Terms of Use

Golden Fred — compliance operating system for UK regulated trades

Last updated: 20 April 2026

Effective date: 20 April 2026

Please read these Terms of Use carefully before using the Golden Fred platform. By creating an account, subscribing, or otherwise using the Service, you agree to be bound by these terms. If you do not agree, you must not use the Service.

1. About these Terms

1.1 These Terms of Use (“Terms”) form a binding agreement between you and Pandda Software Solutions Ltd, a company registered in England and Wales under company number 17146631, with its registered office at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ (“Golden Fred”, “we”, “us” or “our”).

1.2 “You” means the individual or legal entity accepting these Terms. If you are entering into these Terms on behalf of an organisation, you confirm that you have authority to bind that organisation, and “you” means that organisation.

1.3 These Terms govern your access to and use of the Golden Fred software-as-a-service platform available at gfred.io and any related web, mobile, or API services we provide (together, the “Service”).

1.4 Our Privacy Policy forms part of these Terms and explains how we handle personal data. Any order form, subscription confirmation, or written agreement we sign with you forms part of these Terms. If there is a conflict, a signed order form prevails over these Terms, and these Terms prevail over any other document.

2. Definitions

• Account: the account created when you register to use the Service.
• Administrator: a user designated by a Customer to manage its Account, seats, and settings.
• Ask Fred: the AI-assisted features of the Service that produce generated content, summaries, suggestions, or answers.
• Customer: the organisation that subscribes to the Service.
• Customer Content: any data, records, documents, photos, signatures, logs, forms, reports, and other material that a Customer or its Users upload, enter, or generate using the Service, including golden thread documentation.
• Documentation: the user guides, help articles, and published descriptions of the Service made available by us.
• Order: an online checkout, quote, or order form setting out the subscription plan, number of seats, and fees.
• Seat: a licence for one named individual User to access the Service.
• Subscription Term: the period for which a Customer has paid to access the Service, as set out in the Order.
• User: an individual authorised by the Customer to use the Service under a Seat, including Administrators.

3. The Service

3.1 The Service is a compliance operating system designed to help UK regulated trade contractors (including fire safety, electrical, gas, HVAC, and plumbing) capture, organise, and output records required or relevant under the Building Safety Act 2022 and related legislation, including golden thread documentation, CRM information, invoicing, signed documents, and AI-assisted content through Ask Fred.

3.2 We may update, improve, or change features of the Service from time to time. We will not materially reduce the core functionality described in our published Documentation during a paid Subscription Term without providing reasonable notice.

3.3 Features that are marked beta, preview, trial, or similar are provided as-is. We may modify or withdraw them at any time and they may not have the same service levels as other parts of the Service.

4. Your Account and Users

4.1 To use the Service, the Customer must register an Account and provide accurate and current information. The Customer is responsible for keeping its Account information up to date.

4.2 Each Seat is licensed to one named User. Seats must not be shared between individuals. The Customer may reassign a Seat from one User to another when the first User no longer requires access.

4.3 Administrators control which Users have access, what permissions they hold, and what Customer Content they can see. The Customer is responsible for the actions of its Users.

4.4 The Customer must keep login credentials confidential and must notify us promptly if it suspects unauthorised access. We are not liable for losses arising from unauthorised use of credentials that the Customer has failed to protect.

4.5 You must be at least 18 years old and legally able to enter into a binding contract in your jurisdiction to use the Service.

5. Subscription, Fees, and Payment

5.1 Subscriptions are sold on a per-Seat basis, subject to any minimum-Seat requirement shown in the Order. The Customer commits to the number of Seats stated in the Order for the Subscription Term.

5.2 Fees, billing frequency (monthly or annual), and any minimums are set out in the Order. Unless stated otherwise, all fees are stated exclusive of VAT and any other applicable taxes, which the Customer must pay in addition.

5.3 Invoices are payable in accordance with the payment terms stated in the Order. Where payment is by card or direct debit, the Customer authorises us (or our payment processor) to charge the relevant payment method on each billing date.

