Terms of Service

1. About these Terms

These Terms of Service (the “Terms”) form a legally binding agreement between [Company Name]trading as “CaseLog”, a company registered in Ireland under company number [Company Number], with its registered office at [Registered Office Address] (“CaseLog”, “we”, “us”, or “our”) and the organisation that subscribes to the Service (the “Firm”, “you”, or “your”).

By creating an account, accessing, or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms, our Privacy Notice, and the Data Processing Addendum that forms part of these Terms by reference. If you are entering into these Terms on behalf of a Firm, you warrant that you have authority to bind that Firm.

2. Definitions

In these Terms:

• “Service” means the CaseLog software-as-a-service platform, including the website, web application, APIs, documentation, and any related services we provide.
• “Account” means the user account created on the Service.
• “Subscription” means the recurring right to access and use the Service granted under these Terms.
• “Authorised User” means an individual who is permitted by the Firm to access the Service under the Firm's Subscription.
• “Firm Data” means all data, content, records, and information that the Firm or its Authorised Users submit to or generate within the Service, including client records, case files, appearance records, claims, attendance notes, communications logs, and uploaded documents.
• “Personal Data” has the meaning given in the Data Protection Act 2018 and the General Data Protection Regulation (Regulation (EU) 2016/679, “GDPR”).
• “DPA” means the Data Processing Addendum incorporated into these Terms.

3. The Service

CaseLog is a practice-management tool designed for Irish criminal-defence solicitors and their firms. It provides features including, but not limited to: court appearance scheduling and tracking; client and case management; legal aid claim preparation and submission support; bench warrant and custody tracking; bail records; attendance notes and time recording; communications and document storage; reporting; SMS reminders; calendar feeds; and audit logging.

We may add, modify, or remove features at any time. We will give reasonable advance notice of any change that materially reduces the functionality you rely on.

The Service is provided as a tool to assist your professional practice. It does not replace independent professional judgment, legal advice, or compliance with your obligations as a solicitor under the Solicitors Acts 1954 to 2015, the Solicitors Accounts Regulations, the Solicitors Practising Regulations, and any other applicable law, rule, or regulation of the Law Society of Ireland.

4. Account and Authorised Users

To use the Service, the Firm must create an account and designate at least one administrator. The Firm is responsible for:

• The accuracy of all information provided during registration.
• Designating Authorised Users and ensuring each Authorised User complies with these Terms.
• Maintaining the confidentiality of credentials (including passwords and two-factor authentication codes) for every Authorised User.
• All activity that occurs under the Firm's account, whether or not authorised, except where caused by our act or omission.
• Notifying us promptly if you become aware of any unauthorised access to, or use of, the Service.

We may verify your email address before activating your Account. Until your email is verified you may not be able to sign in. We may also restrict registration to specific email addresses or domains where required by the Firm's configuration.

5. Subscription, Fees, and Trial

The Service is offered on a monthly subscription basis. Pricing is published on our website and consists of a base fee per Firm plus a per-seat fee for each Authorised User beyond the first. We may offer a free trial period of [14] days on first sign-up; trial accounts have full functionality unless otherwise stated.

Fees are charged in advance in Euro, exclusive of any applicable VAT. Payment is processed by our payment partner Stripe Payments Europe Ltd. By providing payment details you authorise us to charge the recurring fee on each renewal date until the Subscription is cancelled.

You may cancel your Subscription at any time from the billing settings in the Service. Cancellation takes effect at the end of the then-current billing period; we do not provide refunds for unused portions of a paid period, except where required by law.

We may change our prices on at least 30 days' written notice to the Firm administrator. If you do not agree to a price change, you may cancel before it takes effect.

6. Acceptable Use

You must not, and must not permit any Authorised User or third party to:

• Use the Service for any purpose that is unlawful, fraudulent, deceptive, or that infringes the rights of any person.
• Upload, transmit, or store any content that is defamatory, obscene, infringing, harassing, or otherwise objectionable, or that contains malicious code.
• Attempt to gain unauthorised access to the Service, its underlying infrastructure, or any user data not belonging to your Firm.
• Reverse-engineer, decompile, disassemble, or otherwise derive the source code of the Service, except to the extent expressly permitted by mandatory law.
• Use the Service to send unsolicited marketing communications in breach of the ePrivacy Regulations or any applicable anti-spam law.
• Resell, sublicense, or otherwise commercially exploit the Service except as expressly permitted in these Terms.
• Use any automated tool to scrape, crawl, or harvest data from the Service except via documented APIs and in accordance with their published rate limits.
• Bypass the authentication, authorisation, billing, audit-logging, or other security features of the Service.

