Terms and Conditions

These Terms and Conditions apply to your access to and use of StockLens AI, including our website, web application, software platform, tools, features, services and related content.

StockLens AI is operated by Visible Digital Group Ltd, a company registered in England and Wales under company number 16642418, with registered office at 35 Marsh Parade, Newcastle, England, ST5 1BT.

In these Terms, “StockLens AI”, “we”, “us” and “our” mean Visible Digital Group Ltd trading as StockLens AI.

By accessing or using StockLens AI, creating an account, starting a trial, subscribing to a paid plan, inviting users or using any part of the platform, you agree to these Terms.

If you do not agree to these Terms, you must not use StockLens AI.

1. About StockLens AI

StockLens AI is a hospitality inventory, stocktaking, variance and GP reporting platform for pubs, bars, restaurants, hotels, hospitality groups and other venue operators.

The platform may include features such as:

• Live AI shelf scanning
• Photo-based stock capture
• Manual stock take entry
• Product library management
• Venue management
• Supplier invoice imports
• Sales and EPOS report imports
• Recipe and cocktail costing
• Waste and breakage logs
• Stock variance reporting
• GP and profitability reporting
• Multi-user and multi-venue access
• Referral and partner programme tools
• Billing and subscription management
• Reporting, exports and dashboards

Every core feature is included on every paid plan, with unlimited staff users. Plans differ by the number of venues they cover, together with onboarding and support level. Features are never withheld because of the plan you choose. Availability may still be affected by account status, configuration, technical environment and our product roadmap, and features described as Beta (including AI Scanner) are provided on an as-is basis.

2. Business Use

StockLens AI is primarily designed for business and professional use by hospitality operators.

By using StockLens AI on behalf of a business, venue, company, partnership or other organisation, you confirm that:

• You have authority to bind that organisation to these Terms.
• The organisation accepts these Terms.
• You are responsible for all activity carried out through your account and invited users.
• You will ensure all users comply with these Terms.

If you are using StockLens AI as an individual, these Terms still apply to you personally.

3. Account Registration

To use certain parts of StockLens AI, you must create an account.

You agree to:

• Provide accurate, complete and up-to-date information.
• Keep your login credentials secure.
• Not share your login details with unauthorised people.
• Notify us immediately if you suspect unauthorised account access.
• Ensure invited team members only access information they are authorised to view.

You are responsible for all activity under your account, including activity by users you invite.

We may suspend or restrict access if we reasonably believe an account has been compromised, misused or used in breach of these Terms.

4. User Roles and Permissions

StockLens AI may allow account owners or administrators to invite users and assign roles, permissions or venue access.

You are responsible for:

• Selecting the correct user roles.
• Removing users who no longer require access.
• Controlling who can view, edit, approve or export data.
• Ensuring staff, contractors and advisers use the platform appropriately.

We are not responsible for losses caused by incorrectly assigned permissions, unauthorised invited users or failure to remove users from your account.

5. Trials, Subscriptions and Billing

StockLens AI is sold on venue-based plans. Our published plans are Starter (£79 per month, one venue only), Growth (£199 per month, three venues included, maximum nine, with additional venues at £39 per month or £390 per year), Multi-Site (£499 per month, ten venues included, maximum twenty, with additional venues 11–20 at £29 per month or £290 per year) and Enterprise (21 or more venues, custom pricing). Every paid plan includes unlimited staff users and every core feature.

Unless otherwise stated:

• Subscription fees are charged in advance.
• All prices are shown excluding VAT. VAT is applied at checkout where applicable.
• Annual billing is charged at ten times the monthly price, so two months are free.
• You must provide valid payment details to subscribe to a paid plan.
• Your subscription will automatically renew unless cancelled before the next billing date.
• Additional venues beyond your plan allowance attract the additional venue charge shown above. We do not charge per user.
• Failure to pay may result in suspension, restricted access or termination of your account.

Payments may be processed by third-party payment providers such as Stripe. We do not store full card details on our own servers.

6. Free Trials

Self-service plans include a 30-day free trial. No payment card is required to start a trial, and nothing is charged automatically when it ends.

At the end of the trial:

• Your data remains visible in read-only mode until you choose a plan.
• You must choose a paid plan to continue counting, importing and reporting.
• We may delete or archive trial data after a reasonable period.
• We may withdraw or change free trial offers at any time.

