Version 1.0 · Last updated 2 October 2026
1. Introduction
These Terms & Conditions ("Terms") form an agreement between NexEase ("we", "us", "our") and the organisation registering for a NexEase account ("you", "the Customer"). By ticking the agreement box during registration, or by accessing or using the service, you confirm that you have read and accept these Terms and that you are authorised to accept them on behalf of your organisation. If you do not agree, please do not register for or use the service.
2. About the Service
NexEase is a cloud-based software-as-a-service platform that helps care home operators record and organise facilities management activity, such as maintenance work orders, safety checks, inspection logs, asset records and staff tasks. NexEase is a record-keeping and workflow tool. It does not carry out maintenance, inspections or safety assessments, and it does not replace professional advice or your own legal and regulatory obligations.
3. Account Registration
To use NexEase you must register an account and provide accurate, complete and current information about your organisation and its account owner. The person registering must be at least 18 years old and have authority to bind the organisation. Your account is activated once your payment method has been set up and confirmed by our payment provider. You must keep your account details up to date.
4. Subscription Plans
The service is offered on the subscription plans shown on our Pricing page. Each plan sets out its price and its limits, such as the number of care homes and users and the features included. You can upgrade or change plan from within your account, subject to the plan's limits. We may change the plans we offer for new customers; changes to the price of an existing subscription are handled as described under Changes to the Terms.
5. Free Trial
Where a plan includes a free trial, the trial length is shown when you register. The trial starts once your payment method has been confirmed, and no payment is taken during the trial. Unless you cancel before the trial ends, your subscription continues automatically on your chosen plan and billing cycle, and your saved payment method is charged at the end of the trial. Free trials are limited to one per organisation.
6. Subscription Billing
Subscriptions are billed in advance on a monthly or yearly cycle, as chosen at registration or later in your account. Each payment covers the following billing period. Prices are shown in pounds sterling (GBP) and, unless stated otherwise, are exclusive of any applicable taxes, which will be added where required. Invoices and payment history are available in your account.
7. Payments
Payments are processed securely by our third-party payment provider, Stripe. Card details are entered on Stripe's secure pages and are not stored by NexEase. You must keep a valid payment method on file. If a payment fails, we and our payment provider may retry it and will notify you; if payment remains outstanding, access to the service may be restricted until it is resolved.
8. Automatic Recurring Payments
By subscribing, you authorise us, through our payment provider, to charge your saved payment method automatically at the start of each billing period (and at the end of any free trial) until your subscription is cancelled. The amount charged will be the price of your plan and any active add-ons for that period. You can update your payment method or cancel at any time from your account.
9. Add-ons
Optional add-ons may be purchased alongside a subscription to extend your plan. Add-ons are billed on the terms shown when you purchase them, are charged in addition to your plan price, and continue until you cancel them or your subscription ends. Add-ons depend on an active subscription and cannot be used on their own.
10. Custom Plans
We may agree a custom plan with your organisation, with pricing, limits or features that differ from our standard plans. The specific terms of a custom plan are those confirmed to you in writing and assigned to your account. Except where those specific terms say otherwise, these Terms apply to custom plans in full.
11. User Responsibilities
You are responsible for all activity under your account, including the actions of the staff users you invite. You are responsible for the accuracy and completeness of the information entered into the service, for carrying out physical maintenance, inspections and safety checks, and for meeting any legal, regulatory and contractual obligations that apply to your organisation. You must ensure your users comply with these Terms.
12. Acceptable Use
You must not, and must not allow anyone else to:
- use the service for any unlawful, fraudulent or harmful purpose;
- upload content that is unlawful, infringing, or contains malware or harmful code;
- attempt to gain unauthorised access to the service, other accounts or our systems;
- interfere with, overload or disrupt the service or its security;
- copy, resell, sublicense or reverse engineer the service, except as permitted by law; or
- share login credentials or allow access by people who are not your authorised users.
13. Account Security
You must keep passwords and login details confidential, use strong passwords, and give each user their own login. You must tell us promptly at info@nexease.co.uk if you become aware of any unauthorised access to or use of your account. We are not responsible for loss caused by your failure to keep your login details secure.
14. Data and Privacy
You retain ownership of the data you enter into the service. You grant us permission to host and process that data only as needed to provide, secure and support the service. Each customer's data is kept separate from other customers' data. We handle personal data in line with UK data protection law and our Privacy Policy. You are responsible for having a lawful basis for any personal data you enter into the service.
15. Service Availability
We aim to keep the service available at all times, but we do not guarantee that it will be uninterrupted or error-free. The service may be temporarily unavailable for planned maintenance, updates, or reasons outside our reasonable control. Where possible we will give advance notice of planned maintenance. We may improve or change features of the service from time to time without materially reducing its core functionality.
16. Intellectual Property
The service, including its software, design, text, graphics and the NexEase name and logo, is owned by us or our licensors and is protected by intellectual property laws. During your subscription we grant you a limited, non-exclusive, non-transferable right for your authorised users to use the service for your organisation's internal business purposes. No other rights are granted.
17. Third-Party Services
The service relies on third-party providers, including Stripe for payment processing and hosting and email providers for delivery of the service. Your use of those third-party services may be subject to their own terms and privacy policies. We are not responsible for third-party services that we do not control, although we choose our providers with care.
18. Cancellation
You may cancel your subscription at any time from your account or by contacting us. If you cancel during a free trial, you will not be charged. If you cancel after the trial, your subscription remains active until the end of the current paid billing period and will not renew. After your subscription ends you may lose access to your data, so you should export any records you need before that date.
19. Refunds
Subscription and add-on payments are non-refundable, and we do not provide refunds or credits for partial billing periods or unused features, except where required by law or where we have agreed otherwise in writing. If you believe you have been charged in error, please contact us and we will investigate promptly.
20. Suspension / Termination
We may suspend or terminate your access to the service if payment is overdue, if you materially breach these Terms (including the Acceptable Use rules), or if required to protect the security of the service or comply with the law. Where reasonable we will give notice and an opportunity to put things right first. On termination your right to use the service ends, and we may delete your data after a reasonable period in line with our Privacy Policy.
21. Limitation of Liability
Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot be limited by law. Subject to that, we are not liable for any indirect or consequential loss, or for loss of profit, revenue, business or data, and our total liability arising from or in connection with the service in any 12-month period is limited to the fees you paid for the service in that period. NexEase is a record-keeping tool, and you remain responsible for carrying out maintenance, safety checks and inspections and for meeting the legal and regulatory requirements that apply to your organisation.
22. Changes to the Terms
We may update these Terms from time to time. Each version is numbered, and the version and date are shown at the top of this page. We will give you reasonable notice of material changes, including price changes to an existing subscription, before they take effect. If you do not agree to a change, you may cancel before it takes effect; continued use of the service after that date means you accept the updated Terms.
23. Governing Law
These Terms and any dispute arising from them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
24. Contact Information
If you have any questions about these Terms, please contact us:
Email: info@nexease.co.uk
Phone: +44 7972 885269 / +44 20 3411 2577
Address: Suite 3, 2nd Floor, 760 Eastern Avenue, Newbury Park, Ilford, United Kingdom, IG2 7HU