We may suspend or terminate access for breach of this clause without notice where, in our reasonable opinion, the breach poses an immediate risk to the Service or its users.

7. Firm Data and Processing of Personal Data

As between the Firm and CaseLog, the Firm owns and retains all rights, title, and interest in and to the Firm Data. The Firm grants CaseLog a worldwide, non-exclusive, royalty-free licence to host, copy, transmit, display, and process the Firm Data solely to the extent necessary to provide and improve the Service, to comply with applicable law, and to enforce these Terms.

Where the Service processes Personal Data on behalf of the Firm, the Firm is the data controller and CaseLog is the data processor. The terms governing such processing are set out in the Data Processing Addendum, available at [/legal/dpa], which forms part of these Terms by reference. The processing meets the requirements of Article 28 GDPR.

The Firm warrants that it has a lawful basis for the Personal Data it submits to the Service, including any data concerning criminal offences and special category data, and that it has provided the privacy information required by Articles 13 and 14 GDPR to the relevant data subjects.

Our processing of Personal Data about the Firm and its Authorised Users (for example, account credentials, billing details, and Service-usage logs) is governed by our Privacy Notice.

8. Professional Responsibility

The Firm acknowledges that, while the Service includes features designed to assist with common practice tasks (such as conflict-of-interest checks, legal aid claim generation, retention scheduling, and audit logging), these features are decision-support tools and not a substitute for the Firm's professional judgment. The Firm remains solely responsible for:

• The accuracy of all records entered into the Service.
• Verifying the output of any feature before relying on it (including legal aid forms, statements of means, and conflict reports).
• Compliance with the Solicitors Acts 1954 to 2015, Solicitors Accounts Regulations, Solicitors Practising Regulations, the Criminal Justice (Legal Aid) Act 1962 (and the regulations made under it), the Criminal Justice (Money Laundering and Terrorist Financing) Act 2010, the Data Protection Act 2018, GDPR, and any other applicable law.
• Maintaining its own records sufficient to meet any audit, taxation, or regulatory requirement of the Law Society of Ireland, the Criminal Legal Aid Section, the Revenue Commissioners, or any court.

9. Intellectual Property

The Service, its software, design, documentation, and all related intellectual property (excluding Firm Data) are owned by CaseLog or its licensors and protected by copyright, trade-mark, and other applicable laws. Subject to your compliance with these Terms, we grant the Firm a non-exclusive, non-transferable, non-sublicensable, revocable licence to access and use the Service for the Firm's internal legal practice during the term of the Subscription.

Any feedback, suggestions, or ideas you provide about the Service may be used by CaseLog without restriction or compensation.

10. Confidentiality

Each party will keep the other party's Confidential Information confidential and will not use it except to perform its obligations under these Terms. “Confidential Information” means any non-public information disclosed by one party to the other that is identified as confidential or that ought reasonably to be regarded as confidential given the circumstances of disclosure.

We recognise that Firm Data may include information subject to legal professional privilege between the Firm and its clients. We treat all Firm Data as confidential and will not access it except: (a) to provide and maintain the Service; (b) with the Firm's consent; or (c) where required by law (in which case we will, where lawful, notify the Firm before disclosure so the Firm may seek a protective order or other appropriate remedy).

11. Warranties and Disclaimers

We warrant that we will provide the Service with reasonable skill and care and in substantial conformance with our published documentation. The Service is otherwise provided on an “as is” and “as available” basis. To the maximum extent permitted by law, we exclude all other warranties, conditions, and representations, whether express or implied, including any implied warranty of merchantability, fitness for a particular purpose, or non-infringement.

We do not warrant that the Service will be uninterrupted, error-free, or free from security incidents, that all defects will be corrected, or that the Service will meet every requirement you may have. Nothing in these Terms excludes or limits any liability that cannot be excluded under Irish law.

