The Office Management Operating System by The Office Management Group
TERMS
Version 1.0 · 3 September 2026
These Terms, together with our Privacy Policy, Cookie Policy and Data Processing Agreement where applicable, set out the legal terms on which The Office Management Group Limited provides access to and use of OMOS, the Office Management Operating System.
References to we, us and our are to The Office Management Group Limited (company number 10284254), registered office Victoria House, 50 Alexandra Street, Southend-on-Sea, Essex, SS1 1BN. References to you and your are to the customer entering into an Order for OMOS (the Customer).
OMOS is intended for business and professional workplace use. By creating an account, subscribing to OMOS or otherwise accessing the Platform, you confirm that you accept these Terms and agree to comply with them. If you enter into these Terms on behalf of a company or other organisation, you confirm that you have authority to bind that organisation.
1. Definitions
Account: the registered account through which you and your Users access the Services.
Add-On: an optional additional module, feature, user allowance, location allowance or service made available for an additional fee.
Agreement: these Terms together with your Order and, where applicable to the relevant processing, our Privacy Policy, Cookie Policy and Data Processing Agreement.
Customer Data: data, content or information that you or your Users upload, submit, create or generate within your OMOS workspace, including personal data relating to your staff, visitors, contractors, suppliers or workplace operations.
Fees: the subscription fees and any Add-On fees payable for the Services, inclusive of VAT where VAT is applicable, unless expressly stated otherwise.
Order: the order, sign-up or checkout process, order confirmation, proposal or other written agreement through which you select or purchase a Plan or Services.
Plan: the OMOS subscription tier selected by you, including Standard, Professional, Enterprise or Founding Member, together with the applicable user, location and feature limits stated in your Order or the offer you accepted.
Platform: OMOS, including the authenticated web application at app.useomos.com and related OMOS services.
Services: the OMOS software-as-a-service platform, functionality included in your Plan, applicable Add-Ons and related support we provide.
User: an individual authorised by you to access OMOS under your Account, including an employee, contractor or agent.
2. About These Terms
2.1 These Terms apply to each OMOS Plan and Order. Where we agree bespoke or additional terms with you in writing, for example in an Enterprise proposal or Order, those additional terms take precedence to the extent of any conflict.
2.2 We may update these Terms from time to time to reflect changes to the Services, law, regulation, security requirements or our business practices. Where a change is material, we will normally give at least 30 days' notice by email or in-app notification before it takes effect. Changes required urgently for law, security or fraud prevention may take effect sooner where reasonably necessary.
2.3 We may update and develop OMOS over time. We may introduce, improve, replace or retire functionality and move features between Plans. We will use reasonable endeavours not to materially reduce the core functionality of a paid Plan during an active subscription term without reasonable notice.
3. The Services
3.1 OMOS is a modular office and workplace management platform. The modules, limits and functionality available to you depend on your Plan and Order.
3.2 We will use reasonable endeavours to make OMOS available on a continuous basis, but we do not guarantee uninterrupted or error-free availability. We may suspend access for planned maintenance, emergency maintenance, security, legal or operational reasons.
3.3 Unless expressly agreed in an Enterprise Order or separate service level agreement, OMOS does not include a guaranteed uptime percentage or formal service level agreement.
3.4 Features described as beta, preview, early access or similar may change and may not have the same level of availability or support as generally released functionality.
4. Registration and Accounts
4.1 You must provide accurate, current and complete information when creating or administering your Account and keep it reasonably up to date.
4.2 OMOS user accounts are intended for users aged 18 or over. This does not prevent a customer from lawfully recording limited information about a person under 18 within appropriate workplace records, such as a visitor or work-experience participant, in accordance with the Privacy Policy and applicable law.
4.3 You are responsible for maintaining the confidentiality and security of your and your Users' login credentials and for activity carried out through your Account. You must notify us promptly at hello@useomos.com if you become aware of suspected unauthorised access.
4.4 The number of Users and locations available depends on your Plan or Order. If you require additional Users, locations or functionality, you may need to upgrade or purchase an Add-On.
4.5 You are responsible for ensuring each User's access and permissions are appropriate to their role and for promptly removing or changing access where it is no longer required.
