These terms are the contract between Pitlamp LTD (“Pitlamp”, “we”, “us”) and the organisation that uses the Pitlamp application (“you”, the “customer”). They apply to free trials and paid subscriptions. Our data processing agreement forms part of them.
Last updated: 23 October 2026.
1. About us
1.1 We are Pitlamp LTD, a company registered in England and Wales under company number 17508537. Our registered office is 108a Manor Green Road, Epsom, Surrey, KT19 8LN.
1.2 You can contact us at hello@pitlamp.com. Section 18 explains how to send formal notices.
2. Who these terms are for
2.1 Pitlamp is for businesses and other organisations, not consumers. By accepting these terms you confirm that you are using Pitlamp for the purposes of your trade, business, craft or profession, or for a public body or charity, and that the person accepting has authority to bind the organisation.
2.2 You accept these terms when you tick the box to agree to them as you sign up, when you sign an order form that refers to them, or when you confirm in writing (including by email) that you accept them. Each of these forms a contract between us and the organisation named when the account was set up. The contract is in English. We keep a record of when the terms were accepted and the version that applied; the current version is always on this page.
2.3 If you have signed an order form or other written agreement with us, that agreement takes priority over these terms where they conflict. On data protection, the data processing agreement takes priority over both.
3. Definitions
- Account: your organisation’s workspace in the Service.
- Administrator: a User with the Admin role in your Account.
- Customer Data: everything you or your Users put into the Service, including files, and the personal data in it.
- Fees: the charges in section 6.
- Service: the Pitlamp application at app.pitlamp.com, including its features as they change over time under section 9, and our support.
- Third-Party Information: end-of-life dates, security advisories, severity scores, vendor status and outage information and similar information that the Service collects from vendors and other public sources.
- User: a person you allow to use your Account. A User is active from accepting their invitation until an Administrator disables their account.
4. Free trial
4.1 A new Account starts with a free trial of 30 days with access to every feature. You don’t need to give payment details.
4.2 When the trial ends, your Account becomes read-only unless you have started a paid subscription. Users can still sign in, view everything, manage their own password and sign-in security, and an Administrator can download all your data (section 12). Nothing is deleted when a trial ends.
4.3 If you don’t start a paid subscription, we keep a read-only Account for 90 days after the trial ends. After that we may end the contract by emailing your Administrators at least 14 days beforehand (section 13.3 does not apply), and then delete Customer Data under section 12.2. You can ask us to delete it sooner.
4.4 We may extend a trial at our discretion. We may end a trial early, or decline to start one, if we reasonably believe the Account is not being used for a genuine business evaluation or breaks section 7.
5. Your right to use the Service
5.1 For as long as the contract lasts, we give you a non-exclusive, non-transferable right for your Users to use the Service for your internal business purposes, under these terms.
5.2 You can invite as many Users as you need. Each User must have their own account; sign-in details must not be shared.
5.3 You are responsible for what your Users do in the Service, for keeping your Administrators’ details current, and for disabling accounts of people who should no longer have access.
6. Paid subscription and fees
6.1 To keep using the Service after the trial, contact us to start a paid subscription. The subscription starts on the date we confirm to you in writing and renews automatically each month until it is cancelled under section 13.
6.2 The Fee is £9.99 per active User per month, excluding VAT, unless your order form says otherwise. Each billing period is one month, starting on the day the subscription starts. For each billing period you pay for the highest number of active Users your Account had at any time in that period. Pending invitations and disabled accounts don’t count.
6.3 We invoice you by email at the end of each billing period. Invoices are payable within 14 days of the invoice date by the payment method shown on the invoice.
6.4 Fees exclude VAT and other taxes, which you pay in addition at the applicable rate where they apply.
6.5 If you don’t pay an invoice by its due date, we may charge interest and compensation under the Late Payment of Commercial Debts (Interest) Act 1998 from the day after the due date. If an invoice is still unpaid 14 days after its due date, we may also suspend your Account under section 11.2, after giving you at least 7 days’ written notice.
6.6 We may change the Fees by giving your Administrators at least 30 days’ written notice. The new Fees apply from the first billing period that starts after the notice period ends. If you don’t accept them you can cancel before they apply.
6.7 If you dispute an invoice in good faith, tell us within 30 days of receiving it and pay any undisputed part on time. We will work with you to resolve it promptly.
7. Acceptable use
7.1 You must use the Service lawfully and in line with these terms. You must not, and must make sure your Users do not:
- upload anything unlawful, infringing, defamatory, or that contains viruses or other harmful code;
- try to access another customer’s data, or any part of the Service you are not authorised to use;
- probe, scan or test the security of the Service, or carry out load or penetration testing, without our written agreement;
- interfere with or disrupt the Service, or put an unreasonable load on it, including by automated access other than through features we provide;
- copy, modify, reverse engineer or decompile the Service, except to the extent the law allows this and cannot be excluded by contract;
- resell, sublicense or provide the Service to third parties, or use it to build a competing product;
- store special category data (such as health information) or criminal records data in the Service.