We reserve the right to refuse, cancel or limit free trials where we suspect misuse, duplicate trials, fraudulent activity or non-genuine commercial use.

7. Cancellations

You may cancel your subscription through your billing portal, account settings or by contacting us at support@stocklensai.co.uk.

Cancellation usually takes effect at the end of your current billing period unless stated otherwise.

Unless required by law or expressly agreed in writing:

• We do not provide refunds for partial billing periods.
• You will continue to have access until the end of the paid period.
• Add-ons and additional venue charges may continue until cancelled.
• Any unpaid fees remain payable.

8. Plan Changes

You may be able to upgrade or downgrade your plan.

When you change plan:

• Charges may be prorated.
• Your new venue allowance may apply immediately or from the next billing period.
• Downgrading reduces the number of venues your subscription covers. Every core feature and unlimited staff users remain included on every paid plan.
• You are responsible for exporting data from any venue you no longer wish to cover before downgrading.

We may change pricing, plans or feature availability by giving reasonable notice where required.

9. Customer Data and Uploaded Content

You and your users may upload, enter or generate data within StockLens AI, including:

• Product information
• Stock counts
• Bottle images and shelf scans
• Supplier invoices
• Sales reports
• EPOS exports
• Recipes
• Waste logs
• Venue information
• User information
• Notes, reports and exports

We refer to this as “Customer Data”.

You retain ownership of your Customer Data.

You grant us a limited licence to host, process, transmit, store, analyse, display and use Customer Data as necessary to provide, maintain, secure, support and improve StockLens AI.

You confirm that you have all necessary rights, permissions and lawful bases to upload and process Customer Data through StockLens AI.

10. AI Scanner (Beta) and Automated Outputs

StockLens AI may use artificial intelligence, computer vision, optical character recognition, machine learning, pattern recognition or automated processing to assist with:

• Identifying products
• Suggesting counted quantities from photographs for you to review and confirm
• Reading supplier invoices
• Reading sales reports
• Matching products
• Grouping stock detections
• Calculating expected usage
• Highlighting variance
• Generating reports or suggestions

AI and automated outputs are provided to assist users. They are not guaranteed to be complete, accurate or error-free.

You are responsible for reviewing, correcting and approving outputs before relying on them.

You must not rely solely on AI outputs for financial, accounting, tax, audit, compliance, purchasing, employment, health and safety or legal decisions.

StockLens AI is a decision-support tool, not a replacement for professional judgement, internal controls or professional advice.

11. Stock, Variance and GP Reporting

StockLens AI may calculate or estimate stock values, expected usage, variance, GP, recipe costings, sales usage, waste impact or other operational figures.

These calculations depend on the accuracy and completeness of data entered or uploaded by you, including:

• Opening stock
• Closing stock
• Supplier invoice costs
• Product sizes
• Sales reports
• EPOS mappings
• Recipe measurements
• Waste logs
• Manual adjustments
• User approvals

You are responsible for checking all figures before using them.

We do not guarantee that StockLens AI will identify all stock losses, errors, wastage, theft, margin issues, accounting discrepancies or operational problems.

12. Product Library, Invoice Imports and Sales Imports

StockLens AI may help create, update or match products from invoices, sales reports, scans or manual inputs.

You are responsible for reviewing and maintaining:

• Product names
• Bottle sizes
• Pack sizes
• Categories
• Supplier details
• Cost prices
• Selling prices
• Recipe measurements
• EPOS mappings
• VAT treatment
• Any other commercial data

Incorrect product setup may cause incorrect reports, variance figures or GP calculations.

13. Acceptable Use

You must not use StockLens AI to:

• Break any law or regulation.
• Upload unlawful, harmful, offensive, discriminatory or infringing content.
• Upload malware, viruses or malicious code.
• Attempt to gain unauthorised access to systems or data.
• Interfere with platform security or performance.
• Reverse engineer, scrape, copy or resell the platform except as permitted by law.
• Misrepresent your identity or business.
• Use the platform to process data you have no right to process.
• Use the platform to build or train a competing product without our written permission.
• Circumvent plan limits, payment requirements or technical restrictions.
• Share one user account across multiple unauthorised individuals.

We may suspend or terminate access if we reasonably believe these rules have been breached.

