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Terms of Service

Last updated: 21 June 2026 · Applies to the sessiondata.ai platform

Summary: allowances & usage-based pricing

Every self-serve plan includes a monthly response allowance (Solo 1,000, Team 4,000). When you reach it, collection pauses by default — you are never charged extra unless you choose to opt in to tiered, usage-based pricing to keep going (the more you use, the lower the per-response rate). You stay in control: turn it on or off any time, and we confirm the rates before the first charge.

This plain-English summary covers the key billing point only; it does not replace the full terms below. The binding detail is in clauses 3.5 and 3.6.

These Client Terms of Service (the "Terms") are a legal agreement between The Session Data Company Ltd, a company registered in England & Wales ("we", "us", "our", or "sessiondata"), and the organisation identified in the relevant Order Form or subscription sign-up ("Client", "you", or "your").

These Terms govern your access to and use of the sessiondata.ai platform (the "Platform"). By signing an Order Form, creating an account, or otherwise accessing the Platform, you agree to these Terms.

If you are agreeing to these Terms on behalf of an organisation, you warrant that you have authority to bind that organisation.

1. The Platform

sessiondata.ai is a session and meeting intelligence platform that captures, structures, and analyses feedback from live learning sessions, leadership development programmes, and related events. The Platform includes:

  • A web application for running sessions and surveys
  • Role-based dashboards for administrators, clients, and participants
  • An AI intelligence layer (including the Mira assistant) that generates summaries, insights, and exports
  • Export functions (including CSV, PowerPoint, and text formats)

We may add, modify, or remove features from time to time. We will give you reasonable notice of any material change that reduces functionality you are actively using.

2. Your Account and Users

2.1 Account set-up

We will provision an organisation workspace ("Org") for you on the Platform. You are responsible for the accuracy of the information you give us during sign-up.

2.2 User roles

You may invite users into your Org in one of the following roles: admin, client, participant, or guest. Each role has defined permissions. You are responsible for assigning roles appropriately and for reviewing them periodically.

2.3 User credentials

You and your users are responsible for keeping login credentials secure. You must notify us without undue delay at hello@sessiondata.ai if you become aware of any unauthorised access.

2.4 Acts of your users

You are responsible for the acts and omissions of anyone accessing the Platform through your Org, including any content they upload or any use they make of exports.

3. Fees and Payment

3.1 Fees

Fees are set out in your Order Form or the applicable subscription plan. Unless stated otherwise, fees are exclusive of VAT and any other applicable taxes.

3.2 Invoicing

We will invoice you in accordance with the Order Form. Invoices are payable within 30 days of the invoice date unless agreed otherwise in writing.

3.3 Late payment

If an invoice is not paid by the due date, we may charge interest at the statutory rate under the Late Payment of Commercial Debts (Interest) Act 1998 and, after 14 days of written notice, suspend your access to the Platform.

3.4 Changes to fees

We may change subscription fees at renewal with at least 30 days' written notice. For fixed-term engagements, fees are locked for the term set out in the Order Form.

3.5 Response allowances

Each self-serve subscription plan includes a monthly response allowance — the number of survey or feedback responses the Platform will collect and process for your Org in a billing month. The allowance for each plan is stated on our pricing page (for example, the Solo plan includes 1,000 responses per month and the Team plan includes 4,000 responses per month). A "response" means a single completed submission to a survey, pulse, or feedback request that the Platform records and processes for your Org.

Allowances are measured per monthly billing cycle, reset at the start of each cycle, and do not roll over to a later month. Enterprise plans are not subject to a fixed response allowance; their usage terms are set out in the applicable Order Form.

3.6 Automated tiered pricing once your allowance is consumed

Automated tiered pricing is off by default and applies only if you opt in. When your Org reaches its monthly response allowance, the Platform will pause collection of further responses for that billing cycle — and you will not be charged anything beyond your base subscription fee — unless you have chosen to turn automated tiered pricing on.

If you opt in (in your billing settings), additional responses above your allowance are charged on a tiered, usage-based ("metered") basis at our then-current overage rates, and you authorise us to apply those charges automatically as your usage crosses each tier. Higher tiers may carry a lower per-response rate. We will ask you to confirm the applicable rates before your first metered charge, and you can turn automated tiered pricing off again at any time.

