Please read these terms carefully before using Reflect OS.
Reflect OS is operated by Euan Pallister trading as Reflect OS ("we", "us", "our"). We are a sole trader based in England and Wales.
You can contact us by email at [email protected]. For support queries, please contact us at: [email protected].
When we need to contact you, we will do so by writing to you at the email address you provided when registering your account.
By registering for an account, clicking the "I agree" or "Get started" button, or by otherwise accessing or using the Reflect OS service (the "Service"), you confirm that you have read, understood, and agree to be bound by these Terms and Conditions ("Terms"), our Privacy Policy, and our Cookie Notice.
Where a clickwrap checkbox or acceptance button is presented to you, your acceptance is recorded at that moment and constitutes a binding agreement between you and us. If you do not agree to these Terms, you must not use the Service.
If you are accepting these Terms on behalf of a business or other legal entity, you represent that you have the authority to bind that entity to these Terms.
These Terms carry a version number and a "last reviewed" date, shown at the top of this page. We may update these Terms from time to time.
For material changes that affect your rights or obligations, we will give you at least 14 days' advance notice by email or by displaying a prominent notice within the Service. Your continued use of the Service after the notice period constitutes acceptance of the updated Terms.
If you do not agree to an updated version of the Terms, you may cancel your subscription in accordance with Section 7.4 before the changes take effect.
You must be at least 18 years old to use the Service. By using the Service, you confirm that you meet this requirement. The Service is not directed at children under 18, and we do not knowingly collect data from children.
You must also have the legal capacity to enter into a binding contract. If you are registering on behalf of a business, that business must be lawfully constituted and you must have authority to bind it.
Reflect OS is a decision intelligence platform that helps individuals and teams log, structure, and review consequential decisions over time. Features include decision logging, outcome tracking, AI-assisted risk and scenario analysis, calibration scoring, and team collaboration tools.
The Service is not a substitute for professional advice. Nothing in the Service constitutes financial, legal, medical, investment, or any other form of regulated professional advice. Any AI-generated analysis or suggestions are informational only and must not be relied upon as advice.
We do not guarantee any particular outcome, performance improvement, or business result from using the Service.
To use the Service you must create an account by providing accurate and complete information. You agree to keep your account information up to date.
You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at [email protected] if you suspect any unauthorised use of your account.
We reserve the right to disable any account that we reasonably believe has been compromised or is being used in breach of these Terms.
The Service is offered on a subscription basis. Current plans and pricing are listed on our pricing page. We may introduce, modify, or withdraw plans from time to time, subject to the notice provisions in Section 3.
Subscriptions are billed in advance on either a monthly or annual cycle, depending on the plan you selected at checkout. Your billing date is the date on which you first subscribed, or the date of your most recent plan change.
You may cancel your subscription at any time via the in-app settings (Settings → Billing → Cancel subscription) or by emailing [email protected]. Cancellation takes effect at the end of your current billing period. You retain full access until that date. No refunds are issued for partial billing periods, except as set out in Sections 7.6 and 7.7.
We may change our subscription prices. For existing subscribers, price changes take effect at your next renewal. We will give you at least 30 days' advance notice of any price increase. If you do not cancel before the price change takes effect, you agree to the new price.
If you are a consumer (an individual acting outside a trade, business, or profession) and you subscribe to the Service, you have the right to cancel within 14 days of the date of purchase without giving any reason, under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 ("CCR 2013"). To exercise this right, contact us at [email protected] before the 14-day period expires.
If you have asked us to begin providing the Service during the cooling-off period, we may charge you a proportionate amount for the service provided up to the point of cancellation.
In addition to any statutory rights, we offer a 90-day money-back guarantee on all plans. If you are not satisfied with the Service for any reason, contact us within 90 days of your initial subscription date and we will issue a full refund. This guarantee applies once per person and is not available for renewals.
If a payment fails, we will notify you by email and retry the charge. If payment remains outstanding after three attempts over a period of up to 14 days, we may suspend or terminate your account in accordance with Section 21.
All prices shown are inclusive of VAT where applicable, unless stated otherwise. You are responsible for any other taxes, duties, or charges imposed by your local jurisdiction.
We may from time to time offer promotional pricing, discounts, or extended trial periods. The specific terms of any such offer will be presented to you at the time of the offer. Unless stated otherwise, promotional offers are available once per user or organisation and may not be combined with other offers.
