Terms of Service
1. Who we are
ClerkDesk is a trading name of CJ Software Ltd, a company registered in England and Wales (Company No. 17249621). References to "ClerkDesk", "we", "us", or "our" in these terms mean CJ Software Ltd. You can reach us at [email protected].
2. What these terms cover
These terms govern your access to and use of the ClerkDesk software service at clerkdesk.co.uk, including the AI Minutes tool, Document Vault, and Assertion 10 Compliance Checker (together, "the Service"). By creating an account you agree to be bound by these terms.
3. Your account
You must provide accurate information when you register. You are responsible for keeping your password confidential and for all activity under your account. Tell us immediately at [email protected] if you suspect unauthorised access.
One account is intended for one parish or town council. You may add more than one clerk user to the same council account. You must not share login credentials outside your council.
4. Free trial and subscriptions
New accounts receive a 30-day free trial. A payment card is required to activate the trial but nothing is charged until day 31. The trial can be cancelled at any time before then at no cost. The Assertion 10 Compliance Checker remains free forever with no trial required.
Subscriptions are billed annually in advance. The current price is £190/year. Prices are shown inclusive of VAT where applicable.
Payment is processed by Stripe. We do not store your card details. You can update your payment method or download invoices from the billing section of your dashboard at any time.
5. Cancellation and refunds
You may cancel your subscription at any time from the dashboard. Cancellation takes effect at the end of your current annual billing period; you retain access until then. We do not offer pro-rata refunds for partial years, except where required by law (for example, if you cancel within 14 days of your first paid subscription under the Consumer Contracts Regulations 2013 and have not yet used the paid features).
6. Acceptable use
You agree not to:
- Use the Service for any unlawful purpose or in breach of any regulation
- Upload audio or documents you do not have the right to share
- Attempt to access another council's data or reverse-engineer the Service
- Use automated means to scrape or overload the Service
- Resell or sublicense access to the Service
7. AI-generated content
The AI Minutes feature uses third-party AI models (AssemblyAI and Anthropic Claude) to transcribe audio and produce draft minutes. AI output is a draft only and may contain errors, omissions, or misattributions. You are responsible for reviewing, editing, and approving all minutes before they are treated as the official record of any meeting. ClerkDesk does not accept liability for decisions made in reliance on unreviewed AI output.
8. Your data
Audio recordings, documents, and meeting data you upload remain yours. We process them only to provide the Service. We do not sell your data or use it to train AI models. For full details see our Privacy Policy. On cancellation, your data is retained for 30 days then permanently deleted, unless you request earlier deletion.
9. Availability and changes
We aim to keep ClerkDesk available 99% of the time but cannot guarantee uninterrupted access. We may update or change features with reasonable notice. If we make a change that materially reduces functionality you are paying for, you may cancel and receive a pro-rata refund for the unused portion of your subscription.
We may update these terms. We will notify you by email at least 30 days before material changes take effect. Continued use of the Service after that date constitutes acceptance of the revised terms.
10. Limitation of liability
To the maximum extent permitted by law, CJ Software Ltd's total liability to you for any claim arising from use of the Service is limited to the subscription fees you paid in the 12 months before the claim arose. We are not liable for indirect, consequential, or special losses, loss of data, or loss of goodwill.
Nothing in these terms limits liability for death or personal injury caused by our negligence, fraud, or any other liability that cannot be excluded by English law.
11. Governing law
These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
12. Contact
Questions about these terms: [email protected]