Terms of service

01Agreement to these terms

By using this website you accept these terms. If you do not accept them, please do not use the site. They apply every time you visit, so it is worth checking the date at the top from time to time.

02Who we are

This website is operated by Cloud Officer Limited, registered at 1 Parkshot, Richmond, Surrey, TW9 2RD under company number 09948742. In these terms, “we”, “us” and “Solidbase” mean that company, and “you” means anyone using the site.

03What these terms cover

These terms cover this website and everything you can get from it — the pages, the resource library, the template library and the files you download, and the contact and subscription forms.

They do not cover consulting work. If we do paid work for you, that is governed by the engagement letter or contract we sign for it, and nothing on this page limits, replaces or overrides anything in that agreement. Where the two ever appear to conflict, the engagement contract wins for that work.

04Acceptable use

Use the site lawfully and sensibly. In particular, please do not:

• scrape it, or download from it in bulk by automated means
• try to get at any part of it, or any system behind it, that is not openly available to you
• interfere with its operation, or with anyone else’s use of it
• submit anything through a form that is unlawful, deliberately false, or that impersonates someone else
• submit personal data about a third party unless you are entitled to give it to us
• reproduce the site’s own text or design as your own — the templates are the exception, and the next section explains that

We may withdraw access if any of that happens. That is realistically the only enforcement available to us on a free public site, and we would rather say so plainly than imply more.

05The templates, and how you may use them

The documents in the AI Template Library are released under the MIT licence. That is a genuinely permissive licence and we mean it permissively. In plain terms:

• You may use them commercially, change them, and distribute what you build with them.
• You may put your own name and branding on the documents you produce from them.
• You do not need to credit Solidbase in the policies, notices or other documents you produce.
• The copyright notice needs to travel with copies of the template itself, not with your filled-in output.

So: adapt one into your company’s AI policy, put your logo on it, and never mention us — that is exactly what it is for. What you should not do is redistribute the blank template as though it were your own work, with our notice stripped off.

The full licence text travels inside each download. Where it and this summary differ, the licence text governs.

The forms ask for your details before a download. That is a lead-capture step, not a licence condition: the licence you get is the same either way, and the file is not conditional on hearing from us afterwards.

06These templates are not legal advice

Our templates deal with regulation — the EU AI Act, the GDPR, and the standards around them. They are written to be useful starting points for people doing this work in real organisations, and they are drawn from real delivery. They are not a substitute for advice from a qualified lawyer who knows your circumstances.

Two specific cautions worth stating rather than burying:

• They date. Each template states the legal position as at a date printed inside it. Regulation in this area is moving quickly. Check that date before you rely on anything, and assume anything older than a few months needs re-checking.
• They are general. They are written for a European enterprise in the abstract. Your sector, your regulator, your jurisdiction and your specific systems all change the answer, and a template cannot know any of that.

Completing one of our templates does not make you compliant with anything, and we do not represent that it does. Compliance is a conclusion about your organisation, and only you and your advisers can reach it.

07The resource library

The AI Resource Library catalogues other people’s work and links out to it. We do not control those resources, we do not host them, and they may change or disappear without us noticing immediately.

Our summaries and comments are our own opinion, offered in good faith. Inclusion is not endorsement, and where a resource is published by a vendor or carries a methodological caveat we try to say so on the entry rather than leave it out. When you follow a link, that site’s terms and privacy policy apply, not ours.

08Intellectual property

Apart from the templates, everything on this site — the text, the design, the Solidbase name, logo and brand — belongs to us or to our licensors, and is protected by copyright and trade mark law. You may read it, print it and share links to it. You may not republish it as your own or use our name or logo to suggest a relationship that does not exist.

Anything you send us through a form stays yours. You give us permission to use it for the purpose you sent it for — to reply to you, to send you the email you asked for, or to hand over a file. Nothing more.

09Privacy

How we handle personal data is set out in our privacy policy, which forms part of these terms. It is written to be read rather than filed, and it is specific about what each form collects and why.

10Disclaimers

This website and everything on it are provided “as is” and “as available”, without warranties of any kind, whether express or implied, to the fullest extent the law allows.

We take real care over what we publish here, but we do not warrant that it is accurate, complete or current, that the site will be available without interruption, or that it is free of errors. We may change, suspend or withdraw any part of it, including any template, at any time and without notice.

11Limitation of liability

To the fullest extent the law allows, we are not liable for any loss of profit, loss of business, business interruption, loss of data, loss of goodwill, or any indirect or consequential loss arising from your use of this site or of anything you download from it. That includes any regulatory or legal consequence of a document you produced using one of our templates.

Everything on this website is provided free of charge, so where we are liable at all our total liability to you for anything connected with the site is limited to £100.

12Termination

We may withdraw your access to the site, or to any part of it, if you break these terms. You can stop using the site at any time. Ending your use does not end the licence you already hold in any template you downloaded — the MIT licence is irrevocable once granted, and we are not trying to claw it back.

13Changes to these terms

We may update these terms. The version on this page is the one that applies, and the date at the top tells you when it last changed. Continuing to use the site after a change means you accept the updated terms.

14Governing law

These terms, and any dispute arising out of them or out of your use of this site, are governed by the laws of England and Wales. Disputes are subject to the exclusive jurisdiction of the courts of England and Wales. If you are a consumer resident elsewhere in the EU or EEA, this does not deprive you of the protection of the mandatory law of the country you live in.

15How to contact us

Email hello@solidbaseai.com with any question about these terms.