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Terms of Service

Last Updated: June, 2026

1. Introduction

Welcome to MAVEN (“MAVEN”, “we”, “us”, or “our”).

MAVEN is a cloud-based employee intranet and digital workplace platform designed to help organizations improve communication, collaboration, knowledge sharing, and operational efficiency.

These Terms of Service (“Terms”) govern your access to and use of MAVEN’s website, software platform, APIs, and related services (collectively, the “Services”).

By accessing or using the Services, you agree to be bound by these Terms. If you do not agree, you must not use the Services.

2. Eligibility & Authority

You must be at least 18 years old or the legal age of majority in your jurisdiction.

If you are using MAVEN on behalf of an organization, you confirm that you have full authority to bind that organization to these Terms.

3. Definitions

For the purposes of data protection laws:

  • Customer / Client means the organization subscribing to MAVEN
  • Customer Data means all data, content, files, and information uploaded or processed within the platform by or on behalf of the Customer
  • Data Controller means the Customer, who determines the purpose and means of processing Customer Data
  • Data Processor means MAVEN, which processes Customer Data on behalf of the Customer

4. Use of Services

You agree to use MAVEN only for lawful business purposes.

You must not:

  • Attempt unauthorized access to systems or data
  • Interfere with platform security, integrity, or availability
  • Reverse engineer, copy, or replicate the platform
  • Use the Services for unlawful, fraudulent, or harmful activities
  • Upload malware or malicious code

We reserve the right to suspend or terminate access if misuse is detected.

5. Account Security

You are responsible for:

  • Maintaining confidentiality of login credentials
  • All activities conducted under your account
  • Ensuring appropriate internal access management within your organization

MAVEN is not liable for unauthorized access resulting from user negligence.

6. Customer Data Ownership & Processing

All Customer Data remains the sole property of the Customer.

MAVEN does not claim ownership over:

  • Employee data or records
  • Internal communications
  • Documents, files, or media
  • Organizational structures or configurations

We process Customer Data strictly on documented instructions from the Customer and solely for the purpose of delivering the Services.

We do not:

  • Sell Customer Data
  • Rent Customer Data
  • Use Customer Data for advertising purposes

7. Data Protection & UK GDPR Compliance

MAVEN processes personal data in accordance with:

  • UK GDPR
  • Data Protection Act 2018
  • Applicable international privacy laws

We process personal data under the following legal bases where applicable:

  • Performance of contract
  • Legitimate interests
  • Legal obligations
  • Consent (including cookies and optional communications)

Further details are set out in our Privacy Policy.

8. AI-Powered Features

MAVEN may provide AI-powered search and knowledge retrieval functionality.

You acknowledge that:

  • AI outputs are generated solely from Customer Data within the Customer’s secure environment
  • Customer Data is not used to train public or external AI models
  • AI processing occurs within controlled, secure infrastructure environments
  • Outputs are for informational and productivity purposes only and should not be treated as legally binding

9. Cloud Hosting & Infrastructure

MAVEN is hosted using third-party cloud infrastructure providers selected by us from time to time. We are not tied to any single hosting provider and may use one or more providers to ensure performance, scalability, redundancy, and reliability.

All infrastructure used to deliver the Services is required to meet commercially reasonable security and operational standards, including:

  • Secure cloud hosting infrastructure
  • Data storage and compute services
  • Network and infrastructure-level security controls
  • Encryption of data in transit using TLS/SSL
  • Physical data center security controls
  • Network firewalls and isolation layers
  • Redundant infrastructure for high availability
  • Disaster recovery and backup systems

All hosting providers and infrastructure partners act as sub-processors under applicable data protection laws and are contractually required to maintain appropriate security and confidentiality obligations.

10. Subscription, Billing & Refunds

10.1 Subscription Model

MAVEN operates on a monthly subscription basis unless otherwise agreed in writing.

Subscriptions provide access to the Services for the duration of the active billing period.

10.2 Cancellation Policy

Customers may cancel their subscription at any time.

There are:

  • No long-term commitments
  • No cancellation penalties

Cancellation will prevent future renewals and billing and will take effect at the end of the current billing cycle unless otherwise specified.

If a subscription is cancelled, access to the applicable Services may cease at the end of the active subscription period.

10.3 Refund Requests

Refund requests must be submitted within fourteen (14) calendar days of the applicable transaction date.

Refund eligibility will be assessed in accordance with applicable law and these Terms.

Approved refunds will be issued to the original payment method used for the purchase.

Submission of a refund request does not guarantee approval of a refund.

Where a refund is approved, access to the applicable Services may be suspended, restricted, or terminated.

Nothing in these Terms shall limit, exclude, or restrict any mandatory rights or remedies available under applicable consumer protection laws.

10.4 Setup & Onboarding Fees

Any one-time setup, implementation, configuration, or onboarding fees are non-refundable once work has commenced.

Work is considered commenced once:

  • Configuration begins
  • System setup is initiated
  • Customer-specific implementation work starts
  • Or onboarding services are delivered in any form

10.5 Refund Abuse Prevention

Refund requests may be declined where there is evidence of:

  • Fraudulent activity
  • Payment abuse
  • Repeated refund requests intended to circumvent subscription fees
  • Chargeback misuse
  • Any other attempt to exploit or manipulate the refund process

MAVEN reserves the right to investigate refund activity and take appropriate action to protect the integrity of its billing systems and Services.

