Legal

1.1  Definitions 

References to clauses and schedules are to the clauses and Schedules to this Agreement. In this Agreement, unless the context otherwise requires: “Court” means a court of competent jurisdiction; “party” means a party to this Agreement; and “in writing” includes email. 

“Agreement” means these Terms of Service together with the Order, the Data Processing Addendum (Schedule 1), the Microsoft Dynamics Rental Terms (Schedule 2, where applicable), the Proposal and/or the Requirements Blueprint, and the terms of any Support Contract or relevant Third Party Licence. 

“Applicable Law” means all applicable laws, statutes, regulations and codes of practice in force from time to time in England and Wales. 

“Confidential Information” means any non-public information disclosed by one party to the other in connection with this Agreement, whether or not marked as confidential, that would reasonably be understood to be confidential given its nature or the circumstances of disclosure, including Customer Data, pricing, and technical or business information. 

“Customer” or “you” means the business entity named in the Order that purchases Goods and/or Services from the Supplier. 

“Customer Data” means all data, including Customer Personal Data, submitted to, held within, or processed by the Supplier on behalf of the Customer in connection with the Goods and/or Services. 

“Customer Personal Data” means any personal data (as defined in the Data Protection Legislation) processed by the Supplier on behalf of the Customer in connection with this Agreement. 

“Data Protection Legislation” means the UK GDPR (as defined in section 3(10) of the Data Protection Act 2018), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (as amended), and any successor or replacement legislation, in each case as amended, extended or re-enacted from time to time. 

“Documentation” means the operating manuals, user manuals, technical literature and all other related materials giving instructions for the proper use of the Supplier Software, as updated by the Supplier from time to time. 

“Goods” means Supplier Hardware and/or Licensed Software, including any materials, spare parts or goods used in providing the Services. 

“Intellectual Property Rights” or “IPR” means all patents, copyrights, design rights, trade marks, service marks, trade secrets, know-how, database rights and other rights in the nature of intellectual property (whether registered or not), and all applications for the same, which may now or in the future subsist anywhere in the world. 

“Licensed Software” means the Supplier Software and the Third Party Software. 

“Licensed Users” means the persons permitted by the Supplier to use the Licensed Software as set out in the Proposal and/or the Requirements Blueprint. 

“Microsoft Dynamics Software” means the then-current version of the Microsoft Dynamics CRM / 365 software licensed or hired by the Supplier to the Customer from time to time, together with any updates, new versions, and any software supplied by the Supplier for its efficient functioning. 

“Order” means the Customer’s order for Goods and/or Services on the terms of the Proposal or the Requirements Blueprint, made by email or on the Supplier’s order form and signed (including by electronic signature) by an authorised signatory of the Customer. 

“Proposal” means the Supplier’s written proposal addressed to the Customer in respect of its supply of Goods and/or Services. 

“Requirements Blueprint” means the Supplier’s detailed definition of the Goods and/or Services it is willing to supply to the Customer. 

“Services” means the installation and configuration of Licensed Software, IT consultancy, training, and the support and maintenance services which the Supplier agrees to supply, all as described in the Proposal, the Requirements Blueprint and/or the Support Contract. 

“Site” means the Customer’s place or places of business specified in the Proposal. 

“Supplier”, “Qniverse”, “we”, “us” or “our” means Qniverse Limited, a company registered in England and Wales under company number 05200683 whose registered office is at 483 Green Lanes, London, N13 4BS. 

“Supplier Hardware” means the hardware and other equipment and materials supplied by the Supplier. 

“Supplier Software” means the software programs proprietary to the Supplier. 

“Support Contract” means the contract between the Supplier and the Customer for the provision of support and maintenance of Licensed Software. 

“System” means the system consisting of Supplier Hardware, Supplier or Third Party Software, and the Documentation. 

“Third Party Licence” means the standard licence terms provided by relevant third parties (including Microsoft and Sage) for the use of Third Party Software, and “Third Party Licensor” means a licensor of such software. 

“Third Party Software” means the software programs proprietary to third parties, including Microsoft and Sage, resold or hired by the Supplier to the Customer with or without modification. 

