These Terms of Service ("Terms") govern access to and use of the Policyhold platform, websites, and related services (collectively, the "Service") provided by the operator of Policyhold (Policyhold is the trading name of the operator of the Policyhold platform and websites; referred to as "Policyhold," "we," "us," or "our").
By accessing or using the Service, or by accepting an invitation to create an account, you agree to these Terms on behalf of the organization you represent ("Customer," "you," or "your"). If you do not agree, do not use the Service.
If Customer has executed a separate written agreement with Policyhold (e.g., an order form or master services agreement) ("Order Form"), that agreement controls where it conflicts with these Terms.
1. Introduction
Policyhold provides software that helps general contractors manage subcontractor compliance workflows—including document collection, review, status tracking, mobilization visibility, and operational records.
The Service is a workflow and recordkeeping tool. It does not replace your judgment, legal counsel, insurance professionals, or field supervision.
2. Compliance and Operational Status
Status indicators are not certification. Labels such as "cleared for site," "blocked," or "non-compliant" reflect operational states in the Service based on rules and data you configure and approve. They are not legal opinions, insurance certifications, regulatory approvals, or authorization for site access or mobilization.
Policyhold does not guarantee regulatory compliance, subcontractor eligibility, insurance sufficiency, or site readiness. You remain solely responsible for all compliance and access decisions and must independently verify status and documents before relying on them.
For insurance and legal limitations, see Sections 8 and 9.
3. Eligibility
The Service is offered only to businesses and their authorized personnel. You represent that you are at least 18, have authority to bind Customer, and will use the Service for lawful business purposes. Access is invite-only. Policyhold may refuse or revoke access at its discretion.
4. Customer Responsibilities
Customer is solely responsible for configuring requirements; reviewing and approving documents; verifying authenticity and sufficiency of materials; site access and mobilization decisions; legal and regulatory compliance; lawful vendor data collection; supervising users and safeguarding links; and independent relationships with vendors, carriers, brokers, and counsel.
5. Accounts and Organization Access
Customer accounts are created through Policyhold's invite or onboarding process. You are responsible for credential security and all account activity. Customer may authorize personnel with role-based permissions. Administrators configure requirements, manage vendors and projects, request documents, share upload links, and export records.
6. Vendor Data and Upload Portal
Customer may store vendor information ("Vendor Data") and request documents via secure upload links. Vendors may upload without Policyhold accounts. Where Vendor Data includes personal information, Customer is the data controller and Policyhold is a processor on Customer's instructions. Policyhold is not a party to Customer's vendor agreements.
Upload links are confidential. Vendors must upload only authentic documents they are authorized to provide. Use of the vendor portal is subject to these Terms.
7. Customer Content and Ownership
Customer may upload documents and enter data ("Customer Content"). Customer retains all rights in Customer Content and Vendor Data. Customer grants Policyhold a limited license to host, store, process, transmit, display, and analyze Customer Content solely to provide and improve the Service, comply with law, and enforce these Terms. Policyhold may use de-identified aggregated data for analytics and improvement.
Policyhold does not automatically approve vendors or documents unless a feature explicitly states otherwise.
8. No Insurance Services
READ THIS SECTION CAREFULLY.
Policyhold is not an insurance broker, insurance agency, insurer, third-party administrator, claims administrator, or risk consultant.
The Service may help you track, store, organize, and review insurance-related documents and requirements you configure. Policyhold does not sell, solicit, negotiate, bind, or place insurance; recommend carriers, policies, limits, or endorsements; verify coverage adequacy; or act on your behalf with any insurer or broker.
Customer must independently verify all insurance documents with qualified insurance professionals.
9. No Legal Services
READ THIS SECTION CAREFULLY.
Policyhold is not a law firm and does not provide legal services or legal advice. No feature or output creates an attorney-client relationship.
The Service may generate audit packages, exports, and snapshots ("Exports"). Exports reflect operational data recorded in the Service. Inclusion in an Export does not mean a document or status is legally sufficient for any contract, regulation, litigation, or insurance purpose. Customer must evaluate Exports with qualified counsel before relying on them.
10. Audit Exports and Records
Exports are for operational recordkeeping and may not include activity outside the Service. See Section 9.
11. Gate and Field Access Tools
Read-only mobilization or gate lists display status as recorded in the Service. They do not authorize physical site access. See Section 2.
12. Automated and Machine-Assisted Features
The Service may include automated or machine-assisted capabilities (e.g., classification, extraction, OCR, or suggestions) ("Automated Features"). Automated Features are provided to assist workflow decisions, not to determine compliance outcomes. They may be inaccurate. Customer must independently review all outputs. Automated Features do not constitute legal or insurance advice. See Sections 8 and 9. Beta capabilities are as-is per Section 16.
