Trust & legal

Terms and Conditions

Version 1.0 · Last updated: 27 October 2026

These Terms and Conditions ("Terms") govern your access to and use of the DeptDrive cloud storage and file management services (the "Services"), provided by DeptDrive ("we", "us", or "our"). By registering for an account or using the Services, you agree to be bound by these Terms.

1. The Services

1.1 Service Description: DeptDrive provides a workspace-based cloud storage solution with department-level permission controls. Our core architectural feature ensures that workspace administrators manage folder structures and permissions but cannot access, preview, or download the contents of your files.

1.2 Account Registration: To use the Services, you must create a workspace and register an account. You agree to provide accurate, current, and complete information during the registration process and to keep such information updated.

1.3 Security: You are responsible for safeguarding your account credentials and for all activities that occur under your account. You must notify us immediately through the contact form if you suspect any unauthorised access to your workspace.

2. Subscription Plans and Billing

2.1 Plans: We offer tiered subscription plans that include a fixed amount of storage capacity and a maximum number of user seats. Current plans are Starter (20GB / 20 seats), Business (50GB / 100 seats), and Enterprise (200GB / 500 seats).

2.2 Fees and Payment: You agree to pay the subscription fees indicated for your chosen plan. All payments are processed securely through our third-party payment processor, Stripe. We do not store your full payment card details. Prices are in GBP and exclude VAT, where applicable.

2.3 Auto-Renewal: Your subscription will automatically renew at the end of each billing cycle (monthly) unless it is cancelled through the Billing page.

2.4 Cancellation and Refunds: Cancellation is available only to the workspace Billing Owner through the Billing page in the dashboard. The Stripe customer portal is used for payment methods and invoices and does not provide a cancellation button. Cancellation is immediate: the subscription ends, access stops, all user accounts are removed, and all files, content, grants and workspace records are deleted. No refund is provided for the remaining part of the current billing period or for unused storage or seats. Because deletion is immediate, export anything you need before confirming cancellation. A later subscription creates a new workspace with a new workspace ID.

2.5 Upgrades and Downgrades: Plan changes are made from the Billing page and are immediate, subject to successful payment. We calculate the prorated difference for the current period, charge or credit that difference, and reset the billing cycle to the time the change is accepted. A downgrade is allowed only when current storage usage and active user count fit within the lower plan's limits; otherwise the change is blocked until you remove data or members. If Stripe cannot collect an immediate payment, the change remains pending and the current plan stays active until payment succeeds.

3. Acceptable Use Policy

3.1 You agree not to use the Services to:

• Upload, store, or share content that is illegal, defamatory, fraudulent, or infringes on the intellectual property rights of others.
• Attempt to bypass, exploit, or compromise the permission controls, security measures, or authentication systems of the Services.
• Reverse engineer, decompile, or disassemble any part of the Services.
• Transmit any malicious code, viruses, or harmful software.
• Engage in any activity that unreasonably burdens our infrastructure (e.g., automated scraping or denial-of-service attacks).

3.2 We reserve the right to suspend or terminate your workspace if we reasonably believe you have violated this Acceptable Use Policy.

4. Data and Intellectual Property

4.1 Your Content: You retain all ownership rights to the files and data you upload to your workspace. We do not claim any ownership over your content. Your files are processed by us solely as a Data Processor in accordance with our Data Processing Agreement (DPA).

4.2 Our Intellectual Property: DeptDrive retains all rights, title, and interest in and to the Services, including our software, interface, branding, and all underlying technology. You are granted a non-exclusive, non-transferable, limited licence to use the Services solely for your internal business purposes during your subscription term.

5. Data Protection and Privacy

5.1 Our handling of personal data is governed by our Privacy Policy and our Data Processing Agreement (DPA). By using the Services, you agree to the terms of both documents.

5.2 Data Residency: Your file contents are stored in data centres in Western Europe. Our API infrastructure is located in the United Kingdom.

6. Availability and Support

6.1 While we strive to provide a highly available service, we do not guarantee that the Services will be uninterrupted, error-free, or completely secure. We rely on third-party infrastructure providers (such as Cloudflare) and are subject to their availability.

6.2 Support is available through the contact form during standard business hours.

7. Termination

7.1 You may terminate your account at any time by following the cancellation process in your dashboard.

7.2 We may terminate your access to the Services immediately if you breach these Terms, if required by law, or if your account remains unpaid.

7.3 If you cancel through the Billing page, termination and deletion are immediate as described in Section 2.4. If we suspend or cancel a workspace for non-payment, breach or another operational reason, we may retain data for a limited grace period (currently up to 10 days) before deletion, unless immediate deletion is required or requested.

8. Limitation of Liability

8.1 To the maximum extent permitted by law, DeptDrive shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities, arising out of your use of the Services.

8.2 Our total aggregate liability for any claims arising out of or in connection with these Terms or the Services shall be limited to the total amount you have paid to DeptDrive in the 12 months immediately preceding the claim.

9. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

10. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you through the Services at least 30 days before the changes take effect. Your continued use of the Services after the changes take effect constitutes your acceptance of the revised Terms.

11. Contact Us

If you have any questions about these Terms, please use the contact form.