1.2  The Goods and Services 

1.2.1  The Supplier provides IT consultancy, the supply of Goods (Supplier Hardware and Licensed Software), the installation and configuration of Licensed Software onto the Customer’s system, training, and the support and maintenance of business software, including Microsoft Dynamics and other third-party platforms, as further described in the applicable Proposal, Requirements Blueprint and/or Support Contract. 

1.2.2  The Supplier is authorised by Microsoft Corporation to supply and, where applicable, to hire the Microsoft Dynamics Software. The rental of Microsoft Dynamics Software is additionally subject to the terms set out in Schedule 2 (Microsoft Dynamics Rental Terms) and the applicable Microsoft End User Licence Agreement. 

1.2.3  Third Party Software is supplied “off-the-shelf” pursuant to standard Third Party Licences, copies of which are provided to the Customer. The Customer agrees to be bound by, and to use the Third Party Software only in accordance with, those Third Party Licences. A breach of a Third Party Licence constitutes a breach of this Agreement. 

1.2.4  The quality and features of Third Party Software are a matter for the relevant Third Party Licensor and the terms of the applicable Third Party Licence. Third Party Software is not fault-tolerant and is not guaranteed to be error-free or to operate uninterrupted. 

1.3  Accounts and Eligibility 

1.3.1  The Customer must hold all licences necessary to use the Licensed Software supplied under this Agreement, including any Microsoft or Sage licences required for the relevant platform. 

1.3.2  The Customer is responsible for all activity under its accounts, for maintaining the confidentiality of login credentials, and for ensuring that the Licensed Software is used only by Licensed Users and only for the permitted purposes. The Customer must notify the Supplier as soon as it becomes aware of any unauthorised use of the Licensed Software. 

1.4  Customer Data and Responsibilities 

1.4.1  The Customer warrants that it has the legal right to submit all Customer Data to the Supplier and, in respect of Customer Personal Data, that it has all necessary consents, notices, and lawful bases required under the Data Protection Legislation for the Supplier to process that data on its behalf. 

1.4.2  The Customer is solely responsible for the accuracy and completeness of the data held within its own systems and provided to the Supplier, and for the selection and suitability of the Goods and Services for its purposes. 

1.4.3  As between the parties, in respect of Customer Personal Data processed through the Goods and Services, the Customer is the data controller and the Supplier is the data processor, on the terms set out in the Data Processing Addendum at Schedule 1 (see also the Privacy Policy at Part 2). 

1.5  Price and Payment 

1.5.1  The price payable for the Goods and/or Services, together with any delivery costs and expenses, is set out in the Proposal and/or the Requirements Blueprint. If no Order is placed within 30 days of the date of the later of the Proposal and the Requirements Blueprint, the Supplier reserves the right to change any or all of those prices. 

1.5.2  All prices are exclusive of VAT, which is payable by the Customer on receipt of a valid VAT invoice. Payment for Supplier Hardware, Supplier Software and Services is due within 30 days of the date of the related invoice; payment for Third Party Software is due within 7 days of the date of the related invoice; and rental payments for Microsoft Dynamics Software are payable monthly in advance in accordance with Schedule 2. 

1.5.3  All payments must be made in full in cleared funds, without set-off or counterclaim. 

1.5.4  Interest is payable on demand on any overdue undisputed invoice at 4% per annum above the base rate of the Bank of England from time to time, accruing daily and compounded quarterly. The Supplier may alternatively claim interest under the Late Payment of Commercial Debts (Interest) Act 1998. 

1.5.5  Save as required by law, sums paid under this Agreement are non-refundable except as expressly provided in clause 1.10 (Warranties and Disclaimers). 

1.6  Support 

1.6.1  Where the Customer subscribes to support and maintenance, the Supplier provides those Services in accordance with the applicable Support Contract and the Supplier’s standard business hours as published on qniverse.co.uk, unless different service levels are agreed in the Order. 

1.6.2  Any additional Services requested by the Customer may be provided by the Supplier at the Supplier’s standard rates then in force. 