5.4 The Customer can add Seats at any time. New Seats are charged pro-rata for the remainder of the current billing cycle. Reductions in Seat count take effect at the next renewal.

5.5 Unless a party gives notice not to renew at least 30 days before the end of the current Subscription Term, the subscription renews automatically for a further term of the same length at our then-current list price.

5.6 If an amount is overdue, we may charge statutory late-payment interest at the rate set by the Late Payment of Commercial Debts (Interest) Act 1998. If an amount is more than 30 days overdue, we may suspend the Account until payment is received.

5.7 Except where required by law or expressly stated in these Terms, fees are non-refundable.

6. Free Trials and Promotional Access

6.1 From time to time we may offer a free trial or promotional access to all or part of the Service. Trial access is provided as-is, without warranty, and may be limited in functionality, duration, or Seats.

6.2 At the end of the trial, either the Customer subscribes to a paid plan or access ends. We may delete trial data after a reasonable notice period.

7. Licence to Use the Service

7.1 Subject to payment of the applicable fees and compliance with these Terms, we grant the Customer a non-exclusive, non-transferable, non-sublicensable right to access and use the Service during the Subscription Term for the Customer’s internal business purposes.

7.2 The licence covers only the number of Seats the Customer has paid for and only use in connection with the Customer’s own compliance, trading, and record-keeping activities.

8. Acceptable Use

8.1 You must not, and must not allow any User or third party to:

• use the Service other than in accordance with these Terms, our Documentation, and all applicable laws;
• copy, modify, create derivative works from, reverse engineer, decompile, or attempt to extract the source code of the Service, except to the extent this restriction is prohibited by law;
• resell, rent, lease, sublicense, or provide the Service to any third party as a standalone commercial offering;
• upload, store, or transmit any content that is unlawful, infringing, defamatory, obscene, harassing, or that infringes the privacy, confidentiality, or intellectual property rights of any person;
• upload any virus, malware, or other code designed to disrupt, damage, or gain unauthorised access to any system or data;
• use the Service to build or train a competing product or service, or to benchmark the Service for a competing product;
• interfere with or disrupt the Service, its servers, or any connected network, or bypass any security, rate limit, or access control;
• use automated means to access the Service (including scraping or crawling) other than through our published APIs and within their documented limits; or
• impersonate any person or misrepresent your affiliation with any person or organisation.

8.2 We may investigate suspected breaches of this section and take any action we consider appropriate, including removing content and suspending access.

9. Customer Content and Golden Thread Records

9.1 As between the parties, the Customer owns all rights in Customer Content. The Customer is solely responsible for the accuracy, quality, legality, and appropriateness of Customer Content, and for ensuring it has the rights and consents required to upload and process it through the Service.

9.2 The Customer grants us a worldwide, non-exclusive, royalty-free licence to host, copy, transmit, display, and otherwise process Customer Content as reasonably necessary to provide, support, secure, and improve the Service, and to comply with legal obligations. This licence lasts only for as long as we hold the Customer Content.

9.3 The Service can be used to create golden thread and related compliance records. The Customer is responsible for deciding what records it needs, verifying that they are complete and accurate, and meeting any statutory, regulatory, or contractual retention and disclosure obligations. We provide tools; we do not certify, sign off, or assume responsibility for any record, design, installation, test, inspection, or statement generated using the Service.

9.4 We recommend that Customers keep independent copies of critical records. Customer Content export functionality is described in the Documentation.

10. Intellectual Property

10.1 We (and our licensors) own all intellectual property rights in the Service, the Documentation, the Ask Fred underlying models and prompts (other than Customer inputs), and all related software, designs, logos, trade marks, and trade names, including “Golden Fred”, “Fred”, and “Ask Fred”. No rights are granted to you except as expressly stated in these Terms.

10.2 If you provide us with feedback, suggestions, or ideas about the Service, you grant us a perpetual, irrevocable, worldwide, royalty-free licence to use them without restriction. You are not obliged to provide feedback.