The following apply when you have opted in:

  • Notice of rates. Our overage rates and tier thresholds will be made available to you in your billing settings and on our pricing page, and will be shown to you before any metered charge is applied. We will give at least 30 days' written notice before any increase to overage rates takes effect.
  • Usage alerts. We will notify the primary admin on your Org by email or in-product message as your usage approaches your allowance (typically at around 80%) and again when the allowance is reached.
  • Billing. Overage charges are calculated at the end of each billing cycle and invoiced in arrears on your next invoice, on the payment terms in clause 3.2.
  • Turning it off and usage caps. You may turn automated tiered pricing off, or set a usage cap, at any time in your billing settings. While it is off (the default) or once you reach a cap you have set, the Platform pauses collection of further responses for that billing cycle until the next cycle begins, you raise your cap, or you upgrade your plan. You are responsible only for metered usage actually incurred while opted in and before any cap took effect.
  • Sustained high usage. If your usage is consistently and materially above your plan's allowance, we may contact you to recommend a plan better suited to your needs, including Enterprise.

For clarity, automated tiered pricing applies only to usage above your included allowance and only where you have opted in; it does not change your base subscription fee, which continues to be governed by clauses 3.1 to 3.4.

4. Data Ownership and Use

4.1 Your Data

You retain all rights, title, and interest in the data you and your users upload to the Platform, including participant feedback, session content, and any documents you attach ("Client Data"). You grant us a limited, non-exclusive licence to process Client Data solely to operate and provide the Platform to you.

4.2 Your Outputs

Reports, summaries, dashboards, and exports generated for your Org on the basis of Client Data ("Outputs") belong to you. You may use them internally without restriction.

4.3 Our Platform and IP

We retain all rights, title, and interest in the Platform itself, including its software, design, the Mira assistant and supporting AI character architecture, the Choiceful Leadership framework and any prompts, models, analytical methods, system documentation, and brand elements ("sessiondata IP"). Nothing in these Terms transfers any ownership of sessiondata IP to you.

You may not:

  • Copy, reverse engineer, decompile, or attempt to derive the source code of the Platform
  • Resell, sublicense, or rent access to the Platform to a third party
  • Remove or alter any proprietary notices
  • Use the Platform to build or support a competing product
  • Scrape or extract data from the Platform except via functions we provide

4.4 Aggregated and anonymised data

We may generate aggregated and anonymised data from Client Data ("Aggregated Data") and use it to operate, improve, and develop the Platform, including training and refining our AI models and producing industry benchmarks. Aggregated Data will not identify you, your users, or any individual participant, and we will not share any data that could reasonably identify you or your users with any third party without your consent.

4.5 Feedback

If you give us feedback, ideas, or suggestions about the Platform, you agree we may use them without restriction and without payment to you.

5. Data Protection

5.1 Roles under UK GDPR

For personal data you upload to the Platform (including participant names, roles, and feedback responses), you are the Controller and we are the Processor as defined in the UK GDPR. We will process personal data only on your documented instructions and in accordance with these Terms and any Data Processing Agreement (DPA) entered into between us.

5.2 Our security commitments

We maintain appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or destruction, in line with Article 32 UK GDPR. These include row-level security on all database tables, role-based access control, encryption in transit, and audit logging.

5.3 Data residency

The Platform is currently hosted in the United Kingdom (AWS eu-west-2, London). We will give you advance written notice before moving Client Data to any other region, and we will not move Client Data outside the UK or EEA without your prior written consent or an appropriate transfer mechanism under UK GDPR.

5.4 Sub-processors

We use a limited number of sub-processors (for example, cloud hosting, transactional email, and our underlying AI model provider). A current list is available on request from hello@sessiondata.ai. We will give you at least 30 days' notice before adding or replacing a sub-processor, during which you may object on reasonable data protection grounds.

5.5 Data subject requests and breach notification

If we receive a request directly from a data subject relating to Client Data, we will forward it to you without undue delay and will not respond to the data subject except as instructed by you or as required by law. If we become aware of a personal data breach affecting Client Data, we will notify you without undue delay and in any event within 48 hours of becoming aware.

5.6 Retention and deletion

On termination of these Terms, we will delete or return Client Data in accordance with clause 10.

6. Confidentiality

Each party agrees to keep the other party's confidential information confidential and to use it only for the purposes of these Terms. This obligation does not apply to information that is already public, independently developed, or required to be disclosed by law or a regulator, provided the receiving party gives the disclosing party prompt notice where legally permitted.

7. Service Levels and Support

7.1 Availability

We target 99.5% monthly uptime, excluding scheduled maintenance and circumstances outside our reasonable control. We will give reasonable advance notice of planned maintenance.