5. Plans, Fees and Payment
5.1 The Plan, price, included Users, locations, modules and any Add-Ons applicable to your subscription are those displayed to you at purchase, confirmed in your Order, or otherwise agreed with us in writing. We may publish current indicative pricing on useomos.com from time to time.
5.2 Unless otherwise agreed in your Order, Fees are payable annually in advance and subscriptions renew in successive 12-month periods. Payments are processed through Stripe. By providing or approving a payment method, you authorise the applicable recurring subscription charges.
5.3 Unless you cancel before renewal, your subscription will automatically renew for a further 12-month period at the applicable renewal Fee. Founding Member subscriptions are subject to clause 5.7.
5.4 We may change Fees for future subscription periods. Where a price increase will apply to your next renewal, we will provide reasonable advance notice and, where practicable, at least 30 days' notice. A change will not increase the price of a subscription period already paid for.
5.5 All prices and Fees presented by OMOS are inclusive of VAT where VAT is applicable. The amount charged at checkout or stated in your Order is the total price payable, subject to any different tax treatment required by law for a particular customer or transaction.
5.6 Add-Ons may be charged separately or aligned to the annual subscription cycle. The applicable price and billing treatment will be shown or agreed when the Add-On is purchased.
5.7 Founding Member subscriptions are limited to the customers accepted into that offer. The Founding Member core subscription price is £97 per year, inclusive of VAT and renews every 12 months at that same founding rate for as long as the subscription remains continuously active. If the Founding Member subscription is cancelled, expires or otherwise ceases, the founding rate is lost and will not automatically apply to a later subscription. The founding rate applies to the core Founding Member subscription only and does not prevent us charging separately for optional Add-Ons, additional Users, additional locations, bespoke work or future services outside that core subscription.
5.8 Founding Members may be invited to provide feedback as early users of OMOS. Participation is welcomed and helps shape the Platform, but it is not a condition of retaining the £97 annual founding rate unless a different condition was expressly agreed with you in writing before purchase.
5.9 Except where clause 10.3 applies or where a refund is required by law, Fees paid for an active business subscription are non-refundable. Nothing in these Terms excludes any statutory right that cannot lawfully be excluded.
5.10 OMOS is supplied as a business-to-business service for professional workplace use. If we expressly agree to supply OMOS to an individual acting wholly or mainly outside their trade, business, craft or profession, any mandatory consumer rights applicable to that transaction will apply and will take precedence over inconsistent provisions of these Terms.
6. Enterprise Support and Development
6.1 This clause applies only where Enterprise support, development hours or bespoke work is expressly included in your Order.
6.2 Any included development hours are subject to the allowance and conditions stated in your Order. Unless expressly agreed otherwise, unused monthly development hours do not roll over.
6.3 Development work outside an included allowance will be charged at the rate agreed with you before the work begins. If no rate has been agreed, we will provide the applicable rate for approval before carrying out chargeable work.
6.4 Third-party or external costs incurred specifically on your behalf will only be incurred with your prior approval unless already expressly included in your Order.
7. Your Data
7.1 As between you and us, you retain your rights in Customer Data. We do not claim ownership of Customer Data.
7.2 You grant us the rights necessary to host, store, process, transmit, display and otherwise handle Customer Data to the extent required to provide, secure, maintain and support the Services.
7.3 Where we process personal data contained in Customer Data on your documented instructions, you are normally the Controller and The Office Management Group Limited is the Processor. Our obligations for that processing are set out in the Data Processing Agreement.
7.4 The Office Management Group Limited acts separately as an independent Controller for personal data processed for our own purposes, including account and business-contact administration, billing, security, support, legal compliance, public enquiries, customer relationship management and our own marketing. That processing is described in our Privacy Policy.
7.5 You are responsible for ensuring you have an appropriate lawful basis for personal data you enter into OMOS, for providing any required privacy information to individuals, and for ensuring your use of Customer Data complies with applicable law.
7.6 OMOS may contain functionality in which limited health, disability, accessibility, accident or similar information could be recorded. You must apply data minimisation and only record special-category personal data where necessary and lawful. OMOS is not intended to be used as a medical-record system.
