Last updated: 19 May 2026
Welcome to Portal Worx. These Terms of Service ("Terms") govern your access to and use of the Portal Worx platform, including our website at portal-worx.com, web application, and all related services (collectively, the "Service"). By creating an account or using the Service, you agree to be bound by these Terms.
Portal Worx is a multi-tenant project management platform operated by SM Worx Group Ltd, trading as Portal Worx ("we", "us", or "our"), a company incorporated in England and Wales (United Kingdom) under company number 17223018, with its registered office at 48a Durham Road, SW20 0TW. If you are using the Service on behalf of an organisation, you represent that you have the authority to bind that organisation to these Terms.
In these Terms, the following capitalised terms have the meanings set out below. Other terms are defined where they first appear.
To use the Service, you must be at least 18 years of age and have the legal capacity to enter into a binding agreement. By using the Service, you represent and warrant that you meet these requirements.
To access the Service, you must create an account by providing accurate and complete information, including your name, email address, company name, and a secure password. You are responsible for maintaining the accuracy of your account information.
You are responsible for safeguarding your account credentials and for all activities that occur under your account. You must immediately notify us at support@portal-worx.com if you become aware of any unauthorised use of your account. Each team member must have their own individual account — sharing of login credentials is prohibited.
Upon registration, you must verify your email address before accessing the Service. Accounts that remain unverified may be removed after a reasonable period.
New accounts receive a 14-day free trial with access to all features. No credit card is required to start a trial. At the end of the trial period, you must subscribe to a paid plan to continue using the Service. Your data will be preserved if the trial expires.
We offer tiered subscription plans (Starter, Professional, and Business) with varying features, user limits, and storage allocations. Plan details and pricing are available on our Pricing page. We reserve the right to modify pricing with 30 days' prior notice. Any price changes will not affect your current billing period.
Paid subscriptions are billed either monthly or annually, in advance. All fees are quoted in British Pounds (GBP). Payment is processed securely via Stripe. We accept major credit and debit cards. Annual subscriptions include a 20% discount compared to paying monthly for the same plan. Refunds are available in accordance with our Refund Policy.
You may upgrade or downgrade your plan at any time. Upgrades take effect immediately — you will be charged a prorated amount for the remainder of your current billing period at the new plan rate. Downgrades take effect at the end of your current billing period — you will continue to have access to your current plan's features until the period ends, after which the new (lower) plan takes effect. No refunds or credits are provided for the price difference during the remaining period. When downgrading, ensure your usage (users, projects, storage) is within the limits of the new plan.
You may switch between monthly and annual billing cycles on your current plan at any time.
Switching from monthly to annual: Takes effect immediately. You will be charged a prorated amount for the remainder of your current billing period at the new annual rate, less a credit for the unused days of the monthly subscription you have already paid for. This activates the 20% annual discount from the date of the switch forward.
Switching from annual to monthly: Takes effect at the end of your current annual billing period. You will continue to receive the benefits of your annual subscription (including the 20% discount) until the annual period you have already paid for ends. Monthly billing begins on your next billing cycle. No prorated refunds or credits are provided for the unused portion of an annual subscription when switching to monthly. You may revert the switch at any time before the annual period ends by clicking “Keep Annual Billing” in your billing settings.
Each subscription plan includes a set number of user seats. On plans that support additional seats, you may add users beyond the included limit at the per-seat rate specified for your plan. Additional seats are billed on a flat, whole-month basis — not per day.
Adding seats on a monthly plan: You are charged the full monthly seat rate immediately when the seat is added, regardless of when in the current billing month it is added. The seat then bills at the full monthly rate on each subsequent monthly renewal.
Adding seats on an annual plan: You are charged the monthly seat rate multiplied by the whole months remaining in your current annual period (rounded up to the next whole month) at the time of addition. The seat then rolls into your next annual renewal at the full annual rate.
Removing seats on a monthly plan: The seat is removed at the end of your current monthly billing period. No credit or refund is provided for the remainder of the current month — you have already paid for use of the seat through the period end.
Removing seats on an annual plan: The seat is removed and an account credit equal to the monthly seat rate multiplied by the whole months remaining in your current annual period (rounded up to the next whole month) is applied to your customer balance. This credit is governed by Section 5.7 — non-refundable, applied automatically to future invoices, and forfeited on cancellation.
Invited users who have not yet accepted their invitation do not consume a billable seat — billing commences only upon acceptance.
Credits may be generated on your account as a result of plan downgrades, seat removals, or other billing adjustments. All account credits are non-refundable, non-transferable, and may only be applied to future invoices on the same account. Credits have no cash value and cannot be exchanged for monetary payment. Upon cancellation or termination of your subscription, any unused credits will be forfeited. If you resubscribe at a later date, any remaining credits on your account will be automatically applied to your next invoice.
