Terms of Service

Dearthwood Software
12 Welfen Lane, Claypole, Lincolnshire, NG23 5AL

Last updated: June 2026

1. Introduction & Scope

These Terms of Service (“Terms”) govern your use of Dearthwood Software’s services, including but not limited to:

• Dearthwood Maps API (subscription-based geospatial API service)
• RoomSlate PMS (property management system software)
• Custom website design, development, and hosting
• WordPress plugins, themes, and custom extensions
• Bespoke software development and integration services
• Technical support and maintenance

These Terms apply to all customers, whether you are a private individual, sole trader, partnership, company, or other legal entity (“You” or “Customer”). By using any Dearthwood Software service, you accept these Terms in full.

2. Definitions

• Account: Your registered user account with Dearthwood Software
• API Keys: Unique authentication credentials issued for use with our API services
• Services: Any product, service, software, or feature provided by Dearthwood Software
• Subscription: A recurring payment plan for access to a service
• Customer Data: Any data, content, or information you upload, store, transmit, or otherwise use with our Services
• UK: United Kingdom of Great Britain and Northern Ireland

3. Account Registration & Your Responsibilities

3.1 Account Creation

To use certain Services, you must register an Account. You agree to provide accurate, current, and complete information, and to keep this information up to date. You are responsible for maintaining the confidentiality of your password and account credentials. You agree not to share your credentials with anyone and are responsible for all activity that occurs under your Account.

3.2 Unauthorised Access

You must notify us immediately of any unauthorised access to your Account or any other breach of security. We will not be liable for losses arising from unauthorised use of your Account if you have failed to maintain reasonable confidentiality of your credentials.

3.3 Eligibility

You represent that you are at least 18 years of age (or the age of legal majority in your jurisdiction) and have the legal authority to enter into these Terms. If you are registering an Account on behalf of a business or organisation, you represent that you have authority to bind that entity to these Terms.

4. Use of Services

4.1 Permitted Use

You may use our Services only for lawful purposes and in accordance with these Terms. You agree not to:

• Breach any applicable law, regulation, or third-party rights
• Interfere with, disrupt, or attack our Services, infrastructure, or systems
• Attempt to gain unauthorised access to any part of our Services or other users’ Accounts
• Reverse-engineer, decompile, or attempt to derive the source code of our software
• Remove or alter any copyright, trademark, or proprietary notices
• Transmit viruses, malware, or any code of destructive nature
• Scrape, crawl, or harvest data from our Services without written permission
• Use the Services for spam, harassment, or any abusive purpose
• Resell or commercially exploit the Services without a separate licensing agreement
• Share API Keys with unauthorised parties or use them outside the permitted scope

4.2 Rate Limiting & Fair Use

Our Services may be subject to rate limits, usage quotas, or fair use policies as specified in the relevant Service documentation. Exceeding these limits may result in temporary suspension of your access. We may adjust rate limits without notice if necessary to prevent abuse or ensure service stability.

4.3 Uptime & Availability

We strive to maintain service availability but do not guarantee uninterrupted access. We will use reasonable efforts to minimise downtime, but occasional interruptions for maintenance, updates, or emergency repairs may occur. We will not be liable for losses arising from temporary unavailability unless a specific Service Level Agreement (SLA) has been separately agreed in writing.

5. Intellectual Property Rights

5.1 Our Intellectual Property

All software, code, designs, content, documentation, and materials provided by Dearthwood Software (including the Services, WordPress plugins, themes, and map data) are the exclusive property of Dearthwood Software or our licensors. These are protected by copyright, trademark, and other intellectual property laws. Unless otherwise stated in a separate written agreement, you are granted a limited, non-exclusive, non-transferable, revocable licence to use the Services solely for your own business or personal purposes.

5.2 Your Intellectual Property

You retain ownership of any Customer Data you upload, store, or create using our Services. However, by uploading Customer Data to our Services, you grant Dearthwood Software a worldwide, royalty-free licence to:

• Store, process, and transmit your Customer Data as necessary to provide the Services
• Create backups and redundant copies for data protection purposes
• Use aggregated, anonymised data for analytics and service improvement (this will not identify you personally)

5.3 Bespoke Work & Custom Development

When we create custom software, websites, or bespoke code for you under a separate project agreement, ownership of that custom work will be determined by the terms of your project agreement. In the absence of a specific written agreement, all custom work is the property of Dearthwood Software until full payment is received. Upon full payment, ownership transfers to you unless otherwise stated.