7.2 Support

Support is provided by email to hello@sessiondata.ai during UK business hours (Monday to Friday, 09:00–17:30 UK time), excluding public holidays in England & Wales.

7.3 Beta features

We may make features available marked as "beta", "preview", or similar. Beta features are provided as-is, may change or be withdrawn at any time, and are not subject to the availability target in clause 7.1.

8. AI Features and Responsible Use

8.1 How AI features work

Parts of the Platform (including Mira) use large language models to generate summaries, insights, and other outputs from Client Data. These outputs are probabilistic and may contain errors, omissions, or mischaracterisations.

8.2 Your responsibility

AI outputs are a decision-support tool, not a decision-maker. You must not use AI outputs from the Platform as the sole basis for any decision that materially affects an individual, including any hiring, promotion, performance, or disciplinary decision. A human with appropriate judgement must review and take responsibility for any such decision.

8.3 Accuracy

We do our best to make AI outputs useful and accurate, but we do not warrant that they are error-free. You are responsible for reviewing AI outputs before acting on them or sharing them externally.

9. Acceptable Use

You agree not to use the Platform to:

  • Upload content that is unlawful, defamatory, or infringes a third party's rights
  • Upload personal data you are not lawfully permitted to process
  • Attempt to gain unauthorised access to the Platform or other Orgs
  • Interfere with the integrity or performance of the Platform
  • Use the Platform to harass, discriminate against, or profile any individual unlawfully

We may suspend access where we reasonably believe the Platform is being used in breach of this clause.

10. Term, Termination, and Data Return

10.1 Term

These Terms start on the date you first accept them and continue for the subscription term set out in your Order Form, renewing automatically for successive terms of the same length unless either party gives at least 30 days' written notice before the end of the then-current term.

10.2 Termination for cause

Either party may terminate these Terms immediately on written notice if the other party materially breaches these Terms and fails to cure the breach within 30 days of written notice, or becomes insolvent.

10.3 Effect of termination

On termination:

  • Your access to the Platform will end
  • You will pay any undisputed fees outstanding up to the effective date of termination
  • We will make Client Data available for export for 30 days after termination, after which we will delete it from active systems within a further 30 days (backups purge on the standard cycle, typically within 90 days)

10.4 Surviving clauses

Clauses relating to IP (clause 4.3), confidentiality (clause 6), liability (clause 11), and governing law (clause 14) survive termination.

11. Warranties and Liability

11.1 Our warranty

We warrant that the Platform will be provided with reasonable care and skill.

11.2 Disclaimers

Except as expressly stated in these Terms, the Platform is provided on an "as available" basis, and we exclude all other warranties to the fullest extent permitted by law.

11.3 Liability cap

Subject to clause 11.4, each party's total aggregate liability arising out of or in connection with these Terms, whether in contract, tort (including negligence), or otherwise, is limited to the fees paid by you in the 12 months immediately before the event giving rise to the claim.

11.4 Liability that cannot be excluded

Nothing in these Terms limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be limited or excluded under English law.

11.5 Excluded loss

Neither party is liable for loss of profits, revenue, goodwill, business opportunity, or any indirect or consequential loss.

12. Indemnity

You will indemnify us against all losses, damages, and reasonable costs arising from any third-party claim that Client Data infringes the rights of, or is unlawful in respect of, any third party, save to the extent caused by our breach of these Terms.

13. Changes to These Terms

We may update these Terms from time to time. For material changes, we will give you at least 30 days' notice by email or in-product notification. If you do not accept the change, you may terminate your subscription by written notice before the change takes effect, and we will refund any pre-paid fees for the unused part of your term.

14. General

14.1 Governing law and jurisdiction

These Terms are governed by the laws of England & Wales. The courts of England & Wales have exclusive jurisdiction over any dispute arising out of or in connection with these Terms.

14.2 Assignment

You may not assign these Terms without our written consent. We may assign these Terms to a group company or to a successor in connection with a merger, acquisition, or sale of substantially all of our assets.

14.3 Entire agreement

These Terms, together with any Order Form and DPA, form the entire agreement between us and supersede any prior discussions or agreements on the same subject.

14.4 No partnership

Nothing in these Terms creates a partnership, joint venture, or agency relationship between us.

14.5 Notices

Notices under these Terms must be in writing and sent to hello@sessiondata.ai (to us) or to the primary admin email on your Org (to you).

14.6 Severability

If any part of these Terms is held to be invalid or unenforceable, the remainder continues in full effect.

Contact

The Session Data Company Ltd Email: hello@sessiondata.ai Platform: https://sessiondata.ai