You may cancel your subscription at any time. Upon cancellation, you will retain access to the Service and all features of your current plan until the end of your current billing period. No partial refunds are provided for the remaining period — you have already paid for and are entitled to use the Service until the period ends. After the billing period concludes, your account will be placed in a read-only state. You may reactivate at any time by subscribing to a new plan.
If a payment fails, Stripe will automatically retry your payment method over a 28-day Smart Retry window. During this time, your subscription will be marked as past due but you will retain access to the Service for the duration of the grace period. If all payment attempts fail, your subscription will be cancelled. We will notify you by email of any payment failures and provide instructions to update your payment method through the Stripe Customer Portal.
Invoices are generated automatically for each billing cycle and are available for download from your account's billing page. You may also manage your payment methods, view invoice history, and update your billing details through the Service.
All prices are stated exclusive of any applicable taxes. SM Worx Group Ltd is not currently registered for Value Added Tax (VAT), and no VAT or sales tax is charged on subscriptions at this time. If we become liable to charge VAT or any other tax in the future, we will give you reasonable advance notice, and any such tax will be added to the prices then in effect rather than absorbed into them. You are responsible for any taxes, levies, or duties imposed by your local jurisdiction in connection with your use of the Service.
You may use the Service for lawful business purposes, including managing projects, uploading documents and images, generating reports, communicating with team members, and administering your organisation's workspace.
You agree not to use the Service to:
For full details, please refer to our Acceptable Use Policy.
The Service includes optional AI-powered features, such as project summary generation. AI features are subject to usage limits based on your subscription plan. These features may be updated, modified, or discontinued at any time.
AI-generated content is provided for informational and convenience purposes only. It may contain inaccuracies, omissions, or errors. You are solely responsible for reviewing, verifying, and validating any AI-generated output before relying on it for business decisions.
When you use AI features, project content is sent to our AI provider (OpenAI) for processing. The data transmitted includes: project name, description, location, start and end dates, the names of team members assigned to the project, recent activity log entries (which include the names of users who performed each action), document and gallery folder names, and report metadata. Email addresses, passwords, profile pictures, document content, image content, direct messages, and report bodies are not sent to OpenAI. For more details on how OpenAI processes this data, see our Privacy Policy Section 5.3 and our Data Processing Agreement.
AI-generated summaries and outputs are provided to you as part of the Service. You may use them within the platform and for your internal business purposes. We make no claims of ownership over AI-generated content provided to you.
You retain ownership of all content you upload, create, or store on the Service ("Your Content"). By using the Service, you grant us a limited, non-exclusive licence to store, process, and display Your Content solely for the purpose of providing the Service to you. This licence terminates when you delete Your Content or your account.
Portal Worx uses a multi-tenant architecture with database-level isolation. Each organisation's data is stored in a separate database schema, ensuring that your data is logically separated from other organisations' data.
We perform regular automated backups of the Service. However, we recommend you maintain your own backups of critical data. We are not liable for any data loss beyond what is covered by our standard backup procedures.
You may export your data at any time using the platform's built-in export features, including PDF report exports and bulk document and image downloads (ZIP archives). Upon cancellation of your subscription, you will have access to the platform in a read-only state to export your data. If you request account deletion, you will have a 30-day grace period during which you can still access and export your data before it is permanently deleted.
Each subscription plan includes specified storage, user, project, and email limits. If you exceed your plan's storage limit, you will be unable to upload new files until you free up space or upgrade your plan. We will notify you when you approach your storage limits (at 80% and 90% usage). AI feature usage is subject to monthly credit limits based on your plan. User seat limits may be exceeded on plans that support additional seats, subject to the per-seat charges described in section 5.6.
Your privacy is important to us. Our collection, use, and disclosure of personal information is governed by our Privacy Policy, which forms part of these Terms. We also use cookies as described in our Cookie Policy.
In connection with the Service, each party (the "Receiving Party") may have access to confidential information of the other party (the "Disclosing Party"). "Confidential Information" means any non-public information disclosed by or on behalf of the Disclosing Party that is identified as confidential or that would reasonably be understood to be confidential given its nature or the circumstances of disclosure. Your Content — including project documents, contracts, site plans, commercial information, and operational data you upload to the Service — is your Confidential Information. The non-public features, pricing, and technical architecture of the Service are our Confidential Information.
The Receiving Party shall: (a) use the Disclosing Party's Confidential Information solely to perform its obligations or exercise its rights under these Terms; (b) protect it using at least the same degree of care it uses for its own confidential information, and no less than a reasonable standard of care; and (c) not disclose it to any third party except to its employees, contractors, or subcontractors who need to know it and are bound by confidentiality obligations no less protective than those in this Section.
