Terms of Service

1. About these Terms

These Terms of Service govern your use of Aromathy, a software-as-a-service platform operated by aromathy Ltd, a company registered in Northern Ireland under company number NI738147, with registered office at Ground Floor, Gallery Building, 65-69 Dublin Road, Belfast, BT2 7HG.

By creating an account, starting a trial, or using any part of the Aromathy service, you agree to these Terms. If you do not agree, do not use the service.

In these Terms, "Aromathy", "we", "us" and "our" refer to aromathy Ltd. "You" and "your" refer to the individual or business using the service.

2. Service description

Aromathy is a SaaS platform providing UK and EU CLP-compliant labelling and compliance management for makers of scented and chemical-containing products, including but not limited to candles, wax melts, reed diffusers, soaps, and body care products.

Core features include:

• Supplier and material management
• Safety Data Sheet (SDS) upload and AI-assisted hazard data extraction
• Formula building with cost and percentage tracking
• CLP label generation conforming to UK CLP and EU CLP (EC 1272/2008) requirements
• Burn and safety testing record-keeping
• Print-ready PDF label output and unique formulation identifier (UFI) management

Features available depend on your subscription tier and may change from time to time as we improve the service. Where a change materially reduces or removes a feature, we will give reasonable notice.

3. Account terms

3.1 One account per business. Each Aromathy account is for use by one business or sole trader. Multiple individuals from that business may share access, but the account may not be used to manage compliance for multiple separate businesses or as a third-party service bureau.

3.2 Accurate information. You must provide accurate, current account information including a valid business name, address, and email. You are responsible for keeping this information up to date.

3.3 Business name changes. Your registered business name on Aromathy can be edited once every six months. Each change is logged with a timestamp for traceability. This restriction protects label authenticity and prevents misuse of the platform for impersonation.

3.4 Unique label references. Every CLP label generated through Aromathy carries a unique Aromathy reference number. This identifier is included on the printed label and is used for traceability and audit purposes.

3.5 Generation limits. Each subscription tier has monthly caps on label generation, SDS parses, and other rate-limited operations. Daily sub-limits within those caps may apply to prevent abuse. Current limits are published on the pricing page.

3.6 No reselling. You may not resell, sublicense, white-label, or otherwise commercially redistribute the labels, label-generation capability, SDS parsing capability, or any other Aromathy service to third parties. The service is for use in connection with your own products only.

3.7 Security. You are responsible for keeping your password secret and for any activity that occurs under your account. Notify us immediately at andrew@aromathy.com if you believe your account has been accessed without authorisation.

4. Pricing and billing

4.1 Subscription tier. Aromathy Core costs £29 per month, billed monthly in advance. The pricing page is the source of truth and may be updated from time to time; existing subscribers will be notified of any price change at least 30 days before it takes effect on their account.

4.2 Free trial. New accounts receive a 14-day free trial. A valid payment method is required at signup. No charges are made during the trial.

4.3 Cancellation during trial. You may cancel at any time during the 14-day trial through the dashboard or by emailing andrew@aromathy.com. If you cancel before the trial ends, you will not be charged.

4.4 Cancellation after trial. After the trial ends, your subscription renews automatically each month. You may cancel at any time. Cancellation takes effect at the end of your current paid billing period. You will retain access to the service until that date and are not entitled to a pro-rata refund for the remaining days unless required by law.

4.5 Payment processing. Payments are processed by Stripe. We do not see or store your full card number. Stripe's terms apply to your payment relationship with them.

4.6 VAT. Prices are quoted exclusive of VAT where applicable. VAT will be added at the rate applicable to your jurisdiction at the point of invoice.

4.7 Failed payments. If a payment fails, we will retry according to Stripe's standard schedule. If payment is not recovered, your account may be downgraded to a no-access state pending resolution. Your data is preserved in this state for 90 days.

