Terms of service

These Terms of Service form an agreement between you and the people operating the Baseplan service under the trading name Baseplan ("Baseplan", "we", "us", or "our").

By creating an account, accepting these Terms, buying a subscription, or using Baseplan, you agree to them. If you use Baseplan for a business or organisation, you confirm that you have authority to accept these Terms on its behalf.

A checkout, order form, or separately signed agreement may contain additional terms. If there is a conflict, the more specific agreed term applies to the subject it covers.

• You must be at least 16 years old to use Baseplan.
• If you are not legally able to enter into a binding contract, a parent, guardian, or authorised organisation must agree on your behalf.
• You must provide accurate account and billing information and keep it reasonably up to date.
• You are responsible for activity under your account and must promptly tell us if you believe it has been accessed without permission.

Sign-in codes, sessions, and accounts are for the person they were issued to. Do not share sign-in codes or let another person use your account as their own.

Subscriptions and product permissions belong to a workspace, not to a user account generally. Every workspace can use Free, Plus, or Business independently, and an account may create or join more than one workspace.

Workspace owners and authorised administrators control membership, roles, guests, plan access, and billing. They are responsible for inviting the right people, assigning suitable permissions, and removing access when it is no longer needed. Users must follow the instructions and policies of the organisation that controls their workspace.

If you lose access to an organisation, the workspace owner may remove your access while retaining the organisation's workspace content. Leaving or deleting your own account does not delete content held in another workspace.

Current plan features, prices, billing cadence, and seat requirements are shown on our pricing page, subscription pages, and checkout. The details shown when you subscribe form part of your purchase.

At the date of these Terms, each Free workspace includes two plans, one level per plan, unlimited placed items, and one custom asset library. Archived plans and custom asset libraries still count towards the Free limits because they remain available to restore. A person may own up to two non-archived workspaces on Free at a time. A completed paid cancellation also counts towards that ownership limit, but does not remove an ownership that already exists.

Plus includes up to 10 plans, three levels per plan, three custom asset libraries, unlimited placed items, and image overlay uploads. Business includes unlimited plans, levels, and custom asset libraries and adds plan-scoped guest access. Every tier supports full workspace members, member roles, collaboration, share links, and CSV exports. References to "unlimited" mean that we do not impose a numerical product cap for normal use; the acceptable-use and technical integrity rules in these Terms still apply.

If a paid workspace moves to a lower plan, content above the new plan's limits may remain stored but become locked. An owner can confirm the plans and levels that remain usable once for that downgrade; the selection cannot then be rotated by archiving and restoring content. We will not treat archiving as deletion unless the product clearly says so.

Plus and Business are recurring subscriptions. Unless checkout clearly says otherwise, a monthly subscription renews monthly and an annual subscription renews annually until cancelled. We charge the payment method linked to the workspace through Stripe.

• The workspace owner is responsible for subscription fees, applicable taxes, and keeping a valid payment method.
• Plus and Business are billed per purchased seat, with a one-seat minimum. Members and pending member invitations occupy seats. On Business, active guests and pending guest invitations occupy seats too. Seat increases may produce the prorated charge shown before confirmation.
• Discounts and promotion codes are subject to the eligibility, duration, and renewal details shown at checkout or on the subscription. Existing promotions do not carry across a paid plan change; you may enter a new eligible code for the new plan.
• A Business-to-Plus downgrade takes effect at the end of the current paid term. We do not issue an immediate prorated credit or charge for that scheduled change.
• Failed or overdue payment may move a workspace into a restricted state while we or Stripe retry payment or provide a way to recover billing.

You can schedule cancellation from the workspace subscription page. Cancellation normally takes effect at the end of the current paid period, so the workspace keeps its paid access until then and will not renew. You may reactivate before that date where the product offers that option.

Fees already paid are not refunded merely because you stop using the service before the end of a billing period. This does not limit any cancellation, refund, or other statutory right you have as a consumer.

If you buy a subscription online as a consumer, you will normally have 14 days from entering the contract to change your mind. If you ask us to begin the paid service during that period and then cancel, the law may allow us to charge a proportionate amount for the service already supplied. To exercise a legal cancellation right, send us a clear statement that you wish to cancel. To do that or ask about a billing error, email hello@baseplans.co.