10.6 Technical Issues and Service Defects

If a Customer experiences a material technical issue or defect that substantially prevents access to or use of the Services as described, the Customer should contact MAVEN at hello@mavenpro.io and provide reasonable details of the issue.

MAVEN will make reasonable efforts to investigate and resolve the issue. Where appropriate and required by applicable law, a refund or other remedy may be provided.

10.7 Order of Precedence

In the event of any conflict relating to billing or commercial terms:

  • These Terms of Service take precedence over informal communications
  • Any separately signed written commercial agreement between the parties will override these Terms

11. Custom Development, Additional Modules & Workflows

Any additional features, modules, workflows, integrations, configurations, enhancements, or customizations requested by the Customer that fall outside the standard functionality of the MAVEN platform (“Custom Work”) may be subject to a separate commercial agreement and additional charges.

Unless otherwise agreed in writing:

  • All Custom Work shall be billed separately from standard subscription fees
  • MAVEN shall retain all ownership and intellectual property rights in any Custom Work
  • The Customer shall be granted a non-exclusive, non-transferable right to use such Custom Work solely as part of the MAVEN platform during the subscription term
  • MAVEN may reuse, adapt, modify, commercialize, or incorporate such Custom Work into its broader platform without restriction
  • Development of Custom Work shall not result in an increase to the Customer’s agreed per-user monthly subscription fees

This clause does not affect ownership of Customer Data, which remains the sole property of the Customer.

12. Sub-processors & Third Parties

MAVEN may engage third-party service providers, including but not limited to:

  • Cloud infrastructure providers
  • Email delivery services
  • Analytics platforms
  • Payment processors or Merchant of Record services

All sub-processors are bound by confidentiality and data protection obligations, may only process Customer Data for service delivery purposes, and are selected based on commercially reasonable security and operational standards.

13. Cookies & Tracking Technologies

MAVEN uses cookies and similar technologies to:

  • Enable secure authentication and session management
  • Improve platform performance and usability
  • Analyze usage patterns and system reliability
  • Enhance user experience

Where required under UK PECR and applicable laws:

  • Non-essential cookies are only used with valid user consent via cookie banner or preference tools
  • Essential cookies are used without consent where strictly necessary for core platform functionality

Users may manage cookie preferences through browser settings; however, disabling essential cookies may affect functionality.

14. Data Security

We implement commercially reasonable technical and organizational security measures, including:

  • Encryption of data in transit (TLS/SSL)
  • Role-based access controls
  • Authentication and secure login systems
  • Activity logging and monitoring
  • Network firewalls and segmentation
  • Redundant systems for availability and resilience

While we take strong measures to protect data, no system can guarantee absolute security.

15. Data Retention & Deletion

Customer Data is retained only as long as necessary to:

  • Provide Services
  • Comply with legal obligations
  • Resolve disputes (if any)
  • Enforce agreements

Upon termination, Customer Data will be deleted or anonymized within a commercially reasonable timeframe. Limited residual backups may remain for disaster recovery purposes for a limited period.

16. International Data Transfers

MAVEN operates globally and Customer Data may be transferred or stored outside the United Kingdom.

Where such transfers occur, we implement appropriate safeguards in accordance with UK GDPR, including:

  • UK International Data Transfer Agreement (IDTA), or
  • UK Addendum to EU Standard Contractual Clauses (SCCs), or
  • Other legally recognized transfer mechanisms

17. Confidentiality

We treat all Customer Data as confidential and:

  • Do not sell Customer Data
  • Do not rent Customer Data
  • Do not disclose Customer Data except as required to provide Services or comply with law

Access is strictly limited to authorized personnel and approved sub-processors under confidentiality obligations.

18. Service Availability

We aim to provide reliable and continuous service but do not guarantee uninterrupted or error-free availability.

We may:

  • Perform maintenance or upgrades
  • Modify or improve features
  • Temporarily suspend services for operational or security reasons

19. Intellectual Property

All rights, title, and interest in MAVEN (excluding Customer Data) remain the exclusive property of MAVEN, including:

  • Complete Software and platform code
  • System architecture
  • User interface and design
  • Branding and documentation

You are granted a limited, non-exclusive, non-transferable license to use the Services.

20. Disclaimer of Warranties

The Services are provided on an “as is” and “as available” basis.

We disclaim all warranties including:

  • Fitness for a particular purpose
  • Merchantability
  • Non-infringement
  • Continuous availability

21. Limitation of Liability

To the maximum extent permitted by law:

  • MAVEN shall not be liable for indirect, incidental, or consequential damages
  • MAVEN shall not be liable for loss of data, revenue, or business interruption
  • Total liability shall not exceed the amount paid by the Customer in the 15 days preceding the claim

22. Termination

We may suspend or terminate access if:

  • You breach these Terms
  • Required by law or regulatory authorities
  • System security or integrity is at risk
  • Payment obligations are not met (if applicable)

Upon termination, access to Services will be disabled and Customer Data will be handled in accordance with the Data Retention section.

23. Changes to Terms

We may update these Terms from time to time.

Continued use of the Services constitutes acceptance of the updated Terms.

24. Governing Law & Jurisdiction

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.

25. Contact Information

For any questions regarding these Terms:

MAVEN COSMETICO LIMITED
Email: hello@mavenpro.io

Website: https://mavenpro.io

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