14. Third-Party Services

StockLens AI may integrate with or rely on third-party providers for services such as:

• Hosting and database infrastructure
• Authentication
• Payment processing
• Email delivery
• File storage
• Analytics
• AI and OCR processing
• EPOS, POS, accounting or supplier integrations
• Customer support tools

Third-party services may have their own terms, privacy notices and service availability.

We are not responsible for third-party platforms, integrations, outages, data errors or changes outside our reasonable control.

15. Availability and Maintenance

We aim to provide a reliable service, but we do not guarantee uninterrupted or error-free availability.

Access may be interrupted due to:

• Maintenance
• Updates
• Security issues
• Hosting provider outages
• Third-party provider failures
• Internet connectivity issues
• System overload
• Events outside our control

We may modify, update, suspend or discontinue features where necessary for security, legal, operational or commercial reasons.

16. Support

Support availability depends on your plan.

Support may be provided by email, chat, helpdesk, video call or other channels.

We will use reasonable efforts to respond to support requests, but response times are not guaranteed unless expressly stated in your plan or separate agreement.

We may ask for screenshots, logs, account information or diagnostic details to resolve issues.

17. Intellectual Property

All intellectual property rights in StockLens AI, including the software, website, interface, design, branding, logos, workflows, documentation, models, code, databases, features and content, belong to us or our licensors.

You may use StockLens AI only as permitted by these Terms.

You must not copy, reproduce, modify, distribute, sell, lease, sublicense, reverse engineer or create derivative works from StockLens AI unless expressly permitted by us in writing or allowed by law.

18. Feedback and Suggestions

If you provide feedback, ideas, suggestions or feature requests, you grant us the right to use them without restriction or payment.

We may use feedback to improve StockLens AI, develop new features, fix issues or enhance user experience.

You confirm that any feedback you provide does not infringe third-party rights.

19. Confidentiality

Each party may receive confidential information from the other.

Confidential information includes non-public business, technical, financial, operational, product, customer or commercial information.

Each party agrees to:

• Keep confidential information secure.
• Use it only for purposes connected with StockLens AI.
• Not disclose it except to employees, contractors, advisers or service providers who need to know and are bound by confidentiality obligations.
• Protect it with reasonable care.

Confidentiality obligations do not apply to information that is public, already known, independently developed or required to be disclosed by law.

20. Data Protection

Each party agrees to comply with applicable data protection laws.

For account, billing, marketing, website, support and administration data, we usually act as an independent data controller.

For Customer Data processed through the platform on your behalf, we may act as a processor and you may act as controller, depending on the nature of the data and how it is used.

Where we act as processor, we will:

• Process personal data only to provide and support StockLens AI.
• Use appropriate technical and organisational measures.
• Use subprocessors where necessary to provide the service.
• Assist you with reasonable data protection requests where required by law.
• Notify you of relevant personal data breaches where required by law.
• Delete or return personal data at the end of the service where required and technically feasible.

Further details are set out in our Privacy Policy.

21. Security

We use reasonable technical and organisational measures designed to protect the platform and Customer Data.

However, no system is completely secure.

You are responsible for:

• Keeping passwords secure.
• Using strong credentials.
• Restricting access to authorised users.
• Reviewing user permissions.
• Keeping devices secure.
• Exporting or backing up data where appropriate.
• Not uploading unnecessary sensitive personal data.

You must notify us promptly if you suspect unauthorised access or a security issue.

22. Suspension

We may suspend or restrict your access immediately if:

• You fail to pay fees.
• You breach these Terms.
• We suspect fraud, abuse or security risk.
• We are required to do so by law.
• Your use may harm us, other users or third parties.
• A third-party provider or payment processor requires it.
• Your usage materially exceeds reasonable or agreed limits.

Where reasonable, we will give notice and an opportunity to resolve the issue.

23. Termination

You may stop using StockLens AI at any time.

We may terminate your account if:

• You materially breach these Terms.
• You repeatedly fail to pay fees.
• You misuse the platform.
• You become insolvent or cease trading.
• We discontinue the service.
• We are required to terminate by law.

On termination:

• Your right to use the platform ends.
• Outstanding fees remain payable.
• We may retain data as required for legal, accounting, security or operational purposes.
• We may delete or archive Customer Data after a reasonable period.
• You should export any required data before termination where possible.

24. Data Export

Where available, you may export certain data from StockLens AI.