We may change subscription prices for a future renewal by giving reasonable advance notice. If you do not accept the new price, you can cancel before it takes effect.

As between you and Baseplan, you or the organisation you work for keep the rights in content submitted to Baseplan. This may include plans, asset libraries, overlays, labels, trader information, notes, exports, support attachments, and other materials you create or upload ("Customer Content").

You give us a worldwide, non-exclusive, royalty-free licence to host, copy, process, transmit, back up, display, and technically modify Customer Content only as reasonably needed to provide, secure, support, and maintain Baseplan and to comply with law. This licence lasts while we need the content for those purposes.

You are responsible for the accuracy and legality of Customer Content and for having the rights, permissions, and privacy notices needed to upload, use, and share it. Do not upload special-category, highly sensitive, or confidential personal information unless it is genuinely necessary and you are authorised to do so.

Baseplan lets authorised users share content with workspace members, plan-scoped guests, or people who receive a share link. Anyone who has a working share link may be able to view the linked plan without signing in. You are responsible for deciding what to share, who receives a link, and when access should be removed.

Exports and downloaded files leave Baseplan's access controls once downloaded. We are not responsible for another person's use of content that you or an authorised user chose to share with them.

If Customer Content contains personal information about traders, staff, suppliers, guests, or other people, the person or organisation deciding why and how that information is used is generally the data controller. Baseplan acts as its service provider or processor for that Customer Content.

The controller is responsible for having a lawful basis, giving any required privacy information, handling rights requests, setting appropriate access, and telling us when our reasonable assistance is needed. Baseplan is separately a controller for account, billing, service administration, security, and product-analytics data as explained in our Privacy Notice.

Where data-protection law requires a processor contract, the following terms apply to that processing:

• The subject and purpose are providing the Baseplan features selected by the controller. Processing lasts for the period we provide the relevant workspace and complete agreed deletion or return.
• The information and people involved are determined by Customer Content and may include identification, contact, event, assignment, and access information about users, traders, staff, suppliers, guests, and other people connected with an event.
• We process Customer Content only on the controller's documented instructions, including these Terms and authorised use of the product, unless the law requires otherwise.
• We require people authorised to process Customer Content to protect its confidentiality and apply appropriate technical and organisational security measures.
• The controller gives general authorisation for us to use the infrastructure and product providers needed to operate Baseplan. We remain responsible for imposing appropriate data-protection duties on subprocessors and will provide current information about relevant provider categories.
• Taking account of the nature of the processing and information available to us, we will reasonably assist with individual rights, security incidents, impact assessments, regulator consultations, and evidence of compliance.
• We will tell the controller without undue delay after becoming aware of a personal data breach affecting its Customer Content.
• At the end of the service, we will delete or return Customer Content as described in the product and our retention practices, unless law requires continued storage. Encrypted backups may expire through their normal protected lifecycle.

Each party may receive non-public information that a reasonable person would understand to be confidential, including Customer Content and security, business, and technical information. The receiving party will use it only for the relationship covered by these Terms and protect it with reasonable care.

Confidential information may be disclosed to personnel, providers, and professional advisers who need it and are bound to protect it, or where law requires disclosure. This section does not cover information that becomes public without breach, was already lawfully known without restriction, is received lawfully from another source, or is independently developed.

You must not, and must not help anyone else to:

• use Baseplan unlawfully or infringe another person's rights;
• upload malicious code, unlawful material, or content that is abusive, deceptive, or seriously harmful;
• attempt unauthorised access to an account, workspace, system, API, or non-public data;
• interfere with the security, integrity, performance, or availability of the service;
• scrape, probe, reverse engineer, or bypass technical restrictions except where the law expressly permits it;
• resell, sublicense, or provide Baseplan as a service bureau without our written permission;
• use Baseplan to build or train a competing product using non-public parts of the service or our protected catalogue content.

Reasonable automation and integrations that we expressly support are allowed within their documented limits.

Baseplan is a planning and collaboration tool. It is not a site survey, engineering assessment, safety plan, crowd model, traffic-management plan, legal opinion, or substitute for qualified professional judgement.

