Terms & Conditions
- Introduction and acceptance
- Your account
- The Service
- Use of AI and review of results
- Your content
- Data protection and AI providers
- Acceptable use
- Intellectual property
- Fees and payment
- Third-party services
- Availability and support
- Warranties and disclaimers
- Limitation of liability
- Indemnity
- Suspension and termination
- Complaints
- General
- Governing law
- Contact
1. Introduction and acceptance
1.1 These Terms & Conditions ("Terms") govern your use of the website at rapidrca.com and the RapidRCA service, including the root cause analysis tool, the Learn pages and any related features (together the "Service"). The Service is provided by RapidRCA ("RapidRCA", "we", "us").
1.2 You accept these Terms by ticking the acceptance box when you create your account, or when we ask you to accept an updated version. If you do not agree, please do not use the Service. If you accept on behalf of a company or organisation, you confirm that you have authority to bind it, and "you" includes that organisation.
1.3 We keep a record of each acceptance (including the date and time, the version of these Terms and of our Privacy Policy, and technical details such as IP address) so that we can show what was agreed. Our Privacy Policy explains how we use personal data.
1.4 We may update these Terms from time to time. For material changes we will give at least 30 days' notice by email or on the Service, unless a change is needed to comply with the law or to protect the security of the Service. If you continue to use the Service after the effective date, you accept the updated Terms.
1.5 In these Terms, "Content" means anything you submit to the Service, such as descriptions, photographs, notes, answers and edits. "Output" means anything the Service generates, such as analyses, root causes, 5 Whys, fishbone diagrams, actions, recommendations and reports. "AI Provider" means a third-party company that supplies the artificial intelligence models we use.
2. Your account
2.1 You need an account to use the Service. You must give accurate information when you register and keep it up to date, and you must verify your email address.
2.2 You are responsible for keeping your login details secure and for all activity under your account. Please tell us promptly at info@rapidrca.com if you suspect unauthorised use.
2.3 The Service is intended for businesses, organisations and professionals, and for individuals acting for work purposes. You must be at least 18 years old. If you are a consumer, nothing in these Terms affects your statutory rights.
3. The Service
3.1 The Service helps you create root cause analysis reports from information you provide, using artificial intelligence. We may add, change or remove features from time to time.
3.2 You are responsible for your own device, internet connection and any related costs, and for complying with all laws that apply to your use of the Service.
4. Use of AI and review of results
4.1 The Service uses artificial intelligence to generate Output. AI can produce content that is incomplete, inaccurate, out of date or unsuitable for your circumstances, and it may misread handwriting or images. Output is based only on the information you provide, and we do not have knowledge of your equipment, site, procedures or the incident beyond that information.
4.2 Output is intended to support a competent investigation. It is not engineering, safety, legal, medical, financial or other professional advice, it is not a certified or verified investigation, and it is not a regulatory submission.
4.3 Review and approval. Before you or your organisation rely on, act on, adopt, implement or share Output outside your organisation, including conclusions, root causes, actions and changes to maintenance plans or procedures, a suitably qualified and authorised person at your organisation must review it, verify it (including on site where relevant) and approve it. Items listed under "Confirm on site" in a report should be checked.
4.4 You must continue to follow your organisation's procedures, isolation, lock-out and permit-to-work requirements, the manufacturer's instructions and applicable laws and standards. Output must not be the sole basis for any decision affecting health, safety, the environment, critical infrastructure or legal compliance.
4.5 We do not guarantee that Output identifies the true root cause or that acting on it will prevent a failure from recurring. AI may also produce similar Output for different users, and we do not guarantee that Output is unique.
4.6 You are responsible for your use of the Service and for the decisions you make and actions you take. Reports you share with others should keep the notice they contain.
5. Your content
5.1 You keep ownership of your Content. You give us a non-exclusive, worldwide, royalty-free licence to use, copy, process and transmit it, and to share it with our service providers, solely to provide, secure and support the Service as set out in these Terms and our Privacy Policy.
5.2 You confirm that you have the right to submit your Content and that doing so does not breach any law, any confidentiality or contractual duty (including to your employer or client) or any third party's rights. Please check your organisation's policies before you enter its information.
5.3 Please do not submit: special category personal data (such as health information) or criminal offence data, unless essential and lawful; personal data about individuals beyond what is necessary (using job roles rather than names where possible); secret, classified or export-controlled information, or information you are not authorised to share with a third-party service; passwords, payment card numbers or government identification numbers; or anything unlawful.
5.4 As between you and us, you may use Output for your own business purposes. We do not claim ownership of Output, other than of our own templates, structure and materials contained in it, and we do not promise that Output is free from third-party rights.
5.5 We may remove Content that breaches these Terms.
6. Data protection and AI providers
6.1 To generate Output, your Content is sent securely to our AI Provider (currently Anthropic) and processed on our behalf. Other service providers, such as hosting and database providers, may also process it. Where personal data is transferred outside the UK, we use appropriate safeguards, described in our Privacy Policy.
6.2 We do not use your Content or Output to train or fine-tune AI models, and we use our AI Provider under commercial terms that do not permit it to train its models on that Content. Our AI Provider may keep Content for a limited period for safety, abuse prevention and legal reasons, as set out in its terms.
6.3 We may use aggregated, de-identified statistics about how the Service is used (for example the number of reports generated and error rates) to operate and improve it. We will not use your Content to train an AI model without your separate and explicit agreement.
6.4 If your Content includes personal data about other people, you are responsible for having a lawful basis for sharing it and for any notices owed to them. For company accounts we act as a processor of that data, and we will enter into a data processing agreement on request.
6.5 Each of us will comply with the UK GDPR and the Data Protection Act 2018, and the EU GDPR where it applies.
7. Acceptable use
You must not, and must not allow anyone else to:
- use the Service unlawfully, or to create unlawful, harmful, deceptive or infringing material;
- attempt to disrupt, overload, probe or breach the Service or its security, or bypass limits or access controls;
- introduce malware, or use automated tools such as scrapers or bots other than as we expressly allow;
- reverse engineer or copy the Service, or resell or sublicense it without our written consent;
- use the Service or Output to build or train a competing product or an AI model;
- submit Content that breaches section 5; or
- impersonate another person or misrepresent your authority.
We may suspend or limit access to protect the Service or other users.
8. Intellectual property
8.1 The Service, including the website, software, design, text, templates and structure, and the name "ROOTS" as used for our method, belong to us or our licensors. "ROOTS" is a name we use for our method and is not currently a registered trade mark.
8.2 We grant you a limited, non-exclusive, non-transferable, revocable right to use the Service for your internal business purposes, subject to these Terms.
8.3 If you give us feedback or suggestions, you allow us to use them freely without obligation to you.
9. Fees and payment
9.1 Free use. RapidRCA is currently free to use.
9.2 No automatic charges. We may introduce paid plans, additional features or usage limits in future. Before any charge applies we will give you at least 30 days' written notice, by email or on the Service, explaining the prices and what changes. You will only be charged if you actively choose a paid plan and provide payment details. We will not charge your card automatically and we will not move a free account to a paid plan without your agreement.
9.3 When paid plans apply, the following terms will apply:
- Prices. Prices, currency and billing period will be shown at checkout before you pay, and will state whether VAT or other taxes are included.
- Payment processing. Payments are handled by our payment provider (currently Stripe). We do not store your full card details.
- Renewals. Subscriptions renew automatically at the end of each billing period until cancelled. We will remind you before renewal where the law requires.
- Cancellation. You may cancel at any time in your account or by emailing us. Cancellation takes effect at the end of the current billing period.
- Refunds. Unless the law requires otherwise or checkout says otherwise, fees already paid are not refundable. If you are a consumer, you may have a statutory right to cancel within 14 days of purchase; if you ask us to start the Service within that period, you may have to pay for what you have used.
- Failed payments. If a payment fails, we may retry it and, after notice, suspend or downgrade access until it is paid.
- Price changes. A price change will not apply to a billing period you have already paid for. We will give at least 30 days' notice before a change takes effect at renewal, and you may cancel before then.
- Taxes. You are responsible for applicable taxes, other than taxes on our income.
- Late payment. For business customers, interest and costs may be charged as permitted by the Late Payment of Commercial Debts (Interest) Act 1998.
9.4 We will publish updated payment terms on this page, tell you about them as set out in section 1.4, and ask you to accept them before any paid plan applies to you.
10. Third-party services
The Service relies on third parties, including our AI Provider and our hosting, database, email, analytics and (in future) payment providers. We are not responsible for third-party websites or services, or for interruptions caused by them. Their own terms may apply when you use them.
11. Availability and support
We aim to keep the Service available but do not promise uninterrupted or error-free operation. We may carry out maintenance or changes at any time. Support is available by email at info@rapidrca.com, and we will respond with reasonable care and skill.
12. Warranties and disclaimers
12.1 To the fullest extent permitted by law, and subject to section 13.1, the Service and all Output are provided "as is" and "as available". We give no warranty that they are accurate, complete, reliable, current, fit for a particular purpose, free of errors or uninterrupted, and we exclude all implied warranties and terms to the extent the law allows.
12.2 If you are a consumer, nothing in this section affects your statutory rights, including that digital content and services must be of satisfactory quality, fit for purpose and as described, and supplied with reasonable care and skill.
13. Limitation of liability
13.1 Nothing in these Terms limits or excludes liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for any other liability that cannot lawfully be limited or excluded.
13.2 Subject to section 13.1, we are not liable, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for: (a) loss of profit, revenue, business, contracts, goodwill or anticipated savings; (b) downtime, loss of production or business interruption; (c) loss or corruption of data; (d) any indirect or consequential loss; (e) loss arising from reliance on Output, or from actions or decisions taken without the review and approval described in section 4; or (f) loss caused by third-party services or events beyond our reasonable control.
13.3 Subject to section 13.1, our total liability to you arising out of or in connection with the Service in any 12-month period is limited to the greater of £100 and the total fees you paid us in the 12 months before the claim arose.
13.4 You agree that these limits are reasonable, given that the Service is free or low-cost, is based on artificial intelligence, and that you can and should verify Output before using it.
13.5 If you are a consumer, nothing in this section limits our liability to you under the Consumer Rights Act 2015 or any other law that cannot be limited.
14. Indemnity
If you use the Service for business purposes, you will compensate us for losses, liabilities, costs and third-party claims arising from your Content (including any breach of confidentiality or third-party rights), your breach of these Terms or the law, or your use or adoption of Output without the review and approval described in section 4.
15. Suspension and termination
15.1 You may stop using the Service at any time. To close your account or have your data deleted, email info@rapidrca.com.
15.2 We may suspend or end your access immediately if you breach these Terms, if we reasonably suspect misuse or a security risk, or if the law requires. We may also end access on reasonable notice for any other reason.
15.3 When access ends, your right to use the Service ends. Sections that by their nature should continue (including sections 4, 5, 6, 8 and 12 to 18) will continue. We will handle your data as set out in the Privacy Policy.
16. Complaints
If you have a complaint, please email info@rapidrca.com. We will acknowledge it and aim to respond within 10 working days, and we will try to resolve it informally first. Data protection complaints are covered in the Privacy Policy.
17. General
17.1 Whole agreement. These Terms and the Privacy Policy are the whole agreement between us about the Service.
17.2 Changes and waiver. We may change these Terms as set out in section 1.4. A delay in enforcing a right is not a waiver of it.
17.3 Severability. If a provision is found unenforceable, the rest continues to apply.
17.4 Assignment. We may transfer our rights and duties under these Terms, including to a successor business. You may not do so without our written consent.
17.5 Third parties. No one other than you and us has any right to enforce these Terms under the Contracts (Rights of Third Parties) Act 1999.
17.6 Events beyond our control. We are not responsible for delay or failure caused by events beyond our reasonable control, including failures of internet, power, hosting or AI services.
17.7 Notices. We may give you notice by email or on the Service. You may give us notice at info@rapidrca.com.
18. Governing law
These Terms, and any dispute or claim connected with them or the Service (including non-contractual disputes), are governed by the law of England and Wales. If you use the Service for business purposes, the courts of England and Wales have exclusive jurisdiction. If you are a consumer, you may also bring proceedings in the courts of the part of the UK, or the country, where you live, where the law gives you that right.
19. Contact
Questions about these Terms? Email info@rapidrca.com.