At the end of any promotional period, your account will automatically convert to a paid subscription at the then-current price unless you cancel before the promotional period ends.
You retain all intellectual property rights in the content you create, upload, or submit to the Service ("User Content"), including your decision records, notes, outcome entries, and any other information you provide.
By submitting User Content to the Service, you grant us a limited, non-exclusive, royalty-free licence to store, process, and display your User Content solely for the purposes of providing and improving the Service to you. We do not use your User Content to train AI models or for any marketing purpose.
You are solely responsible for your User Content. You must not submit content that:
We reserve the right to remove User Content that we reasonably believe violates these Terms, without prior notice, and to suspend or terminate the relevant account.
Team plan subscribers may invite other users to a shared workspace. The person who creates the workspace ("Workspace Admin") is responsible for managing user access, permissions, and compliance with these Terms by all workspace members.
Workspace Admins may grant or revoke access to workspace members at any time. When a member is removed from a workspace, they lose access to shared content within that workspace. Their personal account and any decisions stored outside the workspace remain unaffected.
When you share a decision brief or other content with workspace members or via an expiring share link, you are responsible for ensuring that sharing is appropriate and does not breach any confidentiality obligation or third-party right.
Reflect OS includes AI-assisted features such as risk assessment, scenario analysis, and decision review. These features are powered by third-party AI models and are provided for informational purposes only. AI outputs are not professional advice and may contain errors, omissions, or inaccuracies.
You must not rely solely on AI-generated content when making business, financial, legal, or other consequential decisions. You remain fully responsible for any decision you make.
We do not use your decision records, notes, or other User Content to train or fine-tune any AI model. Data sent to AI providers for processing is subject to those providers' data processing agreements as described in Section 15 and our Privacy Policy.
AI-assisted features depend on third-party providers and may be subject to rate limits, outages, or changes in availability. We do not guarantee uninterrupted access to AI features.
You must not use AI-assisted features to generate content that is deceptive, harmful, or in breach of applicable law, including content that constitutes market manipulation, financial mis-selling, or unlawful discrimination.
Where the Service includes a coaching feature, this facilitates a structured review of your decision records by a human coach. Coaching is not therapy, counselling, regulated financial advice, or any other form of regulated service. Any coach feedback is personal opinion and professional guidance only.
Coaches granted access to your workspace may view the content you have shared with them in accordance with your permission settings. You are responsible for reviewing and adjusting your sharing settings before engaging a coach.
We are committed to protecting your personal data. Our Privacy Policy explains what data we collect, how we use it, who we share it with, and how long we retain it. Our Privacy Policy forms part of these Terms.
We act as data controller for personal data you provide to us. Where you use Team workspace features, additional controller/processor considerations apply as described in the Privacy Policy.
We use cookies and similar technologies as described in our Cookie Notice. By using the Service, you consent to our use of strictly necessary cookies. For other categories of cookies, we obtain your consent separately via our consent banner.
We use third-party services to operate the Service, including infrastructure, payment processing, email delivery, and AI providers. A current list of sub-processors is maintained in our Privacy Policy. We take reasonable steps to ensure sub-processors provide appropriate protections for your data.
We are not responsible for the acts or omissions of third-party service providers beyond what is required under applicable data protection law. Links to third-party sites or services within the Service are provided for convenience only; we do not endorse or take responsibility for third-party content.
All intellectual property in the Service — including the software, design, graphics, user interface, and all content we create — is owned by or licensed to us. Nothing in these Terms transfers any of our intellectual property rights to you.
Subject to your compliance with these Terms and payment of applicable fees, we grant you a limited, non-exclusive, non-transferable, revocable licence to access and use the Service for your personal or internal business purposes.
You must not copy, modify, distribute, sell, or lease any part of the Service, or reverse-engineer or attempt to extract source code, except to the extent permitted by applicable law.
If you submit ideas, suggestions, or feedback about the Service ("Feedback"), you grant us a perpetual, irrevocable, worldwide, royalty-free licence to use that Feedback for any purpose, including incorporating it into the Service, without any obligation to you.
Each party agrees to keep confidential any non-public information of the other that is designated as confidential or that reasonably should be understood to be confidential given the circumstances of disclosure. This obligation does not apply to information that is or becomes publicly known through no breach of these Terms, or that is required to be disclosed by law or regulation.
