Terms of Service

Last Updated: 1st October 2025

1. Acceptance of Terms

These Terms of Service (“Terms”) constitute a legally binding agreement between you (“User,” “you,” or “your”) and Ethixly (“Ethixly,” “we,” “us,” or “our”) governing your access to and use of the Ethixly platform, website (https://ethixly.com), and all related services (collectively, the “Service”).

By accessing, browsing, or using the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy. If you do not agree to these Terms, you must immediately cease using the Service.

2. Definitions

“Feedback” means any information, comments, reports, or content submitted through the Service regarding workplace conduct, ethics, or organizational practices.

“Organisation” means any company, entity, or employer that subscribes to the Service to receive employee feedback.

“Employee User” means an individual who submits Feedback through the Service regarding their workplace.

“Organisation User” means an authorized representative of an Organisation who accesses Feedback submitted about their Organisation.

“Anonymous Feedback” means Feedback submitted without identifying information that could directly reveal the submitter’s identity.

3. Eligibility

3.1 Age and Capacity

You must be at least 18 years of age and have the legal capacity to enter into binding contracts to use this Service. By using the Service, you represent and warrant that you meet these requirements.

3.2 Authorized Use

If you are using the Service on behalf of an Organisation, you represent and warrant that you have the authority to bind that Organisation to these Terms.

4. Account Registration and Security

4.1 Account Creation

Certain features of the Service may require you to create an account. You agree to:

• Provide accurate, current, and complete information during registration
• Maintain and promptly update your account information
• Maintain the security and confidentiality of your login credentials
• Notify us immediately of any unauthorized access or security breach

4.2 Account Responsibility

You are solely responsible for all activities conducted through your account. We are not liable for any loss or damage arising from your failure to maintain account security.

4.3 Account Termination

We reserve the right to suspend or terminate accounts that violate these Terms or engage in fraudulent, abusive, or illegal activity.

5. Use of the Service

5.1 Permitted Use

You may use the Service only for lawful purposes and in accordance with these Terms. You agree to use the Service in good faith to:

• Submit truthful Feedback about workplace matters (Employee Users)
• Receive and address Feedback constructively (Organisation Users)
• Improve workplace culture and ethical standards

5.2 Prohibited Conduct

You agree NOT to:

a) Submit False or Malicious Content:

• Submit Feedback that is knowingly false, defamatory, or made in bad faith
• Use the Service to harass, threaten, or harm others
• Submit content intended to damage an Organisation’s reputation without factual basis

b) Violate Laws or Rights:

• Violate any applicable local, national, or international law
• Infringe upon intellectual property, privacy, or other rights of third parties
• Submit content that is discriminatory, hateful, or promotes violence

c) Compromise System Security:

• Attempt to gain unauthorised access to the Service or related systems
• Introduce viruses, malware, or any harmful code
• Interfere with or disrupt the Service or servers
• Use automated systems (bots, scrapers) without written permission

d) Misuse Anonymity Features:

• Attempt to identify anonymous feedback submitters
• Circumvent anonymity protections to retaliate against Users
• Use multiple accounts to submit duplicate or misleading Feedback

e) Commercial Misuse:

• Use the Service for unauthorised commercial purposes
• Resell, redistribute, or sublicense access to the Service
• Extract data for competitive purposes

6. Anonymous Feedback

6.1 Anonymity Protections

We implement technical and organisational measures to protect the anonymity of Employee Users who submit Anonymous Feedback. However, we cannot guarantee absolute anonymity in all circumstances.

6.2 Anonymity Limitations

Anonymity may be compromised if:

• You include identifying information in your Feedback
• Legal authorities compel disclosure through valid legal process
• Necessary to prevent imminent harm or illegal activity
• Technical failures or security breaches occur despite our safeguards

6.3 No Retaliation Policy

Organisations agree not to attempt to identify anonymous feedback submitters or retaliate against individuals based on suspected Feedback submission. Violations may result in immediate termination of Service access.

7. Content Ownership and License

7.1 User Content

You retain ownership of any Feedback you submit. By submitting Feedback, you grant Ethixly a worldwide, non-exclusive, royalty-free, perpetual, irrevocable license to:

• Store, process, and transmit your Feedback
• Display Feedback on the Ethixly platform and to the relevant Organisation
• Use aggregated, anonymized Feedback for analytics, research, and service improvement
• Modify Feedback format for technical compatibility

7.2 Organisation Data

Organisations retain ownership of data they provide to the Service. Organisations grant Ethixly a limited license to process this data solely to provide the Service.

7.3 Ethixly Property

All intellectual property rights in the Service, including software, design, trademarks, and content (excluding User Content), are owned by Ethixly. You may not use our intellectual property without prior written consent.

8. Content Moderation and Removal

8.1 Moderation Rights

We reserve the right, but not the obligation, to:

• Monitor, review, and moderate Feedback
• Remove Feedback that violates these Terms
• Refuse to publish or transmit Feedback
• Edit Feedback to redact identifying information

8.2 No Liability for Content

We are not responsible for the accuracy, completeness, or legality of User-generated content. We do not endorse any Feedback and disclaim all liability for User Content.

8.3 Reporting Violations

If you become aware of content that violates these Terms, please report it to us at hello@ethixly.com.

9. Privacy and Data Protection

9.1 Privacy Policy

Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to our data practices as described in the Privacy Policy.

9.2 Data Processing

We process personal data as a data controller for Employee Users and as a data processor for Organisation Users (where applicable). Organisations are responsible for compliance with data protection laws regarding employee data.

9.3 Data Retention

We retain Feedback and associated data in accordance with our Privacy Policy and applicable legal requirements. You may request deletion of your data subject to legal and operational constraints.

10. Organisation Responsibilities

10.1 Subscriber Obligations

Organisations subscribing to the Service agree to:

• Use Feedback constructively to improve workplace culture
• Comply with all applicable employment and data protection laws
• Not retaliate against employees who submit Feedback
• Designate authorised Organisation Users
• Pay all applicable fees on time

10.2 Employee Communication

Organisations should inform employees about the availability and nature of the Service in accordance with applicable laws.

10.3 Independent Relationship

Organisations remain solely responsible for their employment practices, workplace policies, and legal compliance. Ethixly provides a feedback tool but does not provide legal, HR, or employment advice.

11. Fees and Payment

11.1 Subscription Fees

Organisation Users may be required to pay subscription fees as specified in their service agreement. All fees are non-refundable unless otherwise specified in writing.

11.2 Payment Terms

Payment must be made according to the billing schedule. Failure to pay may result in suspension or termination of Service access.

11.3 Fee Changes

We reserve the right to modify fees with at least 30 days’ notice. Continued use of the Service after fee changes constitutes acceptance.

12. Disclaimers and Limitations of Liability

12.1 Service “As Is”

THE SERVICE IS PROVIDED ON AN “AS IS” AND “AS AVAILABLE” BASIS WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO:

• Warranties of merchantability, fitness for a particular purpose, or non-infringement
• Warranties regarding accuracy, reliability, or availability of the Service
• Warranties that the Service will be uninterrupted, secure, or error-free

12.2 No Employment or Legal Advice

ETHIXLY DOES NOT PROVIDE LEGAL, HR, OR EMPLOYMENT ADVICE. THE SERVICE IS A FEEDBACK TOOL ONLY. WE ARE NOT RESPONSIBLE FOR ANY EMPLOYMENT-RELATED DECISIONS OR ACTIONS TAKEN BY ORGANIZATIONS.

12.3 Third-Party Content

We are not responsible for third-party content, websites, or services accessed through the Service.

12.4 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW:

a) ETHIXLY SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO:

• Loss of profits, revenue, data, or business opportunities
• Employment termination or workplace retaliation
• Emotional distress or reputational harm
• Loss resulting from anonymity breaches or data breaches

b) OUR TOTAL AGGREGATE LIABILITY FOR ANY CLAIMS ARISING FROM OR RELATED TO THE SERVICE SHALL NOT EXCEED THE GREATER OF:

• £100 (One Hundred British Pounds Sterling), OR
• The amount paid by you to Ethixly in the 12 months preceding the claim

c) These limitations apply regardless of the legal theory (contract, tort, negligence, strict liability, or otherwise) and even if we have been advised of the possibility of such damages.

12.5 Jurisdictional Limitations

Some jurisdictions do not allow certain warranty disclaimers or liability limitations. In such jurisdictions, our liability is limited to the maximum extent permitted by law.

13. Indemnification

You agree to indemnify, defend, and hold harmless Ethixly, its affiliates, officers, directors, employees, agents, and licensors from and against any claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys’ fees) arising from or related to:

• Your use or misuse of the Service
• Your violation of these Terms
• Your violation of any third-party rights
• Any Feedback you submit
• Any breach of your representations and warranties

14. Confidentiality

14.1 Organisation Confidentiality

Organisation Users agree to maintain the confidentiality of Feedback received through the Service and not to disclose it except:

• To authorised personnel within the Organisation
• As required by law or legal process
• With the consent of the feedback submitter (if identifiable)

14.2 Ethixly Confidentiality

We will maintain the confidentiality of your information in accordance with our Privacy Policy and applicable data protection laws.

15. Dispute Resolution and Governing Law

15.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales, without regard to conflict of law principles.

15.2 Jurisdiction

Subject to the arbitration provisions below, you agree that the courts of England and Wales shall have exclusive jurisdiction over any disputes arising from these Terms or the Service.

15.3 Informal Resolution

Before initiating formal proceedings, you agree to first contact us at hello@ethixly.com to attempt informal resolution of any dispute.

15.4 Class Action Waiver

To the extent permitted by law, you agree that any dispute resolution proceedings will be conducted only on an individual basis and not in a class, consolidated, or representative action.

15.5 Time Limitation

Any claim arising from these Terms or the Service must be filed within one (1) year after the claim arose, or it will be permanently barred.

16. Term and Termination

16.1 Term

These Terms remain in effect while you use the Service.

16.2 Termination by You

You may terminate your account at any time by:

• Ceasing all use of the Service
• Following account closure procedures (if applicable)
• Contacting us to request account deletion

16.3 Termination by Ethixly

We may suspend or terminate your access immediately, without notice, if:

• You violate these Terms
• Your account is inactive for an extended period
• We discontinue the Service
• Required by law or legal authority
• We determine continued access poses security or legal risks

16.4 Effect of Termination

Upon termination:

• Your right to access the Service immediately ceases
• We may delete your account and data (subject to legal obligations)
• Provisions that by their nature should survive (including Sections 7, 12, 13, 15, and 18) will continue in effect

16.5 Data Retention Post-Termination

We may retain certain data after termination as required by law, for legitimate business purposes, or as specified in our Privacy Policy.

17. Modifications to Terms and Service

17.1 Terms Updates

We reserve the right to modify these Terms at any time. We will provide notice of material changes by:

• Posting the updated Terms on the Service with a new “Last Updated” date
• Sending email notification to registered Users (where applicable)
• Displaying a prominent notice on the Service

17.2 Acceptance of Changes

Your continued use of the Service after Terms modifications constitutes acceptance of the updated Terms. If you do not agree to modified Terms, you must cease using the Service.

17.3 Service Modifications

We reserve the right to modify, suspend, or discontinue any aspect of the Service at any time, with or without notice, and without liability to you.

18. General Provisions

18.1 Entire Agreement

These Terms, together with our Privacy Policy and any other legal notices published on the Service, constitute the entire agreement between you and Ethixly regarding the Service.

18.2 Severability

If any provision of these Terms is found to be unlawful, void, or unenforceable, that provision shall be deemed severable and shall not affect the validity and enforceability of the remaining provisions.

18.3 Waiver

Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision or any other provision.

18.4 Assignment

You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign these Terms without restriction.

18.5 No Third-Party Beneficiaries

These Terms do not create any third-party beneficiary rights except as expressly stated.

18.6 Force Majeure

We shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including but not limited to acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, pandemics, strikes, or shortages of transportation facilities, fuel, energy, labor, or materials.

18.7 Notices

Notices to Ethixly should be sent to:

Email: hello@ethixly.com

Notices to you will be sent to the email address associated with your account or posted on the Service.

18.8 Language

These Terms are drafted in English. Any translations are provided for convenience only. In the event of conflicts between versions, the English version shall prevail.

18.9 Export Compliance

You agree to comply with all applicable export and import control laws and regulations in your use of the Service.

18.10 Relationship of Parties

No agency, partnership, joint venture, or employment relationship is created between you and Ethixly as a result of these Terms or use of the Service.

19. Accessibility

We strive to make the Service accessible to users with disabilities. If you experience accessibility issues, please contact us at hello@ethixly.com

20. Contact Information

For questions, concerns, or notices regarding these Terms or the Service, please contact us at:

Ethixly Support
Email: hello@ethixly,.com
Website: https://ethixly.com

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BY USING THE SERVICE, YOU ACKNOWLEDGE THAT YOU HAVE READ THESE TERMS OF SERVICE, UNDERSTAND THEM, AND AGREE TO BE BOUND BY THEM.