7.2 Pitlamp is not a password manager. Don’t store passwords, keys or other secrets in the Service. The Service warns Users when text looks like a credential, but you decide what your team stores.
7.3 If you become aware of a breach of this section, or of any unauthorised use of your Account, tell us promptly.
8. Customer Data
8.1 You own Customer Data. You give us a non-exclusive licence to host, copy, process and display Customer Data only as needed to provide, secure and support the Service, and as the law requires.
8.2 For personal data in Customer Data, you are the controller and we are your processor. The data processing agreement sets out both parties’ obligations and meets Article 28 of the UK GDPR.
8.3 You are responsible for the accuracy and lawfulness of Customer Data, and for having a lawful basis for any personal data your Users add, including details of people outside your organisation such as suppliers’ staff.
8.4 We also collect information about how the Service runs, such as error reports, performance measurements and security logs. We use it to run, secure and improve the Service, and handle any personal data in it as described in our privacy policy. We do not sell Customer Data or use it to train artificial intelligence models.
9. The Service and support
9.1 We will provide the Service with reasonable care and skill, and substantially as described on our website and in the Service.
9.2 We aim to keep the Service available at all times but don’t guarantee that it will be uninterrupted or error-free. We may need to take it offline for maintenance; where we can, we do this outside UK working hours and give notice in the Service or by email for planned work likely to cause noticeable downtime.
9.3 We improve the Service continually and may add, change or remove features. We won’t make a change that materially reduces the core functionality of the Service during a paid subscription without giving your Administrators at least 30 days’ notice. If such a change materially disadvantages you, you may cancel with immediate effect by telling us before the change takes effect, and you pay Fees only up to the date you cancel.
9.4 Support is by email at hello@pitlamp.com during UK working hours (9am to 5pm, Monday to Friday, excluding bank holidays in England). We aim to reply within one working day.
9.5 Your use of the Service relies on your own internet connection, devices and browser, which are your responsibility.
10. Third-Party Information
10.1 The Service collects Third-Party Information from vendors and other public sources, such as endoflife.date, vendors’ security advisories and status pages, and government security agencies. We don’t control that information and it can be incomplete, late or wrong. Severity scores are the publisher’s, not ours.
10.2 Third-Party Information is provided for guidance, to help you prioritise your own checks. It is not a complete record of the risks to your systems and is not professional security advice. You remain responsible for deciding what to patch, upgrade or replace and when, and for checking important dates and advice with the vendor.
10.3 Product names and trademarks belong to their owners. Their appearance in the Service does not mean the owner endorses Pitlamp.
11. Security and suspension
11.1 We keep the Service and Customer Data secure using the measures described in the data processing agreement, including mandatory multi-factor authentication for every User, encryption in transit and at rest, and hosting in Microsoft Azure’s UK South region.
11.2 We may suspend all or part of your Account’s access, or make it read-only, if:
- an invoice remains unpaid after the notice in section 6.5;
- we reasonably believe your Account or a User’s account is being used in breach of section 7, or has been compromised;
- suspension is needed to protect the Service, other customers or Customer Data from a real threat; or
- the law or a regulator requires it.
11.3 Any suspension will be no wider and last no longer than reasonably necessary. We will tell your Administrators in advance where we reasonably can, and otherwise as soon as possible afterwards. While an Account is suspended, Administrators can still download Customer Data unless the reason for suspension makes that unsafe.
12. Downloading and deleting your data
12.1 An Administrator can download all Customer Data at any time from Settings › Export, including when the Account is read-only. The download is a zip file containing a CSV file per type of record and every attached file.
12.2 When the contract ends, your Account stays available read-only for 30 days so you can download Customer Data. After that we delete Customer Data within a further 60 days, unless the law requires us to keep it. Copies in our database backups are overwritten within 7 days of deletion, and deleted files are purged from storage within 30 days. We will confirm deletion in writing if you ask.
12.3 You can ask us to delete your Account and Customer Data sooner by emailing us from an Administrator’s address. Deletion cannot be undone, so download anything you need first.
13. Term and ending the contract
13.1 The contract starts when you accept these terms and continues until it is ended under this section.
13.2 You can cancel a paid subscription at any time by telling us by email from an Administrator’s address. Cancellation takes effect at the end of the billing period in which you tell us, and we send a final invoice for that period. You can end a trial at any time by telling us; you won’t be charged.
13.3 We can end the contract by giving your Administrators at least 30 days’ written notice. If we do, we will charge only for use up to the end date.
13.4 Either of us can end the contract immediately by written notice if the other:
- commits a material breach that cannot be remedied, or does not remedy a breach that can be remedied within 14 days of being asked to in writing; or
- becomes insolvent, enters administration, liquidation or a similar process, makes an arrangement with its creditors, or stops trading.
13.5 When the contract ends, your right to use the Service ends except for the read-only download period in section 12.2, and you must pay any Fees due up to the end date. Sections 8, 10, 12, 14, 15, 16 and 18 to 20, and anything else that by its nature should continue, continue to apply.
14. Intellectual property
14.1 We and our licensors own all intellectual property rights in the Service, its software, design and documentation. Apart from the right in section 5, these terms give you no rights in them.
14.2 If you send us suggestions or feedback, we may use them freely without any obligation to you.
15. Confidentiality
15.1 Each of us will keep confidential any information received from the other that is marked confidential or would reasonably be understood to be confidential, including Customer Data and our non-public information about the Service. Each of us will use it only to perform or benefit from this contract, and disclose it only to employees, contractors, sub-processors and professional advisers who need it and are bound by similar obligations.
15.2 This doesn’t apply to information that is or becomes public other than through a breach of this section, that the recipient already had or develops independently, or that it receives lawfully from someone else without restriction. Either of us may disclose confidential information when the law, a court or a regulator requires it, telling the other first where lawful and practical.
16. Liability
16.1 Nothing in these terms limits or excludes either party’s liability for:
- death or personal injury caused by negligence;
- fraud or fraudulent misrepresentation;
- your obligation to pay Fees properly due; or
- anything else that cannot be limited or excluded by law.
16.2 Subject to section 16.1, neither party is liable to the other, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any:
- loss of profits, revenue, business, contracts or anticipated savings;
- loss of goodwill or reputation; or
- indirect or consequential loss.
16.3 Subject to section 16.1, each party’s total liability to the other arising out of or in connection with the contract in any 12-month period starting on the date the contract starts or an anniversary of it is limited to the greater of £1,000 and the total Fees paid and payable by you in that 12-month period.
16.4 The Service is not a backup service. You are responsible for keeping copies of any Customer Data that you cannot afford to lose; section 12.1 lets you download it at any time. If Customer Data is lost or damaged because of our breach of these terms, we will use reasonable efforts to restore it from our latest backup. This does not limit your other remedies, subject to the rest of this section 16.
16.5 The express terms of this contract replace all terms implied by statute or common law, so far as the law allows, except the term that we will provide the Service with reasonable care and skill, which section 9.1 repeats.
16.6 We have no liability for decisions you make, or don’t make, based on Third-Party Information (section 10), or for any failure caused by your breach of these terms, your systems or your Users.
17. Events outside our control
Neither party is liable for delay or failure to perform caused by events outside its reasonable control, such as a failure of the public internet or power networks, a failure of a major cloud provider not caused by us, fire, flood, war, terrorism, pandemic, or government action. This does not excuse payment of Fees for a period in which the Service was available. If such an event stops the Service for more than 30 days in a row, either party may end the contract immediately by written notice.
18. Notices
18.1 We send notices to the email address of your Administrators, as held in the Service. You send notices to hello@pitlamp.com.
18.2 A notice sent by email counts as received at the start of the next working day after it is sent, unless the sender receives a message that it was not delivered. Notices about legal proceedings must also be sent by post to the other party’s registered office or main business address.
19. Changes to these terms
19.1 We may update these terms. We will give your Administrators at least 30 days’ notice of a change by email, and show the date of the latest version on this page. If you don’t accept a change you may cancel before it takes effect, and the earlier version applies to you until your cancellation takes effect.
19.2 We may make a change sooner where the law or a regulator requires it, or where it only corrects errors or makes the wording clearer without changing either party’s rights.
20. General
20.1 Entire agreement. These terms, the data processing agreement and any order form are the whole agreement between us about their subject. Each party confirms it has not relied on any statement not set out in them. This does not limit liability for fraud or fraudulent misrepresentation.
20.2 Assignment. You may not transfer your rights under the contract without our written agreement, which we won’t unreasonably withhold. We may transfer the contract to a company that takes over our business or the Service, after telling you, provided your rights are not reduced.
20.3 Subcontractors. We may use subcontractors to help provide the Service. We remain responsible for their work. Sub-processors of personal data are governed by the data processing agreement.
20.4 No waiver. A delay in enforcing a right is not a waiver of it.
20.5 Severance. If any part of these terms is found unenforceable, the rest remains in force, and the affected part applies with the minimum change needed to make it enforceable.
20.6 Third parties. No one other than you and us has any right to enforce these terms under the Contracts (Rights of Third Parties) Act 1999.
20.7 Relationship. Nothing in these terms creates a partnership, joint venture or agency between us.
20.8 Complaints. If you are unhappy with the Service, email us at hello@pitlamp.com. We will acknowledge your complaint within two working days and aim to resolve it within 14 days.
20.9 Law and courts. These terms, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them, are governed by the law of England and Wales. The courts of England and Wales have exclusive jurisdiction.