13. Acceptable Use
You will not, and will not permit others to: abuse or harm others; reverse engineer except as permitted by law; access the Service without authorization; probe vulnerabilities without consent; interfere with the Service; use the Service unlawfully; misrepresent identity; or resell the Service except as permitted by your plan or Order Form.
14. Intellectual Property and Feedback
The Service and all related intellectual property belong to Policyhold and its licensors. No rights are granted except as expressly stated. If you provide feedback or suggestions, you grant Policyhold a perpetual, royalty-free license to use them without restriction or compensation.
15. Fees and Payment
Fees and features are described on Policyhold's website or in an Order Form. Unless stated otherwise, subscriptions are established through Policyhold's sales process; automated in-app billing may not be available. Customer agrees to pay all fees and applicable taxes. Overdue amounts may result in suspension after reasonable notice. Fees are non-refundable except as stated in writing.
16. Availability, Changes, and Beta Features
Policyhold uses commercially reasonable efforts to provide reliable access but does not guarantee uninterrupted operation. We may perform maintenance and modify features or these Terms. Experimental or beta features are provided as-is, may change without notice, and are used at Customer's risk. Material Terms changes are notified per Section 26.
17. Third-Party Services
The Service relies on third-party providers for hosting, infrastructure, email, analytics, and monitoring. Those services are subject to their own terms. Policyhold is not responsible for third-party acts or outages. A current list of subprocessors is maintained in our Privacy Policy or data processing addendum.
18. Security and Privacy
Policyhold implements measures designed to protect Customer Content, including access controls and private document storage. No system is perfectly secure; Customer must protect credentials and shared links.
19. Confidentiality
Each party will use reasonable care to protect the other's non-public information and use it only for the relationship, except for publicly available information, independently developed information, or disclosures required by law.
20. Suspension and Termination
These Terms continue while Customer has an active subscription or account. Either party may terminate as stated in an Order Form or by written notice. We may suspend or terminate for breach, non-payment, legal requirement, or Service discontinuation.
Upon termination, access ends. Upon request within thirty (30) days, Policyhold will make Customer Content available for export where feasible, then delete or de-identify it per our retention policy, except as required by law or backup cycles.
21. Survival
The following survive termination or expiration: Intellectual Property and Feedback, Confidentiality, Disclaimers, Limitation of Liability, Indemnification, Fees and Payment (accrued obligations), Governing Law and Disputes, and Survival.
22. Disclaimers
TO THE MAXIMUM EXTENT PERMITTED BY LAW, THE SERVICE AND ALL OUTPUTS ARE PROVIDED "AS IS" AND "AS AVAILABLE." POLICYHOLD DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, AND ACCURACY. Professional-services limitations are in Sections 8 and 9.
23. Limitation of Liability
TO THE MAXIMUM EXTENT PERMITTED BY LAW: (a) neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, data, business interruption, project delays, site incidents, regulatory penalties, or insurance claims; (b) Policyhold's total liability will not exceed amounts paid by Customer in the prior twelve (12) months or USD $1,000, whichever is greater; (c) Customer acknowledges reliance on Service outputs is subject to Sections 2 and 8–9; (d) exceptions for fraud, willful misconduct, and non-waivable liabilities.
24. Indemnification
Customer will defend, indemnify, and hold harmless Policyhold from claims arising from Customer Content, Vendor Data, Customer's compliance or site-access decisions, violation of these Terms or law, vendor relationships, misconfigured rules, misuse of links or Exports, or lack of rights to provide data to Policyhold.
25. Governing Law and Disputes
These Terms are governed by the laws of England and Wales, without regard to conflict-of-law principles. The parties submit to the exclusive jurisdiction of the courts of England and Wales.
26. General Provisions; Changes to Terms
Customer may not assign these Terms without Policyhold's consent; Policyhold may assign in connection with a merger or sale. Neither party is liable for delays due to force majeure. If a provision is unenforceable, the remainder remains in effect. Failure to enforce a provision is not a waiver.
These Terms, the Privacy Policy, any Order Form, and DPA constitute the entire agreement. Legal notices to Policyhold: hello@policyhold.com (United Kingdom).
We will post updated Terms at policyhold.com/terms. Material changes will be notified by email or in-app notice where practicable. Continued use after the effective date constitutes acceptance.
27. Contact
Policyhold · United Kingdom · hello@policyhold.com · policyhold.com
See also: Privacy Policy · Cookie Policy