Export availability may depend on your plan, account status, data type and technical limitations.

You are responsible for checking exported data before relying on it.

We are not responsible for loss caused by failure to export data before cancellation, suspension, termination or downgrade.

25. Disclaimers

StockLens AI is provided on an “as is” and “as available” basis.

We do not guarantee that:

• The platform will be uninterrupted or error-free.
• The AI Scanner (Beta) will identify every product.
• AI-suggested quantities will be exact. All AI Scanner (Beta) suggestions must be reviewed and confirmed by you before a count is saved.
• Invoice or sales imports will be complete or accurate.
• Variance or GP reports will be free from errors.
• Product matching will always be correct.
• The platform will meet every operational, accounting, stock control or compliance requirement.
• Use of the platform will increase profits, reduce losses or prevent theft.

You remain responsible for your own stock control processes, internal controls, audits, staff training, product checks, financial reporting and business decisions.

26. Limitation of Liability

Nothing in these Terms limits or excludes liability where it would be unlawful to do so, including liability for:

• Death or personal injury caused by negligence.
• Fraud or fraudulent misrepresentation.
• Any other liability that cannot legally be limited or excluded.

Subject to the above, we are not liable for:

• Loss of profits.
• Loss of revenue.
• Loss of business.
• Loss of goodwill.
• Loss of anticipated savings.
• Loss or corruption of data.
• Business interruption.
• Indirect, consequential or special loss.
• Errors caused by inaccurate, incomplete or late Customer Data.
• Decisions made based on unreviewed AI or automated outputs.

Subject to the above, our total aggregate liability to you for all claims arising out of or connected with StockLens AI shall not exceed the amount paid by you to us for the service in the 12 months before the event giving rise to the claim.

If you are using StockLens AI during a free trial or free plan, our total liability shall not exceed £100.

27. Indemnity

You agree to indemnify us against losses, claims, damages, costs and expenses arising from:

• Your breach of these Terms.
• Your unlawful use of the platform.
• Customer Data you upload or process.
• Your breach of data protection obligations.
• Your infringement of third-party rights.
• Your misuse of AI outputs, reports or exports.
• Claims brought by your users, employees, contractors, venues, suppliers or customers arising from your use of StockLens AI.

28. Referrals and Partner Programme

StockLens AI may offer referral rewards, partner commissions or promotional incentives.

Any referral or partner programme may be subject to additional terms.

We may refuse, cancel or withhold rewards or commissions where we reasonably believe there has been:

• Fraud
• Self-referral abuse
• Duplicate accounts
• Misrepresentation
• Breach of these Terms
• Non-payment by the referred customer
• Cancellation within a qualifying period
• Any other misuse of the programme

We may change, pause or withdraw referral and partner programmes at any time.

29. Changes to These Terms

We may update these Terms from time to time.

We will take reasonable steps to notify users of material changes, such as by email, in-app notice or website update.

Continued use of StockLens AI after changes take effect means you accept the updated Terms.

If you do not agree to updated Terms, you must stop using the platform and cancel your subscription.

30. Assignment

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

We may transfer or assign our rights and obligations to another company or business as part of a merger, acquisition, restructuring, sale of assets or similar transaction.

31. Force Majeure

We are not responsible for delay or failure caused by events outside our reasonable control, including:

• Internet outages
• Hosting failures
• Power failures
• Cyberattacks
• Strikes
• Natural disasters
• War or civil unrest
• Government action
• Third-party provider failures
• Changes in law or regulation

32. Severance

If any part of these Terms is found to be invalid or unenforceable, the remaining parts will continue to apply.

33. No Waiver

If we do not enforce a right immediately, this does not mean we waive that right.

34. Entire Agreement

These Terms, together with any order form, subscription plan, privacy policy, data processing terms or additional written agreement, form the entire agreement between you and us regarding StockLens AI.

35. Governing Law and Jurisdiction

These Terms are governed by the laws of England and Wales.

The courts of England and Wales will have exclusive jurisdiction over disputes arising from or connected with these Terms or StockLens AI.

36. Contact

For questions about these Terms, contact:

Visible Digital Group Ltd trading as StockLens AI
Company number: 16642418
Registered office: 35 Marsh Parade, Newcastle, England, ST5 1BT
Email: support@stocklensai.co.uk
Website: https://stocklensai.co.uk