6. Subscription Services & Billing

6.1 Subscription Plans

Our subscription services (such as Dearthwood Maps) are recurring monthly or annual subscriptions at the price displayed when you sign up. Prices are in Great British Pounds (GBP) and include applicable VAT unless stated otherwise.

6.2 Billing Cycle

Your subscription will automatically renew at the end of each billing period unless you cancel. You will be charged on the same date each month or year (depending on your billing cycle) using the payment method on file. It is your responsibility to ensure your payment information is current and valid.

6.3 Price Changes

We may change subscription prices at any time. For existing customers, price increases will take effect on your next billing renewal date. We will notify you of any price increase at least 30 days in advance via email. If you do not wish to accept the new price, you may cancel your subscription before the price change takes effect. Continued use of the Services after a price increase constitutes acceptance of the new price.

6.4 Invoices

Invoices will be issued electronically to the email address associated with your Account. You are responsible for keeping your contact information current. If you require invoices in a different format, please contact us.

6.5 Payment Processing

Payment processing is handled by our third-party payment processor in accordance with their terms. We do not store complete credit card details. By submitting payment information, you authorise us to process the payment on your behalf.

6.6 Failed Payments

If a payment fails, we will attempt to collect the payment again using your payment method on file. If payment remains unsuccessful after a reasonable number of attempts, we may suspend your access to the Services until payment is received. Suspension will not relieve you of your payment obligations.

7. Cancellation & Termination

7.1 Cancellation by You

You may cancel your subscription at any time by contacting us or through your Account settings (if available). Cancellation will take effect at the end of your current billing period. No refunds will be issued for partial months, but you will retain access to the Services through the end of your paid period.

7.2 Suspension & Termination by Dearthwood Software

We reserve the right to suspend or terminate your Account and access to the Services if:

• You breach these Terms
• You engage in illegal activity or activity that harms our Services or other users
• Payment fails and cannot be collected after reasonable attempts
• You violate our Acceptable Use Policy
• We are required to do so by law or legal process

We will make reasonable efforts to provide written notice before termination, except where immediate termination is necessary for security or legal reasons.

7.3 Data Upon Termination

Upon termination or cancellation, we will cease providing the Services. We may delete your Customer Data 30 days after termination unless we are required to retain it by law. It is your responsibility to export or back up your data before termination. We are not liable for any loss of data following termination.

8. Data Protection & Privacy

8.1 General Data Protection

Our collection and use of personal data is governed by our Privacy Policy, which is incorporated into these Terms. Please review our Privacy Policy at /privacy-policy to understand our practices regarding data collection, processing, and storage.

8.2 Data Security

We implement industry-standard security measures to protect Customer Data from unauthorised access, alteration, disclosure, or destruction. However, no system is completely secure. We cannot guarantee absolute security, and you use our Services at your own risk. You are responsible for implementing additional security measures for sensitive data.

8.3 Location Data (Maps Services)

Our Maps services do not collect, retain, or log location data from API requests. Location data is processed in real-time to fulfil your request and is not stored or shared with third parties.

8.4 Data Processing Agreement

If you are a business, organisation, or data controller, and our Services involve the processing of personal data on your behalf (for example, customer contact information stored in RoomSlate PMS), a Data Processing Agreement (DPA) may be required. Please contact us to discuss your specific requirements.

9. API Services & Third-Party Data

9.1 Dearthwood Maps API

Dearthwood Maps API provides geospatial data sourced primarily from OpenStreetMap and other licensed sources. While we strive for accuracy, we do not guarantee the completeness, accuracy, or timeliness of map data. You use map data at your own risk and assume responsibility for validating data for your specific use case.

9.2 OpenStreetMap Attribution

Where Dearthwood Maps data is derived from OpenStreetMap, you must comply with the OpenStreetMap Licence (ODbL 1.0). This includes providing clear attribution to OpenStreetMap and its contributors. Our Maps widget automatically includes this attribution; if you use the API directly, you are responsible for including appropriate attribution.

9.3 Third-Party Services

Our Services may integrate with or depend on third-party services, data, or APIs. We are not responsible for the availability, accuracy, or performance of third-party services. If a third-party service is unavailable, our Services may be affected, and we will not be liable for any resulting losses.

10. Warranties & Disclaimers

10.1 As-Is Provision

To the fullest extent permitted by law, Dearthwood Software provides the Services “as is” and “as available” without warranties of any kind, either express or implied. This includes any implied warranties of merchantability, fitness for a particular purpose, or non-infringement.

