Terms of Service

1. Acceptance of Terms

By accessing and using Pocket PMO ("the Service"), operated by Pocket PMO Ltd, you accept and agree to be bound by the terms and provisions of this agreement. If you do not agree to abide by these terms, please do not use this Service. These terms constitute a legally binding agreement between you and Pocket PMO Ltd.

2. Description of Service

Pocket PMO is an AI-powered project coordination and delivery assurance platform designed for project managers, programme managers, PMO professionals and business analysts. The Service provides tools for managing projects, portfolios, RAID items (risks, actions, issues, decisions), tasks, milestones, dependencies, change requests, roadmap-led intake and approval pipeline, budgets, a scope approval register (individual scope items moving between in review, approved, out of scope and removed), a light procurement register (contracts and suppliers with committed values and expiry warnings), quality roll-up reporting on acceptance criteria and test results, an Audit & WIP Dashboard with IFRS 15 / FRS 102 disclosure tooling, evidence register, sign-off log and a one-click audit pack. The Service also includes an AI Project Team (Alex, Morgan, Jordan and Taylor), a 360° Lessons Loop (approval-first AI-drafted lessons captured during delivery, a mandatory review gate at project closure, and matched prior lessons surfaced as suggested actions at the next project's kickoff), and a REST APIfor integrations. An optional Microsoft 365 integration (Outlook calendar sync, Outlook email send, Microsoft Teams post and SharePoint upload) is available via the App Store and uses Microsoft Graph under standard OAuth 2.0 with admin consent where required. The Service also includes a Private Space (Drawing Board) — a personal workspace for notes, ideas and private projects that is only visible to you until you explicitly promote content into a client organisation. The Service also provides status reports and shareable snapshots: you may generate read-only, point-in-time snapshots of selected project, portfolio, status or budget data (budget snapshots include financial figures such as budget, committed, actual and forecast amounts) at a unique link that requires no login. You are solely responsible for deciding who receives such links and for ensuring that sharing project data in this way is permitted by your own obligations. Snapshots are frozen at the point of generation and can be revoked. Each report has an access setting: "invited people only", where a reader must enter an email address you have invited and a single-use 6-digit code we email them (verifying the code keeps that browser trusted for 30 days), or "anyone with the link" for non-sensitive reports. You choose the setting, you maintain the invited list, and removing someone ends their access immediately. Snapshots follow an approval-first flow: the data is frozen, an AI summary is drafted for you to edit, and nothing is published or shared until you approve it. You may optionally allow viewers to ask questions of a published snapshot; answers are generated only from the frozen data in that snapshot, the questions asked are logged for you to review, and you can switch questions off at any time. You may also add a private briefing note to a report: context you would normally say out loud. The note is never displayed on the report, but the report assistant may draw on it when answering a viewer's question, so you are responsible for ensuring it contains nothing you would not want that viewer to learn. Each report is hosted either by you (your name and optional avatar) or by the default AI host, and you choose which the first time you share a report.

Free sandbox and demo. We also offer a no-account sandbox and an interactive demo on our public site so you can try planning features before signing up. Sandbox content is held only in your own browser, is not stored on our servers, is not backed up, and may be cleared at any time (including by resetting the sandbox, clearing browser data, or after a period of inactivity). Demo and sandbox data are illustrative only, are provided "as is" without warranty, and must not be relied upon for real delivery decisions or used to store confidential information. If you sign up, you may choose to import a sandbox plan into a new project; you confirm the client, project details and any generated items before anything is created.

Free tools and template downloads. Our free tools and downloadable templates require no account. Most builders run entirely in your browser, and all Word, PDF and CSV exports are produced on your device. The AI extraction in the public RAID log generator is the exception: when you choose Extract RAID with AI, the notes you pasted are sent securely to our server-side AI service and model gateway for transient processing. They are not written into a customer workspace or kept as project records. Free visitors receive two AI extractions and two exports per browser before being invited to create an account; additional hourly rate limits apply to protect the service. AI output is an editable suggestion and may be inaccurate, so you must review it before relying on or sharing it. We ask for an email address before Word or PDF download so we can record the request and, only if you opt in, send occasional product guidance you can unsubscribe from at any time. The tools and templates are provided "as is", carry no warranty, and are not professional advice.