1.7  Data Hosting and Security 

1.7.1  Where the Supplier hosts Customer Data on the Customer’s behalf, that data is held on secure infrastructure (including, where applicable, Microsoft Azure). The Supplier maintains encryption in transit and at rest consistent with the security description published on its website, and maintains an audit trail of processing activity. 

1.7.2  The Supplier will maintain appropriate technical and organisational measures proportionate to the sensitivity of Customer Data, as further described in the Data Processing Addendum (Schedule 1). 

1.7.3  The Supplier maintains professional indemnity and cyber insurance in amounts proportionate to the sensitivity of the Customer Data processed under this Agreement, and will provide evidence of cover on reasonable request. 

1.8  Intellectual Property 

1.8.1  All Intellectual Property Rights in the System (other than the Third Party Software), the Supplier Software and the Documentation are, and remain, the property of the Supplier or its licensors. The IPR in the Third Party Software remains the property of the relevant Third Party Licensor. 

1.8.2  The Supplier grants the Customer a non-exclusive, non-transferable licence to use the Supplier Software for the period, purposes and in the manner specified in the Proposal and/or the Requirements Blueprint, subject to payment of the applicable charges. The Customer shall not sub-licence, transfer or novate the whole or any part of this Agreement or the Licensed Software, nor create any lien or encumbrance over the Licensed Software. 

1.8.3  The Customer shall not (and shall not permit any third party to) copy, adapt, reverse engineer, decompile, disassemble, modify or make error corrections to the Licensed Software except as permitted by law, nor remove or obscure any proprietary notices contained in or on it. 

1.8.4  The Customer retains all rights in Customer Data. Nothing in this Agreement transfers ownership of Customer Data to the Supplier. 

1.8.5  The Supplier will defend the Customer against any third-party claim that the Supplier Software, as provided by the Supplier and used in accordance with this Agreement, infringes that third party’s Intellectual Property Rights, and will indemnify the Customer against damages finally awarded as a result, provided the Customer promptly notifies the Supplier of the claim and gives the Supplier control of its defence. This indemnity does not extend to claims arising from Customer Data, from Third Party Software, from modifications not made by the Supplier, or from use of the Goods or Services otherwise than as permitted under this Agreement. 

1.9  Confidentiality 

1.9.1  Each party shall keep the other’s Confidential Information confidential and shall use it only for the purposes of this Agreement, restricting disclosure to those of its employees, agents or sub-contractors who need to know it and who are subject to corresponding obligations of confidence. 

1.9.2  The obligation in clause 1.9.1 does not apply to information that: (a) is or becomes public other than through breach of this Agreement; (b) was already lawfully known to the receiving party without any obligation of confidence before disclosure; (c) is independently developed by the receiving party without reference to the disclosing party’s Confidential Information; or (d) is required to be disclosed by law or by a regulatory or governmental authority, provided that, where lawful and practicable, the receiving party gives the disclosing party reasonable notice before disclosure. 

1.9.3  All materials, equipment, tools, drawings, specifications and data supplied by the Supplier to the Customer but not sold to it remain the Supplier’s exclusive property, are held by the Customer at its risk, and shall not be used or disposed of other than in accordance with the Supplier’s written instructions. This clause survives termination. 

1.10  Warranties and Disclaimers 

1.10.1  The Supplier warrants that it is duly authorised and has all consents necessary to enter into and perform its obligations under this Agreement, and that it will carry out the Services with reasonable care and skill. 

1.10.2  The Supplier warrants that, where installed on hardware meeting the requirements set out in the Proposal or Requirements Blueprint, the Supplier Software will conform in all material respects with its Description for a period of six months after completion of installation, and that Supplier Hardware will conform in all material respects with its Description for a period of 12 months after completion of installation. Where reasonably possible, the Supplier will pass on to the Customer the benefit of manufacturers’ warranties relating to the Goods. 

1.10.3  The Supplier does not warrant that the Goods or Services will be uninterrupted or error-free. The Customer accepts responsibility for the selection of the Licensed Software and acknowledges that it is fit and suitable for the Customer’s purposes and that the Customer’s systems meet the recommended technical requirements. 

