Terms of Service &
Legal Information
Contents
1. Terms of Service
By accessing or using any Operion Systems service, platform, dashboard, or API (collectively, the "Service"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you must not use the Service.
These Terms constitute a legally binding agreement between you or the entity you represent ("Customer", "you") and Operion Systems ("Operion", "we", "us").
1.1 Account Registration
To access the Service you must register a business account. You agree to provide accurate, current, and complete information during registration and to keep your credentials (Business ID, API key) secure. You are responsible for all activity that occurs under your account.
1.2 Eligibility
You must be at least 18 years old and authorised to enter into binding contracts on behalf of your organisation. The Service is intended for business use only, not for personal consumer use.
1.3 Changes to Terms
We may update these Terms periodically. Continued use of the Service after any update constitutes acceptance of the revised Terms. Material changes will be communicated by email to your registered address.
2. Acceptable Use Policy
You agree not to use the Service to:
- Violate any applicable law, regulation, or third-party rights
- Process, store, or transmit unlawful, harmful, defamatory, or fraudulent content
- Attempt to reverse-engineer, decompile, or extract the source code of any Operion software
- Use automated scripts or bots to access the Service in a manner that degrades performance for other users
- Circumvent any security, access control, or authentication mechanism
- Resell or sublicense access to the Service without written authorisation
- Use the Service to develop competing products or services without prior written consent
- Process personal data of EU/UK residents without appropriate legal basis under GDPR/UK GDPR
3. AI Disclaimer & Limitations
3.1 AI Components
The Service may use the following AI technologies:
- Local AI models (Ollama Llama2, Mistral) running on-premises for content classification, summarisation, and decision support
- Custom rules engines and scoring algorithms for risk and priority classification
- HIVE Mind — a collective intelligence layer that aggregates operational data to identify patterns and refine decision logic
3.2 AI Limitations
You acknowledge and accept that:
- AI outputs are probabilistic and may contain errors, omissions, or inaccuracies ("hallucinations")
- AI-generated classifications, risk scores, and recommendations are advisory only and do not constitute professional legal, medical, financial, or safety advice
- The Service uses a human-in-the-loop design — AI outputs are intended to support human decision-making, not replace it
- You are solely responsible for any decisions made on the basis of AI outputs from the Service
- AI model behaviour may change as underlying models are updated or improved
3.3 Automated Decision-Making
Where the Service makes automated decisions that significantly affect individuals, you (as the data controller) are responsible for ensuring compliance with applicable data protection law, including providing individuals with the right to request human review of automated decisions as required under UK GDPR Article 22.
3.4 No Warranty on AI Accuracy
4. Software Licence
4.1 Licence Grant
Subject to your compliance with these Terms and payment of applicable fees, Operion grants you a limited, non-exclusive, non-transferable, non-sublicensable, revocable licence to access and use the Service solely for your internal business operations during the subscription period.
4.2 Restrictions
This licence does not permit you to:
- Copy, modify, or create derivative works of the Service or any component thereof
- Reverse-engineer, disassemble, or decompile any part of the Service
- Access the Service to build a competitive product or service
- Remove or obscure any proprietary notices, trade marks, or labels
- Transfer, assign, or sublicense your licence rights to any third party
4.3 Open Source Components
Certain components of the Service use open source software. Your use of those components is governed by their respective licences, details of which are available on request from operionautomation@gmail.com.
4.4 API Access
API access is available on Scale and Enterprise plans. API keys must be kept confidential and may not be shared. Operion reserves the right to revoke API keys that are misused or compromised.
5. Subscription & Payments
5.1 Subscription Tiers
The Service is offered on four subscription tiers:
- Starter — £79/month
- Growth — £149/month
- Scale — £249/month
- Enterprise — £399/month
5.2 Billing
Subscriptions are billed monthly in advance. Payment is processed via Stripe. All prices are in GBP and exclude VAT where applicable.
5.3 30-Day Money-Back Guarantee
New subscribers on any paid plan may request a full refund within 30 days of their initial subscription date. To request a refund, contact operionautomation@gmail.com. Refunds are not available after 30 days.
5.4 Cancellation
You may cancel your subscription at any time from your dashboard or by contacting us. Cancellation takes effect at the end of the current billing period. There are no early termination fees.
5.5 Price Changes
We may change subscription prices with 30 days' written notice. Continued use of the Service after the price change effective date constitutes acceptance.
5.6 Late Payment
Failure to pay may result in suspension of your account. Access is restored on payment of all outstanding amounts.
6. Data & Privacy
6.1 Data Controller / Processor
You are the data controller for any personal data you upload or process via the Service. Operion acts as a data processor on your behalf. We process personal data only in accordance with your documented instructions.
6.2 Data Processing Agreement
A Data Processing Agreement (DPA) is available on request. Enterprise customers receive a bespoke DPA as part of onboarding. To request a DPA, contact operionautomation@gmail.com.
6.3 Data Security
We implement industry-standard security measures including encryption at rest and in transit, audit logging, access controls, and regular security reviews. We notify you of any data breach within 72 hours of becoming aware.
6.4 Data Retention
We retain your data for the duration of your subscription plus 90 days after cancellation, after which it is permanently deleted. Enterprise customers may request custom retention policies.
6.5 Third-Party Sub-Processors
We use the following sub-processors: Render (hosting), Neon (database). All AI processing is performed locally on-premises using Ollama. No data is sent to external AI providers. A full sub-processor list is available on request.
7. Intellectual Property
All intellectual property rights in the Service — including software, design, branding, HIVE Mind architecture, AI models, and documentation — belong exclusively to Operion Systems. Nothing in these Terms transfers any IP rights to you.
You retain all IP rights in data and content you upload to the Service. You grant Operion a limited licence to process your data solely to provide the Service.
The Operion name, logo, "Hybrid Workforce Operating System", "HIVE Mind", and "Operion Serenity" are trade marks of Operion Systems. Unauthorised use is prohibited.
8. Liability & Warranties
8.1 Disclaimer of Warranties
The Service is provided "as is" and "as available" without warranties of any kind, express or implied, including warranties of merchantability, fitness for a particular purpose, or non-infringement.
8.2 Limitation of Liability
To the fullest extent permitted by law, Operion's total liability to you arising out of or in connection with the Service shall not exceed the greater of £500 or the total fees paid by you in the 12 months immediately preceding the claim.
Operion is not liable for:
- Indirect, incidental, special, consequential, or punitive damages
- Loss of profits, revenue, data, goodwill, or business
- Damages arising from reliance on AI outputs
- Service interruptions, downtime, or data loss beyond reasonable control
8.3 Indemnification
You agree to indemnify and hold harmless Operion from any claims, damages, or expenses (including legal fees) arising from your breach of these Terms or misuse of the Service.
9. Termination
Either party may terminate these Terms at any time. Operion may immediately suspend or terminate your access if:
- You breach these Terms and fail to cure within 7 days of notice
- You engage in fraudulent, abusive, or illegal activity via the Service
- Required by applicable law or court order
On termination, your licence to use the Service ends immediately. You may request an export of your data within 30 days of termination.
10. Governing Law
These Terms are governed by the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
For customers based in other jurisdictions, mandatory local consumer and data protection laws may apply in addition to these Terms.
11. Contact
For any questions regarding these Terms, data protection, licencing, or to request a refund:
- Email: operionautomation@gmail.com
- Response time: Within 2 business days
© 2026 Operion Systems. All rights reserved. Registered in England and Wales. Ellesmere Port, UK.
"Hybrid Workforce Operating System" and "HIVE Mind" are trade marks of Operion Systems.