Maps, measurements, suggested dimensions, catalogue items, overlays, and exports may be approximate, incomplete, or affected by source data and user input. You remain responsible for site checks, permissions, licences, risk assessments, accessibility, emergency planning, regulatory compliance, and the safe planning and delivery of your event. Verify important dimensions and decisions independently before relying on them.

Baseplan and its licensors own the service, software, product design, branding, documentation, and system catalogue content. We give you a limited, non-exclusive, non-transferable right to use those materials through Baseplan for your own planning work while these Terms apply.

Some maps, imagery, data, icons, or other materials come from third parties and may be subject to attribution or licence terms shown in the product. These Terms do not transfer ownership of Baseplan or third-party materials to you.

If you provide product feedback, you allow us to use it without restriction or payment, but this does not give us ownership of your Customer Content.

We aim to keep Baseplan available and reliable, but we do not promise uninterrupted or error-free operation unless a separate written service level applies. Maintenance, security work, provider failures, and events outside our reasonable control may interrupt access.

We may improve, replace, or discontinue product features. We will give reasonable notice where a change materially reduces a paid service during a current subscription term, unless urgent security, legal, or technical circumstances make advance notice impractical.

The public demo and other browser-local features may be limited, may reset, and may store data only on your device. They are not a substitute for a saved, account-backed workspace.

Baseplan relies on third-party services for functions such as hosting, storage, email, maps, place search, sign-in, analytics, error monitoring, and payments. Your use of an optional third-party sign-in or payment flow may also be subject to that provider's terms and privacy notice.

We are not responsible for a third-party service or content that we do not control, but this does not affect any responsibility we cannot exclude by law.

We may restrict or suspend access where reasonably necessary to address non-payment, a material breach of these Terms, unlawful use, a security risk, harm to other users, or a legal requirement. Where appropriate, we will explain the reason and give you a reasonable opportunity to fix the issue.

You can stop using Baseplan at any time. You can schedule account deletion in account settings. Scheduling deletion signs you out and blocks normal access immediately, then starts a 30-day retention period before final account cleanup. Workspace memberships and guest access may be removed when deletion is scheduled; workspace content remains with that workspace. Certain owners must transfer ownership or archive a workspace before deleting their account.

You should export any content you need before an account or workspace is finally deleted. Some records may be retained or de-identified where reasonably required for billing, security, dispute, audit, backup, or legal purposes.

Nothing in these Terms excludes rights or remedies that the law does not allow us to exclude. If you are a consumer, Baseplan must be provided with reasonable care and skill, and your statutory rights remain unaffected.

Subject to those rights, Baseplan is provided on an "as available" basis. We do not guarantee that it will meet every particular requirement, that Customer Content is accurate, or that use of Baseplan will make an event compliant or safe.

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of terms implied by law that cannot be limited, or any other liability that cannot lawfully be excluded.

If you use Baseplan as a consumer, we are responsible for losses that are a foreseeable result of our breach of these Terms or failure to use reasonable care and skill. We are not responsible for business losses arising from consumer use.

If you use Baseplan for business purposes, neither party is liable for indirect or consequential loss, loss of profit, revenue, business, opportunity, goodwill, or anticipated savings. Subject to the liabilities that cannot be limited, each party's total liability arising from Baseplan in any 12-month period is limited to the greater of £1,000 and the fees paid or payable for the affected workspace during that period.

We may update these Terms as Baseplan or the law changes. We will post the updated terms and date here. If a change materially affects an existing paid subscription, we will give reasonable advance notice and normally apply it from the next renewal, unless the change is required sooner for legal or security reasons.

If you do not agree to a material change, you may stop using Baseplan and cancel a paid subscription before the change takes effect.

You may not transfer your agreement with us without our consent. We may transfer it as part of a business reorganisation or sale, provided that doing so does not reduce your rights. A delay in enforcing a right is not a waiver of it. If part of these Terms is unenforceable, the rest continues to apply.

These Terms are governed by the laws of England and Wales. If you are a consumer, you may also have the benefit of mandatory law and the right to bring proceedings in the part of the UK or other country where you live. If you use Baseplan for business, the courts of England and Wales have exclusive jurisdiction.

Questions, legal notices, and subscription cancellation requests can be sent to hello@baseplans.co.