1.10.4  Except as expressly set out in this Agreement, all warranties, conditions, and other terms implied by statute or common law are excluded to the fullest extent permitted by Applicable Law. To the extent permitted by Applicable Law, all warranties by, and any liability of, a Third Party Licensor for any damages arising from the Third Party Software are excluded. 

1.10.5  If, within the relevant warranty period, the Customer notifies the Supplier in writing of a material defect and gives the Supplier a reasonable opportunity to examine it, the Supplier shall, at its option, repair or replace the affected Supplier Hardware and/or Supplier Software, or terminate the affected part of the Agreement and refund a reasonable proportion of the sums paid, taking into account the Customer’s use to the date of termination. 

1.11  Limitation of Liability 

1.11.1  Nothing in this Agreement limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982, or any other liability that cannot lawfully be limited or excluded. 

1.11.2  Subject to clause 1.11.1, neither party’s aggregate liability arising out of or in connection with this Agreement, whether in contract, tort (including negligence), misrepresentation, restitution or otherwise, shall exceed the total amount paid by the Customer to the Supplier under this Agreement in the 12 months immediately before the event giving rise to the claim (or, if the cause of action arose within the first 12 months, during that shorter period). 

1.11.3  Subject to clause 1.11.1, neither party shall be liable for indirect or consequential loss, loss of profits, loss of business or business opportunities, loss of revenue, loss of anticipated savings, loss of or damage to data, or loss of goodwill. 

1.12  Term, Suspension and Termination 

1.12.1  This Agreement commences on the date the Supplier accepts the Order and continues for the initial term set out in the Order or the relevant Support Contract, renewing automatically for successive periods of the same length unless either party gives at least 60 days’ written notice of non-renewal. 

1.12.2  Either party may terminate this Agreement immediately on written notice if the other commits a material breach that is not remedied within 21 days of written notice, or becomes insolvent, or ceases (or threatens to cease) to carry on business. 

1.12.3  The Supplier may suspend the Goods or Services where the Customer fails to pay undisputed sums within 21 days of the due date, having given at least 7 days’ prior written notice of intended suspension. 

1.12.4  On termination for any reason: all licences granted to the Customer cease; the Customer shall immediately pay any sums due; the Customer shall return all Supplier Hardware (failing which the Supplier may repossess it); and the Supplier will make Customer Data available for export in a standard format for a period of 30 days, after which it may be deleted in accordance with the Supplier’s data retention schedule (see Privacy Policy, Part 2). Termination does not affect accrued rights or provisions intended to survive. 

1.13  Force Majeure 

1.13.1  Neither party is liable for delay or failure to perform (other than an obligation to pay money) caused by circumstances beyond its reasonable control, including any failure or outage of Microsoft’s or a Third Party Licensor’s platforms, infrastructure or services (such as Microsoft Dynamics, Microsoft Azure, or Sage), provided the affected party notifies the other promptly and uses reasonable efforts to mitigate. If the delay continues for 90 days or more, the unaffected party may terminate this Agreement on 14 days’ written notice. 

1.14  General 

1.14.1  Assignment — The Customer may not assign, transfer, charge, subcontract or otherwise deal with any of its rights or obligations under this Agreement without the Supplier’s prior written consent. The Supplier may assign or transfer this Agreement, including to any member of its group or in connection with a merger, acquisition, or sale of substantially all its assets. 

1.14.2  Entire Agreement — This Agreement, together with the Order and Schedules, constitutes the entire agreement between the parties and supersedes any prior statement, promise or representation not set out in it. 

1.14.3  Severability — If any provision is found unenforceable, the remaining provisions continue in full force. 

1.14.4  Governing Law — This Agreement is governed by the laws of England and Wales, and the parties submit to the non-exclusive jurisdiction of the courts of England and Wales. 

1.14.5  Dispute Resolution — The parties shall first attempt in good faith to settle any dispute by negotiation between senior representatives. If not resolved within 30 days, the parties will attempt to settle it by mediation under the CEDR Model Mediation Procedure before commencing court proceedings. Nothing in this clause prevents either party from seeking urgent injunctive or interim relief. 