11. Compliance Disclaimer

11.1 The Service is a digital tool. It is not legal advice, not a regulator, and not a substitute for professional judgement. Legal and regulatory responsibility for compliance with the Building Safety Act 2022, the golden thread requirements, fire safety legislation, electrical, gas, HVAC, plumbing, and any other applicable rules remains at all times with the Customer and the individuals carrying out the work.

11.2 We do not warrant that use of the Service will result in compliance with any law or standard. The Customer is responsible for checking that the way it uses the Service meets its legal, regulatory, insurance, and contractual obligations.

11.3 Templates, checklists, example wordings, and similar content in the Service are provided for convenience. The Customer must review and adapt them to its own circumstances and seek independent professional advice where appropriate.

12. Ask Fred and AI Features

12.1 Ask Fred generates content using artificial intelligence. AI outputs can be incomplete, out of date, or wrong. They can also produce the same or similar outputs for different users. You must not rely on Ask Fred outputs as a sole basis for any compliance, safety, legal, financial, or operational decision.

12.2 Before using any AI output, you must review it for accuracy, appropriateness, and completeness, and have it checked by a suitably qualified person where the subject matter requires it.

12.3 You must not use Ask Fred to generate content that is unlawful, misleading, defamatory, or that infringes the rights of any person, or to attempt to extract or recreate training data.

12.4 We may use service-provider sub-processors (including third-party AI model providers) to deliver Ask Fred. Details are provided in our Privacy Policy and, where applicable, our Data Processing Addendum.

12.5 As between the parties, you own AI outputs generated from your inputs, subject to any rights of third-party providers in their underlying models. Ownership of an AI output does not mean the output is accurate or fit for purpose.

13. Third-Party Services and Integrations

13.1 The Service may integrate with or link to third-party products, services, or websites (for example, payment processors, email providers, accounting tools, storage services, or authentication providers). Those third parties are independent of us and are governed by their own terms and privacy policies.

13.2 We are not responsible for the acts, omissions, content, pricing, or availability of any third-party service. You are responsible for meeting any third-party terms that apply to you.

14. Service Availability, Changes, and Support

14.1 We aim to make the Service available on a 24/7 basis, subject to planned maintenance, emergency maintenance, and events outside our reasonable control. Where we have published a service level commitment in our Documentation or in an Order, that commitment applies.

14.2 We may change, add, or remove features of the Service at any time, provided that material reductions in core functionality during a paid Subscription Term will be notified in advance.

14.3 Support is provided through the channels and during the hours set out in our Documentation or Order.

15. Suspension

15.1 We may suspend all or part of the Service, an Account, or a User’s access without prior notice if we reasonably believe that:

• there is a security risk to the Service or its users;
• use of the Service is unlawful, materially breaches these Terms, or risks damage to the Service or other users;
• a payment is materially overdue; or
• suspension is required by law or a competent authority.

15.2 We will restore access once the cause of suspension has been resolved. Suspension does not relieve the Customer of its obligation to pay fees for the Subscription Term.

16. Term and Termination

16.1 These Terms start when you first accept them or first use the Service, and continue until the Subscription Term ends or these Terms are terminated.

16.2 Either party may terminate for material breach if the other party fails to remedy the breach within 30 days of written notice, or immediately if the breach cannot be remedied.

16.3 We may terminate immediately if the Customer becomes insolvent, enters administration or liquidation, proposes a voluntary arrangement with creditors, ceases trading, or suffers an analogous event in any jurisdiction.

16.4 On termination, your right to use the Service ends immediately. The Customer may, for a period of 30 days from termination, request an export of Customer Content in the standard formats supported by the Service. After that period we may delete Customer Content in line with our retention practices and legal obligations.

16.5 Any provisions which by their nature should survive termination will do so, including those relating to intellectual property, confidentiality, liability, and governing law.

17. Warranties and Disclaimers

17.1 We warrant that we will provide the Service with reasonable care and skill.

17.2 Except as expressly set out in these Terms, and to the fullest extent permitted by law, the Service is provided on an “as is” and “as available” basis. We exclude all other warranties, conditions, and representations, whether express, implied, statutory, or otherwise, including any implied warranties of satisfactory quality, fitness for a particular purpose, accuracy, and non-infringement.

