Terms of Service

1. Introduction and Acceptance

By accessing or using Actionpad, you agree to be bound by these Terms of Service (“Terms”). If you do not agree to these Terms, do not use the service.

If you are using Actionpad on behalf of an organisation, you represent and warrant that you have the authority to bind that organisation to these Terms. “You” refers to both you individually and the organisation you represent.

These Terms should be read together with our Privacy Policy, which is incorporated by reference and explains how we collect, use, and protect your data.

2. Description of Service

Actionpad is a web-based SaaS application for managing meeting agendas, collaborative notes, action items, and personal task tracking. The service integrates with Google Workspace for authentication and calendar data, and optionally with Slack for notifications and commands.

Actionpad is designed for use by organisations authenticated via Google Workspace. We may update, modify, or add features to the service over time.

3. Eligibility

• You must be at least 16 years old to use Actionpad.
• You must have a valid Google Workspace account issued by your organisation. Personal Gmail accounts are not supported.
• You must have the legal authority to enter into these Terms, or be authorised by someone who does on behalf of your organisation.

4. Accounts and Tenants

Each organisation using Actionpad is a “tenant” identified by their Google Workspace domain. All users from the same domain share a single tenant.

You sign in using your Google Workspace credentials. Actionpad does not store your Google password. You are responsible for all activity that occurs under your account.

The first user from an organisation to sign in is designated as a Company Admin with additional administrative privileges. We reserve the right to suspend or terminate accounts that violate these Terms.

5. Free Trial

New tenants receive a 14-day free trial with full access to all features. No credit card is required for the trial.

After the trial period, a paid subscription is required to continue creating and editing content. Existing content remains accessible in read-only mode. We reserve the right to modify trial terms, duration, or availability at any time.

6. Subscription and Billing

Subscriptions are billed per seat (active user) on a monthly or annual basis. Payment is processed by Stripe, and by subscribing you agree to Stripe's terms of service.

Seat counts are based on the number of active users in your organisation's tenant and may be adjusted automatically as users are added or removed. You authorise us to charge your payment method for the applicable subscription fees, including any prorated charges for mid-cycle seat changes.

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. You retain full access until then. No refunds are provided for partial billing periods.

If payment fails, we will attempt to collect via Stripe's retry process. If payment remains outstanding, your account may be downgraded to read-only mode and ultimately suspended. All fees are exclusive of applicable taxes unless stated otherwise.

7. Your Content and Data

“Your Content” means all content you or your organisation's users create within Actionpad, including meeting agendas, notes, action items, and task entries.

You retain all ownership rights to Your Content. We do not claim any intellectual property rights over Your Content.

You grant us a limited, worldwide, non-exclusive, royalty-free licence to use, store, reproduce, and display Your Content solely as necessary to provide, maintain, and improve the Actionpad service. This licence terminates when you delete Your Content or your account is closed.

You are responsible for ensuring you have the right to share any content you create or upload. We may access Your Content to provide the service, troubleshoot issues at your request, enforce these Terms, or comply with legal obligations. See our Privacy Policy for details on data handling, retention, and deletion.

8. Intellectual Property

Actionpad and all associated trademarks, logos, designs, code, and documentation are the property of Actionpad and are protected by applicable intellectual property laws.

These Terms do not grant you any right to use Actionpad's name, logo, or branding without our prior written consent. You may not copy, modify, distribute, reverse-engineer, or create derivative works from the Actionpad service or any part of it.

We welcome feedback and suggestions. Any feedback you voluntarily provide may be used by us without restriction or obligation to you.

9. External Guests

Actionpad allows meeting organisers to share agendas and action summaries with external guests (people who are not Actionpad users) via email.

By using the guest email feature, you confirm that you have an appropriate basis for sharing meeting content with those recipients. Guests may unsubscribe from Actionpad emails at any time.

10. Third-Party Services

Actionpad integrates with third-party services including Google, Slack, and Stripe. Your use of those services is governed by their respective terms and privacy policies.

We are not responsible for the availability, accuracy, or practices of third-party services. If a third-party service changes or discontinues functionality that Actionpad relies on, certain features of Actionpad may be affected.

11. Acceptable Use

You agree not to:

• Violate any applicable laws or regulations.
• Transmit malware, viruses, or other harmful code.
• Attempt to gain unauthorised access to other accounts, tenants, or systems.
• Interfere with or disrupt the service or its infrastructure.
• Use the service to send spam, unsolicited communications, or phishing content, including misuse of the guest email feature.
• Scrape, crawl, or use automated means to access the service without our written consent.
• Use the service in a way that could impair performance or availability for other users.
• Circumvent any usage limits, security measures, or access controls.

We may investigate and take action against violations, including suspension or termination of your account.

12. Service Availability and Modifications

We aim to provide high availability but do not guarantee uninterrupted or error-free service. We may perform scheduled or emergency maintenance that temporarily affects access.

We reserve the right to modify, update, or discontinue features of the service at any time. For material changes that reduce core functionality, we will provide reasonable notice where practicable.

We are not liable for any losses resulting from service downtime, modifications, or discontinuation.

13. Termination

By you. You may stop using Actionpad at any time. Company Admins can cancel subscriptions through the billing settings. To request full account and data deletion, contact us at hello@actionpad.app.

By us. We may suspend or terminate your access if you breach these Terms, if your payment is delinquent beyond the grace period, or if required by law. We will provide notice where practicable.

Effect of termination. Upon termination, your right to use the service ceases. If terminated for non-payment, your data enters read-only mode and is retained for 90 days before scheduled deletion. If terminated for breach, we may delete your data immediately. Provisions that by their nature should survive termination, including sections on intellectual property, limitation of liability, and governing law, will survive.

14. Disclaimers

Actionpad is provided “as is” and “as available” without warranties of any kind, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that the service will be uninterrupted, secure, or error-free, or that any defects will be corrected. No advice or information obtained from us creates any warranty not expressly stated in these Terms.

15. Limitation of Liability

To the maximum extent permitted by applicable law, Actionpad and its operators, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunity, arising from your use of or inability to use the service.

Our total aggregate liability for all claims arising from or related to these Terms or the service is limited to the greater of: (a) the amount you paid us in the 12 months preceding the event giving rise to the claim, or (b) £100 (or local currency equivalent).

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

16. General

Governing law. These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Changes to these Terms. We may update these Terms from time to time. We will post updated Terms on this page with a revised date. For material changes, we will provide notice through the Actionpad application. Your continued use of the service after changes take effect constitutes acceptance of the updated Terms.

Severability. If any provision of these Terms is found to be unenforceable, the remaining provisions continue in full force and effect.

Entire agreement. These Terms, together with the Privacy Policy, constitute the entire agreement between you and Actionpad regarding the service.

Waiver. Our failure to enforce any provision of these Terms does not constitute a waiver of that provision.

Assignment. We may assign these Terms in connection with a merger, acquisition, or sale of assets. You may not assign your rights under these Terms without our prior written consent.

Contact. For questions about these Terms, contact us at hello@actionpad.app.