5. Acceptable use

You agree not to:

• 5.1 Use the service to generate, knowingly publish, or facilitate labels that misrepresent the hazard classification, composition, or safety profile of a product.
• 5.2 Use the service to label products you do not have legal authority to sell or distribute.
• 5.3 Resell, sublicense, or otherwise commercially distribute the service or its outputs to third parties.
• 5.4 Attempt to circumvent any usage limits, rate limits, or access controls, including by creating multiple accounts to evade caps.
• 5.5 Upload malicious files, including files containing malware, scripts intended to compromise the service, or files designed to overwhelm our systems.
• 5.6 Upload content you do not have the right to upload, including third-party SDS documents you have not been authorised to use for compliance purposes.
• 5.7 Reverse-engineer, decompile, or otherwise attempt to derive the source code or underlying logic of the service, except to the extent permitted by applicable law.
• 5.8 Use automated means (scrapers, bots) to extract data from the service beyond the export functionality we provide.
• 5.9 Interfere with, disrupt, or attempt to gain unauthorised access to the service or related systems.
• 5.10 Use the service in any way that violates UK or EU law, including consumer protection law, product safety law, or data protection law.

We may suspend or terminate accounts found in breach of this section, with or without notice depending on the severity of the breach.

6. Intellectual property

6.1 Our IP. Aromathy owns all rights, title, and interest in the platform, including the software, source code, design, branding, calculation engines, label templates we author, documentation, and the Aromathy reference number scheme. Nothing in these Terms transfers ownership of any of this to you.

6.2 Your data. You retain ownership of all data you upload to or generate through Aromathy, including:

• Safety Data Sheets you have uploaded
• Supplier and material records you have entered
• Formulas you have built
• Burn and safety testing records and photos
• CLP labels generated for your products
• Notes, observations, and any custom configuration you have entered

6.3 Licence to operate. You grant us a non-exclusive licence to host, store, process, transmit, and display your data solely as necessary to provide the service to you. This licence ends when you delete the data or close your account, except where retention is required by law or these Terms.

6.4 AI parsing. When you upload an SDS, the document is processed by an AI service (currently Anthropic) to extract hazard data. Under Anthropic's commercial terms, Anthropic does not train its models on customer API content. Further detail is in our Privacy Policy.

6.5 Feedback. If you provide feedback or suggestions, we may use them to improve the service without obligation to you.

7. Maker responsibility for label accuracy

This is the most important clause in these Terms. Read it carefully.

7.1 Aromathy provides tools, calculation engines, and AI assistance to help you create CLP-compliant labels. We do not, and cannot, certify or warrant that any specific label is fit for any specific regulatory submission, sale, or compliance situation.

7.2 You are solely responsible for:

• The accuracy and completeness of the SDS documents you upload
• The accuracy of the formula percentages, ingredients, and material data you enter
• Verifying that any label you generate accurately represents your product
• Confirming that the label meets the specific regulatory requirements applicable to your product, your market, and the jurisdiction in which you place the product on the market
• Re-checking labels when supplier formulations change, when regulatory requirements change, or when your product formula changes
• Any liability arising from a label you have caused to be applied to a product

7.3 The CLP regulatory framework (UK CLP and EC 1272/2008) is complex, evolving, and contains requirements specific to product type, container, hazard class, and market. Aromathy implements current best understanding of these requirements but does not replace your responsibility to verify compliance.

7.4 Aromathy provides tooling, not regulatory advice. If you are uncertain whether a label complies with applicable regulations, consult a qualified person, accredited laboratory, or regulatory consultant. Aromathy is not a substitute for the services of a qualified person under UK CLP, an EU-Responsible Person under EU CLP, or a Cosmetic Safety Assessor where one is required.

8. Limitations of liability

8.1 Carveouts. Nothing in these Terms limits or excludes our liability for:

• Death or personal injury caused by our negligence
• Fraud or fraudulent misrepresentation
• Any liability that cannot be limited or excluded under the Consumer Rights Act 2015, the Unfair Contract Terms Act 1977, or any other applicable UK or EU law

8.2 Cap on liability. Subject to clause 8.1, our total aggregate liability to you for all claims arising under or in connection with these Terms or your use of the service is limited to the total fees you have paid to us in the 12 months preceding the event giving rise to the claim.