17.3 We do not warrant that the Service will be uninterrupted, error-free, fully secure, or that any output (including AI output) will be accurate, complete, or suitable for a particular use.

18. Limitation of Liability

18.1 Nothing in these Terms limits or excludes liability for: death or personal injury caused by negligence; fraud or fraudulent misrepresentation; or any other liability that cannot be limited or excluded under applicable law.

18.2 Subject to clause 18.1, neither party is liable, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any: loss of profits; loss of revenue; loss of business, contracts, or opportunity; loss of anticipated savings; loss of goodwill or reputation; loss, corruption, or destruction of data (except to the extent caused by our wilful breach); or any indirect, special, or consequential loss.

18.3 Subject to clauses 18.1 and 18.2, each party’s total aggregate liability arising out of or in connection with these Terms in any 12-month period is limited to the total fees paid or payable by the Customer under these Terms in the 12 months immediately before the event giving rise to the claim.

18.4 The Customer acknowledges that the Service is a compliance-support tool and that the allocation of risk in this clause 18 reflects that the Customer retains responsibility for its own compliance, safety, and regulatory decisions.

19. Indemnity

19.1 The Customer will indemnify and hold us harmless against all losses, damages, and reasonable costs (including reasonable legal fees) arising from any third-party claim caused by (a) Customer Content, (b) the Customer’s use of the Service in breach of these Terms or applicable law, or (c) any act or omission of the Customer or its Users in the physical work, installation, inspection, certification, or other activity to which the Customer Content relates.

20. Confidentiality

20.1 Each party must keep the other party’s confidential information confidential and use it only to exercise its rights and perform its obligations under these Terms. Customer Content is treated as Customer confidential information.

20.2 This clause does not apply to information that is public through no fault of the receiving party, was already known to the receiving party without restriction, is independently developed, or is required to be disclosed by law or a regulator (in which case the receiving party will, where lawful, give reasonable notice).

21. Data Protection

21.1 Each party will comply with applicable data protection laws, including the UK General Data Protection Regulation and the Data Protection Act 2018.

21.2 Where we process personal data on behalf of the Customer as processor, we do so in accordance with the Customer’s documented instructions and our Data Processing Addendum, which is available on request and forms part of these Terms where personal data is processed on behalf of the Customer.

21.3 More information about how we process personal data as controller is set out in our Privacy Policy.

22. General

22.1 Entire agreement. These Terms, together with the Privacy Policy, any Order, and any Data Processing Addendum, form the entire agreement between the parties in relation to the Service and supersede any prior agreement or understanding on that subject.

22.2 Assignment. The Customer may not assign or transfer its rights or obligations under these Terms without our prior written consent. We may assign these Terms to an affiliate or to a successor in connection with a merger, reorganisation, or sale of our business or assets.

22.3 Notices. Notices to us must be sent to hello@gfred.io and to our registered office address. Notices to the Customer will be sent to the primary contact details in the Account.

22.4 Force majeure. Neither party is liable for failure or delay caused by events outside its reasonable control (including utility failure, internet failure, cyber attack, industrial action, acts of government, pandemic, or natural disaster), provided the affected party takes reasonable steps to mitigate the effect.

22.5 Waiver. A failure or delay in enforcing a right is not a waiver of that right. A single or partial exercise does not preclude any further exercise.

22.6 Severability. If any provision is held invalid or unenforceable, it will be modified to the minimum extent necessary to be enforceable, and the remaining provisions will continue in full force.

22.7 No partnership. Nothing in these Terms creates a partnership, joint venture, agency, or employment relationship between the parties.

22.8 Third-party rights. A person who is not a party to these Terms has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of them.

23. Governing Law and Jurisdiction

23.1 These Terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them are governed by the laws of England and Wales.

23.2 The parties submit to the exclusive jurisdiction of the courts of England and Wales, except that we may bring proceedings to protect our intellectual property or confidential information in any competent jurisdiction.

24. Contact

Pandda Software Solutions Ltd

Email: hello@goldenfred.com

Registered office: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ

Company number: 17146631

Registered in England and Wales.