1.14.6  Notices — Notices must be in writing and sent by email to the addresses specified in the Order, or to hello@qniverse.co.uk in the case of notices to the Supplier. All notices and enquiries, including data protection and cookie questions, should be sent to hello@qniverse.co.uk. 

1.14.7  Waiver — No failure or delay in exercising any right operates as a waiver of it, nor does any single or partial exercise preclude any further exercise. 

1.14.8  Third Party Rights — A person who is not a party to this Agreement has no right to enforce any term of it under the Contracts (Rights of Third Parties) Act 1999. 

1.14.9  Anti-Bribery — Each party shall comply with all Applicable Laws relating to anti-bribery and anti-corruption, including the Bribery Act 2010, and shall promptly notify the other of any breach or suspected breach in connection with this Agreement. 

1.14.10  Subcontracting and Status — The Supplier may subcontract the performance of its obligations (other than the processing of Customer Data by a sub-processor, which is governed by Schedule 1), remaining responsible for its subcontractors as if their acts were its own. The Supplier acts as an independent contractor, and nothing in this Agreement creates a partnership, joint venture or agency between the parties. 

1.14.11  Electronic Signature — An Order, this Agreement or any notice under it may be executed and delivered by electronic signature and/or by email, with the same legal effect as a signed original. 

1.15  Schedule 1 — Data Processing Addendum (Article 28(3) UK GDPR) 

1.15.1  Subject Matter and Duration — This Schedule 1 sets out the terms on which the Supplier processes Customer Personal Data as a processor on behalf of the Customer, for the duration of this Agreement. 

1.15.2  Nature and Purpose of Processing — The Supplier processes Customer Personal Data for the purpose of providing the Goods and Services, including the installation, configuration, hosting, support and maintenance activities described in clause 1.2. 

1.15.3  Categories of Data Subjects and Personal Data — The categories of data subjects and personal data are those held within the Customer’s own systems and databases supported by the Supplier (for example, within a Microsoft Dynamics or Sage environment), which may include the Customer’s employees, customers and contacts, and their contact, account and transactional data. 

1.15.4  Processing on Instructions — The Supplier shall process Customer Personal Data only on the Customer’s documented instructions, including in respect of transfers outside the UK, unless required to do otherwise by UK law, in which case the Supplier shall inform the Customer before processing (unless the law prohibits it on important grounds of public interest). 

1.15.5  Staff Confidentiality — The Supplier shall ensure that all personnel authorised to process Customer Personal Data are subject to obligations of confidentiality. 

1.15.6  Security Measures — The Supplier shall implement appropriate technical and organisational measures aligned to Article 32 UK GDPR, including encryption of Customer Personal Data at rest and in transit, access controls limiting access to authorised personnel, maintenance of an audit trail of processing activity, and appropriate backup and disaster recovery arrangements. 

1.15.7  Sub-processors — The Supplier may engage sub-processors, currently comprising Microsoft (Azure infrastructure and the Dynamics 365 platform), Sage, and the Supplier’s IT hosting providers. The Supplier shall impose data protection obligations on any sub-processor no less protective than those in this Schedule 1, shall give the Customer at least 30 days’ advance notice of any intended addition or replacement of a sub-processor, and the Customer may object on reasonable data-protection grounds within 14 days; if the parties cannot resolve the objection, either party may treat it as grounds to terminate the affected part of the Services. 

1.15.8  Assistance to the Customer — The Supplier shall, taking into account the nature of the processing, assist the Customer by appropriate technical and organisational measures, insofar as reasonably possible, with the Customer’s obligation to respond to data subject requests and with its obligations under Articles 32 to 36 UK GDPR (security, breach notification, and data protection impact assessments). 

1.15.9  Personal Data Breach — The Supplier shall notify the Customer without undue delay after becoming aware of a personal data breach affecting Customer Personal Data, and shall provide reasonably requested information to assist the Customer with its own breach-notification obligations. 

1.15.10  Return or Deletion of Data — On termination, the Supplier shall, at the Customer’s choice, delete or return all Customer Personal Data and delete existing copies, in accordance with clause 1.12.4, unless UK law requires continued storage. 