Scheduled reports and automated notifications. Where you schedule a report or enable a proactive check, the Service will generate and email it on the cadence you configure to the recipients you choose. You are responsible for the schedules and recipient lists you set, and can disable them at any time in the Service.

3. User Accounts and Registration

Accounts may be created using email and password (with strong password requirements: minimum 8 characters including uppercase, lowercase, number and special character) or via supported single sign-on providers (Google OAuth). You are responsible for:

• Maintaining the confidentiality of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorised access
• Ensuring your account information is accurate and current
• Respecting the 30-minute session inactivity timeout enforced for security

We reserve the right to suspend or terminate accounts that violate these terms. Repeated failed login attempts will trigger temporary blocks under our rate-limiting policy.

4. Acceptable Use Policy

You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree not to:

• Use the Service in any way that violates applicable local, national, or international laws
• Attempt to gain unauthorised access to any portion of the Service or its systems
• Use the Service to transmit any malicious code, viruses, or harmful content
• Interfere with or disrupt the Service, servers, or networks
• Impersonate any person or entity or misrepresent your affiliation
• Use automated means to access the Service without our express permission
• Collect or store personal data of other users without their consent
• Access or use the Service, or any information about it, to design, build, train, benchmark, market or improve a competing or substantially similar product or service
• Copy, reproduce, adapt, translate or create derivative works of the Service's design, screens, workflows, wording, AI prompts, templates or generated report formats, other than for your own internal project delivery
• Reverse engineer, decompile, disassemble or otherwise attempt to derive the source code, prompts, models or data structures of the Service, except to the extent this restriction is prohibited by law
• Scrape, crawl, index, bulk export, or systematically record the Service, including screen recording or screenshots taken for redistribution or competitive analysis
• Share, resell, sublicense, or rotate a single user licence between individuals; each licensed seat is for one named individual and seat limits are enforced technically
• Register or use an account on behalf of a competitor, or on behalf of anyone whose purpose is competitive research, without our prior written consent

5. Data Processing and Privacy

Your use of the Service is governed by our Privacy Policy. By using the Service, you consent to the collection and use of information as described therein.

For Business Users: If you use the Service to process personal data of your employees, clients, or third parties:

• You act as the Data Controller for such data
• Pocket PMO acts as a Data Processor on your behalf
• You are responsible for obtaining necessary consents and legal basis for processing
• You warrant that you have the authority to input such data into the Service

6. Data Processing Agreement

For users subject to GDPR or similar data protection regulations, these terms incorporate a Data Processing Agreement (DPA). Key provisions include:

• Processing Instructions: We process data only according to your instructions as documented in these terms
• Security Measures: We implement appropriate technical and organizational security measures
• Sub-processors: We use approved sub-processors for hosting and AI services; a list is available upon request
• Data Subject Rights: We assist you in responding to data subject requests
• Breach Notification: We notify you of data breaches without undue delay
• Audits: We provide reasonable assistance for compliance audits
• Data Deletion: We delete or return data upon termination of services

7. Your Content and Data

You retain ownership of all data and content you input into the Service ("Your Content"). By using the Service, you grant us a limited license to process Your Content as necessary to provide the Service, including:

• Storing and displaying Your Content
• Processing Your Content through AI features (with your consent) - see our AI Usage Policy
• Creating copies of Your Content when you use the project cloning feature
• Creating backups for data security

This license terminates when you delete Your Content or your account.

8. Artificial Intelligence Features

Pocket PMO uses artificial intelligence to enhance your project management experience. Our AI features are clearly marked throughout the application. When you use AI features, your project data may be processed by third-party AI providers as described in our AI Usage Policy.

Key points about AI usage:

• AI features are optional - core functionality works without AI
• Your data is not used to train AI models
• AI processing is transient - data is not retained by AI providers
• You are responsible for reviewing AI-generated content before use
• AI workflows may draft and send emails (meeting invites, task notifications) to active registered users on your behalf, only after you approve the action
• AI workflows may propose edits to existing project documents, edits are held as drafts, versioned, and auditable until you approve them
• All changes to project data (including RAID items and change requests) maintain field-level audit history for full traceability
• Calendar invites generated by AI workflows are delivered to the PM as interactive meeting requests for acceptance and forwarding
• You may name your AI team members and generate stylised avatars, including from a photo you upload. You confirm you have the right to use any photo you upload, and that your name and avatar may be shown to recipients of reports you publish

9. Intellectual Property

The Service is owned exclusively by Pocket PMO and is protected by international copyright, database, trademark and other intellectual property laws. This includes, without limitation: the software and source code; the user interface, screen designs and visual identity; workflow, lifecycle and governance models; AI prompts, instructions and agent configurations; document, report and snapshot templates and their formats; help content and wording. "Pocket PMO", the Pocket PMO name and the Pocket PMO logo are our trademarks and may not be used without our prior written permission.