If you are a consumer in the United Kingdom, you have rights under the Consumer Rights Act 2015 in relation to digital content and services. In particular, the Service must be of satisfactory quality, fit for purpose, and as described. If the Service does not conform to these standards, you may be entitled to a remedy.
Nothing in these Terms limits or excludes any right you have as a consumer that cannot lawfully be excluded.
We aim to maintain high availability of the Service but we do not guarantee uninterrupted or error-free operation. We may perform scheduled maintenance, which we will try to carry out outside peak hours. We will endeavour to give reasonable advance notice of planned downtime.
In the event of significant unplanned downtime, we may, at our discretion, provide a service credit. Service credits do not constitute a waiver of any other rights you may have.
We may suspend or terminate your access to the Service with immediate effect if:
Where practicable, we will give you prior notice of suspension or termination. Where we suspend your account, we will tell you the reason and what you need to do to restore access.
You may close your account and terminate these Terms at any time via the in-app settings (Settings → Account → Delete account) or by contacting us at [email protected]. Termination does not entitle you to a refund of any prepaid subscription fees, except as described in Sections 7.6 and 7.7.
You may export your decision records, outcome data, and related content at any time via Settings → Data & Privacy → Export. We recommend exporting your data before closing your account.
On account closure or termination, we will delete your personal data in accordance with our Privacy Policy retention schedule, unless we are required by law to retain it for a longer period. Anonymised aggregate data may be retained after deletion.
Nothing in these Terms excludes or limits our liability for:
To the fullest extent permitted by law, we exclude all liability for:
Our total liability to you in connection with the Service (whether in contract, tort, statute, or otherwise) in any 12-month period shall not exceed the greater of: (a) the total fees paid by you to us in the 12 months preceding the event giving rise to the claim; or (b) £2,000.
If you are a consumer, the exclusions and limitations in Sections 23.2 and 23.3 apply only to the extent permitted by the Consumer Rights Act 2015 and other applicable consumer protection legislation. Your statutory rights are not affected.
You acknowledge that the limitations in this Section 23 reflect a fair allocation of risk and form an essential element of the basis of the bargain between us.
This Section 24 applies only if you are using the Service in the course of a trade, business, or profession (i.e. you are not a consumer). You agree to indemnify, defend, and hold harmless Euan Pallister trading as Reflect OS from and against any claims, liabilities, damages, losses, and expenses (including reasonable legal fees) arising out of or in connection with: (a) your use of the Service in breach of these Terms; (b) your User Content; or (c) your violation of any applicable law or third-party right.
We will not be liable for any failure or delay in performing our obligations where such failure or delay results from circumstances beyond our reasonable control, including but not limited to acts of God, war, civil unrest, strikes, epidemic or pandemic, failure of third-party services (including cloud infrastructure or AI providers), government action, or changes in law.
If you have a complaint about the Service, please contact us in the first instance at [email protected]. We aim to respond to all complaints within 5 business days and to resolve them within 28 days.
If we are unable to resolve your complaint to your satisfaction, and you are a consumer, you may be entitled to refer the dispute to an alternative dispute resolution body. We will notify you of any applicable ADR scheme at that stage.
These Terms and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with the laws of England and Wales.
If you are a consumer resident in England or Wales, you agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute. If you are a consumer resident in Scotland or Northern Ireland, you may bring proceedings in your local courts. If you are a business user, you submit to the exclusive jurisdiction of the courts of England and Wales.
Entire agreement. These Terms, together with the Privacy Policy and Cookie Notice, constitute the entire agreement between you and us in relation to the Service and supersede all prior agreements, representations, and understandings.
Severability. If any provision of these Terms is found to be invalid, unlawful, or unenforceable, that provision shall be deemed severed and the remaining provisions shall continue in full force and effect.
Waiver. A failure or delay by us in exercising any right or remedy shall not constitute a waiver of that right or remedy.
Assignment. You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations to a successor in connection with a merger, acquisition, or sale of our business, provided that your rights under these Terms are not materially prejudiced.
No partnership. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between you and us.
Third-party rights. These Terms do not give rise to any rights under the Contracts (Rights of Third Parties) Act 1999 for any third party to enforce any term.
Language. These Terms are written in English. In the event of any inconsistency between any translated version and the English version, the English version prevails.