8.3 Excluded losses. Subject to clause 8.1, we are not liable for any of the following, whether arising in contract, tort (including negligence), or otherwise:

• Loss of data
• Loss of profits, revenue, or business
• Loss of opportunity, goodwill, or anticipated savings
• Indirect, special, or consequential losses
• Regulatory fines, penalties, or recalls incurred by you
• Losses arising from inaccurate or incomplete SDS documents you have uploaded
• Losses arising from your failure to verify a label before placing it on the market

8.4 Service availability. We aim to provide the service reliably but do not warrant uninterrupted, error-free, or fault-free operation. Scheduled maintenance, third-party service outages (Cloudflare, Stripe, AI providers), and force majeure events may affect availability.

8.5 Force majeure. Neither party is liable for any failure or delay in performance under these Terms caused by events outside their reasonable control, including but not limited to natural disasters, pandemics, war, acts of terrorism, government action, internet or telecommunications failures, and supply chain disruption affecting the cloud infrastructure on which Aromathy depends.

9. Termination

9.1 By you. You may cancel your subscription at any time through the dashboard or by emailing andrew@aromathy.com. Cancellation takes effect at the end of your current paid billing period.

9.2 Account deletion. You may delete your account at any time via self-service deletion in the dashboard, subject to a 14-day grace period during which deletion can be cancelled. After the grace period, your account and personal data are deleted, subject to the retention exception in our Privacy Policy.

9.3 By us, for breach. We may suspend or terminate your account immediately, with or without notice, if:

• You materially breach these Terms
• We reasonably suspect fraud, abuse, or use of the service for unlawful purposes
• Your payment fails and is not resolved within a reasonable retry window

9.4 By us, for convenience. We may terminate accounts on at least 30 days' email notice if continued provision of the service to you becomes commercially or legally impractical, or if we discontinue the service entirely. In this case, we will refund any unused portion of fees paid in advance.

9.5 Effect of termination. On termination by either party, your access to the service ends. Clauses that by their nature should survive termination (intellectual property, liability limitations, governing law, surviving obligations) survive.

10. Data retention on cancellation

10.1 If you cancel your subscription but do not delete your account, your data is retained for the duration that the account remains in a no-access state, up to 90 days, after which the account and data are deleted unless you have re-subscribed.

10.2 If you delete your account, data is deleted after the 14-day deletion grace period, subject to:

• Encrypted backups, which may persist for up to 30 days after deletion before being purged from the backup rotation
• The CLP traceability retention exception described in our Privacy Policy, which applies to label data, formula references, and audit records for products you have placed on the market

11. QR codes on printed labels

11.1 Each CLP label generated through Aromathy may include a QR code that, when scanned, resolves to a public CLP information page on aromathy.com.

11.2 If you delete your account, the public CLP page for any label you previously generated will stop resolving. End consumers scanning a QR code on a printed label will see a 404 page. The printed label itself is not affected; only the digital resolution stops.

11.3 If you wish printed labels you have already placed on the market to remain functional, we recommend cancelling your subscription rather than deleting your account. A cancelled subscription preserves the public CLP pages indefinitely (subject to our continued operation of the service).

12. Governing law and disputes

12.1 Governing law. These Terms and any dispute arising out of or in connection with them are governed by the laws of England and Wales.

12.2 Jurisdiction. Subject to clause 12.3, the courts of England and Wales have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms.

12.3 Informal resolution first. Before filing any formal legal claim, you agree to attempt to resolve the dispute by contacting andrew@aromathy.com and giving us a reasonable opportunity (at least 30 days) to address the issue.

12.4 Consumer rights. If you are a consumer (rather than a business), nothing in this clause limits your right to bring proceedings in the country where you live, where required by applicable consumer protection law.

13. Changes to these Terms

13.1 We may update these Terms from time to time.

13.2 For material changes (changes that affect your rights, obligations, or the nature of the service), we will notify you by email at least 30 days before the new Terms take effect.

13.3 Continued use of the service after the effective date of updated Terms constitutes your acceptance of the updated Terms.

13.4 If you do not accept the updated Terms, you may cancel your subscription before they take effect.

13.5 Severability. If any provision of these Terms is found by a court of competent jurisdiction to be unenforceable, the remaining provisions remain in full force and effect.

13.6 Entire agreement. These Terms, together with our Privacy Policy and any other documents expressly incorporated by reference, constitute the entire agreement between you and Aromathy regarding the service and supersede any prior agreements or understandings.

14. Contact

For questions about these Terms, please contact: