Terms of Service

Last updated: 8 July 2026 · Version: 1.0

1. Who we are

PrepShield is a software service operated by Sleepingmongoose.app Ltd, a company registered in Scotland under company number SC893221, with its registered office at 34 Hunter Grove, Bathgate, EH48 1NW ("PrepShield", "we", "us", "our"). "PrepShield" is a trading brand of Sleepingmongoose.app Ltd.

You can contact us at legal@prepshield.app.

These Terms of Service ("Terms") govern your access to and use of the PrepShield platform at prepshield.app and any associated applications and services (the "Service"). By creating an account or using the Service, the organisation you represent ("Customer", "you", "your") agrees to these Terms. If you do not agree, do not use the Service.

By accepting these Terms you confirm you are authorised to enter into them on behalf of the Customer organisation.

2. The Service

The Service is a digital food-safety and HACCP record-keeping and compliance tool for UK food businesses. It helps you record and manage refrigeration, cooked, reheated and hot-holding temperatures (manually or from connected sensors), deliveries, cleaning schedules and check schedules, staff training and sickness records, documented house rules, flow diagrams and HACCP charts, and automatically raised corrective actions, together with general food-safety guidance.

We grant you a non-exclusive, non-transferable right to access and use the Service for your internal business purposes for the duration of your subscription, subject to these Terms.

We may update, improve or change the Service from time to time. We will not materially reduce its core functionality during a paid subscription period without notice.

3. Not legal or professional advice

This clause is important and you should read it carefully.

3.1 The Service — including any templates, house-rule examples, HACCP chart content, reminders, status indicators (such as "pass"/"fail" or "in range"/"out of range") and guidance content — provides general information and record-keeping tools only. It is not legal, regulatory or professional food-safety advice, and not a substitute for advice tailored to your circumstances or for the judgement of a suitably qualified food-safety professional.

3.2 The Service helps you keep your own food-safety records. It does not guarantee that your business complies with food hygiene or food-safety law, and it does not guarantee that your records, temperature checks or documentation will satisfy any Environmental Health Officer, local authority, the Food Standards Agency or Food Standards Scotland. Temperature thresholds, pass/fail logic and templates within the Service reflect commonly applied UK food-safety guidance but may not fit every food, process or business.

3.3 You are responsible for your own compliance with all applicable laws and duties, including the Food Safety Act 1990, food hygiene regulations, HACCP requirements and data protection law. Requirements change and vary by local authority; you should verify the current position via official sources (such as GOV.UK, the Food Standards Agency, Food Standards Scotland and your local authority) and take professional advice where appropriate.

3.4 Content generated or pre-populated by the Service (for example house rules, flow diagrams and HACCP charts) is a starting point only and should be reviewed, adapted to your business, and where appropriate professionally checked before you rely on or issue it.

4. Accounts and authorised users

4.1 The individual who registers the account is the organisation's owner and is treated as authorised to bind the Customer.

4.2 You are responsible for the accuracy of the information you provide, for keeping account credentials secure, and for all activity that occurs under your account and that of any authorised users (managers and staff) you add.

4.3 You must notify us promptly of any unauthorised access or suspected security breach affecting your account.

5. Customer data and data protection

5.1 In respect of personal data that you upload to or process through the Service about your employees, workers and other staff (the "Customer Personal Data") — for example staff records, training records and sickness records — you are the controller and we are your processor. Our processing of Customer Personal Data is governed by the Data Processing Agreement (DPA), which forms part of these Terms and is incorporated by reference.

5.2 You are responsible for ensuring you have a lawful basis to process Customer Personal Data, for providing any required privacy information to your data subjects (for example your staff), and for the lawfulness of your instructions to us.

5.3 Our processing of personal data for which we are the controller (for example, account-holder and billing data) is described in our Privacy Policy.

6. Acceptable use

You agree not to: (a) use the Service unlawfully or for any unlawful purpose; (b) upload content you have no right to upload, or that infringes any third party's rights; (c) attempt to gain unauthorised access to, interfere with, or disrupt the Service or its infrastructure, including the sensor-ingestion and integration endpoints; (d) reverse engineer, copy or resell the Service except as permitted by law; or (e) use the Service to store or transmit malicious code. We may suspend access where we reasonably believe these Terms are being breached.

7. Subscriptions, fees and billing

7.1 Plans and trial. The Service is offered on subscription plans described on our pricing page. New accounts may start with a 14-day free trial.

7.2 Fees. Subscription fees, billing frequency (monthly or annual) and the plan features and limits applicable to you are as set out on the pricing page or at checkout, and are exclusive of VAT unless stated otherwise. Applicable VAT will be added.

7.3 Payment. Paid subscriptions are billed through our payment processor, Stripe. By subscribing you authorise us (via Stripe) to charge the applicable fees for each billing period until cancelled.

7.4 Renewal. Subscriptions renew automatically for successive periods unless cancelled before the renewal date, via the billing portal.

7.5 Price changes. We may change our fees. We will give you at least 30 days' notice before a change takes effect, and the change will apply from your next renewal. If you do not accept the change you may cancel before it takes effect. Any introductory or founding-member rate applies as described on the pricing page or at checkout.

7.6 Non-payment. If payment fails or is overdue, we may suspend or restrict access after reasonable notice, including placing the account into a read-only state.

7.7 Refunds. Except where required by law, subscription fees are non-refundable.

8. Plans and feature limits

Plans differ in the features and limits available to you (for example, automated sensor integrations and ingestion may be available only on certain plans). The plan features and any limits applicable to you are described on the pricing page or at checkout. If you require features or capacity beyond your plan, you may be required to upgrade.

9. Intellectual property

9.1 We (and our licensors) own all intellectual property rights in the Service, including its software, design, templates and guidance content. Nothing in these Terms transfers those rights to you.

9.2 You own your Customer Personal Data and the records and content you upload. You grant us a licence to host and process it only as necessary to provide the Service and as set out in the DPA.

10. Availability

We will use reasonable efforts to keep the Service available, but we do not guarantee uninterrupted or error-free operation. The Service may include or depend on third-party integrations and connected sensors that are outside our control. We may carry out maintenance and will aim to schedule significant planned maintenance to minimise disruption.

11. Warranties and disclaimers

11.1 We warrant that we will provide the Service with reasonable skill and care.

11.2 Except as expressly stated, and to the fullest extent permitted by law, the Service is provided "as is" and we exclude all other warranties, conditions and representations (whether express or implied), including any implied warranty of satisfactory quality or fitness for a particular purpose. In particular, we do not warrant that the guidance, thresholds, generated documents or automated readings are accurate, complete or sufficient for your circumstances (see clause 3), and we do not warrant the accuracy or availability of readings from third-party or customer-supplied sensors.

12. Limitation of liability

12.1 Nothing in these Terms limits liability that cannot be limited by law, including liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.

12.2 Subject to clause 12.1, we are not liable for: loss of profits, revenue, business, goodwill or anticipated savings; or any indirect or consequential loss; in each case however arising.

12.3 Subject to clause 12.1, our total aggregate liability arising out of or in connection with these Terms in any 12-month period is limited to the total fees paid by you to us in the 12 months preceding the claim.

13. Term, cancellation and termination

13.1 These Terms apply for as long as you have an account.

13.2 You may cancel your subscription at any time via the billing portal; cancellation takes effect at the end of the current billing period and you will not be charged for the next period.

13.3 We may suspend or terminate your access if you materially breach these Terms (including non-payment) and, where the breach is capable of remedy, fail to remedy it within 14 days of notice.

13.4 On termination, your right to use the Service ends. We will make your Customer Personal Data available for export for 60 days after termination, after which we will delete it in accordance with the DPA, unless retention is required by law. You are responsible for exporting or otherwise retaining any food-safety records you are required to keep.

14. Changes to these Terms

We may update these Terms from time to time. If a change is material we will give reasonable notice (for example by email or in-app notice). Continued use of the Service after a change takes effect constitutes acceptance.

15. General

15.1 These Terms are the entire agreement between us in relation to the Service and supersede any prior arrangements.

15.2 If any provision is found unenforceable, the rest remains in effect.

15.3 You may not assign these Terms without our consent; we may assign them to a group company or successor.

15.4 No third party has rights under these Terms save as expressly stated.

16. Governing law and jurisdiction

These Terms and any dispute arising out of or in connection with them are governed by Scots law, and the courts of Scotland have exclusive jurisdiction.

Sleepingmongoose.app Ltd · Registered in Scotland, company no. SC893221 · Registered office: 34 Hunter Grove, Bathgate, EH48 1NW · Trading as PrepShield · ICO registration ZC185426.