12. Limitation of Liability

To the maximum extent permitted by law, in no event will either party be liable to the other for any indirect, incidental, special, consequential, or punitive damages, or for any loss of profits, revenues, business opportunity, goodwill, or anticipated savings, whether arising in contract, tort (including negligence), breach of statutory duty, or otherwise, even if the party has been advised of the possibility of such damages.

Our total aggregate liability to the Firm arising out of or in connection with these Terms, in any 12-month period, is limited to the amount of fees paid by the Firm to CaseLog in the 12 months immediately preceding the event giving rise to the claim, or €5,000, whichever is greater.

Nothing in this clause limits liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; (c) breach of confidentiality obligations; (d) infringement of the other party's intellectual property rights; or (e) any other liability that cannot be excluded or limited under Irish law.

13. Indemnity

The Firm will indemnify, defend, and hold harmless CaseLog and its officers, employees, and agents from and against any claim, loss, damage, cost, or expense (including reasonable legal fees) arising out of or in connection with: (a) the Firm Data, including any allegation that the Firm Data infringes a third party's rights or breaches applicable law; (b) the Firm's breach of these Terms; or (c) the Firm's breach of its obligations as a data controller under data-protection law.

14. Term and Termination

These Terms take effect on the date you accept them and continue for so long as you have an active Subscription. Either party may terminate these Terms:

• For convenience, by cancelling the Subscription in the billing settings (the Firm) or on 30 days' written notice (CaseLog).
• For material breach by the other party that is not cured within 30 days of written notice describing the breach in reasonable detail.
• Immediately on written notice if the other party becomes insolvent, enters liquidation, or has an examiner or receiver appointed over any of its assets.

On termination: (a) the Firm's right to access the Service ends; (b) for 30 days following termination, the Firm may export its Firm Data via the Service's export features; (c) after that period, we may delete Firm Data, save for any data we are legally required to retain.

15. Suspension

We may suspend your access to the Service if: (a) you fail to pay fees when due and the failure is not remedied within 7 days of written notice; (b) we reasonably believe that continued access poses a security risk to the Service or its users; or (c) we are required to do so by law. We will give the Firm as much advance notice as is reasonably practicable.

16. Changes to these Terms

We may update these Terms from time to time. If the change is material we will give you reasonable notice (at least 30 days unless the change must take effect sooner for legal or security reasons). If you do not accept the change you may cancel your Subscription before it takes effect. Continued use after the effective date of an update constitutes acceptance of the updated Terms.

17. Governing Law and Jurisdiction

These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) are governed by the laws of Ireland. The parties submit to the exclusive jurisdiction of the courts of Ireland, save that nothing prevents either party from seeking injunctive or other equitable relief in any competent court.

18. Force Majeure

Neither party will be liable for any failure or delay in performance to the extent caused by an event beyond its reasonable control (including acts of God, war, civil unrest, industrial action, pandemic, failure of public infrastructure or third-party services, or governmental action), provided the affected party promptly notifies the other and uses reasonable efforts to mitigate the impact.

19. Notices

Notices to CaseLog must be sent to [legal@yourdomain.ie]. Notices to the Firm will be sent to the email address of the designated administrator. Notices are deemed received on the next business day following dispatch.

20. General

• Assignment. You may not assign these Terms or any rights under them without our prior written consent. We may assign these Terms in connection with a corporate reorganisation, merger, or sale of substantially all of our assets.
• Severability. If any provision is held invalid or unenforceable, the remaining provisions remain in full force and effect.
• No waiver. Failure to enforce any provision is not a waiver of the right to do so later.
• Entire agreement. These Terms, together with the Privacy Notice and the Data Processing Addendum, constitute the entire agreement between the parties and supersede any prior agreement on the same subject matter.
• No third-party rights. Save as expressly provided, no person who is not a party to these Terms has any right to enforce any term under the Contracts (Rights of Third Parties) Act or otherwise.
• Counterparts. Acceptance via electronic means (including clicking “I accept” at registration) has the same legal effect as a hand-signed counterpart.

21. Contact

Questions about these Terms can be sent to [legal@yourdomain.ie], or by post to [Company Name], [Registered Office Address].