Terms of service

These terms

ReceptionOS is provided by Fluid IT Services Ltd, a company registered in England and Wales (number 10214593), registered office Abacus House, Caxton Place, Cardiff CF23 8HA. By creating an account or using the service, the organisation doing so ("you") agrees to these terms. If you have a separate signed agreement or order form with us, that agreement prevails wherever it differs from these terms.

The service

ReceptionOS is a visitor-management platform: sign-in kiosks, an admin portal, public booking pages and an API. We may add, change or improve features over time. Some features are made available as previews and may change or be withdrawn.

Your account and responsibilities

You are responsible for:

• keeping account credentials secure and controlling who in your organisation has administrative access;
• the accuracy of your configuration — retention periods, notification recipients, watchlists, hosts and access grants;
• using the service lawfully at your sites, including providing any signage, fair-processing notices or consents that visitor photography, vehicle capture or data collection require under data protection law;
• having a lawful basis, as controller, for the personal data your sites collect through ReceptionOS.

Acceptable use

You must not use the service unlawfully; attempt to breach, probe or circumvent its security or access another organisation's data; resell or sublicense it without our agreement; or use the API outside the scopes and reasonable rate limits we set. We may suspend access where necessary to protect the platform or other customers, and will restore it as soon as the issue is resolved.

Fees and billing

Paid plans are billed through our payment provider on the plan or order form you select. Fees are exclusive of VAT, which is added where applicable. Where you have a signed order form, its pricing and terms govern. Non-payment may lead to suspension after reasonable notice.

Your data and privacy

Your organisation owns its data. We process it only to provide the service and as described in our privacy policy and, for customers, the data processing agreement. You can export your records at any time from the admin portal.

Intellectual property

We own the ReceptionOS software, design and brand, including the Aperture mark and the ReceptionOS name. You receive a non-exclusive, non-transferable right to use the service for your own business while your subscription is active. You keep all rights in your own data and content.

Third-party services

The service relies on third-party providers (set out in our privacy policy). Any integration you choose to connect — your own calendar, identity, access-control or messaging systems — is used at your discretion and subject to that provider's terms.

Availability and support

We aim for high availability and will give reasonable notice of planned maintenance where we can. We do not yet publish a formal service-level agreement; where one is agreed in a signed order form, that document governs.

Fire roll-call and safety-critical use

ReceptionOS includes a fire roll-call view to help account for people on site during an evacuation. It is an aid, not a replacement for your legally required fire-safety and evacuation procedures. You must maintain independent procedures and not rely on ReceptionOS as the sole means of accounting for people in an emergency. The same applies to any other use where a failure could affect health or safety.

Warranties and disclaimers

We provide the service with reasonable skill and care. To the fullest extent permitted by law, and except as expressly stated in a signed agreement, the service is otherwise provided "as is" and we exclude other implied warranties, including fitness for a particular purpose.

Limitation of liability

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. Subject to that, we are not liable for indirect or consequential loss, or for loss of profit, revenue or data, and our total liability arising out of or in connection with the service is limited to the fees you paid us in the twelve months before the claim. Where you have a signed agreement, its liability terms apply instead.

Indemnity

You agree to indemnify us against claims arising from your unlawful use of the service, your content or data, or your failure to provide the notices or consents your use of the service requires.

Term and termination

These terms apply while you use the service. Either party may terminate as set out in your plan or signed agreement. On termination you will have a reasonable window to export your data, after which we delete it in line with our privacy policy, except where we must retain it by law.

Changes to these terms

We may update these terms as the product and our legal obligations change, and will revise the date above when we do. For material changes we will give reasonable notice.

Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute, subject to any different forum agreed in a signed agreement.

Contact

Questions about these terms? Email hello@receptionos.co.uk.

These terms track what the product does today and do not replace a signed order form, agreement or DPA, which take precedence. Last updated 17 June 2026.