10.2 Consumer Rights Preserved

The above disclaimer does not apply to your statutory consumer rights. If you are a UK consumer, you have rights under the Consumer Rights Act 2015 that cannot be excluded by contract. These include the right to receive digital content and services that are of satisfactory quality, fit for purpose, and as described. If a Service fails to meet these standards within a reasonable period, you have the right to request repair, replacement, or a refund.

10.3 Technical Support

We offer technical support as described in your Service plan or project agreement. Support is provided on a best-efforts basis. We do not guarantee that all issues will be resolved, and we reserve the right to limit support resources during peak demand periods.

11. Limitation of Liability

11.1 General Limitation

To the fullest extent permitted by law, Dearthwood Software shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of or inability to use the Services, including loss of profits, loss of data, business interruption, or reputational harm, even if we have been advised of the possibility of such damages.

11.2 Cap on Liability

To the fullest extent permitted by law, our total liability to you for any claim arising from these Terms or the Services shall not exceed the total amount you have paid to Dearthwood Software in the 12 months preceding the claim, or £500, whichever is greater.

11.3 Exceptions

Nothing in these Terms limits our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Your statutory consumer rights (for UK consumers)
• Any other liability that cannot be excluded under UK law

12. Indemnification

You agree to indemnify and hold harmless Dearthwood Software, its officers, directors, employees, and agents from any claims, losses, damages, liabilities, and costs (including legal fees) arising from:

• Your use of the Services
• Customer Data you upload or store
• Your breach of these Terms
• Your infringement of third-party rights
• Your violation of applicable law

13. Third-Party Content & Links

Our Services may contain links to third-party websites and services. We do not endorse, control, or assume responsibility for the content, accuracy, or practices of third-party sites. Your use of third-party services is governed by their terms, not ours. We are not liable for any harm arising from third-party content or services.

14. Compliance with Laws

You agree to comply with all applicable laws and regulations in your jurisdiction when using our Services. You are solely responsible for ensuring your use complies with local, national, and international law. Dearthwood Software is based in the UK and operates in accordance with UK law. If you are using our Services from outside the UK, you are responsible for complying with your local laws and regulations.

15. Dispute Resolution & Governing Law

15.1 Informal Resolution

If you have a dispute with Dearthwood Software, we encourage you to contact us to attempt to resolve the matter informally. Please contact us at:

Dearthwood Software
12 Welfen Lane, Claypole, Lincolnshire, NG23 5AL
Telephone: 01400 595 093

We will make reasonable efforts to resolve your dispute within 30 days of receipt of your complaint.

15.2 Governing Law & Jurisdiction

These Terms are governed by and construed in accordance with the laws of England and Wales, without regard to its conflict of law provisions. Any legal action, suit, or proceeding arising from these Terms or the Services shall be exclusively brought in the courts of England and Wales, and you consent to the jurisdiction and venue of such courts.

15.3 Consumer Dispute Resolution

If you are a UK consumer, you may be entitled to refer disputes to Alternative Dispute Resolution (ADR) services. Contact your local Trading Standards service for details of approved ADR schemes in your area. Alternatively, you may submit a complaint to Ofcom (if applicable to your service) or seek advice from Citizens Advice Consumer Service.

16. Changes to These Terms

Dearthwood Software may update these Terms at any time. Changes will be posted on this page with the updated date. For significant changes that materially affect your rights, we will provide at least 30 days’ notice by email to the address associated with your Account. Your continued use of the Services after changes become effective constitutes acceptance of the new Terms.

If you do not agree to updated Terms, you must cancel your Account and cease using the Services.

17. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be severed, and the remaining provisions shall continue in full force and effect to the maximum extent permitted by law.

18. Entire Agreement

These Terms, together with our Privacy Policy and any separate written project agreements or Service-specific terms, constitute the entire agreement between you and Dearthwood Software regarding the Services and supersede all prior negotiations, understandings, and agreements, whether written or oral.

19. Waiver

The failure of Dearthwood Software to enforce any right or provision of these Terms does not waive that right or provision. If we waive a breach on one occasion, this does not constitute a waiver of any future breach.

20. Contact Information

For questions about these Terms, complaints, or to exercise your statutory rights, please contact:

Dearthwood Software
12 Welfen Lane, Claypole, Lincolnshire, NG23 5AL, United Kingdom
Telephone: 01400 595 093
Website: https://dearthwood.uk

These Terms were last updated in June 2026 and are effective immediately upon publication.