription Plans and Payment

5.1 Available Plans

ProcureFly offers the following subscription tiers:

Free: Limited features for individuals and small teams
Pro: Enhanced features for growing organisations
Business: Advanced features with unlimited usage
Enterprise: Custom solutions with dedicated support

5.2 Pricing and Billing

All prices are displayed in GBP (£) unless otherwise specified
Prices are exclusive of VAT where applicable
Subscriptions are billed monthly or annually in advance
Payment is due upon invoice or as agreed
We reserve the right to modify pricing with 30 days' written notice

5.3 Free Trial

New customers may be eligible for a 30-day free trial
No payment details required to start the trial
Full access to Pro plan features during the trial period
You may cancel at any time during the trial without charge

5.4 Refunds

We offer a 30-day money-back guarantee. If you cancel your subscription within 30 days of any payment date, you are eligible for a full refund of that specific payment. Refunded accounts will lose access to premium features immediately upon processing.

6. Cancellation and Termination

6.1 Cancellation by You

You may cancel your subscription at any time through your account settings.
Refund Window: If cancelled within 30 days of payment, you are eligible for a full refund, and access will be terminated upon processing.
Post-30 Days: If cancelled after 30 days, no refund is provided, but you will retain full access to ProcureFly until the end of your current paid billing period.

6.2 Termination by Us

We may suspend or terminate your account if you:

Breach these Terms
Fail to pay outstanding fees
Engage in illegal or harmful activities
Pose a security risk to the Service or other users

6.3 Effect of Termination

Upon termination:

Your right to access the Service ceases immediately
We may delete your data after the retention period
Provisions that should survive termination will remain in effect

7. Acceptable Use Policy

7.1 Permitted Use

You may use ProcureFly only for lawful business purposes in accordance with these Terms and applicable UK law.

7.2 Prohibited Activities

You must NOT:

Violate any applicable laws or regulations (including UK GDPR, Data Protection Act 2018)
Infringe intellectual property rights
Upload or transmit malware, viruses, or harmful code
Attempt to gain unauthorised access to systems or data
Interfere with or disrupt the Service
Use the Service to send spam or unsolicited communications
Reverse engineer, decompile, or disassemble the Service
Resell or redistribute the Service without written permission
Use automated systems to access the Service (except via our API)
Store or process illegal content

8. Your Data and Content

8.1 Ownership

You retain all intellectual property rights in the data and content you upload to ProcureFly ("Your Content"). We do not claim ownership of Your Content.

8.2 Licence to Us

By uploading Your Content, you grant us a limited, non-exclusive licence to:

Host, store, and backup Your Content
Process Your Content to provide the Service
Display Your Content to authorised users

This licence exists solely to enable us to provide the Service and terminates when you delete Your Content or close your account.

8.3 Your Responsibilities

You are solely responsible for:

The accuracy and legality of Your Content
Ensuring you have the right to upload and share Your Content
Compliance with data protection laws when uploading personal data
Maintaining appropriate backups of Your Content

8.4 Data Processing

Where you upload personal data of third parties, you act as the data controller and we act as your data processor. Our Privacy Policy and Data Processing Agreement (available upon request) govern such processing.

9. Data Protection and GDPR

UK GDPR Compliance: Both parties agree to comply with UK GDPR, the Data Protection Act 2018, and all other applicable data protection legislation.

Our processing of your personal data is governed by our Privacy Policy
Data Processing Agreements are available for business customers
We implement appropriate technical and organisational security measures
International data transfers comply with UK adequacy requirements

10. Intellectual Property

10.1 ProcureFly Property

The Service, including its design, features, functionality, source code, documentation, and trademarks, is owned by ProcureFly Ltd and protected by copyright, trademark, patent, and other intellectual property laws of the United Kingdom.

10.2 Limited Licence

We grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service in accordance with these Terms. This licence does not include any right to:

Modify, reproduce, or distribute the Service
Create derivative works
Sublicence or transfer the Service

11. Service Availability and Support

11.1 Uptime

We will use commercially reasonable efforts to maintain 99.9% uptime. However, we do not guarantee uninterrupted access due to:

Scheduled maintenance (with advance notice where possible)
Emergency maintenance
Factors beyond our reasonable control

11.2 Technical Support

Free / Pro: Email support (response within 48 hours)
Business: Priority email and chat support (response within 24 hours)
Enterprise: Dedicated account manager and 24/7 support

12. Limitation of Liability

12.1 Exclusion of Certain Damages

To the maximum extent permitted by law, ProcureFly shall not be liable for:

Indirect, incidental, special, consequential, or punitive damages
Loss of profits, revenue, data, or business opportunities
Cost of procurement of substitute services

12.2 Liability Cap

Our total aggregate liability for any claims arising from these Terms or your use of the Service shall not exceed the greater of:

The amount you paid us in the 12 months preceding the claim, or
£100 (one hundred pounds sterling)

12.3 Consumer Rights

Nothing in these Terms excludes or limits our liability for:

Death or personal injury caused by our negligence
Fraud or fraudulent misrepresentation
Any matter which cannot be excluded or limited by law
Your statutory rights as a consumer

13. Indemnification

You agree to indemnify, defend, and hold harmless ProcureFly and its officers, directors, employees, and agents from any claims, damages, losses, or expenses arising from:

Your use of the Service
Your breach of these Terms
Your violation of any third party's rights
Your Content

14. Dispute Resolution

14.1 Informal Resolution

Before initiating formal proceedings, you agree to contact us at [email protected] to attempt to resolve any dispute informally. We will make every effort to resolve your concerns within 30 days.

14.2 Online Dispute Resolution

If informal resolution fails, disputes may be resolved through online arbitration or mediation. This allows for fair resolution without requiring travel.

14.3 Binding Arbitration

Any disputes that cannot be resolved informally shall be finally settled by binding arbitration conducted online. The arbitration shall be conducted in English.

15. Governing Law

These Terms shall be governed by applicable international commercial law principles. For users in the United Kingdom and European Union, nothing in these Terms affects your statutory rights as a consumer under the laws of your country of residence.

16. Changes to Terms

We may update these Terms from time to time. We will provide notice of material changes by:

Posting updated Terms on our website
Updating the "Last Updated" date
Sending email notification to account holders
Providing at least 30 days' notice for material changes

Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.

17. General Provisions

17.1 Entire Agreement

These Terms, together with our Privacy Policy and any other agreements, constitute the entire agreement between you and ProcureFly.

17.2 Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will remain in full effect.

17.3 No Waiver

Our failure to enforce any right or provision of these Terms will not constitute a waiver of that right.

17.4 Assignment

You may not assign your rights or obligations without our prior written consent. We may assign our rights to any successor or affiliate.

18. Contact Information

For questions about these Terms, please contact us:

Legal Enquiries: [email protected]
General Support: [email protected]

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