We grant you a limited, non-exclusive, non-transferable, non-sublicensable and revocable licence to access and use the Service for your own internal business purposes for the term of your subscription, subject to these Terms. All rights not expressly granted are reserved; nothing in these Terms transfers or implies any licence to our intellectual property beyond that express right of use.

Your Content remains your property. Documents generated by our AI features are owned by you, subject to any third-party rights in underlying data and to our rights in the underlying templates and formats.

10. Confidentiality

We treat Your Content as confidential and will not disclose it except:

• As necessary to provide the Service
• With your explicit consent
• To comply with legal requirements
• To protect our rights, safety, or property

Visibility within your organisation: project data created in an organisation is visible to the members of that organisation's licence, so that a PMO can govern the work it is accountable for. A project marked Confidential is restricted to its creator and the organisation's admins. Your personal Drawing Board (Private Space) remains private to you until you promote or fast track an item to an organisation.

Project phases: where you start a new phase of an existing project, the project is retained as a single record and each phase's registers are preserved. Closed phases become read-only but remain available for reporting and audit for as long as the project is retained under our Data Retention terms.

11. Subscription Plans and Billing

Pocket PMO offers the following subscription tiers:

• Professional: For individual project managers (single user), includes the full AI Project Team
• PMO: For teams requiring collaboration features (up to 5 users), organization branding and the open API
• Assistant (£14.99/month or £149/year): One seat, 250 AI credits a month, AI status packs and RAID logs from pasted notes or uploaded trackers, shareable web Snapshot reports with optional company branding, a personalised host and reader questions, document drafting, PDF and Word downloads, and private saved history for up to two projects. It does not include running live projects in Pocket PMO; upgrade to Pro for that. Publishing stores an approved report until you delete it, including in wipe-after-download mode. Reader answers use your AI credits and may draw on extra context you provide. You control reader access
• Assistant free trial: Signing up from the Assistant page lets you create one status-pack project, one shareable Snapshot, one RAID log and one saved document free of charge. Further use requires the Assistant plan. Introductory discounts offered on Pro or PMO do not apply to the Assistant plan. Assistant reports may include portfolio views, budget figures and Overall, Time, Budget and Scope ratings that you can edit before publishing; you remain responsible for their accuracy
• Enterprise: For organizations requiring SSO, custom data residency, dedicated support and effectively unlimited AI credits (subject to fair-use limits), pricing is provided on request via our Sales team

Free plan and paid plans:

• A new account may create one real project and try snapshot reporting free of charge, with no payment card and no time limit
• The free plan is limited to one project and the areas needed to create, review and report on it; other areas (including additional projects) remain unavailable until you choose a paid plan
• On the free plan only one shared snapshot link is live at a time; approving a new snapshot replaces the previous link. Free snapshots may display a "Powered by Pocket PMO" footer
• The free plan includes a one-off starter allowance of AI credits that does not refill; see our AI Usage Policy for details. We may withhold AI credits from accounts registered with disposable email addresses
• If you keep the project after choosing a plan, you can assign it to the client you create during setup; Pocket PMO then creates the linked roadmap and approved pipeline records without duplicating the project
• Paid plans have no free trial period. A valid payment card is required when you choose a paid plan, it is stored securely by Stripe, and your first payment is taken on the day you subscribe
• You can cancel at any time from your account, in two clicks — see how cancelling works
• Customers who started a free trial before these terms changed keep that trial on its original terms until it ends
• We reserve the right to change or withdraw the free plan for future signups at any time
• Launch offer: Where advertised, new subscriptions may qualify for 50% off the first three months. The discount applies automatically at checkout, runs for three consecutive billing months from your first payment, then the standard plan price applies. It cannot be combined with other discounts, applies to new customers only, and may be withdrawn or changed for future signups at any time
• Free guided setup session: New accounts and subscriptions include an optional one-off online setup session with us. You request it from our site, we contact you by email to arrange it, and it is provided as a courtesy with no guaranteed availability or duration