7.7 Cancellation of a subscription does not immediately delete your workspace. Unless the Agreement is terminated or the workspace is closed earlier under these Terms, access continues until the end of the current paid subscription period.
7.8 When the paid subscription expires or terminates, normal workspace access ends and a 30-day export-only/safety period begins. If an authorised administrator requests early workspace closure, normal access is revoked and that 30-day period begins on the closure date.
7.9 During the applicable period you may use the export functionality made available by OMOS. The available export covers defined workspace records and should not be treated as a copy of every record held by every service provider.
7.10 After the 30-day period, primary Customer Data in active workspace systems is scheduled for deletion. Limited information may be retained for legal, accounting, security, fraud-prevention, audit or dispute-resolution purposes, and encrypted backups may expire according to the relevant provider's normal backup-rotation schedule, as further described in our Privacy Policy and Data Processing Agreement.
8. Acceptable Use
8.1 You and your Users must not use OMOS to:
· upload, store or process data unlawfully or in a way that infringes another person's rights;
· attempt to gain unauthorised access to OMOS, its infrastructure or another customer's data;
· introduce malware, malicious code or material intended to compromise the Platform;
· reverse engineer, decompile or attempt to extract source code except to the extent that applicable law expressly permits it;
· resell, sublicense or provide OMOS access outside your organisation except where your Plan or a written agreement expressly permits it;
· use OMOS in a manner that materially damages, disables, overburdens or interferes with the Platform or another customer's use;
· use OMOS to store unnecessary special-category personal data or use AI-assisted functionality to submit special-category, highly confidential or unnecessary personal data; or
· use the Services for unlawful, fraudulent or abusive purposes.
8.2 We may suspend a User or Account where we reasonably believe this clause has been breached or where suspension is reasonably necessary to protect security, other customers, the Platform or comply with law. We will give notice where reasonably practicable.
9. Intellectual Property
9.1 We and our licensors own the intellectual property rights in OMOS, including its software, product architecture, design, branding, documentation and general-purpose functionality. Nothing in this Agreement transfers ownership of those rights to you.
9.2 During an active subscription, we grant you a non-exclusive, non-transferable right to access and use the Services for your internal business purposes in accordance with your Plan and these Terms.
9.3 Unless an Enterprise Order expressly states otherwise, improvements, configurations, ideas, workflows, features and general-purpose developments made to or for OMOS remain our intellectual property even where customer feedback contributed to their development.
9.4 Where we expressly agree in writing that a particular bespoke deliverable commissioned and paid for by you will be owned by you, that agreement applies only to the identified bespoke deliverable and does not transfer ownership of OMOS, our pre-existing materials or reusable/general-purpose functionality.
10. Cancellation, Suspension and Termination
10.1 You may cancel your subscription at any time through any cancellation facility we make available or by emailing hello@useomos.com. Normal cancellation prevents the next renewal and takes effect at the end of the current paid subscription period. You retain normal access until that date unless the Account is suspended or the workspace is closed earlier under these Terms.
10.2 We may suspend or terminate the Services on written notice if you materially breach these Terms and, where the breach can be remedied, fail to remedy it within 14 days after notice; fail to pay Fees when due; use the Services unlawfully; or create a material security or operational risk. We may suspend immediately where reasonably necessary to protect the Platform, data, users or third parties.
10.3 We may terminate the Agreement for convenience by giving at least 60 days' written notice. If termination takes effect before the end of a period for which you have paid in advance, we will refund the pro-rated portion of the core subscription Fee attributable to the period after termination.
10.4 When a normal cancellation reaches the end of the paid subscription period, or when the Agreement otherwise terminates, normal access to the workspace ends and the data lifecycle in clauses 7.8 to 7.10 applies.
10.5 An authorised administrator may request early workspace closure before the end of a paid subscription period. Unless a refund is required by law or expressly agreed by us, early voluntary closure does not entitle you to a refund of unused Fees. Normal access ends when the closure is actioned and the 30-day export-only/safety period begins.
