Terms of use
The terms that apply when you use our website and FilePlan 365.
Last updated: 26 October 2026
About these terms
These terms of use apply to the FilePlan 365 website and to the FilePlan 365 service, including free trials and paid subscriptions. FilePlan 365 is provided by FilePlan 365 Ltd (“we”, “us”), a company registered in England and Wales with company number 78764543, whose registered address is 20 Wenlock Road, London, N1 7GU, United Kingdom.
By using the website, starting a trial or subscribing to FilePlan 365, you agree to these terms. If you’re accepting them on behalf of an organisation, you confirm you have authority to do so, and “you” means that organisation.
If you have a separate signed agreement with us, that agreement takes priority over these terms where they conflict.
Using this website
You may use this website to learn about FilePlan 365, start a trial, contact us and read our content. You must not:
- use the website in a way that breaks the law or harms us or anyone else
- try to gain unauthorised access to the website, our systems or other users’ information
- introduce viruses or other harmful code, or overload the website
- copy, scrape or republish large parts of the website without our permission
We try to keep website content accurate, but it’s provided for general information only. Articles on our blog are not legal or compliance advice.
Free trials
You can try FilePlan 365 free for 30 days. During the trial:
- you have access to every feature
- the service is provided “as is”, without the service levels that apply to paid plans
- we may end or change the trial at any time
At the end of the trial, you’ll need to choose a paid plan to keep using FilePlan 365. If you don’t choose a plan, the FilePlan 365 interface stops working. Your documents stay in your SharePoint libraries, so you can still access them there.
Subscriptions and fees
Paid plans are billed monthly based on the number of documents you store, as shown on our pricing page. A document is a single file stored in FilePlan 365, including all of its versions.
- Prices are in GBP, USD or AUD and exclude VAT, GST and other taxes, which we’ll add where they apply.
- If your document count goes above your plan’s limit, we’ll let you know and you’ll move to the next plan from your next billing period.
- Fees are payable in advance for each billing period and are non-refundable, except where the law requires otherwise.
- We may change our prices by giving you at least 30 days’ notice. Changes apply from your next billing period.
- If you buy through Microsoft AppSource, Microsoft’s billing terms also apply to the purchase.
If payment is overdue, we may suspend your access after giving you notice.
Your account and users
You’re responsible for:
- who in your organisation can use FilePlan 365, and for their use of it
- keeping your Microsoft 365 accounts and credentials secure
- making sure the information you give us is accurate
Tell us straight away at support@fileplan365.com if you think your account has been used without permission.
Acceptable use
You must not use FilePlan 365 to:
- store or share content that’s unlawful, or that you don’t have the right to use
- break any law, including data protection, privacy and export laws
- interfere with or disrupt the service, or try to bypass its security
- reverse engineer, copy or resell the service, except where the law allows
- build a competing product using our service or confidential information
We may suspend access if your use puts the service, other customers or us at risk. We’ll tell you why and, where we can, give you a chance to fix the problem first.
Your content and data
FilePlan 365 runs in your organisation’s own Microsoft 365 tenant. Your documents and records stay in your SharePoint Online environment, and you keep all rights to them.
You give us permission to process your content only as needed to provide, support and secure the service. Where that includes personal information, our data processing agreement applies. You can request a copy from support@fileplan365.com.
You’re responsible for your Microsoft 365 configuration, including your retention labels, sensitivity labels, DLP policies and permissions, and for making sure your use of FilePlan 365 meets your own legal and regulatory obligations. FilePlan 365 helps you apply your policies; it doesn’t decide them for you.
Our privacy policy explains how we handle personal information about you as our customer or website visitor.
Microsoft 365 and other services
FilePlan 365 works with Microsoft 365, SharePoint Online, Microsoft Purview and other Microsoft services. Your use of those services is governed by your agreements with Microsoft. We’re not responsible for Microsoft services, including their availability, features or changes Microsoft makes to them.
FilePlan 365 is not made, endorsed or supported by Microsoft. Microsoft, Microsoft 365, SharePoint and Microsoft Purview are trademarks of the Microsoft group of companies.
Our intellectual property
We, or our licensors, own all rights in FilePlan 365, this website, our templates, documentation and brand. While your trial or subscription is active, we give you a non-exclusive, non-transferable right to use FilePlan 365 for your organisation’s internal business purposes.
If you send us feedback or suggestions, we may use them without any obligation to you.
Availability and support
We aim to keep FilePlan 365 available and to fix problems promptly, but we don’t guarantee it will be uninterrupted or error-free. We may carry out maintenance and make updates, and we’ll try to give notice of planned work that could affect you.
Support is available through our support page and support@fileplan365.com, Monday to Friday, 9am to 5pm UK time, excluding UK bank holidays.
Warranties
For paid plans, we’ll provide FilePlan 365 with reasonable skill and care. Except for that, and to the extent the law allows, the service is provided without any other warranties, including that it will meet your specific requirements.
Liability
Nothing in these terms limits liability that can’t be limited by law, including for death or personal injury caused by negligence, or for fraud.
Subject to that:
- neither of us is liable for indirect or consequential loss, or for loss of profit, revenue, goodwill or data
- our total liability in any 12-month period is limited to the fees you paid us in that period
You’re responsible for keeping appropriate backups and for your use of FilePlan 365 to meet your records management obligations.
Ending your subscription
You can cancel at any time by emailing support@fileplan365.com. Cancellation takes effect at the end of your current billing period.
We may end your access if you seriously breach these terms and don’t fix the breach within 14 days of our notice, or immediately if the breach can’t be fixed or the law requires it.
When your subscription ends, your right to use FilePlan 365 stops and the FilePlan 365 interface stops working. Your documents remain in your SharePoint libraries in your Microsoft 365 tenant, so you can still access them there.
Confidentiality
Each of us will keep the other’s confidential information secret and only use it to perform these terms, except where it’s already public or the law requires disclosure.
Changes to these terms
We may update these terms from time to time. We’ll post the new version on this page and update the date at the top. If changes significantly affect paid subscriptions, we’ll give customers at least 30 days’ notice by email.
General
- If any part of these terms is found to be unenforceable, the rest still applies.
- You may not transfer your rights under these terms without our consent. We may transfer ours as part of a sale or reorganisation of our business.
- Neither of us is responsible for delays caused by events outside our reasonable control.
- These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
Contact us
Questions about these terms? Email support@fileplan365.com or write to us at FilePlan 365 Ltd, 20 Wenlock Road, London, N1 7GU, United Kingdom.