Billing Terms:

• Subscriptions are billed monthly or annually in advance
• Prices are displayed in your local currency where available
• All prices are exclusive of VAT/taxes unless stated otherwise
• Payment is processed securely via Stripe; we do not store payment card details
• Subscriptions automatically renew at the end of each billing period
• You will receive a reminder email before each renewal
• Price changes will be notified at least 30 days in advance
• AI credit top-up packs are one-off purchases and never expire

12. Fees, Refunds and Cancellation

Fees:

Pocket PMO is provided on a subscription basis. Fees are payable in advance and are non-refundable, except where required by law.

Cancellation:

• You may cancel your subscription at any time through your account settings
• Cancellation takes effect at the end of your current billing period
• You retain access to paid features until the end of the period you have paid for
• Your data remains accessible for 30 days after cancellation, after which it will be deleted

Refund Policy:

• Free plan: The free plan (one project with access to try snapshot reporting) is never charged and no card is required
• Monthly subscriptions: Fees are non-refundable. Cancel before your next billing date to avoid further charges
• Annual subscriptions: Fees are non-refundable except within 15 days of first payment
• Discretionary refunds: We may, at our sole discretion, offer refunds or credits in exceptional circumstances—for example, where the service is unavailable for a prolonged period or in cases of genuine hardship
• Refund requests should be submitted via our Support page
• Approved refunds are processed within 5-10 business days to your original payment method

Downgrades: If you downgrade to a lower tier, the change takes effect at your next billing date. No partial refunds are provided for downgrades.

13. Service Availability and Support

We strive to maintain high availability but do not guarantee uninterrupted access. We may:

• Perform scheduled maintenance with reasonable notice
• Experience unscheduled downtime due to technical issues
• Modify or discontinue features with reasonable notice

14. Limitation of Liability

To the maximum extent permitted by applicable law:

• The Service is provided "as is" without warranties of any kind
• We shall not be liable for any indirect, incidental, special, consequential, or punitive damages
• Our total liability shall not exceed the amount paid by you in the 12 months preceding the claim
• We are not liable for data loss; you are responsible for maintaining your own backups

These limitations do not affect your statutory rights as a consumer or limit liability for gross negligence, fraud, or death/personal injury caused by our negligence.

15. Indemnification

You agree to indemnify and hold harmless Pocket PMO from any claims, damages, or expenses arising from your violation of these terms or your use of the Service, including claims related to data you input into the Service.

16. Changes to Terms

We reserve the right to modify these terms at any time. We will notify users of material changes at least 30 days in advance via email or through the Service. Continued use after changes take effect constitutes acceptance of the new terms. If you disagree with changes, you may terminate your account before they take effect.

17. Termination

Either party may terminate this agreement:

• By you: At any time by deleting your account through the Data & Privacy settings
• By us: For cause if you breach these terms, with notice where practicable
• By us: Without cause with 30 days notice
• By us, immediately and without refund: where you breach the competitive use, copying, reverse engineering, scraping or licence sharing provisions of section 4

We may also refuse, suspend or cancel any registration or subscription at our discretion, including where an account is opened on behalf of a competing product or service without our prior written consent.

Upon termination, we will delete your data in accordance with our Privacy Policy and GDPR requirements.

17a. Feedback

If you send us suggestions, feature requests or other feedback about the Service, you grant us a perpetual, worldwide, royalty-free licence to use it without obligation, attribution or compensation. Feedback does not transfer any ownership of Your Content or your own intellectual property to us, and you should not include confidential information in feedback.

18. Governing Law and Disputes

These terms are governed by and construed in accordance with the laws of England and Wales. The parties submit to the exclusive jurisdiction of the English courts. Any dispute should first be raised in good faith with us at admin@pocketpmo.co.uk; if unresolved within 30 days, either party may refer the dispute to the competent English courts.

19. Severability

If any provision of these terms is found to be unenforceable, the remaining provisions will continue in full force and effect.

20. Contact

If you have any questions about these Terms, please contact us through our Support page.