10.6 Termination does not affect rights or liabilities accrued before termination. Any payment obligations that became due before termination remain payable.
11. AI-Assisted Features and Professional Judgement
11.1 OMOS may include optional AI-assisted functionality, including project-breakdown suggestions.
11.2 AI-generated output may be incomplete, inaccurate or inappropriate for your circumstances. You are responsible for reviewing and validating output before relying on or acting on it.
11.3 AI-generated output is not legal, HR, financial, medical, health and safety or other regulated professional advice and must not be treated as a substitute for advice from an appropriately qualified person.
11.4 You must not use AI-generated output as the sole basis for a decision that could materially affect an individual's rights, employment, health, safety or other high-risk interests.
11.5 You should not enter special-category, highly confidential or unnecessary personal data into AI-assisted fields or prompts.
11.6 OMOS more generally is a tool designed to support office and workplace operations. It does not replace your responsibility to exercise professional judgement, maintain appropriate processes or obtain specialist advice where appropriate.
12. Limitation of Liability
12.1 Nothing in this Agreement limits or excludes liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot lawfully be limited or excluded.
12.2 Subject to clause 12.1, we will not be liable for loss of profits, revenue, business, anticipated savings or goodwill, or for indirect or consequential loss, arising out of or in connection with the Services.
12.3 Subject to clause 12.1, our total aggregate liability arising out of or in connection with this Agreement, whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed the total Fees paid by you for OMOS in the 12 months preceding the event giving rise to the claim.
12.4 Nothing in these Terms excludes or limits rights or remedies that cannot lawfully be excluded or limited.
13. Data Protection and Security
13.1 We process personal data in accordance with the OMOS Privacy Policy and, where we process Customer Personal Data on your behalf, the OMOS Data Processing Agreement.
13.2 We maintain technical and organisational measures designed to protect Customer Data appropriate to the nature and risk of the processing.
13.3 Details of material Sub-processors used for Customer Personal Data are maintained in the Data Processing Agreement. Other providers used by us as an independent Controller are described in the Privacy Policy where appropriate.
13.4 Our Cookie Policy explains the cookies and similar technologies used by OMOS.
14. Confidentiality
14.1 Each party shall keep confidential information disclosed by the other party confidential and shall use it only as reasonably necessary to perform or exercise its rights under this Agreement.
14.2 This obligation does not apply to information that is or becomes public other than through breach of this Agreement, was lawfully known to the receiving party without restriction, is lawfully obtained from a third party without a duty of confidence, or is independently developed without use of the confidential information.
14.3 A party may disclose confidential information where required by law or to its professional advisers, employees, contractors or service providers who need it for the relevant purpose and are subject to appropriate confidentiality obligations.
15. General
15.1 Assignment. We may transfer our rights and obligations under this Agreement in connection with a sale, restructuring or transfer of our business or OMOS. You may not transfer your rights or obligations without our prior written consent, not to be unreasonably withheld where the transfer is part of a genuine business reorganisation.
15.2 Force majeure. Neither party is liable for delay or failure caused by circumstances beyond its reasonable control, except that this does not excuse payment obligations already due.
15.3 Severability. If any provision is found unlawful or unenforceable, the remaining provisions continue in effect.
15.4 No waiver. A failure or delay to exercise a right does not waive that right.
15.5 Third-party rights. Except where expressly stated otherwise, no person other than the parties has a right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
15.6 Entire agreement. This Agreement constitutes the entire agreement between the parties concerning the Services and supersedes prior discussions or representations, except for an Order, Enterprise proposal or other written terms expressly incorporated into it.
15.7 Notices. We may send contractual notices to the email address associated with your Account. You are responsible for keeping that address current. Notices to us under these Terms may be sent to hello@useomos.com.
15.8 Governing law and jurisdiction. This Agreement is governed by the laws of England and Wales and the courts of England and Wales have exclusive jurisdiction, subject to any mandatory rights that apply and cannot lawfully be excluded.
16. Contact
Questions about these Terms can be sent to:
The Office Management Group Limited
Victoria House
50 Alexandra Street
Southend-on-Sea
Essex
SS1 1BN
Email: hello@useomos.com