Draft for legal and commercial review. These terms are not effective until the contracting entity, governing law, dispute venue, and any required service schedules are confirmed.
Draft updated: September 30, 2026
1. Who we are and what these terms cover
These Terms of Service ("Terms") apply to the Clearaccess public website, individual Clearaccess accounts, and use of Clearaccess features outside a separately signed organization agreement. Clearaccess is operated by [CLEARACCESS LEGAL ENTITY], registered in [JURISDICTION OF REGISTRATION], with its registered address at [REGISTERED ADDRESS] ("Clearaccess," "we," "us," or "our").
By using a part of the website or service covered by these Terms, you agree to them. If you use Clearaccess for an Organization, you confirm that you are authorized to act for that Organization where you accept an Organization Service Agreement or Pilot Agreement.
2. Which agreement applies
An Organization Service Agreement governs the Organization's service relationship and operational data. Its data-processing schedule governs Clearaccess's processing of personal data on the Organization's behalf. A Pilot Agreement governs only the pilot scope and period it identifies; it changes an Organization Service Agreement or its data-processing schedule only where it expressly identifies the term changed and the change applies only to that pilot. For pilot data, the pilot's processing schedule controls only the processing terms it expressly addresses. The applicable data-processing schedule controls other conflicts about Organization data.
These Terms govern the public website and individual account use that is not governed by those organization agreements. The Privacy Notice explains our personal-data handling; it does not expand Clearaccess's permitted use of Organization data.
3. The Clearaccess service
Clearaccess provides tools that help Organizations manage identity, access requests, admission records, people, places, events, and related operations in controlled environments. Supported Organization Types include Estates, Schools, Offices, Shared Spaces, Mixed Use organizations, Events organizations, and Other organizations. The terminology shown in the product may vary by Organization Type; the Organization remains the data and authorization boundary.
Features, limits, support, fees, and any service levels depend on the applicable plan, order form, or agreement. A feature may be unavailable, change, or require configuration by an Organization.
4. Accounts and authorized use
You must provide accurate account information, keep your authentication methods secure, and promptly report suspected unauthorized access. Use your own account. Do not share credentials or use another person's account without authorization.
Organization administrators are responsible for inviting and removing Organization users, assigning appropriate roles, protecting their own credentials, and reviewing access permissions. You may use only the Organization and data you are authorized to access.
5. Organization responsibilities and access decisions
The Organization decides why and how it uses Clearaccess for its members, staff, students, visitors, contractors, attendees, and other people. It is responsible for choosing an appropriate lawful basis, providing required notices, handling requests about Organization-controlled data, setting its access and retention policies, and ensuring its users follow them.
Clearaccess can record and present an Admission Decision under the Organization's configured policy. Clearaccess does not itself control a gate, building, venue, or other physical access point. The Organization and its authorized operators remain responsible for the final physical admission decision, emergency response, and local safety procedures.
6. Acceptable use
You must not use Clearaccess to violate law or another person's rights; gain unauthorized access; bypass security or access controls; interfere with the service; distribute malware; impersonate another person; or upload information you are not authorized to provide. Do not use the service for face search, crowd identification, or another surveillance purpose outside a separately approved feature and written agreement.
Organizations must configure their policies and roles lawfully and use only the personal data reasonably needed for their operations. Do not use standard features to collect or store verification templates, identity-document images, or identity-document numbers. A separately approved high-assurance verification extension requires a written scope covering its data, purposes, roles, safeguards, and user notice before activation.
7. Fees and payment
Any Clearaccess subscription or paid service is governed by the accepted plan, checkout terms, order form, or Organization Service Agreement that specifies its price, billing interval, taxes, payment method, renewal, and cancellation rules. These Terms do not set Organization pricing or require an Organization to subscribe. Payment services may be provided by a third party under that provider's own terms.
8. Organization data, privacy, and feedback
An Organization retains its rights in the data and content it submits. It gives Clearaccess permission to host, use, transmit, and otherwise process that material only as reasonably needed to provide, secure, and support the service, or as otherwise set out in the applicable organization agreement and data-processing schedule.
Clearaccess owns its software, service, documentation, and brand. You receive a limited, non-exclusive, non-transferable right to use the service for its intended purpose while your account or applicable agreement remains active. If you send feedback, Clearaccess may use it to improve the service without disclosing your confidential information or identifying an individual without authority.
The Privacy Notice describes personal data Clearaccess handles for its own purposes. For personal data an Organization controls, the Organization's notice and the applicable organization agreement also apply.
9. Third-party services and links
Some features rely on or connect to third-party services, including payment, sign-in, messaging, notification, hosting, and analytics providers. Their terms and privacy notices apply to their own services. An Organization or user who enables an integration is responsible for reviewing its scope and permissions. Clearaccess is not responsible for an independent third party's service or content.
10. Availability, changes, and suspension
We may maintain, update, or change the website and service. Any support commitment or availability target must appear in the applicable organization agreement or order form. We may suspend access where reasonably necessary to protect users, Organizations, the service, or another person's rights; comply with law; investigate suspected misuse; or address a material security risk. Where practical, we will notify the affected account or Organization and limit a suspension to the necessary scope and duration.
You may stop using an individual account at any time. Ending an Organization subscription, exporting Organization data, and deleting Organization data are governed by the applicable organization agreement and its data-processing schedule.
11. Disclaimers and liability
The service is a software tool and does not replace an Organization's legal, physical-security, emergency-response, or operational judgment. Except for commitments stated in an applicable organization agreement and to the extent permitted by law, the website and service are provided without additional warranties.
Any liability cap, excluded loss, indemnity, and non-excludable liability rules for an Organization customer are set out in the Organization Service Agreement. For use governed only by these Terms, [LIMITATION OF LIABILITY TERMS TO BE CONFIRMED BY COUNSEL]. Nothing in these Terms limits a right or liability that applicable law does not allow to be limited.
12. Governing law and disputes
These Terms are governed by [GOVERNING LAW]. The courts or dispute-resolution forum with jurisdiction are [DISPUTE VENUE / FORUM], subject to any non-waivable rights under applicable law. The governing law and venue for an Organization customer are those in its signed organization agreement.
13. Changes and contact
We will post revised Terms on this page and update the effective date. If a change materially affects an Organization's contracted service, the applicable organization agreement controls any notice or consent requirement.
Questions about these Terms: legal@clearaccess.app.