1.15.11  Audit and Compliance — The Supplier shall make available all information reasonably necessary to demonstrate compliance with this Schedule 1, and shall allow for and contribute to audits by the Customer or its mandated auditor, on reasonable prior notice and subject to reasonable confidentiality and frequency limitations. 

1.15.12  International Transfers — Where the Supplier transfers Customer Personal Data outside the UK, it shall ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or adequacy regulations. 

1.16  Schedule 2 — Microsoft Dynamics Rental Terms 

This Schedule 2 applies only where the Order provides for the rental (rather than outright supply) of Microsoft Dynamics Software. To the extent of any conflict with clauses 1.1 to 1.15, this Schedule prevails in respect of that rental. 

1.16.1  The Supplier shall provide a suitable server (the “Server”) to host the Microsoft Dynamics Software and shall install the software onto the Server. The Microsoft Dynamics Software may be used only on the Server and pursuant to these rental terms. 

1.16.2  The minimum rental term is 12 months, with the number of Licensed Users set out in the Order. Additional Licensed Users may be added on written request and are charged at the monthly per-user fee set out in the Order. 

1.16.3  The rental term does not commence until the applicable Microsoft End User Licence Agreement is agreed and signed (including by electronic signature) by an authorised representative of the Customer. 

1.16.4  The rental fee is payable monthly in advance in cleared funds as set out in the Order. The Supplier may, on one month’s notice, increase the fee in line with any price increase imposed on the Supplier by Microsoft. 

1.16.5  The Server remains the sole property of the Supplier and shall be returned in the condition supplied (fair wear and tear excepted) on termination. The Supplier shall maintain and, where necessary, replace the Server, and shall replace it where consecutive rental terms exceed three years. The Customer is liable for wilful or accidental damage to the Server other than through inherent failure, and shall insure it in accordance with the Agreement. 

1.16.6  The Supplier may terminate this rental on written notice if the Customer fails to pay the rental fee or is otherwise in breach, and is authorised to enter the Site to maintain the Server and, on termination, to remove and collect the Server and the Microsoft Dynamics Software, with the Customer’s reasonable cooperation. 

Privacy Policy 

2.1  Who We Are 

Qniverse Limited (“Qniverse”, “we”, “us”, “our”) is a company registered in England and Wales under company number 13801688, with its registered office at 483 Green Lanes, London, N13 4BS.  

Qniverse is a growing family of brands built around quality, innovation, and real-world impact, spanning technology, careers, payroll, and innovation. Our brands include Qniversed, Qrius, Qnipay and Whatnxt, each focused on delivering quality in its respective field. 

We provide IT consultancy, quality assurance services, training, payroll SaaS, software supply and support services, including the installation, implementation and support of Microsoft Dynamics and other third-party business software. 

 This policy explains how we collect and use personal data, and applies to (a) visitors to qniverse.co.uk, and (b) individuals whose data is processed within systems we install, host or support on behalf of our Customers. 

2.2  Two Roles We Play 

2.2.1  As Controller — When you visit our website, request a quote or demo, subscribe to our communications, or contact our sales or support teams, we act as the data controller for that personal data (for example, your name, business email, phone number, and enquiry details). 

2.2.2  As Processor — Where a Customer engages us to install, configure, host or support Licensed Software (for example, a Microsoft Dynamics or Sage system), any personal data held within that Customer’s own system is processed by us strictly on the Customer’s documented instructions. In that context, the Customer is the data controller and Qniverse is the data processor, governed by the Data Processing Addendum referenced in the Terms of Service (Schedule 1). If you are an employee, customer or contact of one of our Customers and have a question about data held in a system we support, please contact that Customer directly, as they control that data. 

2.3  Information We Collect (as Controller) 

2.3.1  Contact and enquiry data: name, job title, company, email, phone number, and the content of any enquiry, submitted via our website forms or by email. 

2.3.2  Website usage data: pages visited, referral source, device and browser type, and approximate location, collected via analytics tools (see Cookie Policy, Part 4). 

2.3.3  Account and billing data for Customers who purchase Goods or Services from us, including billing contact name, company details, and invoicing history. 