Confidential Information does not include information that: (a) is or becomes publicly available through no fault of the Receiving Party; (b) was lawfully known to the Receiving Party before disclosure; (c) is lawfully obtained from a third party without restriction; or (d) is independently developed by the Receiving Party without use of the Disclosing Party's Confidential Information.
The Receiving Party may disclose Confidential Information to the extent required by law, regulation, or court order, provided that, where legally permitted, it gives the Disclosing Party reasonable prior notice so the Disclosing Party may seek protective treatment.
These confidentiality obligations apply for the duration of your use of the Service and continue for three (3) years after termination, except that obligations relating to Your Content and personal data continue for as long as we retain that data and as further described in our Privacy Policy and Data Processing Agreement.
The Service, including its design, features, code, documentation, logos, and trademarks, is owned by SM Worx Group Ltd and is protected by intellectual property laws. Nothing in these Terms grants you any right, title, or interest in the Service beyond the limited right to use it in accordance with these Terms.
The Service integrates with third-party services including Amazon Web Services (cloud infrastructure), Stripe (payment processing), Google Maps (location services), Cloudflare (security), and OpenAI (AI features). We are not responsible for the content, policies, or practices of any third-party services. Your use of third-party services is at your own risk and subject to their respective terms and privacy policies.
We strive to maintain high availability of the Service. However, we do not guarantee uninterrupted or error-free operation. We may temporarily suspend the Service for maintenance, updates, or circumstances beyond our control. We will provide reasonable advance notice of planned maintenance where possible.
From time to time, we may offer beta, preview, or early-access features ("Beta Features"). Beta Features are provided "as is" without warranty and may be modified, suspended, or discontinued at any time without notice. Beta Features may not be as reliable as generally available features and are not covered by any service level commitments.
Neither party shall be liable for any failure or delay in performing its obligations under these Terms to the extent that such failure or delay is caused by circumstances beyond the party's reasonable control, including but not limited to: natural disasters, acts of war or terrorism, pandemics, government actions, power outages, internet or telecommunications failures, cyberattacks, or failures of third-party service providers. The affected party will use reasonable efforts to mitigate the impact and resume performance as soon as practicable.
To the maximum extent permitted by law, SM Worx Group Ltd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities, arising from your use of or inability to use the Service.
Our total aggregate liability for any claim arising from or related to the Service shall not exceed the total amount you paid to us in the 12 months preceding the event giving rise to the claim.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by applicable law.
You agree to indemnify and hold harmless SM Worx Group Ltd, its officers, directors, employees, and agents from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, your violation of any third-party rights, or any content you upload or create through the Service.
You may request deletion of your organisation's account at any time. Upon request, there is a 30-day grace period during which you can cancel the deletion and export your data. After the grace period, all data associated with your organisation will be permanently and irreversibly deleted.
We reserve the right to suspend or terminate your access to the Service at any time if you violate these Terms or our Acceptable Use Policy. We will provide reasonable notice unless immediate action is required to protect the Service or other users.
Accounts that have had no login or API activity for 12 consecutive months may be subject to notification and, ultimately, deletion. We will provide at least 60 days' notice via email before taking any action on an inactive account, giving you the opportunity to log in and preserve your data. Active paid subscriptions are excluded from this policy — billing activity counts as account activity.
Upon termination, your right to use the Service ceases immediately. Sections that by their nature should survive termination will survive, including but not limited to: intellectual property, confidentiality, limitation of liability, indemnification, and governing law.
We may update these Terms from time to time. If we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms. If you do not agree to the updated Terms, you may cancel your subscription before the changes take effect.
These Terms are governed by the laws of England and Wales. Subject to the consumer carve-out below, the courts of England and Wales shall have exclusive jurisdiction over any disputes arising from these Terms or the Service.
Before initiating legal proceedings, both parties agree to attempt to resolve disputes through good-faith negotiation for a period of at least 30 days.
Consumer rights carve-out. If you are a consumer (rather than a business user), nothing in these Terms limits or excludes any statutory rights you have under the mandatory consumer-protection laws of your country of habitual residence, and you may have the right to bring proceedings in your local courts. This includes, without limitation, rights under the United Kingdom Consumer Rights Act 2015, the South African Consumer Protection Act 68 of 2008 and Electronic Communications and Transactions Act 25 of 2002, and the consumer-protection laws of any European Economic Area member state where you are habitually resident.
If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions will continue in full force and effect. The invalid provision will be modified to the minimum extent necessary to make it valid and enforceable.
These Terms, together with the Privacy Policy, Cookie Policy, Acceptable Use Policy, Data Processing Agreement, and Refund Policy, constitute the entire agreement between you and SM Worx Group Ltd regarding the Service and supersede any prior agreements or understandings.
If you have questions about these Terms, please contact us:
