Terms of Use

Last updated: 8 September 2026

These terms are the agreement between you and {{COMPANY_LEGAL_NAME}} for your use of the OZ Project Portal. How we handle personal data is a separate document — see the Privacy Notice, which informs you rather than binds you.

1. About the Portal

The OZ Project Portal ("the Portal") is a private document and drawing management system for construction and engineering projects, operated by {{COMPANY_LEGAL_NAME}} ("we", "us"), a company registered in England and Wales under number {{COMPANY_NUMBER}}.

Access is by invitation only. By creating an account, accepting an invitation or otherwise using the Portal, you agree to these terms. If you do not accept them, do not use the Portal.

If you are opening shared project material through a link rather than signing in, the Shared Link Terms apply to you instead.

2. Your account

• Accounts are personal. Do not share your password, and do not let anyone else use your account — including a colleague "just to look at something".
• Choose a strong password, do not reuse it on other services, and change it immediately if you believe it has been exposed.
• You are responsible for everything done under your account. The Portal records actions against the account that performed them.
• Tell your administrator straight away if you suspect unauthorised access to your account.
• Keep your contact details accurate. We use them to send password resets and security notices.

3. Access and permissions

• Your access is granted by an administrator and can be changed or withdrawn at any time, without notice, at our discretion.
• Permissions are set per person and can go down to individual folders. You may be able to see a project but not certain folders within it — this is deliberate.
• Do not attempt to reach material you have not been given access to, whether by guessing addresses, altering requests, or using someone else's link or credentials.
• Access ends when your involvement in a project or with us ends.

4. Acceptable use

You agree not to:

• Upload content you do not have the right to share, or content that is unlawful, infringing or malicious.
• Attempt to access projects, spaces or files you have not been granted permission to see.
• Probe, scan or interfere with the security, integrity or availability of the Portal.
• Redistribute downloaded drawings or documents outside the purpose for which they were shared.
• Use the Portal to store material unrelated to the projects it exists to serve.

The full rules, and what happens if they are broken, are in the Acceptable Use Policy, which forms part of these terms.

5. Content and ownership

• Files uploaded to the Portal remain the property of their respective owners. We do not claim ownership of project content.
• We store and process that content solely to provide the Portal. We do not use it for any other purpose, and we do not use it to train any system.
• The Portal software, its design and its branding remain ours. These terms do not give you any licence to copy or reuse them.
• By uploading content you confirm you have the right to do so and to make it available to the other people who have access to that project.

6. Deleting and archiving

Deleted items are moved to an archive rather than destroyed immediately, so that a mistake can be undone. Permanent removal is a separate, deliberate action available only to the Portal owner, and it cannot be reversed.

Project records are kept for as long as the law and the project require — often many years after completion. The periods are set out in the Privacy Notice.

7. Shared links

The Portal can generate a link that gives access to specific project content without a login. If you create one, you are responsible for where it goes.

• Treat every link as confidential. Anyone holding a valid link can open the content it points to until it expires or is revoked, whether or not you sent it to them.
• Links cannot be made permanent. The maximum life of any link is twelve months, and shorter is expected.
• Check what a recipient will see before you send it — the Portal shows you this on the sharing screen.
• Revoke a link as soon as the work it was created for is finished. Do not leave links alive because they have not expired yet.
• Revoking a link does not recall anything already downloaded. Share with that in mind.

Recipients are bound by the Shared Link Terms.

8. Confidentiality

Project material on the Portal is confidential. You may use it only for the project it belongs to, and you must not disclose it to anyone who has not been given access — including within your own organisation.

Some material is commercially or security sensitive: tender information, utilities and services routes, security and access-control layouts, and information about occupied buildings. Apply particular care to anything of that kind, and do not take it outside the Portal unless you need to.

These obligations continue after your access ends.

9. Availability

The Portal is provided on an "as is" and "as available" basis. We aim for continuous availability but do not guarantee uninterrupted or error-free service, and maintenance may cause short periods of downtime.

10. Suspension and termination

We may suspend or close your account without notice if:

• you breach these terms or the Acceptable Use Policy;
• we reasonably believe your account has been compromised;
• your involvement with the relevant project or with us ends; or
• we are required to do so by law.

When an account is closed, its access ends immediately and any shared links that account created stop working. Content uploaded to a project stays with that project.

You may ask for your account to be closed at any time by contacting your administrator.

11. Liability

Nothing in these terms limits or excludes our liability for death or personal injury caused by negligence, for fraud or fraudulent misrepresentation, or for anything else that cannot lawfully be limited.

Subject to that, and to the fullest extent permitted by law:

• we are not liable for loss of profit, loss of business, loss of anticipated savings, or any indirect or consequential loss;
• we are not liable for loss of or damage to data, to the extent you could reasonably have kept your own copy (see section 9);
• we are not responsible for the accuracy of content uploaded by users — the Portal stores and distributes it, it does not verify it.

If you are using the Portal in the course of a business, you agree that these limits are reasonable given that the Portal is provided as part of a wider project relationship rather than as a paid standalone service.

12. Personal data

We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. What we collect, why, how long we keep it and what rights you have are set out in the Privacy Notice. Cookies are covered by the Cookie Policy.

If your work on a project means you upload personal data about other people, you must have a proper basis for doing so, and you must not upload more than the project needs.

13. Changes to these terms

We may update these terms from time to time. The date at the top shows when they last changed. Where a change materially affects your rights we will bring it to your attention rather than relying on you to check. Continuing to use the Portal after a change means you accept the revised terms.

14. Governing law

These terms and any dispute arising out of them are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

15. Contact

For any question about these terms, contact {{SUPPORT_EMAIL}}, or write to {{COMPANY_LEGAL_NAME}} at {{REGISTERED_ADDRESS}}. For questions about your personal data, contact {{DP_EMAIL}}.

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