2.3.4  Marketing preferences, where you have opted in to receive communications from us. 

2.4  How We Use Information (as Controller) 

2.4.1  To respond to enquiries, provide quotations, and provide requested information about our Goods and Services. 

2.4.2  To manage the contractual relationship with Customers, including taking orders, delivery, invoicing, payment collection and support. 

2.4.3  To send product updates or marketing communications, where you have consented or where permitted under the ‘soft opt-in’ for existing customers under UK PECR. Every marketing email includes an unsubscribe link, and you can also opt out at any time via the details in clause 2.14. 

2.4.4  To understand website usage and improve our site, Goods and Services. 

2.4.5  To comply with our own legal and regulatory obligations, including under company and tax law, and for fraud prevention and credit-risk assessment. 

2.5  Legal Bases 

We rely on the following legal bases under UK GDPR: performance of a contract (for taking orders, delivering Goods and Services, invoicing, and account administration); legitimate interests (for responding to enquiries, providing support, improving our website, and fraud prevention, balanced against your rights); consent (for marketing communications and non-essential cookies, where required); and legal obligation (for statutory record-keeping and tax compliance). Where we rely on your consent, you can withdraw it at any time — see clause 2.12. 

2.6  Data Protection Officer 

We have assessed whether appointment of a Data Protection Officer is required under Article 37 UK GDPR given the scale and nature of our processing, and have determined that a DPO is not currently required. Data protection queries are handled by our data protection lead, contactable via the details in clause 2.14. We keep this assessment under periodic review as our processing activities evolve. 

2.7  Automated Decision Making 

We do not carry out automated decision-making that produces legal effects, or similarly significant effects, on individuals within the meaning of Article 22 UK GDPR. Where any of the software we supply includes automated or assistive features, these are configured and operated by the Customer as controller, and any decision with such effects is subject to meaningful human review before it takes effect. 

2.8  Sub-processors and Third Parties 

We do not sell your personal data. Where we act as processor for Customer systems, or otherwise share data to deliver our Goods and Services, we use the following categories of recipient, each bound by a written agreement consistent with Schedule 1 of the Terms of Service: 

2.8.1  Microsoft — for Azure infrastructure hosting and the Dynamics 365 platform. 

2.8.2  Sage and other Third Party Licensors — in respect of the software we resell, install or support on your behalf. 

2.8.3  IT hosting providers and payment processors — who process data on our behalf under contracts that require them to protect it. 

2.8.4  Other members of the Qniverse Group, and a buyer or prospective buyer if we sell or transfer all or part of our business or assets. 

2.9  International Transfers 

Where we or our suppliers transfer personal data outside the United Kingdom, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or adequacy regulations. You can contact us for further information about the safeguards used for a particular transfer. 

2.10  Data Retention 

We retain website enquiry and marketing contact data for up to 24 months from your last interaction with us, or until you ask us to delete it sooner, unless a longer period is needed to resolve an ongoing query or dispute. We retain customer, billing and invoicing records for 6 years after the end of the relevant tax year to meet our statutory tax and accounting obligations. Where we host or support Customer systems, Customer Data is retained for the duration of the engagement and for 30 days afterward to allow export, as set out in the Terms of Service. 

2.11  Security 

We apply encryption in transit and at rest, access controls limiting data access to authorised personnel, and an audit trail of processing activity, consistent with Article 32 UK GDPR. No system can be guaranteed completely secure, and the transmission of information over the internet is at your own risk; we will notify affected Customers and, where legally required, the ICO, without undue delay in the event of a qualifying personal data breach. Where you have been given (or have chosen) a password to access parts of our site or systems, you are responsible for keeping it confidential. 

2.12  Your Rights 

If we are the controller of your data, you have the right under UK GDPR to: request access to your personal data; request rectification of inaccurate or incomplete data; request erasure; object to or restrict processing, including for direct marketing; request data portability; and withdraw consent at any time where processing is based on consent. To exercise these rights, contact us at the details in clause 2.14. We do not normally charge a fee, but may charge a reasonable fee or refuse to act on a request that is clearly unfounded, repetitive or excessive; we aim to respond to legitimate requests within one month. If we are the processor (i.e. your employer or the relevant business is the controller of the data), please direct your request to them, and we will assist them as needed to fulfil it. 

