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Terms of service

Last updated 12 October 2026

These terms apply when a business uses Kenstow. By creating an account you agree to them on behalf of your company.

1. Who we are

Kenstow is operated by [Operator full name]
38 Porter Road, Basingstoke, RG22 4JS, United Kingdom
[contact email address]

Kenstow is for businesses. You must be over 18 and able to bind your company to these terms. Kenstow is not offered to consumers.

2. The service

Kenstow is document control software. You upload your management system documents, ask questions about them, and describe changes. Kenstow shows what your documents say, proposes the exact change and lists the other documents that may need a matching change. Proposals are suggestions: a person with the right access level must approve a change before it takes effect.

3. Accounts and access levels

  • The person who creates the company becomes its owner and is responsible for who else has access.
  • There are four levels: viewer, editor, approver and owner. Each includes the levels below it. Owners manage the team and the plan.
  • Keep your password confidential and tell us promptly if you think an account has been misused.
  • You are responsible for what people you invite do in your workspace.

4. Your content

  • You keep all rights in the documents and other content you put into Kenstow.
  • You give us permission to store and process that content only as needed to provide the service to you, as described in the privacy notice.
  • You confirm that you have the right to upload your content and that doing so does not break the law or anyone’s rights.
  • We do not use your content to train any model, and we keep each company’s content separate.

5. Decisions stay with you

Kenstow helps you find and change documents. It is not a substitute for your own quality, environmental or safety management system, for your own judgement, or for a certification audit. You are responsible for the content of your documents, for every change you approve, and for deciding whether other documents must change too.

6. Acceptable use

  • Do not use Kenstow unlawfully, or to upload content you are not allowed to share.
  • Do not try to access another company’s data, or to bypass access levels, limits or approvals.
  • Do not interfere with the service, overload it, or reverse engineer it.
  • Do not upload malicious files.

7. Usage allowance

Each plan includes a monthly allowance for actions that run analysis (cases, questions and proposed revisions). The usage page shows it as a percentage. At 80% you see a warning; at 100% analyses pause until the next month or a larger plan, while uploading, browsing and searching continue. We apply a fair-use limit per user to protect the service from abuse.

8. Plans and payment

Paid plans, prices and payment terms will be shown clearly before you buy and will form part of these terms. Prices are in pounds sterling. If a plan is paid, we may change its price for a later billing period by telling you in advance, and you can cancel before the change applies.

9. Availability

We work to keep Kenstow available and to protect your content, but we cannot promise that it will always be uninterrupted or error free. We may update or maintain it from time to time. Please keep copies of anything you cannot afford to lose. Approvers and owners can download every document in Settings, Export; you can ask us for the revision history.

10. Our responsibility

  • Nothing in these terms limits liability that the law does not allow to be limited, including for death or personal injury caused by negligence, or for fraud.
  • We are not liable for loss of profit, loss of business, or indirect or consequential loss, or for losses that result from decisions you make using proposals or answers without checking them.
  • Our total liability to you for everything connected with the service in any 12 months is limited to the fees you paid in that period, or £100 if you have paid nothing.

11. Data protection

For the content your company puts into Kenstow, your company is the controller and we are the processor. This section is the data processing agreement between us under UK GDPR Article 28.

  • Subject and duration. We process your company’s content to provide the service, for as long as your account is open.
  • Information and people. Document content, which may include names and work contact details of your staff, customers and suppliers; account details of your users.
  • Instructions. We process that information only on your documented instructions, which are your use of the service and these terms, unless the law requires otherwise.
  • Confidentiality. Anyone who can access your content on our side is bound by a duty of confidentiality.
  • Security. We apply the measures described on the security page.
  • Sub-processors. You authorise those on the sub-processors page. We tell account owners by email at least 15 days before adding or replacing one. If you object in that time and we cannot resolve it, you may close your account.
  • Your rights and obligations. We help you answer requests from individuals and meet your own data protection obligations, as far as the service allows.
  • Breaches. We tell you without undue delay after we become aware of a personal data breach affecting your content.
  • Deletion. An owner can delete the company and all its content at once in Settings, Account. If you ask us to, we delete it within 30 days, or return it to you first on request, unless the law requires us to keep something.
  • Evidence. We give you the information needed to show that we meet these obligations, and allow reasonable audits on notice, no more than once a year unless there has been a breach.
  • Transfers. Where a sub-processor processes information outside the UK, it does so under the safeguards the law requires.

12. Ending the agreement

An owner can close the company at any time by deleting it in Settings, Account, or by writing to [contact email address]. We may suspend or close an account if these terms are broken or if the law requires, and will tell you why where we can. What happens to your content is described in section 11 and the privacy notice.

13. Changes

We may change these terms. For a change that matters we tell account owners by email at least 30 days before it applies. If you do not agree, you can close your account before then.

14. Law

These terms are governed by the law of England and Wales, and its courts have jurisdiction, unless the law gives you the right to go elsewhere.