2.13  Cookies 

Our website uses cookies. Full detail is set out in the Cookie Policy, Part 4. 

2.14  Contact Us and Complaints 

Questions about this policy, or requests relating to your rights, can be sent to hello@qniverse.co.uk. If you wish to unsubscribe from marketing communications, you can use the unsubscribe link in each marketing email, or contact us at the same address. If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk. 

2.15  Notification of Material Changes 

In addition to updating the ‘last updated’ date, we will take reasonable steps to actively notify Customers of any material change to this policy that affects them directly, such as the addition of a new category of sub-processor or a materially different retention period, for example by email or an in-product notice. 

2.16  Changes to This Policy 

We may update this policy from time to time to reflect changes in our practices or legal requirements. The ‘last updated’ date at the top of this page will indicate the most recent revision. 

Accessibility 

3.1  Our Commitment 

Qniverse Limited is committed to ensuring our website is accessible to all visitors, including people with disabilities. We want the experience of using qniverse.co.uk to be easy to navigate and rewarding, regardless of how you access it. 

3.2  Standard We Aim For 

We aim for our website to conform to the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, published by the World Wide Web Consortium (W3C). These guidelines explain how to make web content more accessible for people with disabilities, and more usable for everyone. 

3.3  Known Limitations and Roadmap 

We have not yet completed a formal audit of this website against WCAG 2.1 Level AA. We are not currently aware of any specific accessibility issues, but if you encounter one, please contact us using the details in clause 3.7 and we will treat it as a priority. We review this statement, and our progress toward full conformance, at least annually, or sooner if we make a significant change to the website, and are targeting full WCAG 2.1 Level AA conformance within the next 12 months. If you need information in an alternative accessible format, please contact us using the details in clause 3.7. 

3.4  Browser and Device Support 

Our website is built to work with the current and previous two versions of major browsers, including Chrome, Firefox, Safari, and Microsoft Edge, and is designed to adapt to the screens of modern mobile and tablet devices. 

3.5  Adjusting Text and Display 

You can increase or decrease text size using your browser’s built-in zoom or text-size controls (for example, Ctrl and + / Ctrl and – on Windows, or Cmd and + / Cmd and – on Mac). We aim to ensure the site remains usable and readable when text is resized or when browser zoom is increased. 

3.6  Images, Colour and Structure 

3.6.1  We aim to give meaningful images descriptive alternative text so that screen readers and other assistive technology can convey their content. 

3.6.2  We aim to keep headings in a logical, sequential order to support navigation by screen reader and keyboard users. 

3.6.3  We aim to write links that describe their destination, rather than generic text such as ‘click here’. 

3.7  Feedback and Contact 

We are continually working to improve the accessibility and usability of our website. If you experience any difficulty accessing content or using any part of qniverse.co.uk, please contact us at hello@qniverse.co.uk. We aim to acknowledge accessibility feedback within 5 working days and will do our best to assist you and address the issue. 

Cookies 

4.1  What Are Cookies 

Cookies are small text files placed on your device when you visit a website. They allow the site to recognise your device and remember information about your visit. 

4.2  Categories of Cookies We Use 

4.2.1  Strictly necessary / functional cookies – required for the website to operate (e.g. session management, security, load balancing). These cannot be switched off. 

4.2.2  Preference cookies – remember choices you make, such as cookie consent preferences. 

4.2.3  Statistics / analytics cookies – help us understand how visitors use the site (e.g. Google Analytics), used only with your consent. 

4.2.4  Marketing cookies – used to measure the effectiveness of marketing campaigns, used only with your consent. 

A full list of individual cookies, including the specific provider, purpose, and duration of each, is available on request at hello@qniverse.co.uk. 

4.3  Managing Your Preferences 

You can accept or reject non-essential cookies via the cookie banner shown on your first visit, and can change your preferences at any time via the cookie settings link in the website footer, using the same categories and controls shown when you first gave consent – withdrawing your consent is as easy as giving it. You can also block cookies through your browser settings, though this may affect site functionality. 

4.4  Contact 

Questions about our use of cookies can be sent to hello@qniverse.co.uk